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274307 WHITE - CITV CLERK '�. PINK - - FINANCE G I TY O F SA I NT PA U L Council CANARV - DEPARTMENT File NO.�� BLUE - MAVOR Council Resolution Presented By Referred To Committee: Date Out of Committee By Date RESOLVED, that upon recommendation of the Mayor and pursuant to Section 10. 07. 4 of the Charter of the City of Saint Paul, there is hereby transferred the following in the 1980 budget: From: General Government Accounts Contingent Reserve-General 09060-536-000 Transfer or Contribution to Budget Fund $10, 673 To: Personnel Office $10,673 00155-111-000 Salaries Approved as to funding: Approved: . Dir. , Dept. f ��nce & Mgm B get Direc or Service s � COUNCILMEN YeaSMcMAHON Nays Requested by Department of: .�r PERSO NEL OFFICE � [n Favor Hunt Levine _ � __ Against BY Maddox Showalter Tedes __��gg Form Approved by ity Attorney Adopted ouncil: Date C ified Pa_-e y Council Secre�ary BY I#pproved vor: Date 4 1980 APP� ved by y for Sub is ion to Council � By BY ' PU.�1.ISHED ;=;'� 2 '=�R� � �'f'` 1 �' , /'��t' �y-j, :_ — � �J.L .i �_1s �._)11..�.'��.' .iC �.t,� . r• �'i'—_�� /�7, �n xi�r / ��T � �i,�.:: . -�-�' `t.♦ � O.�r.'�.�C',.J.:...5'n ��, rl'f�..{•: 1.+,..L lr i;"lJ� .. J �,t� � A`.f"'�,-r'tl . . ' !, �.\� ,,•� �• `` - . . . � Y'��,��4�'l.. .�j . . :�`,,. • r: -'� jr,'�� • ' �;,'�.� ` °' f.:�:- Do t o : January 14, 1980 •,��`. / ' . . .:s:-.. . � �, r r � �-- � � �� !'�j �i i �... � � � � � � . , . �' o o �ain� ��t ci�y �o�n�ii � -�: . . �� `,jj m �p�'3 i��€.'�: O 7 FINANCE, MANAGEMENT AND �'ERSONNEL � . .� RUBY HUN7F',pc�aifman, m�nes the �atir:��inr � � � � ,� repor3 on C.Fo . � Oce3inar�ce - _ . t4) � Rcso�u'ri�n� . . . - . • . � - . ° � ��t:�r � � • _ . �' �1L� : . . , The Finance Cor�nittee, at its: meeti�ng of January 14, 1980, recorr�nended approval � : of the .fol i owi ng: � � . . � � - . _--,_ - _ __. 1 . • Resol ution establ i shi ng new.ti tl e of Attorney tlI I i n Grade 33 of •the unclassi fi ed service:� (�0485-RH) � . � _ � � . . � 5. Resol�uti.on establishing title of C1erk IVin Grade 22 of Section 3.B (.Clerical - Group�) of the Civii Serviee 'Rules and also establishing class spe�s for �this title ' • � jn Section 32 of the .Civil Service �Zules. (10550-RH}. . - : �( �6. Resolution. transferring fun�ls from contingent reserve of $10,673 to tMe Personnel . �� D1vis�on �to restore a clerk that was deleted during- budget hearings. , � . . � � . . � � � � � 7. Reso.lution transferring. $5,246 from contingent reserve to Department of Police ta - • restore one Police Captain position. � . _ • � • � � . � . - . � . � . : �.' FL',;,; 5�:�'Fi1':ii: FJ.CO:: S:1t:�i' I':1Ei.L, �`�1\::�jC:'l S�'.v. _ .�� . � . � . ... �. � _ .-• v - s. - ' . _� .. 3l - .�.. "4 2� � �.�; � �� , 3;�:� �� ,� � � - � ,. Civit Service Commission �� '�''•��-� � � �� SAf T}�� }�AU� Director ot PersonnN Mr.A.R.(�ick)Zang�,Chairman '';�� TAomas A.Gleason t'•�i'�`�';'�'(; Dr.Ge�rge O. 62rry �� Mn.Marylyn Derteen � � �� }��.�`�'i�""'� � Assistant Director •'S�� ""f�� Bernard P.1Nright �- al�ltte �tt�*`;� �t�{�;�.r ST. PAUL� N1INNESOTA 55�02 January 3, 1979 . . RC.C�:1'�'E� Honorable George Latimer �i�]�� `J - �i�l� Mayor, City of Sai.nt Paul 34? City Hall St. Pavl, MN 55102 n�u►zUt�'��rrw= Dear Mayor Latim.er: It has become apparent in the last few mon-ths that our present Personnel Office staff is short--handed in th.e E:camination and Recruiting Section. The process of recruiting and examining is a complicated procedure which requires much attention to technical detail. This a-Ltention is necessary � to assure that the ca,n.d'zdates are hanclled fairly and impartially, and that the examircations which are given are valid, reliable, and nneet the Equal Employ- ment OpporEunity Guidelines. The Commission has received a number of complaints conceraing the. service rendered by the Personnel Office in filling vacancies. It is our under- standing that the present staff is doing everythino in its power to process the workload as quickZy as possible. �In addition to this, ne�v equipment and tech- niques are being utilized to speed up the clerical processes, Ho�vever, it is apparent that additional staff is needed at this time to take caxe of the many details involved in the job analyses, research, prepaxation of exami;na:tions, scoring of examinations, and the establishment of eligible lists. These operations must be completed before an applicant can be certified to fill a vacant position. ; . ' , �!'� ??ua�_s.a,a.,`..sL requireci for the Personnel Office during the past two years were accomplisned by reducing examiriation staff. This became necessary ►t7°:aLiSB �!'�c Oi.itCx ;2ajOi cleri�d.]. itI12Ct1011� �'lz p2yroii-i xar�sactlG*�S SBC�I.7;2� had an increased burden due to the changeover in computers duriYZg the period � a tivorkload �vhich has not diminished. Thus, tk,.e cuts were made in an area �vhich was better able to handle the work af that �ime. No�v `•nat the examination load has become a pxoblem, �ve request that the 1979 Personnel Office's Budget be increased by �17, 000. 00 at tnis time so that two additional clerical staff xnembers can be hired fox th� Examination Section „ ' in the Personxiel Office. If this zs not possible, the present problems �vill persist and these problems, as you kno�v, have an adverse effect on the productivity of - all Ci�y Departmenfs. . �aria)�af r'�r��r��t�lr�! � . . r "4~/�� '�.�,. _ _.. .. . . i � 7 ��'�.�• 4�� __ - - •l 4� ! 'L�l-�-'� t:�� , .. � . M,�t��V f�j,yt . _ � � w ' ' • - 2 _ � a P1ease ].et us hear from you as soon as possible concerning this very serious probl,em. If you should have any qv.estions concerning this, please contacti Mr. Thomas D. Gleason, Director of Persannel. - �`hank you very much for your assistanee. �Tery truly yours, CIVIL SERVICE COMMISSION � C J••I� L��y�V . I/ ✓ � • // rf G� Albert R. Zangs, Chaix . an � ` �t � � Dro Geor'�e O. Berry � �J�7�� L�..C.�.� 1Vixs. Marylyn Deneen ccc City Council Richard Schroeder • Peter Hame s� . . . • ga '� � r�l��h4 "�kh� � ` � . . Y� �i ��.'i:� {.�. .°`_'°• CITY OF SAINT PAUL ;� '� PERS�NNEL OFFICE � ii i�i 10 : �+ �� TNOMAS D. GLEASON, PERSONNEL DIRECTOR �••• 265 City Hall, Saint Paul, Minnesota 55102 612-298-4221 GEORGE LATIMER MAYOR December 20, 1979 Mr. Peter Hames Director of Management Room 347 City Hall Dear Mr. Hames: Our letter is meant to clarif.y the roles of the additional staff allocated to the City Personnel Office Budget. As you know, our recruiting and testing procedures have become more time consuming during the past several years. This is primarily caused by three things: 1. Increases in the number of individuals applying for the available positions. 2. The variety of new_ types of positions being filled due to the changes in our municipal government structure. ?� 3. Additional regulations and programs imposed on us from sources outside our control. In an effort to increase the effectiveness of our operation, the budget for 1980 has been increased by three positions allocated to the examination/recruiting process. These positions are two Clerk—Typist II's and an Affirmative Action Recruiter. The costs of the additional positions are $9,600 each for the clerical positions and $12,788 for the Affirmative Action Recruiter, a total of $31,988. The assigned duties for the two clerks will be to assist in the preparation of examination and recruiting materials, so that the requests made by departments for new employees or promotions can be filled more rapidly. The addition of the Affirmative Action Recruiter will aid in the selection process by providing services to protected class members in ternis of infoxtnation, counseling and training guiciance. These staff increases are necessary if we are to maintain an acceptable level of service for the City of St. Paul and the School Board. ' If you have any questions concerning these items, please contact me or ! Lee Green, 298-4221 and we will be happy to talk to you about the ' matter. Very truly yours, , ---. Thomas D. Gleason DIRECTOR OF PERSONNEL cc: Richard Schroeder Robert Trudeau . - 2 - �1T1�. � � 6��TY OF SAINT PAUL ;�� '; PERS�NNEL OFFlCE ;, i4�'i;1°, •" . � THOMAS D. GLEASON, PERSONNEL DIRECTOR +... 265 City Hall,Saint Paul,Minnesota 55102 6�'-298-422't I GEORGE LATIMER ' I MAYOR iI f Octuber 14, 1979 !f, E � E f V E D � ! NOV � 1 4 1979 4 Mrs. Ruby Hunt, Chairperson Nl/�YQR�s Q� fCity Council Finance Comraittee Room 722 City Hall St. Paul, M1dI 55102 Dear Mrs. Hunt; � Two items in the 1980 budget request for the Personnel �ffice were placed in a contingency fund, and since we feel these were very important to the successful operation of our unit, I wish to offer some additianal information and a request for their reinstatement. The items are $5046 for an additional piece of equipment for our present IBM OS/6 information processing system, and $9600 for one Clerk-Typist ZI position, a total of $14646. As noted in our budget request, we are presently far behind in our workload, and consequentlq are trying to modernize our internal office systems in terms of work flow, mechan3zation of time consuming processes, and reassignment of clerical staff to more productive work. � Our resent staffi level would p ng probably be adequate if two things were possible; a) no turnover in staff due to promotions, resignations or retirements, and b) no additionaZ work load in terms of new pro�ects or regulations. Both of these items tend to affect our productivity from the standpoint of training and modification of office processes to accamodate new people and procedures. , Our request for addi tional equipment is in line with standardizing processes so that changes in staff will have less inpact on the normal flow of work. It is also aimed at speeding up processes which are time consuming because they need to be repeated over and over manually when they could be done once mechanieally and the information saved and reused the next time it is needed. The processes with which we are dealing are common to most pe�sonnel offices involved With merit systems, and are being looked at as areas where genuine savings can be made, and better, faster service provided, both for the city departments and for the public. Ttao of the processes, specifically automation of our employment application process and creation of a magnetic medium data base of examination questions have already been initiated and will start to be used on a f.ull scale basis during 1980. In order to insure maximum success for these pro3ects, we need I ; the additional input and data processing communication capabilities offered by � the requested equipment� We have assurances from City Wide Data Processing that the equipment is compatible with their equipmento The cost of the equipment can be offset in less than two years when compared to the cost of people necessary to perform �ust these two tasks on an ongoing basis, and the quality of the product will be increased as well. In addition many other processes are scheduled for input to the information processing equipment; - � ; .�;; °..x �. . � .. , , The additioilal persori•`requested was originally thought of as a t�rpista We have looked .<at. o�r,:o��ration and have deterrttined that i� would be possible to redesign our�`telephone operator procedures so that a physicallq handicapped person could be hired under the Service Worker II tifle. This would �ree up one of our present clerk typists for typing and other clerical duties requiring mobility. We hape t�►at ,this explanation. o£ our plans will provide yau with the necessary information to pYace these two items bacic in our budgeto Ple�s� let us Icn:ow af qour decision as soon as possibrem �f you ne�d further explanation ar details, please call me at 298-42210 Thank you very much for your considerationo Very truly yours9 ° Leland J. Green Personnel Assistant cc: Peter Hames Richard Schroeder Thomas Gleason � . . . . _� +,.___._ , _ � - . . ,a _ , . � . . . �' � ' � .�� -; .. .�.��. ,fi. � �TZOx og �;s��vB-a�n�s RESOL I{}��,. ��ND�OR"f3�NC�_ ' _ ;� Date: � Janua�� 7, �980 - , T0: MAYQR .G�RGE LATIMBR FR: P�rsonnel 0£fiCe, Thomas D. Gleaaan,- Peraonnel Director RE: Reeolutiqn for subtniasian to Gity Couacil, Council ReBrak�t�p�t��t��f+�rriag fuads frona the continge�t reserve in �he 1q84 �udget t� the ��e�s�q�e}; #��ri,�i-en. �� ACTION RBQ�UES�$D � Wa xecc�rm�nend your a�pproval aud submission of this 'Resolt�tion tq the Gity Cc�us��cil« � �" , ,:w , ' � , PURP�SS �AND �tATIONAL$ HQR TflIS ACTION: , : . I��tr�tsg the heariags oa the praposed 19$� budget, $�0,b?3<v�►as tra�efer�ed fr�at�a th� P��son=a:e1 Divi�siau�e budget and placed in eo�ttimge�t re"serv9e t4'permit additit�aa� time to.xevi�w the meed for the�e funds. The;fut�de were a�.t+eaded to �e�<u�� te,hire. . an additional clerk. • � . .. , . . . - � ., Att�c�tert� are two letters fxom the=Person�.e� �ivisiqn an� one k+�tter fr� the,Givit, • ; , , �., gervi,c� Co�ission wi#h detai�ed explana.tions of tire r�eetl•fa�r �he fut3ds. ` F ' '� � - � `: . . . . . . . - � . . . � . �'R,. I ATTACI�NTS: Couacii resolution � �; letter from Civil Ser"vi.ce Com�niseion two let#ere frorn Persnnnel llraieion � _ . . • � �:� . , , . ; ;�'; . r .€;