2025-01-22 WS & CC Meeting Minutes - (Approved)

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City of Centerville City Council Work Session & Meeting Minutes January 22, 2025 requiring paying of benefits. Administrator Statz stated that he felt that Finance Director DeJong was willing to work additional hours for, a period of time, to assist during this transition. He stated that staff also looked at scaling back some of the Assistant City Administrator’s role related to the external organizations that the city is a part of (e.g. Beyond the Yellow Ribbon, Chamber of Commerce, etc.). He explained that they are important to the operation, but not crucial. He stated that he felt that these meetings/participation in, would not be hurt in the long view if not attended. Administrator Statz also stated that what is a large amount of time for the Administrator is putting together packets for the various Committee/Commissions, preparing and attending for those meetings. He suggested that those meetings be less frequent during the transition (e.g. every other month meetings if there was nothing pressing or on an as needed basis). He stated that staff would be requesting the EDA members absorb additional duties such as visiting businesses, etc. Administrator Statz also stated that there would be a break in the History Niche in the front of Council Chambers as that has a rotating cycle of every six months. He also stated that the City Clerk position would be taking a larger role in updating the website and keeping it current. He stated that the administrative staff would be completing the specific duties needed during the transition period as staff was reducing from 4.5 full-time to 3.5 full-time staff. Mayor Golden stated that if the Assistant City Administrator is going to be the Interim City Administrator, and the Clerk is assuming some of the Assistant City Administrator’s duties and responsibilities or others, a clear direction on what responsibilities should follow under each individual and then staff/council needed to look at salary increases for everyone that has added additional duties/responsibilities. Administrator Statz stated perhaps, but he tended to look at the salary. He stated that he was the only salaried employee in the office, so when we look at increased workload for any administrative staff, if they work more hours, they get more pay for overtime as some of that comes into play. He stated that he would look at if there was something that raised a person’s level of responsibility, asking them to make larger and more important decisions would be warranted for temporary increase in pay. He stated that staff could explore that, but he felt that with what has been laid out for Council, the city would be fine and that staff is not asking anyone to take on an elevated role of responsibility (e.g. no one will be asked to supervise someone during the transition or lead another group of people/task force or committee) so in those terms, he did not see that right away, but it could be something to explore. Council Member Kubat asked if there was such a thing as a temp. for such a role as packets, not allowing for delays with Planning & Zoning as it requires a large amount of time and applications are time sensitive. Administrator Statz stated that maybe a bullet should be added to the memorandum contained in Council’s packet for leaning on consultants more as he previously handled such items (e.g. reviewing variance requests, writing memorandums, etc.). He stated rather than hiring a temporary employee to fill the City Administrator position, as he was a consultant, and he felt that consultants are engaged and knowledgeable with the community and its needs. Council Member Kubat asked if the interim position would then be hourly. Administrator Statz stated that it has to do with IRS rules rather than a choice, and that is what staff is proposing. He stated that Ms. Lewis would become a salaried employee following his last day of employment with the city. Additional discussion took place regarding packet preparation, etc. Administrator Statz stated that going from 4.5 full-time staff to 3.5 full-time staff would increase a large number of duties and responsibilities. He stated that the city has operated similarly in the past. He stated that the city was surviving but he was unsure if it were thriving. His opinion was that there was currently too much going on to continue with 3.5 full-time staff. He stated that he also felt that it was going to be a tough thing as the Comprehensive Plan update was coming up and meetings needed to continue but the hiring process would also be a process unless it is a quick turnaround. Additional discussion ensued regarding filling the position with another position - does not get you back to 4.5 full-time employees. Administrator Statz stated that if the Assistant City Administrator was named the Administrator, there Page 4 of 16