5.2. SR 04-24-2000'ity of
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MEMORANDUM
Item #5.2.
TO:
FROM:
DATE:
SUBJECT:
Mayor & City Council
Lori Johnson, Finance Director
April 24, 2000
Consider Joint Powers Agreement Between the Cities of
Andover and Elk River for the Position of Information
Systems Coordinator
Attached are copies of the proposed Joint Powers Agreement and job
description for the shared Information SYstems Coordinator (IS) position with
the City of Andover. The City of Andover contacted me regarding this position
last month, at which time the City Council gave preliminary approval to
continue moving forward to ~11 this position. Once the Joint Powers Agreement
is signed by both cities, we will begin recruiting for this position. Andover's
offer to share an IS position creates a great opportunity for Elk River to ease
into having an IS staff to help decrease the computer burden now placed on
other employees.
Andover's pay range for this position is $41,490-$52,520. Elk River will be
responsible for 40 percent of the pay and benefits based on the current
allocation of sixteen hours per week to the City of Elk River and 24 hours per
week to the City of Andover. Funding for this position was not included in the
2000 budget; however consulting fees were included in the budget. It is
estimated that the ciW's costs for this position for 2000 will be approximately
$20,000. Some of the cost will be funded with unused consultant fees in the
finance and police department budgets. The Council Contingency budget may
need to fund any costs that cannot be absorbed by the benefiting departments.
Action Requested
The City Council is asked to consider the Joint Powers Agreement between the
cities of Andover and Elk River for the Position of Information Systems
Coordinator.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
RPR 18 '00 15:56 FR CITY OF RNDOUER 612 ?55 8925 TO 4417425 P.02/07
JOINT POWERS AGREEMENT BETWEEN THE CITIES OF
ANDOVER AND ELK RIVER
FOR THE POSITION OF
INFORMATION SYSTEMS COORDINATOR
WHEREAS, the cities of Andover and Elk River through their repective governing bodies
are interested in hiring an IS coordinator to perform shared duties between each city; and
WHEREAS, there is a cost savings to share a tull-time employee to coordinate computer
services.
NOW, TI-IEREFORE, the cities of Andover and Elk River, for valuable consideration,
hereby agree to participate in the hiring of an IS coordinator according to the following terms:
EmploYing Murdcipality. The city of Andover hereby agrees to be the employing
municipality and will conduct all job reviews of the employee. The city of Elk
River shall be involved in initial interviews and job reviews of such employee. All
final personnel decisions would be made by the city of Andover.
Time Allocation. Each city will be entitled to a set number of hours worked by the
IS cOOrdinator. The city of Andover will be entitled to 24 hours per week, and the
city of Elk River 16 hours per week. The hours may be changed only if mutually
agreed by both cities. Vacation, holiday and sick leave would be shared on a pro-
rata basis between both cities. Training time that is mutually agreed upon between
the two cities would be shared between the two cities.. Training time that is not
mutually agreed upon by both cities will be credited against the time allotment for
that city requesting such training. No special projects needing more than the city's
allotted time will be allowed without the written consent of the other city. If onc
city is given permission to use more that its allotted employment time of the IS
coordinator, it shall pay such additional costs as are agreed in writing before such
additional work is commenced.
Allocation of Costs. The city of Andover shall bill the city of Elk River monthly
for its pro-rata share of the costs of this approved position and its related budget
including but not limited to PERA, Social Security, health insurance, dental
insurance, life insurance, workers compensation, salary, and training costs approved
by both cities. The costs of training requested by one city but not approved by the
other city shall be the sole responsibility of the city making the training request. To
the extent possible, all additional costs related to this position shall be approved in
writing prior to their expenditure. If either city uses more that its allocated hours,
the monthly billing shall be adjusted accordingly to reflect either a credit or
additional charge for hours used.
Duration mid Term., This agreement shall remain in effect unless terminated by
written notice to the other city by October 1 of each year for the following year.
APR 18 '00 15:37 FR CITY OF ANDOUER 612 ?55 8923 TO 4417425 P.O3xO?
Notice shall be sent to the party stated in the job description. Both parties would be
responsible for the annual budget through the end of the calendar year.
.AuthoriW. Each party executes this Agreement pursuant to the authority of these
respective governing bodies.
m
Officers of Employment. Neither city shall make an offer of employment to the
individual employed in this agreement during its term. If either city intends on
making an offer of employment to the individual hired pursuant to this Agreement,
it shall notify the other city by September I.
CITY OF ELK RIVER.
CITY OF ANDOVER
Mayor, City Of Elk River
Mayor, City of Andover
City Admini:~trator, City of Elk River
City Administrator, City of Andover
Date Approved by City Council
Date Approved by City Council
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RPR lB '00 13:37 FR CITY OF RNDOUE~ Gl2 ?55 B923 TO 4417425 P.04/07
CITY OF AN'DOVER & ELK RIVER
POSITION DESCRIPTION
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PRIMARY OBJE¢ lIVE OF POSITION:
This position is resIx,nsible for daily computer operations, setting up new compu[ers, setting up
and maintaining No~ ell and Windows NT networks, assisting and lxa~ning computer users,
assisting in the installation of new computer systems, maintaining telephone system, and
recommending and i~ nplementing new technology.
SUPERVISION RECEIVED:
Works under the general guidance and direction of the Finance Directors.
ESSENTIAL DuTIEs AND RESPONSIBILITIES:
1. Staff Training and Interaction:
A. Provide assistance and coordinate efforts between departments for improvements in
use of data processing systems to ensure an efficient and cost-effective information
system.
B. Act a~ in-house computer system consultant by providing technical support, and
trouble shooting hardware and ~oftware problem,.
C. Train and/or coordinate training for PC users.
Train new users on signing in procedures, basic NovellfNT Network
1. i commands, E-mail, printing and network applications shared by
departments.
2. Answer user questions on software support.
D. PosseSs technical knowledge of the Intemet and updating of web pagcs.
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Act aS a liaison between computer vendors and users.
2. Network Administration:
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1.
2.
3.
4.
5,
aister the local area network (LAN).
Keep accurate and up to date documentation on the LAN>
Add new users to network.
Maintain security and check for improper log on.
Perform system backups/restores.
Manage computer resources such as disk space zo adequate storage is
available to run jobs and insure data integrity.
Isolate problems in the local area networks.
Develop hardware and software standards.
RPR 18 '00 13:37 FR CITY OF RNDOUER 612 ?55 8923 TO 4417425 P,05/07
B. Keep current with information on hardware and software components of the LAN.
C. Monitor LAN to ensure the network is availablc to all 'users and resolves network
problems. Solves network problems as they occur and is proactive to network
problems.
D. Instal! or assist service installation of all computer software, hardware and
l~ripheral LAN components.
E. Develop and implement procedures and controls to provide accuracy, security,
product quality, standardization and operational efficiency.
F. Coordinate the purchasing, distribution and installation of hardware, sof~vare and
computer supplies.
O. IS Records:
1. Maintain records of data processing difficulties and corrective actions taken.
2. Maintain accurate procedure manuals for step-by-step operation
documentation of PC systems.
3.Maintain inventory of computer equipment and supplies.
4. Assist with the identification and tagging of equipment for the fixed asset
system and insurance list.
H. Develop and maintain Computer Disaster Recovery Plan.
I. Coordinate efforts of Technology Committee in developing long and short range
strategic planning for citywide IS needs.
J. Research, analyze and recommend new or improved uses of technology within the
City's system.
Telephone and Voice Mail.
Troubleshoot telephone and voice mail problems, and schedule repairs as necessary.
Coordinate installation of new equipment/phone lines.
TrainI employees on phone and voice mail systems.
Make changes to voice mail and phone system at employees' request.
Other duties as apparent or assigned.
B.
C.
D.
APR 18 '00 13:38 FR CITY OF RNDOUER 612 755 8923 TO 4417425 P.06/07
NECESSARY KNOWLEDGE, SI~I.I.S AND ABILITIES:
1. Knowledge Of a Novell and Microsoft Windows NT network including network
management, trouble-shooting, security, hardware and software needs, and reporting.
2. Knowledge of PC hardware and software installation, trouble-shooting, setup,
configurati°n,'repair and operation.
3. Knowledge of Microsoft Office suites (Word, Excel, Access, etc.).
4. Knowledge Of operating systems: Windows 95, Windows 98 and Windows NT.
5. Communications: Able to actively listen to others for understanding of their needs and
situations; ability to speak and write English clearly. Able to communicate the information
professionally and precisely to the proper recipient.
6. Able to read and understand technical information. Able to explain and write technical
procedures and system information in an easily understood and nontechnical manner.
7. Able to organize and prioritize work when handling multiple priorities.
g. Able to maintain neat and orderly records for documentation and easy reference.
WORK SCHEDULE:
A normal workweek consists of working three (3) days per week at the City of Andover and two
(2) days at the City of Elk River. The position will be employed by Andover and time spent in Elk
River will be reimbursed according to the joint powers agreement. The schedule can be modified
if mutually agreed by the Cities of Andover and Elk River.
MINIMUM QUALIFICATIONS:
· Experience in a technical computer support position.
· Experience troubleshooting PC hardware and software problems.
· Experience in a wide variety of computer software packages and working with hardware.
· Minimum of three years network experience desired but not necessary.
· Bachelor's degree with Information Tcchnology (IS) or related field desired but not necessary.
PREFERRED QUALIFICATIONS:
· Certified Network Administrator.
· Microsoft Certified Systems Engineer.
· Knowledge of Intemet access.
TOOLS AND EQUIPMENT USED:
Personal computer, including Microsoft office applications; central financial computer, 1 O-key
calculator, phone, fax and copy machine.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear.
Thc employee is occasionally reqthred to walk; use hands to operate, finger, handle, or feel objects,
tools, or controls; and reach with hands and arms.
APR 18 '00 15:58 FR CITY OF ANDOUER 612 955 8925 TO 4419425 P.O?zS?
Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
Employee will be required to use fmc motor skills and manual dexterity to manipulate a keyboard
and mouse with speed and accuracy; to climb or balance, bend, stoop, crouch or kneel, stretch,
reach, push and pull to install computers and related equipment; to lift and carry personal
computers, printers and related equipment for short distances while installing or removing; to talk,
hear and read to communicate with vendors, users, troubleshoot system problems, read computer
screens and manuals and manage the network.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet.
SELECTION GUIDELINES:
Formal application, rating of education and experience; oral interview and reference check; job
related tests may be required.
The duties listed above arc intended only as illustrations of thc various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position
if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and
employee and is subject to change by the employer as the needs of the employer and requirements
of the job change.
Date: Approval:
City Administrator
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