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Home My WebLink About2016-01-11 e-packet@9:00 S SPECIAL MEETING CITY COUNCIL OF THE 0 CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: DOMINIC'S A'FOYS'FER POINT' 360 Oyster Point Boulevard South San Francisco, CA MONDAY, JANUARY 11, 2016 9:00 A.M. NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the State of California,the City Council of the City of South San Francisco will hold a Special Meeting on Monday, the I I'hday of January, 2016, at 9:00 A.M., at Dominic's at Oyster Point, 360 Oyster Point Boulevard, South San Francisco, California, Purpose of the meeting: 1. Call to Order, 2. Roll Call. 3. Agenda Review. 4. Public Comments—comments are limited to items on the Special Meeting Agenda. 5. Items for Discussion: a, Committee Assignments. b. Council Goals/Objectives. i. Top three items you would like the City to accomplish in 2016. ii. Projects individual Councilmembers plan to work on. iii, City Manager's six priorities for 2016, iv. What three accomplishments are you most proud of that the City achieved in 2015? V. What are the top three trends in the community that need attention? C. Additional Police Resources. d. Funding for the Arts. el Support for non-profits, including outreach to Homeowner Associations (HOAs). f Special events for 2016, including discussion of a South San Francisco Celebration Week. 9. Council expenses (clothing, subscriptions, memberships, etc.). h. Staff reports/informational flyers, including adding detailed cost/expense explanations for agendized items, and detailed maps and drawings for construction or other projects. 1. On-line retrieval of Council documents. j. Criteria for presentations to Council. k. Criteria for projects that should come to Council before decisions are made if only for information and as a courtesy, 1. Operation of City Manager's Office, including written procedures for front office staff, orientation for new and existing employees, policy for written and/or oral invitations to all board and commission members to city events, and distribution to all Councilmembers of information requested by one Councilmember. M. City website. n. Street Parking Requirements. Update on the Office of the City Clerk. i. Office responsibilities/duties. ii. Recent accomplishments. ii. New Programs including Public Records Act Automation and Agenda Management. iv. Discussion of staff plan and positions. 01 Update on Measure W progress and plans. 6. Adjournment. Kn artinA, ity Clerk SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 AGENDA PAGE %'��% % IIIIIIIIIIIIII"'� u( r, a, i rr la ; mlmh I f IMRv h��i �IIIU� ��d4 f� ...nu11ANI11� d0of „nan° .rrtnrnll/ muo i � ON11NIo, wr; MOW ;. 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Room C.D Lj6A :E LAJ N MI Y � MM VImmB� INMM �m�ll0l �� tlIN Mf Illtl II�mVltlmwiM w n' mnum immaiM muui lolmm�� MI M flM M4u lW M mmi mmgxrviii iiar i�iw �moV� HM M II ndllll MlnMll MN M MM MN �f M9 u 9 w' „fin V of � r f' .a ,r M y Q w CD cz rL cn C16 CW) Iowa ON /// 1; 11 �� alum Ln mum tA mom CrIk LAJ LLJ LU LAJ LL. LLA LU Ca CL LU e 1 miN CN cm CIN co CD LL. 00 CN CD uou^�o 16U ffmwm @�aml �IIIIIIIIII mma LAJ Kwm c Q LU m a Od n m 0 ZIP0 Staff Report DATE: January 11, 2016 TO: Mayor, Vice Mayor, and Councilmembers FROM: Mike Futrell, City Manager SUBJECT: UPDATE AND NEXT STEPS ON MEASURE W RECOMMENDATION It is recommended that the City Council review the information in this staff report and provide direction to staff. BACKGROUND/DISCUSSION On November 3, 2015, South San Francisco voters approved the half cent sales tax measure (Measure W). The measure: was structured as a general tax requiring inajority voter approval, with tax proceeds beginning April 1, 2016 that may be used for any valid governmental purpose. The inforri-iation gathering phase of the ballot measure occurred over twelve months, and consisted of eight community meetings, the distribution and receipt of numerous surveys, two phone/email surveys and additional opportunities for public comment. Priorities identified through public outreach were incorporated into the subsequent City Council resolution and Measure W ballot wording, including: - Maintain public safety and essential services; - Improve emergency response times, neighborhood patrols, crime prevention programs, gang suppression programs; - Provide programs for seniors and disabled residents-, - Maintain streets and fix potholes, including at least $18 million in street maintenance and pothole repair. The purpose of this report is to provide a structure for financial accountability, including the composition, setting up and scope of the required Citizen's Oversight Committee, recap financial projections, and to review potential programs and capital projects as envisioned by Measure W. I. Measure W Financial Accountability A. Financial Structure: Although technically part of the General Fund, staff recommends administratively separating Measure W revenue to enhance visibility and accountability of Staff Report Subject: UPDATE AND NEXT STEPS ON MEASURE W Page 2 of 8 these funds in the future. This can be accomplished by creating an accounting program for each department and revenue object code for Measure W. The additional accounting data points will position the City to readily track Measure W revenues and expenditures and foster transparency with the public. B. Council and Oversight Committee Review: On July 29, 2015, City Council adopted an ordinance establishing a Measure W Citizens' Oversight Committee ("Committee") and its role and responsibilities. Highlights of this ordinance include: By July 1, 2016, the City Council shall adopt a resolution establishing the composition of the Committee and defining its scope of responsibilities. The Committee shall have five members, appointed by City Council and comprised of residents of the City or representatives of businesses located in the City By December 31, 2016, the City Council shall appoint the initial members, Beginning June 30, 2016, City's independent auditors will review the collection and expenditure of revenue from the tax and prepare a public document; the Committee will review this annual report and submit a written statement regarding the accuracy of the auditor's findings, submitted to the City Manager for consideration by City Council at a public meeting. Due to the complexity of establishing the membership criteria, term of service, and scope of Citizens" Committee review, staff' suggests that City Council establish an Ad Hoc Measure W Subconimittee to review structural and procedural issues related to creation and operation of the Citizens' Oversight Committee. This Subcommittee could also review other issues related to Measure W prior to issues going to the full Council, such as details of financial controls, potential projects, and other related Measure W issues, C. Update on Financial Projections and Bonding Capacity- Muni Services, the City's sales tax consultant, projects that the Measure W half-eent sales tax will generate $7.0 million a year in revenues. Through bonds, this income stream yields the ability to bond up to $135 million. Staff has analyzed Measure W bond capacity and residual income using the indebtedness benchmarks of$120 million, $125 million, $130 million and $135 million, as shown in Attachment A. 11. Potential Programs and Capital Improvements Under Measure W: A. Street Maintenanee: Measure W included ballot language to 'maintain streets and fix potholes, including at least $18 million in street maintenance and pothole repair." The City uses the Metropolitan Transportation Commission's (MTQ Pavement Management Program to inventory the condition of the city streets. Each street is surveyed and is given a Pavement Condition Index (PCI), which is a score used to indicate the general condition of a pavement. The City's current overall PCT score for the entire 140 mile road network is 75. A score of 70-80 is considered to be "Good". Staff Report Subject: UPDATE AND NEXT STEPS ON MEASURE W Page 3 of 8 In order to maintain the current score of 75, the City will need $17.4M to fund various street improvement projects, including slurry seals, microsurfacing and/or street overlays. Staff recommends a five-year pavement management plan to "catch up" with required street maintenance, enabling the City to maintain its street rating thereafter. This will require one time appropriations in FY 2016-17 and FY 2017-2018 of approximately $3,0M each year, and an annual appropriation of approximately $450,000 for each of the next three years, over and above existing expected road funding. In conjunction with the street rehabilitation projects, handicap curb ramps will also be installed as needed at intersections, and bicycle safe grates will be installed on catch basins along designated bicycle routes. The cost of these improvements is included in the amounts noted above, B. Programs for seniors, youth and disabled residents: Measure W included ballot language to "provide programs for seniors and disabled residents," as well as "crime prevention programs" and "gang suppression programs." The Library, Parks and Recreation and Police Departments suggest several prograin and service expansions that will improve services to seniors, disabled youth and adults, provide youth with enrichment and learning activities that will "keep them off the streets," and potentially reduce crime and gang activity. I, Re-oven the Main Libr4uQn Thursda �nrnin s: The main library opens every day at I 0:00am, except Thursdays and Sundays. Thursday hours were curtailed during the recession as part of budget cuts. Seniors prefer morning hours and daytime programs. Expanding morning library hours will provide greater access to seniors. This extra time will also allow the library to provide additional morning early literacy programs for children and families (annual cost: $40,000). 2. Includes expansion of existing programming to account for higher attendance, and specifically expansion of the popular Lunchtime Yoga program, computer and technology classes, and craft/sewing programs (annual cost: $6,000) . 3. Expand service schedule and enhance senior _programming: Additional organized field trips, cultural programming, ad-hoc gathering spaces, themed events, and innovative programs aimed at meeting the recreational and enrichment needs of younger seniors and baby boomers (annual cost: $100,000). 4. Expand year-round recreational classes: Expansion of programs for youth, teens, and adults, focusing on S.T.E.A.M., active and healthy lifestyles, leisure, and enrichment (annual cost: $81,000). Staff Report Sub�ject: UPDATE AND NEXT STEPS ON MEASURE W Page 4 of 8 5. Summer Programs for Youth: Identify and co-sponsor high impact tween and teen prograrns during the summer break, including providing youth with the opportunity to take technology-interest programs on video gaining, music production, coding, graphical arts, fashion merchandizing, video game tournaments, robotics, etc. (annual cost: $17,000). 6. Paid Internships: Provide: paid internships for disabled youth and adults, targeting year-round services as well as summer programming (annual cost: $12,000). 7. Gang Diversion Program: Develop a coordinated plan adopting best practices for gang diversion, including training for police and school personnel, and enhance a police sponsored summer program for youth (one-time cost, $25,000; annual cost: $25,000). Summary of Measure W Annual Non-Facilities Costs (estimated): Item Annual Cost Balance Estimated Annual Revenue +$7,000,000 Thursday Morning Library Hours <$40,000> Expand Senior Programs at the Libraries <$6,000> Enhance Senior Programming <$1 WOW> Expand year-round recreational classes: <$81,000> Summer Programs for Youth: <$17,000> Paid Internships <$12,000> Gang Diversion Program <$25,000> —Street Repair <$450,000> —Estimated Annual Balance Available _.=$6,269,000 C. Improvements to Police, Fire, Library and Parks & Recreation Facilities: Throughout, the Measure W public outreach process, the community expressed support for expansion and enhancement of public safety, quality of life, and education programs and services provided by our Police, Fire, Library and Parks and Recreation Departments, These community improvements can be met through a comprehensive facilities upgrade and building program. Staff is seeking direction from City Council on the best way to improve facilities to meet the public safety and community prograrn goals identified by Measure W. Staff has analyzed existing and future building space needs for Police, Library and Parks and Recreation, and Fire Station #64 at the Municipal Services Building. Four building options were identified and evaluated in the following areas: 1. Cost 2. Timeline 3. Square footage Staff Report Subject: UPDATE AND NEXT' STEPS ON MEASURE W Page 5 of 8 4. Parking 5. Operational Efficiency 6. Economic Impact 7. Visibility/Access 8. Quality of Life Improvements (subjective) The four options presented are: I. Option One - Renovate Existing Facilities: Renovation of the existing Municipal Services Building (Police, Fire, and Parks and Recreation), including a seismic retrofit; and renovation of the existing Main Library on Orange Avenue. Estimated cost: $94.1 million, See details in Appendix B, Tab 1. 2. Option Two - Rebuild MSB for Police/Fire; New P&R-Library Facility: Tear down the MSB and rebuild a new Police and Fire station on the same location; sell excess land. Build a new Library and Parks and Recreation headquarters on the PUC property fronting El Camino Real, Estimated cost: $170 million. See details in Appendix B, Tab 3. Option Three - Relocate Police-:Fire-P&R-Library to PUC site: Co-locate four major public service departments on land currently controlled by the Successor Agency for the Redevelopment Authority (RDA); plus move the HR and IT Departments to the new campus. Estimated cost: $184 million. See details in Appendix B, Tab 3. 4. Option Four - Relocate Police-P&R-Library to PUC site; New Fire Station West of El Camino Real: Co-locate three major public service departments (Police, PR, Library) on land currently controlled by the Redevelopment Authority Successor Agency; plus move the Human Resources and the Information Technology Departments to the new campus. Build a new fire station west of El Camino Real. Cost savings comes from having surface parking versus a parking garage and not building the Oak Avenue access road on the PUC property. Estimated cost: $144.6 million, See details in Appendix B, Tab 4. 111. Timeline for Implementation for Facility Plan Development and delivery of multiple facilities is estimated to take from 41/2 years to 6/2 years, depending upon the options chosen by Council. The first three phases are identical under any construction scenario: A. Predesign - 6 to 9 months (January 1016— September 2016) i, Internal staffing for program oversight ii. External consultant procurement for program management iii. Architectural design firm procurement iv. Stakeholder outreach for input on programs and facilities Staff Report Subject: UPDATE AND NEXT STEPS ON MEASURE W Page 6 of 8 B. Design - 16 months (October 2016—April 2018) i. Develop plans, specifications, and estimates ii. Continue stakeholder input at key milestones iii. Construction management consultant procurement iv. Decisions on phasing of construction v. Constructability review and value engineering vi. Pre-qualification of potential construction contractors C. Bid - 3 Months (April 2018 —June 2018) i. Advertisement ii. Receive and evaluate bids iii. Award of contract iv. Contract execution v. Issue notice to proceed (start of construction) Staff will study the merits of following the traditional design, bid, build model, as well as the design-build project delivery. Each has benefits and drawbacks and selections will have to balance the need to expedite project delivery while at the same time minimizing risk. There will be a high level of stakeholder engagern.ent throughout the project. A key consideration in selecting a project delivery contracting model will be maintaining the ability to influence the design to suit the community's needs throughout the process. IV. Staffing Implications The new Assistant City Manager is expected to provide in-house oversight of all aspects of Measure W work, assisted as needed by other departments, Staffing the innumerable details associated with design, RFP development, contractor supervision, etc., for multiple large construction projects, however, is beyond the in-house capabilities of city staff. Hence, alternatives have been examined to bridge the management staff gap. The three most commonly used models to adequately manage large construction projects are detailed below, with the pros and cons for each: Alternative pros Cons Contract Hourly - Flexible to offer competitive - part of—PERS, unable to Employee as a wage dependent on I - Nffer full range of benefits Program/Project qualifications including vacation leave Manager - Able to offer medical benefits - May be difficult to find the - Ability to recruit quickly right combination of skills - Works directly for the City Staff Report Subject: UPDATE AND NEXT STEPS ON MEASURE W Page 7 of 8 Hire Consulting Firm as Ability to pool resources - Firm is excluded from other a Program/Project - Expert knowledge in public construction mariagernent Manager facilities and vast experience contracts related to the project with similar type projects - Hiring the firm not the person - In-House staff person required to manage the work of the firm Hire Full-Time Program - Already existing job Salary limited to existing ng salary Manager description and salary schedule schedule - Full benefits for the - Recruitment may take longer employee than desired Staff recommends the first option -- hiring an hourly contract employee to act as the in-house program/project manager. This allows greater flexibility to pay a competitive wage and ensure that the City can recruit a person with the appropriate balance of large dollar value project management experience and stakeholder engagement. The program/project manager would work with the Assistant City Manager and Public Works Director on issues such as design review tearns to work with architects and preliminary design documents, issue requests for qualifications, requests for proposals for consultants and manage associated contracts. This strategy would allow existing engineering staff to focus on the current CIP project delivery and allow the City to advance with Measure Wconstruction plans without greatly impacting current staff levels. V. Community Outreach Plan The City remains committed to transparency and public collaboration concerning the spending of Measure W funds. This requires robust City-to-Citizen two-way communication during the planning, construction and operation phases of Measure W, throughout the 30 year life of the measure. Developing a long-term communications plan will take time and direction from Council. The recommended plan for 2016, however, includes: • Measure W web page, linked to the city website, providing updated information on a regular basis; • Measure W Town Halls in April or May, 2016, to review preliminary design concepts with the public and gain feedback. This will include an all-city postcard to encourage attendance, and direct those who cannot attend to the website; • City quarterly newsletters will have a dedicated additional insert on Measure W; • Quarterly email updates on Measure W to the city's email distribution list (currently consisting of 9,400 people, and growing); • Social media updates — promote all things related to Measure W on Facebook, Twitter and Nextdoor; • Proactively issue news releases and seek media coverage on new programs or improvements linked to Measure W (i.e. road work, police programs, etc.); • Signage at construction locations to indicate "Measure W Tax Dollars at Work" • Include information on Measure W in all city communications (i.e. Parks and Recreation guide, etc,) directing residents to the website for more information. Staff Report Subject: UPDATE AND NEXT STEPS ON MEASURE W Page 8 of 8 CONCLUSION The strong passage of Measure W has provided City Council with the opportunity to strengthen the City's future. City staff stands ready to move forward with plans and actions consistent with Measure 's intent, pending further direction from Council.. Through this Council retreat, staff is requesting discussion and direction concerning. 1. Financial. controls and the Citizens' Advisory Committee; 2. Proposed Measure W proaIns not involving facilities; 3. Alternatives to address facility needs; 4. Program staffing alternatives; 5. Communications plan for 2016; and 6. Request to establish a Council Ad Hoc Measure W Subcommittee. With Council direction, staff will continue Measure W planning and to move forward on structural issues such as financial controls, internal staffing and the Citizens' Oversight Committee, in accordance with the direction given. Next steps and near term milestones include: A, March 2016: Next City Council Study Session to refine information and gain further Council direction, building off of the direction given during the Retreat. B. Half-cent sales tax collection begins April 1, 2016. C. Council adopts a resolution establishing the Citizens' Oversight Committee and defining scope of services by July 1, 2016.. D. City Council appoints Citizens' Oversight Committee by December 31,2016 1,1 Z//- Mike Futrell ' City Manager" Attachments: Appendix A: Measure W Financial Outlook Appendix R: Facility Options C M O N CO V O CO I�co N O) M O)I� V I'- V M M O M LO I'- 0 O) O O N O LO N_ N O M M N O O V CO M V I- 0 O N O CO O M N N IN- W W D O) O V O M I- O)LO -O V O)N CO CO O) O) LO N M 00 1'- M M O O) LO O) I� O V LO Co V CO LO O CO M I-O N > M V V LO CO co O)O) O N co V LO CO I-W O) M V LO I� O LO N M Cl) Cl)Cl) Cl) M co co co V V V V V V V V V V L(7 L(7 LO LO LO LO M � N O O)O) M V M LO CO N O CO O I- O V M M LO I-W r r 0 r N '0 CO(:,) I:r Lo V N I,-co CO V O)LO N O)I� N O co CO V O V N CO N co LO C V O -CO O O) O) CO CO N O V CO I-- r O (D O) CO O N LO O) LO 00 LL O U V N N V CO O V I-- O r N M W Lc)O) V LO , LO I� N O)N O O)O) V O)CO I� O Lo O O W O) co I� O V O)V O CO M O) I�r O Z V LO CO O co LO I�O) co LO I- O N V I�O) V I� O)N LO I_ O M V y y6 O V V I-W co co co co co O)O) O)O) O O O O O N N N M M '0 O(n N a c CO MMMO CO LO My CO M OCO LO CO CO V ISM - _ _ � 0 � � p O N N O O O 0 W O O M N M CO O M CO O O O V LO LO LD D O �M N O co M O) M N LO CO CO O) CO N O O) O)N w CO CO CO CO O) O O V O O M V V V CO N O CO O) M N N r > O)O N co LO I�co O N V CO CO O N V CO CO M LO I'- O M LO CO oq O O O r r r r r r co co co co co O)O) O)O) O).-0 O O Cl) N O) N O) CO M LO M M LO O)V CO CO O)V O O M LO LO M O) V '0 CO CO N O) V t LO I�W r� V� � CO CO 11-0 M CO O) CO� �O) LO CO O C t O CO O) O)O I� O) I�O O O V N CO CO CO I� W O M CO 00 = V N O O) V O CO V N V N LO V V N I�W N O) O) CO CO CO LO M O Cl) LL .O O)O) CO V N O I� O 0 V V V V LO I�O) V CO CO I� M O CO CO N _ > V LO V CO CO O co LO I�O) co LO I�O) N V CO O) V CO O)N V I-- N y m V V I�r r co co co co co co O)O) O) O)O O O O O �N N N N .O F U) N a � C . . . . . 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Office of the Ci* ty Clerk 1, City Clerk Responsibilities Mission Statement: The primary purpose of the City Clerk's Office is to serve as the conduit between the residents of the City of South San Francisco and local government legislative agencies, including the South San Francisco City Council, the South San Francisco Successor Agency to the former Redevelopment Agency and the Oversight Board to the Successor Agency. The Clerk's Office also performs support functions ancillary to this purpose, including managing local elections, responding to Public Records Act requests,, managing the City's Conflict of Interest Code and maintaining the City's ever-expanding records base. The Office strives to meet these duties efficiently, courteously, neutrally and in a manner that is above all else in the best interests of the Citizens of South San Francisco, Elected Neutral Public Liaison at City Hall Represent the City at Public Events Provide Public information as requested County representation on City Clerk and Election related Boards Service on Regional Elected Boards-time permitting (Former Service as Peninsula Division Rep to League of California Cities Policy Committee) Records Management- City Wide Physical Records Storage-formerly at Corp Yard now at Corodata Electronic Records Storage- Laserfiche scanning and naming convention Records Retention Policy Records Purge State Law Mandates Agreements-Attestation/Management/Storage Public Records Act- City Wide Elections Official FPPC Filing Officer- elected, Boards and Commissions, employees Conflict of Interest Code Brown Act Compliance- Public Noticing (Public hearings, Ordinances) Agenda Management for all boards listed below Successor Agency and Oversight Board DOF Compliance Legislative Functions for all Boards under City Clerk responsibility: Minutes Resolutions Ordinances -Municipal Code Management- City Council only City Clerk Responsibilities General Public Information Animal Permits Claims Processing- City Wide Subpoena/complaint Processing- City Wide Board and Commission Recruitment/Management Board and Commission Recognition Event Maintenance of certain City lists: Elected and Appointed Officials Roster, Historical Roster Participation on City Committees including EOC, Central Safety, Library Strategic Plan, and Innovation Committee, meetings of Executive Management Group weekly and as requested Issue Oaths of Office/Maintain Employee Oath Book City Employee Parking Passes Draft Proclamations *,City Council Handbook Oversight Board Facilitator/Liaison City Clerk Budget Management Staff Supervision and Oversight Clerk of the following Boards: City Council Successor Agency Oversight Board Clerk of the Following Subcommittees of Council: Community Coalition Community Development Block Grant Finance/Budget/Audit/Investment Harbor District Housing SSF School District Liaison Environmental Taking on in 2016: Admin instructions City of South San Francisco Human Resources Department City Clerk Class Description Definition Under legislative authority, executive-level policy direction, and administrative direction, organizes and maintains official City documents and records; prepares agendas of City Council meetings; takes and transcribes the minutes of City Council meetings; organizes and directs the work of staff; and does related work as required. Distinguishing Characteristics This is an elected position, saving in a department head capacity. It is distinguished from other classifications in the City in that an appointment is made every four years by the will of the voters. Typical and Important Duties 1, Directs and participates in the development and implementation of goals, objective policies, procedures, and priorities, 2. Maintains custody of official City documents and records. 3. Provides certified copies of City documents and records. 4. Attends regular and special meetings of the City Council to record proceeding. S. Attests ordinances and resolutions; affixes City seal to documents, 6. Manages compliance with City/State conflict of interest and election laws. 7. Countersigns City bonds;prepares agenda for City Council meetings. 8. Prepares and submits reports and recommendations, plus provides technical advice to the City Manager, City Council, and all Boards and Commissions. 9. Prepares work schedules; assigns work; evaluates, and reviews the work of subordinates; trains staff in the proper methods of carrying out assigned tasks; and solves difficult problems encountered by the staff. 10. Investigates complaints from the public concerning the work unit; takes appropriate action. 11. Prepares and administers the departmental budget, monitors expenditures, and makes adjustments as necessary. 12. Receives and processes all claims, subpoenas filed against the City. 13, Performs related duties and responsibilities as assigned. Job-related Qualifications Knowledge (?f- Ordinances, resolutions, and laws affecting the operations, including those regulating the registration of voters and the conducts of elections. City of South San Francisco City Clerk Class Description Page 2 • Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. • Codes,regulations,policies, and procedures related to the work. • Standard office administrative practices and procedures, including the use of standard office equipment, • Business letter writing and the standard format for reports and correspondence. • Computer applications related to the work. • Records management principles and practices. • Business arithmetic and basic statistical techniques. • Techniques for dealing effectively with the public and City staff, in person and over the telephone. • Public record acts and Roberts Rules of Order for legislative bodies. • Principles and practices of program adininistration,including budgeting, and purchasing. • Principles of management, supervision,training,and employee development. • Principles and practices of public administration and human resources as applied to function, including basic employee-relations concepts. Ability to: • Interpret and work in accordance with ordinances, resolutions, and laws affecting routine to complex administrative detail. • Plan and direct the maintenance of complete City records-, establish and maintain a records management system. • Plan and supervise the work of others; direct the work of support staffl, train staff in work procedures. • Compose agendas, minutes, correspondence, and reports independently or from brief instructions. • Record meeting business and transcribe the recording for official meeting minutes. • Acquire a thorough knowledge of applicable City and departmental policies and procedures, • Learn, understand, and work within a municipal government. • Provide appropriate advice and assistance on problems to obtain effective results, • Coordinate various projects with other City employees and public officials. • Review organizational and administrative problems and recommend and implement an effective course of action. • Develop and manage a budget; make accurate arithmetic and statistical calculations; monitor monthly budget expenditures. • Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job fitrictions. • Establish and maintain cooperative working relationships within the department with other depai tment heads and with the general public, • Take a proactive approach to customer service issues. • Make process improvement changes to streamline procedures; develop and implement procedures and systems. • Work in a safe manner, following City safety practices and procedures. • Maintain confidentiality regarding sensitive information City of South San Francisco City Clerk Class Description Page 3 • Provide varied, responsible, and often confidential administrative work requiring, the use of independent judgment,tact and discretion. • Organize own work, set priorities, meet critical deadlines, and follow-up with a minimurn of direction. • Analyze and resolve office administrative and procedural problems. • Use English effectively to communicate in person,over the telephone,and in writing. • Use initiative and independent judgment; organize own work, set priorities, meet critical deadlines, and follow-up on issues. Skill in.- • Word processing with speed and accuracy sufficient to perform the work. • Data entry into standard computer format with speed and accuracy sufficient to perform the work. • Rapid note taking and accurate transcription of own notes. Experience and Training Any combination of experience and training that would provide the required knowledge, skills, and abilities. This is an elected position, but the ideal candidate would have the following or gain the knowledge, skills, and abilities in this typical way: Experience: Five years of progressively more responsible administrative experience. Training,- Equivalent to graduation from high school, supplemented by additional college coursework in business administration. Licenses and Certificates All licenses and certificates must be maintained. Possession of, or ability to obtain, an appropriate, valid California driver's license and a satisfactory driving record. Special Requirements Essential duties require the following physical skills and work environment: Physical Skills: Able to use standard office equiprnerrt, including a computer; sit, stand, walk kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated or standing position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and to make public presentations; lift and carry 35 pound boxes, files, and materials. Work Environment: Mobility to work in a typical office and/or field setting. Ability to.- Travel to different sites and locations; drive safely to different sites and locations; maintain a safe driving record; work protracted and irregular hours and evening meetings or off shift work for meeting attendance or participation in specific project,-, or programs; available for evening meetings. City of South San Francisco City Clerk Class Description Page 4 Approved: January 1970 Revised Date: July 1997,May 2003 Former Titles: Abolished: Bargaining Unit: Elected ADA Review: 1994/95,April 2002 DOT: No Physical: Class 3 Status: Elected EEOC Category: EFI1EJ1 Job Code: E100 ADA-Documentation of Essential Duties I. SAE 2. SDE 3. SAE 4. SAE 5. SAE 6. SAE T SAE & SAE 9, SAE 10. SAE IE SAE 11 SAE DEPARTMENT PAGES Qy Clerk Citizens of South San Francisco 1.0 -City Clerk(elected) Krista Martinelli F1.0 - Deputy City C I 1.0 - Ass istant City lerl Fiscal Year 11-12 Position Budget Totals: 1.0 FTE Elected Official, 2.0 FTE Full-time 1.0 FTE Deputy City Clerk position is funded through the Redevelopment Agency. FYII-12 Operating Budget 60 City of South San Francisco City Clerk Organization Chart Citizens of South,San Francisco I 1.0 City Clerk(elected) Krista Martinelli City Clerk Hourly Ass ista nt .............. 1.0 Deputy City Clerk 1.0 Assistant City Clerk City of South San Francisco Fiscal Year 2013-2014 Adopted Operating Budget DEPARTMENT PAGES BUDGET HIGHLIGHTS FOR FISCAL YEAR 2015-16: 0 $7,000 Appropriation to accommodate maintenance of an agreement with a records storage company; a $120,000 to manage the 2015 Municipal Election; 0 A City Clerk Records Technician position was added to meet the ongoing needs of members of the public as well as staff. CITY CLERK SUMMARY: 0irgarflzation Chart'3 Oty Clerk's,Office Citizens of South San Francisco IL 1.0—City Clerk(elected) Krista Martinelli 1.0—Deputy City Clerk LO—Assistant City Clerk 1.0—City Clerk Rerards Technician Fiscal Year 2015-16 Position Budget Totals:1.0 FTE Elected Official and 3.0 FTE FY15-16 Adopted Operating Budget City of South San Francisco City Clerk Citizens of South San Francisco 1.0—City Clerk(elected) Krista Martinelli L 1.0—Deputy City Clerk 2.0—City Clerk Records Technician 1.00 Elected FTF 3.00 FTE City of South San Francisco Human Resources Department Assistant City Clerk Class Description Definition Under general super-vision, provides detailed technical, complex, and/or specialized office support to the Office of the City Clerk; serves as the primary receptionist on City Clerk desks, including for U.S. Passport acceptance related tasks; and does related work as required. Distinguishing Characteristics This classification is distinguished from all other clerical classes in that it is assigned to the Office of the City Clerk and requires specific well-developed office skills related to the Office's activities, procedures, specialized rules, regulations and policies, including the Public Records Act and the Ralph M, Brown Act. This departmental learning period may take several months and must be completed before the end of the probationary period. Responsibilities include the performance of detailed technical, complex, and specialized office support work, including the public noticing and public records request functions, thus requiring the regular use of independent judgment and initiative. The work may include cross-training with one or more positions in the Office of the City Clerk and may also include lead direction of other contract, hourly, or office support staff. This position is distinguished from the Deputy City Clerk position in that the latter provides primary administrative assistance to the City Clerk and associated professional and supervisory staff and may perform the duties of the City Clerk as required. Typical and Important Duties 1. Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the Office of the City Clerk. 2. Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City, departmental, divisional, and program activities and functions that may require the application and explanation of rules, policies, and procedures. 3. Serves as the primary U.S. Passport acceptance officer in the Office of the City Clerk and the primary claims intake service provider. 4. Researches and assembles information from a variety of sources for the preparation of reports or completion of forms, including preparation of public notices; uses spreadsheets and makes arithmetic and statistical calculations. S. Uses a variety of specialized automated business applications related to the Office of the City Clerk, such as preparing graphic materials, processing and tracking work orders, receiving and processing legal documents. City of South San Francisco Assistant City Clerk Class Description Page 2 6. Serves in a relief or cross-trained basis in a variety of Office of the City Clerk assignments. 7. Provides information to City staff, other organizations, and the public, which requires the use of judgment and the interpretation of policies, rules, and procedures and specifically the Public Records Act and the Ralph M. Brown Act. 8, Conducts special projects related to the Office of the City Clerk, including corresponding with the City's Board and Commission members-, planning and facilitating the Annual City Wide Garage Sale; preparing e-packets and hard copy packets related to all meetings of the City Council; performing necessary tasks related to system related set-up of City Council Meetings; processing of City Council Resolutions and Ordinances for conforming by the City Clerk; may obtain and provide information to other organizations, summarizes such information, and makes recommendations. 9. Arranges for meetings by scheduling rooms, notifying participants, preparing agendas, and ensuring that information is compiled and duplicated; prepares summary or action minutes of such meetings. 10. Under the direction and supervision of the City Clerk, maintains the Office's City website postings. 11. Prepares detailed and occasionally sensitive correspondence, reports, forms, warrants, vouchers, work orders, and specialized documents related to the Office of the City Clerk from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling. 12. Receives and reviews legal documents, forms, drawings, and other materials for completeness; processes and routes such documents as appropriate. 13. Prepares and updates a variety of periodic and special narrative, accounting, and statistical reports. 14. Processes bills and invoices for payment ensuring it's coded to the correct line item budget; prepares and transmits a variety of financial documents; assists in budget preparation. 15. Establishes and maintains Office files; researches and compiles information from such files;purges files as required. 16. Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; other department-specific equipment. 17. Oversees and personally attends to a variety of office administrative details, such as preparing purchase requisitions, personnel documents; arranges for the maintenance of office equipment; transmits information; keeps reference materials up-to-date; and processes incoming and outgoing mail. 18. May train others in work procedures; may direct the work of hourly or volunteer staff on a project or day-to-day, short-term basis. 19. Obtains supplies and delivers or obtains materials from various City offices or locations. 20. Performs related duties and responsibilities as assigned. City of South San Francisco Assistant City Clerk Class Description Page 3 Job-related Qualifications Knowledge of e Codes, regulations, policies, and procedures related to the Office of the City Clerk including the Ralph M. Brown Act and the Public Records Act. @ Standard office administrative practices and procedures, including the use of standard office equipment, • Business letter writing and the standard forinat for reports and correspondence. • Computer applications related to the work, including word processing, database, and spreadsheet applications. • Records management principles and practices. • Business arithmetic and basic statistical techniques. • Techniques for dealing effectively with the public and City staff, in person and over the telephone. Ability to: Perform technical, specialized, complex, and difficult office administrative work requiring the use of independent judgment. a Interpret and implement policies, procedures and computer applications related to the Office of the City Clerk. • Analyze and resolve office administrative and procedural problems. • Compose correspondence and reports independently or from brief instructions. • Establish, maintain and research departmental files. • Make accurate arithmetic calculations. • Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions. • Use English effectively to communicate in person, over the telephone, and in writing. • Use initiative and independent judgment with established procedural guidelines. • Organize own work, set priorities and meet critical time deadlines. • Establish and maintain cooperative relationships with those contacted in the course of the work. • Take a proactive approach to customer service issues. • Recommend process improvement changes to streamline procedures. • Work in a safe manner, following City safety practices and procedures. • Learn and utilize job-related computer applications. Skill in: * Word processing and working with a variety of computer applications with sufficient speed and accuracy to perform assigned work. e Entering and retrieving data into standard computer with speed and accuracy sufficient to perform assigned work. Experience and Training Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. Experience in a City Clerk's Office is preferred. A typical way to obtain the knowledge, skills, and abilities would be-. Experience.- Three years of City Clerk Office support or general clerical experience and experience in dealing with the public. City of South San Francisco Assistant City Clerk Class Description Page 4 Training.- Equivalent to graduation from high school, including or supplemented by courses in word processing, computer operation, and office practices. Six months of additional experience as described above may be substituted for the supplemental training. Licenses and Certificates All licenses and certificates must be maintained as a condition of employment. ® Possession of, or ability to obtain, an appropriate, valid California driver's license and a satisfactory driving record. a This position may be required to obtain and maintain certification as a Notary Public. Special Requirements Essential duties require the following physical skills and work environment-. Pkysical Skills: Able to use standard office equipment, including a computer; mobility to work in a typical office setting to use standard office equipment; sit, stand, walk, kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; lift and carry 35 pound boxes, files, and materials. Work environment: Work in a standard office setting. Specified positions may require extended hours, off-shifts, or weekends; attend evening or weekend meetings or participate in specific projects or programs on evenings and weekends. Approved: July 2008 Revised Date: Former Titles: Abolished: Bargaining Unit: Confidential ADA Review: 2008 DOT: No Physical: No Status: Classified/non-exempt EEOC Category: EF 15, EJ6 Job Code: 0 ADA Documentation of Essential Duties 1. SDE 2. SDE 3. SAE 4. SDE 5. SDE 6. SITE 7. SITE 8. SDE City of'South San Francisco Assistant City Clerk Class Description Page 5 9. SDE M SAE 11. SDE 12. SDE 13. SAE 14. SAE 15. SAE 16. SDE 17. SDE 18, SAE 19. OAE SAAdmIn\CIass Descriptions',CityClerie.Assistant City Clerk.doc City of South San Francisco Human Resources Department City Clerk Records Technician Class Description Definition Under general supervision, provides responsible, technical, complex, and/or specialized administrative duties in support of City Clerk functions including records assessment, preparation of reports, and responding to questions and inquiries from the public, City departments, and outside agencies; and does related work as required, Distinguishing Characteristics This position is distinguished from all other clerical positions in that it is assigned to the Office of the City Clerk. The position requires specific well-developed records management skills related to the Office's activities, procedures, specialized rules, regulations and policies, including assessment, creation and management of various records, including, but not limited to, agreements, public records, election and conflict of interest filings. The work may include cross- training with one or more positions in the Office of the City Clerk. Typical and Important Duties 1. Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and the ability to apply detailed knowledge of the activities and procedures specific to the Office of the City Clerk. 2. Provides information to City staff, other organizations, and the public, which requires the use of judgment and the interpretation of policies, rules, and procedures. 3. Uses a variety of specialized automated business applications related to the Office of the City Clerk including preparing graphic materials, tracking documents and related information, processing public forms and filings, receiving and processing legal documents and departmental payroll. 4. Conducts special projects related to the Office of the City Clerk which includes researching and assembling information from a variety of sources,preparing reports, using spreadsheets and making arithmetic and statistical calculations. 5. Consults with the City Clerk and other Office personnel in order to ensure complete, up-to- date and accurate public records. 6. Serves in a relief or cross-trained basis in a variety of departmental assignments. T Abstracts information from records for statistical indexing and preparation of summary reports to the City Clerk and other departments as needed. 8. Prepares detailed and occasionally sensitive reports, forms and specialized documents rotated to the Office of the City Clerk. 9. Assists the City Clerk in compiling and tracking records and information. 10. Prepares and updates a variety of periodic and special narrative, accounting, and statistical reports. 11. Maintains, updates, and distributes materials related to Council procedures and policies. 11 Establishes and maintains office files; researches and compiles information from such files; purges files as required. 13. Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate two-way radio or other department-specific equipment. 14. May train others in work procedures. 15. Performs related duties and responsibilities as assigned. Job-Related Qualifications Knowledge of: Computer applications related to the work, including word processing, and spreadsheet applications. Standard office administrative practices and procedures, including the use of standard office equipment. Records management principles and practices. Business arithmetic and basic statistical techniques. Principles and practices of technical report and business letter writing. Principles and practices of customer service. English usage, spelling, punctuation and grammar. Techniques for dealing effectively with the public and City staff, in person and over the telephone. Ability to: Learn codes, regulations,policies, and procedures related to the Office of the City Clerk. Learn computer applications related to the work, including database and special software related to the public noticing function of the Office of the City Clerk. Perform technical, specialized, complex, and difficult office administrative work requiring the use of independent judgment. Interpret and implement policies, procedures and computer applications related to the Office of the City Clerk. Recognize and follow-up inconsistencies in records; analyze data, draw logical conclusions and submit reports. Compose reports independently or from brief instructions. Compile and maintain complex and extensive records. Review documents for completeness and follow appropriate steps for the retention of records, files and documents. Establish, maintain and research departmental files. Make accurate arithmetic calculations. Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions. Prepare clear, concise, narrative and statistical reports. Use initiative and independent judgment with established procedural guidelines. Organize own work, set priorities and meet critical time deadlines. Establish and maintain cooperative relationships with those contacted in the course of the work. Work with sensitive and confidential information. Recommend process improvement changes to streamline procedures. Work in a safe manner, following City safety practices and procedures. Learn and utiliz,ejob-related computer applications. Skill in: Word processing and working with a variety of computer applications with sufficient speed and accuracy to perform assigned work. Entering and retrieving data into standard computer with speed and accuracy sufficient to perform assigned work. Managing electronic and hard copy records. Experience and Training Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Experience: Three years of records management or general clerical records related experience and experience in dealing with the public. Experience in a City Clerk's Office is preferred. Training: Equivalent to graduation from high school, including or supplemented by courses in word processing, computer operation, and office practices. Six months of additional experience as described above may be substituted for the supplemental training. Licenses and Certificates All licenses and certificates must be maintained as a condition of employment. Possession of, or ability to obtain, a valid, appropriate California driver's license and a satisfactory driving record. Special Requirements Essential duties require the following physical skills and work environment: Physical Skills: Able to use standard office equipment, including a computer; mobility to work in a typical office setting to use standard office equipment; sit, stand, walk, kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; lift and carry 35 pound boxes, files, and materials. Work environment: Work in a standard office setting. The position may require extended hours, off-shifts, or weekends. Ability to: Travel to different sites and locations. Approved: Revised Date: N/A Former Titles: None Abolished: N/A Bargaining Unit: Confidential Unit ADA Review: 7/2015 DOT: No Physical: No Status: Classified/Nonexempt EEOC Category: Job Code: ADA-Documentation of Essential Duties 1. SDE 2. SDE 3. O)WNE 4. MWE 5. SDE 6. SDE 7. SDE 8. MWE 9. SDE 10. SDE 11. SDE 12. SDE 13. SDE 14. OANE 15. SDE City of South San Francisco Human Resources Department Deputy City Clerk Class Description Definition Under supervision, performs a variety of skilled administrative, secretarial, technical, and clerical duties in the City Clerk's office; may perform the duties of the City Clerk on an as needed basis. Distinguishing Characteristics This classification is distinguished from all other clerical classes in that it is assigned to the Office of the City Clerk and may periodically perform the duties of the City Clerk. The position requires specific well-developed skills related to the Office's activities, procedures, specialized rules, regulations and policies, including the Public Records Act and the Ralph M. Brown Act. This departmental learning period may take several months and must be completed before the end of the probationary period. Responsibilities include the performance of detailed technical, complex, and specialized office support work, including the public noticing and public records request and maintenance functions, thus requiring the regular use of independent judgment and initiative. The work may include cross-training with one or more positions in the Office of the City Clerk and may also include lead direction of other contract, hourly, or office support staff. This position is distinguished from the Assistant City Clerk position in that the latter has primary customer service and front counter responsibilities in the Office. Typical and Important Duties I, Performs a variety of specialized secretarial, administrative, technical, and clerical duties to support the City Council in recording and tracking its activities. 2. Responds to questions from callers and visitors to the office, addressing routine matters, and referring more complex matters to the City Clerk. 3. Accepts and processes U.S. Passport applications as needed. 4. Provides Notary Public services for City legal requirements, residents, staff and the general public. 5. Corresponds with Elected Officials, City Staff and Board and Commission members regarding Fair Political Practice Commission filings and maintains records of same. 6. Plans and Facilitates Board and Commission Orientation and Board and Commission Reception. 7. Types material of a sensitive nature, consisting of letters, reports, memoranda, ads, City Council minutes from rough draft, marginal notes, verbal instructions, or machine recordings. 8. Checks reports, records, and other data for accuracy, completeness, and compliance with standard operating procedures. City of South San Francisco Deputy City Clerk Class Description Page 2 9. Sets up and maintains complex electronic and paper files, retrieving data and materials, as required. 10. Operates a variety of office machines, including computers, faxes, copy machines, calculators, etc. 11. May serve in the place of the City Clerk at City Council and other meetings; takes meeting minutes via transcription or electronic machines or notes. 12. Maintains a projected agenda of the City Council. 13. Prepares Public Notices for review and certification by the City Clerk. 14. Performs related duties and responsibilities as assigned. Job Related Qualifications Knowledge of • Basic organization and function of public agencies, including the role of an elected City Council and City Clerk and appointed boards and commissions. • Codes, regulations, policies, and procedures related to the City. • Standard office administrative and secretarial practices and procedures, including the use of standard office equipment. • Business letter writing and the standard format for reports and correspondence. • Computer applications related to the work, including word processing, presentation, database, and spreadsheet applications. • Records management principles and practices. • Business arithmetic and basic statistical techniques. • Techniques for dealing effectively with the public and City staff, in person and over the telephone. • Knowledge of the Public Records and Ralph M. Brown Acts. Ability to: • Provide varied, responsible, and often confidential secretarial and office administrative work requiring the use of independent judgement, tact, and discretion. • Interpret and implement policies, procedures, and computer applications related to the work. • Make procedural decisions on matters with minimal direction. • Analyze and resolve office administrative and procedural problems. • Compose correspondence and reports independently or from brief instructions. • Maintain the Office's records management system. • Make accurate arithmetic and statistical calculations. • Use English effectively to communicate in person, over the telephone, and in writing. • Use initiative and independent judgment within established policy and procedural guidelines. • Organize own work, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction. • Represent the City effectively in contacts with representatives of other agencies, City Departments, and the public, • Establish and maintain cooperative relationships with those contacted in the course of the work. • Make process improvement changes to streamline procedures. City of South San Francisco Deputy City Clerk Class Description Page 3 Skill in: • Word processing and working with a variety of computer applications with sufficient speed and accuracy to perform assigned work. • Data entry into standard computer format with speed and accuracy sufficient to perform assigned work. • Rapid note taking and accurate transcription of own notes. Experience and Training Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. Experience in a City Clerk's Office is preferred. A typical way to obtain the knowledge, skills, and abilities would be: Experience: Three years of City Clerk's Office support with increasingly responsible secretarial or clerical experience, with at least one year using a personal computer and one year taking minutes of an on-going committee or group. Training: Equivalent to graduation from high school. Successful completion of one year of business college may be substituted for one year of the secretarial experience. Licenses or Certificates Possession of the following is required, all of which must be maintained as a condition of employment: • A valid, appropriate California driver's license and a satisfactory driving record. • Certification as a Notary Public. (The Deputy City Clerk will be required to obtain and/or maintain certification as a Notary Public). Special Requirements Essential duties require the following physical skills and work environment: Physical Skills: use standard office equipment, including a computer; sit, stand, walk, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and lift boxes, files, and materials of up to 35 pounds. Work Environment: mobility to work in a typical office setting. Ability to: travel to different sites and locations; work protracted and irregular hours; and available for evening meetings. Approved: July 2008 Revised Date: Former Titles: Abolished: Bargaining Unit: Confidential ADA Review: 2008 DOT: No Physical: No Status: Classified/non-exempt EEOC Category: EP 15,EJ6 City of South San Francisco Deputy City Clerk Class Description Page 4 Job Code: 0 ADA Documentation of Essential Duties 1. SDE 2. SDE I SAE 4, CAE 5. MAE 6. MAE 7. SDE 8. SDE 9, SDE 10. SDE IL SAE 12, SDE 13. SITE S:'kdmjn\CIass DeictiptionsTityClerk0eputy City Clerk.doe