Agenda Packets - 2018/01/29 - Laserfiche WebLink

Home Browse Search

Discussion: Addressing this list will require council staff discussion on priorities, services delivered, and work environment as a function of productivity and retention. Core issues include ensuring employees are assigned to the tasks they were hired for or agreed to if changed, work schedule, assignments consistent with work capacity, and defining expectations. Solutions & Impacts: 1. Our HR Coordinator can and is willing to take on duties of City Clerk and Archive/Data Storage. These duties will likely impact the pointing of the position ultimately leading to compensation adjustments. a. A significant sub issue is the need to address the backlog of scanning, equipment needed to digitize/scan efficiently going forward, and addressing the "backlog" of material needing to be digitized. b. Technology investments are needed at an estimated $8,000 to $10,000. Staff costs estimated at $5,000 to $8,000 a year for 2 to 3 years. 2. Chief Harder has indicated PD has capacity in their civilian staff to take on Dog Licensing. Given they collect fees for this and other items, we need to explore setting them up with a credit card reader so they can process all types of payments; cash, check or credit card. There will be no impact to staff compensation as this function is similar to other record and data management they currently do. 3. Further council clarification is needed on expectations of the recycling coordinator and the Receptionist position can execute the defined duties within the current job description/pointing. 4. Business licensing was done by the previous Assistant City Administrator, currently done by my administrative assistant but with the reduction of hours, needs a new home. It makes sense to house that with the Business Development Coordinator but only if that position stays full time. 5. Similarly, the Webmaster Position could be housed with the Business Development Coordinator who has indicated willingness to do, but again a function of staff hours. 6. Mounds View Matters will need a "team" solution that includes staff writing articles in timely fashion, a proofreader needs to be identified, an editor — someone to oversee needs to be identified, layout (Vanessa has indicated willingness to do), and imagery (solution in process). 7. Cable Support/Assistant is probably the most pressing issue and solutions include cutting back and or changing the standard for meetings. A discussion also needs to occur regarding priorities specific to production (taping of community events, editing, and putting on our channel and web page) as compared to taping and broadcasting of meetings. Production has dramatically declined from over 50 events a year (more than 1 per week) to 1 per month. 8. The primary issue with the Reception Job Description is tied to #7 as a limited amount of Cable Support (8 to 15 hours per month) could be absorbed into that position. The more cable time needed though results in more backfill needed at the front counter so a balance has to be achieved. Options for meetings include taping and broadcasting less of them, simply recording and uploading raw footage (if time stamping/editing is desired that adds significant time), or a combination of both.