ADMINISTRATIVE REPORT

Date: November 25, 1998
Author/Local: Ulli Watkiss/7266

RTS File: 397

CC File No. 1361

TO: Vancouver City Council

FROM: City Clerk

SUBJECT: Staffing Modifications - Councillors’ Offices

RECOMMENDATION

A. THAT an exempt position, Council Services Coordinator, be established to provide direction and facilitate the administrative function of the Councillors’ Offices at pay grade 427 as approved by the General Manager of Human Resources.

B. THAT $10,000 be established to provide members of Council with research support which will expedite their ability to respond to public issues.

C. THAT the cost of Recommendations A and B be funded through an increase in the 1999 Operating Budget.

CITY MANAGER’S COMMENTS

The City Manager RECOMMENDS approval of A, B and C.

COUNCIL POLICY

Council approves creation and deletion of regular positions.

PURPOSE AND SUMMARY

The purpose of this report is to seek Council’s approval to implement the first of several organizational changes in the City Clerk’s Office. Changes to the structure of the Office will be in keeping with the Better City Government initiatives, aimed at increasing the level of customer satisfaction.

The new position of Council Services Coordinator is in response to heavier Council workload resulting from the increasing complexity of issues, and addresses the need for more effective administration of the Councillors’ Offices and access to timely background information on issues to enable Councillors to better serve the citizens of Vancouver.

DISCUSSION

Background

Currently the City Clerk’s Office provides the ten (10) Council members of Vancouver City Council with three secretaries, and one receptionist. Two secretaries look after the work of three Councillors; the other after the work of four. The receptionist forwards telephone calls, receives visitors and provides back-up support.

Council Services Coordinator

Recommendation “A” requests approval for a Coordinator’s position responsible for the efficient administration and support to the Councillors’ Office. The Coordinator will be responsible for the development and implementation the management of workflow and distribution of materials ensuring that Councillors have available the policies, plans, procedures and process background necessary to address problems arising from day-to-day operations, both internally and from the public. Broad responsibilities will include the supervision of the four administrative staff, dealing with day-to-day issues, responding to inquiries and correspondence and to facilitate background research.

Research Funds

Recommendation “B” requests approval for funds to be administered by the Council Services Coordinator, for timely research, documentation and compilation of material on emerging and ongoing issues coming to the attention of Councillors. The Council Services Coordinator will be able to access the Vancouver Public Library InfoAction research services on behalf of individual or groups of Councillors to purchase research expertise at an hourly rate of $90. The $10,000 requested in this report will allow the purchase of a total of approximately 110 hours of research over the year.

The City Clerk’s Office will monitor the use of the budget and advise Councillors of the budget status quarterly. The budgeted amount will be monitored and assessed for the next budget process.

It is assumed that the City Clerk’s Office in the normal course of duties will continue to provide background material and searches of reports, by-laws etc., as required for all Councillors. It is also assumed that the Administration in the normal course of duties will continue to generate Council reports and background papers which may include extensive research and policy formulation in response to Council requests.

FINANCIAL IMPLICATIONS

There are no funds in the existing budget to fund the position and research time. Recommendation “C” indicates that funding would be an increase to the 1999 Operating Budget.

CONCLUSION

Members of Council require assistance in accessing information and in quickly managing the information they receive on a daily basis. The position of Council Services Coordinator will assist Council members in responding to day to day problems in a comprehensive manner. The research component is fundamental to Councillors having relevant information when required to make the best possible decisions on behalf of the citizens of Vancouver.

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(c) 1998 City of Vancouver