Agenda - Council Work Session - 08/24/2010

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CITY COUNCIL WORK SESSION Topic Report: Discussion Regarding Options for Staffing 2010 Happy Days By: Colleen Lasher, Interim Human Resources Representative Background: 5 ~ ~ ~ ~ : ~ ~~ ~flM~- The annual Happy Days event is just a few weeks away. The City's Management Intern, Jessica Hendricks has been coordinating the event thus far; however, with her resignation and last day with the City on August 20, 2010, she will no longer be available. Possible recruitment options regarding the Management Intern position will be reviewed in late September or Early October. For the time being, staff must consider options for staffing this year's event. Fortunately, internal staffing resources are available to the City. Mr. Tim Gladhill has coordinated this event in the past and Ms. Kathy Schmitz has been involved with Happy Days so far this year. Pending City Council authorization, Mr. Gladhill and Ms. Schmitz have agreed to helping with this year's event to ensure its success. It is estimated that the event will require approximately 94 administrative staff hours. Forty-two of these hours coming from Mr. Gladhill and fifty-two from Ms. Schmitz. Because Ms. Schmitz is a part-time employee she can increase her hours by up to approximately 10 hours per week without overtime expenses to the City. Mr. Gladhill is an exempt employee; therefore he cannot be paid overtime. Staff recommends that Mr. Gladhill receive additional compensation and aone-time additional vacation leave benefit to compensate him for his work and the Ms. Schmitz receive her normal hourly rate of pay for the extra hours worked until Happy Days in over. Funding Source The funding required for this proposal would be comprised of additional compensation for Mr. Gladhill in the amount of $1500 (which covers 32 hours of his time) and approximately 10 hours of additional vacation leave as required to equal the estimated 42 hours mentioned above, but not to exceed 25 hours; along with 52 hours for Ms. Schmitz at her base pay which is approximately $1140.00. Total cost, excluding Mr. Gladhill's vacation amount, comes to approximately $2640.00 and would come from the general fund budget for the vacant intern position. Staff Recommendation: Authorize staff to pay Mr. Gladhill additional one-time compensation and aone-time additional vacation leave benefit for the 2010 Happy Days event and to increase the hours of Ms. Schmitz by up to 10 hours per week for the 2010 Happy Days event. A case has been placed on this evening's council consent agenda regarding this request. Reviewed by: ,, City Administrator: CCWS: 08/24/2010