HomeMy Public PortalAbout07 Administration and LegalADMINISTRATION
AND LEGAL
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CITY OF RAhC O MIRAGE
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FUND 101 GENERAL FUND
DEPARTiv'IENT ADMINISTRATION
PROGRAI•~1 1?00 CITY CLERK
PROGRAM DESCRIPTION
The role of the City Clerk's Office is to protect the City's legislative process. For City Council legislation
and administrative policies to be successful, not only must the content be appropriate and responsive to
community needs and aspirations, but the procedures for carrying out the legislative policy decisions
must be successfully managed. To carry out its duties, the City Clerk's Office combines information from
executive staff, the City Council and the public and formats this information for policy decision and
distribution consistent with appropriate laws and community values.
In Rancho Mirage, the City Clerk's Office consists of the City Clerk, the Deputy City Clerk, the Records
Division and the City's front desk staff. The City Clerk's Office serves members of the public, City
Council, City staff and representatives of related local, state and national agencies by providing accurate
and current information on City Council and administrative actions.
The City Clerk serves as:
• Custodian of the City's official records. The City Clerk oversees the Records Division and is charged
with the preservation and protection of public records, planning and directing the maintenance,
indexing, filing, safekeeping and preservation of all official City records, ensuring that they are
readily accessible to the public.
• The City's Election Official. The City Clerk administers municipal elections, coordinates and directs
election activities that include: assisting candidates for city office in meeting legal responsibilities
before, during and after an election; providing candidate orientation; certifying election results; and
receiving and processing petitions relating to municipal initiatives, referendums or recall.
• Official Filing Officer under the Political Reform Act of 1974. The City Clerk administers and files
Conflict of Interest Statements filed by City elected and appointed officials and candidate and
officeholder campaign filings.
• Secretary to the Redevelopment Agency, Library Board, Community Services District, Housing
Authority and Joint Powers Financing Authority Boards.
The City Clerk's Office coordinates the production of agendas, agenda packets, ordinances, resolutions
and proclamations. The City Clerk directs the posting, mailing and publication of legally required notices,
directs the preparation of meeting minutes and legislative indexing, recordation and certification of
resolutions, deeds and easements, the publication of ordinances and the municipal code. The City Clerk
accepts subpoenas, claims and service of other legal documents, conducts bid openings, attests and
certifies documents, administers oaths and maintains custody of the official City seal.
67
FY 2003-04 ACCOMPLISHMENTS
Legislative Administration
• Created and implemented the use of "Minute Orders", a database of City Council action outside the
context of resolutions and ordinances.
• Created and maintained a legislative database on all action taken by the City's Redevelopment
Agency, Housing Authority, Joint Powers Financing Authority, Community Services District Board,
and Library Board.
• Launched "Action Update", a quick concise report on Council action published on the City's web site
within 24 hours after a Council meeting.
• Prepared and processed 26 City Council agendas, agenda packets and meeting minutes.
• Processed 37 ordinances and 106 resolutions.
• Supplemented 55 municipal codebooks five times with code updates.
• Mailed 12,394 agendas to 14b subscribers in accordance with the Brown Act.
• Published agenda packets, resolutions, ordinances and minutes on the City's web site.
Elections
• Served as Election Officer for the City in conj unction with the April 2004 Election.
Prepared comprehensive candidate packets, issued/received candidate nomination papers and
Fair Political Practices Commission (FPPC) Forms.
Prepared and submitted a report to the City Council regarding certification of official election
results.
Assisted with Council reorganization.
Published election information on the City's web site.
• Registered voters.
• Provided information to the public regarding the March 2, 2004 Primary Election and provided
oversight and support to the City's polling places.
Political Reform Act
• Organized all statements required by the Political Reform Actin accordance with State regulations;
created and maintained a filing log and public review file.
• Prepared, distributed, reviewed and filed 53 Statements of Economic Interests.
• Prepared, distributed, reviewed and filed 10 Campaign Disclosure Statements.
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Records
Responded to X38 requests for public recards in accordance with the California Public Records Act.
FY ~p4~~D5 AC'UPL~Sl~~tE~'S
~~ 1a~1y~ Adm~nlstratron
Developed and ir~plen~ented the City of Mancha Mirage Agenda N~anual which provides guidelines
.and standards for agenda preparation in confarrr~ance with the Ralph 1V~. brawn Act; conducted a
training workshop with City staff on the Brawn Act far their use in preparYng connission meeting
agendas.
~ Reviewed the Rancho Mirage Municipal Cade and updated the code with ordinances that comply
.with current lags, proper citations, and an improved index.
• Created and implemented the "Agenda Forecast", a two-year spreadsheet of scheduled Council
meetings which contains a master list of City-wide. recurring City Council sterns and a place far
departments to ~~~ items tU future agendas.
Elections
• Registered voters.
• Provided information to the public regarding tl~e October 3, 2004 Statewide pecia~ Recall Election
and provided oversight and support to the City's palling places,
~ Provided information to the public regarding the November ~, 204 Presidential Election and
provided oversight and support to the City's polling paces.
Political Reform Act
• Updated the City's Conflict of Interest Code, designating officials required to file taternents of
Economic Intexest.
• Prepared, distributed, reviewed and #"iled 7 ~tate~nents of Economic Interests.
• Prepared, distributed, reviewed and filed 8S Campaign Disclasurc Statements.
Records
• Retained an expert consulting ~rrn to assess the Records Division far irrrproved service and
administration to ensure municipal records are readily accessible to the public and preserved and
retained in accordance with applicable laws and needs of the City. .
• Responded to 2~~ requests far public records in accordance with the California Public Records Act.
d9
GOALS AND OBJECTIVES
F~' 1005-06
• Hire afull-time records technician, as partial implementation of the action plan for the Records
Division as outlined in the needs assessment prepared by the records consultant, to process and enter
City-wide records, including a significant backlog now stored in various locations throughout City
Hall.
• Implement the action plan for the Records Division identified in the needs assessment prepared by
the retained records consultant. Highlights include:
Implementing a new City-wide; records program.
Updating the City's records retention schedule.
Consolidating 60 records indexes into one comprehensive document.
FY 2006-07
• Digitally image the City's historical photos and build an electronic archive.
• Explore off-site records to learn what is stored off-site; consider digitally imaging and possibly
purging certain inactive records to reduce rented space.
EXPENDI T UR F. S U~'~~1'4 4 R Y
DFPARIM~IV'1'AL ~TfURE SORRY 2003/04 2004!05 2004/05 2005106 2006J07
1200 (1TY Q,~ Actual Budget Estimate Budget Budget
Personnel 392,761 507,011 507,011 572,687 608,511
Operations & Maintenance 154,559 122,198 72,644 166,800 131,800
Capital 945 5,000 5,000 5,000 5,000
Total Expenditures 548,265 634,209 584,655 744,487 745,311
.;
~_ Change in Budget 17.39%
.,: 0.11
BUDGET HIGHLIGHTS
FY 2005-06
• An approximate $57,000 increase is due to the addition of one Records Technician II, Range (26), to
process and consolidate City-wide records data entry in the Records Division. The current diversified
data entry jeopardizes the integrity of the City's Records Program.
• The April 2006 General Municipal Election accounts for $35,000, or 32% of the budget increase
from FY 2004-05.
• Funds in Professional/Technical services are budgeted for professional support and specialized
projects mainly in the Records ]Division including $30,000 for document scanning of City-wide
records. This is a consolidation of~ funds that were previously budgeted in other departments.
70
• A savings of approximately $10,000 per year will be realized through the replacement of the Records
Manager position (33) with a Records Management Coordinator (29).
• Expenses related to public hearing notices have been shifted to the Community Facilities District
Funds, decreasing the Advertising/Publishing account by $8,000.
FY 200-07
• The City Clerk's elections budget (7833) reflects a decrease of $35,000, as there is not an election
scheduled to occur this fiscal year.
STAFFING SUMMARY
FY 04-OS FY OS-06 FY 06-07
Authorized Authorized Authorized
Title/Ran~e Number Positions Posirions Positions
City Clerk 1 1 1
Deputy City Clerk (33) 1 1 1
Records Manager (33) 1 0 0
Records Management Coordinator (29) 0 1 1
Records Technician II (26) 0 1 1
Office Assistant III (24) 1 1 1
Office Assistant III (24) 1 1 I
Records Imaging Technician (21) 1 1 1
Total Positions 6 7 7
The City Clerk's budget includes replacing the Records Manager position with a Records Management
Coordinator and the addition of a full-time Records Technician position.
7l.
EXPENDITOBE ACfMTY DEiAII
For Fiscal Years
200506 anU 2096.07
101 ~ V~N~IYIL
DIVISION 1200 ~ pTY CLERK
Budget Budget
ACCT ACCOUNT JUSTIFICATION FOR FY 2005-06 FY 2006-07
N0. NAME STAFF RE VESTS AMOUNT AMOUNT
7100 Salaries - City Clerk $ 68,233 $ 68,233
Full Time Deputy City Clerk 57,120 60,606
Records Management Coordinator 43,979 46,178
Records Technician II (9 months for FY OS-06) 27,513 39,366
Office Assistant III 43,852 45,168
Office Assistant III 34,588 36,317
Records Imaging Technician 35,105 36,236
FY 04/OS BUDGET AMOUNT $ 301,984 TOTAL $ 310,990 $ 332,104
7200 Benefits Benefits paid by City including group insurance, retirement
and other benefits. $ 261,697 $ 276,407
FY 04/OS BUDGET AMOUNT $ lOS,o2~ TOTAL $ 261,697 $ 276,407
7400 ProfessionaU 1) Services and support for specialized projects in the
Technical Records Division and/or to provide specialized
professional services to the City Clerk. $ 20,000 $ 20,000
2) Document scanning ofCity-wide records 30,000 30,000
FY 04/05 BUDGET AMOUNTS 10,000 TOTAL $ 50,000 $ 50,000
7444 Temporary Agency Contingency to provide staffing in the absence of staff due to
Services ~ vacation, illness, special projects, etc. $ 20,000 $ 20,000
FY 04/OS BUDGET AMOUNTS 40,213 TOTAL $ 20,000 $ 20,000
7633 Office Equipment Shredder, Cannon Microfilm Scanner $ 1,000 $ 1,000
Maintenance FY 04/05 BUDGET AMOUNTS 2,181
TOTAL $
1,000
$
1,000
7645 Storage Commercial Records Storage
FY 04/OS BUDGET AMOUNTS 1,031 $ ~__
TOTAL $ 1,500
1,500 $
$ 1,500
1,500
7800 Mileage Reimbursement for job-related mileage $ ___ __ 1,000__ $ 1,000
FY 04/OS BUDGET AMOUNTS 2,074 TOTAL $ 1,000 $ 1,000
7806 Meetings & Travel City Clerk:
1 } Annual League of Cities $ 1,500 $ 1,500
2) Annual City Clerk's Conference 1,500 1,500
3) Election Law Seminar 1,200 1,200
4) Local and regional meetings 1,200 1,200
72
IXPENDfNRE ACf1YffY DETAII.
For Fiscal Years
200506 euU 2006.07
~~sxo~ ~~~~ ~ ~i~r ~~~
budget Budget
ACCT ACCOUNT 1USTIFICATION FOR FY 2445-0~ FY 200.47
NO. NAME STAFF REQUESTS AMOUNT AMOUNT
780b Meetings & Travel Records Division.
continued) ~} ARMA National Conference 1,240 1,200
6~ Records Manager User Croups 340 340
7} California Society of Archivists 200 240
8} Other meetings as required 940 940
FY Odl~S BUDGET ADULT ~ b,900 TOTAL ~ $,~~~ ~,~~~
781 ~ Dues 1 } lntemational Institute of 1Viut~cipal Clerks $ 150 $ l 54
Subscriptions 2~ City Clcrk's Association of California 150 154
3} American Records Management Association 175 175
4} California society ofArchivists 50 . 54
5} Other Subscriptions 275 275
FY ~4~05 B~JDGBTA~ViGU~V~' ~ 85G TOTAL $ 800 800
7833 1lections General Municipal Election ~ 35,000 $ _
~~~~~~ ~[7DGET~lMUU1VT ~ ~ TOTAL 35,004 $ -
783 Ordinance Municipal Code Codification Service ~ 15,004 ~ - ---15,044
Codification ~y 44I05 B~TDGETA~VfD[INT ~ I~,DU~
TOTAL $
15,D40
$
15,000
7539 Reproduction Contingency for agenda printing and other specialty items. $ 5,400 5,000
Printing FY04/~5 BUDGET A~i~~INT ~ 1,~~~
TOTAL
5,000
5,000
?842 Advertisingl 1) Legislative body meetings $ 5,504 $ 5,500
Publishing 2} Ordinances 3,940 3,900
3} 1?ublic hearing noticeslbid notices and other
noticing as required lay law 2,40 2,b00
~ro~~as BUDGE~'AMO~I~VT ~ ~o,oo~ TOTAL $ 12,404 $ 12,400
7557 Training Classesl Local technical seminars $ ,~., R .~_..,,, 3,004__ $ _3,OD0_..
Seminars ~~ o4~os B~1DGL~T AMOUNT ~ .~,ooo TOTAL 3,000 3,000
8000 Supplies Archival books and paper, compact recording discs, DOD's,
tapes, various rel:erer~ce materials, special publications, and
other specialty supplies. $ 12,044 _ $ __ 12,000
~~~~~~~ 8~~~~T,~~or~~r~ ~ ~~,ooo TOTAL ~ 12,004 12,000
~ iw~i i i n r~ es~m ~ n
~~
EXPEEI~IfNBE ACf1YfIS DFPAQ. _
For fiscal Yeah
200506 end 2006.07
~ ion ~ ~~~~ ~
a~~i~~ ~~~a ~ crr~ ~
~ud~~~ ~~~~~t
ACCT A~~UNT J~JTIFI~ATI~N FDR FY 2005-0d FY ~00b~07
N~. NAME STAFF R~~U~T AMOUNT AMOUNT
$~ ~ ~ I'nall TOO~s, M15C~l~aneous ~~~ equl~rrient
Furniture as needed. $ 2,500 2,540
Equipment FY x4105 BUUGETA~f~~1~YT ~ ~,5~3
TOTAI, $ 2,500 $
2,500
894D Furniture Misce~ianeous fuxniture and e~uip~cnt filing reeks,
Equipment furniture reconfigurations, etc,} as needed. 5,004 5,000
~Y o~1os $~D~~rA~or~~vr~ ~,ooo TOTAL 5,440 $ 5,00
DSION TOTAL $ 744,487 ~ 745,311
74
FY 2003-04 ACCOMPLISHMENTS
• Provided support to the Mayor, Mayor Pro Tem and Councilmembers, together with the City
Manager. Additionally, due to a prolonged absence of an office assistant in the City Clerk's office,
staff also assisted the City Clerk's Department in customer service, answering phones, registering
Golf Club participants, handling mail, and preparing Council packet books.
• Provided significant staff support for the Personnel Officer in numerous areas of personnel functions,
including: program planning, record keeping, evaluations, salary information, employment
announcements, correspondence, advertising, recruitments, scheduling and orientations processing,
examination skills-testing measurement, and policy updates.
• Administered 23 fixed charge districts that provided significant income to various funds. Staff also
monitored many special funds, such as landscaped median islands and park maintenance, for possible
funding shortfalls and future Proposition Z 18 elections, administered Community Facilities District
No. 1 and continued to work toward a solution to simplify administration, including billing and
collections, for Community Facilities District No. 2.
• Monitored and implemented changes to the HIPAA (Health Insurance Portability and Accountability
Act of 1996) program as new federal guidelines were made available. HIPAA is intended to assure
employee portability of health coverage and provide increased security and privacy of protected
health care information. The City's practices meet HIPAA requirements.
• Administered COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985) which is
intended to ensure that individuals who may lose their City medical coverage are informed about
their ability to continue their coverage. New regulations that went into effect, in January 2004,
required changes to all required notices and letters as well as new requirements which have been
added to the City's program. Staff completed necessary training to comply with additional
requirements.
• Administered the Special Assistance Funds (SAF) Program, which provided a wide variety of
contracted services of interest to the community's residents. SAF in the amount of $263,000 were
awarded to service providers in October, 2003.
• Performed contract management for all departments by reviewing all contracts and agreements to
ensure consistency and accuracy prior to execution. Staff also updated standard operating procedures
for all City operations, including the Redevelopment Agency and Housing Authority, with regard to
contract administration and continued to review and revise contract and agreement templates for the
system where templates are centrally located and requested through the Contract Specialist for use.
Contract management software options were extensively studied, with Great Minds Software
selected and approved for funding by the City Council. Initial training was conducted and a staff
user's group established.
• Participated in the May 20, 2004, Emergency Assessment Team exercise at the Emergency
Operations Center located at the Annenberg Center. Staff of both EMC and the City made progress
in ordering and installing necessary equipment. Written procedures were developed for future
hands-on training.
• Served as liaison and provided support for the Community Parks and Recreation Commission
which included: 1 } Production of the Third Annual Art Affaire, in partnership with the Rancho
Mirage Chamber of Commerce, in November 2003 at Whitewater Park, with an estimated attendance
of 10,000; and 2) assessed community needs and completed two years of work on the prelinunary
76
CITY OF RAhC O f~IRAGE
~ ~
FUND 101 GENERAL FUND
DEPARTMENT ADMINISTRATION
PROGRAM 1300 CITY MANAGERJMANAGEMENT SERVICES
PROGRAM DESCRIPTION
The City Manager provides professional leadership in the management of the. City and the execution of the
City Council's policies. Presenting information and recommendations to enable the City Council to make
decisions on matters of policy, the City Manager is then responsible for the coordinated management of the
diverse operations and services provided by the City staff, contractors and consultants pursuant to those
policies established by the City Council.
The City Manager serves as an advisor to the City Council on matters of finance, resource allocation, public
administration and the future needs of the community. Additionally, the City Manager serves as the
principal liaison between elected officials and City staff, ensuring that objectives, schedules and procedures
are in place to accomplish the work programs established by City Council.
The City Manager serves as:
The Executive Director of the Redevelopment Agency. In this capacity, the City Manager is
responsible for the implementation of redevelopment programs and economic development activities
in accordance with approved plans and policies of the Board of Directors of the Agency (City
Council). The City Manager submits alternative proposals on a broad range of policy matters,
together with the advantages and disadvantages of each proposal, that affect the community's
economic base and its financial future. Please refer to the Redevelopment Agency's budget for
specific details, including goals and objectives.
The Executive Director of the Housing Authority. Each jurisdiction in California is charged with the
responsibility of providing a range of housing that meets the needs of very low, low and moderate-
income households, as well as seniors, families and large families. The Housing Authority was
established to fulfill this obligation. The City Council acts as the Board of Directors of the Authority;
the City Manager is responsible for fulfilling the expectations of the Board as set forth in the City's
"Housing Element" and other approved plans. Please refer to the budget of the Housing Authority
for detailed information.
The City Treasurer. In this capacity, the City Manager is responsible for ensuring investments are
completed in accordance with the City Council's approved "Investment Policies."
The Management Services Department provides oversight, coordination and project management for
general government services, mandated and special programs and regional planning and implementation
activities. Intergovernmental programs and projects are also managed through this Department, as well as
community information and public relations. The Department undertakes and completes or coordinates
special projects that span several departments or involve other agencies or organizations. The Department
also provides executive assistance to the City Council and the City Manager, as well as serving as liaison to
several commissions and committees.
75
design of a community park with a possible Family YMCA of the Desert recreation facility on City-
owned property near Monterey Marketplace. (More details may be found in the Special Programs
section of the Budget (7100)).
• Served as the liaison and support for the Health and Medical Welfare Commission which, in
addition to holding monthly meetings, hosted eight public forums in several locations throughout the
City to determine concerns of the citizens relative to health care and the health care system. The
Commission presented their findings to the City Council in a special report providing a basis for
developing a work program and undertaking special proj ects to address the needs of the community.
• Successfully applied for, and received approval of, four State Parks Grants totaling $402,455. The
grants may only be used for acquisition and/or construction costs and are available to facilitate a
major restroom remodel at whitewater Park and update signage at several parks in the City.
• Provided staff support during negotiations for the sale of City-owned property at Sunny Lane and
Palm View Drive.
• Successfully applied for, and received approval of, a South Coast Air Quality Management District
Grant in the amount of $50,000 to be used to offset the costs of purchasing four new alternative fuel
trucks for the City's fleet which replaced older gasoline vehicles.
• worked with the City's redistricting consultant to prepare statistics and alternative options for
boundary changes for Council consideration. Served as staff support to the Amend Charter to
Eliminate District Boundaries Subcommittee (established by Council in October 2003) to review
and prepare language for consideration by voters at the Apri113, 2004, regular municipal election to
eliminate Councilmanic district boundaries (and thus residency-in-district requirement). In April
2004, the voters overwhelmingly supported abolishing Councilmanic districts. All members of
Council will be elected byCity-wide votes henceforth.
• Provided significant support to several regional efforts including: 1) the Coachella Valley Animal
Campus project which began construction in June 2004; 2) the joint efforts to develop and adopt a
uniform ordinance related to PM~o and increased levels of enforcement to bring the Valley into
compliance with National Ambient Air Quality Standards (NAAQS); and 3) the effort to once again
technically support a more active solid waste and recycling program on a regional basis.
• Monitored the remodel projects at the City's two fire stations. Station #50 underwent extensive work,
due to the age of the facility and several years of deferred maintenance, and an update to the
surrounding landscaping. The landscape materials comply with the City's newly adopted ordinance
on water conservation. Station #69 received an update to office equipment as well as repair to
damaged building materials in the restrooms.
• ~ Planned and/or coordinated several City events such as: 1) the Mayor's Luncheons in conjunction
with the Chamber of Commerce; 2) Commissioner Appreciation Luncheon in April 2004; 3)
Employee Appreciation Picnic in May 2004; and 4) Employee Recognition Service Awards and
Holiday Event in December 2004.
• Administered several special events in the City such as: 1) the Tour-de Palm Springs; 2) fireworks
displays; and 3) filminglphotography permit processing.
• Completed a new Holiday Decoration Program for City Hall.
• Monitored the Bighorn Safety Fence ensuring that any required repairs or modifications were
completed without delay in order to maintain the fence's effectiveness.
77
• Provided support services in acquiring appraisals and easements for the Bump & Grind Trail.
• Coordinated several projects at City Hall, such as the improved access project at doors near front
reception area at City Hall and reversing restroom doors to prevent opening into the hallway between
the Planning and Building & Safety Divisions.
• Administered the Rancho Mirage City Golf Club contract. The second year of the program officially
began on November 12, 2003, and staff prepared thematic program advertisements, posters,
membership cards, applications and member logo gifts.
• Organized a team of staff volunteers to work on a golf cart entry for the fifth annual Palm Desert
Golf Cart Parade in November 2003, and won the "MAYOR'S TROPHY" for the fifth year in a row.
• Hosted an information booth at the February 2004 Rancho Mirage Business Expo and was winner of
the "Most Informative Display" at the well-attended event.
• Funded, in conjunction with the City of Palm Desert, the 4~h of July fireworks and concert, an
extremely popular and well-attended event at Civic Center Park in Palm Desert. Also sponsored
Riverside County Fair and National Date Festival attended by many residents and guests.
• Provided ongoing staff representation and support for the following CVAG committees: 1)
Executive; 2} Technical Advisory; 3) Animal Campus; 4) Energy & Environmental Resources; and
5) Human & Community Resources Committees. Also provided support for three or four technical
working groups.
• Provided ongoing staff representation and support for the following: 1) The Bighorn Institute; 2)
Cove Communities Services Commission; 3) SunLine Transit Agency Board; 4) Tribal Alliance of
Sovereign Indian Nation's Community Benefit Committee; and others as needed.
• Served as staff support for the Art in Public Places Subcommittee (established by Council in July
2002} to establish guidelines for a public art program in the City, compiled information and
conducted a tour of public art in other Valley cities.
• Served as staff support for the Benefits and Compensation Subcommittee (established by Council
in June 2003) to provide general support and gathered information to study overall benefit and
compensation package.
• Served as staff support for the Budget Subcommittee (established by Council in April 2004) to
meet with City Manager and Deparhnent Directors to review information related to the FY 2003-04
estimated end-of-year budget and adjustments to FY 2004-OS approved budget.
• Served as staff support to the Chamber of Commerce Subcommittee (established by Council in
May 2004} to coordinate monthly with members of the Board of Directors of the Chamber of
Commerce and the Chamber's Executive Director related to services provided to the City by the
Chamber.
• Served as staff support for the Community Recreation Facility (Monterey Park/Family Y)
Subcommittee, (established by joint meeting of Council & Parks Commission in April 2003) to
work with the YMCA to explore the feasibility of a recreational facility.
• Served as staff support and coordinated events for the McCallum Theatre Subcommittee
(established by Council in November 2002) to provide direction in implementing funding agreement
with the McCallum Theater. Coordinated City's publicity for two events: It's Magic! Rancho Mirage
78
Magic at the McCallum in November, 2003 and the Emmett Kelly, Jr. Circus in May, 2004. Both of
these matinee events were focused on family-oriented entertainment and were well attended.
• Served as staff support for the Municipalization of Electric Utility Subcommittee (established by
Council in June 2002) to monitor activities of other jurisdictions in the Valley and State and review
legislation, such as AB2006, to forward recommendation to City Council.
• Served as staff support for the Rancho Palms Funding Subcommittee (established by Council in
December 2003) to study and make a recommendation to the Housing Authority Board regarding
the Rancho Palms Mobilehome Community funding request.
FY 2004-OS ACCOMPLISHMENTS
• Provided support and participated in the City's Assessment Team exercises and training at the
Emergency Operations Center at the Annenberg Center for Health Sciences.
• Continued to monitor and implement changes to the HIPAA (Health Insurance Portability and
Accountability Act of 1996) program as new federal guidelines became available. HIPAA is
intended to assure employee portability of health coverage and provide increased security and
privacy of protected health care information. The City's practices meet HIPAA requirements.
• Staff revised the City's employee-related program for COBRA (Consolidated Omnibus Budget
Reconciliation Act of 1985}, established to ensure individuals who lose City medical coverage due
to retirement or termination of employment will be entitled to continuation coverage. Department of
Labor regulations, issued in November 2004, required revisions to the program's standard
documents and the creation of new notices to meet new noticing requirements. The deadline to
implement the new federal regulations was January 19, 2005. New state laws related to Cal COBRA
took effect January 1, 2005. Staff completed necessary training to comply with program
administrative requirements and made all required changes to City documents.
• Administered the Special Assistance Funds {SAF) Program, which provides a wide variety of
contracted services of interest to the community's residents. SAF in the amount of $150,000 were
awarded to service providers.
• Coordinated acommunity-wide Community Blood Drive with the Community Blood Bank. The
event was held at City Hall in January 2005.
• Provided contract management for all departments by reviewing all contracts and agreements to
ensure consistency and accuracy prior to execution. Also continued updating standard operating
procedures for all City, Redevelopment Agency and Housing Authority operations with regard to
contract administration and continued to review and revise contract and agreement templates for the
system where templates are centrally located.
• Served as liaison and provided support to the Health and Medical Welfare Commission which
met monthly and formed subcommittees to work on specific topics of interest and concern, such as:
1) Television Show Project; 2) Urgent Care Project, and 3} Cardio-Pulmonary Resuscitationl
Automated External Defibrillation (CPR/AED) Project. Provided ongoing assistance as they
developed and implemented a concept for a community health information television program
called "Help for Health" to be taped and shown on public access television. Two shows each month
will feature invited guest speakers who will make a presentation on a specific topic of interest as
determined by the Commission.
79
• Served as liaison and provided support for the Community Parks and Recreation Commission which
included, but was not limited to: 1) Production of the Fourth Annual Art Affaire in November 2004 at
Whitewater Park with an attendance of 10,000 to 15,000; and 2) working with a team of design professionals
to design and build new restroom and storage facilities at Whitewater Park.
• Monitored progress on the development of property formerly owned by the City. The development of the
former park site at Sunny Lane and Palm View Drive will include 13 homes, open space and onsite drainage
facilities in the form of a retention basin.
• Coordinated the purchase and disposal of City fleet vehicles. Three new CNG trucks were purchased using
grants from South Coast Air Quality Management District. The City disposed of eight surplus trucks and one
travel trailer. Four of the trucks were destroyed to meet AQMD grant requirements, and credit for the weights
of the recycled vehicles were applied to the City's waste diversion tonnage. Four of the trucks, one van and
the travel trailer were donated to local charities, including Father Joe's Villages, Desert Academy of the Arts,
and the Ranch.
• Coordinated a December 2004 open house for the City Council at Fire Station #50 as a result of the
remodeling projects at both of the City's two fire stations.
• Provided support to the Coachella Valley Animal Campus Commission in exploring language for ordinances,
service agreements and similar documents.
• Administered several activities with the YMCA Child Enrichment Center which included: 1 }working with a
team of construction professionals to repair the interior and exterior of the Child Enrichment Center's
modular building; 2}participating in a special "Christmas in July" party and tour at City Hall which was held
for students enrolled in the Center's summer program on July 30, 2004; and 3) collecting and contributing
two larges boxes of toys for "Christmas in July."
• Administered the City's Golf Cart Transportation Plan and provided public education materials including
targeted information for local golf cart dealers. Issued approximately 40 golf cart permits in Calendar Year
2004.
• Monitored the Bighorn Safety Fence Project and ensured that any required repairs or modifications were
completed without delay in order to maintain the effectiveness of the barrier.
• Monitored all Tribal Alliance of Sovereign Indian Nations (TASIN) activities to ensure that the City's
interests were represented.
• Provided support services in the City's efforts to acquire easements for the Bump & Grind Trail.
• Implemented the Rancho Mirage City Golf Club Contract. The program continued to draw an increased
number of members than over previous years. As of March 1, 2005, 6b5 cards had been issued. The
increasing Golf Club members reflect an increasing population, particularly of retirees, in the community.
Coordinated publicity and other details, including gifts for the Annual Championship Tournament held in
December 2004.
• Facilitated numerous requests for information and photos. Assisted in preparing packets of information,
speeches, displays and visual presentations. Coordinated appreciation luncheon for City commissioners,
service award programs and employee events. Arranged for and directed photography session featuring the
Council and other significant events. Collected and scanned new and old photos held in the City's collection
onto the City's network for electronic storage and easy accessibility for various projects.
• Funded, in conjunction with the City of Palm Desert, the 4`" of July fireworks and concert, an extremely
80
popular and well-attended event at Civic Center Park in Palm Desert. Also sponsored Riverside County Fair
and National Date Festival, another popular event for families and guests in the valley.
• Provided ongoing staff representation and support for the following CVAG committees: 1) Executive; 2)
Technical Advisory; 3) Animal Campus; 4) Energy & Environmental Resources; and 5) Human &
Community Resources Committees. Also provided support for three or four technical working groups.
• Provided ongoing staff representation and support for the following: 1) The Bighorn Institute; 2) Cove
Communities Services Commission; 3) SunLine Transit Agency Board; 4} Tribal Alliance of Sovereign
Indian Nation's Community Benefit Committee; and others as needed.
• Served as staff support for the Art in Public Places Subcommittee (established by Council in July 2002) to
establish guidelines for a public art program in the City. Due to a lack of available time and numerous other
high priority projects, this Subcommittee did not meet in FY 2004.05.
• Served as staff support to the Chamber of Commerce Subcommittee (established by Council in May 2004)
to coordinate monthly with members of the Board of Directors of the Chamber of Commerce and the
Chamber's Executive Director related to services provided to the City by the Chamber.
• Served as staff support for the Community Recreation Facility (Monterey Park/Family Y) Finance
Subcommittee, (established by joint meeting of Council & Parks Commission in April 2003) to work with
the YMCA to explore the feasibility of a recreational facility.
• Provided staff support to the Golf Club Subcommittee, established by Council, for the program that was
implemented January 2003, to reconvene periodically to consider program modifications, terms and
conditions of contract with provider, fees charged, etc., based on program experience.
• Served as staff support and coordinated City publicity for events for the McCallum Theatre Subcommittee
(established by Council in November 2002) and provided direction in implementing funding agreement with
the McCallum Theater. Publicized two events: The Rancho Mirage Family Circus in April 2005 and the
Fred Garbo Inflatable Theatre Company in June 2005. Both of these matinee events were focused on family-
orientedentertainment and were well attended.
• Participated in the Section 31 Subcommittee (established by Council in September 2004} to meet and
consider terms and conditions of development agreement between City and property owners of Section 31
(the last large piece of undeveloped land in City) for Council's consideration at a later date.
• Served as liaison and provided support for the Sister Cities Program Subcommittee (established by
Council in June 2004} to investigate procedures necessary to establish a sister city relationship. Due to a lack
of available time and numerous other higher priority projects, this Subcommittee did not meet In FY 2004-
05.
• Provided staff support to the Solid WastelRecycling Subcommittee (established by Council in June 2004}
to meet on an as-needed basis to discuss issues related to solid waste and recycling.
• Served as support for the Westin Vacation Club-2nd Project Subcommittee (established September 2004}
to discuss terms and conditions of development agreement between City and developer of a second timeshare
project for Council's consideration at a later date.
• Served as support for the Special Assistance Funds Subcommittee (established by Council in July 2002} to
thoroughly review and evaluate applications based on criteria stated in guidelines and make recommendation
to Council.
81
• Participated in the Hotel Marketing Subcommittee (established by Council in January 2005) to develop
a theme for Rancho Mirage tourism; create an effective and user-friendly vehicle to market Rancho
Mirage tourism opportunities via the Internet; pursue group marketing of Rancho Mirage tourism; and
promote Rancho Mirage hotels as a place to hold conferences, business meetings, and other special
events.
• Participated in Ten Year Projection Subcommittee (established during FY 20o4-OS budget meetings}
to review and recommend underlying assumptions for Ten Year Projections, including how data is
gathered, reported and interpreted and impact on the Ten Year model.
• Assisted other Council subcommittees with significant and longer-term projects, including the expansion
of the Agua Caliente Band of Cahuilla Indians' casino which borders Rancho Mirage and the
establishment of a new Community Facilities District.
GOALS AND OBJECTIVES
FY 2005-06
• Continue to implement the funding agreement with the McCallum Theatre by promoting Rancho Mirage
events.
• Continue to assist Council subcommittees as needed, including keeping membership list current for all
subcommittees.
• Continue to oversee the implementation of HIPAA (Health Insurance Portability and Accountability Act
of 1996) that is intended to ensure all private health care information is handled appropriately.
• Continue to administer COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985} and update
City programs as needed to reflect new regulations and guidance from federal agencies. COBRA ensures
that individuals who may lose their City medical coverage are informed about their ability to continue
their coverage.
• Continue to administer Special Assistance Funds (SAF) Program, which provides a wide variety of
contracted services of interest to the community's residents.
• Continue to provide contract management support for all departments by reviewing all contracts and
agreements to ensure consistency and accuracy prior to execution. Monitor contracts and agreements and
continue to review and revise templates for the system where templates are centrally located. Respond to
concerns and issues related to new State laws, court cases, etc. by updating language and coordinating
with the City Attorney's office.
• Complete all work needed at whitewater Park to provide new restrooms, maintenance storage area and
address all issues related to access under the provisions of the Americans with Disabilities Act.
• Expand Golf Cart Program trail system to include additional routes made possible by new development
and building activity. Update golf cart trails map to show added trails.
• Develop and implement a monument sign program at Whitewater Park that will also address the needs of
the Historic Preservation Commission by providing a facility for a recognition plaque for the historic
house known as Ranchito Chiquito.
• Develop and implement a monument sign program at Magnesia Falls Neighborhood Park.
82
• Continue to monitor developments in the area of alternative fuels technology and insure all fleet purchases
are made in compliance with SCAQMD Rule 1190. Apply for and utilize grants when possible to help
offset the costs associated with purchasing alternative fuel vehicles. Comply with all grant requirements to
secure reimbursements following purchases.
• Complete the formation of a new Communities Facilities District (CFD No. 3} and implement the process
to levy special taxes as required by ordinance and resolufiions.
• Develop vehicle replacement policy basic specifications and longer-term budget and manage purchasing
process. Also develop a policy for surplusing of vehicles when no longer of utility to City or Housing
Authority.
• Monitor the Bighorn Safety Fence Project and ensure any required repairs or modifications are completed
without delay in order to maintain the fence's effectiveness.
• Contract with Riverside County for Animal Control Field Services in conjunction with the new animal
campus, which is providing shelter. Assist in directing the transition of animals in the care of another
vendor into the new campus shelter. Prepare comprehensive brochure of new services available to
residents.
• Monitor all TASIN (Tribal Alliance of Sovereign Indian Nations) ~ activities to ensure that the City's
interests are represented.
• Provide support services in acquiring a parking area for the Bump & Grind Trail, if so directed by the City
Council.
• Continue to offer a $10 per week reduction in fees for Rancho Mirage residents and City/RDA/Housing
Authority employees at the Child Enrichment Centex. Monitor the YMCA Child Enrichment Center's
Summer 2005 Program. Maintain close relationship with the Center by encouraging employees to donate
games and toys once a year to the Center.
• Continue to assist the Community Parks and Recreation Commission with the planning and presentation of
the Fifth Annual Art Affaire at Whitewater Park (November 5 and 6, 2005).
• Continue to work with and provide information to the YMCA as they solicit funding for a regional YMCA
fitness and recreation complex at the Monterey Park site. Solicitation period ends December 3 1, 2005.
• Continue to register residents as members of the Golf Club for Rancho Mirage residents, issue
identification cards, and plan for a Golf Club Championship in the spring of 2006. Continue to implement
the contract for services and evaluate need for any changes or expansion in services.
Work with the Health and Medical Welfare Commission to plan, produce and present bi-weekly "Help for
Health" television shows on public access television. Each show will focus on a specific topic and will
include a guest speaker who is knowledgeable in the topic presented. Continue development of specific
projects that will address issues identified by the Health and Medical Welfare Commission. These will
relate generally to the accessibility of health care in the community, and may include specific topics such
as expanded urgent care, CPR and AED training and making more health care information available.
• Prepare high quality, informational Red Imported Fire Ant (RIFA}brochure for the community.
• Update, analyze and present to Council the required study to adjust numerous processing fees charged by
the City, including legal fees now incurred by the City but that are not now recovered.
83
• Continue to administer the City's fixed charge districts; these districts represent a significant source of
revenue to offset the expenses of providing municipal services to residents and businesses.
• Continue to provide support to the Mayor and City Council, City Manager, Director of Administrative
Services and Personnel OfficerlEmergency Services Manager, in addition to the Director of Management
Services by: handling phone calls and correspondence, scheduling numerous meetings, meeting with
residents and business representatives to provide assistance, completing research and analysis and
compiling reports on a wide variety of topics, monitoring the status of various programs and projects and
numerous other tasks.
FY 2006-07
• Continue to implement the funding agreement with the McCallum Theatre by promoting Rancho Mirage
events.
.• Continue to assist City Council Subcommittees as necessary.
• Continue to oversee the implementation of HIPAA (Health Insurance Portability and Accountability Act
of 1996), which is intended to ensure all private health care information is handled appropriately.
• Continue to administer COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985} and update
City programs as needed to reflect new regulations and guidance from federal agencies. COBRA ensures
that individuals who may lose their City medical coverage are informed about their ability to continue
their coverage.
• Continue to provide contract management support for all departments by reviewing contracts and
agreements to ensure consistency and accuracy prior to execution. Monitor contract administration and
continue to review and revise contract and agreement templates.
• Continue to monitor developments in the area of alternative fuels technology and insure all fleet purchases
are made in compliance with SCAQMD Rule 1190. Apply for and utilize grants when possible to help
offset the costs associated with purchasing alternative fuel vehicles. Implement policies related to vehicle
replacement and surplusing.
• Continue to review golf cart paths (existing and proposed) and make appropriate recommendations to City
Council, related to additions or deletions.
• Administer grants received in previous years. Apply for and receive $150,000 in grants of monies to be
used for capital improvements or other programs and activities that advance the goals of the City.
• Monitor the Bighorn Safety Fence Project, ensure any required repairs or modifications are completed
without delay in order to maintain the fence's effectiveness.
• Monitor the operation of the new Coachella Valley Animal Campus shelter and Riverside County animal
control field services provided under contract to the City.
• Monitor all TASIN (Tribal Alliance of Sovereign Indian Nations) activities to ensure that the City's
interests are represented.
• Continue to administer the Special Assistance Funds (SAF) Program, which provides a wide variety of
contracted services of interest to the community's residents.
84
Restructure the City's Special Event Process. Work with other Coachella Valley cities to create a more
comprehensive multi jurisdictional approach to Valley-wide events.
Continue to offer a reduced weekly fee to Rancho Mirage residents for the YMCA Child Enrichment Center.
Continue to assist in the planning and presentation of the Sixth Annual Art Affaire at Whitewater Park.
If directed by the City Council, work with the YMCA to finalize design and begin bidding/construction
process for the regional YMCA fitness and recreation complex at Monterey Park.
Continue to register residents as members and issue identification cards for the Golf Club for Rancho Mirage
residents. Evaluate the need for any changes or expansion of the Golf Club.
• Upon the addition of a Management Analyst position, work with the Council Subcommittee on Art in Public
Places to prepare an implementation plan for the entire program, together with a detailed schedule and budget.
Work with Ric Johnson to place art in open space/retention basin located at the corner of Sunny Lane and
Palm View (land formerly owned by City will be developed for housing by Mr. Johnson).
Also upon the addition of a Management Analyst position, begin work with the Siste"r Cities Subcommittee to
join the National Sister Cities Organization and determine an appropriate focus and possible "Sister City" with
which Rancho Mirage can partner and present for consideration by City Council. Upon selection, develop
potential activities and a budget, together with a schedule to implement.
• Continue production of the bi-weekly "Help for Health" television show. Continue to develop specific
projects to meet the needs of the community.
Continue to administer the City's fixed charge districts; these districts represent a significant source of
revenue to offset the expenses of providing municipal services to residents and businesses.
Continue to provide support to the Mayor and City Council, City Manager, Director of Administrative
Services and Personnel Officer/Emergency Services Manager, in addition to the Director of Management
Services by: handling phone calls and correspondence, scheduling numerous meetings, meeting with residents
and business representatives to provide assistance, completing research and analysis and compiling reports on
a wide variety of topics, monitoring the status of various programs and projects and numerous other tasks.
EXPENDITURE SUMMARY
DEPARTMENTAL EXPENDTITIRE SUMMARY 2003/04 2004/05 2004/05 2005/06 2006/07
1300 CITY MAIIAGER/MANAGEMENTSERVlCES Actual Budget Estimate Budget Budget
Personnel 810,348 933,629 928,932 1,128,414 1,182,986
Operations & Maintenance 42,998 52,370 38,400 52,186 52,216
Capital 0 750 0 1,500 1,500
Total Expenditures 853,346 986,749 967,332 1,182,100 1,236,702
Change in Budget 19.80% 4.62%
$S
BUDGET HIGHLIGHTS
FY 2005-06
The significant increase in the City ManagerlManagement Services Departmental budget relates to additional
staff positions, an Office Assistant IH and a second Management Analyst. while the position of Office Assistant
III was approved by the City Council in FY 2004-05, the FY 2005-06 budget is the first full year of funding for
this position in Management Services. The addition of a second Management Analyst will implement several
projects that the City Council wishes to pursue. These include an Art in Public Places program and participation
in the Sister Cities program. It is anticipated that it will take approximately three months to fill this position,
therefore the FY 2005-06 budget reflects funding for only nine months. Please refer to more detailed comments
about the new positions under the Staffing Summary. when compared to the FY 2004-OS budget, 80% of the
$195,351 increase for FY 2005-06 relates to the OA III position now in Management Services and the additional
Management Analyst.
FY 2006-0~
The 4.62% increase reflects a full year of funding for the second Management Analyst as compared to only nine
months in FY 2005-06.
STAFFING SUMIITARY
Title/Ran~e Number
FY 04-OS FY OS-06 FY 06-07
Authorized Authorized Authorized
Positions Positions Positions
City Manager 1 1 1
Director of Management Services (45) 1 1 1
Management Analyst (36) 1 2 2
Contract Specialist (36) 1 1 1
Public Information Officer (34) 1 1 1
Executive Assistant (31) 2 2 2
Office Assistant III (24) 1 1 1
Total Positions 8 9 9
On January 20, 2005, the City Council authorized the addition of a permanent full-time Office Assistant III (OA
III) in the Management Services Department. For the prior 15 months, the services of a temporary personnel
agency had been utilized; due to the press of business, however, a permanent position was required. The OA III
position was filled in late Apri12005. Major tasks to be undertaken by this position include adminlstenng the
Golf Club program, scheduling meetings for City Council and the Directors of Management Services and
Administrative Services and periodically updating the "Resource Guide for Home Owner Associations" and
Emergency Operations Center manual, as well as assisting the City Council.
The second Management Analyst position will assist with two new programs that have been included in the
7100•Special Program budget. This position will provide support for the Art in Public Places program and the
Sister City program. Each of these programs is overseen by a City Council Subcommittee. FY 2005-06 will be
focused on developing the framework for these programs; the Art in Public Places program may move more
quickly as much of the initial background work is completed and actual purchase and placement of art is set for
FY 2006-07. In addition, this position will also provide backup for Special Events permitting and assist with the
Art Affaire, time permitting. The Art in Public Places and Sister Cities programs have been delayed for some
time; with the current and projected work program, an additional position is required to move these work items
forward.
86
EXPENDITOBE ACfMTY DETAIL
For fiscal Years
2005.06 anU 200b07
Ft1N1D 101 • GENERAL FUHD
DIVISION 1300 • CITY I-lANAGER/IyAHAGF,RENT SERVICES
Budget Budget
ACCT ACCOUNT JUSTIFICATION FOR FY 2005-06 FY 2006-07
N0. NAME STAFF REQUESTS AMOUNT AMOUNT
7100 Salaries - City Manager $ 169,229 $ 169,229
Full Time Director of Management Services 127,415 131,237
Management Analyst 85,073 85,073
Management Analyst (9 months for FY OS-06) 44,816 64,124
Contract Specialist 70,159 73,554
Public Information Officer 71,919 74,077
Executive Assistant 59,975 61,775
Executive Assistant 57,897 59,634
Office Assistant III 38.992 40.910
FY 04/05 BUDGET AMOUNT $ 641,620 TOTAL $ 725,475 $ 759,613
7120 Overtime Required overtime to complete high priority tasks. $ 2,000 $ 2,000
FY 04/05 BUDGET AMOUNT $ 3,500 TOTAL $ 2,000 $ 2,000
7200 Benefits Benefits paid by City including group insurance, retirement
and other benefits. $ 400,939 $ 421,373
FY 04/05 BUDGET AMOUNT a 288,509 TOTAL $ 400,939 $ 421,373
7400 ProfessionaU Financial and other professionaUtechnical consultants to
Technical complete specialized work or assist staff in assignments not
determined prior to start of fiscal year. $ 20,000 $ 20,000
FY 04/05 BUDGET AMOUNT ,$ 20,000 TOTAL $ 20,000. $ 20,000
7444 Temporary Agency Contingency in the event temporary help is required.
Services {Hourly rate $15.OOlhr.) Covers 2 weeks of vacation, illness,
jury duty, etc. $ 1,000 $ 1,000
FY 04/OS BUDGET AMOUNT $1,000 TOTAL $ 1,000 $ 1,000
7800 Mileage Reimbursement for job-related mileage. $ _ __500 _ $ _ _ 500
FY 04/05 BUDGET AMOUNT $ 700 TOTAL $ 500 $ 500
7803 Car Allowance For City Manager ($SOOlmonth) and Director of
Management Services ($3431rnonth) for use of personal
vehicles to attend meetings, seminars, conferences and the
like in the Coachella Valley. $ 10,116 $ 10,116
FY 04/05 BUDGET AMOUNT $ 9,600 TOTAL $ 10,116 $ 10,116
87
EXPENDII'OBE AC'fIV17'Y DETAII,
For FfsCel Yeats
2005.06 anU 200b07
FOND 101 • GENERAI, OOND
DIVISION 1300 • CITY MANAGER/MAHAGERENT SERVICES
Budget Budget
ACCT ACCOUNT JUSTIFICATION FOR FY 2005-06 FY 2006-07
N0. NAME STAFF REQUESTS AMOUNT AMOUNT
7806 Meetings & Travel 1) Annual City Manager's Conference $ 2,500 $ :2,500
2) Annual League of Cities 3,000 3,000
3) International City Manager's Conference 2,000 2,000
4) Seminars and technical classes,
including contract management and administration,
procurement benefit administration, COBRA, etc. 1,750 1,750
5) Monthly meetings or specially scheduled
meetings with officials from other cities and the County
to discuss common interests or special topics. 1,000 1,000
6) Meetings, conferences and workshops often
in conjunction with attendance by City Council, such as
BIA, Chamber of Commerce, Clean Cities and League
luncheonsldinners. 1,750 1,750
FY 04/OS BUDGET AMOUNTS 12,000 TOTAL $ 12,000 $ 12,000
7818 Dues & 1) Membership in International City Managers
Subscriptions Association (ICMA), or similar organization. $ 1,500 $ 1,500
2) City-County Communications and Marketing
Association (3CMA) and California Association of
Public Information Officials (CAPIO}. 500 500
3) American Society of Public Administration;
Municipal Risk Management Association;
Env~onmental Compliance Managers of California;
California Parks and Recreation Society; Public Works
Contract Administrators and similar groups 1,125 1,155
4) Subscriptions to: Western City (monthly};
EPA Journal; California Environmental Compliance
Monitor; risk management, insurance administration and
contract compliance and administration publications 945 945
FY 04/OS BUDGET AMOUNT $ 4,070 TOTAL $ 4,070 $ 4,100
7857 Training Classesl To be used as necessary. $ _ 1,000 $ 1,000
Seminars FY 04/05 BUDGET AMOUNTS 1,000 TOTAL $ 1,000 $ 1,000
8000 Supplies Miscellaneous office supplies, calendars, tapes, etc. $ - 2,500 $ ~__ 2,500
FY 04/OS BUDGET AMOUNT $ 2,500 TOTAL $ 2,500 $ 2,500
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6XPENDITOBE ACfIVITY DETAIL
FoI flstel Years
2005.06 anU 2906.07
Ft~(D 101 • GF~RAF HIND
DIVISION 1300 ~ CITY MANAGER/IKANAGF~N1 SERYIC~fi
Budget Budget
ACCT ACCOUNT JUSTIFICATION FOR FY 2005-06 FY 2006-07
N0. NAME STAFF REQUESTS AMOUNT AMOUNT
80I 2 Small Tools, 1) Chair mats, clocks, calculators, telephone
Furniture & headsets and other equipment $ 500 $ 500
Equipment 2) Other miscellaneous equipment as needed ____ 500 _ 500
FY 04/OS BUDGET AMOUNT $ I,S00 TOTAL $ 1,000 $ 1,000
8900 Furniture & Purchase of incidental equipment as necessary. $ 1,500 $ 1,500
Equipment FY 04/OS BUDGET AMOUNT ,S 150 TOTAL $ 1500 $ 1,500
DIVISION TOTAL $ 1,182,100 S 1,236,702
89
90
CITY OF RAnC O MIRAGE
~ ~
FUND 101 GENERAL FUND
DEPARTMENT CITY ATTORNEY
PROGRA~'I 1400
PROGRAM DESCRIPTION
The City Council is responsible for the selection and appointment of the City Attorney, a position that
undertakes highly complex administrative and legal work in providing counsel for the overall municipal
activities of the City, as well as the Redevelopment Agency, Housing Authority, Library and Joint Powers
Financing Authority. The City Council has determined that retaining the services of a law firm to act as
the City Attorney best meets the broad spectrum of needs of the organization. Through contracted
services provided by a law firm, a team of attorneys with general and specialized knowledge and
expertise, covering a broad range of governmental affairs, is the most effective and expeditious way to
achieve the objectives of the City Council at the present time.
The City Attorney provides legal advice to the City Council, Planning Commission and Mobilehome Fair
Practices Commission, as well as other Commissions and Boards of the City. On a periodic basis, every
third year, the City Attorney serves as general counsel to the Cove Communities Services Commission, a
Joint Powers Authority comprised of three cities that provide limited public safety, recreational and
senior center services to the residents and businesses of the City. The City Attorney also advises the City
Manager, City Clerk and Department Directors in matters of a legal nature; prepares and/or reviews
ordinances and resolutions, as well as other legal documents; enforces the City's ordinances; provides
legal opinions as requested by the City Council or City Manager, and is responsible for the appropriate
and efficient handling of the legal affairs, claims, suits, pleas and litigation involving the City,
Redevelopment Agency, Housing Authority, Library and Joint Powers Financing Authority, as directed
by the City Council or Boards of Directors.
FY 2003-04 ACCOMPLISHMENTS
• Consulted with the City Council on ordinances and resolutions and prepared the same as directed by
the City Council.
• Reviewed Municipal Code for internal inconsistencies or conflicts with state and federal statutes and/
or case law and prepared necessary changes in language as determined appropriate for consideration
by City Council.
• Consulted with Code Compliance staff to ensure proper procedures, enforcement mechanisms and
monetary fines were in place for purposes of enforcing the Municipal Code in such a manner that
compelled compliance and recovered costs of enforcement and/or abatement.
• Reviewed City's Bail Schedule to determine whether it accurately reflected current bails set forth in
the Municipal Code and filed the same with the courts for code enforcement prosecution.
• Consulted with all City Department Directors to determine their needs for ordinances or other legal
documents and provided legal advice as requested.
Conducted workshops for City Council, City Commissioners and staff regarding the Ralph M. Brown
91
Act, Political Reform Act and other state laws affecting their duties as City officials.
• Developed a legislative tracking system that provides the City Council and staff with up-to-date
information on various bills pending before the State Legislature or Governor that may impact the
City/RDA if adopted.
FY 2004-OS ACCOMPLISHMENTS
• Provided legal counsel to City Council, Planning Commission, Mobilehome Fair Practices
Commission, Housing Commission and the General Plan Advisory Committee (GPAC).
• Provided legal advice to Department Directors on specialized matters such as public records requests
and records management, tentative and final tract maps, historic preservation, and construction
agreements.
• Developed affordable housing covenants for the Bella Sera project; 90 units of 450 condominium
units will be affordable to moderate income households.
• Assisted in the preparation of development agreements and memorandums-of-understanding for
several proposed development projects.
• Handled litigation and claims against the City.
• Drafted ordinances and assisted City Clerk in updating the City's Municipal Code.
.GOALS AND OBJECTIVES
FY 2005-06
• Consult with the City Council on ordinances and resolutions and prepare the same as maybe directed
by the City Council.
• Review Municipal Code for internal inconsistencies or conflicts with new state and federal statutes
and/or case law and prepare necessary changes in language as determined appropriate for
consideration by City Council.
• Consult with Code Compliance staff to ensure proper procedures, enforcement mechanisms and
monetary fines are in place for purposes of enforcing the Municipal Code in such a manner that
compels compliance and recovers costs of enforcement and/or abatement.
• Consult with all City Department Directors to determine their needs for ordinances or other legal
documents and provide legal advice as requested.
• As requested, conduct workshops for City Council, City Commissioners and staff regarding the Ralph
M. Brown Act, Political Reform Act and other state laws affecting their duties as City officials.
• Upon direction from City Council, handle litigation as expeditiously as possible to minimize costs to
City.
FY 2006-07
• Consult with the City Council on ordinances or resolutions and prepare the same as may be directed
by the City Council.
92
• Review the Municipal Code to ensure consistency with new state and federal laws.
• Consult with Code Compliance staff to ensure consistent and timely enforcement of the City's
Municipal Code.
• Assist Department Directors in meeting their needs for ordinances, resolutions or other necessary
documents.
EXPENDITURE SUMMARY
D~PAR~YI'AL FXPF7~Il1~ SO~ARY 2003/04 2004105 2004105 2005/06 2006107
1400 UIY ATfORI~Y Actual Budget Estimate Budget Budget
Personnel 0 0 0 0 0
Operations & Maintenance 563,396 664,840 664,840 507,400 508,000
Capital 0 0 0 0 0
Total Expenditures 563,396 664,840 664,840 507,400 508,000
Change in Budget -23.68% 0.12%
BUDGET HIGHLIGHTS
FY 24Q5-06
• Budgeted expenditures for the preceding fiscal year (FY 2004-OS) totaled $664,840 for the General
Fund, or a total of 55% of all expenditures for legal services for the Housing Authority,
Redevelopment Agency, Library and City {grand total of $1,200,000). For FY 2005-06 the grand
total expenditures for all legal services is estimated at $900,000; this decrease of $300,000 represents
a more concerted effort to control costs, decreased time expected to be required for claims and
litigation filed against the City, RDA and Housing Authority and completion of a large back-log of
work. The $900,000 budget is provided for as follows:
of
Description Account Total Grand Total
- General Fund, City Attorney 1400-7400 $495,000 55%
-Housing Authority 280-7400 243,000 27%
-RDA (Whitewater Capital Projects Fund} 370-7400 81,000 9%
-RDA (Northside Capital Projects Fund) 372-7400 81,000 9%
The budgeted amount for legal services for FY 2005-06 is expected to decrease $157,400 (24.1%)
from FY 2004-05. Dues and subscriptions will remain the same at $12,400.
FY 2006-07
• A slight increase of $600 is included in Dues and Subscriptions with ProfessionaUTechnical
Consulting Services remaining at the same level.
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EXPENDITORE ACflYffi' DEfA1L
For fiscal Years
200506 entl 2006-07
FOHD 101 • G~HERAL FUND
DIVISION 1400 • ATY AY?ORHEY
Budget Budget
ACCT ACCOUNT NSTIFICATION FOR FY 2005-06 FY 2006-07
N0. NAME STAFF REQUESTS AMOUNT AMOUNT
7400 ProfessionaU Contracted services of law fum to provide counsel for the
Technical general municipal affairs of the City. Estimated at 55% of
total costs for legal services provided to City, Housing
Authority, Redevelopment Agency and Library ($900,000). $ 495,000 $ 495,000
FY 04/05 BUDGET AMOUNT $ 652,440 TOTAL $ 495,000 $ 495,000
7818 Dues & Memberships and periodicals to support City Council, City
Subscriptions Manager and Departmeat Directors, including membership
to access Lexis-Nexis services. $ 12,400 $ 13,000
FY 04/OS BUDGET AMOUNT $11,400 TOTAL $ 12,400 $ 13,000
~,
DIVISION TOTAI, S 507,400 $ 548,000
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