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August 13,2014 Page 4 of6 2. Consideration of Resolution for City Hall Reorganization. Report No. 14-206. City Manager Lotter indicated the Council discussed the reorganization of City Hall in worksession earlier this evening. He explained that in the early 2000's, the fonner City Manager restricted the City Hall front counter area. His goal at the time was to create a "super counter" where people could purchase license tabs, license plates, DNR licenses, building pennits, engage in absentee voting, etc. from one location at City Hall. Over time the idea of a super counter has tmned into a failed concept The cross training of staff members in the administration, finance, and community development department to handle all functions at City Hall was not properly implemented by previous management The super counter concept created expectations that couldn't be met, confused lines of supeIVision and distracted many staff from being able to focus on specific duties. The work environment that has evolved from this failed concept was and is not as productive as it should be. The super counter concept has created undue stress on staff. His intent was to still have staff support each other, but the expectation that several employees will be cross-trained fully in each other's jobs isn't realistic. The super counter concept was implemented without other departments providing input; obvious challenges and issues weren't addressed. ill conclusion, the super counter concept is no longer considered viable and is being discontinued. Turnover of the utility billings clerk, finance director and the first part-time license b~ employee provided ample opportwllty to review the front counter operations as well as that of city c1erlOng responsibilities. Historically clerking responsibilities have been assigned to the finance director position. Not only is it time to change how the front counter works, but it's also time to consolidate the responsibilities of clerking at the City of New Brighton into a newly created city clerk position He explained that City management would like to reorganize staff at City Hall to achieve the following goals: 1. Maximize existing staffing dollars in the budget; 2. Improve the work environment for multiple staff members; 3. Address clerking needs that are going unaddressed at this time; and 4. Adjust staffing positions to match available budget dollars as closely as possible. ill order to achieve the above stated goals several things need to happen The necessary steps are as follows: 1. Reposition the front counter staff. 2. Create a City Clerk position and fill it in 2014. 3. Create a Management Analyst position and :fill it in 2014. 4. Eliminate the position of Assistant to the City Manager. 5. Refill the vacant office assistant position (fonnerly Katie Bruno's position) City Manager Lotter explained that these changes would allow for greater flexibility and adaptability of City statIto address the current and unmet needs in both the general areas of seJVices and duties while focusing efforts in specific areas of need and clearing up lines of supervision and communication Councilmember Strub questioned how seJVices at City Hall would change after the staff recommendations were put into effect City Manager Lotter indicated customers would not see a difference in seJVices as the license bureau and City seIVice level would remain as is. He reported the changes would move away from the "super counter" concept and more fonnerly address the needs of the City. Councilmember Jacobsen thanked City Manager Lotter for addressing this issue and for providing a proper reorganization solution Acting Mayor Bauman agreed and noted the proposed reorganization would better address the long-tenn needs of the City. Motion by CounciImember Burg, seconded by CounciImember Jacobsen to adopt a R~olution reorganizing City HaD staff and approving the corresponding financial amendments to the 2014 budget 4 Ay~, 0 Nays-Motion Canied Commission Liaison Reports, Announcements and Updates 2. Consideration of Resolution for City Hall Reorganization. Report No. 14-206. Commission Liaison Reports,