Summary
Finance staff asked the commission to restore an accounts‑payable position and the city clerk requested a records and administrative coordinator split across clerk, utilities and finance to manage public‑records, contracts and retention.
City finance and clerk’s office leaders asked the commission to add staff to improve bookkeeping, utility contract tracking and records management.
Finance director Mister Altman told the commission the city needs an accounts‑payable position that had previously been reclassified and absorbed during recent reorganizations. He said the position assists with invoice processing, purchasing approvals and tracking developer‑funded service agreements that have individualized crediting rules. "This request is not to hire immediately in October," Altman said, adding the city will rely on consultants to help redesign processes before final hiring.
Separately, the city clerk’s office asked for a records and administrative coordinator whose time would be split: 50% city clerk, 25% utilities and 25% finance. Clerk staff said public‑records requests, contract tracking (including expirations) and document retention/digitization demands have grown. Altman said proper liaison between finance and clerk is important for handling utility liens, remittances (including school and county pass‑through fees) and ensuring internal controls.
Staff said the city has begun purging records past their retention schedules and will continue digitization efforts. The clerk’s office said a records coordinator could also support other departments such as permitting; commissioners suggested the position’s funding split and supervisory evaluation approach be refined. No hires were authorized at the workshop; staff will return with role definitions, timing and cost estimates for the draft budget.
