HomeMy WebLinkAboutItem 24 Updated/Additional back-up materialCity 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
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Staff Report
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City of San Bernardino
Request for Council Action
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Date: February 6, 2019
To: Honorable Mayor and City Council Members
From: Andrea M. Miller, City Manager
Subject: Legislative Branch Staffing — Offices of the Mayor and City
Council
Recommendation
Review, discuss, consider and provide direction regarding staffing to meet the
operational needs identified by the Mayor and City Council to support the City's
legislative function.
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).
2/6/2019 11:38 AM
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 II (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.
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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 Classifibation Status Reporting Structure
One (1) Chief of Staff to the Existing Full- Mayor
Mayor (U) Time
One (1) Executive Assistant to Existing Full- Mayor's Chief of Staff
the Mayor (U) Time
One (1) or more part-time non- Existing Part- Mayor's Chief of Staff
benefited interns Time
One (1) Legislative Director (U) New Full- Legislative Staff
Time Committee
One (1) Legislative Assistant New Full- Legislative Director
(U) Time
One (1) Administrative New Full- Legislative Director
Assistant (U) Time
Four (4) or more part-time non- Part-
benefited Legislative Field New Time Legislative Director
Representatives
Implementation of this service model will result in either a modest cost decrease of
$27,063 each year or an increase of $112,948, as compared to the FY 2018/19
Adopted Budget depending upon the established salary ranges and starting salary
placements of selected personnel.
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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
2/6/2019 11:38 AM
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
2/6/2019 11:38 AM
Legislative Office Staffing Analysis
Mayors Staffing Proposal
Current Personnel Budget (Minus Mayor & Members of the City Council)
Title BU Salary Range Current Budget
PERS @ Actual
Tier Health Medicare
Total Salary &
Benefits
Current Mayor's Chief of Staff (U)Mgmt 576 $ 94,591.54 8,388.38$ 14,340.00$ 1,371.58$ 118,691.49$
Current Assistant to Mayor III (U)Mgmt 526 $ 82,220.82 6,469.13$ 14,340.00$ 1,192.20$ 104,222.16$
Current Assistant to Mayor II (U)Mgmt 476 $ 61,312.97 6,236.75$ 14,340.00$ 889.04$ 82,778.76$
Current Annualized Cost of Positions in the Mayor's Office 305,692.41$
Current Administrative Assistant To City Council (U)Conf 446 $ 56,571.75 5,016.78$ 14,340.00$ 820.29$ 76,748.82$
Current Administrative Assistant To City Council (U)Conf 446 $ 53,881.50 4,778.21$ 14,340.00$ 781.28$ 73,780.99$
Current Council Administrative Supervisor (U)Conf 496 $ 74,695.11 6,623.96$ 14,340.00$ 1,083.08$ 96,742.15$
Current Executive Staff Assistant To City Council (U)Mgmt 546 $ 98,593.20 8,743.24$ 14,340.00$ 1,429.60$ 123,106.05$
Current Annualized Cost of Positions in the City Council's Office 370,378.01$
Annualized Cost of the City's Legislative Support Positions in the Offices of the Mayor and City Council 676,070.42$
Title BU Salary Range
Bottom Step
Salary PERS @ Tier 3 Health Medicare
Total Salary &
Benefits
Current Mayor's Chief of Staff (U)Mgmt 576 94,212.00$ 9,583.24$ 14,340.00$ 1,366.07$ 119,501.32$
New Executive Assistant to Mayor (U)Mgmt 496 63,216.00$ 6,430.33$ 14,340.00$ 916.63$ 84,902.96$
Current Assistant to Mayor III (U)Mgmt 526 73,416.00$ 7,467.88$ 14,340.00$ 1,064.53$ 96,288.41$
Current Assistant to Mayor II (U)Mgmt 476 57,216.00$ 5,820.01$ 14,340.00$ 829.63$ 78,205.64$
New Senior Customer Service Representative (U)Conf 396 38,388.00$ 3,904.83$ 14,340.00$ 556.63$ 57,189.45$
New Legislative Field Representative (Part-Time)Part-Time Part-Time 22,296.00$ 323.29$ 22,619.29$
New Legislative Field Representative (Part-Time)Part-Time Part-Time 22,296.00$ 323.29$ 22,619.29$
Current Annualized Cost of Positions in the Mayor's Office 481,326.37$
Current Administrative Assistant To City Council (U)Conf 446 49,260.00$ 5,010.73$ 14,340.00$ 714.27$ 69,325.00$
Current Council Administrative Supervisor (U)Conf 496 63,216.00$ 6,430.33$ 14,340.00$ 916.63$ 84,902.96$
Current Executive Staff Assistant To City Council (U)Mgmt 546 81,120.00$ 8,251.53$ 14,340.00$ 1,176.24$ 104,887.77$
Current Annualized Cost of Positions in the City Council's Office 259,115.73$
Annualized Cost of Option C at Bottom Step 740,442.10$
OPTION C at Bottom Step - Adopt a staffing model with 9 full-time positions including 2 new full-time and 2 part-time, non-benefited positions in the Mayor's Office.
Updated: 2.4.2019
Legislative Office Staffing Analysis
Mayors Staffing Proposal
Title BU Salary Range
Middle Step
Salary PERS @ Tier 3 Health Medicare
Total Salary &
Benefits
Current Mayor's Chief of Staff (U)Mgmt 576 103,872.00$ 10,565.86$ 14,340.00$ 1,506.14$ 130,284.00$
New Executive Assistant to Mayor (U)Mgmt 496 69,696.00$ 7,089.48$ 14,340.00$ 1,010.59$ 92,136.07$
Current Assistant to Mayor III (U)Mgmt 526 80,952.00$ 8,234.44$ 14,340.00$ 1,173.80$ 104,700.24$
Current Assistant to Mayor II (U)Mgmt 476 63,084.00$ 6,416.90$ 14,340.00$ 914.72$ 84,755.62$
New Senior Customer Service Representative (U)Conf 396 42,324.00$ 4,305.20$ 14,340.00$ 613.70$ 61,582.90$
New Legislative Field Representative (Part-Time)Part-Time Part-Time 24,582.00$ 356.44$ 24,938.44$
New Legislative Field Representative (Part-Time)Part-Time Part-Time 24,582.00$ 356.44$ 24,938.44$
Current Annualized Cost of Positions in the Mayor's Office 523,335.71$
Current Administrative Assistant To City Council (U)Conf 446 54,312.00$ 5,524.62$ 14,340.00$ 787.52$ 74,964.14$
Current Council Administrative Supervisor (U)Conf 496 69,696.00$ 7,089.48$ 14,340.00$ 1,010.59$ 92,136.07$
Current Executive Staff Assistant To City Council (U)Mgmt 546 89,436.00$ 9,097.43$ 14,340.00$ 1,296.82$ 114,170.25$
Current Annualized Cost of Positions in the City Council's Office 281,270.46$
Annualized Cost of Option C at Middle Step 804,606.17$
Title BU Salary Range Top Step Salary PERS @ Tier 3 Health Medicare
Total Salary &
Benefits
Current Mayor's Chief of Staff (U)Mgmt 576 $ 114,516.00 11,648.57$ 14,340.00$ 1,660.48$ 142,165.05$
New Executive Assistant to Mayor (U)Mgmt 496 $ 76,836.00 7,815.76$ 14,340.00$ 1,114.12$ 100,105.88$
Current Assistant to Mayor III (U)Mgmt 526 $ 89,244.00 9,077.90$ 14,340.00$ 1,294.04$ 113,955.94$
Current Assistant to Mayor II (U)Mgmt 476 69,552.00$ 7,074.83$ 14,340.00$ 1,008.50$ 91,975.33$
New Senior Customer Service Representative (U)Conf 396 $ 46,668.00 4,747.07$ 14,340.00$ 676.69$ 66,431.75$
New Legislative Field Representative (Part-Time)Part-Time Part-Time $ 27,096.00 392.89$ 27,488.89$
New Legislative Field Representative (Part-Time)Part-Time Part-Time $ 27,096.00 392.89$ 27,488.89$
Current Annualized Cost of Positions in the Mayor's Office 569,611.74$
Current Administrative Assistant To City Council (U)Conf 446 59,880.00$ 6,090.99$ 14,340.00$ 868.26$ 81,179.25$
Current Council Administrative Supervisor (U)Conf 496 76,836.00$ 7,815.76$ 14,340.00$ 1,114.12$ 100,105.88$
Current Executive Staff Assistant To City Council (U)Mgmt 546 98,604.00$ 10,030.00$ 14,340.00$ 1,429.76$ 124,403.76$
Current Annualized Cost of Positions in the City Council's Office 305,688.89$
Annualized Cost of Option C at Top Step 875,300.63$
OPTION C at Middle Step - Adopt a staffing model with 9 full-time positions including 2 new full-time and 2 part-time, non-benefited positions in the Mayor's Office.
OPTION C at Top Step - Adopt a staffing model with 9 full-time positions including 2 new full-time and 2 part-time, non-benefited positions in the Mayor's Office.
*Part-Time salary and benefits based upon a 0.5 full-time equivalent. Part-time, non-benefited employees are restricted to 1,000 hours within a 12-month period.
Note: The Legislative Field Representative classification has not yet been established. To establish the classification a job specification will need to be developed following a classification
and compensation analysis and presented to the Mayor and City Council for approval.
Updated: 2.4.2019