Loading...
HomeMy WebLinkAbout2011 02 14 Regular 602 Follow Up Information on Office of the City Clerk Responsibilities COMMISSION AGENDA Consent ITEM 602 Informational Public Hearing Regular X February 14, 2011 MGR. /DE Regular Meeting A thorization REQUEST: The City Manager and the City Clerk request the City Commission consider the requested follow -up information, provided herein, from a discussion at the January 10, 2011 Regular Meeting of the City Commission, as it relates to Office of the City Clerk responsibilities. SYNOPSIS: Per Commission direction given at the January 10, 2011 Regular Meeting of the City Commission, as noted in Regular Agenda Item "604 ", the City Manager and the City Clerk met to discuss issues and concerns related to the responsibilities and the workload in the Office of the City Clerk, and formulate recommended solutions for presentation to the Commission for their consideration. CONSIDERATIONS: The City Manager and the City Clerk have met as agreed and have reviewed various aspects of the operations in the Office of the City Clerk and the associated workload. Based on our discussions, we would like to review with the City Commission a multi- prong approach to a new work plan including, at a minimum, the following potential changes, which will be elaborated upon further during the discussion of this Agenda Item. The major points of this recommended new work plan are as follows: 1. Review of the current City Boards and Committees. Providing administrative support to those various Boards and Committees accounts for a significant portion of the workload of the Clerk's office (i.e., approximately 0.5 FTE's). Thus, this area was reviewed and the following recommendations are presented for the Commission's consideration: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 14, 2011 REGULAR AGENDA ITEM "602" PAGE 2 OF 3 A. The Commission review each of the current Boards and Committees for on -going viability. B. The Commission consider potential changes to the frequency and duration of meetings of the various Boards and Committees. (Any changes relative to A & B above must, of course, be in consideration of and weighed against the benefit obtained with the valuable citizen input received from having each Board and Committee). C. Implementation of various efficiency measures relative to the provision of administrative support for the various Boards and Committees. 2. Records Management. Other Department staff members will be assisting with some of the Records Management/ LaserFiche tasks on an as- needed basis, in order to provide relief to the Office of the Clerk, while still meeting the September 30, 2011 deadline. 3. Paperless Agendas. It is recommended that agendas and agenda items be facilitated electronically, removing the need for paper agendas /items. This will provide for increased efficiency and reduction in the workload associated with providing paper copies. 4. Department Restructuring. Over the next couple of months, staffing responsibilities in the Office of the City Clerk are being restructured with some efficiency changes. Going forward, should the above points be agreeable to the City Commission, the City Manager and the City Clerk will then systematically implement and periodically monitor and review the applied changes. Additionally, the City Manager and the City Clerk are asking the City Commission to agree to these changes, recognizing that this is a fluid process and that adaptation and adjustment may be required as warranted, and allow us to implement this proposed work plan for the next 3 -4 months. Then, we will bring back to the City Commission an update on how this work plan is functioning, with the understanding, at that time, that we may need to bring forth other possible changes that should possibly be implemented. FISCAL IMPACT: There is no additional fiscal impact to this particular Agenda Item. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 14, 2011 REGULAR AGENDA ITEM "602" PAGE 3 OF 3 COMMUNICATION EFFORTS: The City Manager and the City Clerk have met and discussed this issue, as requested by the Mayor and City Commission. Additionally, this Agenda Item has been forwarded to the Mayor and City Commission; City Manager; City Attorney /Staff; placed in Press Packets; placed in the City Hall (Lobby) City Commission Meeting binder; and is available on the City's Website, LaserFiche, and the City's Server. Additionally, information related to this Agenda Item has been sent to media/press representatives who have requested Agendas /Agenda Item information, all Homeowner's Associations on file with the City, all individuals who have requested Agendas /Agenda Item information, Department Directors; and also posted outside City Hall; posted inside City Hall with additional copies available for the general public; and posted at five (5) different locations around the City. RECOMMENDATION: The City Manager and the City Clerk recommend and request the City Commission discuss and ratify their agreement with the proposed work plan, if they deem appropriate, while also agreeing that an update will be brought forth to the City Commission in 3-4 months. ATTACHMENT: A. Regular Agenda Item "604" from the January 10, 2011 City Commission Meeting ATTACHMENT aA„ COMMISSION AGENDA Consent ITEM 604 Informational Public Hearing Regular X January 10, 2011 MGR. /DEPt . Regular Meeting Authorization REQUEST: The City Manager and the City Clerk request the City Commission consider the requested information, provided herein, from a discussion at the December 13, 2010 Regular Meeting of the City Commission, as it relates to Office of the City Clerk responsibilities and the new Joint Economic Development Task Force. SYNOPSIS: At the December 13, 2010 Regular Meeting of the City Commission, during the discussion on Regular Agenda Item "600 ", the City Manager and the City Clerk were directed to get together and discuss the issues and concerns brought up by the Mayor and City Commission related to responsibilities and workload in the Office of the City Clerk, including providing administrative support for the new Joint Economic Development Task Force. CONSIDERATIONS: From Commission discussions regarding this issue at the Commission's December 13, 2010 meeting, it appears that the issue may be appropriately divided into two (2) parts: 1. Provide staffing sufficient to ensure the necessary Clerk duties are performed relative to the new Joint Economic Development Task Force. 2. Ensure sufficient resources are allocated to the City Clerk's Office to ensure the required and necessary departmental workload is completed in a timely and effective manner. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 10, 2011 REGULAR AGENDA ITEM "604" PAGE 2 OF 3 Regarding Part 1, the City Manager and City Clerk offer and recommend the following: After review and analysis of our current City-wide staffing capacity, the City Manager feels that sufficient capacity exists (within the entire organization) to allow assignment of a portion of the duties of current staff, in order to properly staff the new Joint Economic Development Task Force. In short, this plan involves assignment of a portion of current City staff time (outside the Clerk's office) to the Records Management Project which will serve to free -up Clerk staff time in a quantity sufficient to properly execute the required clerk duties for the Joint Economic Development Task Force. This plan would serve to: • Ensure that sufficient resources are allocated to the Joint Economic Development Task Force, • Ensure that the Records Management Project is not adversely affected nor delayed, and • Result in no additional costs to the City. The City Manager, City Clerk, and staff will proactively monitor the implementation and execution of this plan to evaluate and ensure its success. If adaptation is warranted, staff will react accordingly. Regarding Part 2, the City Manager and City Clerk offer and recommend the following: The City Manager and City Clerk have initiated planning discussions to develop a work plan aimed at providing options and solutions to this issue for presentation to the City Commission. Essentially, this work plan involves ascertaining and detailing the duties and tasks of the Clerk's office and categorizing and prioritizing this workload for presentation to the City Commission for discussion, along with associated recommendations for addressing the workload. To effectively complete and provide this plan to the Commission, we respectfully request until the February 14, 2011 Commission meeting to complete this task and bring back an agenda item to the Commission with the resulting recommended solutions /options for its consideration at that meeting. FISCAL IMPACT: There is no specific fiscal impact to this particular Agenda Item. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 10, 2011 REGULAR AGENDA ITEM "604" PAGE 3 OF 3 COMMUNICATION EFFORTS: As requested by the Mayor and City Commission, the City Manager and the City Clerk have met and began the discussion on this issue. Additionally, this Agenda Item has been forwarded to the Mayor and City Commission; City Manager; City Attorney /Staff; placed in Press Packets; placed in the City Hall (Lobby) City Commission Meeting binder; and is available on the City's Website, LaserFiche, and the City's Server. Additionally, information related to this Agenda Item has been sent to media/press representatives who have requested Agendas /Agenda Item information, all Homeowner's Associations on file with the City, all individuals who have requested Agendas/Agenda Item information, Department Directors; and also posted outside City Hall; posted inside City Hall with additional copies available for the general public; and posted at five (5) different locations around the City. RECOMMENDATION: The City Manager and the City Clerk recommend and request the following: 1. Recommend the City Commission approve the plans recommended in this agenda item for purposes of staffing the Joint Economic Development Task Force. 2. Respectfully request the Commission allow the Manager and Clerk to provide a follow -up Agenda Item at the February 14, 2010 City Commission Regular Meeting relative to proposed solutions for addressing the workload in the Clerk's Office. ATTACHMENTS: None.