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HomeMy WebLinkAbout97-217 Resolution No. 97-217 RESOLUTION AMENDING THE 1997 BUDGET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the 1997 budget of the City of Elgin adopted in lieu of an appropriation ordinance be and is hereby amended by deleting one "Principal Account Clerk" and substituting "Lead Customer Service Clerk" in the Finance Department. s/ Kevin Kelly Kevin Kelly, Mayor Presented: August 13, 1997 Adopted: August 13, 1997 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Resolution No. 97-292 RESOLUTION ADOPTING THE FIVE-YEAR FINANCIAL PLAN WHEREAS, the City of Elgin has conducted an extensive dialogue with the community in drafting a Five-Year Financial Plan ( 1998-2002 ) ; and WHEREAS, the Ten Key Issues for the Community formulated from extensive dialogue with citizens were used to guide the formulation of the 1998-2002 Five-Year Financial Plan; and WHEREAS, the Proposed 1998 Budget and 1998-2002 Financial Plan has been distributed to 350 citizens; and WHEREAS, the City Council has conducted extensive budget reviews and policy discussions throughout the months of November and December; and WHEREAS, the Proposed 1998 Budget and 1998-2002 Financial Plan has been placed on file for public review with the City Clerk and at the Gail Borden Public Library. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the Five-Year Financial Plan is hereby adopted as a policy document of the city to guide strategic planning and operations . s/ Kevin Kelly Kevin Kelly, Mayor Presented: December 17 , 1997 Adopted: December 17 , 1997 Vote: Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk SCACD Agenda Item No. City of Elgin July 16 , 1997 TO: Mayor and Members of the City Council FROM: Robert 0. Malm, Interim City Manager SUBJECT: Change in Principal Account Clerk Position PURPOSE The purpose of this memorandum is to present for consideration to the Mayor and members of the City Council a proposed Finance Department position change in the pay ordinance. BACKGROUND Recently, a Principal Account Clerk retired which allows the Finance Department the unique opportunity to evaluate the contin- uation of the current position and look to the future needs of the department. In order to continue the Finance Department ' s goal of enhancing customer service performance, providing efficient and effective service and responding to our customers ' requests , we are seeking approval for the creation of a new Customer Service Operations Clerk position. The position will be filled by promotion of an eligible City employee through the Civil Service process . Currently, the Customer Services division has two classification types, the Customer Service Clerk (salary range 9S, $29 , 130 annually - 6 employees ) and the Principal Account Clerk (salary range 13S, $31,590 annually - 2 employees) . Originally, the distinction between the Principal Account Clerks versus the Customer Service Clerks was based on the fact that the Principal Account Clerks were responsible for more billing applications . During the last five years , the HTE computer software systems have been implemented allowing all customer service personnel access to various Finance Department billing applications (water, business licenses, accounts receivable) . Other applications have been eliminated (vehicle licenses ) or placed with a billing service (ambulance billing) . A key element of improved customer service is to have clerks universally cross-trained to assist and answer a variety of billing questions . Currently, customer service training is provided two times annually and cross training of all Customer Service personnel is in progress . A number of responsibilities of the retired Principal Account Clerk can be performed by a Change in Principal Account Clerk Position July 16 , 1997 Page 2 Customer Service Clerk. However, other items such as preparing monthly division activity reports , providing support to Customer Service Clerks , and improving the collection of delinquent accounts cannot readily be undertaken by the Customer Service Clerks . In order to focus on improved customer service, additional empha- sis needs to placed upon the following responsibilities : 1) the continuation of customer service training, 2 ) scheduling cross training of customer service applications, 3 ) prioritize customer service personnel work schedules , 4 ) improve the quality and efficiency of customer correspondence, 5) streamline operational issues between other city departments (Code Administration, Water, Legal ) , 6 ) approve customer credits as provided by City Ordinance, 7 ) audit work orders and billing for accuracy, thor- oughness and completion, and 8 ) a continued focus on collection of outstanding account receivables . Therefore, the intent of the change to the Clerical/Technical employee group is to upgrade the vacant Principal Account Clerk position ( salary range 13S) to a salary range of 15S, with a new title of Customer Service Operations Clerk. The Customer Service Operations Clerk' s role will encompass the items mentioned above. This change will also free up the Assistant Finance Director' s time to perform other tasks that are not getting accomplished, as well as focusing more attention on areas that demand it. Once the remaining Principal Account Clerk position is vacated, it is recommended that it be reclassified to a Customer Service Clerk position. The change will thus eventually result in seven Customer Service Clerks and one Customer Service Operations Clerk. The Principal Account Clerk position will be eliminated from the Customer Services division. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. 9/:,t, FINANCIAL IMPACT Funds are available in the 1997 Budget to finance the reclassifi- cation of one Principal Account Clerk to a Customer Service Operations Clerk. Depending on the existing employee who fills this position, an initial savings of approximately $6 , 600 to $6 , 700 can be realized due to the entry level salaries that will be paid. LEGAL IMPACT 1" 1/None. Change in Principal Account Clerk Position July 16 , 1997 Page 3 ALTERNATIVES The City Council could approve the proposed change or leave the positions at their current status . RECOMMENDA TION It is recommended that the City Council approve the changes to the pay ordinance as proposed. Respectfully submitted, ()Le-W,44 7/714144: mes R. Nowicki Finance Director /ass Olufemi Folarin D' r o Human Resources Ro ert 0. Malm In erim City Manager JRN/MGD/daw