Article Source: City of San Bruno CA
San Bruno CA Council Agenda Item background info:
DATE: September 26, 2017
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TO: Honorable Mayor and Members of the City Council
FROM: Connie Jackson, City Manager
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SUBJECT: Receive Report and Provide Direction to Staff Regarding the Recruitment Process
for the City Clerk Position
BACKGROUND:
The City of San Bruno is a general law city which derives its municipal power and authorities from laws enacted by the state legislature. According to Government Code section 36501, the government of each general law city must include the office of City Clerk. The position of City Clerk has been an elected position since the City of San Bruno's incorporation in December 1914.
In 2015, the City Council authorized a measure to be placed on the November, 2015 general municipal election ballot to determine whether the position of City Clerk should be changed from elected to appointive effective at the end of the incumbent elected City Clerk's term in 2017. A measure was placed on the ballot at the 2015 general election and was approved with just over 50% of the voters participating in the election voting in favor. Accordingly, when the current term of the elected City Clerk expires on December 5, 2017, the position will become appointive.
At the April 11, 2017 City Council meeting, the City Council reviewed and approved an updated position description and confirmed that the City Clerk will be selected by, and will report to the City Council. The position description outlines job duties and responsibilities for the position. The City Clerk is responsible for recording actions of the City Council, creating City Council meeting minutes, preparing and distributing City Council meeting agenda packets and maintaining the City's official records. The City Clerk must be thoroughly familiar and knowledgeable in the application of many complex state laws and procedures, including the Brown Act, the Political Reform Act, the Public Records Act, campaign finance laws and reporting regulations, and the Elections Code, among others and supports and works closely with all City departments related to City records, contracts and legislative history.
The ideal candidate to fill the position of City Clerk is a dedicated professional with technical expertise in these important areas of the City's operation and possessing the specialized education and experience required to properly perform the critical duties noted above and in the job description.
DISCUSSION:
To assist the City Council with the appointment to the City Clerk position, staff prepared and issued a Request for Proposal (RFP) for services to conduct a recruitment. The RFP requested information regarding the cost for services, availability and timeline, summary of process, and contact information for the recruitment manager. The RFP was sent to four recruiting firms. Out of
the four firms, two firms responded with proposals detailing the recruitment process and timeline, as requested. The two firms proposed costs as follows:
Ralph Anderson and Associates $26,775 (fixed cost)
Bob Murray and Associates $24,400 (consulting fee + reimbursable expenses
estimated at $6,900)
Both firms have extensive experience and expertise in recruitment and placement of executive level and other professional positions in cities and other governmental and public sector agencies. Both firms are well known among municipal organizations and have strong references.
The recruitment services proposed by both firms include the following tasks:
- Development Candidate Profile - meet with the City Council to identify the desired attributes and expectation for the City Clerk.
- Develop Recruitment Brochure and Advertise Position
- Reôruit Candidates - use professional network and contacts and conduct direct outreach to identify and recruit candidates
- Screen Candidates - review resumes and select most highly qualified candidates for interview
- Personal Interviews - conduct interviews with top candidates selected based on the identified City Council criteria
- Present Recommendation - develop detailed report reviewing top candidates recommended for interview with the City Council
- Final Interview - schedule interviews and support the City Council in conducting Finalist interviews
- Reference Checks - contact identified references and other knowledgeable persons regarding the strengths/weaknesses of the top one to three candidates
Staff recommends that both firms are well qualified and capable of conducting the City Clerk recruitment. The recruitment can be completed within 90-120 days from the award of contract for recruitment services.
FISCAL IMPACT:
The fiscal year 2017-18 Operating Budget includes $35,000 for costs associated with recruitment of the new City Clerk. This amount is sufficient to cover the cost of either firm's proposal.
ALTERNATIVES:
- Direct staff to solicit additional recruitment firm proposals to conduct a recruitment.
- Direct staff to initiate and conduct recruitment.
RECOMMENDATION:
Receive report and provide direction to staff regarding the recruitment process for the City Clerk position.
ATTACHMENTS:
1. City Clerk Job Description DISTRIBUTION:
None
DATE PREPARED: September 18, 2017
POSITION DESCRIPTION FOR CITY CLERK
DEFINITION
Under general supervision of the City Manager or the City Council, the City Clerk directs the compilation, retention and maintenance of all documents and records related to the City Council, commissions and committees; supervises a comprehensive records management program; and to provides highly responsible and complex administrative support to the City Manager and City Council.
SUPERVISION RECEIVED
The City Clerk works under general supervision of the City Manager or the City Council.
SUPERVISION EXERCISED
The City Clerk provides direct supervision over lower level administrative staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Illustrative Onlvj
Maintain custody of official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance and surety documents, minutes and legal library; certify copies as required.
Act as custodian of the City's seal, vital documents and records.
Coordinate and attend all meetings of the City Council; coordinate and participate in the preparation, review and editing of City Council agendas, minutes and staff reports; ensure compliance with legal requirements.
Initiate actions required as follow up after City Council meetings, including acknowledging communications, publishing and mailing notices and recording documents.
Oversee and participate in the development and administration of the City Clerk's Office budget; forecast funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.
Perform conflict of interest and campaign fund reporting functions.
Receive and process formal petitions relating to affidavits of candidacy, campaign contribution and expenditure reports, financial disclosure statements, initiatives, referendums and recalls; examine and certify results.
Coordinate and conduct all regular and special municipal elections; prepare appropriate election-related resolutions and ordinances for Council adoption; prepare election booklet and all forms necessary for candidates to run for office; research election laws; administer all election-related processes, initiatives, recalls and referendums; register voters.
Compose and oversee the preparation of resolutions, ordinances, commendations, proclamations reports and correspondence to citizens, legislators and various agencies; compose administrative and legislative policies for Council and City Manager approval.
Oversee legal publishing, posting and mailings; review documents to ensure compliance with legal requirements; forward to appropriate office.
Administer the City's Records Management Program, which includes tasks such as document imaging, records retention, records destruction, indexing of all City Council actions, and indexing all City contracts; responds to request for City records covered under the Public Records Act; maintain the San Bruno Municipal Code, initiating and coordinating updates, codification, and supplementation of the Code.
Provide official notification to the public regarding public hearings including legal advertising of notices; attest, publish, index and file ordinances and resolutions.
Receive and file claims, subpoenas and summons; prepare and certify information and/or provide disposition.
Administer oaths, affirmations, acknowledgments and certifications.
Serve as liaison for the City Clerk's Office with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues.
Provide responsible staff assistance to the City Manager; provide staff support to boards, commissions and committees; prepare and present staff reports and other necessary correspondence.
Administer requirements of Political Reform Act and regulations of Fair Political Practices Commission.
Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned area; recommend and administer policies and procedures.
Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within City policy, appropriate service and staffing levels.
Plan, direct, coordinate and review the work plan for assigned services; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
MINIMUM QUALIFICATIONS
Knowledae of
Operational characteristics, services and activities of the City Clerk's Office; principles and practices of program development and administration; principles and practices of municipal budget preparation and administration; principles of supervision, training and performance evaluation; principles and practices of records management including records retention laws, policies and procedures; modern office procedures, methods and equipment; business English and mathematics; principles and methods of record keeping and report writing; pertinent Federal, State and local laws, codes and regulations.
Ability to:
Manage, direct and coordinate the work of staff; select, supervise, train and evaluate staff; oversee and direct the operations, services and activities of the City Clerk's Office; develop and administer and efficient records management system; comply with all posting and publication guidelines; conduct all regular and special municipal elections; develop and administer, program goals, objectives and procedures; prepare and administer large and complex budgets; prepare clear and concise administrative and financial reports; research, develop and prepare ordinances, resolutions, contracts and technical reports; respond tactfully, clearly, concisely and appropriately to inquiries from the public, press and other agencies on sensitive issues in area of responsibility; operate and use modern office equipment including and supporting word processing and spreadsheet applications; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; research, analyze, and evaluate new service delivery methods and techniques; interpret and apply Federal, State and local policies, laws and regulations; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contracted in the course of work; maintain physical duties appropriate to successful performance of assigned duties and responsibilities.
EDUCATION AND EXPERIENCE
Graduation from an accredited college or university with a bachelor's degree in public administration, business administration or a closely related field and five (5) years of progressively responsible administrative experience in the field of records management, including a minimum of two years in a City Clerk's Office. Certified Municipal Clerk Certificate preferred.
SPECIAL REQUlREMENTS
Ability to obtain and maintain a valid California driver's license.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of the job, the employee is frequently required to sit, talk and hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. Employee must maintain physical condition appropriate to performance of job duties which may include sitting for long periods of time and operating assigned office equipment, and maintain stamina to attend and participate in evening meetings as assigned.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Incumbents generally work in an office environment with extensive public contact. Incumbents may be required to work in the field on occasion. The noise level in the work environment is usually quiet, but can be moderately noisy. The noise level when in the field can be quite noisy.
SELECTION GUIDELINES AND GENERAL INFORMATION
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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Robert Riechel
E=Mail: SanBrunoPatch.Robert@Yahoo.com
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Photo Credit: San Bruno CA Patch Archives
Source Credit: City of San Bruno CA
Web Site: https://sanbruno.ca.gov/
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