Council discusses formalized backup for city clerk; manager to draft written policy

Council discussed worries about continuity if the city clerk is absent for extended periods and whether the city should designate a permanent backup or a formal process for temporary coverage.

Molly (City Clerk) said record requests have slowed and that new software reduced workload, but she described scenarios — including recent illness and a special-called meeting in December — that showed a need for a trained backup who can prepare agendas and process public-records requests. Molly suggested the IT director, Crystal Malin, as a likely candidate because Crystal is familiar with the city’s software and records processes; Molly also said Melissa Short had filled in previously during absences.

The City Manager said using the term "permanent" backup could require changes to job descriptions and compensation and noted administrators have provided emergency coverage informally. The manager suggested designating the budget coordinator as an emergency signer for checks in the clerk’s absence and recommended the manager and clerk prepare a written policy describing an "as-needed" backup approach rather than assigning permanent duties to another employee without negotiation. Councilmembers agreed staff should return with a written policy that clarifies who may sign checks, how agendas and records will be handled during absences, and whether temporary hires would be needed for longer leaves.

Ending: The manager will draft a written policy and return with recommended language and a proposed process (including a possible emergency signer designation for the budget coordinator); no formal vote was taken at the work session.