HomeMy WebLinkAboutAppointed Assistant City Clerk, Robin Estanislau to the posi Dept. ID CK 16-002 Page 1 of 4
Meeting Date: 4/18/2016
Items A, C, and D - Approved 7-0
Item B - Set salary at Starting Point; revisit at the time
_. November 8, 2016 election results are certified by the
Registrar of Voters - 5-2 (Posey, Sullivan - No)
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 4/18/2016
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Joan L. Flynn, CMC, City Clerk
SUBJECT: Appoint Assistant City Clerk, Robin Estanislau, to the position of City Clerk to fill
the vacancy which will be created when the current City Clerk retires, effective at
the City Council Meeting of June 6, 2016 and set the starting salary for the new
appointed City Clerk
Statement of Issue: Due to my pending retirement (attachment 1), a vacancy in the elected
position will occur on the evening of June 6th. The Charter codifies the authority and responsibility
to fill vacancies of municipal elected officials to the City Council. A starting salary for the new City
Clerk will need to be set by the City Council.
Financial Impact: Some costs savings will be realized due to a short vacancy for recruitment. All
positions are funded in the current fiscal year's budget.
Recommended Action:
A) Accept City Clerk Flynn's letter of resignation effective on the evening of June 6, 2016, and
B) Set the starting salary from the previously adopted range for the new City Clerk who will
assume office on June 6th, and
C) Direct the City Attorney to draft a resolution codifying the salary and benefits for the New
City Clerk to be returned for adoption at the June 6th City Council meeting, and
D) Appoint Assistant City Clerk Robin Estanislau to the position as of the June 6, 2016 City
Council meeting. The term of the appointment is until the November 8, 2016 election results
are certified in December 2016.
Alternative Actions:
Make an appointment of another qualified individual to the position of City Clerk, or hold a special
election to fill the vacancy for six months. Revisit the salary range established for the City Clerk.
Analysis:
I have had the great privilege of serving for 12 years as the 11th City Clerk in Huntington Beach's
107 year history. It has been a very hard process to come to the decision to terminate my 18 year
employment with the City. I have grieved over this choice for more than a year, but find it is in the
best interest of my health to take this step.
Dept. ID CK 16-002 Page 2 of 4
Meeting Date: 4/18/2016
While the decision to retire has not been painless, the decision to make a recommendation to the
City Council for a replacement has been without any apprehension or hesitation. I love my job, my
city of 49 years, my community, and my co-workers and I hope to see them all left in the best hands
possible. I have sat on oral boards for City Clerks in Newport Beach, Fountain Valley, Irvine, Santa
Ana, and Mission Viejo. I know the caliber of individuals who are seeking a position as City Clerk,
and while it is high, I have always come back to the office thanking the good Lord on the providence
He has bestowed on the City of Huntington Beach with the talent, dedication and integrity of the
staff in the City Clerk's office. The Assistant City Clerk has the skillset, character and certifications
necessary to easily and successfully assume the duties of the City Clerk.
Every California city and town is required by legislation to have a City or Town Clerk. The role of
the Clerk is defined in the California Government Code, the Elections Code and our City Charter.
The Huntington Beach City Charter identifies the powers and duties of the City Clerk in section 310
as:
"Section 310. CITYCLERK. POWERS AND DUTIES.
To become and remain eligible for City Clerk, the person elected or appointed shall have a
Bachelor's Degree in business, public administration, or a related field, and hold a
certification as a Municipal Clerk or obtain such certification within the first three years in
office. The City Clerk shall have the power and shall be required to:
(a) Attend all meetings of the City Council, unless excused, and be responsible for the
recording and maintaining of a full and true record of all of the proceedings of the City
Council in records that shall bear appropriate titles and be devoted to such purpose.
(b) Maintain separate records, in which shall be recorded respectively all ordinances and
resolutions, with the certificate of the Clerk annexed to each thereof stating the same to be
the original or a correct copy, and as to an ordinance requiring publication, stating that the
same has been published or posted in accordance with this Charter.
(c) Maintain separate records of all written contracts and official bonds.
(d) Keep all records in their possession properly indexed and open to public inspection
when not in actual use.
(e) Be the custodian of the seal of the City.
(f) Administer oaths or affirmations, take affidavits and depositions pertaining to the affairs
and business of the City and certify copies of official records.
(g) Be ex officio Assessor, unless the City Council, has availed itself, or does in the future
avail itself, of the provisions of the general laws of the State relative to the assessment of
property and the collection of City taxes by county officers, or unless the City Council by
ordinance provides otherwise.
(h) Have charge of all City elections.
(i) Perform such other duties consistent with this Charter as may be required by ordinance
or resolution of the City Council.
(j) Assist and cooperate with the City Manager consistent with Section 403 of the City
Charter.
The City Clerk may, subject to the approval of the City Council, appoint such deputy or
deputies to assist them or act for them, at such salaries or compensation as the Council
may by ordinance or resolution prescribe."
Huntington Beach Charter Section 312, (a) indicates that a vacancy, for any cause, of a municipal
elected position shall be filled by appointment by the City Council, and (c) if not filled within 60 days
after the office becomes vacant, an election shall be held to fill the remainder of the unexpired term.
Dept. ID CK 16-002 Page 3 of 4
Meeting Date: 4/18/2016
"Section 312. VACANCIES, FORFEITURES AND REPLACEMENT.
(a) Vacancies. A vacancy in the City Council or in any other office designated as elective by
this Charter, from whatever cause arising, shall be filled by appointment by the City Council.
(b) Forfeiture. If a member of the City Council is absent from all regular meetings of the City
Council for a period of thirty consecutive days from and after the last regular City Council
meeting attended by such member, unless by permission of the City Council expressed in
its official minutes, the office shall become vacant. If an elected City officer pleads guilty or
no contest to or is convicted of a felony or any crime of moral turpitude, or ceases to be an
elector of the City, the office shall become vacant. The City Council shall declare the
existence of such vacancy. Any elective officer of the City who shall accept or retain any
other elective public office, except as provided in this Charter, shall be deemed thereby to
have vacated the office under the City Government.
(c) Replacement. In the event it shall fail to fill a vacancy by appointment within sixty days
after such office shall become vacant, the City Council shall forthwith cause an election to
be held to fill such vacancy for the remainder of the unexpired term."
Vacancies for the position of City Clerk were filled by a straight appointment in 1973 by Alicia
Wentworth, and in 1988 by Connie Brockway— both of whom served long-term in the City Clerk
Office as Deputy City Clerk and Assistant City Clerk respectively. In 2004 1 was appointed to fill the
vacancy due to the retirement of City Clerk Connie Brockway. The Council at that time held
interviews and appointed from the pool of candidates as there was not consensus on the internal
candidate recommended to them. In 2011, the position of Treasurer was also filled by an
appointment after interviews when there was no identified individual presented to Council for
consideration.
While the Charter permits a vacancy for 60 days in any elected position, before an election to fill the
term is mandated, I believe it is in the best interest of the agency and the community to review
options now and to make an appointment effective at the time of my retirement. It is especially
critical to have a knowledgeable, experienced and internationally certified Clerk in this position as
the City heads into the nomination period for the November 2016 election. It is my hope that a
transition to an appointed City Clerk can be accomplished at the City Council meeting on June 6th—
thereby creating continuity of service.
Salary Schedule:
The Council sets the salary for incoming elected officials and then has the prerogative to increase
salaries along the range as they deem advisable. The existing salary range for the appointed and
elected Department Heads was first adopted in 2007 and the salary range for the City Clerk now
stands at:
Position/City Clerk Starting Point Control Point High Point
Hourly Salary $68.57 $76.32 $84.96
Annual Salary $142,625.60 $158,745.60 $176,716.80
Benefits for the City Clerk have typically been awarded by resolution and include, "all benefits
provided all officer, officials and employees" as reflected in the Non-Associated MOU.
Appointment Recommendation:
Succession planning has been a constant goal in the Office of the City Clerk. Robin (Lugar)
Estanislau has been preparing to ascend into the position over the last 11 years. Her earlier
training in Administration, Planning and previously at the City of Arcadia in Redevelopment set her
on the course to promote to the position of City Clerk.
Dept. ID CK 16-002 Page 4 of 4
Meeting Date: 4/18/2016
Robin Estanislau is a 15 year Huntington Beach resident and registered voter who holds a Bachelor
of Arts degree in Organizational Management, is a Certified Municipal Clerk and Notary Public, as
well as a Passport Agent (attachment 2). Robin has served the City of Huntington Beach for 17+
years (in Administration, Planning and the City Clerk Departments) and has five additional years of
public service in the employment of the City of Arcadia. Robin has performed a significant array of
duties with excellence in the Office of the City Clerk for 11 years and is held in high esteem by staff,
Department Heads, Elected Officials and throughout the community. She is equipped and ready to
fulfill all of the duties of the City Clerk.
Over the years Robin has been involved with candidate instruction, elections, campaign reporting,
and elected official on-boarding. Her long-term tenure with the city provides the intangible but
necessary organizational knowledge/memory that is imperative for research, and assigning
historical context to issues. It is with great confidence that I recommend Robin Estanislau to you for
consideration of appointment.
Strategic Plan Goal:
Non-Applicable —Administrative Item
Attachmentfs):
1. Letter announcing retirement of City Clerk Joan L. Flynn effective at the City Council
Meeting of June 6, 2016
2. Documents supporting Charter qualifications regarding experience and education of Robin
(Lugar) Estanislau: Diploma, Voters' Registration, Recognition as a Certified Municipal
Clerk, Certificate of Completion for Technical Track for Clerks, Commission as Notary
Public, Passport Acceptance Agent documentation, Certificate of Completion of the Robert
Mayer Huntington Beach Leadership Academy and Resume
3. PowerPoint Presentation on Duties of the City Clerk
City of Huntington Beach
2000 Main Street • Huntington Beach, CA 92648
I _pEe:�)n45Pp: ; OFFICE OF THE CITY CLERK
� JOAN L. FLYNN
CITY CLERK
April 18, 2016
Dear Mayor and City Council Members,
It has been my pleasure and honor to serve both the Citizens and the City of Huntington Beach for 18 years--the last 12
in the role of City Clerk. During that time I have successfully accomplished my goals of creating community, enhancing
transparency, improving public access, cutting departmental costs, increasing the level of professionalism in the office
and building a department in which excellent internal and external customer service is paramount.
It is with so many mixed emotions that I announce my resignation effective on the evening of June 6th. I love my job,
the people I work with, and the community I serve, but I am finding that ongoing health issues have made it difficult for
me to continue to work and still have the energy/stamina for a quality, private life.
Huntington Beach Charter Section 312, (a) indicates that a vacancy,for any cause, of a municipal elected position shall
be filled by appointment by the City Council, and (c) if not filled within 60 days after the office becomes vacant, an
election shall be held to fill the remainder of the unexpired term.
Succession planning has been a benchmark all city Department Heads have been encouraged to reach. In this office,
every full time employee has continued their education and now has a degree, is a Certified Municipal Clerk, Notary
Public, as well as a Passport Agent. Robin Estanislau has served the City of Huntington Beach for 17 years(in
Administration, Planning and the City Clerk Departments) and has five additional years of public service in the
employment of the City of Arcadia. Robin has performed a significant array of duties with excellence in the Office of the
City Clerk for 11 years and is held in high esteem by staff, Department Heads, Elected Officials and throughout the
community. She is equipped and ready to fulfill all of the duties of the City Clerk. It is with great confidence that I
recommend Robin Estanislau to you for consideration of appointment.
I believe it is in the best interest of the agency and the community to have a knowledgeable, experienced and certified
Clerk in this position as we head into the nomination period for the November 2016 election. It is my hope that a
transition to an appointed City Clerk can be accomplished at the City Council meeting on June 61h—thereby creating
continuity of service.
I have enjoyed working with each of you,your predecessors and the many staff members I have come to know and care
deeply about over my tenure here.
Sincerely,
Joa L FlynnB CMC, MPA
gHuinon each City Clerk
Sister Cities: Anjo, Japan • Waitakere, New Zealand
(Telephone:714-536-5227)
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N a DEPARTMENT OF STATE
CERTIFICATE OF C 0 M P L E T 1 0 N
�rsspdrt AcceptanceA Agent Training
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Estanislau, Robin
Refresher Training for Existing Agents 2015
01/07/2016
DEPUTY ASSISTANT SECRETARY
FOR PASSPORT SERVICES
UNITED STATES DEPARTMENT OF STATE
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Robin F. Estanislau
5832 'Trophy Drive
Huntington Beach CA 9269
(714) 916-4360
Employment History
City of Huntington Beach - 11/18/1998 to Present
City Government Offices - Huntington Beach, California
Assistant City Clerk — City Clerk's Office (10/05 to Present)
Under the direction of the City Clerk, plans, organizes, and supervises the daily
operations of the City Clerk's department, performs highly responsible and complex
administrative support to the City Clerk, supervises 2 full-time and 5 part-time
department personnel, conducts staff meetings, prepares and conducts performance
evaluations, prepares City Council staff reports, manages the department's records
management system including document imaging and electronic workflow processes,
oversees the process of preparing, distributing and filing City Council agendas, staff
reports and meeting minutes, oversees and participates in passport acceptance
services, municipal elections, contract maintenance and codification practices, conducts
research, report's findings and makes recommendations, serves as Notary Public, is
knowledgeable of pertinent Federal, State and local laws, codes and regulations
pertaining to the Public Records Act, Ralph M. Brown Act, Political Reform Act, Voting
Rights Act and local, State and Federal laws relating to records retention, the election
process, and Fair Political Practices Commission (FPPC) campaign finance and
Statement of Economic Interests — Form 700 filings.
Administrative Assistant— Department of Planning (9/00 to 10/05)
Provided administrative support to the Director of Planning and Planning and Code
Enforcement management staff. Supervised 3 full-time, and 2 part-time departmental
personnel. Administrative tasks included preparing and conducting performance
evaluations, records management, preparing entitlement files, arranging meetings,
internal and external correspondence, payroll, tracking departmental purchases, and
special projects as assigned. As recording secretary to the Planning Commission,
attended all Commission meetings, prepared and distributed legal notices, agenda and
staff report material, action agendas and minutes, and published resolutions. Also
provided administrative support to the Design Review Board and Environmental Board,
respectively.
Administrative Assistant — Department of Administration (11/98 to 9/00) Provided
administrative support to the Director of Organizational Effectiveness, managed the
city's Citizen Inquiry Program designed to record, track and resolve citizen complaints/
requests for service, prepared and distributed agendas for the Intergovernmental
Relations Committee, assisted in managing departmental records, prepared internal
and external correspondence, scheduled appointments and arranged meetings, and
participated in special projects as assigned.
City of Arcadia - 1/94 to 11/17/98
City Government Offices —Arcadia, California
Administrative Secretary— Development Services Department (1/95 to 11/98) Provided
clerical support to the Deputy City Manager/Development Services Director, Economic
Development Director and the City's Transportation Manager including phone reception,
records management, mail distribution, transcription, internal and external
correspondence, City Council/Redevelopment Agency staff reports, meeting
agendas/minutes, purchasing and budget activity, travel, conference and meeting
arrangements, outside requests for information, managing the employee Rideshare
Program, tracking complaints for the Dial-A-Ride Senior Transportation Program, and
preparation of the City Council Weekly Report; Secretary to the Parking District
Commission; active member of the Employee Advisory Committee.
Clerk Typist II — Office of the City Manager (1/94 to 11/95)
Reported to the Assistant to the City Manager, providing clerical support to the City
Manager's Office and Solid Waste Division including phone reception, records
management, mail distribution, internal and external correspondence, preparation of the
City Council Agenda and Weekly Report, Mayor's certificates and proclamations,
trouble shooting cable programming complaints, tracking current State and Federal
legislation, handled multiple requests from public and government officials involving city-
sponsored events, and special projects as assigned.
Bushnell Division of Bausch & Lomb, Inc. - (5/87 to 6/92)
Sport Optics — San Dimas, California
Administrative Assistant — Marketing & Advertising. Provided administrative and clerical
support to the offices of Marketing, Advertising and Public Relations including internal j
and external correspondence, records management, phone reception, meeting and
travel arrangements, purchasing, budget tracking, coordinating and trouble-shooting.
Assisted in trade show production, product distribution and presentation material.
Provided extensive assistance to outside consumers, product vendors and sales force.
Awards/Scholastic Background/Special Skills
➢ Graduated with a Bachelor's degree in Organizational Management May 2010
➢ City of Huntington Beach Mayor's Award 2009
➢ Earned certification as Certified Municipal Clerk (CIVIC) August 2008
➢ Graduated Robert Mayer/Huntington Beach Leadership Academy 2008
➢ Received Notary Public Commission 2007; 2013
➢ City of Arcadia Mayor's Award 1998
➢ Earned Associate's degree in Business June 1986
➢ Experienced in word processing applications, PowerPoint, Excel, J.D. Edwards,
Kronos, SIRE, Granicus, NetFile, other database programs; type 60+ WPM
Huntington Beach
City Council , April 18, 0i1
Introduction to the
Responsibilities of the City Clerk
//� NTINGTO
U S
� NTV CP
Your City Clerk is
Your Partner in Democracy
Charter section 310
Qualifications
Required to be a Huntington Beach
resident and registered voter with a
Bachelor's Degree in Business,
Public Administration or related
field.
Elected by the Huntington Beach
voters and serve at the pleasure of
the citizens for a 4 year term (no
term limit)
Charter section 310 Duties
Attend all Council meetings
Legislative record
Contracts and official bonds
• Custodian of the City seal
• Oaths and affirmations
• City elections
• Access to public records
• Certification of records
Representation of
Municipal Legislative Action
Policy
(City Council)
Programs Process
(City Manager) (City Clerk)
Statutory Duties
State Law;
Elections Code
Government Code
Maddy Act
Political Reform Act
Ralph M. Brown Act
Public Records Act
Municipal Law;
Municipal and Zoning Code
City Charter
Records, Passports, Notary,
Oaths and Attestations
4 PASSPORT
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Huntington Beach City Clerk
Legislative and Administrative Support;
Agendas, Minutes, Ordinances, and
Resolutions
• Municipal/Zoning Code and Charter
codification
* Contracts, agreements and
attestation
Public Hearings
City Council standing committees
• Claims/Summons/Appeals
* Filing Officer for 225 Form 700s
Huntington Beach City Clerk
Elections;
• Local elections official
Oversee contract services with ROV
• Filing Official and Filing Officer for
campaign contributions and
expenditures through the FPPC
Records Management;
• Records: safekeeping , access,
retention, disposition and research
• Update of Records Retention Schedule
Outreach and Training
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Other Non Statutory Duties
Passport Acceptance Facility
Speak at schools, non-profit agencies,
community and Chamber
events/classes
=r Notary Public
Host training classes for the FPPC ,
CCAC , SCCAC , Dept. of State, ARMA
Host Government 101 classes for the
public
Oversee the HB historian
Full Department Head responsibilities
with citywide interaction