CC WORKSESSION 09302013 - Laserfiche WebLink

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' ilia "CC� Executive Summary • Given the recent departure of the Interim City Clerk, we recommend that the City of Birchwood immediately begin the process of hiring a replacement on a Part-Time basis to work approximately 15 per week. • The City Clerk would be supported by one or more Office Assistants working approximately 8 hours per week on various administrative tasks. This position would also be classified as a Part-Time employee. • The City of St. Anthony recommends, and is proposing to provide, outside financial services that encompass Treasurer responsibilities. We are confident that a third party can provide the services more efficiently than Birchwood can accomplish with an internal employee. • In addition, the City of St. Anthony is proposing to provide administrative support services for the Part-Time Birchwood staff to assist primarily in acclimation for the new City Clerk and as a general resource for staff. We are confident that St. Anthony can efficiently complete all necessary financial duties for Birchwood utilizing existing software already in place and current staff. In addition, we are confident that the Administrative Support piece would lessen over time as the new Birchwood City Clerk acclimates to their position. As well as efficiencies gained through recommendations from St. Anthony staff to improve process and communication at Birchwood City Hall. BIRCHWOOD INTERNAL CONTRACTED WITH ST. ANTHONY City Clerk $17,500 Treasurer $23,500 Office Assistants $8,000 DATE: September 24, 2013 Our Mission is to be a progressive and TO: Mark Casey livable community, a walkable village, which is sustainable, safe and secure FROM: Shelly Rueckert & Charlie Yunker $39,400 RE: Proposal for the City of Birchwood 3301 Silver Lake Road St. Anthony, MN 55418 Utility Billing vraw.ci.saint- anthony. mn.us the proposal is accepted, St Anthony (812) 782 -3301 office Attached you will find our proposal to provide expanded financial services to the (812) 782 -3302 fax City of Birchwood Village, as well as recommendations for overall staffing. A summary of our recommendations are as follows: • Given the recent departure of the Interim City Clerk, we recommend that the City of Birchwood immediately begin the process of hiring a replacement on a Part-Time basis to work approximately 15 per week. • The City Clerk would be supported by one or more Office Assistants working approximately 8 hours per week on various administrative tasks. This position would also be classified as a Part-Time employee. • The City of St. Anthony recommends, and is proposing to provide, outside financial services that encompass Treasurer responsibilities. We are confident that a third party can provide the services more efficiently than Birchwood can accomplish with an internal employee. • In addition, the City of St. Anthony is proposing to provide administrative support services for the Part-Time Birchwood staff to assist primarily in acclimation for the new City Clerk and as a general resource for staff. We are confident that St. Anthony can efficiently complete all necessary financial duties for Birchwood utilizing existing software already in place and current staff. In addition, we are confident that the Administrative Support piece would lessen over time as the new Birchwood City Clerk acclimates to their position. As well as efficiencies gained through recommendations from St. Anthony staff to improve process and communication at Birchwood City Hall. BIRCHWOOD INTERNAL CONTRACTED WITH ST. ANTHONY City Clerk $17,500 Treasurer $23,500 Office Assistants $8,000 Administrative $15,900 Support Total $25,500 Total $39,400 Due to efficiencies gained by providing a greater scope of financial services if Utility Billing $6,400 the proposal is accepted, St Anthony would lower the annual Utility Billing services cost from$ 7, 000.00 annually to $6,400.00 annually. Grant Total $45 ,800