Agenda Packets - 2003/01/06 (2) - Laserfiche WebLink

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Item No: 2 Meeting Date: January 6, 2003 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Tim Brennan, Deputy Police Chief/Acting Chief Item Title/Subject: Plans for temporary coverage of police administrative needs Date of Report: December 6, 2003 Background: When Lois Yost, the most recent full-time Police Administrative Assistant, resigned on July 19, 2002, staff was directed to hire a person from a temp agency to assist with the duties within the police department. The temp employee, who has been with the department since August 26, 2002, gave notice that her last day with the department will be December 30, 2002. Our current records clerk has been responsible for overseeing and training the previous full-time Administrative Assistant, who was hired to replace Pat Michna when she retired in 2001. During the staff shortage immediately following Ms. Michna’s retirement, administrative duties within the police department were handled by having the Senior Records Clerk tend to the Administrative duties, and having the part-time CSO move to full-time, in order to assist with the clerical duties surrounding the Senior Records Clerk position. Discussion: When the Police Administrative Assistant resigned in July 2002, a permanent replacement was put on hold pending the hiring of a new Police Chief. Given the current administrative needs within the police department, the duties can best be addressed by utilizing the arrangement which has been previously implemented: having the Senior Records Clerk tend to the administrative duties, and move the CSO to full-time to handle assist with duties surrounding the Records Clerk position. This arrangement can best manage the needs of the department, at less cost than was realized by utilizing a temporary employee. Given the suggested arrangement, in accordance with the personnel manual, the Senior Records Clerk would be eligible for an additional 5- 10% wage compensation for the additional duties for which she would be responsible. In addition, the CSO, who would be required to work full-time, should be made eligible for full-time benefits, as have been afforded her in the past when such an arrangement was implemented. Furthermore, by applying this suggested arrangement, the new Police Chief will be able to observe and assess the abilities and experience of the Senior Records Clerk and CSO, which will help him in making changes and recommendations for the permanent long-term solutions to the administrative staffing needs of the police department. Recommendation: Staff recommends the City Council approve the Senior Records Clerk to work out of classification as the Police Administrative Assistant, and compensate her at an additional 10- percent of her current wage, retroactive to July 19, 2002. Additionally, staff requests the City Council grant approval for the CSO to work full-time, and accrue benefits at a full-time rate while this arrangement is in effect. Respectfully Submitted, __________________________ Tim Brennan Deputy Police Chief/Acting Chief