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Home My Public Portal About07 Administration & LegalADMINISTRATION AND LEGAL CITY OF RANCHO MIRAGE FUND 101 GENERAL FUND DEPARTMENT CITY CLERK PROGRAM 1200 PROGRAM DESCRIPTION The Rancho Mirage City Clerk's Office is committed to serving the needs of the community by:: • Working together with the City Council, City Manager and City staff to serve the community with willingness, openness and integrity. • Providing professional, quality and courteous customer service. • Promoting transparent government by ensuring the legislative process is open, inclusive and public. • Administering elections in a fair and impartial manner. • Providing innovative, easy access to complete and accurate public information. • Reporting and preserving the history and records of the City. Council Meetings The City Clerk's Office ensures public access to City Council meetings, coordinates the preparation and distribution of official Ciry Council agendas, legislative documents, and City Council minutes. Records Management The City Clerk is the custodian of all City records including ordinances, resolutions, minutes, agreements, election-related documents and many others. The City Clerk's Office strives for timely accumulation, secure preservation and easy access of all City records. Elections As the City's Election Official, it is the duty of the City Clerk to conduct legal, impartial and open municipal elections in accordance with the California Government and Elections Codes, the Rancho Mirage Municipal Code and the Political Reform Act. The City Clerk is the filing officer for Campaign Disclosure Statements, Statements of Economic Interest and other reports required by the Fair Political Practices Commission. Municipal Code The City Clerk's Office updates the Rancho Mirage .Municipal Code with recently adopted laws of the Ciry, keeps the Code current with monthly updates and makes it available to the public via the City's website. City Boards & Commissions The City Clerk's Office coordinates the recruitment process for all City Council appointed Boards and Commissions, produces a directory of contact information, conducts Commissioner Orientation and ensures commissions are compliant with open meeting laws, the Political Reform Act, the City's Conflict of Interest Code and State Ethics Laws. 63 Other Duties The City Clerk administers Oaths of Office, attests and seals official documents, processes City proclamations, receives and files petitions, appeals, claims and lawsuits against the City. The City Clerk also serves as Secretary to the Redevelopment Agency, Library Hoard, Community Services District, Housing Authority and Joint Powers Financing Authority Boards. ACCOMPLISHMENTS FY 2005-06 • Administered the ;April 2004 Municipal Election and conducted reorganization of City Council. Provided enhanced candidate information packets, public information and mailings. • Prepared and processed 4$ City Proclamations for City Council issuance. • Streamlined processing of public records requests and reduced burden on other City departments by processing all records requests through the City Clerk's Office. • Processed 170 requests for public records. • Consolidated 60 separate indexes and filing systems into one data index and program. • Worked with the Public Information Office to digitally image and electronically archive historic photos. • Identified, relocated and secured all vital records into the City's vault. • Converted aver 1,400 aperture cards, 125,000 microfilm cassette images and 45,000 paper records to electronic images, making those records available and searchable electronically. • Worked with staff to reorganize electronic images into a .more user-friendly format. FY 2006-07 • Created and introduced the City Commission Directory. • Administered Ethics Training as required by the State to ensure City compliance. • Updated the City's Conflict of Interest Code to reduce filing requirements of City Commissioners. • Recodified Municipal Code which included reorganizing material into like subjects, a legal review for compliance with current laws and an enhanced municipal code index. • Prepared and processed 67 City Proclamations for City Council issuance. • Updated the City's Records Retention Schedule. • Processed 140 requests for public records. ~4 • Expanded in-house scanning to accommodate large format maps, plans and drawings. • Conducted city-wide training sessions on the City's electronic image management software (Laserfiche}. • Developed and began a Comprehensive Physical Inventory Project, an audit of each inactive City record to ensure that all electropic and paper records are acca~.nted for and indexed and that electronic images match paper records. This project is imperative to .guarantee reliable records retrieval to better serve staff needs, respond to public records requests and to keep the City incompliance with retention guidelines. GOALS AND OBJECTIVES FY 2007-08 • Implement orientation program for new City Commissioners and Cauncilmembers. • Work with local cities and the County Registrar of Voters to improve election service standards in Rancho Mirage and the entire county. • Identify additional polling places and poll workers to serve in Rancho Mirage Elections. • Create a policy far issuance and presentation of proclamations and recognition awards. • Conduct city-wide training for processing Public Records Act Requests. • Continue Comprehensive Physical Inventory project at an accelerated pace by utilizing additional temporary personnel. Project completion is estimated at three years with five personnel working on the project on a full time basis. • Create standard procedures for processing City records, specifying storage methods, indexing standards and retention rules. • Upgrade and configure Electronic Records Management System software to improve web interface, offer more intuitive search capabilities, and be compatible with possible future city-wide systems such as Geographic Information System (GIS}, streaming video, automated permitting capabilities, electronic workflow processes and expanded web services. • Expand the City's Records Management Program to ensure recovery of active and inactive records in the event of a disaster. FY 2008-09 • Update the City's Conflict of Interest Code. • Increase public access to City government by exploring streanv.ng video broadcasts of City Council meetings, increased publication of City Council actions and offering more documents through the website in auser-friendly manner. • Ensure compliance with State Ethics Laws by providing ethics training and reporting. 65 EXPENDITURE SUMMARY DEPARTMENTAL EXPENDITURE SUMMARY 2005/06 2006/07 2006/07 2007/08 2008/09 1200 CITY CLERK Actual Budget Estimate Budget Budget Personnel 429,424 505,341 499,954 530,460. 567,801 Operations & Mairrtenance 244,181. 259,700 242,400 504,095 443,795 Capital 6,198 5,000 .5,000 5,000 5,000 Total Expenditures 679,803 770,041 747,354 1,039,555 1,016,596 % Change in Budget 35.00% -2.21% BUDGET HIGHLIGHTS FY 2007-08 • Increase in Temporary Agency Services in order to accelerate the Comprehensive Physical inventory Project. This project is an audit of each inactive record in the custody of the City. It involves ensuring that all electronic and paper records of the City are accounted for, indexed and that the electronic images match the paper records. This project is imperative to determine what's in the City's record inventory, to guarantee reliable and consistent records retrieval, to better serve staff needs, to accurately respond to public records requests and keep the City in camp~iance with, retention guidelines. The increase in Temporary Agency Services will provide for five personnel to be dedicated to this project full time. At this rate, project completion is estimated to take three years. • Increase in Election Services due to a regular municipal election in April 2008 and the County of Riverside's increased costs to provide election services. • Increase in Advertising/Publishinglue to increased valun~.e of publications and rising costs to publish. • Decrease in Supplies to mare accurately reflect past expenditures. FY 2008-09 • Decrease in Election Services as no elections are scheduled. 66 STAFFING SUMMARY FY 06-07 FY 07-08 FY 08-09 Authorized Authorized Authorized Title/Range Number Positions Positions Positions City Clerk 1 1 1 Deputy City Clerk (33) 1 1 1 Records Manager (33} 1 1 1 Records Management Coordinator (29) 1 1 1 Administrative Assistant (26) 1 1 1 Records Technician I (23) 1 1 1 Total Positions 6 6 6 67 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1200- CITY CLERK Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7100 Salaries - City Clerk................................................................................................91,019 93,935 Full Time Deputy City Clerk...................................................................................72,444 77,008 Records Manager..................................................................................63,637 68,964 Records Management Coordinator.....................................................51,666 55,988 Administrative Assistant.......................................................................42,263 45,797 Records Technician I.............................................................................37,767 40,930 FY 06/07 BUDGET AMOUNT $ 331,950 TOTAL 358,796 382,622 7200 Benefits Benefits paid by City including group insurance, retirement and other benefits.................................................................................171,664 185,179 FY 06/07 BUDGET AMOUNT $173,391 TOTAL 171,664 185,179 7400 Professional / City Clerk Administration: Technical Services and support far specialized projects ....................................10,000 10,000 Records Management: Services and consultation on Records Management........................ 25,000 25,000 FY06/07 BUDGET AMOUNT $ 25,000 TOTAL 35,000 35,000 7444 Temporary City Clerk Administration: Agency Services To provide staffing in absence of full time personnel due to vacation, illness, special projects, etc..............................................10,000 10,000 Records Management; Document scanning of city-wide records, includes new records and conversion of all inactive paper records.......................270,000 270,000 FY 06/07 BUDGET AMOUNT $150,000 TOTAL...............280,000 280,000 7633 Equipment City Clerk Administration: Maintenance Embossers, time stamp machine, label makers, specialty archive punch, etc........................................................................................500 500 Records Management: Maintenance of scanners, DVD equipment, and shredder.....................500 500 FY 06/07 BUDGET AMOUNT $1,000 TOTAL 1,000 1,000 7645 Storage Area Commercial Records Storage.................................................................1,500 1,500 Rental FY 06/07 BUDGET AMOUNT $1,500 TOTAL 1500 1,500 68 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1200- CITY CLERK Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7800 Mileage Reimbursement for job-related mileage.......................................1,000 1,000 FY 06/07 BUDGET AMOUNT $1,000 TOTAL 1,000 1,000 7803 Car Allowance For City Clerk ($650/month) for use of personal vehicle to attend meetings, seminars, conferences and the like in the Coachella Valley..............................................................................7,800 7,800 .. FY 06/07 BUDGET AMOUNT $ 6,900 TOTAL 7,800 7,800 7806 Meetings & City Clerk Administration: Travel 1) Annual League of California Cities.............................................2,000 2,000 2) Annual City Clerks Association of California Conference....................................................................................1,800 1,800 3) International Institute of Municipal Clerks...................................3,000 3,000 4) Annual New Laws & Election Seminar......................................1,500 1,500 5) Southern California City Clerk Meetings...................................1,500 1,500 6) Coachella Va11ey City Clerk Meetings........................................250 250 7) Travel to other development seminars......................................1,200 1,200 Records Management Administration: 1) Document Imaging Conference...................................................3,500 3,500 2) Association of Records Managers & Administrators National Conference...........................................4,000 4,000 3) Travel to other development seminars.......................................1,000 1,000 FY 06/07 BUDGET AMOUNT $13,000 TOTAL 19,750 19,750 7818 Dues & City Clerk Administration: Subscriptions 1) International Institute of Municipal Clerks.......................................375 375 2) City Clerk's Association of California........................................... 270 270 Records Management Administration: 1) American Records Management Association..............................300 300 2) Clther Subscriptions ........................................................................100 100 FY 06/07 BUDGET AMOUNT $ 800 TOTAL 1,045 1,045 7833 Elections City Clerk Administration: April 2008 General Municipal Election...........................................60,000 - FY 06/07 BUDGET AMOUNT $ 0 TOTAL 60,000 - 69 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1200- CITY CLERK Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7836 Ordinance City Clerk Administration: Codification Codiflcation of ordinances into Municipal Cade. Publication and supplementation of Municipal Code...............20,000 20,000 FY 06/07 BUDGET AMOUNT $ 18,000 TOTAL......................20,000 20,000 7839 Reproduction & City Clerk Administration: Printing 1) Commissioner Directoly, 3 full prints/year..............................5,000 5,040 2) Election Mailings...................................................................... 5,000 1,200 3) Election Candidate Packets....................................................1,500 - 4) Informational Brochures............................................................1,500 1,500 5) Miscellaneous printing needs...................................................1,500 1,500 Records Management: 1) Retention Schedule printing........................................................ 500 500 FY 06/07 BUDGET AMOUNT $ 5,000 TOTAL ...................15,000 9,700 7842 Advertising / City Clerk Administration: Publishing Ordinances, public hearing notices, agenda highlights, commissioner recruitment ..........................................................45,000 50,000 FY 06/07 BUDGET AMOUNT 20,000 TOTAL...................45,000 50,000 7857 Training Classes / Local technical seminars...............................................................6,000 6,000 Seminars FY 06/07 BUDGET AMOUNT 3,000 TOTAL....................6,000 6,000 8000 Supplies CIty Clerk Administration: Compact recording discs, reference materials, specialty supplies.............................................................................................4,000 4,000 Records Management: Archival books and paper, DVDs, reference materials, storage boxes, specialty supplies..................................................4,000 4,000 FY 06/07 BUDGET AMOUNT 12,000 8,000 8,000 8012 Small Tools, Mechanized embosser, time stamp machine, D~"D Furniture & player /r ecorder, miscellaneous equipment as needed..............3,000 3,000 Equipment FY 06/07 BUDGET AMOUNT 2,500 TOTAL 3,000 3,000 70 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1200- CITY CLERK Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 8900 Furniture & Miscellaneous furniture and equipment such as filing racks, Equipment furniture reconfigurations, shelving, etc..............................................5,000 5,000 FY 06/07 BUDGET AMOUNT $ 5,000 TOTAL 5,000 5,000 DIVISION TOTAL 1,039,555 1,016,596 71 CITY OF RANCHO MIRAGE CALIFORNIA Incorporated August 3, 197 72 CITY OF RANCHO MIRAGE FUND 101 GENERAL FUND DEPARTMENT ADMINISTRATION PROGRAM 1300 CITY MANAGER/MANAGEMENT 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 assist the City Council in making decisions on matters of policy, the City Manager is then responsible for the coordinated management of the diverse operations and services provided by 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 provides information and 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, for seniors, families and Iarge 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 Housing Authority budget section 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 the public information and community relations program. 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 and staff support for several commissions and committees. In FY 2006-07, the Human Resource Manager [formerly the Personnel Officer] was transferred from the Administrative Services Department to this Department; this move was completed to establish a more direct line of authority between the City Manager and the Human Resource Manager. The Human Resource Manager is responsible for the implementation of a comprehensive system of personnel administration that assists the 73 Organization in achieving established goals and objectives. Activities range from coordinating with Department Directors on staffing needs and desired qualifications required for various positions, preparing advertisements and determining suitable publications in order to fill vacancies, screening and interviewing candidates to providing support to the City Manager during negotiations with employee associations. ACCOMPLISHMENTS FY 2005-06 • Provided support services to the Mayor, Mayor Pro Tem and Councilmembers, together with the City Manager, Directors of Management Services and Administrative Services, the Economic Development Director and Human Resource Manager. • Administered the Special Assistance Funds (SAF) Program, which provided a wide variety of contracted services of interest, through non-profit organizations, to the community's residents. Special Assistance Funds in the amount of $142,589 were awarded to service providers. • Performed contract administration far all departments by reviewing 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 .initiation and execution. • Served as liaison and provided support for the following Corxrmissions: 1) Community Parks and Recreation Commission; and 2) Health and Medical welfare Commission • Planned andlor coordinated several City events such as: 1) the Mayor's Luncheon in conjunction with the Chamber of Commerce; 2) Commissioner Appreciation Luncheon in April 2006; 4) Employee Recognition Service Awards and Holiday Event in December 2005; and 5) Mayor far the Day (hosting a local school student as Honorary Mayor). • Administered the Rancho Mirage City Golf Club contract. The fourth year of the program officially began on November 16, 2005. Staff prepared thematic program advertisements, posters, membership cards and applications, purchased member logo gifts and issued identification cards. • Participated, in conjunction with the City of Palm Desert, in planning for the 4th of July fireworks and concert, an extremely popular and well-attended event at Civic Center Park in Palm Desert. Also sponsored the Riverside County Fair and National Date Festival attended by many residents and visitors. • Provided ongoing staff representation and support for the following Coachella Valley Association of Governments (CVAG) committees: 1) Executive; 2} Technical Advisory; 3) Energy & Environmental Resources; 4} Human & Community Resources; and 5) Public Safety. Also provided support for three or four technical working groups. • Provided ongoing staff support and monitoring 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. • Provided staff support andlar participated in the fallowing Subcomrnittees: 1) Art in Public Places Subcommittee; 2) Chamber of Commerce Subcorr~ttee; 3) Community Recreation Facility (YMCA) Subcommittee; 4} Former Library Potential Reuse Subcommittee; 5) Golf Club Subcommittee; 6) Hotel 74 Marketing & Tourism Subcarr~mittee; 7}McCallum Theatre Subconr-~nittee; 8}Sister City Subcommittee; 9) Solid Waste/Recycling Subcommittee; 10} Special Assistance Funds Subcommittee; and 11} Sphere of Influence (SOI) Subcommittee. • Provided support to the Human Resource Manager related to human resources function, including hiring (33 new City and Library employees), termination, Workers' Compensation, retirement, labor relations and employee safety. Provided significant staff support in numerous other areas, including program planning, record keeping, employee evaluations, salary .information and comparisons, employment announcements and advertising, correspondence, recruitments, scheduling and orientations processing, examination skills- testingmeasurements, and policy updates. • Coordinated the annual Flu Vaccination Program for hundreds of residents, volunteers and staff. FY 2006~-07 • Provided support to the Mayor, Mayor Pro Tem and Councilmembers, together with the City Manager, Directors of Management Services, Administrative Services and Economic Development, the Human Resource Manager, Emergency Services Coordinator and Information Services Manager. • Administered the Special Assistance Funds (SAF) Program, which provided a wide variety of contracted services of interest, through non-profit organizations, to the community's residents. Special Assistance Funds in the amount of $149,900 were awarded to service providers. • Performed contract administration far all departments by reviewing contracts and agreements to ensure consistency and accuracy prior to execution. • Administered the Rancho Mirage City Golf Club contract. The fifth year of the program officially began an November 16, 2006. Staff prepared thematic program advertisements, posters, membership cards and applications, purchased member logo gifts and issued identification cards. • Served as liaison and/or provided support for the following commissions: 1) Community Parks and Recreation Commission; 2) Health and Medical Welfare Commission; 3} Speakers Series Commission; and 4}Community Emergency Preparedness Commission. • Provided staff support and/or participated in the following Subcamrnittees: 1) Art in Public Places Subcommittee; 2) Chamber of Commerce Subcommittee; 3} Community Recreation Facility YMCA) Subcommittee; 4) Former Library Potential Reuse Subcommittee; 5} Golf Club Subcommittee; 6} Hotel Marketing & Tourism Subcommittee; 7) McCallum Theatre Subcommittee; $} Sister City Subcommittee; 9} Solid Waste/Recycling Subcommittee; 10) Special .Assistance Funds Subcommittee; 11) Sphere of Influence ~(SOI) Subcommittee; 12} Agua Caliente Band of Cahuilla Indians Tribal Relations Council Subcommittee; l3}Section 31 Subcommittee; l4} Section 19 Subcommittee; and 15} Subcommittee related to proposed new high school north of Ramon Road. • Provided support to the Human Resource Manager related to human resources, including hiring (22 new City and Library employees), termination, Workers' Compensation, retirement, labor relations and employee safety. Provided significant staff support in numerous other areas, including: program planning, record keeping, employee evaluations, salary information and studies, employment announcements and advertising, correspondence, recruitments, scheduling and orientations processing, examination skills- testing measurements, and policy updates. 75 • Coordinated annual United way Campaign events and activities which led to the City winning Campaign Trophy for highest per capita contributions among cries of the Coachella Valley. • Coordinated the Annual Flu Vaccination Program for hundreds of residents, volunteers and staff. GOALS AND OBJECTIVES FY 2007-08 • Continue to assist Mayor and City Council, Council subcommittees, and assigned Departmental Directors and Managers as needed. • Initiate discussion on long-term use of vacant land west of the Library. • Continue to administer Special Assistance Funds (SAFE Program, which provides a wide variety of contracted services of interest to the community's residents. • Continue to provide contract administration and support to all departments by reviewing contracts and agreements to ensure consistency and accuracy prior to execution. Monitor contracts and agreements and continue to review and revise templates incoordination with the City .Attorney. • Coordinate shelter services for animals with the City/County Shelter located in Thousand Palms. Prepare comprehensive brochures on new services available to residents, including licensing, pet adoption opportunities and "how-to" handle special situations, such as coyotes, as well as City-provided field services. • Continue to provide full range of human resources services, including recruitment and screening, new employee orientation, interpreting personnel policies, maintaining adequate records and reports as required by government agencies and the City, administering employee benefit plans and safety programs and providing information to the public on jab openings and requirements. Coordinate with employee associations, arrange for sexual harassment training and investigations as required and provide support to City Manager and Department Directors as needed related to termination, workers' Compensation and the like. • Coordinate the .preparation of an organization-wide, comprehensive "Classification and Compensation Study" to maintain and enhance the City's ability to attract and retain qualified personnel and ensure internal equity among positions. • Continue to coordinate annual United Way Campaign events and activities. FY 2008-09 • Continue to assist Mayor and City Council, Council subcamumittees, and assigned Departmental Directors and Managers as needed. • Continue to administer Special Assistance Funds (SAF) Program, which provides a wide variety of contracted services of interest to the community's residents. 76 • Continue to provide contract administration- and support to all departments by reviewing contracts and agreements to ensure consistency and accuracy prior to execution. Monitor contracts and agreements and continue to review and revise templates in coordination with the City Attorney. • Monitor budget and administer contract for animal shelter services. Continue to update comprehensive brochures on services available to residents. • Continue to provide the full range of human resources services, including recruitment and screening, new employee orientation, interpreting personnel policies, maintaining records and reports, administering benefit plans and providing information to the public on job openings. Coordinate with employee associations, arrange for on-going training and provide assistance to various .,.Departments as needed. • Implement the recently completed organization-wide, comprehensive "Classification and Compensation Study" • Continue to coordinate annual United way Campaign events and activities. EXPENDITURE SUMMARY DEPARTMENTAL EXPENDITURE SUMMARY 1300 CITY MANAGER / MANAGER SERVICES 2005/06 2006/07 2006/07 2007/0 2008/09 Actual Budget Estimate Budget Budget Personnel 1,071,915 1,442,201 1,409,969 1,506,047 1,644,970 Operations & Mairrtenance 42,515 90,532 85,750 177,740 124,740 Capital 217 1,500 . 1,500 9,000 4,500 Total Expenditures 1,114,647 1,534,233 1,497,219 1,692,787 1,774,210 % Change in Budget 10.33% 4.81% BUDGET HIGHLIGHTS: FY 2007-08 • FY 2005-06, two additional positions were shifted from the City Clerk's office to the Management Services Department: an Office Assistant II and Office Assistant III. These positions staff the front office area and provide reception. assistance to visitors to City Hall. In FY 2006-07, the Management Services office Assistant III position was reclassified as an Administrative Assistant, as a result of a higher level of responsibility for the City's Golf Club program and emergency preparedness functions. Also the Human Resource Manager was assigned to this Department in order to establish a more direct line of authority between the City Manager and the Human Resource Manager, the Human Resource Manager reports to the City Manager. Assistance to support human resources functions continues to be provided by the Department of Management Services. Shifting the three. positions noted above from one department to another has no net impact on the overall General Fund budget but did cause an increase in the Management Services budget in FY 2006-07 as compared to FY 2005-06. In FY 2007-08, reclassification of both an Executive Assistant to Management Services Coordinator and the Personnel Officer to Human Resource Manager 77 the FY 2007-08 budget.. Recruitment of a Management Analyst has been delayed with an expected start date in January 2008, when office space will likely be available at City Hall. • Included in FY 2007-08 is $50,000 in Account 7400 Professional / Technical Consulting Services for the preparation of an organization-wide, comprehensive "Classification and Compensation Study." It has been some time, about thirteen years, since such a study was completed. The completion of a "Classification and Compensation Study" accomplishes several important objectives: (1) analyzes the external competitiveness of the City and recommends actions to enhance the City's ability to attract and retain qualified personnel; (2) ensures internal equity so that positions in the City's organization are fairly valued in comparison to one another; (3) presents a legally defensible classification system that is consistent with the goals and objectives of the City Council and City Manager, is efficient to administer and provides flexibility to reward outstanding performance. • The shift of the Human Resource Manager has had a "ripple" effect throughout the Department's budget, increasing: Account 7400-Professional / Technical Consulting Services by $16,000 (excluding the $50,000 for the study outlined in the paragraph above}; 7800-Mileage; 7806-Meetings and Travel; 7818-Dues and Subscriptions; 7860-Recruitment by $32,000 to cover costs of recruitment (advertising}, reference checks, fingerprinting, physicals and the like; and 8900-Furniture and Equipment, Which includes $4,500 for fire- proof metal cabinets to protect personnel records. FY 2008-09 • The overall Departmental budget is increasing $81,423 or 4.81% over FY 2007-08. In a large part, this increase relates to salaries, as FY 2007-08 included only 6 months of salary for the Management Analyst position, an estimated cost-af-living adjustment of 3.6% and changes due to performance reviews, as well as benefits, related to the benefits package provided to employees, which again reflected only 6 months for the Management Analyst position in FY 2007-08. No new positions are proposed. • There are several areas of decrease: (1) Account 7400-Professional / Technical Consulting Services, a decrease of $54,500.. The "Classification and Compensation Study" was completed in FY 2007-08 and the cost of preparing individualized statements of total salary and all benefits for each employee has dropped as start-up costs have already been incurred. (2} Account 8900-Furniture and Equipment, a decrease of $4,500. Fire-proof metal cabinets are not required in FY 2008-09. • Other changes are insignificant ($1,000 increase in recruitment costs and $500 increase in supplies.) 78 STAFFING SUMMARY FY 06-07 FY 07-08 FY 08-09 Authorized Authorize Authorized Title/Range Number Positions Positions Positions City Manager ......................................................................................1 1 1 Director of Management Services (46)............................................1 1 1 Human Resource Manager (41)*......................................................0 1 1 Personnel Officer (39)*......................................................................1 0 0 Management Analyst (36).................................................................2 2 2 Contract Specialist (36)....................................................................1 1 1 Public Information Officer (34)..........................................................1 1 1 Management Services Coordinator (33).........................................0 1 1 Executive Assistant (31)....................................................................2 1 1 AdnlinistrativeAsistant (26)...............................................................1 1 1 Office Assistant III (24).......................................................................1 1 1 Office Assistant II (22)........................................................................1 1 1 Total Positions 12 12 12 *Reports to City Manager. 79 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1300 - CITY MANAGER / MANAGEMENT SERVICES Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7100 Salaries - City Manager.....................................................................................227,549 234,837 Full Time Director of Management Services..................................................157,981 163,041 Human Resource Manager..............................................................121,710 127,747 Management Analyst..........................................................................96,986 100,093 Management Analyst (6 months for FY 07-08)................................31,755 72,335 Contract Specialist.............................................................................80,303 6,750 Public Information Officer...................................................................86,988 90,787 Management Services Coordinator..................................................74,960 79,684 Executive Assistant.............................................................................72,543 77,116 Administrative Assistant.....................................................................43,234 46,854 Office Assistant III................................................................................41,792 45,294 Office Assistant II.................................................................................38.774 42.019 FY 06/07 BUDGET AMOUNT $1,017,095 TOTAL 1,074,575 1,166,557 7120 Overtime Required overtime to complete high priority tasks ............................2,000 2,000 FY 06/07 BUDGET AMOUNT $ 2,000 TOTAL 2,000 2,000 7200 Benefits Benefits paid by City including group insurance, retirement and other benefits...............................................................................429,472 476,413 FY 06/07 BUDGET AMOUNT $ 423,106 TOTAL...........429,472 476,413 7400 Professional / 1) Preparation of an organization-wide, comprehensive Technical "Classification and Compensation Study".....................................50,000 -- 2) Professional/technical services to complete specialized analysis and reports or assist staff in assignments not determined prior to start of fiscal year. May include property appraisals, tax and assessment district reports and the like...............................................................25,000 25,000 3) Preparation of individualized statement of total salary and all benefits for each employee...................................................6,000 1,500 4) Specialized consulting and legal assistance related to personnel activities......................................................................10,000 10,000 FY 06/07 BUDGET AMOUNT $ 20,000 TOTAL ..............91,000 36,500 80 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1300 - CITY MANAGER / MANAGEMENT SERVICES Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7444 Temporary Agency Contingency in the event temporary help is required. Services Covers absences of support staff due to vacation, illness, jury duty, etc. and requirements related to special projects and time-consumingtasks............................. 4,250 4,250 FY 06/07 BUDGET AMOUNT $ 3,000 TOTAL............. 4,250 4,250 7800 Mileage Reimbursement for job-related mileage...................................1,650 1,650 FY 06/07 BUDGET AMOUNT $ 500 TOTAL.............1,650 1,650 7803 Car Allowance For City Manager {$650/month) and Director of Management Services ($420/month) for use of personal vehicles to attend meetings, seminars, conferences and the like in the Coachella Valley. .....................................................12,840 12,840 FY 06/07 BUDGET AMOUNT $11,532 TOTAL ...........12,840 12,840 7806 Meetings & 1) Annual City Manager's Conference ......................................2,500 2,500 Travel 2) Annual League of Cities Conference.....................................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, Consolidated Omnibus Budget Reconciliation Act (COBRA) health benefit, 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 Building Industry Association (BIA), Chamber of Commerce, and League luncheons/dinners..........................1,750 1,750 7) Attendance by Public Information Officer at conferences and workshops for professional development and training. Includes annual League of Cites [$1,000], California Association of Public Information Officials (CAPIO) [$1,000], City-County Communications and Marketing Association (3CMA} [$1,900], Civic Plus Website Management [$1,500], and other meetings in conjunction with job responsibilities ..........6,000 6,000 81 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1300 - CITY MANAGER / MANAGEMENT SERVICES Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7806 Meetings & 8) Attendance by Human Resource Manager at Travel conferences and workshops for professional (continued) development and training. Includes annual Society for Human Resource Management (SHRM) and Professionals in Human Resources and Management Association (PIHRA/MA) and other meetings in conjunction with job responsibilities...........................................................................2,500 2,500 FY 06/07 BUDGET AMOUNT $12,000 TOTAL.............20,500 20,500 7818 Dues & 1) Membership in International City Managers Subscriptions Association (ICMA), or similar organization..........................2,500 2,500 2) Membership in City-County Communications and Marketing Association (3CMA) and California Association of Public Information Officials (CAPIO)................875 875 3) Membership in American Society of Public Administration; Municipal Risk Management Association; Environmental Compliance Managers of California; California Parks and Recreation Society; Public Works Contract Administrators and similar groups........................................................................................2,125 2,125 4) Membership in Society for Human Resources Management (SHRM), Professionals in Human Resources and Management Association (PIHRA/MA) and similar organizations.........................................................1,000 1,000 5) Subscriptions to: Western City, EPA Journal, California Environmental Compliance Monitor and Risk Management, Insurance Administration and Contract Compliance, or other management publications.................2,500 2,500 FY 06/07 BUDGET AMOUNT $ 8,000 TOTAL...............9,000 9,000 7857 Training Classes / To be used as necessary ..........................................................3,000 3,000 Seminars FY 06/07 BUDGET AMOUNT $ 3,000 TOTAL................3,000 3,000 7860 Recruitment Expenditures related to recruitment, including ads in various publications, and pre-employment procedures, such as background investigations, physical examinations, hearing tests, fingerprinting certifications, etc....................................32,000 33,000 FY 06/07 BUDGET AMOUNT $ 29,000 TOTAL............ 32,000 33,000 82 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1300 - CITY MANAGER / MANAGEMENT SERVICES Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 8000 Supplies Miscellaneous office supplies, calendars, tapes, etc................. 2,500 3,000 FY 06/07 BUDGET AMOUNT $ 2,500 TOTAL...................2,500 3,000 8012 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 06/07 BUDGET AMOUNT $1,000 TOTAL..................1,000 1,000 8900 Furniture & 1) Three (3) metal fire-proof cabinets for personnel, Equipment medical insurance, disability and'Workers' Compensations records ($1,500 each)...................................4,500 --- 2) Desk chairs (with and without arms)..........................................2,000 2,000 3) Incidental furniture and equipment as needed..........................2,500 2,500 FY 06/07 BUDGET AMOUNT $ 1,500 TOTAL ............................9,000 4,500 DIVISION TOTAL 1,692,787 1,774,210 83 CITY OF RANCHO MIRAGE CALIFORNIA Incorporated August 3, 1973 84 CITY OF RANCHO MIRAGE FUND 101 GENERAL FUND DEPARTMENT CITY ATTORNEY PROGRAM 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 Ciry 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. 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. ACCOMPLISHMENTS FY 2005-06 • 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 statues and/or case law and prepared necessary changes in language as determined appropriate for consideration by the City Council. • Consulted with all 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 Act, Political Reform Act, and other state laws affecting their duties as City Officials. FY 2006-07 • Consulted with the City Council on ordinances and resolutions and prepared the same as directed by the City Council. 85 • Provided legal counsel to City Council, Planning Commission, Mobilehome Fair Practices Commission, Housing Commission and other Commissions as needed. • Provided legal advice to the City Manager and Department Directors on specialized matters, such as tentative and final tract maps, historic preservation, and development agreements. • Assisted City Council Subcorrurnittees in the preparation of development agreements for several comprehensive development projects, such as The Lodge project which involved a hotel expansion, spa and various activities, and memorandums-of-understanding with the Agua Caliente Band of Cahuilla Indians related to future annexation of the Agua Caliente Casino and adjacent hotel scheduled to open in March 2448) with monetary contributions to the City to assist in project improvements needed as a result of the new hotel and expanded casino. • Handled litigation and claims against the City. GOALS AND OBJECTIVES FY 2007-08 • 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 all Department Directors to determine their needs far 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 2008-09 • 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 all Department Directors to determine their needs for ordinances ar 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. 86 • Upon direction from City Council, handle litigation as expeditiously as possibly to minimize casts to City. EXPENDITURE SUMMARY DEPARTMENTAL EXPENDITURE SUMMARY 1400 CITY ATTORNEY 2005/06 2006/07 2006/07 2007/0 2008/09 Actual Budget Estimate Budget Budget Personnel 0 0 0 0 0 Operations & Mairrtenance 457,430 508,000 510,400 533,000 533,000 Capital 0 0 0 0 0 Total Expenditures 457,430 508,000 510,400 533,000 533,000 % Change in Budget 4.92% 0.00% BUDGET HIGHLIGHTS: FY 2007-08 • The FY 2007-08 budget for 7400-Professional / Technical Consulting Services contracted services is increasing $30,000 to reflect actual expenditure patterns. The total for expenditures related to the services of a law firm for FY 2007-08 is: $525,000 for the General Fund, included in this 1400-City Attorney budget (66.8%); $132,750 for the Redevelopment Agency (16.9%}; and $128,504 for the Housing Authority (16.3%). All services from a law firm are estimated to total $786,250. • The budget for Dues and Subscriptions budget is decreasing by $5,000, reflecting the cancellation of the Lexis-Nexis on-line subscription. • There are offsetting revenues which fluctuate so greatly from year to year so as to negate any "steady" source that can be included in revenue projections. Examples of such revenue, which would be in the form of reimbursement to the City, include developer-covered costs related to certain real estate transactions, such as subordination agreements, and the preparation of development agreements. The City may also recover costs related to claims as part of approved settlement agreements or judgments. No revenue projections have been prepared for FY 2007-08. FY2008-09 • The FY 2008-09 budget is planned at the same level as FY 2007-08. 87 EXPENDITURE ACTIVITY DETAIL For Fiscal Years 2007-08 and 2008-09 FUND 101 - GENERAL FUND DIVISION 1400 - CITY ATTORNEY Budget Budget ACCT ACCOUNT JUSIFICATION FOR FY 2007-08 FY 2008-09 NO. NAME STAFF REQUESTS AMOUNT AMOUNT 7400 Professional / Contracted services of law firm to provide counsel for the Technical general municipal affairs of the City.. Estimated at twathirds of total casts for legal services provided to City, dousing Authority, Redevelopment Agency and Library ($786,250) ..........525,000 525,000 FY 06/07 BUDGET AMOUNT $ 495,000 TOTAL.................525,000 525,000 7818 Dues & Memberships, publications and periodicals to support City Subscriptions Council, City Manager and Department Directors in special areas of environmental, subdivision, land use and planning law and the life..........................................................................................8,000 8,000 FY 06/07 BUDGET AMOUNT $13,000 TOTAL .....................8,000 8,000 DIVISION TOTAL..................533,000 533,000 88