Title
Modifying and establishing certain City Council staff positions in Chapter 16 of the Administrative Code.
Body
Amending the responsibilities and administration of certain Council personnel and establishing the role of Director of Council Operations.
Sec. 16.01 - Legislative aide.
(a) Position established.
There is hereby established the position of legislative aide in the unclassified service of the city. Each member of the city council may, in his or her discretion, appoint one (1) legislative aide who shall serve serves at the pleasure of that councilperson.
(b) Duties.
The legislative aide shall is to perform research, assist council subcommittees and carry out duties and responsibilities as prescribed by the appointing elected official.
(c) Personnel Administration.
Legislative Aide positions are subject to the personnel procedures established in Sections 16.05 and 16.06. While Councilmembers direct the substantive work of their Legislative Aides pursuant to the duties of paragraph (b), all hiring, classification, compensation, and separation actions must be processed and approved by the Council Director of Operations in consultation with Human Resources and in accordance with City policies.
Sec. 16.02. - Executive Assistant.
(a) Position Established.
The position of Executive Assistant is hereby established. Each member of the city council may, in her or his discretion, appoint one (1) executive assistant which appointment shall be is in the classified service in accordance with the provisions of the City Charter. Executive Assistants are supervised and managed by the Council Director of Operations or their designee.
(b) Duties.
Executive Assistants are responsible for the administrative and operational support to the Councilmember to whom they are assigned, including constituent services, scheduling, correspondence, office administration, and related tasks. Executive Assistants may also perform such additional duties as directed by the Council Director of Operations or their designee.
(c) Personnel Administration.
Executive Assistant positions are subject to the personnel procedures established in Sections 16.05 and 16.06. Councilmembers may direct the work of their assigned Executive Assistants but do not possess supervisory authority, including authority over hiring, discipline, performance evaluations, or termination.
(Ord. No. 11-43, §1, 6-8-2011)
Sec. 16.03. - Council Investigation and Research Center.
(a) Center Established.
A Council Investigation and Research Center is hereby created under the supervision and control of the City Council.
(Ord. No. 17519, §1, 12-9-1987; Ord. No. 11-43, §1, 6-8-2011)
Sec. 16.05. - Council Director of Operations.
(a) Position Established.
There is hereby established the position of Council Director of Operations within the legislative branch. The Council Director of Operations serves as the chief administrative officer for the City Council and the Office of the City Clerk.
(b) Appointment and Supervision.
The Council Director of Operations is appointed by the Council by resolution and is subject to the administrative direction and supervision of the Council President. The Director of Operations may be removed by a majority of affirmative votes of all members of Council.
(c) Duties and Responsibilities.
The Council Director of Operations is responsible for:
1. Strategic leadership and management of operations that support the City’s legislative branch, including the Office of the City Council.
2. The direction, supervision, and evaluation of Council Office staff, either directly or through subordinate supervisors, to ensure effective and efficient operations.
3. The development of administrative policies, procedures, and standards governing Council Office operations, and ensuring the adherence to such policies.
4. Guidance, problem-solving support, and strategic planning services to Councilmembers, the Council Executive Committee, and staff.
5. Coordinating policy, research, communication, and budget efforts with City departments and the Office of the Mayor.
6. The preparation and administration of the Council Office budget, including the allocation of staffing resources and approval of personnel actions.
7. Leading internal projects, major initiatives, and interdepartmental coordination as directed by the Council President.
8. Ensuring compliance with applicable federal, state, and local laws, the City Charter, City policies, Civil Service Rules, and collective bargaining agreements.
9. Performing related duties as assigned by the City Council or the Council Executive Committee.
(d) Data Access
The Council Director of Operations has full and timely access to all City administrative, financial, HR, payroll, and operational data necessary to carry out the duties of the legislative branch, including oversight of staffing, budgeting, and operations, subject to applicable data practices laws. The Director of Operations may delegate this authority to designated Council staff in writing, subject to the written approval of the Council President and Vice President.
(e) Administrative Policy Authority
The Council Director of Operations is authorized to establish internal administrative policies, procedures, and operating standards governing the work of the Council Office and its staff, consistent with the City Charter, Administrative Code, Civil Service Rules, and Council directives.
(f) Operational Authority
The Council Director of Operations possesses administrative authority over operational decisions affecting the City Council Office, including workspace assignments, facility access, technology tools, safety procedures, and space planning, in coordination with appropriate City departments.
(g) Procurement Authority.
The Council Director of Operations is authorized to initiate, approve, and execute purchases, contracts, and related documents necessary for the operations of the City Council and Office of the City Clerk, consistent with the Council-adopted budget and all applicable requirements of the City Charter, Administrative Code, and Minnesota Statutes § 471.345. The Director may sign contracts and procurement documents on behalf of the legislative branch within established City contracting thresholds and may delegate routine purchasing authority in writing to designated staff.
(h) Personnel Authority.
As specified in section 16.06, the Council Director of Operations is the responsible authority for personnel matters within the Council Office, including but not limited to recruitment, hiring, assignment of duties, disciplinary action, and separation or termination, in consultation with Human Resources and in accordance with all applicable rules established in the City Charter, Administrative Code, Civil Service Rules, and City policies.
Sec. 16.06 - Personnel Authority and Staff Supervision.
(a) Hiring and Appointment Process.
All final hiring decisions for Council Office positions, including Executive Assistants, Legislative Aides, and any other Council Office staff, must be approved by the Council Director of Operations in consultation with Human Resources and consistent with the City’s hiring policies. Individual Councilmembers may appoint legislative aides, subject to the limits outlined in this paragraph, but are not authorized to make offers of employment or commitments of City resources.
(b) Separation and Disciplinary Actions.
Termination, discipline, or other personnel actions involving Council Office employees may only occur following review and approval by the Council Director of Operations and Human Resources. A Councilmember may not unilaterally terminate or direct the termination of any Council Office employee.
(c) Budget Compliance.
Staffing decisions must comply with the Council Office budget. No hiring, reclassification, or compensation commitment may be made without prior approval of the Council Director of Operations in consultation with Human Resources, when appropriate.
(d) Supervisory Authority Over Executive Assistants.
Executive Assistants are classified service employees and are supervised, managed, and evaluated by the Council Director of Operations or their designee. Councilmembers may direct the work of Executive Assistants related to legislative matters but do not possess supervisory authority, including authority over hiring, discipline, performance evaluations, or termination.