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Home My WebLink AboutS2- Council Office S CITY OF SAN BERK.. .RDINO REQUEST i .JR COUNCIL ACTION From: Councilman F.J. Curlin, Second War§ubject: public Comments Dept: Council Office Date: October 31 , 1995 Synopsis of Previous Council action: Recommended motion: To place public comments at the end of the agenda and hear them off camera. Signature Contactperson: Councilman F.J. Curlin Phone:_ 5222 Supporting data attached: Ward:_ 2 FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) (Acct. Description) Finance: Council Notes: C I T Y OF S A N B E R N A R D I N O INTEROFFICE MEMORANDUM CITY ADMINISTRATOR'S OFFICE TO: Mayor and Common Council FROM: Shauna Clark, City Administrator DATE: October 30, 1995 SUBJECT: Council Meeting Hourly Costs ------------------------------------------------------------------- It is my understanding that the Legislative Review Committee will be recommending that the public comments section of the Council agenda be moved to the end of the meeting. In reviewing all aspects of this issue, the Council should consider the cost savings that would result from this change. A significant savings in staff time, as well as the time of citizens waiting to speak on agenda items, would be seen if City staff and citizens were not required to wait through the public comments for the regular agenda items. The Council may also wish to consider moving the Community Development Commission's public comments section to the end of the Council meeting. The Commission's time for public comments delays the resumption of the Council meeting. Moving these comments would mean that rather than waiting through the comments, staff will be able to return to the office when the public comments begin, resulting in further savings of staff time. Both these changes would streamline the meetings and reduce the amount of productivity lost, while protecting the public's right to speak on items not found on the agenda. The attached analysis shows the hourly costs of both Council and Community . Development Commission meetings. If you have any questions regarding this information, please feel free to contact me. S / COUNCIL MEETING HOURLY RATE ANALYSIS I. FACILITY CHARGES - Council Chamber and Common Areas Debt Service Charges: $ 27.40 (Note: Common areas consists of lobby, restrooms and meeting rooms. Total debt service per hour for City Hall is $240.38. The hourly rate for Council Chambers and common areas is based on 11.4% of the total City Hall cost). - Electricity: $ 24.43 Natural Gas: $ .05 - Water: $ .15 - Geothermal: .81 Total Hourly Facility Costs: $ 52.84 II. AGENDA PREPARATION (For the purposes of the following estimations, the costs have been calculated based on an average of 25 items per agenda. Additionally, an assumption has been made that one agenda item, not including routine items,takes approximately one hour of council meeting time, thus resulting in the following hourly rates based on per item cost.) A. City Clerk's Office: - Personnel Costs: • City Clerk @ 2.4 min/item $ 1.92 • Admin. Oper. Supv. @ 28 min/item $ 14.70 • Deputy City Clerk @ 6 min/item 2.22 $ 18.84 Xerox/Printing Charges: (based on 40 copies, 10 pages each 0 .007 per page divied by 25 items) • Agenda/Backup Printing per item $ 14.85 • Xerox Machine Operation Costs per item 2.40 $ 17.25 AGENDA PREPARATION COSTS CONT. NEXT PAGE COUNCIL MEETING COST ANALYSIS PAGE TWO B. City Administrator's Office: Personnel Costs: • Secretary @ 32 min/item $ 9.00 • Clerk Typist @ 5 min/item $ .95 • Executive Secretary @ 22 min/item $ 9.24 • City Administrator @ 2.4 min/item 3.12 $ 22.31 Total Hourly/Item Agenda Prep Costs: $ 41.81 III. AGENDA BRIEFING COSTS: (note: These figures are based on a one hour meeting divided among 25 items and the assumption that one item constitutes one hour of Council Meeting time.) Facility Costs: (one hour of time) • MIC Room $ 3.25 Personnel Costs • City Administrator $ 3.12 • Asst. City Administrator $ 2.48 • City Clerk $ 1.91 • Deputy City Clerk $ .90 • One Department Head $ 2.16 • Exec. Asst. to the Council $ 1.59 • Mayor $ .83 • Council Members X 3 5.97 $ 18.96 Total Agenda Briefing Costs: $ 22.21 IV. TELECOMMUNICATION/PRODUCTION COSTS: Personnel Costs: • Two Production Technicians @ $13.81/hr. $ 27.62 • Production Assistant $ 6.75 • Telecomm Technical Coordinator 32.12 $ 66.49 TELECOMMUNICATION/PRODUCTION COSTS CONT. NEXT PAGE COUNCIL MEETING COST ANALYSIS PAGE THREE Equipment/Production Costs: • Cameras: 2% Est. Quality Value $ 112.50 • Production Room/Equipment $ 150.00 • Transmission $ 150.00 • Video Tapes @ $15 per 60 min. tape 15.00 $ 427.50 Total Hourly Telecomm/Production Costs: $ 493.99 V. COUNCIL MEETING CONDUCT COSTS: - Personnel Costs: • Mayor $ 20.75 • Council Members X 7 $ 348.25 • Executive Asst. to the Mayor $ 39.60 • Executive Asst. to the Council $ 39.66 • City Administrator $ 78.24 • Admn. Asst. to City Admn. $ 26.69 • City Attorney $ 59.60 • Senior Asst. City Attorney $ 60.43 • Deputy City Attorney $ 47.04 • City Clerk $ 47.85 • Deputy City Clerk $ 22.46 • Police Officer $ 29.32 • Department Head Average 54.21 Total Hourly Meeting Personnel Costs: $ 874.10 VI. MINUTE PREPARATION COSTS: Personnel Costs: • City Clerk @ 4.8 min/item $ 3.84 • Deputy City Clerk @ 1 hr. 48 min/item $ 37.30 • Admin. Oper. Supv. @ 7.2 min/item 3.60 $ 44.74 MINUTE PREPARATION COSTS CONT. NEXT PAGE COUNCIL MEETING COST ANALYSIS PAGE FOUR Xerox/Printing Costs: (based on 40 copies, 15 pages each 0 .007 per page divided by 25 items) • Printing of Minutes per item cost $ .16 • Xerox Machine Operation Costs 3.60 $ 3.76 Total Hourly/Item Minute Prep Cost: $ 48.50 GRAND TOTAL: $1533.45 COMMUNITY DEVELOPMENT COMMISSION MEETING HOURLY RATE ANALYSIS I. FACILITY EXPENSES Council Chamber and Common Areas Debt Service Charges: $ 27.40 (common areas consists of lobby, restrooms and meeting rooms. Total debt service per hour for City Hall is $240.38. The hourly rate for Council Chambers and common areas is based on 11.4% of the total City Hall cost). — Electricity: $ 24.43 — Natural Gas: $ .05 — Water: $ .15 — Geothermal: .81 Total Hourly Facility Costs: $ 52.84 II. AGENDA PREPARATION (for the purposes of the following estimations, the costs have been calculated based on an average of 8 items per agenda. Additionally, an assumption has been made that 2.5 agenda items can be heard in approximately one hour of CDC time, thus resulting in the following rates based on 2.5 items.) Personnel Costs: • Recording Secretary @ $8.23 per item $ 20.87 • 4 Clerical Staff @ $91.00 per item $ 227.50 $ 248.37 Xerox/Printing Charges: (based on 40 copies, 5 pages each ® .007 per page divied by 8 items) • Agenda/Backup Printing @ .17 per item $ .41 • Xerox Machine Operation Costs per 2.5 items 6.00 $ 6.41 Total Hourly/Item Agenda Prep Costs: $ 254.78 CDC Meeting Cost Analysis Page Two III. AGENDA REVIEW/BRIEFING Facility Costs: (one half hour of agenda briefing time) • MIC Room $ 1.63 Personnel Costs: • Agency Administrator @ $35.23 per item $ 88.07 • Development Director @ $25.30 per item 63.25 $ 151.32 Total Agenda Review/Briefing Costs: $ 152.95 IV. TELECOMMUNICATION/PRODUCTION Personnel Costs: • Two Production Technicians @ $13.81/hr. $ 27.62 • Production Assistant $ 6.75 • Telecomm Technical Coordinator 32.12 $ 66.49 Equipment/Production Costs: • Cameras: 2% Est. Quality Value $ 112.50 • Production Room/Equipment $ 150.00 • Transmission $ 150.00 • Video Tapes @ $15 per 60 min. tape 15.00 $ 427.50 Total Hourly Telecomm/Production Costs: $ 460.04 V. CDC MEETING CONDUCT Personnel Costs: • Mayor $ 20.75 • Council Members X 7 @ $75.00 per mtg. $ 175.00 • Executive Asst. to the Mayor $ 39.60 • Executive Asst. to the Council $ 39.66 CDC MEETING CONDUCT COSTS CONT. NEXT PAGE CDC Meeting Cost Analysis Page Three • Legal Counsel $ 140.00 • City Clerk $ 47.85 • Deputy City Clerk $ 22.46 • Police Officer 29.33 Total Hourly Meeting Personnel Costs: $ 514.65 VI. MINUTE PREPARATION Personnel Costs: • Agency Administrator @ $35.23 per item $ 88.07 • Development Director @ $ 6.33 per item $ 15.83 • 4 Clerical Staff @ $91.00 per item $ 227.50 $ 331.40 Xerox/Printing Costs: (based on 40 copies, 8 pages each 0 .007 per page divided by 8 items) • Printing of Minutes per 4 items $ .70 • Xerox Machine Operation Costs 12.00 $ 12.70 Total Hourly/Item Minute Prep Cost: $ 344.10 GRAND TOTAL: $1779.36