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Home My WebLink About2014-0504 Documents Submitted at Mtg v, ~ ~ . ` Barbara Christensen From: Barbara Christensen (christeb@ashland.or.us~ Sent: Monday, May 04, 201510:12 AM To: 'John Stromberg' Cc: 'Carol Voisin'; 'Michael Morris'; 'Greg Lemhouse'; 'stefani seffinger'; 'Rich Rosenthal'; 'Pam Marsh' Subject: RE: Re request to speak at Monday Study Session Attachments: 2015 City Recorder Salary information.xlsx Importance: High There are inaccuracies in the Council Communication that I would like to address. 1-the salary comparison is incorrect. I've attached the mast recent salary information for City Recorder's in our state 2 -the percentage of pay increases suggests that the City Recorder's position vas receiving pay raises when no one else was. "If"the City Recorder's salary was only based on the Department Dead Management salary then the City Recorder salary would have been frozen else. But, the formula inc{udes Supervisory pasitions and during this time Supervisory positions received an increase which resulted in the City Recorder position receiving an increase. I am not sure why this is even in the communication as it seems to imply that the City Recorder position is getting something more what was in the formula. I do not understand picking and choosing what part of the formula is used and why only COLA increases are noted for Management Hof course the CR position is indicated as getting much higher} when there is no mention of the increases that Management k~as received over the years. This seems only to distort the salary increases for the City Recorder and provide false information to the public. The council communication is clearly not written in a non bias way and I guess I am having difficulty with that. This Counci{Communication is what the public uses as a means of information and is a document of record. The information that is provided to the council and the public should be unbiased and provide facts. There is no way to "take back" this council communication and I believe that this is what will be set as record. 3 --the only comment I have in regards to the City Recorder appointment is the statement that regarding "classified position"...I'd like to know more about what this means. Thank you for your consideration. Barbara Christensen City Recorder/Treasurer City of Ashland Ashland OR 9520 (541 4$8-537 PUBLIC RECORDS LAW DISCLOSURE This is a public document and is subject to the Oregon Public Records Law. ~~essages to and f ro►~ this email may be available to the public . From: John Stromberg [mailto: ~ohn~council,ashland.or,u5] Sent: Sunday, May 03, 201510:54 PM To: Barbara Christensen Subject: Re request to speak at Monday Study Session Hi, Barb I got your text. What are you planning to do and why? John Stromberg Mayor 541552 2104 (direct) 541488 6002 secretary} This email transmission is official business of the City of Ashland, and is subject to the Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at 541.552.2104. Thank you. z Information is posted on the website of the Qregon Muncipal Association of Municipal Recorders (DANK) Ci Recorder Sala Ran e - as of Ma 2015 City Population Salary range Hourly Monthly Annually Amity 1,619 $43,725 - $56,564 Ashland 24,340 540.24 56,97b $83,707 Bend 80,000 $5,371. - $7,672 Boardman 3,500 $37,500 - $42,500 Canby 1.6,010 %5,059 - $6,720 Cascade Locks 1,235 $23.90 - $31.79 Central Point 18,239 $5,150 + Sb,940 561,800 - 582,800 Cornelius 12,161 $5,922 - $6,802 Cottage Grove 9,840 $3,731- $4,761 Dallas 14,940 $5,568 - $7,923 Damascas 10,539 $35.16 - $41.98 $73,1.27 - $87,31.7 Halsey 915 $25.21- $32.90 Klamath Falls 22,500 $5,028 - $7,439 $60,336.584,4b8 Medford 76,650 $5,677 - $9,592 Mill City 1,885 $22.99 - $30.24 $3,985 - $5,242 Newport 10,000 $4,456 - $6,494 Philomath 4,630 $3,778 - $4,592 Redmond 27,000 $4,366 - $5,367 Roseburg 21,668 $41.12 - 552.64 57,127 • $9,123 585,524.5109,47b Sutherlin 7,945 $4,684 - $5,421 Salem 160,614 $25.47 - $32.52 $4,415 - $5,636 $52,977 - $67,641 Springfield 60,000 $25.69 - $35.96 Tigard 50,555 $56,544 - $75,768 Wilsonville 21,000 54,902 - $7,003 $58,824 • $84,036 Respectfu!(~~ - ~'itv Recorder's Sa(ar~1 is 53,707 anti is N()T higher than the metli~in tap-step salar` or the average top-step salarti~ (582,~~)0 - ~ 1(~9.~ 76~ for recorders in co~zaparal~l~ sized cities ~~ith comparable duties. i o~.,..~ krt~'° City Recorder Job Description Comparison Ashland -Elected City Recorder Other Jurisdictions with non-elected City Recorder Essential Job Duties are designated by City Charter(Ch,J and Performs awide-variety of responsible, confidential and Functions: Ashland Municipal Code (AMCJ: complex adm►nistrative duties including but not limited to: (Ch.) The Recorder shall act as Clerk of the Council and Attends and schedules all Council Meetings, special meetings, shall keep plain and correct records of all business and and work sessions. Records legislative actions including City proceedings of the Council. (AMC) Act as clerk of the ordinances, resolutions and minutes; coordinates City Council Council, record and transcribe proceedings of the City Agenda and packet distribution. Council, and sign and record ordinances and resolutions (Ch.) He/she shall maintain a file of all papers presented to Maintains custody of official records and archives of the City him/her officially, and safely keep all files, records and including ordinances, resolutions, contracts, agreements, deeds, papers of the corporation pertaining tohis/her office, and insurance documents, Charter and meeting minutes; certify these shall be o en to the public. (AMC) Act as custodian copies as required; maintain and update the City's municipal p of all City ordinances, resolutions, Council minutes, deeds, code, . contracts, judgments, promissory notes and the City seal; (AMC) Conduct City elections in cooperation with the Responsible for all aspects of local elections including issuing Jackson County officials responsible for conducting nomination papers, candidate statements, ballot measures, elections; arguments, legal advertisingandvoterregistration; distributes and processes financial and campaign disclosure statements; (Ch.) The Recorder must draw all orders for the proper ensures compliance with State conflict of interest and campaign payment of monies against the proper funds that have reporting laws. been appropriated by the City Council, and, together with the Mayor, sign the same. He/she may make periodic audits of all city accounting records. The Recorder, shall, as Serves as the public information officer responsible for soon as the Council shall make a general levy of the taxes responding to requests for public records and information for the city, certify the same, together with any and all insuring compliance with regulated laws. Maintains custody of special benefits and assessments then due, to the Clerk of official and legal documents the County Court. Coordinates the orientation program for Mayoral and City (Ch.) The Recorder shall record, in a book to be kept for Council candidates. that purpose, all ordinances and resolutions passed by the City Council, and the same shall be signed by the Recorder, Works with all city departments to ensure proper preparation of as well as signed and approved by the Mayor therein. Council and Budget Committee Agendas and Minutes; makes necessary legal notifications of special meetings and public hearings of the City Council, (AMC) Certify property tax levies and delinquent assessments to the County. Acts as a licensing officer in regard to business registration, liquor license applications, taxicabs, franchises and all other '(AMC) Process and issue taxicab certifications. Process regulated business and processes certain land use matters such liquor license applications. as annexations and street vacations. (AMC) Act as custodian of all City monies and securities; Serves as the City's primary contact for Americans with Prepare, issue and record all cemetery deeds; Disabilities Act (ADA) Complaint reporting. Follows up with the AMC Maintain Bail and month) bank account balances; appropriate staff member to ensure that complaints regarding ( ) y y accessibility are responded to and addressed. secure signed Bancroft bonding applications; record and bank monies received by the City; issue checks and performs research and prepares a variety of reports for the City warrants necessary to pay valid claims on the City treasury; Council, committees, commissions or boards and responds directly to their requests and issues or refers to the appropriate (AMC) Maintain docket of City liens and prepare lien departments. Receives and responds to inquires and complaints reports as required; purchase investment securities in to and from the Council tactfully and constructively. cooperation with the Director of Finance. Assists the City Manager, Mayor and Council in external and (AMC) Allocate property tax receipts; Maintain warrant internal City matters. Acts as a liaison between City Manager register; Maintain file of legal notices; keep Charter and Mayor/City Council and departments, other government available to public, with updated boundaries; and maintain agencies and citizen groups. public relations between citizens and the City. Qualifications: Must be a registered voter of the City of Ashland. Knowledge of principles and practices of office procedures and applicable federal, state and local laws, rules and regulations pertaining to local government operations in the area of records management, public/open meetings, elections and municipal codes. Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations insupport ofgoals toimprove operations, procedures, policies, or methods; apply laws, regulations, policies and procedures; maintain cooperative and collegial relationships with staff, the management team, vendors, contractors, City Council, other agencies and the general public; effectively communicate orally and in writing, including communicating technical or confusing information to other, presenting information in the form of accurate, understandable oral or written reports. Ability to discern and maintain confidentiality of sensitive information; a breach of confidentiality isgrounds for disciplinary action up to and including immediate termination. Able to prioritize workload, be aself-starter, work independently of others, and complete work assignments in an accurate and timely manner. Ability to work evening hours and occasional weekends to accommodate council and committee meeting times. Skills necessary to effectively perform the duties and responsibilities ofthe position including: excellent communication skills; writing and presentation skills; computer skills sufficient to proficiently use word processing, spreadsheet and database application. Skill in the use of office machines and technology. Requirements: Must be a registered voter of the City of Ashland. Bachelor's Degree in Business Administration, public administration, communications or related field; plus five years experience as City Recorder, Deputy City Recorder or administrative Assistant in a municipal government. A minimum of 3 years in a lead or supervisory role are required; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Licenses/Certifications: • Valid Oregon Driver's License with insurable driving record • Notary Public (possession of or ability to obtain within 1 year of appointment). • Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation preferred. PhySlCal Not described. The Physical demands described are representative of those that Demands and must be met by an employee to successfully perform the essential functions of this~ob. Reasonable accommodations may be made to Working individuals with disabilities to perform the essential functions. Conditions: Manual dexterityand coordination are required for morethan half of the daily work period (about 50-60%) which is spend either sitting while operating office equipment or driving to meeting locations. While performing the duties of this position, the employee is frequently required to stand, walk, reach , bend, kneel, stoop, twist, crouch, crawl, climb, balance, see, talk, hear, smell and manipulate objects. The position requires a degree of mobility and moving materials weighing up to 5 lbs. frequently, up to 10 lbs. occasionally, and up to 40 pounds rarely. This position requires both verbal and written communication abilities. Work Environment: While performing the duties of this position, the employee is working indoors in an office environment. The office setting does not expose the employee to hazardous conditions. The noise level in the office environment is usually moderate and lighting is adequate. Travel is required less than 10% of the work time. Reports to: The Citizens of Ashland. - The City Manager or City Administrator