HomeMy WebLinkAbout24- City Administrator CITY OF SAN BERN ^ RDINO - REQUEST F -R COUNCIL ACTION
From: Fred Wilson, Asst . City Admin. Subject: Authorize one additional --
Recreation Program Coordinator
Dept: City Administrator (Mentoring Program) -- Parks ,
Recreation, Community Services
Date: January 12, 1995 position.
Synopsis of Previous Council action:
01/12/95 -- One additional position of Recreation Program Coordinator
(Mentoring Program) in the Parks , Recreation, Community
Services Department was recommended for approval by the
Council Personnel Committee .
Recommended motion:
That one position of Recreation Program Coordinator/Mentoring Program
be established in the Parks, Recreation and Community Services
Department for a one-year period, at Range 1269, $1,698 - $2, 064 and
that the Director of Personnel be authorized to update Resolution
No. 6433 .
Signature
Contact person: Fred Wilson Phone: 5122
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: $26 , 837. 00
Source: (Acct. No.)
(Acct. Description) Rental Housing Budget
Finance:
Council Notes:
75-0262
Agenda Item No.— 7
One position of Recreation Coordinator was approved for funding by the Mayor and Common
Council on November 21, 1994 as part of the Late Night Hoops and Mentoring/Tutoring
Program. This action was a result of recommendations by the Youth Committee which was
comprised of members of City Council, City staff and the I.C.U.C. (Inland Congregations
United for Change).
The Youth Committee reviewed the concept of developing a Mentoring Coordinator position to
work with San Bernardino City Unified School District to recruit, train, and assign volunteers
to work as mentors with intermediate school students. The Mentoring proposal was based on
a similar proposal developed by this department as part of the City's Federal Enterprise Zone
Grant proposal. A description of responsibilities of the position is provided in the attached
I.C.U.C. proposal.
The cost of funding this position for a period of one-year is as follows:
One (1) Recreation Coordinator, Range 1269, $1,698 - $2,064 month. Total
compensation for one-year, including salary (six months at Step 1 and six months at Step
2) and variable benefits of $28.50%, equals $26,837.
The funding for this position was previously approved by the Mayor and Common Council for
a one-year period.
An evaluation of the program will be conducted as the one-year funding comes to a close.
CITY OF SAN SERNr -1DINO - REQUEST Fe- I COUNCIL ACTION
BARBARA DILLON POSITIONS RELATIVE TO
From: Subject: RENTAL HOUSING CER-
Dept: PERSONNEL TIFICATION PROGRAM
Date: JANUARY 12, 1995
Synopsis of Previous Council action:
• On December 19, 1994, the Mayor and Common Council approved a twelve-month pilot
proposal for inspection and certification of rental housing units.
• On January 12, 1995, the Council Personnel Committee recommended this item for
approval.
Recommended motion:
Establish the following positions to be funded for a period of 12 months from date of hire:
1. Housing Inspector, Range 1354, $2,595 - $3,154/month, (4) positions.
2. Senior Housing Inspector, Range 1373, $2,853 - $3,467/month, (1) position.
3. Business Registration Inspector, Range 1314, $2,125 - $2,583/month, (1) position.
4. Account Clerk I, Range 1247, $1,522 - $1,850/month, (1) position.
5. Typist Clerk II, Range 1247, $1,522 - $1,850/month, (1) position.
6. Typist Clerk III, Range 1267, $1,681 - $2,044/month, (1) position.
Establish the following positions to be funded for up to six (6) months from date of hire:
1. Intern, (Part-Time, Temporary), Salary: $10.00/hour, five (5) positions.
Signature
Contact person:
Barbara Dillon Phone: 384-5161
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: $369,396
Source: (Acct. No.)
Rental Housing Budget
(Acct. Description)
Finance:
Council Notes:
3/�}—
75-0262 Agenda Item No. 67�y✓
v �.. . ..�.. �- �..�. ►,� ► � �- iK L;UUNCIL ACTION
From: Tom Minor, Mayor Subject: Authorize compensation and benefits
Dept: increase for City Administrator
Date: January 23 , 1995
Synopsis of Previous Council action:
1/ 12/95 -- Compensation and benefits increase for City Administrator
recommended for approval by Council Personnel Committee.
1• That the Director of Personnel be instructed to amend Resolution No. 6413 to place the position of City Administrator in
Range 4606;
2. That the City Administrator be appointed to Range 4606, Step 3, ($120,557/annually) effective February 1, 1995, with
advancements to Steps 4 and 5 not to exceed 5% per Step and based upon a performance evaluation performed by the Mayor;
3• That the previously accrued benefits of the City Administrator remain intact and that future benefits continue to accrue in
the same manner as with other management employees;
4. That a City owned printer and fax machine be authorized to the City Administrator for home use and to be returned to the
City in the event of resignation or termination.
A Li`
Signature
3ontact person: mom Minor., Mayor Phone: 5051
Supporting data attached: yec Ward:
FUNDING REQUIREMENTS: Amount:
Source: (Acct. No.)
-[Acct. Description)
Finance:
Council Notes:
i j-3
�_`
75-0262 Agenda Item
CITY OF SAN BERNA' DINO - REQUEST FC . COUNCIL ACTION
STAFF REPORT
I
since appointment in 1990, the city administrator has remained in
the same pay range. When other employees received salary
adjustments in 1992 , the city administrator voluntarily gave up an
11% increase. Not only is the present salary far below those
within other cities in the Inland Empire (see attached) , with the
raises granted at the end of 1994, some positions subordinate to
the city administrator receive higher salaries.
It is recommended that the city administrator's salary be
established at Range 4600, step 3. ($9757 monthly, $117, 084
annually) . As with other management employees, advancement beyond
Step 3 would be approved by a performance evaluation prepared by
the Mayor.
This range was selected because it is commensurate with what the
city administrator would have received had a raise been accepted in
1992 and fits in with internal relationships in the City. Range
4600 is equivalent to the range for the General Manager of the
Water Department (top step-$10,748 month, $128,976 per year) and
places the city administrator's salary at $117,084 per year which
is 4% above the top step salary of the Administrator of the
Economic Development Agency ($9395 monthly, $112,740 per year)
Both the General Manager of the Water Department and the EDA Agency
Administrator receive vehicles. In lieu of a vehicle, it has been
requested that an annual payment of $7500 be made to the city
administrator's deferred compensation fund.
Most city administrators receive a contract with a severance i
package. In lieu of this benefit, the city administrator requests
a council motion confirming that the benefit package (vacation
accruals, sick leave accruals, payoff provisions, health insurance,
etc. ) will continue to be commensurate with that which is received
by other management employees.
The city administrator does a great deal of work at home on
weekends and after hours. It is therefore requested that the city
purchase a fax machine as well as a printer for home use. The city
administrator' s personal computer has already been placed in use
for the city.
COMPARABLE SALARIES OF CITY ADMINISTRATORS/MGRS IN MEDIUM SIZED
INLAND EMPIRE CITIES
(Info gathered by Personnel, September 94)
City Population Salary Car or
allow.
Moreno Valley 133 , 706 $129, 909 Y
Ontario 140, 000 $120, 429 Y
Rancho Cucamonga 112, 000 $122, 061 Y
($115, 152 plus
6% def comp)
Riverside 242, 000 $136,512 Y
Victorville 53, 000 $129, 329 Y
($120,829 plus
$7500 deferred
comp)
San Bernardino 186,000 $104,628 Y
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
FINANCE DEPARTMENT
iltTO: FRED WILSON, ASSISTANT CITY ADMINISTRATOR r
FROM: BARBARA PACHON, DIRECTOR OF FINANCE
DATE: January 23 , 1995
SUBJECT:
COPIES:
In response to your questions regarding the IRS issues raised on
Shauna's compensation package, we contacted the IRS in Washington,
D.C. We spoke to Judy Alden and Cheryl Press at 202-622-6030.
The following is the information obtained from Judy and Cheryl:
The City is exempt from the highest paid executive rule as a
municipality (Section 4a, 1974 ERISA) .
It is not a problem with the IRS to have the employer contribute to
Deferred Compensation for the employee as long as no more than
$7, 500 is contributed by the employee and employer combined.
We would have to report this contribution on the employee's W-2 and
we would have to look at W-2 instructions to see how to do this.
We also spoke to Great Western about our Deferred Compensation
plan. They also did not see a problem with the compensation
package as long as the Deferred Compensation contribution was
voluntary and did not exceed $7, 500. Great Western said they would
send some recommended language to be used if we needed it.
4(c
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
CITY ADMINISTRATOR'S OFFICE
DATE: January 20, 1995
TO: Mayor Tom lAssistant or
FROM: Fred Wils City Administrator
SUBJECT: Agenda Item No. 24 (c) -- City Administrator's
Compensation and Benefits
COPIES:
------------------------------------------------------------------
Diane Roth, in her January 19, 1995 memorandum, outlined a couple
of issues relative to Motion #4 which addresses the salary benefits
of the City Administrator. Specifically, this motion states:
"That in lieu of a car or allowance, the sum of $7,500
annually, payable bi-monthly, be placed in the City
Administrator's deferred compensation account. "
I talked to Roy A. Leff, Vice President of Deferred Compensation at
Great Western Bank, (currently the City's Deferred Compensation
Plan provider) about whether implementing this proposal would call
into question the tax exempt status of the City's entire deferred
compensation plan. He indicated that this proposal would not
affect in any way the City's deferred compensation program status.
14
C I T Y OF S A N B E R N A R D I N O 'V�J_n17v CL_77 K
INTEROFFICE MEMORANDUM
'95 JAN 20 P2 :42
TO: Mayor Tom Minor
FROM: James F. Penman, City Attorney
DATE: January 19, 1995
RE: 1/23/95 Agenda Item No. 24 (C) , Motion #4
COPY TO: Council Members, City Clerk, City Treasurer,
City Administrator
The attached memorandum of this date from Diane Roth explains
the possible problems on the above-referenced agenda item.
Our office law library does not have the Federal Tax
Regulations and we will not be able to begin research on this issue
at the County Law Library until tomorrow at the earliest. Even
then we might need the opinion of a tax lawyer.
Mr. Barlow and Ms. Roth have recommended that if the motion
was to provide a car allowance of $625 per month the sum of $7, 500
annually would be paid to the City Administrator. The City
Administrator could then place an additional $625 per month into
deferred compensation from her salary, or any other amount she may
wish up to the maximum allowable for deferred compensation, and the
questions raised in Ms. Roth's memo would be irrelevant.
Please advise me if you wish to handle it this way or if you
wish us to commence the legal researc on these issues.
�
�A ES F. PENMAN
��C'ty Attorney
Attachment
JFP/js (Mayor.Mem) � 26
i a��ys
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
TO: JAMES F. PENMAN, City Attorney
FROM: DIANE CATRAN ROTH, Deputy City Attorney
DATE: January 19, 1995
RE: 1/23/95 Agenda Item No. 24 (C) , Motion #4
Item No. 24(C) on the agenda for the 1/23/95 Council meeting
contains five ( 5 ) motions which increase the salary and benefits of
the City Administrator. Motion #4 states:
"That in lieu of a car or allowance, the sum of $7, 500
annually, payable bi-monthly, be placed in the City
Administrator' s deferred compensation account
This proposal, if implemented could possibly call into question the
tax-exempt status of the City' s entire deferred compensation plan.
I see two major problems at first glance: Is this the type of
benefit for which the employer may not discriminate in favor of
highly compensated or key personnel? And, is this a flexible
benefits plan?
IRS regulations on tax-exempt benefits generally prohibit employers
from discriminating in favor of "highly compensated" or "key"
employees. If non-discrimination is required in this situation, it
could possibly result in a loss of the tax-exempt status of similar
benefits for all employees.
Additionally, deferred compensation may not be offered as an option
in a flexible benefits plan. In other words, an employer may not
offer an employee a choice between a car allowance and deferred
compensation. (They may opt between a car allowance and a car, as
is the current practice with other employees, because both are
taxable benefits. The problem arises when you allow employees to
opt for a non-taxable benefit in lieu of a taxable one. ) Motion #4
would give deferred compensation "in lieu of a car allowance. "
Questions that must be answered include: Does Shauna receive a car
allowance now? Does she currently have the option of receiving a
car allowance? Do other key employees get a car allowance? Did
this alternative come about at her request? In view of her
influence on City policy, would the IRS consider this to be her
election even if it is in terms which ostensibly make the election
that of the Council?
Unfortunately, when Shauna' s salary was discussed in closed session
at the Personnel Committee last week, I was ejected from the
To: James F. Penman, City Attorney
Re: 1/23/95 Agenda Item No. 24(C) , Motion #4
Page 2
meeting, and the Committee met without legal advice. No one has
consulted our office on this proposal, and we became aware of it
for the first time today when we received Monday' s agenda. Because
of the short time period we have to work in, I can identify the
questions, but will not have definitive answers by Monday' s Council
meeting.
I would suggest that Council defer action on Motion #4 until we
have had a chance to research the effect it will have on the tax
status of similar benefits.
DIANE CATRAN ROTH
Deputy City Attorney