HomeMy WebLinkAbout10.F.3. Reorganization of Administrative Staff ID. �:3.
City af Shakopee
MEMORANDUM
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator�'��'li��'
SUBJECT: Reorganization of Administrative Staff
DATE: February 17, 2012
Introduction
The Council is asked to approve a reorganization of some of the City's administrative staff positions in
preparation for the retirement of long-time City Clerk Judy Cox.
Background
Judy Cox, the City's long-time City Clerk, will be retiring from her position effective March 31 of this
year. After more than 40 years of service to the City, she is truly irreplaceable in terms of the
organizational history, attention to detail and dedication she has brought to the City.
However, in order to address the needs of the City upon Ms. Cox's retirement, City staff has 6een
reviewing the duties and responsibilities of the City Clerk's division and their relationship to other City
departments and needs. 8ased on this review, staff is recommending a reorganization of the current
functions of the City Clerk's office and certain staff positions; in lieu of hiring or promoting a direct
successor to Ms. Cox. The reorganization is intended to make the City more effective and efficient from
a structural standpoint. From a monetary perspective the reorganization is largely budget neutral.
The proposed reorganization would combine the City Clerk's division with the Finance Department, with
current Finance Director Julie Linnihan at the helm. The Deputy City Clerk, Records Clerk and front desk
receptionists would then report to Ms. Linnihan. In its current form, the City Clerk position serves as a
division head —supervising staff, preparing and monitoring the division's budget, and participating in the
City's management team. With the proposed reorganization, Ms. Linnihan will take on these tasks for
the Clerk's division.
Records Clerk Lori Henson and Deputy City Clerk Jeanette Shaner would retain their current titles and
many of their current responsibilities. However, they would be relieved of some current tasks to make it
possible for them to take on some additional responsibility that currently falls to the City Clerk.
Lastly, with the salary dollars currently devoted to the City Clerk's position, a new secretarial position
would be created to serve the newly merged Clerk / Finance Department. Additionally, the currently
part-time clerical position in the Administration Department would be upgraded to a full-time Secretary
position.
An organizational chart for the current and the proposed new structure is attached.
With Council's approval, the next steps will be to update the job descriptions for the Records Clerk and
Deputy City Clerk and to write job descriptions for the Clerk / Finance Secretary and the Administration
Department Secretary. These would be 6rought forward to the City Council for approval on the consent
agenda at upcoming meetings. At that time, staff will also be seeking authorization to proceed with the
hiring process for the two Secretarial positions.
8udget Impact
As noted above, the proposed changes are budget neutral and can be accomplished within the adopted
6udgetfor2012.
Relationship to Vision
This item relates to Goal B: Positively manage the challenges and opportunities presented by growth,
development and change and Goal E: Deliver effective and efficient services by a staff of well-trained,
caring and professional employees.
Requested Action
if the Council concurs, it is asked to offer a motion to approve the merger of the City Clerk's Division into
the Finance Department.
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