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.
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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.
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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
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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.
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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
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ATTACHMENT B
D4
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(_ 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
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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
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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;
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• 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.
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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.
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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:
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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
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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.
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