03-08-2023 Workshop Packet - Laserfiche WebLink

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can alleviate some duties and create time for staff to do cross training. City staff will realize efficiencies that will lead to allowing staff time to assist and back up other positions. Currently the position of Utility Billing Clerk does not have any backup and relies on the Director to perform these functions in her absence. The Community Visioning event will lead to changes I suspect in services offered to residents in 2024. I recommend that the City Council carefully consider the additional staffing needs that might be associated with these changes and consider dropping some services that are no longer valued by residents. These changes will impact staffing levels and the City may or may not be able to accommodate changes depending on the efficiencies that have been achieved to date. 5)Waste collection The City of Little Canada has an open collection system with three licensed haulers for collection of waste through December of 2024. This past summer one of the three waste collectors working in Little Canada was not able to fulfill the Agreement to provide these services. As a result, there was considerable City staff time and effort to respond to complaints and notify residents about the situation, taking time away from staff’s other duties. Because of this incident, the City is considering a single hauler organized collection system for 2025 which would lead to a stronger commitment to the residents of Little Canada. I support this decision and would recommend that the City evaluate the cost of having the waste hauler responsible for coordination and communication with residents, which will come at an additional cost to residents. However, if the City determines that additional cost is too much and agrees to have City staff perform the coordination and communication with residents, it should be monitored to ensure it does not negatively impact the Finance department. 6)Communication Communication is important in all organizations. The City Administrator has weekly Leadership Team meetings and bi-weekly one-on-one meetings with department heads. The Leadership Team meeting is where department heads openly discuss issues relevant to the upcoming City Council meeting and other issues that arise. Some staff shared concerns that they were not included in this infor ation despite the d inistrator’s directive to department heads to share the information discussed in Leader ship Team meetings with their staff. Leadership Team meetings have an agenda but no minutes or summary of what was discussed. My recommendation would be to have somebody on the Leadership team take notes, prepare a brief bullet point summary of the discu ssion outside that of Council meeting preparations to e -mail to City staff not in attendance. If staff have further questions, they are welcome to approach their department head. 27 of 63