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HomeMy Public PortalAbout07 Administration and LegalADMINISTRATION AND LEGAL t _ ' ~ ~ ~~ YT ~, . n ~ ";,T; k~k. ~. . 4 ~~ ~~ ~ti .. Yom; . 5 ~ _ :.~ ~ ~{ ~ ~ ~~~ ~~ '.. '-yn a e~'' +. mo`t' y y '', ~ , '- -.yM'f.'~.. ~-- `, t' ~ r' 4'~ t ~5 ~ r ..v ~., CITY OF RAhC O MIRAGE ~ ~ 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. 68 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 88 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. 93 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 94