HomeMy WebLinkAboutCC AG PKT 2015-06-08 #F AGENDA STAFF REPORT
DATE: June 8, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Patrick Gallegos, Assistant City Manager
SUBJECT: DESIGNATE STATUS OF CITY CLERK FROM
ELECTED OFFICIAL TO EXECUTIVE MANAGEMENT
AND ELIMINATE ELECTED OFFICIAL FROM THE
CLASSIFICATION PLAN
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6566 approving the designation of the
position of City Clerk as Executive Management. The Elected Official will be
eliminated from the Elected Official/Mid-Management and Confidential
Employees Terms and Conditions of Employment.
BACKGROUND AND ANALYSIS:
On November 4, 2014, the voters passed Measure EE, approving an amendment
to the City Charter to make the office of the City Clerk appointive rather than
elected. Pursuant to Section 36510 of the Government Code, if a majority of the
voters approve making the office of City Clerk an appointive position, the City
Council shall appoint a new clerk at the expiration of the term of the current clerk,
or upon a vacancy in the office.
On March 23, 2015, pursuant to the voters' adoption of Measure EE, the City
Council directed the City Attorney to prepare an ordinance to transfer the
authority to appoint the City Clerk to the City Manager.
On April 13, 2015, Ordinance No. 1645 was introduced, which would vest the
power to appoint the City Clerk to the City Manager. Ordinance No. 1645 was
passed, approved, and adopted by the City Council on April 27, 2015.
The City Manager is the appointing authority for the position of City Clerk. The
City Clerk will be designated as Executive Management and upon appointment
will enter into an individual employment agreement. A class specification
describing the responsibilities of the position is attached to this staff report
Agenda Item F
(Attachment B). A recruitment to fill this position is anticipated to begin before
the end of the fiscal year.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item,
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
Previously, the City Clerk position (elected) salary range was $8,444.68 —
$10,264.56 and the proposed salary range for the City Clerk (appointed) is
$8,037.77 — $9,769.96. The City Clerk (appointed) proposed salary range is
based on the salary survey of comparable Orange County cities (Attachment C).
The costs associated with the position of City Clerk have been budgeted.
RECOMMENDATION:
That the City Council adopt Resolution No. 6566 approving the designation of the
position of City Clerk as Executive Management. The Elected Official will be
eliminated from the Elected Official/Mid-Management and Confidential
Employees Terms and Conditions of Employment.
SUBMITTED BY: NOTED AND APPROVED:
g 9 y gar
Patrick Gallegos Ju�,,, I'n ram; City
Assistant City Manager
Prepared by: Nancy Ralsten, Management Analyst
Attachments:
A. Resolution No. 6566
B. Class Specification —City Clerk
C. Salary Survey— Orange County Cities Comparable to Seal Beach
D. Salary Survey—All Orange County Cities
Page 2
RESOLUTION NUMBER 6566
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL
BEACH APPROVING AN AMENDMENT TO THE
CLASSIFICATION PLAN BY DESIGNATING THE POSITION OF
CITY CLERK AS EXECUTIVE MANAGEMENT AND
ELIMINATING THE ELECTED OFFICIAL POSITION
WHEREAS, amending the classification plan from an Elected Official position to
an appointed position as Executive Management.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH
DOES HEREBY RESOLVE:
Section 1. The position of City Clerk is hereby designated in the Classification
Plan as Executive Management. The City Manager shall have the
authority to appoint the City Clerk.
Section 2. The Elected Official/Mid-Management and Confidential Employees
Terms and Conditions of Employment is hereby amended to
eliminate the City Clerk position.
Title Grade Stop I Stop 2 Step 3 Step 4 Stop
City Clerk 38 8,037.77 8,439,66 1 8„.864,64 9,304.72 9,769.96
Section . The other classifications in the Classification Plan are hereby
amended to reflect reporting requirements necessitated by this
change in classification title and responsibilities.
PASSED, APPROVED, and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 8th day of June, 2015 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH
I, Tina Knapp, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6566 on file in the
office of the City Clerk, passed, approved, and adopted by the Seal Beach City
Council at a regular meeting held on 8th day of June, 2015.
City Clerk
S Ai
City Clerk
Devartment/Division: Citv Clerk
Reports To: Citv Manager
Provides Direction To: Deputy City Clerk and part-time clerical
support personnel
FLSA Exemption Status: Exempt
Date Prepared: Mav 4, 2015
Date Adopted by City Council: June 8, 2015
GENERAL PURPOSE
Under general direction of the City Manager, plans, organizes, and manages the work of
the City Clerk Division; performs administrative services specified in the Municipal Code
and pertinent statutes; coordinates legislative and records management actions of City
Council and Successor Agency; supervises Deputy City Clerk and administrative support
staff; and does related work as required.
DISTINGUISHING CHARACTERISTICS
The City Clerk is distinguished from the Deputy City Clerk by its broader administrative
responsibilities, policy-making authority, and supervision exercised over all department
staff. The City Clerk independently manages and performs a range of administrative,
legislative, elections, and records management functions on behalf of the City and
participates as a member of the Executive Management Team.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that
may be performed. The omission of specific statements of duties does not exclude them
from the position if the work is similar, related, or a logical assignment to the class.
1. Plans, organizes, and manages services provided by the City Clerk Department;
prioritizes and allocates tasks and special projects; selects, trains, supervises, and
evaluates the work of staff.
2. Serves as the Clerk to the City Council and Successor Agency; attends meetings,
study sessions, and workshops; records all official proceedings; supervises the
preparation, maintenance and execution of agendas, ordinances, resolutions, minutes,
and official documents.
3. As local elections officer, initiates elections procedures and coordinates the filing of
initiatives, referendums, recall actions, and candidate statements.
City Clerk Page 1/4
ESSENTIAL FUNCTIONS (continued)
4. As Political Reform Act official, addresses questions regarding elections procedures,
campaign financial statements, Commission appointments, and similar matters.
5. As Brown Act official, compiles, prepares, and reviews the City Council and Successor
Agency agenda, agenda packet, and minutes in order to ensure the accuracy and
completeness of information that is provided.
6. Drafts, reviews, and assures the proper administration of public notices, filings,
hearings, and agenda reports; monitors the efficiency and effectiveness of service
delivered to the public.
7. As part of Public Records Act administration, establishes procedures and manages the
indexing, preservation, and archiving programs, retention schedules, and research and
retrieval systems; coordinates the handling of public records requests as well as claims
and legal actions.
8. Maintains, codifies, indexes, updates, and distributes relevant sections of the Municipal
Code.
9. Researches laws, regulations, codes, ordinances, official minutes, and actions taken
by the City Council and commissioners; coordinates the maintenance of lists of
contracts and agreements for ready access by departmental representatives.
10.Coordinates the receipt and opening of public bids and responds to related inquiries.
11.Administers department budget and tracks and reports upon the status of projects and
operating and personnel expenditures.
12.Participates as a member of the Executive Management Team in the development and
administration of plans, policies, and special projects.
QUALIFICATIONS GUIDELINES
Knowledge of:
California Code and California Code of Regulations; Municipal Code and related local
ordinances; California Public Records Act; California Brown Act; California Political
Reform Act; Fair Political Practices filing and disclosure requirements; California Elections
Code; records management, retrieval, and archiving systems; local elections practices;
public contract administration practices; public noticing requirements; budgeting practices;
principles and practices of sound business communications; management principles and
techniques of employee supervision and evaluation; research methods.
City Clerk Page 2/4
Ability to:
Plan, manage, and coordinate the services of the City Clerk's Department, including
programs, projects, and related functions; assign, train, supervise, review, and evaluate
the work of staff; analyze and solve problems; lead or conduct research of codes,
ordinances, and resolutions; provide information in accordance with laws, regulations, and
policies; transcribe and prepare official minutes; operate computer hardware and use word
processing, spreadsheet, and other software applications; communicate effectively, both
orally and in writing; make effective public presentations; follow oral or written instructions;
establish and maintain effective working relationships with staff, management, legal
counsel, vendors, contractors, consultants, government officials, general public, and
others in the course of work.
Education/Training/Experience:
Bachelor's degree from an accredited four-year college or university with a major in public
administration, or a related field is desirable. Seven years of responsible administrative,
legislative, and records management experience is required.
Licenses, Certificates; Special Requirements:
Ability to attain a valid Class C California Driver's License, acceptable driving record, and
evidence of insurance.
Possession of a Certified Municipal Clerk (CIVIC) designation is highly desirable.
Must be able to attend City Council and Successor meetings and other professional and
community meetings that may be held outside of normal working hours.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must
be met by employees to successfully perform the essential functions of this class.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
Physical Demands
While performing the duties of this class, the employee is constantly required to sit, and
occasionally to stand and walk. The sensory demands include the ability to talk, and hear,
both in person and by telephone; use hands to finger, handle, feel or operate computer
hardware and standard office equipment; and reach with hands and arms above and
below shoulder level. The employee occasionally lifts and carries records and documents
weighing more than 20 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust
focus.
City Clerk Page 3/4
Mental Demands
While performing the duties of this class, the employee is regularly required to use oral
and written communication skills; read and interpret data; thoroughly analyze and solve
problems; exercise sound judgment in the absence of specific guidelines; use math and
mathematical reasoning; establish priorities and work on multiple assignments and
projects concurrently; meet intense and changing deadlines given interruptions; prepare
clear, accurate, and concise records and reports; maintain sensitive and confidential
information; use tact, discretion, and diplomacy in conflict situations; and interact
appropriately with staff, management, City officials, consultants, contractors, vendors,
public and private representatives, the general public, and others in the course of work;
investigate and resolve interpersonal conflicts.
WORK ENVIRONMENT
The employee constantly works in office conditions where the noise level is usually
moderate, at and below 85 decibels. Occasional driving is required to attend meetings at
various City facilities, training and meeting sites, and public and private events.
City Clerk Page 4/4
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