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Home My WebLink About04 - Adjusting the Salary Schedule for the Positions of Assistant City Clerk and Budget ManagerQ �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report January 14, 2020 Agenda Item No. 4 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Grace K. Leung, City Manager - 949-644-3001, gleung@newportbeachca.gov PREPARED BY: Barbara J. Salvini, Human Resources Director - 949-644-3300, bsalvini@newportbeachca.gov TITLE: Resolution No. 2020-2: Adjusting the Salary Schedule for the Positions of Assistant City Clerk and Budget Manager ABSTRACT: The City has been unable to fill the vacated position of Assistant City Clerk despite robust recruitment efforts. Based on a recent study of the position, staff is recommending enhancements to the minimum experience and certificate requirements in association with a salary range adjustment. The modifications to the position requirements more closely align with industry standards. The increase in salary range will improve external parity of the classification and assist with recruiting qualified candidates. The City's Budget Manager recently retired, providing the Finance Department with an opportunity to evaluate its operational needs and recommend modifications to the Budget Manager classification's level of responsibility, accountability, span of control and supervisory authority in an effort to improve efficiencies in service delivery. It is recommended the Budget Manager salary range be adjusted down accordingly to reflect these proposed changes. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Adopt Resolution No. 2020-2, A Resolution of the City Council of the City of Newport Beach, California, Amending the Salary Schedule for the Positions of Assistant City Clerk and Budget Manager. FUNDING REQUIREMENTS: In the current fiscal year, there are sufficient appropriations in the City Clerk and Finance departments and significant projected salary savings from the vacant Assistant City Clerk ($48,289) and Budget Manager ($73,155). In future years, when the successful candidates reach the top of their range, the City Clerk's budget will have a base salary increase of $18,281 due to the adjustment, and the Finance budget will have a base salary reduction of $4,761. The net fiscal impact of this action will increase wages by $13,521 ($18,281 - $4,761), again when both positions reach top step. 4-1 Adjusting the Salary Schedule for the Positions of Assistant City Clerk and Budget Manager January 14, 2020 Page 2 DISCUSSION: On September 10, 2019, the City initiated a recruitment for the recently vacated position of Assistant City Clerk. The Assistant City Clerk acts under the direction of the City Clerk, performing a variety of complex, specialized and highly responsible administrative support duties. There is an emphasis on records management and public records requests. Additionally, when the City Clerk is absent, the Assistant City Clerk performs the City Clerk's duties. The City Clerk's department has undergone significant changes since the last recruitment for an Assistant City Clerk in 2016. The operational demands placed on the City Clerk's department have increased in volume and complexity; and, correspondingly, the responsibilities and expectations of the Assistant City Clerk position have grown as well. Specifically, the number and complexity of California Public Records Act requests have doubled, increasing from just under 400 requests in 2016 to over 800 requests per calendar year. On average, each request takes approximately 1.5 hours to complete; more complex requests require additional time and resources. The Assistant City Clerk's supervisory responsibilities have broadened since 2016; the position is now responsible for overseeing the Department's addition of a full-time Records Specialist and a part-time Department Assistant. Despite robust recruitment efforts, replacing the vacated Assistant City Clerk position has proven difficult. A study was conducted by Human Resources to identify if adjustments to salary, education, experience, certifications or job responsibilities were indicated to make the position more competitive in the marketplace. The study revealed the current City of Newport Beach Assistant City Clerk salary ranks 7t" out of the 8 agencies surveyed, and is over 9% below the median. In order to attract and retain for the position, staff is recommending adjusting the salary range from $72,124 — 101,494 to $85,122 — 119,775 and adjusting the combination of education, experience and licensing/certification requirements to more accurately reflect the competencies necessary for someone to be successful in the Assistant City Clerk position. As noted above, the City's Budget Manager recently retired, affording the Finance Department with an opportunity to review its organizational structure and propose Departmental modifications designed to enhance operations. At the time of her retirement, the Budget Manager's scope of responsibilities included Accounts Payable, Bids, Contracts & Purchasing, Budget, Mailroom Services, Payroll and Warehouse Management. Going forward, the Department is proposing the Budget Manager oversee budget and payroll functions only. Because the proposed scope of the Budget Manager's responsibilities is narrowing in focus, there is an associated proposal to lower the salary range of the position, from $139,130 - $169,067 to $132,459 - $160,991. This proposed range accomplishes internal and external parity for the type of work being performed. Internally, the proposed salary adjustment recognizes the significant budgetary responsibilities associated with like positions, as well as the complexity surrounding the City payroll functions; but is reduced to acknowledge the redistribution of certain finance - related assignments. A high-level review of neighboring cities indicates the adjusted salary remains competitive in the marketplace. 4-2 Adjusting the Salary Schedule for the Positions of Assistant City Clerk and Budget Manager January 14, 2020 Page 3 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Resolution No. 2020-2 4-3 ATTACHMENT A RESOLUTION NO. 2020- 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING THE SALARY SCHEDULE FOR THE POSITIONS OF ASSISTANT CITY CLERK AND BUDGET MANAGER WHEREAS, City Charter Section 601 requires the City Council to provide the number, titles, qualifications, powers, duties and compensation of all officers and employees; WHEREAS, Newport Beach Municipal Code Section 2.28.010 provides that, upon recommendation of the City Manager, the City Council may establish by resolution the salary range or rate for each position; WHEREAS, due to the recent departure of the Assistant City Clerk and inability to fill the position despite an extensive recruitment process, the Human Resources Department studied the position to determine if adjustments to salary, education, experience, certifications and/or job responsibilities were necessary; WHEREAS, the study findings resulted in a recommendation to adjust the salary range upward and to enhance the experience and certification requirements for the Assistant City Clerk classification; WHEREAS, additionally, these adjustments will update the Assistant City Clerk job specification and place the City's position in a more competitive environment; WHEREAS, the Budget Manager's recent retirement provided an opportunity for the Finance Department to evaluate its overall operational needs; WHEREAS, the Finance Department has determined it is in its best interest to narrow the Budget Manager's scope of responsibility at this time; WHEREAS, Human Resources is recommending adjusting the salary range downward for the Budget Manager classification due to the reduced level of responsibility, accountability, span of control and supervisory obligations while maintaining internal and external parity; and WHEREAS, the City Manager has reviewed the changes to the salary schedule for the Assistant City Clerk and Budget Manager, as provided in this resolution and recommends approval. Resolution No. 2020 - Page 2 of 3 NOW, THEREFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: The City's Salary Schedule is hereby amended to revise the salary range for the Assistant City Clerk to $85,122 - $119,775 annually. The revised salary range is outlined in Attachment "A", which is attached hereto and incorporated herein by reference. Section 2: The City's Salary Schedule is hereby amended to revise the salary range for the Budget Manager to $132,459 - $160,991 annually. The revised salary range is outlined in Attachment "A", which is attached hereto and incorporated herein by reference. Section 3: The recitals provided above are true and correct and incorporated into the operative part of this resolution. Any previously adopted resolution, or portion thereof, in conflict with the provisions of this resolution is hereby repealed to the extent it conflicts. Section 4: The City Council finds this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3)(the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Division 6, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Section 5: If any section, subsection, sentence, clause or phrase of this resolution is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this resolution, and each section, subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional. 4-5 Resolution No. 2020 - Page 3 of 3 Section 6: This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the resolution. ADOPTED this 14th day of January, 2020. ATTEST: Leilani i. Brown City Clerk APPROVED AS TO FORM: CITY TTORNEY'S OFFICE Tc�LC C, AaroA C. Harp City Attorney Will O'Neill Mayor Attachment: A - Salary Schedule Adjustments for Assistant City Clerk and Budget Manager EM City of Newport Beach ATTACHMENT A SALARY SCHEDULE ADJUSTMENTS POSITIONS: ASSISTANT CITY CLERK AND BUDGET MANAGER Key Management Compensation Plan Establishment of New Salary Range for Assistant City Clerk Subgroup: Confidential Group Effective Revision Dates Hourly Pay Rate 1 Monthly Pay Rate Z Min Max Min Max January 18, 2020 $40.92 $57.58 $7,093 $9,981 *pending City Council approval December 19, 2020 $41.74 $58.74 $7,235 $10,181 *2.0% Cost of Living Adjustment Establishment of New Salary Range for Budget Manager Subgroup: Division Management Effective Revision Dates Hourly Pay Rate 1 Monthly Pay Rate Z Min Max Min Max January 18, 2020 $63.68 $77.40 $11,038 $13,416 *pending City Council approval December 19, 2020 $64.96 $78.95 $11,259 $13,684 *2.0% Cost of Living Adjustment 1 Hourly pay rates are rounded to the nearest hundredth. Actual rate may have slight variation. z Monthly pay rates are rounded to the nearest whole dollar. Actual rate may have slight variation. Citywide Salary Schedule Approved by City Council June 22, 2019 4-7