Finance Committee Meeting

Agenda City of Ocean Shores Finance Committee Meeting Tuesday August 22, 2023 Zoom Meeting 1:00 PM Page Call to Order Financials 1. 2023 Monthly Financial Update • Presented by: Finance Director, Angela Folkers and Assistant Treasurer, Shante Nations Monthly Financial Reports Staffing 2-7 2. City Clerk's Office Administrative Assistant/Records Technician • Presented by: City Clerk, Sara D. Logan and Finance Director, Angela Folkers 3. Cross Connection Control Specialist • Presented by: City Administrator, Scott Andersen and Control System Specialist, Ricardo Victoriano City Administrator Report Mayor Report Adjourn _________________________________________________________ Public Notice: • Persons requiring auxiliary aids or special arrangements in order to participate in meetings should call 360.940.7498 at least two business days prior to the scheduled meeting. Page 1 of 7  City Clerk’s Office Administrative Assistant/Records Tech Request 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Page 2 of 7 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Current Staffing and Duties • City Clerk: Managing city council meetings. Certifying and publishing resolutions and ordinances that are passed. Provide access to public records as needed. Collect and manage ethics filings for political candidates. Acting as liaison between the public, city council, mayor and other senior government officials. Overseeing city elections. Administering oaths of office. Perform public relations as needed. • City Clerk Assistant/Public Records Officer: Process public records request in compliance with RCW 42.56. Oversee records management program for City to ensure compliance retention schedules pursuant to RCW 40.14 and title 434 WAC. Maintain knowledge of changes in case law and legislation regarding records management and public records requests. Organize and maintain city website and social media. Create graphic art as needed. Assist City Clerk in duties as assigned. Interact with the public . • Temporary Administrative Assistant/Records Tech: Organize and maintain accurate digital and hard copy files according to the city’s filing protocols. Digitizing city records. Assist City Clerk with recording city meetings. Page 3 of 7 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Need for Making Temporary Administrative Assistant/Records Tech Permanent • Needs: Dedicated employee to maintain daily compliance with the Local Government Common Records Retention Schedule. Digitizing all city records and organize for timely retrieval. Secondary support for recording all city meetings. Future secondary support for processing public records requests. • Effects if not approved: It will become more difficult for the city to maintain the Local Government Common Records Retention Schedule because of time required. Digitalizing city records will not occur in a timely manner. Page 4 of 7 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Funding Strategy • Use the remaining General Fund budgets for the Full-Time IT Tech position in 2023, Part-Time IT Tech position in 2023 & 2024 and the vacant Permit Tech I position in 2023. • The budget remaining on these three positions adequately covers making the Temporary Administrative Assistant/Records Tech permanent in 2024 and leaves a remaining General Fund budget amount of approximately $42,725. Page 5 of 7 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Funding Strategy Detail Budget Detail (all amounts include applicable payroll benefits) Budget General Fund Positions Budget Needed Remaining Full-Time IT Tech Budgeted in 2023 $56,256 $0 (filled for two months; will fill – estimated date of 10/1/2023) Part-Time IT Tech Budgeted in 2023 and 2024 $33,827 $0 (filled for 8.5 months in 2023; will not refill position) Permit Tech I Budgeted in 2023 $62,642 $0 (not filled) Add Administrative Assistant/Records Tech position in 2024 N/A $110,000 Totals $152,725 $110,000 Budget remaining if Administrative Assistant/Records Tech position funded $42,725 Page 6 of 7  QUESTIONS? 2. City Clerk's Office Administrative Assistant/Records Technician Prese... Page 7 of 7