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COUNCIL MINUTES April 9, 2018 <br />APPROVED <br />45 3A) Accounting Clerk/Utility Billing Position — Finance Director Cotton reviewed her written <br />46 report outlining an open Accounting Clerk/Utility Billing position and the duties assigned to it. The <br />47 matter of filling this position is before the council as requested. <br />48 <br />49 Mayor Reinert noted that discussion on this position may have been more appropriate at the work <br />50 session but it is on the council agenda along with two other positions being filled. He asked the <br />51 administrator to review all. <br />52 <br />53 Administrator Karlson explained that there is a need to fill the Utility Billing position as soon as <br />54 possible so he added the matter to the council agenda rather than the work session. There is an <br />55 urgency since the Finance Officer is filling in and she has other pressing duties. <br />56 <br />57 Council Member Stoesz remarked that the report indicates that the City is understaffed in the duties. <br />58 Perhaps the process (utility bills) could be streamlined; maybe outsourcing parts of it should be <br />59 considered. He also wonders if moving to a monthly cycle would be possible because that would <br />60 better serve the customers. He would like to see if the position could be restructured. <br />61 <br />62 Council Member Rafferty noted the other personnel (hiring) items on the agenda. It seems that more <br />63 discussion is merited and a work session environment would be best. While he sees there is a closing <br />64 date for this position, it may be that the hiring process can wait for further discussion. The council <br />65 wants to fully understand the situation. <br />66 <br />67 Mayor Reinert said the situation could possibly have been brought to the council in a proactive <br />68 manner rather than the reactive way it is coming forward now. Administrator Karlson remarked that <br />69 that would be a change from the established process. Mayor Reinert responded that it could just be a <br />70 matter of the council receiving information before the request to hire comes forward. <br />71 <br />72 Council Member Rafferty concurred that it could be a matter of communication. There are position <br />73 changes and the council may need a better understanding. <br />74 <br />75 Council Member Maher asked if there are questions about the matter at hand, the Utility Billing <br />76 Clerk. Mayor Reinert said the question has been raised of possible outsourcing and questions like <br />77 that should be discussed. <br />78 <br />79 Director Cotton expressed her feeling of urgency to have the position filled or move in another <br />80 direction. She is spending her time doing the duties of the job and she has other work to do. Mayor <br />81 Reinert explained that the council is reasonably asking for more information on these actions of <br />82 filling positions. Director Cotton said she did include information in two weekly updates. <br />83 <br />84 Council Member Stoesz moved to look at seeing if the City can offer our residents a monthly utility <br />85 bill and what would need to change to make that happen, including outsourcing if necessary. <br />86 <br />87 Mayor Reinert suggested that Council Member Stoesz should work with staff on the matter. He <br />88 recognizes that there is a sense of urgency on staff s part to move forward so the timeline of reporting <br />89 at the next work session would be appropriate. <br />2 <br />