City Manager Mission To make significant contributions to the ongoing success of the organization by providing responsible leadership and management, exceptional technology support services, direction based on sound strategic planning, provide support to City Councilmembers, Boards and Commission members, and to provide exceptional customer service. The contributes to the success of the organization by providing responsible leadership, management, strategic planning and technology planning and support for the City. In addition, the office provides support to the City Council and Boards and Commissions, and strives to provide exceptional customer service. The offices of the City Clerk and Advance Planning are located in the office; and, as part of the FY 2009/10 City-wide reorganization, the Information Technology Division moved from Administrative Services to the City Manager s Office. The General Administration Division is responsible for the General Administration and overall supervision of the City Departments and provides direct support to the City Council. Further, they are responsible for for Public Information, which includes dissemination of information to the public, implementation of the public involvement policy, coordination of the Communication Task Force, and media coordination. This division administers and monitors Franchise Administration. The City has franchises with North Bay Corporation and PG&E. Labor Negotiations support, in part, is provided by the. A primary focus of the Office of Advance Planning and Public Policy is maintenance of the General Plan in compliance with state law and monitoring of General Plan implementation. Advance Planning staff also prepares corridor and specific plans in conjunction with neighborhood efforts to address specific land use issues. Examples of this are the Mendocino Avenue Corridor Plan currently in progress and the Santa Rosa Avenue Corridor Plan to be initiated in early summer. The City Clerk s Office administers the legislative process and provides support to the Council; produces the Council agenda and assembles and distributes the agenda packets for the City Council; records minutes; conducts regular and special municipal elections, provides support and information to candidates and voters; administers the Political Reform Act; assures proper publication of public notices; provides training; administers the City Code; coordinates the City s Records Management Program; and provides access to information about the public s business. Information Technology (IT) is responsible for technology planning and support including computer and telephone networks, software application development and support, Geographic Information Systems maintenance, and the City s web and e-government applications. The IT division used to be located in the Administrative Services department, but was moved to the as part of the FY 2009/10 Citywide reorganization. - 95 -
FY 2009/10 Key Objectives Coordinate with other City departments to implement the Council and strategic planning goals identified by Council and staff. Work closely with Council and departments to develop new revenue sources and address Citywide budget concerns. Assist the Mayor with the Gang Task Force and assist the Police Department in gang prevention efforts. Coordinate the Incremental Recycled Water Program (IRWP) with consultants and Utilities staff. Provide timely analysis of Federal and State legislation impacting the City of Santa Rosa and assist the Council in providing an effective Federal and State legislative and lobbying program. Provide coordination of the City-wide marketing and inclusion efforts. Coordinate and manage the special events and permit process. Identify issues of long-range concern and provide information and analysis to address relevant issues. Work closely with City Council subcommittee and City-wide strategic planning process. 5 7 Advance Planning and Public Policy s Office Identify issues of long range concern and provide information and analysis to address relevant issues. Support neighborhood planning efforts. 2 Seek grant opportunities for long range planning. Supply technical information and data to other city departments seeking grants. Provide timely response to the public and city staff members with general plan questions Assure compliance with state laws related to long range planning. City Clerk s Office Prepare and distribute preliminary and current City Council Meeting Agendas and Packets by Thursday of each week; post to the City s website and bulletin board. Assure public access to Council legislative records and other public information; assure timely responses to requests and subpoenas of public records. Coordinate the City s Records Management Program. Conduct regular and special Municipal Elections; assist candidates, and inform the voters. Ensure timely filing of financial and campaign disclosure statements by elected officials, candidates, committees, and designated employees, pursuant to local and State law. Provide training to Board and Commission members and staff to assure efficient delivery of services and compliance with State local laws and City policies. Serve as a conduit for the exchange of information about the City s business between the City organization and the public at large. Ensure timely execution and transmittal of all official documents related to City Council actions. - 96 -
Information Technology Division Make our government more efficient, transparent and responsive to citizens. We ll take full advantage of traditional website assets located on our website, srcity.org but also expand to social networking solutions increasingly used by our residents and businesses. Examples include Facebook, Twitter and You-Tube. Improve operational efficiency by accomplishing the following: o Replacing our 20 year-old Human Resources, Payroll and General Ledger system. o Improving our enterprise-wide asset management technology and process, focusing on physical assets maintained by Utilities, Public Works and Recreation and Parks departments. o Continuing to develop our three-dimensional GIS system for use in planning, policy development and community collaboration. o Continuing aggressive SharePoint-based business and document management with the goal of reduced paperwork and streamlined workflow. SharePoint is the City s internal website. Implement best practice Green IT initiatives such as server virtualization (resulting in energy and cost savings), desktop power management and server room redesign. Continue to work toward cross-town disaster data recovery. Service Indicators Coordinate with other City departments to implement the Council and strategic planning goals identified by Council and staff. Work closely with Council and departments to develop new revenue sources and address City-wide budget concerns. Assist the Mayor with the Gang Task Force and assist the Police Department in gang prevention efforts. Coordinate the Incremental Recycled Water Program with consultants and Utilities staff. Provide timely analysis of Federal and State legislation impacting the City of Santa Rosa and assist the Council in providing an effective Federal and State legislative and lobbying program. Provide coordination of the City-wide marketing and inclusion efforts. Coordinate and manage the special events and permit process. Identify issues of long-range concern and provide information and analysis to address relevant issues. Work closely with City Council subcommittee and City-wide strategic planning process. Advance Planning and Public Policy s Office Identify issues of long range concern and provide information and analysis to address relevant issues Support neighborhood planning efforts Seek grant opportunities for long range planning Supply technical information and data to other city departments seeking grants Provide timely response to the public and city staff members with general plan questions Assure compliance with state laws related to long range planning City Clerk s Office Prepare and distribute preliminary and current City Council Agendas and Packets by Thursday of each week; post to the City s website and bulletin board - 97 -
Assure public access to Council legislative records and other public information; assure timely responses to requests and subpoenas of public records Coordinate the City s Records Management Program Conduct regular and special Municipal Elections; assist candidates, and inform the voters Timely filing of financial and campaign disclosure statements by elected officials, candidates, committees, and designated employees, pursuant to local and State law Provide training to Board and Commission members and staff to assure efficient delivery of services and compliance with State local laws and City policies Serve as a conduit for the exchange of information about the City s business between the City organization and the public at large Execution and transmittal of all official documents related to City Council actions Information Technology Division Indicators: 2002/03 2003/04 2004/05 2005/06 2006/07 2007/0 Online Recreation Class Registrants per year Number; Percent 6,563 20% 9,227 27% 7,665 25% 9,732 31% ~10,000 32% ~12,000 31% 200/09 Estimate ~,000 32% Online Building Permits and Inspections per year Number; Percent N/A 55 9% 515 9% 600 % 571 % 59 13% 300 12% Online GIS Logins per month (approx.) N/A N/A 1,200 2,100 2,000 2,000 5,500 Free Downtown Wireless (WiFi) Connections per month (approx.) N/A N/A N/A 300 350 1,000 1,000 FY 200/09 Key Accomplishments Worked with Inclusion Council on a variety of projects, including the Building an Inclusive Workforce training. Coordinated the Federal Stimulus Program review. Coordinated the Community Advisory Board s Community Improvement Grant process. Implemented the new brand and standards. Coordinated the Marketing and Communications Committee. Reviewed Strategic Plan and Council Goals. Prepared Federal and State Legislative Priorities and appropriation information. Coordinated the implementation of the IWRP Master Plan. Coordinated and participated in the development of the Discharge Compliance Project, Urban Re-use, and the Seasonal Storage Project. Negotiated recycled water contract with Town of Windsor. Advance Planning and Public Policy s Office City Council adopted the Downtown Station Area Specific Plan generated by the division. Prepared draft General Plan and draft General Plan Environmental Impact Report. Preparated and presentated the Mendocino Avenue Corridor Study. Submitted the annual report on planning activities to state Office of Planning and Research. 9 2 4 2 5-9 -
Investigated grant funding options for preparation of Jennings Station Specific Plan. Assisted with mixed-use parking garage and bicycle and pedestrian plan programs. City Clerk s Office Accomplishments Council support Produced Council Agendas (Published and posted to the City website - current and preliminary versions). Prepared 44 Meeting Minutes and posted to the City website. 44 Council meeting packets produced, delivered and posted to the website. Reviewed and published 392 staff reports. Conformed, archived, and posted 274 Resolutions. Conformed, archived, and posted 46 ordinances, codified as appropriate. Posted video of 44 Council meetings to website. Provided technical support in filing financial disclosure/economic interest reports. Published handbook for new Councilmembers. Provided ethics training for Council, Board and Commission members and staff in cooperation with the City Attorney s Office. Elections Administered Municipal election ( candidates). Administered Special election (4 candidates for two-year term). Solicited and reviewed 234 Campaign Finance Statements and posted them to the website. Provided technical support and guidance for candidates with filing of necessary financial, campaign, and election documents. Published handbook for candidates. Prepared necessary Council legislative items calling and declaring results of elections. Records Management Completed RFP and selection process for software, vendor, and technical support for document imaging and records management software. Provided technical and administrative support to Utilities, Fire, Public Works, and Community Development. Departments to index and purge department files; indexed and purged City Clerk and City Manager files. Destroyed over 2,500 boxes of outdated records in storage. Continued monitoring and updating the City-wide records retention schedule. Political Reform Act Updated the City s Conflict of Interest Code. Solicited, received, and reviewed 372 Statements of Economic Interests from Councilmembers, designated employees, board and commission members, and designated consultants. Provided training to Form 700 filers. Form 700 is provided by the FPPC and provides a statement of economic interests. Local governmental officials and staff are required to file them annually. Monitored filing compliance. 4-99 -
Public Records Act Responded to all multi-departmental and City Clerk s Office requests for public records. Technology Maintained and posted all Council legislative records, City Code, elections information and meeting videos. Provided staff reference documents, such as Council Policy Manual, Council reports, and City Code on the City s intranet. Information Technology Division s Accomplishments Completed the internal server virtualization project, combining 31 stand-alone servers into three virtual server boxes, saving the energy needed to run and cool them. Made new aerial views of the city available to City staff, thereby reducing the need for staff to do site visits. This improved efficiency by saving the time and cost of driving to the sites. Completed 60% of the GIS three-dimensional model. This model will aid in current and proposed development projects and streetscapes. 1 Completed the new public GIS website, making it easier to use and allowing it to support multiple browsers. Helped complete the new Parking Citations system software upgrade. Expenditures by Fund 2006-07 2007-0 200-09 200-09 2009-10 Funding Source Actual Actual Estimate Budget Request General Fund $1,4,310 $2,015,4 $2,564,053 $2,31,567 $2,031,544 Capital Improvement Fund $366,42 $461,403 $221,632 -$255,547 $0 Information Technology $3,939,64 $4,563,964 $4,150,2 $4,309,651 $4,502,0 Total $6,191,016 $7,040,55 $6,935,797 $6,372,671 $6,534,352 Expenditures by Category 2006-07 2007-0 200-09 200-09 2009-10 Actual Actual Estimate Budget Request Salary $2,16,31 $3,214,020 $3,154,714 $3,554,744 $3,610,091 Benefits $90,017 $997,391 $965,32 $1,062,562 $1,123,57 Service and Supplies $2,257,146 $2,507,04 $1,395,134 $1,206,31 $1,026,22 Indirect Costs $209,535 $25,333 $256,01 $256,01 $37,52 Capital Outlay, Projects and Other $0 $64,063 $1,164,46 $292,453 $36,000 Total $6,191,016 $7,040,55 $6,935,797 $6,372,671 $6,534,352 Major Budget Changes General Fund: The City Manager General Fund budget decreased $27K or just over 12%. Approximately $150K of this was through Salary & Benefit reductions. One position was eliminated in the 200/09 fiscal year and a part-time limited term position was added to support the records management project. Additionally, one position will charge time outside the department as part of the consolidation of marketing and outreach efforts in the City. That charge-out, along with the allocation of Advanced Planning staff time to projects, creates salary savings (year over year budget reduction) for the department. The department also decreased their professional & outside services budgets by $120K and decreased Advanced Planning projects by $12K. - 100 -
Employees Information Technology: The Information Technology Fund was previously housed in the Administrative Services/Finance Department. As part of citywide reorganization efforts, this function has been moved to the City Manager Department. The year over year budget increase in this Fund of $193K is attributable to scheduled salary & benefit increases and City overhead increases partially offset by decreases to the Information Technology projects budget. Expenditures by Program 2009/10 Request Franchise Administration 0.2% City Clerk 0.9% Advanced Planning 6.6% General Administration 23.1% Information Technology 69.2% Historical Staffing 44.00 42.00 40.00 3.00 36.00 34.00 32.00 30.00 2005-2006 2006-2007 2007-200 200-2009 2009-2010 - 101 -
Organization Chart City Manager (1) Deputy City Manager (1) City Clerk (1) Director of Advance Planning/Public Policy (1) Executive Assistant to the City Manager (1) Assistant to City Manager (1) Chief Technology Officer (1) Administrative Secretary (1) Senior Planner (1) Administrative Secretaries (2) Web Administrator (1) IT Operations Section Manager (1) Applications, Development & Integration Sup. (1) Technology Programs Manager (1) GIS Supervisor (1) City Planners (2) IT Support Specialist (1) IT Supervisor (1) Sr. Programmer/ Analyst (1) Project Manager (1) GIS Analysts (1) Sr. IT Technicians (4) Programmer/Analysts (3) Technology Application Specialists (2) IT Technicians (7) Limited Term Programmer Analyst (ARP) (1) 102