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City Council Memorandum
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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.
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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