HomeMy WebLinkAbout1980-11-04; City Council; 6416; Minutes ClerkCITY OF CARLSBAD
AGENDA BILL NO.
DATE: November 4, 1980
DEPARTMENT: Central Services \ C'
Subject:
MINUTES CLERK
Statement of the Matter
II II I ... ,.„,-!..— • ,., .11-1. . I—..- I ... f
There are currently meetings on a regular basis for City Council -,
Planning Commission, Parks and Recreation Commission, and the Housing
and Redevelopment Advisory Committee.
Minutes for thfese meetings are currently being- provided by several
different employees who are compensated in overtime. Hiring an
employee to be responsible for minutes for all meetings requiring
same, would provide a standardized format for all minutes, reduce the
strain on existing employees, and eliminate paying overtime for attending
meetings for minute taking.
The existing classification of Steno Clerk II contains the desired
qualifications for the position. The only stipulated difference would
be the flexible work week. Funds are available from Planning Parks
and Recreation, and Central Services to fund the position for'the re-
mainder of the fiscal year 1980-81.
Exhibits
Memorandum to Assistant City Manager/Administration, dated October 20,1980.
Resolution No. 6-»V</ amending the 1980-81 budget for the Central Services
Department by tne addition of a Steno Clerk II position, and authorizing
the transfer of funds for the position. . *
Fiscal Impact
The cost to fund the position for the remaining 7 months of the 1980-81
fiscal year is $8,727.00. These funds are available from other budgeted
items and will not require funds from contingency. To fund'the positionannually thereafter will require $14,958.00. tne position
Recommendation
Clerk M8™a?i?^NO-^^^n?ing ?e budget by th* Edition of a StenoClerk II position, and authorizing the transfer of funds for the position
Council Action:
11-4-80 Council adopted Resolution 6344, amending the budget by addition of Steno Clerk II
position, and authorizing transfer of funds for position.
DATE: October 20, 1980
TO: Frank Mannen, Assistant City Manager, Administration
FROM: Lee Rautenkranz, Central Services D
SUBJECT: Minutes Clerk
Per our previous discussions, I believe it is time for
the City to give serious consideration to hiring a
Minutes Clerk.
We currently have meetings on a regular basis for City
Council, Planning Commission, Parks and Recreation
Commission and the Housing and Redevelopment Committee.
Minute taking and preparation is necessary for each
of these meetings. This is currently being accomplished
by requiring existing employees to attend the meetings
in return for compensation of overtime.
I believe that the process could be more effective and
efficient if one person were responsible solely for
the minutes. The meeting hours would be a major deter-
minate of the working hours of the individual. There-
fore, the 40 hour work-week would be flexible and not
structured from 8:00 A.M. to 5:00 P.M., Monday through
Friday. This would eliminate paying premium rates
(overtime) for attending meetings for the purpose of
taking minutes.
In discussions with the Personnel Department, it has
been determined that the job classification of Steno
Clerk II contains the desired qualifications for the
job. The only added stipulation would be the flexible
work week.
If an individual could be employed from the existing
Steno Clerk II list, it may be possible to begin their
employment in a month's time. If it is necessary to
advertise, it would take at least two months. At the
earliest, we would need to fund the position for 7
months remaining in this fiscal year. I would intend
to budget the position as a full-time position in next
year's budget.
Memo to Fr < Mannen
October 20, 1980
Page 2
The cost of hiring an individual for the remainder
of the 1980-81 fiscal year is as follows:
Beginning employment date of January 1, 1981:
6 months salary $5,989.00
PERS Retirement 610.00
Social Security 367.00
Medical 390.00
Disability 54.00
Unemployment 24.00
Life 45.00 $1 .490.00
TOTAL COST $7,479.00
Beginning employment date of December 1, 1980:
7 months salary $6,989.00
PERS Retirement 712.00
Social Security 428.00
Medical 455.00
Disability 63.00
Unemployment 28.00
Life 52.00 $1 ,738.00
TOTAL COST $8 727.00
Discussions with other departments who would receive
the benefit of the services of the proposed employee,
have resulted in the offer of sufficient funds from
existing budgets to fund the position for the rest
of this fiscal year.
In conclusion, upon receipt of your approval, I will
process the appropriate fund transfers and notify
the Personnel Department to proceed with the recruit-
ment for a Steno Clerk II, who will be under my super-
vision, to be responsible for minutes of the meetings.
Response from the other departments has been extremely
favorable, and I urge your favorable consideration
of the matter.
I would be happy to respond to any questions you may
have concerning this matter.
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, AMENDING THE 1980-81
BUDGET FOR THE CENTRAL SERVICES DEPARTMENT BY
THE ADDITION OF A STENO CLERK II POSITION, AND
4 AUTHORIZING THE TRANSFER OF FUNDS FOR THE
POSITION.
5
BE IT RESOLVED by the City Council of the City of Carlsbad as
RESOLUTION NO. 6344
follows :
1. That the 1980-81 fiscal year budget of the Central
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24 RONALD C. PACKARD, Mayor
25 ATTEST:
26"
27
28
Services Department is hereby amended to add a Steno Clerk II
position for minutes.
2. That the City Council hereby authorizes the transfer
of $4,500.00 from Account No. 1-151-1130 and $2,000.00 from
Account No. 1-165-1130 to Account No. 1-108-1110, for the purpose
of hiring a Steno Clerk II.
3. That the Department of Finance Fund Transfer No.30
on file in said department and incorporated by reference is
approved.
PASSED, APPROVED AND ADOPTED at a regular meeting of the
Carlsbad City Council held on the 4th day of November .
1980, by the following vote, to wit:
AYES: Council Members Packard, Casler, Anear, Lewis and Kulchin
NOES: None
ABSENT: N0ne ?
- ^
ALETHA L. RAUTENKRANZ, City ClertpT
(SEAL) '