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HomeMy WebLinkAbout6.i. Consider Changing Status of Part-time Employee to Full-TimeCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: June 6, 2000 AGENDA ITEM: Consider Changing Status of Part-time AGENDA SECTION: Employee to Full -time Consent PREPARED BY: Jeff May, Finance Director • AGENDIT x ATTACHMENTS: Memo to City Administrator APPROVED BY: This item is on the agenda for City Council consideration to change the employment status of Ginny Lehr. Currently, Ginny is a part-time Deputy Registrar Clerk. Based on the needs of the Finance Department to continue to provide efficient services to the citizens of Rosemount and to the other departments of the City in a fiscally responsible manner, we would like to make Ginny a full -time Deputy Registrar /Utility Billing Clerk. As the City continues to grow, our responsibilities become more and more time consuming. Ginny is an excellent employee who has worked part-time since 1995. Having her become full -time in our department will be a natural fit and greatly benefit everyone. RECOMMENDED ACTION: To change Ginny Lehr's employment status from Part-time Deputy Registrar Clerk to Full -time Deputy Registrar /Utility Billing Clerk effective June 7, 2000. COUNCIL ACTION: �JKC (e .lu c'177- MEMORANDUM DATE: May 9, 2000 TO: Thomas D. Burt, City Administrator FROM: Jeff May, Finance Director SUBJECT: Changing Status of Part-time Employee to Full -time I would like to ask you to consider changing the status of Ginny Lehr from part-time Deputy Registrar Clerk to full -time Deputy Registrar/Utility Billing Clerk. We have discussed this issue many times in the past and I would like to formally request at this time that the issue be considered for implementation as soon as possible. In the last 3 months we have updated both our fixed asset software and our utility billing software. The fixed assets work that we have contracted out in the past we are now going to do internally ourselves. Although in theory it makes sense to have someone else do the work because we do not really have the staff to handle the task, past history has shown that we have probably spent more time reviewing and correcting mistakes than if we did it ourselves. This was especially true during the audit season. Each year we had to make numerous adjustments because the work being performed by the outside agency included many mistakes. This year we installed the software, Judy and Ginny trained on the software, and the two of them did the work for 1999's fixed assets. Our auditors were very pleased with the results and that portion of the audit went better than it ever has. Judy and Ginny are the two people who will be handling all of the fixed asset work in the future. Just last week, Denise, Judy and Ginny trained on our new utility billing software. Ginny will be Denise's true backup for utility billing in the future. In the past, there has been nobody truly qualified to backup in this area of our operations. At this point in time we have almost 5,000 customers and it is becoming more and more difficult for one person to handle this responsibility by himself or herself. The number of customers has more than doubled in the last 6 -7 years and the attention necessary for this operation has increased considerably. Ginny also helps out Judy with accounts payable when time allows. Increasing her to full -time will allow our department some added flexibility in completing all of our tasks. Financially, making Ginny full -time for the rest of this year will cost about $5,000 in salaries and $3,500 in benefits for a total of $8,500. I have $5,800 in my budget for fixed asset work by outside agencies that I will not have to spend this year and another $1,400 for a national conference that I will not be attending. This totals $7,200 and leaves me approximately $1,300 short of covering this potential change. I would propose the balance could be covered from other departments who have not replaced positions in their departments at the time that the budget covered those positions. Because of the work we do for other departments, I feel that this would be justifiable. Also, we may want to consider distributing a portion of Ginny's salary in the future to the Water, Sewer and Storm Water funds. Your consideration in this matter would be greatly appreciated. Thank you! !