10.02 - City Clerk's Office Organizational Structure

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• It is important for the Council to determine the right time for making changes because there is presently a lot going on and it will be important to determine if this is the best time to make an organizational change. • The Clerk's position has evolved into administrator position and therefore replacing Ms. Peine with an administrator may be needed. • It would be good if the Council was less involved in day to day operations and could spend more time on the big picture. Analysis The analysis included a detailed review of the organizational structure, job descriptions and comments from employees and Council Members. It is very clear that Ms. Peine's position has evolved from a traditional clerk to a near administrator position. This happened because Council expectations changed and Ms. Peine saw unmet needs that she willingly addressed. In reality, her current job description reads more like an administrator position than it does a traditional clerk position. This is not an organizational issue; however, it does add a level of complexity to the determination about the best way for the organization to move forward. In some respects, the organization has already determined an administrator is needed because Ms. Peine has carried out many of the administrator type duties. This determination did not occur at a single time but through a natural evolutionary process. These things tend to occur when an organization has competent and motivated leadership. People see service gaps and take the steps needed to fill those gaps. While the clerk position has evolved over time, some of the elements of an administrator role have not been included in the evolution. For example, the position does not include the authority to direct department heads even though department heads consult regularly with the clerk. This dynamic has worked adequately due to the current employees involved, but with Ms. Peine's departure, it is unlikely this arrangement would continue to function in the same manner with a new clerk. The City Council is seeking the options available to move the organization forward after the upcoming transition. 3 DAVID DROW N A SSOC,T AYES