Agenda - Council Work Session - 04/09/2018

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• Managing communications tools and marketing Events Duties Events currently coordinated by the Public Information and Events Specialist include: • Happy Days • Business Appreciation Golf Tournament • Business Networking Event • Business Expo • PACT Charter Tour • Annual Holiday Party • Tree Lighting Event • Special events as needed, such as ribbon cuttings, ground breakings, tours, etc. • and the State of the City Recruiting Options for Meeting the City's Needs Due to the Current Reduction in Capacity In an effort to take a fresh look at the role of the current vacant position, staff would like to discuss several recruiting options, as detailed below. • Option #1: Leaving the position vacant and returning to pre-2014 service levels. Staff does not recommend this option due to the negative impact on the City's quality and quanity of communications. Existing staff may be able to assume some of the current duties, but other important duties would fall to the side. • Option #2: Fill the position as it is currently structured at the same pay grade. Staff supports this option over option #1, however, staff believes this position is due for a reclassification and market rate salary adjustment based upon current duties. This option may also require outsourcing a portion of the more advanced communication duties and/or cutting back on the volume of tasks. • Option #3: Fill the position with a full-time Communications Coordinator, responsible for events, and reclassified to the current market rate for this type of position. Staff supports this option over option #2 as it has the best likelihood of attracting candidates that would bring professional -grade communication skills to the organization. The transition time could be minimized, and this option would likely produce the largest pool of qualified applicants. There may or may not be a short-term budget impact depending on which step of the new pay range the employee starts. • Option #4: Similar to option #3, details to be discussed during the work -session to include the possibility of a Communications Coordinator working less than full-time -- ex. 29 to 32 hours per week, plus a part-time assistant for events and general administrative support. Different combinations of this option can also be explored. • Pros: Dividing the current role provides for increased coverage, a more appropriate compensation structure, staffing flexibility and utility into the future. • Cons: Recruiting for a Communications Coordinator in this capacity may reduce number of qualified applicants and a portion of the business day would not be covered due to the reduced schedule. In summary, City staff continues to be cautiously prudent with regard to maintaining a reduced personnel budget and have carefully considered the staffing needs. Timeframe: 30 to 45 minutes. Funding Source: All options listed above fall within the current 2018 budget. Staff will provide additional funding data at the meeting after additional research has been completed. Responsible Party(ies): Colleen Lasher, Human Resources Manager Patrick Brama, Assistant City Administrator/Economic Development Manager