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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk
Director
OR .' ".. ,. . J L
U\.-ll.~d
Subject: Request to Use Salary
Savings to Fund Temporary
Administrative Support
Dept: Development Services
MCC Mtg: May 7, 2001
Date: April 18, 2001
Synopsis of Previous Council Action:
1/20/01
Mayor and Council approved Development Svcs. Dept. request to use
$103,500 in salary savings for temporary and contractual support, $30,000
of which was for clerical support.
Recommended Motion:
. Authorize the Director of Finance to amend the FY 2000-2001 Development
Services Department budget and transfer salary savings to contractual services
accounts for temporary clerical services as outlined in the attached staff report.
. Adopt R,,,,'",loo. +
,M FAdt.-
James Funk
Contact person: M..ry FrAihArg
Phone: ~Rd_5n57
Supporting data attached:
Staff Report
Ward:
FUNDING REQUIREMENTS:
Amount: $35,000
Source: (Acct. No.) 001-181-50xx, 001-190-50xx
001-191-50xx
(Ar.d
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Council Notes:
5 PJbJ-
Agenda Item No. J 3>
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Request to Use Salary Savings to Fund Temporary Administrative Support for Development
Services Department.
BACKGROUND
The Development Services Department currently needs temporary administrative support
assistance in the following areas:
Planning Commission Secretary position
Temporary secretarial assistance for the Public Works Divisions
Temporary clerk for Building Inspection and Plan Check Divisions
Previously, at their meeting of January 20, 2001, the Mayor and Council approved the
Department's request to use $30,000 in salary savings to fund temporary secretarial support for
the Planning and Public Works Divisions. It was anticipated that the third recruitment for the
Secretary position would be completed by this time and a permanent secretary would be hired.
Unfortunately, the recruitment did not result in any eligibles. When the Department reviewed
the recruitment results, it was found that, although there were a large number of applicants, they
could not meet the minimum requirements for shorthand or speedwriting skill. Classes for
shorthand and/or speedwriting are not offered at local business and community colleges due to
the very low demand for such classes. Therefore, very few applicants posses this skill and the
Department felt it could get a larger pool of applicants by requesting that the job description be
revised deleting the requirement for shorthand and/or speedwriting. The Civil Service Board
will review the revised job description at a meeting in May, 2001. A new recruitment will be
conducted and is expected to be completed in approximately eight to ten weeks with a permanent
Secretary to be hired by the beginning of the new fiscal year (July 1, 200 I).
The Public Works Divisions continue to need additional clerical assistance due to the high
volume of capital projects currently being processed. In addition, land development activities
have increased significantly in comparison with last year. Secretarial support is needed for the
City Engineer, Traffic Engineer and Senior Engineers. Critical tasks which need to be performed
include preparation of staff reports to the Council, specifications for projects to be bid, CIP
documents, designing forms and tables and gathering statistics for progress reports on capital
projects, maintaining calendars and appointment schedules, preparing time statements on capital
construction projects. It should be noted that expenditures for temporary clerical assistance for
Public Works do not impact the City's general fund, as the majority of work is done on capital
projects and hours worked are charged to the project account.
Two Typist Clerk II positions are currently vacant, one since the beginning of the fiscal year and
the other since February, 2001. These vacancies have resulted in Plan Check staff having to
perform many administrative/clerical functions which impacts their ability to review construction
plans in a timely manner. The remaining clerical resources have been stretched to maintain
receptionist coverage of the public information counter as well as routine filing, routing and
records maintenance. A recruitment is currently underway for Typist Clerk II and it is
anticipated that the two vacancies will be filled by the end of the fiscal year.
.
FINANCIAL IMPACT
It is requested that salary savings be used to hire temporary administrative support staff.
Approximate salary savings from January 2, 2001 to the end ofthe current fiscal year are as
follows:
Planning Commission Secretary
(001-190-50xx)
$16,600
Typist Clerk II (2 positions)
(Administrative and Bldg. Insp. Div.)
(001-18l-50xx and 001-19l-50xx)
26.500
Estimated Salary Savings
$43,100
Estimated additional funds needed for temporary clerical assistance to the end of the fiscal year:
Planning Division
(001-190-5502)
$10,000
Public Works and Plan Check/Bldg. Insp. Div.
(001-181-5502)
Funds Requested
25.000
$35,000
Mid-year projections of salary savings for the Development Services Department will not be
significantly altered by use of these funds for temporary services, as the department has
experienced several additional vacancies since January and vacant positions are being filled more
slowly than expected.
RECOMMENDATION
. Authorize the Director of Finance to amend the FY 2000-2001 Development Services
Department budget and transfer salary savings to contractual services accounts for temporary
clerical services as outlined in this staff report.
. Adopt Resolution.
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~(Q)[?W
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO
INCREASE PURCHASE ORDER NO. 01-020 WITH KIMCO OFFICE STAFFING
FOR PROVISION OF TEMPORARY SECRETARIAL SERVICES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Purchasing Manger is hereby authorized and directed to increase
Purchase Order No. 01-020 by $35,000 making the total contract amount $89,500 for
provision of temporary secretarial services.
SECTION 2. The authorization to execute the above referenced Purchase Order
increase is rescinded ifit is not issued within sixty (60) days of the passage of this resolution.
III
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III
no. /8
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RESOLUTION. . . AUTHORIZING THE PURCHASING MANAGER TO
INCREASE PURCHASE ORDER NO. 01-020 WITH KIMCO OFFICE STAFFING
FOR PROVISION OF TEMPORARY SECRETARIAL SERVICES.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof,
held on the
day of
,2001, by the following vote, to wit:
8 Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2001.
Judith Valles, Mayor
City of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
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By: ~1./~
o
..t .,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ::5 -'1-U \ Item # 13-
Vote: Ayes '-'1 Nays-G-
Change to motion to amend original documents:
Resolution # ?C:IJ \ - qz.
Abstain.e- Absent ~
Reso. # On Attachments: -
Contract term: -
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: 5 - '0:-0 ,
Date of Mayor's Signature: 5 -~-()I
Date ofClerk/CDC Signature: 64-0 I
Date Memo e
See Attached:
See Attached:
See
nature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney ./
Parks & Rec.
NullNoid After: iDe DPty':; ) I-(,-() I
By:-
Reso. Log Updated:
Seal Impressed:
,../
V
Date Returned: -
ed:
,
Yes ~ No By
Yes No ~ By
Yes No ~ By
Yes NO+ By
Yes No By
Finance /'
Water
Dev. Services VEDA
Others:
Code Compliance
Police
Public Services
Notes:
MIS
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Coutract Term, etc.)
Ready to File: 1\"\,
Date: S-\o-()/
Revised 01112/01