Finance Committee told deputy city manager post must be ratified; staff outlines budget timelines and temporary economic development contracting

Members of the Finance Committee were told that the city’s deputy city manager position is not listed in the City of Ellsworth charter and that council confirmation will be required to formalize the appointment. Committee members agreed to add a ratification item to the February agenda rather than hold an emergency meeting.

A staff member summarized the legal point to the committee: in the event the city elects to create, fill and maintain a department head or deputy department head position not listed in the charter, the appointment must be confirmed by the council. The committee directed staff to place a ratification item on the February agenda to satisfy the charter’s requirements.

Budget timeline and staffing updates Ashley (finance staff) told the committee she has met with department heads and is tracking toward a January 31 submission deadline for departmental budget files. Staff said they are generally targeting March 1 to have books and materials in order so the city can proceed to the city manager recommendation stage.

Staffing and temporary contract discussion The city manager (unnamed in the transcript) said the city may engage a short-term contractor with municipal and economic development experience to provide project management while the permanent economic development director position is posted. The manager said the contract would be deliverables-based and paid at or below an existing salary level; staff added they did not expect the contract amount to exceed $15,000 and that, if under that threshold, the contract could be executed under existing authority.

Committee members also discussed longer-term staffing pressures. Staff identified two primary staffing concerns for the coming fiscal year: creating a permanent parks and recreation department or director role (and the related fiscal and service implications) and the scope of janitorial/facilities maintenance services at city hall and other municipal buildings. The manager said the organization has saved roughly six months of salary costs from recent non-hiring and delays, which provides flexibility in the current year’s personnel budget.

Process and next steps Committee members directed staff to add the deputy city manager ratification to the February agenda and to continue with the departmental budget schedule. Staff said they will return with budget books and more detailed capital planning materials as department submissions and internal reviews conclude.

Ending The Finance Committee closed the item after confirming the February ratification plan and hearing staff’s timeline for budget materials and possible short-term contracting to advance economic development tasks.