Consent Item 4b
STAFF REPORT
City Council Consent Item
DATE: May 15, 2023
TO: Honorable Mayor and Council Members
FROM: Siana L. Emmons, City Clerk
THROUGH: Merritt Perry, City Manager
SUBJECT: Administrative Department Monthly Report
STAFF RECOMMENDATION:
Receive report as an informational item.
EXECUTIVE SUMMARY:
The Administration Department monthly report encompasses the following divisions: City Attorney, City Clerk, Risk Management/Human Resources and Information Technology.
CITY ATTORNEY
The City Attorney billing was 14.7 hours for the month of April 2023 for the Mitchell Law Firm, LLC. Project support for this month included agenda and staff report review, bid proposal review, contract review, and various email and telephone calls.
CITY CLERK DIVISION
For the month of April, the Clerk’s Office prepared and published one agenda for a Regular City Council meeting, one agenda for a Special Budget Workshop, and one agenda for the Parks & Recreation Commission.
City Council Meetings
Council Meeting Date Agenda Items
April 17, 2023 Regular Meeting 18
April 24, 2023 Special Budget Workshop 2
Totals 20
City Clerk’s Office Key Duties April
Public Records Act Requests 4
General Information Requests 25 – 30 per day, average
Ordinances 1
Resolutions 2
Minutes Prepared 2
Notary Services Provided 1
Claims for Damages Filed 0
Consent Item 4b
FPPC Filings: 0
Legal Publications 4
Notices Posted (Public Hearing, Agenda, Ordinance, etc.) 2 Clerk staff participated in the City Clerks Association of California’s “Build Back Better”, Annual Conference in Palm Springs April 11-14, 2023. The Annual Conference is a prime venue for networking as well as learning state of the art programs and record management systems being utilized by Clerks. There workshops that took place each day and the training and topics were diverse including themes of leadership, implementing new systems, succession planning for agency success, infusing justice, equity, diversity and inclusion into city structure and culture, elections, initiatives, referendums and recalls. The experience was educational and provides real time tools to implement to our current clerk process and responsibilities. The conference also provided points toward Certified Municipal Clerk designation.
RISK MANAGEMENT / HUMAN RESOURCES DIVISION
Risk Management
There were no new Worker’s Compensation claims and no new liability/tort claims filed as of May 1, 2023. The City is working closely with our risk pool, California Intergovernmental Risk Authority (CIRA), legal counsel and our Worker’s Compensation Third Party Administrator LWP, to move claims toward closure of all claims.
Date of Claim Type of Claim Status
03/10/2022 Civil Claim In progress
09/29/2022 Civil Claim In progress
Risk staff continues updating all personnel rules, regulations and policies. The COVID Public Health Emergency officially ended on May 11, 2023, so many of the employee regulatory practices can be eliminated from employee’s daily arrival process. COVD positive cases will still require reporting for worker’s compensation requirements.
The City’s risk pool, California Intergovernmental Risk Authority (CIRA) will host the annual training and board meeting in Sacramento May 24 – 25th and staff will provide a report out at second Council Meeting in June.
Risk also continues to work on streamlining special events processes and has almost completed the “Special Events” handbook for user groups to obtain easy access to the information they will need to host special events within the City.
Risk staff has also started meeting with representatives from the Fortuna Rodeo Association in preparation of the upcoming event season!
Human Resources
Human Resource staff continue to meet weekly with trainers from NEOGOV, to learn the “Insight” platform. Staff’s goal was to work in the training module throughout the month of March and part of April with hopes of launching the new recruitment and hiring software in late April, however, there have been circumstances demanding the launch date move to early June. HR staff is excited to implement this recruitment software as it will streamline applicant and internal processes.
Consent Item 4b
The City continues to search for and recruit qualified staff for open positions. For more information about employment with the City of Fortuna, visit the City’s website www.friendlyfortuna.com, send e-mail to the Deputy City Clerk at [email protected], or call 707-725-7600.
Current Recruitments:
Community Development:
Community Development Director: Closes May 30, 2023
Finance Department:
Account Clerk II: Closes May 22, 2023
Parks & Recreation:
Park Maintenance Worker I: Candidate is currently in background.
Conference Center Coordinator: Interviews scheduled for May 3, 2023.
Conference Center Worker: Interviews scheduled for May 4, 2023 Recreation Leader (Summer Camp): Interviews schedule for May 9th & 10th Recreation Program Coordinator: Closes May 24, 2023
Police Department:
Police Dispatcher Full-time: New employee started their new position on April 24th.
Police Officer (Lateral): Candidate is currently in background.
Community Services Officer – Field Part-Time: Closes May 22, 2023 Public Works:
Assistant City Engineer II: Candidate currently in background.
INFORMATION TECHNOLOGY DIVISION
City Website Statistics (www.friendlyfortuna.com)
We encourage all citizens who are interested in receiving updates from the City to go on to the Fortuna’s website and sign up for e-notifications!
Anyone who would like to receive public notices from Public Works, Community Development/Planning, the Police Department or Citywide Press Releases, please visit the website at https://www.friendlyfortuna.com/enotify/index.php and sign up for e-notifications.
Computer/Network
The transition of cell service from Verizon to FirstNET is complete and was successfully launched.
Staff is gearing up to work with FirstNET to launch deployables with Wi-Fi access to be available at the City’s large annual summer events in hopes of providing enough broadband for attendees as well as all City departments, including public safety.
RECOMMENDED COUNCIL ACTION:
Receive Administration Division Monthly Report. Consent agenda vote.