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MEMORANDUM <br /> <br />DATE: <br /> <br />August 17, 1998 <br /> <br />TO: <br /> <br />FROM: <br /> <br />Mayor and Councilmembers <br /> <br />James E. Norman, City AdministratorC~~ <br /> <br />SUBJECT: 1999 Additional Staffing Needs <br /> <br />During the first 1999 budget work session, held on August 3, 1998, the Council reviewed <br />a budget which included a number of personnel requests for 1999. Staff has reduced the <br />number of that to two new positions, a contracted position, and an internship. This <br />memorandum will briefly describe each of the requested position needs. <br /> <br />Community Development Clerical <br /> <br />Currently, five employees in Administrative Services provide clerical support for all the <br />non-Police employees. The employees function as a clerical pool. All of them answer <br />phones, schedule inspections, type, make photocopies, and receipt in money for permits. <br />In addition, each of them has specific areas of responsibility which are described as <br />follows: <br /> <br />#1: Prepares agendas, attends meetings and does minutes for City <br />Council meetings, Finance Committee, Personnel Committee, Road and <br />Bridge Committee, Fire Board and Charter Commission. Coordinates <br />elections, including recruiting and training 50+ election judges for each <br />general and special election. Publishes official City notices. Coordinates <br />the annual pet clinic, Mayors' Prayer Breakfast, and Tri-City functions. <br />Also is the primary clerical support to the City Administrator. <br /> <br />#2: Acts as receptionist. Attends meetings and does minutes for the <br />Public Works Department and the Fire Department. Assembles and <br />distributes New Resident Packets. Distributes application packets and <br />maintains database of applicants, processes personalized letters to reject <br />applicants, schedule interviews, etc. Maintains indexes for various City <br />records and executes resolutions. Copies and distributes minutes from <br />various commission and council meetings. Schedules ball fields and <br />facility rentals. Also opens and distributes daily mail. <br /> <br />#3: Is a licensed building inspector who assists in the field when <br />needed. Maintains a database of escrow accounts and processes license <br />applications and renewals. Answers the bulk of complicated <br /> <br /> <br />