HomeMy WebLinkAboutCC AG PKT 2003-04-14 #R e
AGENDA REPORT
DATE April 14, 2003
TO Honorable Mayor and City Council
THRU John B Bahorski, City Manager
FROM Pamela Arends -King, Director of Administrative Services /Treasurer
SUBJECT Administrative Services Department/ City Manager's
Office Restructuring
SUMMARY OF REQUEST
Staff requests City Council approve the Administrative Services Department and City Manager's
Office restructunng as follows
• Replace the part-time Assistant Finance Director Position and contract accountant
position with a full -time Accounting Manager
• Convert an account clerk position to accounting technician and create one part-time
account clerk position
• Transfer employee benefits portion of human resources to the Administrative Services
Department All other personnel issues would remain in the City Manager s Office
• Eliminate the part-time intern position in the City Manager's Office
• Create full -time Management Analyst/Human Resources position
• Create a short-term contract with the existing Administrative Assistant to help with
transition issues
BACKGROUND
Two impending staff departures have necessitated an organizational review of the Administrative
Services Department and the City Manager s Office The part-time Assistant Finance Director
will be moving out of state by the end of June 2003 The Administrative Assistant in the City
Agenda Item A
April 14 2003
Administrative Services Department/City Manager s Office Restructuring
Manager's Office will be participating in the PERS early retirement program in August 2003
The attached spreadsheet summarizes the proposed restructuring of the two departments
With the mandates placed on municipal Financial Departments to address new and modified
Governmental Accounting Standards Board (GASB) pronouncements especially GASB 34, and
two major areas addressed in the Auditor's Management Comment Letter, along with staff
departure of the Assistant Finance Director at the end of June 2003, an intensive analysis of the
Administrative Services Department was conducted and determined that the available staff is
insufficient to maintain the City's financial records and complete the required accounting
transactions The Director of Administrative Services /Treasurer and the part-time Assistant
Finance Director not only manage the department and the information technology consultants
they also complete all the technical accounting and budgeting functions except for bank
reconciliations performed by the contract accountant Due to the implementation of new GASB
pronouncements, the conversion of payroll to ADP, the implementation of audit management
comments and the increase in information requested by other departments the Director of
Administrative Services /Treasurer and the Assistant Finance Director cannot adequately
complete mandatory accounting responsibilities Also functions that should be completed by
less qualified individuals such as accounts receivable secretarial duties and payroll are being
completed by the Director of Administrative Services/Treasurer and the Assistant Finance
Director Two major areas addressed in the Auditor s Management Comment Letter was the
need for separation of duties and adequate staffing to complete such important functions as fixed
assets and implementation of GASB 34
To try to complete the necessary duties needed to maintain the City s financial records,
implement the GASB pronouncements, address the Audit Management Comments and provide
the necessary information requested by other departments staff proposes replacing the part-time
Assistant Finance Director position and the part-time contract accountant with a full -time
Accounting Manager position The replacement of the two part time positions with a full -time
Accounting Manager position would provide the Administrative Services Department with 30
additional hours a month to help complete the necessary duties mentioned Also to provide the
separation of duties and the completion of duties based on employee qualifications staff proposes
converting an account clerk position to account technician and adding a part-time account clerk
position The account technician will perform payroll duties employee benefits transferred from
the City Managers Department and other entry -level accounting duties The addition of a part-
time account clerk will perform customer services, secretarial duties, and cash receipting for the
City and utility billing This staffing level is still below the level of what is needed to complete
the mandatory accounting responsibilities but it is a step in the nght direction
The departure of the Administrative Assistant in the City Manager's Office under the early
retirement program, the Administrative Services Department will now support the duties of
personnel benefits administration and processing Labor relations will continue in the City
Manager's Office but will be handled by the Assistant City Manager A Management Analyst
position with a human resources component is proposed to provide personnel services to
employees and departments These responsibilities will include recruitment, hiring/termination
processing, interfacing with payroll services and labor distnbution analysis The Management
Analyst will also handle citizen inquires council inquires, special studies and contract
3
Apnl 14 2003
Administrative Services Department/City Manager s Office Restructuring
administration A short-term contract with the leaving Administrative Assistant will help with
the training and transition of the new employee and the part-time interim position will be
eliminated
Fiscal Impact
As the attached summary states the restructuring of the Administrative Services Department and
the City Manager's Office will have a net annual savings to the General Fund of $12,687
RECOMMENDATIONS
City Council approve the Administrative Services Department and City Manager s Office
restructuring as follows
• Replace the part-time Assistant Finance Director Position and contract accountant
position with a full -time Accounting Manager
• Convert an account clerk position to accounting technician and create one part-time
account clerk position
• Transfer employee benefits portion of human resources to the Administrative Services
Department All other personnel issues would remain in by the City Manager's Office
• Eliminate the part-time intern position in the City Manager's Office
• Create full -time Management Analyst/Human Resources position
• Create a short-term contract with the existing Administrative Assistant to help with
transition issues
.
Pamela Arends-King
Director of Administrative Services /Treasurer
4
1 _
oh : Bahorski
,. Manager
3
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