CITY COUNCIL STAFF REPORT
Meeting Date: September 11, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 APPROVING SIDE LETTER OF
AGREEMENT WITH THE MANAGEMENT PAY PLAN GROUP TO
ADD A NEW CLASSIFICATION TO THE MANAGEMENT
COMPENSATION PAY PLAN
SYNOPSIS
The City is continuously seeking ways to better manage operations and streamline staff work.
Human Resources staff looked closely at the functions in the City Manager’s office after the departure of the Principal Management Analyst/City Clerk in April 2023. After the incumbent left much of the analyst work was permanently redistributed amongst staff members who had interest and the bandwidth to take on additional duties that fit within their classification.
The City Clerk position must be filled per the City’s municipal code and the City does not have a standalone City Clerk classification at this time. Staff is seeking Council’s authorization to create a new classification in the management pay plan for a standalone City Clerk classification. This classification will replace the Principal Management Analyst/City Clerk in the budget, therefore there is no change in full time equivalent (FTE) employee count.
Adoption of the proposed resolution would authorize the City Manager to execute a side letter of agreement between the City of Pleasant Hill and the Management Pay Plan Group (MPP) to add the new classification City Clerk to the management compensation pay plan.
DISCUSSION
After a close review of the duties performed by the Principal Management Analyst/City Clerk it was determined that the most of the analyst work could be redistributed amongst other City staff, primarily in the City Manager’s office. However, the City Clerk role would need to be filled with a full time employee.
The City Clerk position is appointed by the City Manager as outlined in section 2.15.010 of the City’s municipal code and is responsible for critical functions such as administering and maintaining a complete and accurate legal/historical record of City Council proceedings; conducting municipal elections, and managing the City’s compliance with the Political Reform Act in addition to other duties. Creating a standalone City Clerk classification will not only result in a salary savings but will also allow the individual appointed to this position to focus on traditional Clerk duties and provide exceptional service to City Council and the community.
After developing a City Clerk job description that fit the needs of the City, representatives of the City and the Management Pay Plan group (“MPP”) tentatively agreed to the City Clerk title and job description. A copy of the side letter of agreement is attached as Exhibit 1 and includes the addition of the new title in the relevant sections of the pay plan and the salary.
Analysis
The addition of the City Clerk title and job description will have minimal fiscal impact because the proposed changes will not change the FTE employee count in the budget. If approved, the City Clerk will replace the Principal Management Analyst/City Clerk in the budget. The proposed change will result in at least $18,960 salary savings for the City. Staff will immediately begin the recruitment process, as contemplated by the Personnel Rules, to fill this position if the resolution is approved.
FISCAL IMPACT
The proposed resolution will have minimal fiscal impact as the full time employee (FTE) count will not change. The salary savings is at least $18,960 and could go up to $61,482 annually.
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
Approve the resolution authorizing the City Manager to execute the Side Letter of Agreement with MPP to add the new classification City Clerk.
ALTERNATIVES TO RECOMMENDED ACTION
Do not approve the resolution.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 – Side Letter of Agreement - MPP
Prepared by: Ericka Mitchell, Chief Human Resources Officer Approved by: Ethan Bindernagel, City Manager