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PSPP051121PUBLIC SAFETY, PERSONNEL & PLANNING COMMITTEE MEETING May 11, 2021 Elected Officials Participating Virtually Councilmember Kristiana Johnson Councilmember Adrienne Fraley-Monillas CALL TO ORDER Staff Participating Virtually Phil Williams, Public Works Director Jessica Neill Hoyson, HR Director Michelle Bennett, Acting Police Chief Scott Passey, City Clerk Brian Tuley, IT Supervisor Jeff Taraday, City Attorney The Edmonds City Council virtual online PSPP Committee meeting was called to order at 5:00 p.m. by Councilmember Fraley-Monillas. 2. COMMITTEE BUSINESS 1. PC Support Technician Job Description Update Mr. Tuley relayed the PC support technical position is currently vacant. That position performs duties beyond the scope of the job description; the intent is to align the job description with duties performed. The majority of the position's responsibilities are help desk as well as multiple administration duties such as server updates, managing databases, etc. Ms. Neill-Hoyson and Mr. Turley responded to questions regarding hiring into a new pay range, the need to fill the position as soon as possible, internal and external recruitment, limited staff in IT, and which staff member left. Action: Consent Agenda 2. Rem of Clerk's Office to Administrative Services - Job Description Changes Ms. Neill-Hoyson explained the proposal is to create efficiencies by moving the Clerk's into what is now the Finance department and retitle Finance to Administrative Services. This would include moving five positions in the Clerk's Office into the newly titled Administrative Services. That change results in job description updates, changing the reporting relationship and changing duties as a result of moving positions into Administration Services, creating more broad use of positions. The Business Licensing Clerk becomes an Administrative Assistant and the Public Records Officer will report to the Deputy Director of Administrative Services. The other changes are predominately cleanup of position descriptions and eliminating backup of positions which will no longer be required. Ms. Neill-Hoyson explained two pay changes occurred as a result of the change. The Public Records Officer position was acceded into the AFSCME union about two years ago and there has been an outstanding pay issue regarding where the position should be on the salary schedule for AFSCME versus Non -Rep. It was to be addressed during bargaining, but the AFSCME contract was rolled for a year so it would have been addressed later this year during bargaining. The union has been informed of the pay change and is in agreement. Ms. Neill-Hoyson relayed it had been brought to her attention that the function of the Business Licensing Clerk was very similar to the Administrative Services Administrative Assistant but was paid two ranges lower. She was in the process of determining whether that position had been misclassified when this 05/11/21 PSPP Committee Minutes, Page 2 reorganization proposal arose. She summarized the two pay changes would have occurred even without the merge of the two departments. The other two changes are related to the Finance Director position, retitled to the Administrative Services Director and the current Deputy Director, retitled to the Deputy Director of Administrative Services. The Deputy Director will have oversight over records. The pay for the Deputy Director of Administrative Services will also be aligned with the pay for the Deputy Director of Parks. The Deputy Director of Administrative Services position is currently vacant; a determination was made that the position needs to be filled. Ms. Neill-Hoyson responded to questions regarding the Deputy Director supervising the former Clerk's Office employees, possible physical office changes, the Mayor freezing the Deputy Director position as non -essential, positions that have been unfrozen once they were reevaluated and funded, whether reorganizations can only occur as part of the budget process and whether they require Council approval, prior Council approval (via a budget amendment) to unfreeze and fund the community engagement/crime prevention position, moving quickly to fill the vacant Deputy Director position, reorganization of the Human Services Department earlier this year, and a suggestion to unfreeze and fund the Deputy Director position and place that on the Consent agenda and refer the reorganization to full Council. Staff was asked to research whether reorganizations can only occur as part of the budget process, and the reorganization that occurred earlier this year. Action: Full Council 5/18/21 3. ADJOURN The meeting was adjourned at 5:25 p.m.