As Plain City officials finalize the 2024 budget, they are looking at their personnel priorities.
Earlier this summer, Plain City contracted with The Management Advisory Group to review the village’s organizational structure and staffing levels.
“It appears that the current staff is doing well, and this report suggests a few immediate changes and continue monitoring (of) the evolving situation,” in light of rapid growth in the area, the report stated.
Council member Michael Terry, who also sits on the Personnel and Finance Committee, said the biggest staffing-related issue the village is currently facing stems from regionalizing Plain City’s water and sewer services.
Nearly a year ago, Plain City Council and the Madison County Commissioners voted to establish the Mid-Ohio Water and Sewer District.
In September, council voted to approve a transfer agreement with the district, which operates as an independent political subdivision governed by a Board of Trustees.
“Good news: the water district is not taking any of our employees,” said Council member Michael Terry. “Bad news: the water district is not taking any of our employees.”
Finance Director Renee Sonnett explained that, technically, the village’s Public Works Department had zero employees allocated to streets and five employees allocated to water. However, a third of their salaries were dedicated to water, with the rest split between streets and sewer.
Terry said the goal is to divert the water employees to streets and parks. Likewise, the utility clerk will shift to the vacant administrative assistant position.
“The last thing we ever want to do is cut jobs,” Terry said, adding that the Personnel and Finance Committee recommended delaying hiring for vacant positions instead.
Terry explained that it is difficult to evaluate the village’s current staffing levels within the Public Works Department because of the changes underway.
Even prior to the creation of the Mid-Ohio Sewer and Water District, the sewer plant was managed by Madison County. So, Terry said the workload of Plain City’s employees isn’t decreasing in that regard.
He added that the village is already adding another park in Madison Meadows and is adding new streets regularly as developments occur.
When asked by Council member Frank Reed if the Public Works Department will be overstaffed by retaining all employees, Terry said he feels “we’re probably a little over right now.” But, he feels officials need to reevaluate throughout the year as new responsibilities shake out.
“Staffing in this department should remain as is until there has been sufficient time to evaluate those changing responsibilities and finances after the elimination of the water and sewer function,” the report indicates. “Over the next few years this department will likely grow as there are more streets to plow, more grass to cut, more signs to erect, etc.”
While addressing the Public Works Department is the biggest challenge, Terry said the highest priority is the Finance Department.
The report notes that “much of the organization (the village) is only one person deep and there is little redundancy available,” which is especially prevalent in the Finance Department.
“If either of those individuals (the Finance Director or Income Tax Administrator) were unable to work for an extended period, there would be serious repercussions because there is virtually no back-up for either position,” according to the report.
Terry said the village is prioritizing adding two “back-ups” as recommended by the report, a full-time clerk in the finance office and a full-time staff member within the income tax operation.
However, Terry emphasized that the village does not plan to implement the results of the organizational assessment in the 2024 budget but use it as a guideline for future growth.
Terry also said, at the request of Mayor Jody Carney, the Personnel and Finance Committee reviewed the possibility of offering a stipend to committee members.
He said members on that specific committee said they felt driven to volunteer because of a sense of public duty and the opportunity to do meaningful work. A small stipend would not be enough of a motivator otherwise, Terry said.
Instead, he suggested hosting a holiday party that committee members and their families were invited to along with council and staff.
Terry said the committee also brainstormed new ways to attract potential members and came up with a “job fair” of sorts, at which there could be booth for each committee or board and members that explain their work.
“We’re trying to find a way to get to the people we’re not getting to,” he said.
Council member John Rucker also suggested allowing committee members to share a short “elevator talk” on the village’s social media channels.
Especially as the village continues to grow, Council member Jim Eudaily said he feels it is important to give community members opportunities to get involved.
Council President James Sintz agreed, adding that the village should prioritize reaching out to a variety of demographics.
“If you’re old enough to vote, you’re old enough to be on a committee,” he said.