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HomeMy Public PortalAbout20140929speciaL NOTICE OF SPECIAL CITY COUNCIL MEETING AND TENTATIVE AGENDA i MONDAY, SEPTEMBER 29, 2014 – 5:30 P.M. – 5:45 P.M. COUNCIL CHAMBERS ~ JOHN G. CHRISTY MUNICIPAL BUILDING ~ 320 E. MCCARTY STREET TENTATIVE AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. VOTE ON RECOMMENDATION OF CITY ADMINISTRATOR TO APPOINT BILL BETTS AS DIRECTOR OF FINANCE DEPARTMENT. a. Recommended Motion: Motion to Approve City Administrator’s recommendation of Bill Betts to serve as the Director of Finance and Information Technology and implementation of City Administrator recommended reclassifications and related salary adjustments. 4. ADJOURNMENT i Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. BILL NO. SPONSORED BY COUNCILMAN ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE 2013- 2014 BUDGET OF THE CITY OF JEFFERSON, MISSOURI, BY PERSONNEL SCHEDULE CHANGES WITHIN FINANCE AND INFORMATION TECHNOLOGY DEPARTMENTS. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The 2013-2014 Budget of the City of Jefferson, Missouri is hereby amended by changing the personnel schedule by the reclassification of three positions and elimination of one position in Finance and Information Technology Departments. Section 2. The positions of Director of Information Systems and Director of Finance are reclassified to one position called the Director of Finance and Information Technology, all Pay Range 25 ($78,616 - $117,924). Section 3. The position of Systems Analyst (Pay Range 18, $44,276 - $66,414) is reclassified to the Information Technology Manager, Pay Range 21 ($53,695 - $80,543). Section 4. The position of Accountant (Pay Range 16, $40,159 - $60,239) is reclassified to the Senior Accountant, Pay Range 18 ($44,276 - $66,414). Section 5. This Ordinance shall be in full force and effect from and afterthe date of its passage and approval. Passed: Presiding Officer ATTEST: City Clerk Approved: Mayor APPROVED AS TO FORM: City Counselor MEMO To: Mayor Eric J. Struemph City Council From: Steve Crowell, City Administrat Date: September 26, 2014 Subject: Director of Finance and Information Technology Position This memo will briefly summarize the changes to several Finance Department positions which I propose. Some of the items require approval of the Mayor and City Council. I propose the following: 1. Permanently appoint Bill Betts the Director of Finance and Information Technology position. I recommend reclassifying the "Information Technology Director" position to include the Finance Department Director position and placing the current Interim Finance and Information Technology Director, Bill Betts, into the (combined) position with a salary increase of 5% above his current salary. The new position will be the Director of Finance and Information Technology. Mr. Betts has been the Interim Director of Finance and Information Technology since Feb. 15, 2013. Mr. Betts has overseen many of the more significant fiscal challenges of the Finance Department/City to include recent budget challenges; complying with the requirements of the City audit; preparation of two budgets; recommended and submitted financial policies to the Finance Committee for consideration; prepared a multiyear fiscal analysis for the City; implemented preparation of a capital replacement plan for the budget; and assisted in the preparation of budget performance standards to mention a few items. I think Mr. Betts has done an excellent job of performing the duties and job of Interim Director of Finance and Information Technology. Although departmental subject expertise (in this case, financial expertise) is important, I place a commensurate level of importance on managerial ability and leadership. I think Mr. Betts has shown he can effectively direct the financial requirements of the position (he previously oversaw the Information Technology component of the position) maximizing existing staff and contract personnel (e.g., private auditing firm). I think Mr. Betts, supplemented by his knowledge of the City and organization, brings a high degree of leadership and managerial ability to the Director of Finance and Information Technology position. Mr. Betts will also undoubtedly work to enhance his background by attending appropriate finance related educational opportunities, including those provided by the Governmental Finance Officers Association. In order to allow Mr. Betts to focus on more "high level' operational issues associated with the position of the Director of Finance and Information Technology, it is important to have appropriate support personnel available in the department. In that regard, I offer the adjustments noted below. 2. Reclassify the current Systems Analyst (Grade 18) position to an Information Technology Manager (proposed Grade 21). Reclassifying the current Systems Analyst (Grade 18) position to an Information Technology Manager (proposed Grade 21) would provide the necessary management of the Information Technology division (as opposed to a separate IT department). Reclassifying the position is a result of additional supervisory duties added to the position and organizational impact of the reclassified position. Please note this is not a Director position, but a Manager position. The Information Technology Manager and Chief Accountant will both report directly to the Director of Finance and Information Technology. The estimated initial fiscal impact of the reclassification of the System Analyst position to an IT Manager position is approximately $8,491 (in order not to "skew" the numbers for comparison purposes, the referenced salary impacts do not include the incremental increase in benefits, mostly retirement, for the referenced positions). The Grade 21 level is consistent with that of the Chief Accountant (who oversees the accounting functions). Attached for your review is a proposed job description for the Information Technology Manager. 3. Reclassify the Accountant (Grade 16) position to a Senior Accountant (Grade 18) position. Reclassifying the Accountant position to a Senior Account position is based upon the addition of managerial and supervisory duties (note that the Accountant position reports to the Chief Accountant).The reclassification would result in a 10% increase in salary for the Senior Accountant. The estimated initial fiscal impact of the reclassification of the Accountant position to a Senior Account position is approximately $5, 203 annually. 4. Increase the salary of the Chief Accountant by 5% The Chief Accountant overseas the general accounting functions of the City. The Chief Accountant also oversees several accounting personnel, including the (proposed to be reclassified) Senior Account position. In order to maintain the internal equity of the position and to recognize some of the additional impact associated with the changes referenced above and how they will impact the Chief Accountant, I am recommending an increase of 5% (no change in grade) in the salary for Chief Accountant. We can monitor the changes referenced above and adjust as necessary. Although cost is not the major reason for implementing the changes referenced above, implementing the above changes (summary below) results in cost savings (based on Fiscal Year 2014 budget) of approximately $109,424.01. If this reorganization is considered as part of the Fiscal Year 2015 budget as proposed, you could expect a savings of approximately $104,603.13 Please feel free to let me know if you need any additional information. Finance/Information Technology Reorganization Cost Analysis Old Title New Title Grade Current Proposed Change Systems Analyst IT Manager 18 to 21 $56,606.68 $65,097.68 Chief Accountant Chief Accountant 21 to 21 $62,924.16 $66,070.37 $8,491.00 $3,146.21 15% increase 5% increase FYI funds budgeted for Fin. Dir. Position Total Increase w/benefits. FYI Savings Accountant Sr. Accountant 16 to 19 $52,024.96 $57,227.46 $5,202.50 IT Director Finance/IT Dir 25 to 25 $105,540.50 $110,817.53 $5,277.03 10% increase 5% increase $135,597.72 ($26,173.71) $109,424.01 Anticipated budget savings by combining Director of Finance and Information Technology with benefits for 2015 are $104,603.13 3 City of Jefferson Job Description Job Title: Information Technology Manager Job Classification #: Department: Information Technology Job Status: Exempt Job Purpose: Reports To: Director of Finance & Information Technology Date: September 2014 The IT Manager's role is to plan, coordinate, and design IT -related activities of the organization, as well as provide direction and support for daily operational activities of the IT department. The IT Manager will work closely with decision makers in other departments to identify, recommend, develop, implement, and support cost-effective technology solutions for all aspects of the organization. Externally, they will coordinate projects with vendors and other government agencies. This person will also assist with the defining and implementation of IT policies, procedures, and best practices pertaining to the agency's IT, telecommunications operations and is responsible for communicating and administering those policies in the attainment of the City's goals and objectives. Essential Job Functions: 1. Manage IT staff by communicating clear job expectations; planning, monitoring, and evaluating job results; coaching, and course correcting as needed to achieve positive outcomes. 2. Manage the deployment, monitoring, maintenance, development, upgrade, and support of all IT systems, including servers, PCs, operating systems, hardware, software, and peripherals. 3. Oversee provision of end-user services, including help desk and technical support services. 4. Develop business case justifications and cost/benefit analyses for IT spending, initiatives and/or abandonment of obsolete equipment or software. 5. Schedule installation and modification of IT hardware and software packages. Coordinate the maintenance of City-wide databases. 6. Ensure asset management for IT hardware, software, and equipment. 7. Recommends information technology strategies, policies, and procedures by evaluating organization outcomes; identifying problems; evaluating trends; anticipating requirements. Physical and Mental Requirements: Physical: Ability to sit for extended periods. Visual ability to read computer screens for extended periods. Ability to lift, transport and install equipment. Mental: Ability to communicate effectively. Ability to analyze operations and organize their component parts into a logical system. Ability to manage, develop and motivate subordinates. Ability to plan, organize and implement immediate and long-range modifications to IT programs, databases, and equipment. Ability to identify need for and direct and manage the conversion of City applications and databases. Ability to establish and maintain effective working relationships with subordinates, associates, directors, City officials, IT vendors, and professional organizations. Minimum Qualifications: Requires a Bachelors' degree in Computer Science, Computer Information Systems or closely related field and five years of professional electronic IT experience. The above job description in no way implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the department.