CITY COUNCIL STAFF REPORT
Meeting Date: September 12, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AUTHORIZING THE CITY MANAGER TO FUND 30% OF THE INFORMATION SYSTEMS
TECHNICIAN POSITION FROM MEASURE K TO SUPPORT THE NEW
LIBRARY
SYNOPSIS
Maintenance and support is required to maintain the environmental control, access control, phone, and various other systems and applications that enables the continual operation of the Pleasant Hill Library. Staff requests that the City Council authorize the City Manager to fund 30% of the Information Systems Technician position from Measure K funds in order for the City’s Information Technology Division to provide such support to the new library.
DISCUSSION
Background
Measure K, a half-cent transactions and use tax (or sales tax), was approved by Pleasant Hill voters on November 8, 2016. The tax took effect April 1, 2017 for a 20-year period. The measure generated $4.9 million in revenues in FY 2021, and is estimated to generate $5.41 million in revenues in FY 2022 and $5.56 million in FY 2023. Part of this additional revenue was approved by the voters to be used to fund the construction and operation of the City’s new library.
The Capital Improvement Plan adopted by the City Council at its meeting of July 11, 2022, included a two-year budget for Measure K funds, as follows:
FY 22-23 FY 23-24
Revenues - $5.41M Revenues - $5.56M
Expenditures - $2.62M Expenditures - $2.91M
Debt Service - $2.50M Debt Service - $2.50M
Remaining Balance - $290K Remaining Balance - $150K
The new library was designed and constructed as a highly energy-efficient and technologically advanced facility. Behind the scenes, several complex systems enable these energy efficiencies and technologies. These systems are the responsibility of the City and they will require routine maintenance and support. The City’s Information Technology (IT) Division is experiencing an increased workload in providing direct support to the library, including coordination with thirdparty vendors in order to fulfill the library’s support needs.
Some of these systems include, but are not limited to:
1) Phone system and phone lines for fire, POS, fax, etc. 2) Video Surveillance System
3) Access Control and Security System including badging for library staff 4) Paging system
5) Audio/Video System for the Story Lab
6) Lighting Controls
7) Power Monitoring
8) Windows and Shade Controls
9) General network infrastructure and connectivity
10) Electric charging stations
Analysis
The Pleasant Hill Library’s operating hours do not match those of the City. Thus, there is the potential for staff to respond during off-hours and/or weekends, as some of these systems may require immediate attention and remediation. This may result in overtime rates for hours worked.
Taking into account possible overtime rates and the estimated workload, Staff is recommending that 30% of the Information Systems Technician position be funded from Measure K in order for the City to adequately support the new library. At its July 27, 2022 meeting, the Budget Committee reviewed Staff’s proposal and recommended that the Council approve funding the position as requested.
As the library is a new facility, this is an initial best estimate of the support funding needed. The 30% calculation equates to an approximate average of 12 hours per week. The hours needed on some weeks may be lower, and higher at other times. Staff will document the hours worked during this first year of the library’s operation and will seek to adjust the 30% funding up or down to more accurately reflect the actual cost to the City.
Staff is currently working to fill the Information Systems Technician position and thus the exact salary of the position has yet to be determined. The salary range for the position is $82,908 to $107,916; thus, 30% of that range equates to an approximate cost of $26,972 to $32,375 annually to Measure K funds.
FISCAL IMPACT
The salary range for the Information Systems Technician position is $82,908 to $107,916; thus, 30% of that range equates to an approximate cost of $26,972 to $32,375 annually to Measure K funds.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the attached resolution authorizing the City Manager to fund 30% of the Information Systems Technician position from Measure K in order to provide necessary technological support the new library.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council may choose to reject the proposed action and provide direction to staff.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Ling King, Chief Technology Officer
Approved by: Ethan Bindernagel, Acting City Manager