ACTION REQUESTED:
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Communication from the City Manager and City Clerk with a Request to APPROVE an INTERGOVERNMENTAL AGREEMENT with the TOWN OF THE CITY OF PEORIA for the SHARING OF SERVICES AND STAFF.
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BACKGROUND: The City Clerk's Office is composed of three Staff Members: Chief Deputy City Clerk who handles all Liquor License and Site Applications, Deputy Clerk I who prepares agendas and minutes for the City Council as well as attend Majority of a Quorum meetings, and the Deputy Clerk II who serves as backup to the Deputy Clerk I, processes all the documents after a City Council meeting, and primarily oversees FOIA requests. The City Clerk's Office currently has one vacant seat. Historically, this vacant seat was filled by one full-time Township employee to assist the City Clerk to fulfill her duties to the Town Board. This employee also provided backup services for City Clerk Staff.
With new systems being put in place, this position will increase its City duties to include records managements and document retention and to coordinate efforts with Departments across the City to dispose of records on an annual basis in compliance with the Local Records Act. This position will also begin the process of scanning all historical City documents into an electronic system approved for electronic storage of documents. The City has documents going back to the mid 1800's which include, but are not limited to agendas, minutes, Ordinances, Resolutions, agreements, and Council Communications.
FINANCIAL IMPACT: The approval of the agreement will provide for a cost sharing between the City and the Township. The total cost estimated, including benefits would be approximately $75,000.00 per year. The City will cover all benefits up to 50% of the total cost. The Township will cover the remaining 50% of total costs to only cover salary.
NEIGHBORHOOD CONCERNS: None.
IMPACT IF APPROVED: The City Clerk's Office will be able to fill a much needed posi...
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