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HomeMy WebLinkAbout13.F.4. Authorize Modifications to Streamlime Routine Personnel ActionsGeneral Business 13. F. 4. SHAKOPEE TO: Mayor and City Council FROM: Mark McNeill, City Administrator DATE: 01/07/2014 SUBJECT: Authorize Modifications to Streamline Routine Personnel Actions (E) Action Sought The Council is asked to adopt an ordinance which allows staff greater flexibility to deal with routine personnel items. Background Mayor Tabke has asked staff to recommend possible actions to streamline the processing of routine personnel actions. Because of Shakopee's City Code, many standard actions relating to personnel administration must be brought before City Council. These are action items which likely resulted many years ago from the authority granted under Minnesota law regarding the "City Administrator" Plan A form of government. (The "City Manager" Plan B form of government empowers the manager to deal with all personnel issues.) However, City Councils have the ability to set their city's parameters regarding which personnel actions are necessary to come before the council. The length of the Consent Agenda could be shortened, and staff would have an opportunity to act more quickly on personnel issues, if the City Administrator was given authorization to: 1. Accept resignations. 2. Advertise for applicants for open, budgeted positions (within certain parameters). 3. Hire employees (again, within set guidelines) A fourth possible action, that of terminating full -time employees, may create issues relating to union contracts and civil service law. For this reason, the City Attorney recommends not including that in an expanded authorization for staff. Hiring for two types of employees would still come before the City Council. Due to Civil Service rules, appointment of employees in the Police Department will still require Council Action. Secondly, given the Council's need to work with Department Heads, I would recommend that hiring for Department Head positions continue to come before the City Council. Therefore, the authorization for the City Administrator to hire staff would be limited to non -civil service positions in non - department head positions. Currently, that would be for pay grades 10 and below; however, as pay plans are fluid, it would be preferable for the City Code to designate the level of positions which will always be subject to Council approval, rather than a pay grade. This expanded authority for the City Administrator to act would also be limited to those positions that have been approved in the budget, and for the same job description. The rate of pay for the hires would be limited to mid -range of the applicable pay grade, or below. Council approval would still be required to hire at a pay grade higher than what is considered "normal" for a new hire. Recommendation I recommend adoption of the attached ordinance. Budget Impact None. Relationship To Visioning This relates to Goal E, "Deliver effective and efficient public services by a staff of well- trained, caring and professional employees." Requested Action If the Council concurs, it should, by motion, adopt the following ordinance: "Ordinance No. 880, Fourth Series" An Ordinance of the City of Shakopee Amending Shakopee City Code Section 2.06, Subdivision 5, Dealing with the Duties of the City Administrator. Attachments: Ord. No. 880 ORDINANCE NO. 880, Fourth Series AN ORDINANCE OF THE CITY OF SHAKOPEE AMENDING SHAKOPEE CITY CODE SECTION 2.06 SUBDIVISION 5 DEALING WITH THE DUTIES OF THE CITY ADMINISTRATOR THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, ORDAINS: Section 1. Section 2.05, subd. 5, of the Shakopee City Code is amended to read as follows: Subd. 5. Duties. The City Administrator shall be the Chief Administrative Officer of the City and shall be responsible to the Council for the proper administration of all affairs of the City and to that end shall be empowered and required to: A. Repealed. B. Supervise the administration of all Departments, offices and divisions of the City except as otherwise provided by law and carry out any other responsibilities placed under the City Administrators jurisdiction by this Section or by subsequent Council action. C. Advertise for, linterview, and screen all prospective City employees as permitted by law and shall make recommendations to the Council before the Council makes any appointment that the City Administrator is not authorized to make; suspend employees as necessary; make recommendations for terminating employees and may suspend any employee until the next Council meeting when the Council shall affirm, modify, or reject the recommendation for termination. D. Develop and issue all administrative rules, regulations and procedures necessary to insure the proper functioning of all Departments and offices under the City Administrator's jurisdiction as permitted by law and Council approval. E. Prepare and submit an annual budget to the Council and keep the Council advised of the financial condition of the City and make such recommendations as the City Administrator may from time to time determine desirable and necessary. F. Attend and participate in discussions at all meetings of the Council and other official bodies as directed by the Council. The City Administrator shall also represent the City at all official or semi - official functions as may be directed by the Council and not in conflict with the prerogatives of the Mayor. The City Administrator shall be entitled to notice of all regular and special meetings of the Council. G. See that all laws and provisions of the City Code are duly enforced. H. Purchase or enter into contracts for previously budgeted items when the amount thereof does not exceed $15,000, and purchase or enter into contracts for previously budgeted services, when the annual amount of such contract does not exceed $15,000. For items and services in excess of $15,000, the City Administrator shall receive estimates, quotations, proposals, or sealed bids, as appropriate, and present them to the Council for official action. Recommend from time to time the adoption of such measures as the City Administrator 436456v2 JJT SH155 -23 may deem necessary or expedient for the health, safety and welfare of the community or for the improvement of the administration. J. Perform such other duties as may be required by the Council and consistent with Minnesota Statutes and the City Code. & Accept resignations of employment from all employees, except Department Heads. I. Hire and appoint new non-civil service non - Department Head employees for positions previously budgeted for and authorized by the Cltv Council. Section 2.-Effective Date. This ordinance becomes effective from and after its passage and publication. Passed in regular session of the City Couned of the City of Shakopee, Minnesota held this day of, 2014. Mayor of the City of Shakopee Attest: City Clerk 436456v2 JJT SH155 -23