HomeMy WebLinkAboutItem 7 Finance - HR Guidelines Memo
MAYOR & COUNCIL COMMUNICATION
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DATE: 2/05/2013 CONSENT ITEM #: 7 MOTION
AGENDA ITEM: Creation of Administrative Committees / Finance, Human Resources SUBMITTED BY: Dean Zuleger, City Administrator
THROUGH: Mayor Mike Pearson REVIEWED BY: Dean Zuleger, City Administrator
SUMMARY AND ACTION REQUESTED: To further improve the operations of the City of Lake Elmo government, the City Council will create two administrative committees under the general provisions of the Lake Elmo Code of Ordinances. The Finance Committee will serve as a regular audit committee of the City Council. The Human Resources Committee will serve as the personnel policy and staffing committee of the City of Council. The creation of both
Committees are also part of the previously adopted 2013 Plan of Work. BACKGROUND INFORMATION: Most statutory cities in Minnesota are organized with a committee structure that encompasses six main areas: Finance, Public Works, Public Safety, Human Resources, Parks and Land Use (aka Planning Commission). For the most part, the Lake
Elmo City Council has taken in upon itself to act as a Committee of the Whole in the area of Finance, Public Works, Public Safety and Parks – often using regular Council Meetings to accomplish the work of traditional municipal committees. This type of oversight has led to longer meetings, and perhaps, cursory reviews of critical issues in each of these four disciplines.
As a result, key areas such as the adoption of Government Accounting Standard Board principles, including the construction of a Comprehensive Audit and Financial Report (CAFR), which are industry standards, have not been completed. In addition, until recently a thorough examination of human resource policies have not taken place. This has led Council to rely on a limited staff resource and expertise to make decisions in this area.
STAFF REPORT: With the City of Lake Elmo poised to embark on a period of mandated growth, it is paramount that its financial procedures and staffing be aligned properly. It is the staff’s opinion that two administrative committees be established to oversee these two important functions. The Finance Committee, with membership of (2) Council Members, and (3) members
of the community with financial experience (preferably accountants), will function as a monthly audit committee and help develop financial policies as the City entertains the cost of growth. The Finance Committee will be staffed by the Finance Director. The Human Resources Committee, with membership of (2) Council Members, and (3) members of the community with personnel experience, will function as the staffing resources and personnel policy overseers of the City.
City Council Meeting [Consent Agenda Item 7]
February 5h, 2012
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The Human Resources Committee will be staffed by the Administrator. Community members of
each committee will be appointed by the Mayor with Council approval. Both committees will function in an ad hoc role FY 2013 and if successful will be added as a standing committee in the City Code of Ordinances in FY 2014.
At the January 15th, 2013 City Council Meeting, the establishment of both administrative
committees were approved by a unanimous vote. Included in the approval was the provision that the Administrator would draft Committee Guidelines to be presented to the City Council at the February 5th, 2013. The City Administrator reviewed the operations of five surrounding communities (Woodbury, Oakdale, Eagan, Roseville and Hastings) and constructed guidelines that met standard operating procedures of MN municipalities and had practical utility for the
current stage of the City of Lake Elmo government. The guidelines are presented as attachments to this memo. RECOMMENDATION: Based on the aforementioned information, the City Staff recommends
the following action:
M/S/P: To adopt staff proposed guidelines for the Lake Elmo Finance Committee and the Lake Elmo Personnel Committee. SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .............................................................. City Administrator
- Report/Presentation…………………………………………City Administrator
- Questions from Council to Staff ............................................. Mayor Facilitates
- Public Input, if Appropriate .................................................... Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
ATTACHMENTS:
1. City of Lake Elmo Finance Committee Guidelines
2. City of Lake Elmo Personnel Committee Guidelines