HomeMy WebLinkAboutMinutes - 8/2/2010 - Finance and Personnel Committee Approved: (I � ��
� Approved for Release:
Finance & Personnel Committee Meeting
Ezecutive Session Minutes
August 2,2010
Personnel
Present: Chairman Alderman Schaefer, Alderman Blake and Alderman Wimmer. Absent:
None.
Also Present: Ma.yor Low, City Attorney McArdle and City Clerk Jones.
Interim City Administrator Black joined the meeting at 6:55 p.m.
Chairman Alderman Schaefer called the Executive Session to order at 6:35 p.m.
City Clerk Jones called the roll.
Personnel
Chairman Alderman Schaefer requested that Mayor Low provide a summary of the proposed
staff'ing changes.
Mayor Low informed the Committee that with the recent departure of the City Administrator,
�'' she and Staff have sought ways to restructure the organization to effectively fulfill the duties of
both the office of the City Administrator and the Finance Director positions. The proposed
changes include promoting the current Finance Director, Chris Black, to the position of City
Administrator, as well as reclassifying the current Accountant, Carolyn Lynch, to a newly
created position entitled Finance and Accounting Manager.
Mayor Low explained that the proposed changes allow the City to maintain continuity of the
financial management function, serves the purpose of succession planning, and results in a
significant cost savings in future years.
Mayor Law, outlining the City Administrator position, summarized as follows:
The current Finance Director and Interim City Administrator, Chris Black, would fulfill all the
duties of the City Administrator while continuing to maintain a lead role in the City's financial
planning, debt issuance and budgeting functions with continued and expanded support from the
proposed Finance and Accounting Manager position.
Mayor Low informed the Committee that the City Administrator position is classified at Grade
29, which is the highest grade in the City's Compensation Plan. Currently, as Finance Director,
Chris Black is in Grade 25, Step 8 of the Plan. Mayor Low provided an outline of data compiled
in July 2009 of the city administrator compensation from several comparable municipalities.
Mayor Low requested the Committee consider cunent Finance Director, Chris Black, for the
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Executive Session—Finance and Personnel Committee Meeting
August 2, 201�)
Page 2
�.. position of City Administrator at an annual salary of$117,686, Grade 29, Step 8, with an annual
car allowance of$4,800.
A brief discussion ensued regarding Mr. Black's credentials and qualifications regarding the
position of Cit,y Administrator and the proposed compensation.
It was the consensus of the Committee to propose to full Council that Interim City Administrator
Chris Black be offered the position of City Administrator, effective immediately, at the annual
salary of$117,686, Grade 29, Step 8, with an annual car allowance of$4,800.
Interim City Administrator Black was asked to join the Committee in the conference room at
6:55 p.m. Mayor Low requested that he summarize the proposed Finance and Accounting
Manager position.
Interim City Administrator Black informed the Committee that the newly created Finance and
Accounting Manager position would serve as the operations manager for the revenue
collections/customer service (front counter), payroll, utility billing and accounts payable.
Among the responsibilities would be the supervision of three full-time and five part-time
employees. The position would also continue all accounting responsibilities, which includes:
■ Maintaining the general ledger;
■ Case flow management;
■ Oversight of bankin� and investment activities, including transactions and monthly
� reconciliations; and
■ Preparation for and oversight of the annual financial audit.
Interim City Administrator Black informed the Committee that the Finance and Accounting
Manager position would also assist in financial management and budgeting activities to prepare
the employee to potentially undertake an expanded role in the future. The City's current
Accountant, Carolyn Lynch, assists with the financial analysis and budgeting, including the
preparation of salary estimates and work on non-operating unit projections. In the propos�d new
position, Ms. Lynch would be given progressively more training and responsibility in budgeting,
debt issuance and tax levy preparation. Interim City Administrator Black noted that Ms. Lynch
has recently received her designation as a Certified Public Accountant.
As the Accountant, Ms. Lynch is currently at Grade 12, Step 4, of the Compensation Plan.
Interim City Administrator Black noted that the Plan includes a Senior Account position at Grade
14, which class Ms. Lynch likely would have been moved into in May 2009, if not for the
�nancial atmosphere. Interim City Administrator Black is suggesting an annual salary for the
position of Finance and Accounting Manager of$69,509, Grade 19, Step 4,
Alderman Schaefer opined he is in favor of the salary increase for the proposed position of
Finance and Accounting Manager. Alderman Wimmer stated that in the private sector a CPA's
salary would be considerably higher.
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Executive Session—Finance and Personnel Committee Meeting
August 2, 2010
Page 3
\.. Following a brief discussion it was the consensus of the Committee to propose to full Council
that Accountant, Carolyn Lynch, be offered the position of Finance and Accounting Manager,
effective immediately, at the annual salary of$69,509, Grade 19, Step 4.
Interim City Administrator Black briefly outlined the consolidation of the front counter staff of
the Finance anci Parks Departments, as approved in the 2010/2011 Fiscal Year Budget. He noted
a part-time position would be eliminated later in the year, when the existing part-time employee
is promoted upon the retirement of the Department's full-time billing specialist.
It was noted that the Finance Department, with the promotions of Mr. Black and Ms. Lynch, an
additional full-time position would be eliminated. Staff suggested the Committee consider
moving the current Payroll Specialist from 30-hours per week to full-time, following the
elimination of both the full-time and part-time office assistant position. Staff believes this may
be necessary to adequately serve the front counter customers and assist with additional
administrative tasks.
Interim City Administrator Black stated that with the proposed plan, salary and benefits costs
will remain nearly unchanged during the current fiscal year and would decrease significantly
ne�rt year.
Adiournment
Motion by Wimmer, seconded by Blake, to return to Open Session at 7:20 p.m.
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• Voting Aye: Blake, Schaefer, Wimmer.
Voting Nay: None.
Absent: None.
Motion carried.
The Committee returned to Open Session at 7:20 p.m.
Respectfully submitted, -.
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J ey .' c er, Chairma
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