Agenda - Council Work Session - 03/26/2024

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2. 3. CC Work Session Meeting Date: 03/26/2024 Primary Strategic Plan Initiative: Information Title: Discuss the potential increase in Planning Administrative Assistant hours to full-time. Purpose/Background: Dana Veerbeek, Planning Assistant,will be transitioning to full-time Rental Housing Inspector on April 1, 2024. She will continue to assist with planning duties and will train the new Planing Administrative Assistant while also performing the inspector duties. In 2024, the current position works 25 hours per week, increased from 20 hours per week from 2023. Staff is proposing the position be considered for full-time. At this time, there are assistant duties not being completed because of the lack of time and other planning staff are being utilized to backfill some duties. The Community Development Department has had a full-time Administrative Assistant since 1998 until recently. Ms. Joanne Shaw held the position in a full-time capacity until she transitioned into retirement in February 2020 (16 hours a week)until she officially retired in November 2021. During the transition,planning staff assisted with some of the job functions of the administrative assistant. This was also during the time of the COVID pandemic, in which city hall staff was limited,there were no city hall walk-ins, and development slowed down because of the pandemic. During that time frame,planning staff assisting with administrative duties made sense. Since the ending of the pandemic, city staff returned to in-person work and development has grown well above and beyond the pre-pandemic rate. The current planning administrative assistant is working 25 hours a week (increased from 20 hours in 2023),while the City Planner and Senior Planner assist with covering the front counter daily during the non-scheduled hours and assist with administrative duties that need to be completed. At this point, 25 hours a week is not adequate to complete administrative duties for the planning division and to provide much needed full-time coverage for the Community Development Departments front counter. In addition, the assistant will provide administrative duties for the Rental Housing Inspector. Currently,there is not a full-time assistant to cover the front counter; full-time coverage is dependent on two (2) full-time planners who should be utilizing their time to complete planning duties and not administrative duties. The following should be taken into consideration when discussing the additional hours: 1. The position will provide administrative assistance to the Rental Housing Inspector which will include managing the rental license database, generating mailings, receiving and managing applications and associated fees. 2. Relieving planning administrative duties: this includes Projectdox, administering the Water Efficiency Grant, assisting with the recycling program,website page updates, and process planning escrows. 3. File Management/Records Retension: Planning files have not been adequately managed for a number of years (since this position became part-time), it is at the bottom of the priority list. Planning files need to be organized and scanned into Laserfiche for the record retention process. This project will take, at a minimum, one year, if the assistant can add it to the work load. At this point, the duty is not getting done because of the lack of hours. Timeframe: