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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...
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