4/21/2022
1 RiversideCA.gov
1 RiversideCA.gov
INDEPENDENT PERFORMANCE ASSESSMENT
AND FINANCIAL EXPENDITURES REVIEW –
SCOPES OF WORK
City Council
May 10, 2022
Office of the City Manager
RiversideCA.gov
2 1. July 28, 2015 – City Council endorsed the Annual
Performance Assessment and Financial Expenditures
Review Program
2. September 17, 2019 – City Council unanimously
reaffirmed its support for the continuation of the
Program
BACKGROUND
1 2
4/21/2022
2 RiversideCA.gov
3 COMPLETED ASSESSMENTS AND REVIEWS
Date Audited Department External Auditor Cost
12/1/2015 Human Resources Dept Matrix Consulting Group $105,000 12/1/2015 Riverside Public Utilities Baker Tilly Virchow Krause 154,874 12/1/2015 Finance Department Matrix Consulting Group 135,000 12/13/2016 Museum & Cultural Affairs Museum Mgmt Consultants 50,000 2/7/2017 City Manager's Office Matrix Consulting Group 85,000 2/7/2017 Office of the Mayor
2/7/2017 Police Department Hillard Heintze LLC 324,198
3/13/2018 General Services
Management Partners 185,000 3/13/2018 Parks, Rec & Comm Svcs 3/13/2018 Public Works
9/17/2019 Community and Econ. Dev’t Matrix Consulting Group 84,500 9/17/2019 Fire Department Fitch & Associates LLC 65,999 9/17/2019 Innovation and Technology Matrix Consulting Group 83,500 Total $1,273,071
RiversideCA.gov
4 With input from the various stakeholders, scopes of work were developed for Office of the City Attorney, City
Clerk’s Office, and Public Library.
DISCUSSION
3 4
4/21/2022
3 RiversideCA.gov
5 Performance Assessment:
1. Organizational structure and potential for consolidation of administrative functions
2. Effectiveness of staffing levels for the Office of the City Attorney generally and for each division
3. Succession and Strategic Planning
4. Project management, business continuity/disaster
recovery controls
OFFICE OF THE CITY ATTORNEY
RiversideCA.gov
6 Performance Assessment:
5. Assessment and benchmarking against CAO in other
cities & comparison to national/other prof. standards:
a. Number of departments supported/attorney
b. Timeliness of responses to requests received from
other depts and number of transactions/attorney
c. Number of litigated cases/attorney
d. No. of criminal and/or admin prosecutions/attorney
e. Number of claims and claims performance
f. Settlement performance / average settlement
OFFICE OF THE CITY ATTORNEY
5 6
4/21/2022
4 RiversideCA.gov
7 Performance Assessment:
6. Compliance with applicable federal, State, and/or City regulations
7. Management systems
8. Interdepartmental communication and collaboration
9. Best practices, and other performance indicators of
program and service effectiveness
OFFICE OF THE CITY ATTORNEY
RiversideCA.gov
8 Financial Expenditures Review:
1. Review specific non-personnel expenditure transactions over the three-year period of Fiscal Years ending June
30, 2022, 2021, 2020. Assess compliance with relevant
City policies for
a. Credit card transactions (P-Card)
b. Litigation Disbursement Account
c. Professional Services Agreements and Purchase
Orders (outside counsel, experts, outside vendors)
d. Settlement Agreements
OFFICE OF THE CITY ATTORNEY
7 8
4/21/2022
5 RiversideCA.gov
9 Performance Assessment:
1. Benchmarks, best practices, and other performance
indicators of program and service effectiveness relative to other jurisdictions of similar size (may include, but is not necessarily limited to, legislative support such as agenda services, recording minutes and related tasks for City
Council and City boards/commissions/committees;
elections/Filing Official; records management; and
processing passports)
CITY CLERK’S OFFICE
RiversideCA.gov
10 Performance Assessment:
2. Review current operations, policies, procedures and
practices for consistency with governing laws and
policies
3. Review current operations, policies, procedures, and practices for efficiency and effectiveness
4. Review current use of management systems and
technology, and make recommendations for
improvements and enhanced efficiency
CITY CLERK’S OFFICE
9 10
4/21/2022
6 RiversideCA.gov
11 Performance Assessment:
5. Review the organizational structure and make
recommendations for enhanced efficiency. Include
potential for consolidation of functions, effectiveness of staffing levels, and succession planning.
CITY CLERK’S OFFICE
RiversideCA.gov
12 Financial Expenditures Review:
Review specific non-personnel expenditure transactions
over the three-year period of Fiscal Years ending June 30, 2022, 2021, 2020. Assess compliance with relevant City
policies for purchasing and contracting.
CITY CLERK’S OFFICE
11 12
4/21/2022
7 RiversideCA.gov
13 Performance Assessment:
1. Based on Library nationwide best practices, review
organizational structure and effectiveness of staffing
levels; succession planning; project management; and
business continuity/disaster recovery controls
2. Review all programs offered on-site and off-site and assess the number of attendees
3. Assess Library services across all seven neighborhood branch locations and centrally at the Main Library
PUBLIC LIBRARY
RiversideCA.gov
14 Performance Assessment:
4. Evaluate library materials and circulation data
5. Assess results of Library community engagement survey to evaluate Library’s understanding of community needs.
6. Analyze fine and fee revenue collected by the Library and make recommendations for best practices
7. Benchmark against similar library systems as well as best practice libraries nationwide
8. Interdepartmental communication and collaboration.
PUBLIC LIBRARY
13 14
4/21/2022
8 RiversideCA.gov
15 Financial Expenditures Review:
1. Review specific non-personnel expenditure transactions over the four-year period of Fiscal Years ending June
30, 2019 through June 30, 2022.
2. Assess compliance with relevant City policies related to procurements and contracting.
PUBLIC LIBRARY
RiversideCA.gov
16 • Reviews anticipated to begin in September 2022, following consultant selection process and City Council approval of agreement.
• T h e s ea r et h ef i n a ld e p a r t m e n t st ob er e v i e w e di nt h e Audit Cycle started in 2015.
• As directed by City Council on May 21, 2019, audit
reports/findings will be simultaneously received by the Mayor, Mayor Pro Tempore, Chair of the Inclusiveness,
Community Engagement & Governmental Processes
Committee (ICGC), and City Manager
DISCUSSION
15 16
4/21/2022
9 RiversideCA.gov
17 Strategic Priority 5 – High Performing Government
Goal 5.3 - Enhance communication and collaboration among community members to improve transparency, build public trust, and encourage shared decision-making.
Cross-Cutting Threads
STRATEGIC PLAN ALIGNMENT
RiversideCA.gov
18 That the City Council:
1. Approve scopes of work for independent
performance assessment and financial expenditures
review of the Office of the City Attorney, the City
Clerk’s Office, and Public Library; and
2. Authorize staff to immediately proceed with
solicitation of consultants through a Request for
Proposals process.
RECOMMENDATIONS
17 18