2018-11-14 CC Packet - Laserfiche WebLink

Home Browse Search

demands on staff time attending to the immediate and deadline-driven needs of builders, developers, homeowners and other agencies. Some may not characterize all of the tasks below as needs,but certainly they represent important issues for the city and its businesses and residents. It is important to note that we are not saying that without new staff,none of these tasks are accomplished, nor would it be fair to assume that, with new staff, all of these items will be completely addressed. The actual progress on each item will fall somewhere in the middle. The basic point is that there is a long list of worthy tasks in front of city staff, each with a continuum of potential effort. The council needs to weigh the importance of addressing these issues with the need to control the budget. Part-Time Receptionist Needs Statement The need for this position arises mostly through the increased workload on other administrative staff, due to development pressure and general growth of the city. Aside from receptionist duties, the position would also assist with building permit issuance, website and social media management, and newsletter creation. The primary goal of this hire will be to free up time for the Clerk, Senior Account Clerk,and Administrator to tackle the list of items below,which tend to be pushed out while dealing with general front counter traffic,phone calls and the like. Office Staff Tasks • Grant writing o Seeking out grants for items which are not immediate needs, like parks, history and public art. • Income Survey for downtown o As part of our application for a CDBG grant to fund the water main in downtown, we need to complete an income survey of residents in the area. The scope and work plan for that survey need to be formalized and approved by HUD, then implemented. • History Committee o Establishing a committee to handle the Dupre artifacts and continue looking for other ways to celebrate our local history. • Recycling/Score Funds o Each year, we receive funds through the SCORE program to defray recycling costs in our community. While we receive a base-amount for doing the minimums, we are eligible to receive more funds, if we develop a plan for additional activities. • Development Review Process o With help from our professional consultants, and the experience of our staff, we get through the necessary steps of development, but the city has very little in the way of a formal process, review checklists, or other forms to provide consistency and promote efficiency. • File management o The city maintains a mix of paper and electronic filing systems. Both could use some re-organization to make document filing more systematic and retrieval more efficient. 4