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City, Council Minutes Page 7 April 12, 2004 The Council wishes to establish regular meetings on the £zrst, second, and third Mondays of each Monday. City Clerk Joan Schmidt explained that in order to do so, a change to the city code has to be approved. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER MOTIN TO ADOPT ORDINANCE 04-06 AMENDING SECTION 2-52 OF THE CITY CODE OF ORDINANCES. MOTION CARRIED 5-0. 5.12A Consider a Resolution to Appoint a Contact Department and Assigning Duties in regards to HIPAA and Consider a Resolution to Appoint a Privacy Official Finance Director Lori Johnson informed the Council of the need to appoint a contact department and assign duties in regards to regulations of the Health Insurance Portability and Accountability Act of 1996 (HIPPA). This department would receive complaints about any failure to comply with either the policies and procedures or the privacy roles in general regarding HIPPA. Ms. Johnson also explained that a Privacv Official needs to be appointed to coordinate the employees' policies and procedures under HIPPA's privacy roles and to monitor and decide any issues that occur under the rules. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE RESOLUTION 04-20 APPOINTING THE FINANCE DEPARTMENT AS A CONTACT DEPARTMENT WITH ASSIGNMENT OF DUTIES AND TO APPROVE RESOLUTION 04-21 APPOINTING THE FINANCE DIRECTOR AS THE PRIVACY OFFICIAL WITH ASSIGNMENT OF DUTIES. MOTION CARRIED 5-0. 5.13 Discussion on City Organization Structure City Administrator Pat Kdaers explained that Council had directed him, with staff assistance and council input, to propose options for preferred organizational structure, staffing levels, reporting relationships, and a timetable for ultimate implementation over a two-three year period. The first goal is to improve the services the city offers to the public. The second goal is to reduce the number of department heads that report directly to the City Administrator. Mr. Klaers reviewed with Council his plan: the hiring of a Parks and Recreation Director; establishment of a Public Works Director with establishment of a City Engineering Department; consolidate a number of current departments within a Community Development Department; not to establish and hire a Public Safety Director; and future changes to be discussed for the Administration and Finance areas (General Government). Councilmember Tveite asked if we establish a City Engineering Department, would we get away from a consulting engineer. Mr. Kdaers stated that he felt it would significandy reduce the need for a consulting engineer but that he didn't feel the city could get away from this service one hundred percent. Staffwould be able to do the routine projects, mapping, and GIS but we will still need some consulting services for bigger projects and specialized projects. Mayor Fdinzing stated she was interested in seeing us adopt a specific structure that will be a goal we will be working towards. She feels that we will be looldng at serious areas to work on. She's disappointed that the Administration/Finance area is not completed. She stated that setting up a structure now with still nine department heads reporting to the City Administrator is too many; the goal would be to have six.