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CITOOF SAN BERNARDIO - REQUEO FOR COUNCIL ACON
From: Councilman Jack Reilly
Subject: Personnel Committee Report
Dept: Council Office
Date: June 28, 1988
Synopsis of Previous Council action:
Recommended motion:
That minutes of Personnel Committee meeting held June 23,
1988 be received and filed.
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Si9~~)ure
Contact person:
Phil Arvizo
Phonal
384-5208
supporting data attached:
Yes
Ward:
N/A
FUNDING REQUIREMENTS:
Amount:
N/A
Source: (ACCT. NO.)
(ACCT. DESCRIPTION)
Finance:
Council NDtes:
Agenda Itern No,
113,
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PERSONNEL COMMITTEE
June 23, 1988
ATTENDEES:
Councilman Jack Reilly - Chairman-
Councilman Tom Minor
councilwoman Valerie Pope-Ludlam
City Clerk - Shauna Clark
Acting City Administrator - Jim Robbins
Personnel Director - Gordon Johnson
Deputy City Attorney - Cynthia Grace
Deputy city Attorney - Henry Empeno
Council Executive Assistant - Phil Arvizo
Mayor's Executive Assistant - Richard Bennecke
1. RESOLUTION AMENDING RESOLUTION 10584 ENTITLED IN
PART "A RESOLUTION ESTABLISHING EMPLOYER-EMPLOYEE
RELATIONS.. ."; BY ADDING THE POSITIONS OF CITY ATTORNEY
INVESTIGATOR AND SENIOR DATA SYSTEMS OPERATOR EFFECTIVE JULY
4, 1988 - Committee recommended approval. Item will appear
on July 5, 1988 Council Agenda. The Committee agreed that a
review and analysis is in order regarding Confidential
positions. No date was established for return to Committee.
'2. PERSONNEL NEEDS OF THE CITY CLERK'S OFFICE - After
considerable discussion and with the concurrence of the City
Clerk, Alternative 2 (attached) is recommended for adoption.
Meeting adjourned.
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// ouncilman J
'/ Chairman
v Personnel Committee
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Attch.
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Interoffice Memorandum
TO:
Councll Member Jack Reilly.
Chairman. Personnel Commlttee
DATE: June 21, 1988
FROM:
Shauna Clark. City Clerk
RE: Personnel needs of
City Clerk's Office
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Background
~t a recent Personnel Commlttee meetlng I came before you to
reQuest oermlSSlon to fill a vacancy. and to hlre a full time
"emoorary person to cover for pregnancles, You gave me
oermlsslon, and I hlreo ~lmla Brown as TYP1St Clerk 11.
::lermanent. and Jeanne Bedoya as TYP1St ':lerk II. ':.emporary,
""mla Brown was termlnated on June 17. 1988. Jeanne stlll
occuples the temporary slot but has expresseo a strong deslre to
taKe a permanent slot now that one 1S avallable. If I appolnt
~eanne to the permanent slot, I must go out and recrult for a
person to take the temporary Job. I could flnd someone at that
same rate Of pay but I wlll stlll be left wlth a problem. That
lS: when Pattl Lang goes on maternlty leave, there wl1l be no
one to take mlnutes 1n her place.
This maternlty sltuatlon notwlthstandlng. we nave experlenced a
ser10US probiem ~eeplng UP wlth the amount of mlnutes we must
proouce for Councll meetlngs. As an example, the flrst Slx
months of thlS fear. Jan 88 though June 88. we have completed 847
pages of minutes. In the total twelve months of 1987 there were'
978 pages.
As you can see. we have almost oone as many mlnutes ln sixth
months as we Old all of last year. This has been accomplished by
settlng other work aSlde. my OUYlng and borrowlng extra
computer eQuipment. worklng overtlme. reduc1ng vacatlona and
mlnlmal use of s1ck leave. A total of 19.5 hours of slck leave
was used by Lucy. Patti. DorlS and myself over the last slxth
months. 4,8 hours per person average, Lucy and Dorls have
reached thelr limit on vacatlon time and are startlng to lose
It.
I under stano that many hours were out of the norm beCaUSe of the
General Plan reV1Slon process. but ~he thlng that scares me lS
that 1n Aprll of 1989 we wl11 be startlng the hearing allover
for the second phase, From November of 1988 through May of
i989, we wl11 be 'mmerseo ln the electlon process. I have funds
to hire clerlcal staff for electlons, but a signlficant amount of
my tlme goes ln that area, therefore, 1 cannot do mlnutes to helP
the others,
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Memo to Personnel Commlttee - Z -
June 22. 1988
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Sources of Funds
~edevelooment Funds: The actlons of the Reaevelopment Commlsslon
lmpact thlS oeDartment. These actlons lncrease tne amount of
mlnutes and flIes we must malntaln. Also, JOlnt Agency/CounCll
agreements are often processed by thlS offlce.
~eed Abatement ana BUlldlng Oemoilt10n Llens: It IS the City
ClerK's responslo,l,ty to process lIens lmposeo oy the CIty, We
prepare the resolut1on for Counc1l on bUlld,ng demollt,ons, we
notIfy property owners, prepare lIens ana record them and release
lIens wnen necessary. We orocess around JOO bUllding demolItIon
lIens ano 2000 weed abatement llens per year. Before January
1988 we were ~ot lnvolved ln weed aoatement 11ens, These extra
2000 llens oer year are greatly lmoactlng us. (See attached
letter sent to ~anuel Moreno) Thougn the aom1n1stratlve costs
are adaed to tne llen. the money 1S never creolted baCK to thIs
department.
The General Plan: When the General Plan was budgeted no one
asked the Clty Cler~'s Offlce what Impact lt would have on us. I
feel that th1S was an overSlght and that we should be re1mbursed
for the tlme soent over the last three months and for the time
that w1l1 be needed for attending meetlngs ana orepar,ng agendas.
mInutes and correspondence for the final phase of the revislon
process.
Methods of saving time
If you find lt ~mposs1bie to grant my reouest for extra help, one
alternatlve would be to oreoare summary mInutes Instead of
oreoarlng m;~~tss ln the format we have ceen uS1ng. Summary
mlnutes would ShOW the act10n only, no test1monv and no
dlSCUSSlon. ~he mlnutes would be.n the ~roer of the agenoa,
lnsteaa of the oraer ln WhlCh the act10ns occurred at the
meetlngs.
There are many advantages to thlS: \, It wouia save a great
of tYP1ng ana proofing t1me, Z. It woula De easler to
actlons ln the mInutes, 3. we could get the minutes
faster.
deal
find
out
The two maln dlsadvantages of summary mInutes are: I. Many
times motions are unclear and the precedlng discus.,on
ll1um,nates the purpose of the motlon, 2. Years down the road
1t would be very dlfficult to reconstruct what happened at a
Councll meetlng because although :ounc,l mlnutes are preserved
forever. the suoportlng documentatlon, staff reports, etc" are
eventually destroyed.
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Yemo to Personnel Commlttee
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June
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1988
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What I would 11ke the Counc11 to approve:
.l.lternatlve One
.l.n aad1tlonal pos1t1on at the level of Secretary. Th1S would
91ve our department another person who takes shorthana and who
can be taught to do m1nutes. and ~o snare the load of Counc1l
"leet1ngs. Cost: $18.500 plus benefits, first year. less salary
savlngs while Patt1 on leave: $2,415; net cost first year:
S16.085 D1us beneflts.
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;Jternatlve Two _
..pgraae POSlt1on ,:>1 Typ,st ':lerk II to Secretary leve1~nd
authorl:e temDorary help ourlng Pattl's matern,ty leave ana
:urlng the Tonal phase of the 3eneral Flan rev1510n orocess. The
~P9rade wl11 not create an addltlonai POSlt'~~, put,t wlll
'ncrease the sk,11 level avallable to the aepartment. Cost~.
:,fterence In annual salary of two Posltlons: $3,324......,l51us
rnarglnal lncrease ,n teneTlts. Cost of temporary help: $9.10
=er r,Ol.lr ' 960 hours = $8.i37.Total: $12.060. Salary savlngs
avallable to aepartment "nlle Patt, on leave:, $2.415. Net
:;ost: $9.645. \~~~'iiw.~ ~~lfil'~'~V\j~, $}1~~
~;ternat~'e ~hree .
:raer that the ffilnutes De cnanged to the aforement,onea summary
style
SHAUNA CLA~K. CITY CLERK
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