HomeMy WebLinkAboutMinutes - 9/29/2003 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE MEETING
Monday, September 29,2003
Aldermen Conference Room,6:30 p.m.
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In Attendance: Committee Members: Chairman Alderman Murgatroyd, Alderman Bolger, Alderman
Peterson. Also in Attendance: Mayor Low, City Administrator Maxeiner, Assistant City Administrator
Lockerby, Director o P Finance Kline and City Clerk Jones.
City Attorney McArdle arrived at 7:00 p.m.
Chairman Alderman Murgatroyd called the meeting to order at 6:30 p.m.
Discussion Resarding the Citv Clerk/Collector Position
Chairman Alderman Murgatroyd introduced City Clerk Jones. City Clerk Jones stated it has been her
understanding the restructuring of the City Clerk's office has be�n an ongoing topic for some period of time.
She announced it was her hope when she ran for the office of City Clerk that she would serve the community
for many years. However, based upon Staff's assessment of the duties performed by the City Clerk it appears
the duties of the Clerk are antiquated and could easily be absorbed by Sta.ff. City Clerk Jones expressed her
desire that the Committee make the recommendation to Council that is in the best interest of the City of
McHenry and its residents. She stated she is confident Council will vote accordingly.
Chairman Alderman Murgatroyd stated the discussions regarding the restructuring of the City
Clerk/Collector position bear no reflection on the incumbent.
City Administra.tor Maxeiner stated at the most recent Finance and Personnel Committee �neeting held
�..�n August 18, 2003, Staff was directed to accumulate updated data from surrounding communities showing the
duties, salaries and part time as opposed to full time status for the positions of City Clerk and Deputy City
Clerk.
City Administrator Maxeiner outlined the City Clerk/Collector's duties. He noted with the hiring of a
full-time Finance Director, to manage the fiscal affairs of the City,the elected Collector position is obsolete and
redundant. It is Staff's opinion the Collector duties should be separated from the City Clerk's position, which
necessitates reclassification of the City Clerk's position to reflect the revised duties.
City Administrator Ma�ceiner outlined Council's options as follows:
• Reduce the position to half-time or part-time.
• Add additional duties to the City Clerk position to support a full-time position and the current salary of
$54,000;
• Reclassification of the City Clerk's position to more of a figurehead position and incorporate the duties
of the City Cierk into existing Staff.
City Administrator Maxeiner opined a part-time City Clerk and full-time Deputy Clerk is more than
adequate to fulfill the duties of the City Clerk. He noted until recently the Deputy Clerk had been utilized as
Executive Assistant to the former Mayor. Under the current administra.tion those duties have shifted back to the
City Administrator's Executive Assistant. Additionally, he stated some of the duties of the Depu#y Clerk are
currently related to the Collector's function, which would shift to the Finance Department. He opined, in light
�f this,the Deputy Clerk would have additional time to address the responsibilities of the Clerk's Office.
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City Administrator Ma�ceiner noted Option No. 2, in Staff's opinion, is not feasible. He stated adding
duties to an independent elected position further reduces accountability to the Mayor, Council and City
Finance and Personn�;l Committee Meeting
September 29, 2003
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Administrator. He explained unless the City Clerk breaks the law, there is little the Mayor, Couricil or City
Administrator can do to control the official's actions or address unsatisfactory performance.
City Administrator Maxeiner stated it is Staff's recommendation to have the front desk Staff report
directly to the Finance Director, as the front desk deals primarily with water and sewer bills, vehicle stickers
and other revenue collection related items.
City Adminislrator M�einer noted according to information collected from fourteen (14) comparable
municipal organizati��ns, which utilize and compensate the position of City Clerk, only one community,
Hi�ntley,utilizes the services of a full-time Ciiy Clerk. T'he remaining communities have a part-time City Cler�c
and a full-time Deputv Clerk. The position of part-time City Clerk shows an average salary of$4,336.
Alderman Peterson had numerous questions about when the City Clerk/Collector position was
established, when the position was made a full-time position and the duties involved with each office.
City Attorney McArdle arrived at 7:00 p.m.
Alderman Bolger stated the City Clerk position in McHenry embodies a great deal of history. He
suggested the City Clerk's position be combined with the duties of an Office Manager. City Administrator
Ma3ceiner reiterated adding duties to an independent elected position would reduce accountability tfl the 11�ayor,
�:ouncii and City Adxninistrator.
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Consensus was reached regarding the separation of the City Clerk/Collector position. A lengthy
discussion ensued regarding a full-time City Clerk versus part time City Clerk, and applicable compensation.
Chairman Alderman Murgatroyd stated he does not envision the position of City Clerk as a full time
position and suggested the following compensation for a part-time City Cierk:
-:� $400.00 per month salary,plus a per diem of$75.00 for each meeting attended; or
• A flat dollar amount annual salary.
Chairman Alderman Murgatroyd noted he envisions the Deputy Clerk preparing for Council meetings,
preparing the Minutes of Council meetings from a tape of the meeting and the City Clerk in attendance for the
Council meeting.
Alderman Peterson indicated he strongly supported the City Clerk's attendance at Council r�eetings, but
supports a part-time City Clerk with a salary and per diem. Alderman Bolger concurred with Alderman
Peterson regarding a part-time City Clerk, requesting more time to consider the salary issue.
Chairman Aiderman Murgatroyd stated he would like to have resolved the matter this evening bui is
willing to support Alderman Bolger's request for additional time. It was the consensus of the Committee to
continue the discussion of the City Clerk position at a future Finance and Personnel Committee meeting.
The discussion was tabled.
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Finance and Personnel Committee Meeting
September 29, 2003
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Adiournment
Motion by Peterson, ;�econded by Bolger, to adjoum the meeting at 7:29 p.m.
All ayes. Motion carried.
Respectfully submitted,
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Steven C. Murgatroyd, Ch rman
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