01-09-2012 Council Agemda - Laserfiche WebLink

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MAYOR Dill Blosener COUNCIL Rick Montour John Kels Michael McGraw Shelly Boss 515 Little Canada Road, Little Canada, MN 55117-1600 ADMINISTRATOR (651) 766 -4029 / FAX: (651) 766 -4048 Joel R. Hanson www. ci.l i ttle- Canada. mn. u s MEMORANDUM TO: Mayor Blesener & Members of the City Council FROM: Joel Hanson, City Administrator DATE: January 6, 2012 RE: Interim Finance Director Recommendations Agenda Items 13 & 14 With the resignation of Shelly Rueckert as our Finance Director, staff has been evaluation various options to perform these duties going forward. As you will recall, we had also planned on hiring a part time accountant to replace the position vacated by Dotty Norgard. With Shelly's departure, we are now evaluating the entire accounting function to see what best fits our needs. To aid in this evaluation, staff feels it would be best to address the interim situation and then see how things go for a while before proceeding with a more permanent solution. To that end, Shelly will continue on a part -time, contracted basis to complete 2011 audit work papers and other various functions as needed. The rate of pay will be $45 per hour with a total billing not to exceed $4,500. I would anticipate Shelly's services running until the end of April to allow for completion of the audit work papers. A contract for her services is attached and recommended for approval. Staff is also recommending we contract with the City of Roseville for interim Finance Director services. They have conducted other interim arrangements for Lake Elmo and Arden I- Iills. They are also familiar with our accounting software. Finally, they are more than willing to modify the service package to meet our needs while also offering us input and recommendations for our permanent solution. The Roseville proposal (copy attached) provides us with two staffing levels that can better segregate duties ensure we are best matching the job to the appropriate skill level. With this proposal, each staff position will be available for up to 10 hours per week at standard rates. Time beyond that amount is also available at a higher rate, If both staff people work for us at 10 hours per week, our costs would equal $3,856.67 per month. Staff recommends approval of the Financial & Accounting Services arrangements with the City of Roseville based on the stated rates with the specific duties to be determined on an "as needed" basis. It should be noted that the utilization of both options should cost less than budgeted salary for the Finance Director's position given we are not using them on a full -time equivalent basis. 1