Loading...
HomeMy WebLinkAbout17 - Improvements and Efficiencies with Records Management�EwaoRT CITY OF z NEWPORT BEACH <,FoaN'P City Council Staff Report September 26, 2017 Agenda Item No. 17 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Leilani I. Brown, City Clerk - 949-644-3005, (brown@newportbeachca.gov PREPARED BY: Leilani I. Brown, City Clerk TITLE: Implementing Improvements and Efficiencies with Records Management in the City Clerk's Office ABSTRACT: Over the past few years, the City of Newport Beach (City) has received an increasingly high volume of California Public Records Act (PRA) requests. Under City Council Policy E-1, the City Clerk's Office is tasked with coordinating and responding to all PRA requests received Citywide. The sheer volume of PRA requests is outstripping the available resources in the City Clerk's Office. To ensure the City is able to provide timely responses and meet its current and future obligations under the PRA, it is necessary to bolster staff resources by changing the status of the current part-time Records Specialist to full-time and hiring a year-round part-time Department Assistant. RECOMMENDATION: a) Determine that the 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 it will not result in a physical change to the environment, directly or indirectly; and b) Adopt Resolution No. 2017-64, A Resolution of the City Council of the City of Newport Beach, California, Amending the Classifications of Positions and Staffing Structure in the City Clerk's Office. FUNDING REQUIREMENTS: The City Clerk's Office's current budget includes sufficient funding for the recommended actions. Having a full-time Records Specialist and a year-round part-time Department Assistant dedicated to records management will increase efficiency in responding to PRA requests, and reduce expenses related to retrieving documents and E-mails for evidentiary purposes. 17-1 Implementing Improvements and Efficiencies with Records Management in the City Clerk's Office September 26, 2017 Page 2 DISCUSSION: Over the past several years, municipalities throughout the State have experienced an increased demand for accessibility to public records under the PRA. The City is no exception. As a result of this increased demand, the City has had to reevaluate our records management practices and develop strategic plans to ensure that records are consistent, reliable and, most importantly, accessible. The City Clerk's Office contacted the nearby cities of Irvine, Costa Mesa, Huntington Beach and Oceanside, and learned that they hired several staff members (4 to 10 records employees per city) dedicated solely to the management of records and processing of PRA requests. In contrast to these cities, the City has one part-time Records Specialist working on records management and PRA requests, with other staff assisting when time and workloads permit. The growing demand for public records has placed an increasing demand on the City Clerk's limited resources. Currently, the City Clerk oversees the maintenance of City records and the PRA process, as well as monitoring Citywide records inventory and retention. Along with the regular day-to-day duties, the City Clerk's Office also administers and responds to about 500 PRA requests each year, while other City departments respond to at least an additional 250 PRA requests each year with oversight or assistance provided by the City Clerk's Office, amounting to thousands of hours of staff time annually. The proposed staffing changes result in a net -zero difference in the department budget, as noted in the current and proposed Position Worksheets (Attachment B). The amendment to the City Clerk's staffing structure basically converts the part-time Records Specialist to a full-time position and changes one of the temporary part-time Department Assistant positions to a year-round part-time position dedicated to the records division in the City Clerk's Office. In addition to the proposal being cost -neutral and allowing efficient processing of the voluminous amounts of PRA requests received in the City Clerk's Office and throughout City departments, adjusting the City Clerk's Office staffing structure will assist in maintaining the City's records management program pursuant to the City Council - approved Records Retention Schedule and increase accessibility of City records to the public. 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. 17-2 Implementing Improvements and Efficiencies with Records Management in the City Clerk's Office September 26, 2017 Page 3 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). ATTACHMENTS: Attachment A — Resolution No. 2017-64 Attachment B — Position Worksheets Attachment C — Full-time Records Specialist Salary Structure and Job Description Attachment D — Part-time Department Assistant Salary Structure and Job Description 17-3 ATTACHMENT A RESOLUTION NO. 2017-64 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING THE CLASSIFICATIONS OF POSITIONS AND STAFFING STRUCTURE IN THE CITY CLERK'S OFFICE 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 Chapter 2.28 allows the City Council to adopt a resolution amending the classification plan to meet the operational needs of the City of Newport Beach (City); WHEREAS, over the past few years, the City of Newport Beach (City) has received an increasingly high volume of California Public Records Act (PRA) requests, WHEREAS, under City Council Policy E-1, the City Clerk's Office is tasked with coordinating and responding to all PRA requests received Citywide; WHEREAS, the sheer volume of PRA requests is outstripping the available resources in the City Clerk's Office, which currently relies upon one (1) part-time Records Specialist to handle records management and PRA requests; WHEREAS, to ensure the City is able to provide timely responses and meet its current and future obligations under the PRA, it is necessary to bolster staff resources by changing the status of the current part-time Records Specialist to full-time and hiring a permanent part-time Department Assistant; and WHEREAS, adjusting the City Clerk's Office staffing structure will assist in maintaining the City's records management program pursuant to the City Council - approved Records Retention Schedule and increase accessibility of City records to the public. NOW, THEREFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: The one (1) part-time Records Specialist position assigned to the City Clerk's Office shall be changed to one (1) full-time Records Specialist position, and one (1) part-time Department Assistant shall be added to the City Clerk's Office staffing structure. The City Clerk shall determine the salary levels for the Records Specialist and Department Assistant within the City Council approved salary ranges. Section 2: 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. 17-4 Resolution No. 2017 - Page 2 of 2 Section 3: 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. Section 4: 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. The City Council hereby declares that it would have passed 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. Section 5: 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 26th day of September, 2017. Kevin Muldoon Mayor ATTEST: Leilani I. Brown City Clerk APPROVED AS TO FORM: CITYATTO Y'S OFFICE� �� Aaron C. Harp City Attorney 17-5 ATTACHMENT B D4 17-6 (_ I. Y C) NEWPORT BEACH Report: DIVISION POSITION WORKSHEET Year: JUL To JUN 2018 Division: 01010005 - CITY CLERK Type of Retirement Other Total Salaries Position Employee FTE Base Wages Special Pays Contrib (City) Benefits and Benefits CITY CLERK Full Time 1.00 $146,750 $960 $4,758 $32,120 $184,588 ASSISTANT - ADMIN Full Time 1.00 $82,520 $540 $2,680 $28,546 $114,286 ASSISTANT- DEPT Full Time 1.00 $66,256 $1,500 $2,166 $28,083 $98,004 ASSISTANT CITY CLERK Full Time 1.00 $95,555 $960 $2,142 $27,414 $126,071 ASSISTANT - DEPT PT Part Time 1.96 $91,731 $6,000 $681 $1,417 $99,829 RECORDS SPLST PARS Part Time 0.75 $43,725 $324 $634 $44,684 Total 6.71 $526,537 $9,960 $12,751 $118,214 $667,462 D4 17-6 Proposed Division Position Worksheet JUL TOJUN 2018 DIVISION: 01010005- CITY CLERK Retirement Other Position Type of Employee FTE Base Wages Special Pays Contrib (City) Benefits Total City Clerk Full-time 1.00 $146,750 $960 $4,758 $32,120 $184,588 Assistant - Admin Full-time 1.00 $82,520 $540 $2,680 $28,546 $114,286 Assistant - Dept Full-time 1.00 $66,256 $1,500 $2,166 $28,083 $98,004 Assistant - City Clerk Full-time 1.00 $95,555 $960 $2,142 $27,414 $126,071 Records Specialist Full-time 1.00 $59,462 $0 $441 $25,632 $85,535 Assistant - Dept Part-time 0.50 $23,401 $0 $174 $5,864 $29,439 Assistant - Dept (Limited Term) Part-time 0.50 $23,401 $0 $174 $5,864 $29,439 Total 6.00 $497,344 $3,960 $12,535 $153,523 $667,361 17-7 ATTACHMENT C g`'' a'rj� ' RECORDS SPECIALIST Class Code: sy Yew 41 100076 Bargaining Unit: City Employees Association CITY OF NEWPORT BEACH Established Date: May 4, 2006 Revision Date: Aug 1, 2016 SALARY RANGE $27.85 - $39.13 Hourly $2,228.00 - $3,130.40 Biweekly $4,827.33 - $6,782.53 Monthly $57,928.00 - $81,390.40 Annually DEFINITION: To provide responsible administrative support in the maintenance of electronic and manual records in a centralized system and coordinate processing between various City departments involved in the plans development review process or records management schedule. SUPERVISION RECEIVED AND EXERCISED: Receives direction from departmental supervisory management staff. ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Maintains historical records in computerized system; creates files and indexes in database for newly scanned records; coordinates the scanning of historical records with an outside contractor; • Coordinate, train, and supervise the work of part-time and temporary clerical personnel; • Posts Public Hearing Notices; delivers packets to various Committees and Commissions; • Prepares, types, and disseminates documents including correspondence, agendas, reports, memos and summaries; In addition to the essential duties listed above, assignments below include the following: When assigned to the Community Development Department: • Develops and implements manual and computerized systems and procedures for centrally classifying, indexing, filing, retrieving and controlling plans, specifications, maps, drawings, reports, contracts and various other documents; • Files, catalogs and inventories plans in the development review process; coordinates the flow of plans between City departments during the approval process; • Provides assistance to the public, contractors and City departments in researching and retrieving permits, plans and other documents; maintains the Community Development Department microfiche library; When assigned to the City Clerk's Office: • Assists and guides City Departments with indexing and maintenance of records pursuant to the City's established Records Retention Schedule; conducts records management training to ensure accurate and efficient processing of departmental records; • Coordinates scanning activities and on-site/off-site records storage; • Receives and processes requests for information including public record requests within the legal response period; ensures release of records complies with State laws; copies, redacts, and collates responsive records; • Interprets and applies knowledge of Federal, State and local laws, codes and regulations relevant to municipal records keeping, retention, destruction and rules impacting departmental records; 17-8 • Coordinates with attorneys and paralegals to ensure appropriate responses to inquiries and public records requests are provided; • Researches, gathers and compiles data on various legal issues, statues, rules, codes, public records, contracts, ordinances and resolutions for the preparation of legal citation references to assist attorneys; and Perform related duties as assigned. QUALIFICATIONS: To perform this job successful/y, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required. Knowledge of: Municipal records, construction drawings and related documents; Computerized data storage systems such as Laserfiche and/or ACCELA (Permits Plus); Records Management best practices and procedures; Applicable laws, rules, regulations, codes and ordinances; and Modern office practices, procedures and equipment. Ability to: Enter data into a computer at a speed necessary for successful job performance; Read, interpret and apply pertinent codes, laws, and procedures; Plan, organize, and prioritize tasks in order to meet deadlines; Frequently stand, reach, lean, twist, grasp, lift, and carry, push, pull, bend and kneel, and sit for prolonged periods of time; Carry large plans; Communicate clearly and concisely, both orally and in writing; Appear for work on time; Follow directions from a supervisor; Provide direction to staff; Understand and follow posted work rules and procedures; Accept constructive criticism; and Establish and maintain cooperative working relationship with those contacted in the course of work. This position may be required to work overtime hours as needed. EXPERIENCE & TRAINING AND LICENSE/CERTIFICATE: A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Four years of progressive and responsible clerical and customer service experience including one year of data base software, computerized records, or data filing storage and retrieval systems experience. Depending on assignment, prior building or construction experience is desirable. Training: Equivalent to completion of twelfth grade. Completion of some college courses is highly desirable. License/Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Designation as a Certified Records Manager is highly desirable. 17-9 Additional Requirement: Candidates deemed most qualified, as reflected in their application materials, will be invited to continue in the recruitment process. At that time, background information will be requested from the candidates. Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted by the Newport Beach Police Department. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered. Disaster Service Worker: In accordance with Government Code Section 3100, City of Newport Beach Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly. 17-10 CITY OF NEWPORT BEACH Revision Date: Jul 30, 2014 ATTACHMENT D ASSISTANT, DEPARTMENT P/T Class Code: 950055 Bargaining Unit: Seasonal Part Time Employees SALARY RANGE $21.42 - $30.14 Hourly $1,713.60 - $2,411.20 Biweekly $3,712.80 - $5,224.27 Monthly $44,553.60 - $62,691.20 Annually DEFINITION: To perform varied secretarial and clerical work in support of assigned managerial, professional, operations, administrative, and office staff; research and provide detailed worksheets, records, and reports; provide assistance to staff and public and private representatives; and perform other related duties. DISTINGUISHING CHARACTERISTICS: This is the fully qualified journey -level classification in the Administrative Support series. Employees at this level possess broad knowledge of division practices and office procedures; utilize a range of software programs; support management, professional, and operations staff; and relieve Administrative Assistants during employee absences. The scope of employee job responsibilities is more diverse than the Office Assistant classification, and the employees may be required to possess dictation skills. SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from an Administrative Assistant or managerial level positions within the department. Employees may train and provide direction to part-time and temporary positions, depending upon the department and division assignment. ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Maintain calendars, make appointments, and schedule meetings and activities; • Answer telephone and screen and refer messages and questions to appropriate parties; review, disseminate, and distribute electronic communications; • Provide counter assistance and offer information on departmental and City policies and procedures as required; • Compose, type, and proofread a variety of documents including correspondence, agendas, reports, agreements, and memos, including working from dictation recordings or verbal instructions; • Coordinate, train, and supervise the work of part-time and temporary office personnel; • Organize and maintain office records, statistics, and activity reports; create and update software databases; maintain and update distribution lists; • Collect and assemble data and background materials for a variety of activity, revenue, and expenditure reports; verify accuracy of information and research discrepancies and recorded information; • Apply departmental policies and procedures in determining completeness of applications, records, and reports; • Receive, sort, and distribute incoming and outgoing mail; copy and distribute reports, correspondence, and memos; • Order and maintain inventory of office supplies as necessary; • May take minutes at commission and committee meetings; and • Perform related duties as assigned. OUALIFICATIONS: 17-11 To perform this job successful/y, an individual must be able to perform each essential function. The requirements /fisted below are representative of the knowledge, skill, and/or ability required. Knowledge of: English usage, spelling, grammar and punctuation; Assigned division work practices, administrative policies and procedures; Business writing practices; Record keeping methods and procedures; Modern office practices, procedures, methods, and equipment; and Word processing and spreadsheet software applications programs. Ability to: Plan, organize, and prioritize tasks in order to meet deadlines; Prepare, proofread, disseminate and file a variety of office documents; Interpret office practices and procedures pertaining to division, programs and functions to which this position is assigned; Use word processing and spreadsheet software application programs; Type at a net rate of 50 words per minute or at an established rate which is proficient for the job assignment; Operate standard office equipment such as photocopiers, facsimile machines, and ten -key calculators; Perform basic math computations quickly and accurately; Interact cooperatively with staff, management, other departments, and public and private representatives; Communicate clearly and concisely, both orally and in writing; Appear for work on time; Follow directions from a supervisor; Understand and follow posted work rules and procedures; Accept constructive criticism; and Establish and maintain cooperative working relationship with those contacted in the course of work. Depending upon position assignment, may be required to take and transcribe dictation at commission and committee meetings. This position may be required to work overtime hours as needed. EXPERIENCE & TRAINING AND LICENSE/CERTIFICATE: A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three or more years of increasingly responsible secretarial and clerical experience. Training: Equivalent to completion of high school, supplemented by coursework or training in word processing and spreadsheet software programs, and work planning and management. License/Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. May be required to obtain CPR, First Aid, and/or AED (Automated external defibrillator) certifications within six months of higher. Additional Requirement: Candidates deemed most qualified, as reflected in their application materials, will be invited to continue in the recruitment process. At that time, background information will be requested from the candidates. Prior to 17-12 employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted by the Newport Beach Police Department. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered. Disaster Service Worker: In accordance with Government Code Section 3100, City of Newport Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly. 17-13