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100289 CC WS Min . . . CITY OF SHORE WOOD STUDY SESSION MONDAY, OCTOBER 2, 1989 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7: 41 P. M. MINUTES CALL TO ORDER Mayor Haugen convened the Study Session at 7:41 P.M. ROLL CALL Present: Mayor Haugen, Councilmembers Brancel, Gagne, Stover and Watten. Staff: Administrator Whittaker JOB DESCRIPTION, DEPUTY CITY CLERK Administrator Whittaker recommended the City Council consider es- tablishing the position of Administrative Assistant/Deputy Clerk after the positions of City Clerk and Administrator are combined. He said the position Sandra Kennelly occupied should be commensurate with her current pay. It should include duties she had or could perform well. It should be similar to positions other cities had. Whittaker recommended that a Recording Secretary be hired or those duties should be assigned to Susan Niccum. The time now used by Ms. Kennelly as recording secretary could be used to: administer grants and contracts; take responsibility for building, sorting, retrieving, and indexing all historical files and complying with S~ate RecorQ Retention requirements, completing the transfer and ,microfilming of these archives, and developing the computerized index of the filing system; keeping the City Code up-to-date and codifying it annually; assisting the Public Works Department in establishing and indexing its files; and, keeping the official records of the City. He went through the proposed job description with the Council line by line. (Copy attached with Council additions and corrections.) The Council expressed concern that Ms. Niccum was too busy to be- come the recording secretary and asked that the person being hired to take Planning Commission minutes be asked to take Council minutes as well until the revised positions could be evaluated in January. They discussed streamlining Council packets, assessment searches, and the Newsletter. They said purchasing office supplies should be assigned to the Receptionist and that "pUblic information" and complaints should be screened by that person instead of the Deputy Clerk. The Council agreed with comments by Stover and Haugen that the special assessment process could be improved with clearer require- ments of those seeking searches and less accomodation by the City. The City should not do everyone's homework at the expense of more important tasks. Brancel said the City had not identified a need for an Administrative . MINUTES - MONDAY, OCTOBER 2, 1989 - STUDY SESSION PAGE 2 DEPUTY CITY CLERK - Continued Assistant and recommended the position have the title of Deputy Clerk with an addendum indicating the salary is at this level because of additional duties assigned to Ms. Kennelly - which may not be so assigned if she leaves. The position is not supervisory. Gagne asked what the object of this reorganization is. He expressed his concern that this would not result in better performance by Ms. Kennelly or better relationships between her and those she supervised. He said the Council agreed the job was not being done and asked how long the City had to put up with it. Haugen responded that the City Attorney advised the Council to clarify Ms. Kennelly's respon- sibilities and goals and reevaluate her performance based on that after three months. Attorney Froberg, she said, believed this would be a more defensible position if the Council decided to terminate Ms. Kennelly. Watten said the job description and the Council had to make it clear that the Administrator supervises all employees including the Deputy Clerk. The City cannot have independent officers or department heads. . The Council reviewed a draft Resolution Combining Certain Positions and Offices Within the City of Shorewood, which would combine the offices of City Administrator with City Clerk and Finance Director with City Treasurer. Watter moved, seconded by Brancel" to put this Resolution on the Consent Agenda for the October 9, 1989, City Council meeting. Motion carried 5-0. The Council instructed the Administrator to present this decision to Ms. Kennelly and prepare the new Job DescrjJption for Council action. Stover asked what title Ms. Niccum would now have. Whittaker said State Statute permits only one Deputy Clerk but allows any number of Assistant Clerks. Stover said Ms. Niccum's title should not indicate any demotion. Whittaker suggested the title be Assistant Clerk and Administrative Assistant for Parks. The Council agreed. Gagne said the Deputy Clerk and Assistant Clerk should take turns going to conferences so that each remains in touch with a Clerk's duties. Haugen agreed and said she could not see a value in attending the International Clerk's conference. She also said employees should write a report on each conference or seminar they attend. . At Watten and Brancel's suggestion, the Council instructed Whittaker to meet at least weekly with Ms. Kennelly to assess progress and report back to the Council in writing so that there will be a record to evaluate in January. . . . Position: CITY CLERK Objective and Scope To perform administrative duties related to maintenance of official records, processing of contracts, elections, and miscellaneous duties as cited under M.S. 412.151 except those cited under the Administrator's and Finance Director's job descriptions. Relationship Reports to: Supervises: City Administrator All employees performing duties associated with the front counter, central file, records retention, elec- tions, and special assessments. Specific Responsibilities 1. Administers the official record keeping of the City, including the City Council minutes, ordinances, City Ordinance Code, Resolutions, and Advisory Commission Minutes. A. Attends City Council meetings and writes minutes in a timely fashion, coordinates agenda, prepares and distrib- utes packets and distributes agenda and ~iDutes to all Commissions and others as requested. B. Responsible for the safe keeping of the oaths and bonds of each municipal officer. C. Overall responsibility for maintenance of central file and records retention system. . D. Complies with State Statutes and local Ordinances regarding legal notices placed in newspapers for public notification. 2. Has primary responsibility for administration of elections, in- cluding training, hiring judges, organizing polling sites, and all maintenance of files. -38- .; '., ..~... 3. Responsible for the activities associated with the front desk, ~ including the issuances of all licenses and permits, general information, and the handling of complaints. A. Performs Notary Jlublic duties. B. Responsible for all Special Assess~~rit Information. C. Responsible for processing Homestead cards and applications. D. Schedules the use of the City Hall Council Chambers. ,r""" , I 4. Responsible fur the preparation and filing of state and federal reports e.g. annual Reserve Capacity Report for the Metropolitan Waste Control Commission, assessment searches, homestead credit reports, etc. 5. Prepare and certify all assessments of new levies, equalization, division splits, and delinquent certification to the County for tax collection. o. ppeparation ana cQmpl~tion gf utility 9il~. 7. Maintains inventory and purchases office supplies for City Departments. . 8. Responsible for the preparation of the City I S quarterly news- (',-..' let.ter. 9. ~. Performs other duties as required, such as special projects. Msin+,qirl~ I'll] ji!l"'l"'nllni':ing, billing FInn r~conciliat..i..ou IeCO.lJ::; --=--------- for the City's ut~~ity system, including: A. Maintaining the mas er file of utility records including additions, deletio s, reconciliations. B. Coordinates meter reading requirements and codes/batches all records for .D.P. system. C. all questions regarding utility bills or billing. F. G. accounting r Directs the utility department to install or replace meters. Prepares 1. t of delinquent utility accounts for certifi- cation to he county auditor for inclusion in real estate ents. records of new installations. receipts all utility bills. billing parments/receivables with the D. Prepares, mai E. Coordinates . H. ~ .... .... -39-