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A Motion to Approve an Updated Organization Chart for the Village Clerk’s Office, Including the Creation of a Part-Time (.5 FTE) File Clerk Position, and Directing Staff to Prepare the Necessary Budget Amendment
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Introduction
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This item seeks Village Board approval to add a part-time (.5 FTE) File Clerk position to the Office of the Village Clerk beginning in Fiscal Year 2026.
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Recommended Action
Adopt the Motion.
Prior Board Action
There is no prior Board action associated with this item.
Background
Beginning in fiscal year 2026, responsibility for village-wide records management will transition from the Finance Department to the Office of the Village Clerk. This includes management of physical and electronic records, archival processing, preparation for digitization, and compliance with the Local Records Act.
Based on the newly adopted FY26 budget, the Village Clerk’s Office currently operates with 2.5 full-time equivalencies (FTEs). This includes the Village Clerk, the Deputy Village Clerk, and a Graduate Fellow. This staffing is insufficient to meet the expanded statutory requirements, increased service levels, and the volume of records that will be centralized in the Clerk’s Office.
The proposed part-time File Clerk position will perform essential duties including labeling, preparing, organizing, and processing records for digitization; maintaining retention compliance; supporting FOIA response efficiency; and ensuring accurate archival practices.
This item supports the Village Board’s goals related to transparency, accessibility of public information, and efficient government operations.
Timing Considerations
Approval in January 2026 allows onboarding in Q1 2026, consistent with the planned Records Management transition and the timeline outlined in the FY26 budget development process.
Budget Impact
The File Clerk position is budgeted at the midpoint hourly rate of $29.715, with an annualized cost of $29,715 plus payroll taxes. A budget amendment will be necessary to Account No. 1001.4110.101.510501 and associated fringe benefit accounts.
Staffing Impact
This item authorizes the addition of one part-time (.5 FTE) File Clerk in the Office of the Village Clerk. Responsibilities include clerical recordkeeping, labeling, retrieval, preparation for digitization, and compliance with retention schedules.
Without this position, current staffing levels are insufficient to effectively fulfill statutory and operational requirements while implementing the necessary technological advances with village-wide Record Management.
DEI Impact
Accurate, accessible records strengthen public transparency and equitable access to government information.
Improved records organization and digitization support inclusive access for residents with mobility, language, and technology barriers, and enhance FOIA responsiveness across all communities.
Community Input
There is no community input associated with this item.
Staff Recommendation
Approve the addition of a part-time (.5 FTE) File Clerk position in the Office of the Village Clerk.
Advantages:
• Supports statutory compliance with the Local Records Act and FOIA.
• Improves accuracy, accessibility, and efficiency of village-wide Records Management.
• Enables timely preparation for the digitization and modernization of archival records.
Disadvantages:
• Increases personnel expenditures.
• Requires staff time for onboarding and training.
Alternatives
Alternative 1: The Board can delay creation of the position until mid-FY26.
Advantages:
• Defers personnel expenses.
Disadvantages:
• Records Management transition would occur without adequate staffing.
• FOIA response times and digitization preparation may be negatively impacted.
Alternative 2: The Board can reassign records duties to existing staff instead of creating a new position.
Advantages:
• No additional personnel cost
• Uses existing organizational capacity.
Disadvantages:
• Current staffing levels cannot absorb the increased Records Management workload.
• Risk of decreased compliance and service quality.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Christina M. Waters, Village Clerk
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Clerk Staffing Analysis Memo (Dec. 2025)
2. FY26 Proposed Org Chart
3. FY26 New Position Request Memo - Part-Time File Clerk
4. Part-Time File Clerk Job Description
5. Agenda Summary
6. Presentation