HomeMy WebLinkAbout1991/04/23 Item 10
COUNCIL AGENDA STATEMENT
ITEM ..to
ITEM TITLE:
RESOLUTION
MEETING DATE APRIL 23. 1991
Amending FY 1990/91 Budget to upgrade (1)
Secretary position to Administrative
Secretary in the City Clerk's Office.
REVIEWED BY:
CITY CLERK ~
DIRECTOR OF PERSONNEL
CITY MANAG ER\,;,
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(4/Sth Vote: Yes___ NO~)
SUBMITTED BY:
RECOMMENDATION: That Council approve modification of the 1990/91 Budget to
upgrade the Secretary position in the City Clerk's Office to Administrative
Secretary.
BOARDS/COMMISSIONS RECOMMENDATION: N/A
DISCUSSION: The 1991/92 Budget proposed by the City Clerk requested an upgrade
of the Secretary position for next fiscal year. While that reclassification was
being considered, the incumbent resigned effective April II, 1991 as a result of
a family move. This awkward situation left the City Clerk with two alternatives:
(1) leave the position vacant until the effective date of the reclassification,
July I, 1991; or (2) request an upgrade and revision of the budget so that this
position may be filled at the Administrative Secretary level immediately. Since
there was sufficient justification to support such an upgrade, the latter was the
preferred course of action.
In the justification presented to the City Manager for the upgrade, the City
Clerk cited several major functions in the department that would benefit
significantly by a reclassification of the Secretary position to Administrative
Secretary. The first is the minute taking responsibility of the department.
This is a primary responsibility deserving and receiving the full attention of
those in the office who can take and transcribe minutes. The stumbling block has
always been that of the four individuals in the office, the City Clerk and Deputy
City Clerk are the only classifications that provide for that ability. With the
increasing number of Council and Redevelopment Agency meetings and the growth and
refocus on the essential management and administrative responsibilities of the
department, it has become more and more difficult to fulfill these minute-
producing duties in a timely manner. When this is coupled with expected use of
earned vacation, sick leave and holidays, the department routinely finds itself
at a loss in meeting the needs of the Council. The upgrade of the Secretary
position to Administrative Secretary would carry with it the acceptance of those
duties by the incumbent, thereby filling in the team and easing the burden in
those areas currently placed on the City Clerk and Deputy City Clerk.
Additional advantages of an Administrative Secretary over the Secretary position
is real i zed in performi ng the day-to-day work of the department.
10-L
ITEM
.11)
MEETING DATE
APRIL 23. 1991
Administrative Secretary is, in most departments, the highest level department
secretary and is able and expected to produce a higher quality of work, answer
the more difficult questions posed by staff and the public and assist in the more
time-sensitive projects such as the records management project. However, the
ultimate advantage of upgrading this position is that it will provide the much
needed ass i stance and support of the City Cl erk and Deputy Ci ty Cl erk in
producing minutes for the City Council and Redevelopment Agency.
Since this position is vacant, it will be filled by open, competitive
examination. This reclassification is supported by the Chula Vista Employees
Association as it provides potential growth for its members.
The reason for the 4/5ths vote requirement is that the City Council controls, by
budget, the number and compensation of all positions (Charter Section 501.). Any
amendment to the budget after its adoption must be adopted by the affirmative
vote of at least four members (Section 1005.).
FISCAL IMPACT: For the remainder of fiscal year 1990/91 $612. For a full
fiscal year $3,667.
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RESOLUTION No.~(,,131
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AMENDING FY 1990/91 BUDGET TO
UPGRADE ONE SECRETARY POSITION TO
ADMINISTRATIVE SECRETARY IN THE CITY CLERK'S
OFFICE
The City Council of the City of Chula vista does hereby
resolve as follows:
WHEREAS, the City Clerk's proposed 1991/92 budget
requests an upgrade of the Secretary position for the next fiscal
year; and
WHEREAS, while that
considered, the incumbent resigned
result of a family move; and
reclassifications
effective April 11,
was being
1991 as a
WHEREAS, the City Clerk is requesting an upgrade and
revision of the budget so that this position may be filled at the
Administrative Secretary level immediately.
NOW, THEREFORE, BE IT RESOLVED that the City Council of
the City of Chula Vista does hereby amend the FY 1990/91 budget
to upgrade one Secretary posi tion to Administrati ve Secretary in
the City Clerk's office.
Presented by
I
"'~t
y Attorney
Candy Boshell, Director of
Personnel
8778a
ruce M. Boogaard,
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