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11-14-22 CC WS Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION COUNCIL CHAMBERS MONDAY, NOVEMBER 14, 2022 6:00 P.M. AGENDA 1. CONVENE CITY COUNCIL WORK SESSION A. Roll Call Mayor Labadie _____ Siakel _____ Johnson _____ Callies _____ Gorham _____ B. Review Agenda ATTACHMENTS 2. ADMINISTRATION DEPARTMENT REORGANIZATION Interim City Administrator Memo 3. ADJOURN City of Shorewood Council Meeting Item Item 2 Title/Subject: Discuss Proposed Administration Department Reorganization Plan MEETING Meeting Date: Monday, November 14, 2022 TYPE Work Prepared by: Ed Shukle, Interim City Administrator Session Reviewed by: Sandie Thone, City Clerk/HR Director Attachments: Current and Proposed Compensation Schedules; Staff Report and Attachments from October 24, 2022 Regular City Council meeting Background: At the October 24, 2022 Regular City Council meeting, the City Council was presented with a proposed reorganization plan for the Administration Department. The plan came about as a result of the resignation of Julie Moore, former Communications/Recycling Coordinator. (See attached staff report from the October 24, 2022, Item #7B). After presenting this information to the City Council, the consensus was that the subject be reviewed at a Work Session. The City Clerk/HR Director and I reviewed various options to fill the vacancy left as a result of Ms. Moore’s resignation. The option of reorganizing the department to allow for career advancement of existing personnel within the department made the most sense. Each employee within the department brings different skill sets and qualifications that we believe can fit the duties and responsibilities required to accomplish the tasks of this job. The reorganization plan basically involves breaking up the communications/recycling position and shifting responsibilities. Under the plan, staff would post and recruit for a new-part-time administrative assistant (20 hours per week) to perform the duties of the current part-time administrative assistant (Miechelle). Miechelle then becomes full-time and her title becomes “Administrative and Recycling Coordinator” She would be handling many of the administrative duties at the front desk in addition to the recycling program (see job description attached). Current Administrative Assistant (Nelia), who is full-time, becomes the Administrative and Communications Coordinator. She would continue to be working in customer service, providing front desk information and other administrative duties. In addition, she would be responsible for communications i.e., preparing the monthly newsletter, managing the website and other communications (see job description attached). Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Current Deputy City Clerk (Brenda), who is full-time, becomes the City Clerk. The City Clerk performs statutory duties of the city such as maintaining all municipal records and coordinating city elections (see job description attached). Current City Clerk/HR Director (Sandie), who is full-time, becomes the Administrative Services Director and remains the department head of the Administration Department.. The position is primarily responsible for all Administration and Human Resources related functions for the city. This position assists and supports the City Administrator in the management of administrative activities and responsibilities. (See job description attached). The proposed job title change more accurately reflects the current work duties and responsibilities that Sandie is performing. As indicated in the staff report attached that was presented to the City Council on October 24, staff explored other options that would support development and advancement of current employees to retain the high level of service that is expected. After the recent turnover in staff, it was determined that this is a unique opportunity to be able to develop and advance employees from within the organization. This opportunity presents numerous advantages at a time when employee retention is extremely critical and stability is of the essence. It is an opportunity for people to grow in their jobs and careers creating a greater sense of appreciation for the work that they do. We believe the suggested changes are going to make the organization better. We realize that this proposal may have come as a surprise. We also understand that you have questions about the plan and that it appears to be “rushed.” Staff certainly was not trying to create these perceptions. We are trying to address the current workload of the Administration Department. Staff is “stretched” and action needs to be taken to address these concerns. The timeline to be fully staffed under this plan is January 31, 2023. However, if Miechelle were promoted to full-time, immediate workload can be addressed sooner. If you do not agree with the proposed changes, we can leave things the way they are until we are able to recruit for a full-time Communications/Recycling Coordinator. This process will take some time and it is estimated that the city can be fully staffed by January 31, 2023. In the meantime, many of the tasks related to the Communications/Recycling position will be delayed or not completed until fully staffed. In summary, we are requesting permission to advance current staff to the positions presented above along with recruiting for a part-time administrative assistant. As stated above, we understand that this is a major change but believe it will work in addressing workload and staffing needs within the Administration Department. Financial Considerations: As originally presented, the overall budget impact of this proposed reorganization plan, including wages and benefits, is $11,484 to the 2023 Budget. There would be minimal impact to the 2022 Budget should the City Council proceed in approving this plan in 2022. Although the wage increases may appear to be significant, the proposed compensation brings these positions more in line with their respective corresponding duties and responsibilities. It should be noted that attached is the City of Shorewood current compensation plan indicating where the Administration Department employees are slotted and the proposed compensation plan indicating where these employees would be placed. Action Requested: Discuss the proposed reorganization plan as presented and provide direction as to implementation of this plan or identify other options that the City Council wishes to consider. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership.