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HomeMy WebLinkAboutagenda backup updates4`tRNARa�Ap City Council Memorandum G r X Y x G�orn �K' Date: February 6, 2019 To: Honorable Mayor and City Council Members From: Gigi Hanna, City Clerk Subject: Item 13: Resolution of the Mayor and City Council of the City of San Bernardino declaring its Intent to Order the Vacation of a Portion of "I" Street, Broadway Street, and Main Street, South of 3rd Street and the Reservation of Utility Easements Therein Staff has provided a revised resolution for item 13. The resolution is included as an attachment to this memorandum and hard copies have been provided at the dais. Please feel free to contact City Clerk Gigi Hanna (hanna gia-sbcity.org) or Chief Deputy City Clerk John Maier (maier io(a�sbcity.org) should you have any questions. ca 0 01 tD ID .y N 01 V1 OmII Mn N rnl CV 00 N 046 oO rV CL CMD n, n MDW0~0S MN / 0h rn 0lD On 0 N N V>J VFj Vf in V? 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M Z N 7 C C V �•,' O m is C 'c •� c m C i+ m m is m C '� •� 1+ c �0 Y ?= N N O H M L C 7 d al T U N VI O N N V C U ` O c° x aa) a00i v a o x 3 c a _ mm ar c o0 on t a e O f G W Q Q (n J J u Q U W U Q O H L W Q Q� J J U Q u W u Q C C C C C C C C C C C C u z u u z z z v u u u z u u z z z v u u 0 z Date: To: From: Subject: Recommendation Review, discuss, operational needs legislative function. Staff Report City of San Bernardino Request for Council Action February 6, 2019 Honorable Mayor and City Council Members Andrea M. Miller, City Manager Legislative Branch Staffing — Offices of the Mayor and City Council consider and provide direction regarding staffing to meet the identified by the Mayor and City Council to support the City's Background At the January 16, 2019, City Council meeting, the existing and alternate staffing models supporting the combined legislative functions of the Offices of the Mayor and City Council were considered. The alternate staffing models were developed based on comments and discussion at the January 2, 2019 meeting. The January 16, 2019 staff report detailing the alternate staffing models presented has been provided for reference in Attachment 1. An additional staffing model including a combination of full and part- time personnel was presented by Councilmember Henry Nickel for consideration. Following a review and discussion of the options presented, the Mayor and City Council directed staff to collaborate with and further develop the staffing model suggested by Councilmember Nickel and prepare a report for consideration and agenize a visioning workshop for the Mayor and City Council in February 2019 to discussed issues related to the organization of government (Attachment 3). An alternate staffing model prepared by the Mayor for his office is provided as Attachment 2. Discussion Consistent with Article III of the City Charter which provides for the City's legislative function with the power to set policy, approve contracts and agreements, and undertake other obligations, the FY 2018/19 Adopted Budget includes funding for the legislative function that consists of both the offices of the Mayor and City Council. All personnel reporting to an elected official in the City of San Bernardino serve in an unclassified "at - will" capacity (Charter Section 508 and Municipal Code Chapter 2.04). 2/5/2019 3:59 PM The FY 2018/19 Adopted Budget related to the Mayor's Office includes funding in the amount of $305,692 for three (3) dedicated full-time positions. These positions, that are currently filled, include: ➢ One (1) Chief of Staff (U); ➢ One (1) Assistant to the Mayor 11 (U); and ➢ One (1) Assistant to the Mayor III (U). In addition to the funding for the Mayor's Office, the FY 2018/19 Adopted Budget for the legislative function includes funding in the amount of $370,378 for four (4) dedicated full-time positions that support the City Council. Three of these positions are currently filled, and there is one vacancy. The funded positions include: ➢ One (1) Executive Staff Assistant to City Council (U); ➢ One (1) Council Administrative Supervisor (U); and ➢ Two (2) Administrative Assistants to City Council (U). Mayor's Alternative Staffing Model Following the discussion at the January 16, 2019, City Council meeting, the Mayor proposed an alternative staffing model for his office. This proposal would be to add two (2) full-time and two (2) part-time positions in the Mayor's office and eliminate the vacant Administrative Assistant position in the City Council's office. The added positions, reporting to the Mayor's Chief of Staff, would include the following: ➢ One (1) Assistant to the Mayor III (Full-time(U)) to serve as the Communications Director for the Mayor to assist in his role as the chief spokesman for the City; ➢ One (1) Senior Customer Service Representative (Full-time (U)) to serve as front office receptionist; and ➢ Two (2) Legislative Field Representatives (Part-time (U)) to serve as liaison between the Mayor and constituents, district organizations, local governments, and state and federal agencies and monitor pertinent local issues, especially those involving local agencies, and keep the Mayor, Councilmembers and staff up to date on pending matters. Under this service model, there would be eight (8) full-time and two (2) part-time staff dedicated to the legislative function of the City equating to 360 staff hours per week. The additional cost of the additional positions would be between $64,372 and $199,230 annually depending on the starting salary placement. Assuming the new positions will be filled as early as March 2019, the additional cost in FY 2018/19 is nearly $66,410 (Four (4) months of top step salary and benefits). The job specifications for the existing classifications within the Offices of the Mayor and City Council were developed before the adoption of the new City Charter. Prior to moving forward with adding and filling additional positions, the job descriptions will need to be updated to conform to the City Charter and address the support needs identified by the Mayor. 2/5/2019 3:59 PM Model Developed in Collaboration with Council Member Nickel Based on January 16, 2019, City Council Discussion As directed by the City Council, the City Manager worked with Councilmember Nickel to further develop the model he presented verbally during the January 16 meeting and address comments from the City Council during the discussion. The staffing model identified by Councilmember Nickel combines and reconfigures the support staff function of the City's legislative branch. The proposed staffing structure would reduce the number of full-time employees in the legislative offices from seven (7) to five (5) and add part-time, non -benefited, field representatives and interns. By replacing two (2) full- time positions with part-time personnel, the legislative office will receive 400 dedicated support staff hours per week as compared to the 280 support staff hours provided for under the existing support staff structure. Under this model, the Mayor and City Council members will be able to hire field representatives and interns equivalent to five (5) full- time employees (part-time, non -benefited employees are restricted to 1,000 hours within a 12 -month period). The number of part-time personnel will be determined by the funding allocated in the adopted budget, the established salary range and the salary step for the selected personnel. The proposed staffing model would provide for two (2) full-time employees dedicated to supporting the Mayor's office and three (3) full-time employees supporting the entire legislative branch of the City including both the offices of the Mayor and City Council. The adoption of this staffing model will require the use of a combination of existing and new job classifications including: Title One (1) Chief of Staff to the Mayor (U) _ One (1) Executive Assistant to the Mayor (U) One (1) or more part-time non - benefited interns One (1) Legislative Director (U) One (1) Legislative Assistant (U) One (1) Administrative Assistant (U) Four (4) or more part-time non - benefited Legislative Field Representatives Job Classification Status Reporting Structure _ Mayor Existing Full- Legislative Director Time Mayor's Chief of Staff Mayor's Chief of Staff Existing Full- Time Existing Part Time New Full- Time Legislative Staff Committee New Full- Legislative Director Time New Full- Legislative Director Time New Implementation of this service model will result in $27,063 each year or an increase of $112,948, Adopted Budget depending upon the established placements of selected personnel. 2/5/2019 3:59 PM Part -I Legislative Director Time either a modest cost decrease of as compared to the FY 2018/19 salary ranges and starting salary Six (6) of the seven (7) budgeted positions within the offices of the Mayor and City Council are filled. Realigning the support staff functions as identified above will impact existing staff in both the offices of the Mayor and City Council and require classification and compensation changes for four (4) employees. If the Mayor and City Council elect to move forward with this option the City will need to meet and confer with the impacted personnel. The job specifications for the existing classifications within the Offices of the Mayor and City Council were developed before the adoption of the new City Charter. Prior to moving forward with adding and filling additional positions, the job descriptions will need to be updated to conform to the City Charter and address identified support needs. To establish new classifications, job descriptions will need to be developed following a classification and compensation analysis and presented to the Mayor and City Council for approval. Recruitment, Selection and Reporting Structure The staffing proposal identified by Councilmember Nickel would establish a legislative staff committee comprised of the Mayor, Mayor Pro Tempore and a Councilmember. The committee would be tasked with interviewing and recommending a Legislative Director candidate for appointment. The selected candidate would be considered for appointment by the City Council at a Regular or Special meeting and appointed by four (4) affirmative votes unless vetoed by the Mayor. The Legislative Director would be responsible for supervising the legislative office staff supporting both the Offices of the Mayor and City Council and report to the legislative staff committee. On at least a quarterly basis the Legislative Director will submit a report documenting the performance of the legislative staff during the public portion of Regular City Council meeting. The Mayor's Chief of Staff would be responsible for managing the Mayor's office personnel including the Executive Assistant to the Mayor and part-time interns. Under this proposal, candidates for the legislative office positions would be selected following an open recruitment in keeping the City's competitive recruitment process, accepting applications submitted on-line, followed by application review, candidate interviews and selection. Visioning Workshop At the January 16, 2019, meeting, the City Manager was also directed to schedule a Visioning Workshop to discuss issues related to the organization of government for the Mayor and City Council for February 2019. This Workshop has been scheduled for Monday, February 11, 2019, at 5:30 p.m. in the Council Chamber. Beginning in 2017, the Mayor, City Council and City Manager implemented regular Strategic Planning or visioning sessions that resulted in a shared vision of the future, a clear statement by the Mayor and City Council about the job of the City and the paradigm under which we work and the expectations. This practice of strategic planning and development of a shared vision among policy -makers through the adoption of goals and objectives that form the basis of the annual budget and Capital 2/5/2019 3:59 PM Improvement Plan (CIP) and long-term planning documents such as the General Plan, specific plans, and policies, which are then implemented by the City's administrative staff, is practiced by successful communities throughout the state. On March 5, 2018, the Mayor and City Council adopted a clear vision, job statement and operating paradigm (Resolution No. 2018-130; adopted March 5, 2018) which are being shared throughout the City organization to ensure the City staff is meeting the City Council's expectations. During these discussions, the Mayor and City Council also established the FY 2018/19 Goals and Objectives. The Goals and Objectives, adopted by the City Council, guide the development of the annual operating Budget and CIP and facilitate the annual appraisal of the City Manager's performance. With the upcoming budget development process beginning, it is important that we begin discussions about the goals and expectations for FY 2019/20. This will provide the opportunity for the Mayor and City Council to share their objectives and the strategies to be employed to achieve these objectives and enable the City staff to develop a budget and CIP document that is reflective of the City Council's priorities and then implement the objectives. Financial Impact If the Mayor and City Council elect to adopt a support staffing model as demonstrated by the Mayor's alternative staffing model the fiscal impact is estimated to be between $175,634 and $263,919 annually. If the Mayor and City Council elect to adopt the support staffing model as presented by Councilmember Nickel, the financial impact is estimated to provide for an annual cost decrease of $27,063 or an increase of up to $112,948, as compared to the FY 2018/19 Adopted Budget, depending upon the established salary ranges and starting salary placements of selected personnel. 2018-2019 Goals and Objectives The proposed changes to the legislative branch of the City align with Goal No. 3: Create, Maintain and Grow Jobs and Economic. Value in the City, as the perceptions of the City are directly related to our ability to encourage investment in and attract economic development to the City and Goal No. 7: Pursue City Goals and Objectives by working with other agencies such as: Federal, State, and regional governments to ensure San Bernardino receives its fair share of resources by maintaining close working relationships with other governmental agencies. Conclusion It is recommended the City Council review, discuss, consider and provide direction regarding staffing required to meet the operational needs identified by the Mayor and City Council to support the City's legislative function. Attachment 1 January 16, 2019 Staff Report Attachment 2 Mayor's Staffing Proposal Attachment 3 Councilmember Henry Nickel's Staffing Proposal Ward: All Synopsis of Previous Council Actions: N/A 2/5/2019 3:59 PM City of San Bernardino Updated agenda back-up materials Date: February 5, 2019 To: Honorable Mayor and City Council Members From: Gigi Hanna, City Clerk Subject: Updated/Additional back-up material for item 24 Attached is an updated staff report and the Legislative Office Staffing Analysis for Item 24 on the agenda for the joint regular meeting of the Mayor and City Council. It was received after the posting of the agenda and could not be included in the original packet. 2/5/2019 4:04 PM This Page Is left Intentionally Blank Resolution No. 2019-18 RESOLUTION NO. 2019-18 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, DECLARING ITS INTENT TO CONDUCT A PUBLIC HEARING TO ORDER THE VACATION OF PORTIONS OF "I" STREET, BROADWAY STREET AND MAIN STREET, SOUTH OF 3RD STREET AND THE RESERVATIONS OF UTILITIES THEREIN WHEREAS, On October 26, 2017 a petition to vacate a portion of "I" Street South of 3rd Street and two adjacent alleys named Broadway Street and Main Street was received on from FC Services, Inc. which owns 17 of the 19 parcels of land abutting the proposed street vacations; and WHEREAS, On July 5, 2018, the Mayor and City Council authorized staff to proceed with an investigation and analysis of Plan No. 13218 to vacate portions of "I" Street, Broadway Street and Main Street, South of 3rd Street and WHEREAS, On August 30, 2018, notices were sent out to City Departments, San Bernardino County Fire, utility providers, including the Water Department, and residents within 500' informing them of the proposed street vacations; and BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor and City Council of San Bernardino, California hereby declare its intentions to order the vacation of portions of "I" Street, Broadway Street, and Main Street South of 3rd Street and the reservation of utilities therein as described on each of the legal descriptions attached hereto and incorporated as Exhibit "A" and depicted on each of the maps attached hereto and incorporated herein as Exhibit "B". SECTION 2. The Mayor and City Council of San Bernardino, California, in vacating the above-described portions of said streets, elects to proceed in accordance with the provisions of the "Public Streets, Highways and Service Easements Vacation Law", being Division 9, Part 3, of the Streets and Highways Code of the State of California SECTION 3. The hour of 5:00 p.m., on Wednesday, February 6, 2019, in the 3rd Floor Council Chamber of 201 North "E" Street, San Bernardino, California, is fixed as the time and place when and where all persons interested in or objecting to the propose vacation areas may appear before the Mayor and City Council of San Bernardino, California and offer evidence in relation hereto. For further particulars as to the proposed vacation, reference is made to that map marked "Plan No. 13218". SECTION 4. Nothing in this Resolution shall in any way affect or disturb any other existing easements for public utility purposes belonging either to the City of San Bernardino or Resolution No. 2019-18 public entity that existed prior to these vacation proceedings; and is hereby specifically reserved for the City of San Bernardino Municipal Water Department, an easement for the full width of each street portion proposed to be vacated, including the right at any time, or from time to time, to construct, maintain, operate, replace and renew one or more pipelines or appurtenances thereto for the transportation of water and for the construction and maintenance of water wells and related incidental purposes, including the right of ingress and egress thereto; SECTION 5 The Deputy Director of Public Works/City Engineer of the City of San Bernardino is hereby directed to cause Notices of Street Vacation to be posted as required by said "Public Streets, Highways and Service Easements Vacation Law." SECTION 6 The City Clerk shall certify the adoption of this Resolution of Intention and shall cause the same to be published once per week for two successive weeks in The Sun, a newspaper published and circulated in the City of San Bernardino, prior to the above date set forth for the public hearing SECTION 7. The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 6. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this _ day of , 2019. John Valdivia, Mayor City of San Bernardino Attest: Georgeann Hanna, MMC, City Clerk Approved as to form: Gary D. Saenz, City Attorney Resolution No. 2019-18 CERTIFICATION STATE OF CALIFORNIA) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Georgeann Hanna, MMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2019- , adopted at a regular meeting held at the day of , 2019 by the following vote: Council Members: SANCHEZ IBARRA VACANT SHORETT NICKEL RICHARD MULVIHILL AYES NAYS ABSTAIN ABSENT WITNESS my hand and official seal of the City of San Bernardino this _ day of 2019. Georgeann Hanna, MMC, City Clerk