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Mr. Hartley stated there are a number of facilities available and that City Council had received the <br />list of locations about six months ago. Discussion ensued regarding the space options and also <br />who could move to these locations. <br /> <br />Regarding timing on 1990 Capital Outlay - Sandra Ashley stated that the City should designate <br />fund balance for any budget purchases not completed for the year 1990. <br /> <br />BREAK: <br /> <br />The Budget Committee recessed at 6:30 p.m. and the meeting was called back to order at 7:07 p.m. <br /> <br />Presenter: <br />Topics: <br /> <br />Planning Assistant Sylvia Frolik <br />Assessing, Building Inspection, Weed Control, Tree Disease <br /> <br />Planning Assistant Frolik stated that the City Assessor needs help, at least part-time, to keep up <br />with the minimum standards of assessing. The Building Department has a need for a person such <br />as a Property Development Clerk to answer general questions and keep up with the paperwork. <br />The Property Development Clerk could assist in the Building Department and the Assessing <br />Department. <br /> <br />Community Development Inspector Steve Lutmer was present and expressed his needs and ideas <br />for filling the Property Development Clerk position. <br /> <br />City Assessor John Keefe was also present. He gave a brief summary of his current workload and <br />what is projected for 1991 and expressed his needs, ideas and some of the benefits to filling the <br />Property Development Clerk position. <br /> <br />Councilmember DeLuca inquired as to how soon these departments would become computerized. <br /> <br />Mr. Hartley answered that the process hasn't been started. He was going to write the database but <br />now it will have to be contracted out. It is at least a year or more away. <br /> <br />Councilmember DeLuca asked if an extra person could help in getting the department <br />computerized. <br /> <br />Mr. Hartley expressed concern with having the position of Property Development Clerk filled. He <br />feels these needs should be met by the Administrative Services clerical staff and that this staff <br />should be centralized. The City cannot afford department secretaries and there is not sufficient <br />work in any one department to keep one full-time person busy all the time. A Property <br />Development Clerk may be able to handle a fair amount of general building or assessing questions, <br />but the potential still exists of a caller being transferred a few times before getting their question <br />answered. Our goal is to try to make only one transfer for every phone call. A "cheat sheet" could <br />aid the clerical staff with general questions. He agreed that some technical people would be doing <br />clerical duties but he's not concerned with that if the time is used effectively. The description of <br />the Property Development Clerk comes very close to that of a department secretary and he is trying <br />to avoid that. <br /> <br />Planning Assistant Frolik stated there is a fine line between clerical and technical. She feels the <br />clerical staff shouldn't have to be taken away from their many duties to have to run downstairs to <br />pull a property file to answer a question when it would be a lot easier and more efficient if there <br />was always someone down there to handle these calls. She feels there is a need for a central <br />information point for the building and assessing departments. <br /> <br />Budget Committee/August 8, 1990 <br /> Page 4 of 6 <br /> <br /> <br />