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HomeMy WebLinkAboutCity Treasurer - Salary Resolutions - 1963 - 1989 A. }. ' REQUES''f FOR CITY COUNCIL r,CTION t Date June 25, 1987 Submitted to: Honorable Mayor and Members of the City Council Submitted by: Warren G. Hall, City Treasurer Prepared by: Warren G. Hall., City Treasurer Subject: Resolution # S'17 9s, Compensation of City Treasurer FY 87/88 Consistent with Council Policy? [X] Yes [ ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE: There needs to be a resolution of the City Council setting the specific salary and benefits of the City Treasurer for Fiscal Year 1987/88. RECOMMENDATION: Approve attached resolution. ANALYSIS: The attached resolution establishes compensation of City Treasurer Warren Hall for Fiscal 1987/1988. Salary for City Treasurer shall mean compensation paid for City Treasurer and Business License Manager as consolidated in Resolution No. 5311. FUNDING SOURCE: 1987/88 Fiscal Year Budget. ALTERNATIVE ACTION: Not pass Resolution. Attachmemt Resolution # x i MINUTES CITY COUNCIL/REDEVELOPMENT AGENCY Council Chamber, ::City ball Huntington Beach, California "1 Friday, October. 16, 1987 A tape recording of this meeting is on file in the City Clerk's Office Mayor/Chairman Kelly called the adjourned regular meeting of the':City Council of the City of Huntington Beach to order at 4 p.m. ROLL CALL Present: Winchell, Finley, Kelly, Green, Bannister Erskine, Mays (arrived at 4:10 p.m. ) Absent: None RESOLUTION NO 5818 - ADOPTED - NON ASSOCIATED EMPLOYEE BENEFIT CHANGE - ALTERNATIVE TO PAYOFF OF UNUSED SICK LEAVE The Deputy City Clerk presented a communication from the Chief of Administrative Services transmitting Resolution No. 5818 for Council consideration - "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTOIN BEACH EXTENDING MEDICAL INSURANCE BENEFITS TO RETIRED NON-ASSOCIATED EMPLOYEES." The Interim City Administrator clarified the provisions of .the resolution which would apply to the retiring City Administrator and twenty-eight other non-associated employees. A motion was made by Bannister, seconded by Green, to adopt Resolution No. 5818. The motion carried by the following roll call vote: AYES: Winchell, Mays, Finley, Kelly, Erskine, Green, Bannister NOES: None ABSENT: None INTERVIEWS OF APPLICANTS FOR THE OFFICE OF CITY TREASURER - APPOINTMENT OF DONALD WATSON TO OFFICE OF CITY TREASURER APPROVED Council held brief interviews with the following five applicants for the position of City Treasurer: Donald Wats )n, Roger Slates, Henry Goldman, Patricia McCabe and Ralph Carruthers. A motion was made by Erskine, seconded bi Kelly, to appoint Roger Slates to the position of City Treasurer. The mot .on failed by the following roll call vote: { AYES: Kelly, Erskine, Bannister J NOES: Winchell, Mays, Finley, Green ABSENT: None 53 r-. Page 2 - Council/Agency r,lnutes - 10/16/87 A motion was made by Green, seconded by Kelly, to appoint Donald Watson to the position of City Treasurer, said appointment to be effective immediately. The motion carried by the following roll call vote: AYES: Winchell, Mays, Finley, Kelly, Erskine, Green NOES: Bannister ABSENT: None ADJOUBIOUNT - COUNCIL/REDEVELOPMENT AGENCY The Mayor/Chairman adjourned the adjourned regular meeting of the City Council and the Redevelopment Agency of the City of Huntington Beach. er o the Re eve op n � and City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California BY Deputy City Clerk Deputy CZ6rk ATTEST: 1:2 V-4-, f. City Clerk Clerk �✓ Mayor Chairman BY Deputy City Clerk Deputy C k REQUEST FOR CITY COUNCIL. ACT AN q3- " Date June 21, 1989 Submitted to: Mayor and City Council APPROVED BY CITY COUNCIILL Submitted by: Paul E. Cook, City Administrator Prepared by: Paul E. Cook, City Administrator &TYdLERKU Subject: Salary for City Treasurer 60y() Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: Statement of Issue: There is a need to establish a salary for the City Treasurer based on the fact that it is a full—time position. Recommendation: Adopt City Council Resolution No. 40W setting compensation for the City Treasurer. Analysis: Based on City Council direction, the City Administrator, City Treasurer, and Council liaisons Winchell and Silva met and agreed that a reasonable full—time salary for the City Treasurer, based on a survey of comparable Southern California cities, would be $5,157.00 per month. Funding Source: This cost is included in the 1989-90 Budget. Alternative Actions: 1. Approve a different salary than recommended; 2. Continue with the current interim salary of $2,500 per month; 3. Revert to the previous part—time salary of $688.00 per month. Attachment: Resolution PEC:pf Attachment Plo 5/85 a RESOLUTION NO. 6040 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH SETTING COMPENSATION FOR THE CITY TREASURER WHEREAS, the City Charter provides that the compensation of the City Treasurer be set by resolution, NOW, THEREFORE, the Council resolves as follows : 1 . From and after the date July 1 , 1989 , the compensation for the elected position of City Treasurer is hereby established at Range 481E, $5 , 157 . 00 per month and an additional four ranges from and after January 1, 1990 . Fringe benefits shall be identical to the benefits awarded to non-represented employees including appointed department heads . 2 . That the salary and benefits , as established 'herein shall remain in effect until changed by succeeding resolution . 3 . Any other Resolutions of the City of Huntington Beach in conflict herewith are hereby repealed . PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a/re-gunned 5th g e�gu ar meeting thereof held on the day Of Jul;,, 1989 . Mayor ATTEST: APPROVED AS TO FORM: f City Clerk C' Attorney REVIEWED AND APPROVED : INITIATED AND APPROVED : � 1 City A ministrator City Treasurer -1- a No, 6040 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I , CONNIE BROCKWAY, the duly appointed, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular adjourned meeting thereof held on the 5th day of July 19 89 by the following vote: AYES: Councilmembers: MacAllister, Green, Winchell, Mays, Silva, Erskine NOES: Councilmembers: None ABSENT: Councilmembers: Bannister a City Clerk and ex-officiV Clerk of the City Council of the City of Huntington Beach, California 6040 . ' �'3 a, CITY OF HUNTINGTON 2000 MAIN STREET CALIFORNIA 92648 Office of Public Information William G. Reed,Public Information Officer (714)536-5511 FOR IMMEDIATE RELEASE August 20, 1987 #87-59 - Due to the Aug. 17 retirement of elected Huntington Beach City Treasurer Warren G. Hall , the City Council is seeking Huntington Beach residents interested in filling the remainder of the office ' s term, which will end November, 1988. The salary for the part time duties for the interim position has been set for $723 a month. Those interested should submit a complete resume to City Clerk Alicia Wentworth, 2000 Main Street, Huntington Beach, CA 92648, (714) 536-5227. Final filing date has been set for Sept. 15. A general election for the office of city treasurer will be held in November 1988. The individual appointed to fill the remainder of the current term will have the option to seek re-election to the city treasurer position at that election. In accordance with the Huntington Beach City Charter, the minimum qualifications for the position of city treasurer shall be a combination of education and experience in an area related to fiscal management. -30- REQUEb f FOR CITY COUNCIL -ACTION Date Submitted to: Mayor and City Council PFR 0 VED B V C1 F1,Y Submitted by: Paul E. Cook, City Administrator C 7Q Prepared by: Richard Barnard, Assistant to the City Administr Subject: CITY TREASURER'S SALARY 0'f 0 46 Res J* Consistent with Council Policy? 1' Yes New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: Statement of Issue: There is need to amend Chapter 2.16 of the Municipal Code by amending Section 2.16.80, and to adopt Resolution#5987 setting an interim compensation for the City Treasurer. ,Recommendations: 1. Introduce Ordinance #2991 deleting the obsolete provision for compensation for the City Treasurer. 2. Adopt Resolution#5987 setting an interim compensation and reciting qualifications for the City Treasurer. 3. Appoint an ad hoc Council committee to meet with the City Administrator and report back to the full Council with its recommendations regarding duties and responsibilities and for establishment of a salary commensurate with the assigned duties and responsibilities. Analysis: The City Council directed, at its February 6th meeting, that the information be brought back to them regarding amending Section 2.16.80 of the Huntington Beach Municipal Code, a Resolution setting an interim salary of $2,500 per month for the City Treasurer, and information pertaining to the duties and responsibilities of the City Treasurer. With regard to the additional duties and responsibilities for the City Treasurer, additional time is required. The City Administration has been gathering the pertinent facts and information for additional duties and responsibilities that may be associated with the position of City Treasurer and is developing a recommendation for a salary range that would be commensurate with the duties and responsibilities. Funding Source: N/A pz 4- Plo 5/85 Alternative Action: Not to adopt Ordinance #2991 and Resolution#5987. Attachments: 1. Ordinance #2991 2. Resolution #5987 3. Request for City Council Action from Paul Cook dated February 6, 1989. PEC/RB:pf #0510q-35 RE U FOR CITY C®UNC ACTION Date January 30, 1989 Submitted to: Mayor and City Council _ Submitted by: Paul E. Cook, City Administrato APPROVED BY CITY COUNCIL Prepared by: Paul E. Cook, City Administrator Subject: CITY TREASURER'S DUTIES AND RESPONSI en'YCL..�RK Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: D Statement of Issue: The City Treasurer's duties and responsibilities need to be reviewed and amended as well as the position's salary. Recommendations: 1. Authorize the City Administrator to prepare an ordinance which will revise Chapter 2.16 of the Municipal Code relating to the City Treasurer to reflect the current duties, responsibilities, and minimum qualifications for the position. 2. Direct the City Administrator to include in the recommended 1989-90 City Budget a salary for the City Treasurer based on a full-time position which is comparable to other full-time City Treasurers in the area. .� rr^iripl e .. t ✓ 0 Pat 8neg, i rd, S " 1e4- i !S sp,.inr� C, `'r"C43�r�r" Analysis: (. X TV It appears that the ordinance covering the duties and responsibilities of the City Treasurer's position has not been materially revised since 1923. The City's investment portfolio is over $70 million, and the department includes 8 employees. There is justification to establish a full-time position of City Treasurer to be paid a salary which is comparable to other cities in Orange and Los Angeles Counties which is between $55,000 and $64,000 per year. The following is a list of the primary activities of the City Treasurer. These duties are shared, when possible, with the Senior Deputy because of volume, scheduling, and back-up. This represents a workload of at least 40 hours per week for each. Many of the activities are performed daily and others are on a weekly, monthly, or as required basis. 1. Investments Obtain quotes; authorize purchases; maintain documentation; receive payments; schedule maturities; authorize fund transfers; calculate and make daily repurchase agreements; establish and maintain an Investment Policy per California Government Code. During calendar year 1988, our portfolio averaged nearly $71 million and $5,338,844 of interest was received. In addition, over 250 daily repurchase agreements were made with an accumulation value of $608,675,000. e PIO V85 2. Banking Establish and control all bank accounts; negotiate services and contracts with bank; make daily deposits; handle returned checks and reconciliation. 3. Accounts Receivable Responsible for collection of monies owed to the city; utilize letters, phone calls, and collection agencies as required. Authorize write off of uncollectible items. 4. Cash Management Make cash flow projections on a weekly and monthly basis. Use as a basis for investments and release of checks. 5. Bond Issues, TRANS and Assessment Districts Signator on all bond issues. Work with bond counsel and underwriters in preparation of offerings. Work with paying agents on payments. Manage and direct investment of funds held by paying agent as security. 6. Meetings with Brokers, Agents, and Investment Services Establish contact and relationship with various brokers and services; determine qualifications and credentials; resolve disputed items; review proposals. 7. Professional Development Attend meetings of California Municipal Treasurers' Association, and Elected Treasurers of California; attend CMTA weekend workshops; periodical readings (Wall Street Journal, investment newsletters, economic forecasts, local news, and legislative updates.) 8. Business License Department Responsible for the management of the Business License operation including 4 personnel, budgets and expenses, over 16,000 licenses, and over $1 million in annual revenue. This also includes issuance of permits, receiving oil well royalties, and transient occupancy tax. 9. Central Cashiering Responsible for the receiving of all monies including water and trash fees. Handle customer complaints. We process over 2,000 payments daily including the depositing and investing on a daily basis. 10. Personnel Responsible for the hiring, training, evaluating, and scheduling for both the full and part—time staff. 11. Trust Accounts Maintain all trusts, bonds, security agreements, and funds for the city. This includes filing, depositing, refunds and releases, letters of release, and inquiries. r 12. Application Development Design, plan, and implement new equipment and procedures. Utilize automation where appropriate. Design forms and controls. Determine information and data base requirements. Meet with other departments to discuss application interfaces. 13. Budget Prepare annual budget for department, authorize requisitions, and monitor expenditures. 14. Meetings Attend various meetings that are regularly scheduled such as Council meetings, agenda reviews, and department head meetings. Attend other meetings as required to resolve operational issues., It is recommended that Section 2.16 of the Municipal Code be revised to generally reflect most of these activities. Staff will survey other similar cities to determine if their Treasurer's duties include more or less of these activities. In particular, staff will determine if the Business License section should be within the department of the Treasurer or Administrative Services. Salary ranges for Treasurers in the survey cities that Huntington Beach normally uses as comparable range from $150 per month for a part-time elected Treasurer in Huntington Park, to $5,353 per month for a full-time appointed Treasurer in Anaheim. It is recommended that a salary be included for a full-time City Treasurer in the 1989-90 Budget based on the responsibilities assigned to the Treasurer in a new ordinance and a salary survey of comparable cities. Financial Impact: None in 1988-89. Impact in 1989-90 will be based on adopted salary. Alternatives: 1. Do not pursue a revised ordinance. 2. Do not include a full-time salary in next year's budget. 3. Adopt a full-time salary at this time. PEC:pf #0510q-22 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To PAUL E. COOK From ROBERT J. FRANZ City Administrator Deputy City Administrator Subject REQUEST FOR APPROPRIATION Date FEBRUARY 15, 1989 TO FUND PROPOSED SALARY INCREASE FOR CITY TREASURER FIS 89-5 As requested under the authority of Resolution 4832, a Fiscal Impact Statement has been prepared and submitted relative to the proposed increase in salary for the City Treasurer. Anticipations are that an appropriation of $7,701 would be sufficient for the remainder of the current fiscal year. An affirmative response by the City Council would reduce the balance of the City's unreserved, undesignated General Fund to $1,468,327. r _ OBE T J. P RANZ eputy City Administ for RJF:AR:sd 4359j REQUEE. FOR CITY COUNC' ACTION Date. February 14 , 1989 Submitted to: Honorable Mayor and City Council Submitted by: Gail Hutton, City Attorney", Prepared by: Gail Hutton, City Attorney Subject: CITY TREASURER, ORDINANCE MODIFICATION; RESOLUTION SETTING SALARY AND QUALIFICATIONS; RECOMMENDATION REGARDING SALARY AND ASSIGNMENT OF ADDITIONAL DUTIES TO TREASURER Consistent with Council Policy? [XI Yes ( ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE : In an effort to reconcile City Council direction to provide the City Treasurer with interim compensation and the City Administrator ' s concerns, Ordinance No . 2991 has been prepared amending the H .B .M .C . Chapter 2 . 16 City Treasurer by deleting § 2 . 16 . 080 Compensation . In addition, new Resolution No . 5987 setting interim compensation for the City Treasurer at $2 ,500 . 00 per month and reciting Huntington Beach City Charter 5 311 Qualifications for the Office is proposed herewith . Since the City Council , pursuant to the authority of Charter § 311, wishes to provide additional salary and assign additional duties to the Treasurer other than those outlined in the City Charter , the Council may wish to form an ad hoc Committee composed of its members to review the salary and current duties of the City Treasurer as outlined in the City Administrator ' s Request for City Council Action, February 6 , 1989 , agenda item F-3 . 1 attached , and make recommendation to the City Council for approval . RECOMMENDATION : 1 . Introduce Ordinance No . 2991 deleting the obsolete provision for Compensation for City Treasurer . 2 . Adopt Resolution No . 5987 setting interim compensation and reciting qualifications for the City Treasurer . 3 . Appoint an ad hoc Committee of the Council to meet and report back to the full Council with its recommendations for additional salary and duties to be assigned to the City Treasurer . FUNDING SOURCE : A new ap propriation from the General Fund is required . ALTERNATIVE ACTION: Table or fail to adopt Ordinance No . 2991 and Resolution 5987 . Do not appoint a Council Committee . ATTACHMENTS : 1 . Ordinance No . 2991 2 . Resolution No . 5987 3 . City Attorney Opinion 4 . Request for City Council Action Agenda Item F-3 . 1 February 6 , 1989 , City Council Meeting a FISCAL IMPACT STATEMENT CHECKLIST I. Why is this item not in the budget? An appropriate salary for the City Treasurer was deferred at the time of adoption of the 1988/89 budget. The interim salary of $2,500.00 per month has been proposed until council can set an appropriate compensation. II. What will be the cost? A. Direct Cost 1. Current Fiscal Year Cost: approximately $7,701.00 plus benefits. 2. Future Cost: approximately $21,744.00 plus benefits. B. Indirect 1. Cash Flow: N/A 2. Maintenance: N/A 3. Overhead: None 4. Grant Requirements: N/A III. Funding Source A. Fund: General Rund B. Revenue Source: N/A C. Alternative Funding Sources: N/A IV. History A. Identify Funding Sources previously used for the project: General Fund B. Indicate whether the suggested funding source is normally used for this type of project: Yes RESOLUTION NO. 5987 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH SETTING COMPENSATION FOR THE CITY TREASURER WHEREAS, the City Charter provides that the compensation of the City Treasurer be set by resolution and the Charter further provides that the Council may impose upon the City Treasurer duties in addition to those imposed by the Charter and consistent therewith; and It is the sense of the Council to set an interim compensation for the position pending a review of the functions and duties of the incumbent , NOW, THEREFORE , the Council resolves as follows : 1 . From and after the date of the adoption of this resolution, the compensation for the elected position of City Treasurer is set for the interim at $2 ,500 . 00 per month . Fringe benefits shall be identical to the benefits awarded to non-represented employees including appointed department heads . 2 . That the salary and benefits , as established by the City Council hereby , shall remain in effect until changed by succeeding resolution . 3 . The following are the qualifications for the incumbent of the City Treasurer position as established in Huntington Beach City Charter S '311 ( e ) : The minimum qualifications for the position of City Treasurer shall be a combination of education and experience in an area related to fiscal management . " -1- 4 . Any other Resolution of the City of Huntington Beach in conflict herewith are hereby repealed . PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 21st day of February , 1989 . Mayor ATTEST: APPROVED AS TO FORM: City Clerk e'� ��5/�� City Attorney ✓fir REVILAND APPROVED BY : REVIEWED AND APPROVED BY : City AdministratorOW City Treasurer -2- Res. No. 5987 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF HUNTINGTON BEACH) I , CONNIE BROCKWAY, Clerk of the Redevelopment Agency of the City of Huntington Beach, California, DO HEREBY CERTIFY that the foregoing resolution was duly adopted by the Redevelopment Agency of the City of Huntington Beach at a meeting of said Redevelopment Agency held on the 21st day of February 19_aL, and that it was so adopted by the following vote: AYES: Members: MacAllister, Bannister, Play, Silva, Frgkine i NOES: Members: Green, Winchell ABSENT: Members: None Clerk of the Redevelopment/Agency of the City of Huntington Beach, Ca. REQUEST FOR CITY COUNCIL ACTION ,- Pw Z Date 6-21-89 Submitted to: HONORABLE MAYOR AND CITY COUNCIL MEMBERS Submitted by: DONALD L. WATSON, CITY TREASURER Prepared by: DONALD L. WATSON, CITY TREASURER `-/ „ L � Subject: ORDINANCE AMENDING MUNICIPAL CODE 2.16 RELATING TO THE CITY TREASURER Consistent with Council Policy? [g] Yes [ ] New Policy or Exception ORDINANCE . Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions,Attachments: ` L STATEMENT OF ISSUE The present Ordinance Code Chapter 2.16 is obsolete and does not adequately describe the full-time duties and responsibilities of the City Treasurer. RECOD9VEMATION Approve and authorize the Mayor and City Clerk to execute the attached Ordinance. ANALYSIS Per the Councils direction, a study was made.of the Treasurer's duties, responsibilities and compensation for comparable Cities. The attached Ordinance is the result of the study and agreed upon by the Councils Ad Hoc..Commi.ttee, Council persons Jim Silva and Grace Winchell, City Administrator, Paul Cook, and City Treasurer, Don Watson. FUNDING SOURCE The funding for a full time Treasurers salary is included in the approved 1988/ 1989 Budget. ALTERNATIVE ACTIONS Do not approve the attached Ordinance and leave the present Ordinance in place or modify the attached Ordinance. ATTACHMENTS City Council Ordinance. 1 Ski2 PIO 5/85 ORDINANCE NO. 3008 AN ORDINANCE OF THE CITY OF HUNTINGTON BEACH AMENDING THE HUNTINGTON BEACH MUNICIPAL CODE BY ADDING A NEW CHAPTER 2 . 16 RELATING TO THE CITY TREASURER WHEREAS, the City of Huntington Beach City Council wishes to amend the Huntington Beach Municipal Code by amending Chapter 2 . 16 relating to the City Treasurer, NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby ordain as follows : SECTION 1 . The Huntington Beach Ordinance Code is hereby amended by deleting Chapter 2 . 16 in its entirety and a new Chapter 2 . 16 is substituted therefor to read as follows : CHAPTER 2 . 16 CITY TREASURER Sections : 2 . 16 . 010 Establishment 2 . 16 . 020 Powers 2 . 16 . 030 Duties 2 . 16 . 040 Appointment of subordinates 2 . 16 . 050 Funds 2 . 16 . 010 Establishment . There is hereby established a Department of City Treasurer. 2 . 16 . 020 Powers . The City Treasurer shall have the power to : ( a) Receive on behalf of the City all taxes, assessments , license fees , and other revenues of the City, or for the collection of which the City is responsible, and receive all taxes or other money receivable by the City from the County, State, or Federal -1- Governments , or from any court, or from any office, department, or agency of the City. (b) Have and keep custody of all public funds belonging to or under control of the City of any office, department, or agency of the City government and deposit or cause to be deposited all funds coming into his hands in such depository as may be designated by resolution of the City Council, or, if no such resolution be adopted, then in such depository designated in writing by the City Administrator, and in compliance with all of the provisions of the State Constitution and laws of the State governing the handling, depositing, and securing of public funds . (c) Pay out moneys only on proper orders or warrants in the manner provided for in the City Charter . (d) Prepare and submit to the Chief of Administrative Services monthly written reports of all receipts, disbursements, and fund balances, and shall file copies of such reports with the City Administrator and City Council . (e) Manage the Business License functions of the City. 2 . 16 . 030 Treasurer - Duties . The City Treasurer shall be the head of the City Treasurer ' s Department and shall be elected by the voters . The City Treasurer shall have the following duties : (a) Plans, organizes, directs, and coordinates all programs and activities of the City Treasurer ' s Department . (b) Determines and directs department policies, procedures, and organization., (c) Obtains quotes for the investment of funds under his control, authorizes purchases , maintains documentation, receives payments, schedules maturities , authorizes fund transfers, -2_ 3008 calculates and makes daily repurchase agreements , and establishes and maintains an Investment Policy pursuant to the California Government Code. (d) Establishes and controls all bank accounts, negotiates services and contracts with bank, makes daily deposits, handles returned checks and reconciliation thereof . (e) Collects monies owed to the City; utilizes letters , phone calls , and collection agencies as required; and may write off uncollectible items up to $10 , 000 without further authorization, between $10, 000 and $50 , 000 with the prior approval of the City' s Settlement Committee and in excess of $50, 000 with City Council approval only. (f) Makes cash flow projections on a weekly and monthly tt basis . (g) Manages the Business License operation including the issuance of permits , receipting of oil well royalties , and the transient occupancy tax. (h) Receives all City monies including water and trash fees . (i) Maintains all trusts , bonds , security agreements, and funds. for the City including the filing, depositing, refunds and releases , letters of release, and inquiries relating thereto . (j ) Prepares , submits , and administers the annual budget for his department . (k) Performs such other duties and has such other powers as the City Council may establish hereafter by resolution consistent with the City Charter . 2 . 16 . 040 Appointment of subordinates . The City Treasurer, may, subject to the approval of the City Council, appoint such Deputy or -3- 3008 Deputies to assist him or act for him, at such salaries or 1 compensation as the Council may by ordinance or resolution prescribe . J 2 . 16 . 050 Funds . All funds previously created and/or designated by ordinance shall continue and be maintained until expressly eliminated or otherwise disposed of by ordinance . SECTION 2 . This ordinance shall take effect thirty (30) days after its passage . PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 17th day of July 1989 . � y Mayor ----- ATTEST: APPROVED AS TO FORM: k City Clerk C' t A torney W� zd-d7 REVIEWED AND APPROVED: INITIATED AND APPROVED: City Administrator City Treasurer -4_ 3008 1. No. 3008 STATE OF CALIFORNIA ) i COUNTY OF ORANGE ss: CITY OF HUNTINGTON BEACH 3 1 _ I, CONNIE BROCKWAY, the duly elected, qualified City Clerk of the City of Huntington Beach and ex-officio Clerk of the City Council of the said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing ordinance was read to said City Council at a regular adjourned meeting therof held on the 5th day of July 19 89 , and was again read to said City Council at a regular meeting therof held on the 17th day of July , 1989 , and was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council . AYES: Councilmembers: MacAllister, Green, Winchell, Bannister, Mays, Silva, Erskine NOES: Councilmembers: None ABSENT: Councilmembers: None 0 City Clerk and ex-officW Clerk of the City Council of the City of Huntington Beach, California i REQUES-. FOR CITY COUNCIL ACTION Date July 23, 1986 Submitted to: Honorable Mayor and Members of the C' Council Submitted by: Warren G. Hall, City Treasurer Prepared by: Warren G. Hall, City Treasurer Subject: Resolution - Compensation of City Treasurer Au ' `s(s 8 Consistent with Council Policy? [A Yes [ ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE: There needs to be, set by resolution of the City Council, the specific salary and benefits of the City Treasurer for Fiscal Year 1986/1987. RECOMMENDATION: Approve attached resolution. ANALYSIS: The attached resolution establishes compensation of the City Treasurer for Fiscal 1986/1987. Salary for City Treasurer shall mean compensation paid for City Treasurer and Business License Manager as consolidated in Resolution No. 5311. FUNDING SOURCE: 1986/87 Fiscal Year Budget. ALTERNATIVE ACTION: None. ATTACHMENTS: Resolution PIO 4/84 VA REQUEST FOR CITY COUNCIL AC cx�Y c� Date e 4, 1983 Submitted to: Honorable Mayor and City Council Members Warren Hall, City Treasurer and Submitted by: Charles W. Thompson, City Administrator '_ - tc-r Prepared by: Dan Villella, Director of Finance a' 7107 � ...... Subject: SALARY OF BUSINESS LICENSE MANAGER AND C7 TY ;TREAS-URER Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions,Attachments: Statement of Issue In keeping with salary adjustments for management employees, both appointed and elected for the 1983-84 Fiscal Year, this is to request a similar adjustment of approximately 4 .5% increase in salary for the positions of Business License Manager and of the City Treasurer. It is also reasonable and desirable to assign additional duties to the City Treasurer. Recommendation Approve resolution6:3'n setting the Business License Manager' s monthly compensation at Range 378-E, or $3 ,087, and the City Treasurer' s at Range 45-E, or $588, effective July 2, 1983 and assign the duties of Bus- iness License Manager to the City Treasurer. Analysis Recently it has become necessary to assign all property management re- sponsibilities to one individual who also was responsible for Business License management. Concurrently the Risk Management function was removed from the Treasurer' s Office and placed in a separate division of Administrative Services. Earlier the Animal Licensing Program was removed from the City Treasurer' s office .and contracted with the County of Orange. These shifts have resulted in the City Treasurer having fewer duties and responsibilities and the assignment to that office of the duties of Business Licensing will be possible without hiring on additional employees. The Real Property Management function will require the full-time effort of the Property Manager. In conjunction with efforts involving rede- velopment, Real Property Management has become a full-time position and represents many thousands of dollars to the city each year. Therefore, the Business License duties have been shifted. The City Council, under the City Charter, has the authority to approve the consolidation of various city functions and operations and may assign additional duties to other offices and designate the compensation therefore. This assignment, if assigned as recommended, the City Treasurer will perform the duties as prescribed by the job description for Business License Supervisor and as such will report to the Chief of Administrative Services. PIO 4/81 -2- Funding Source 1983-84 Fiscal Year Budget (with applicable appropriation transfers) . Alternative Action Do not make the assignment and direct the hiring of a separate individual to perform the duties of Business License Supervisor. Take no action and leave the assignments as now constituted. RESOLUTION NO. 5311. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ESTABLISHING THE COMPENSATION FOR THE CITY TREASURER AT $588 AND THE BUSINESS LICENSE MANAGER AT $3, 087 AND FURTHER, CONSOLIDATING BOTH FUNCTIONS UNDER THE CITY TREASURER WHEREAS, the City Charter provides that a reasonable compen- sation , including salary and fringe- benefits, shall be established for certain elected and appointed positions, in the city government and the City Council desires to establish an appropriate compensa- tion for the City Treasurer and the Business License Manager; and The City Council has the authority to approve the consolida- tion of various city functions and operations and may further assign additional duties to other offices and designate the com- pensation therefor , rG* _ NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Huntington Beach as follows: SECTION 1 . Pursuant to Charter Section 311 (e ) the City Treasurer is hereby assigned the duties formerly performed by the City Business License Manager . SECTION 2. The position of City Business License Manager is hereby abolished from the City Personnel system. SECTION 3. The City Treasurer shall be compensated at Range 45 "E" step on the universal salary schedule for the duties as City Treasurer , and at Range 378 "E" step on the same salary schedule for the duties formerly performed by the as City Business License Manager . Such combined salary shall be effective July 2, 1983. SECTION 4 . The incumbent shall continue to receive such other fringe benefits, including PERS pickup, as are now and in the future established for the appointed department heads of the City of Huntington Beach. 1. SECTION 5. The compensation provided herein shall continue in effect until changed by subsequent resolution of the City Council. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 1-7 day of October , 1983. Mayor ATTEST: APPROVED AS TO FORM: 1� (( City Clerk City ttorney REVIEWED AND APPROVED: INITIATED AND APPROVED: J 4 City Administrat r /% Di rector of Finance { z. e I ._s. No. 5311 S'rA'lE OF CALIFORNIA ) COUNTY OF ORANGE CITY OF HUNTINGTON BEACH, ) I, ALICIA M. WENTWORTH, the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of more than a majority of all the members of said City Council at a regular meeting thereof held on the 17th day of October 19 83 by the following vote: AYES: Councilmen: Pattinson, Thomas, Kelly, MacAllister, Finley, Bailey, Mandic NOES: Councilmen: r._._ None ABSENT: Councilmen: None City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California r REQUES FOR CITY COUNCIL ACTION e Date July 30, 1987 Submitted to: Honorable Mayor and City Council Members Submitted by: Charles W. Thompson, City Administ r v Prepared by: Robert J. Franz, Deputy City Administrator/ dministrative Sery s Subject: City Treasurer Retirement: Consolidated Report go�,?-00? Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception /9 ,(-,�,(S,e,e 4-7 Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions, Attachments: OBJECTIVE: To present to the City Council a consolidated report on all of the issues related to the retirement of the incumbent, Warren G. Hall, from the City Treasurer's elected position on August 17, 1987. This retirement is prior to the expiration of Mr. Hall's elected term which extends to the Municipal Election in November of 1988. RECOMMENDED ACTION: Discretionary with City Council (see various alternatives described under Analysis). ANALYSIS: As the Council is aware, many issues relating to the City Treasurer's retirement have been discussed at Council meetings in the past few months. This report will attempt to consolidate all of the issues. In reviewing the minutes and reflecting the various discussions at Council meetings the list of issues included herein has been prepared by staff. The following list has placed the issue of Revenue Manager last so that all other issues can be, decided (if desired) before the issue of the establishment of a full time Revenue Manager classification be considered. The following is a logical sequence of priorities, however, there is nothing critical about the order. Obviously some issues are inter-related and do have an impact on other issues, therefore hopefully the sequence will give you some guidance on a procedure to follow. In addition, an exhibit has been prepared which may help follow the various issues and alternatives. 1. Shall Warren Hall's replacement as elected City Treasurer be expected to work full time or part time as City Treasurer? The current compensation for City Treasurer is split between pay for City Treasurer duties and pay for Business License Manager duties. The compensation for Treasurer's responsibilities is $8,256 per year, while the compensation for Business License Manager responsibilities is $43,200 per year. It is suggested that the Council first consider the question of whether you desire to designate the elective City Treasurer function to be a full time or part time responsibility. Many years ago this elected position was designated as a part time function. Duties (and compensation) were added to the function to make it a full time responsibility. Related to this issue is whether the elected City Treasurer should continue to have responsibility for the Business License function. This responsibility has been a part of the elected City Treasurer's responsibility as an additional duty designated by City Council resolution for the past few years. If it is the Council's desire to have the elected City Treasurer responsible for the Business License functions, then this could impact your decision on whether the position / should be full time or part time. The staff's recommendation is that thej PI O 5/85 V r ,,QUEST FOR COUNCIL ACTION City Ti-cisurer Retirement: Consolidated Report Treasurer responsibilities include the Business License function only if you decide to have a full time elected City Treasurer. If the elected City Treasurer is designated as a part time responsibility, the duties are recommended to be limited to those designated in the Charter with the Business License function not a part of the responsibility of the elected City Treasurer. Staff believes that if the function of Treasurer is limited to the Charter defined Treasurer responsibilities that the elected Treasurer can fully perform the duties and responsibilities on a part time basis. Recommended Action: Designate the elected City Treasurer function as a part time elected responsibility. 2. What compensation shall be authorized for the elected City Treasurer? Based on the decision made on Issue #1 above, the Council will need to determine the appropriate salary for the full time or part time elected City Treasurer. Recommended Action: a) If the decision in Issue #1 above is to have a part time elected Treasurer, then staff recommends the salary be set at the current $8,256 per year. b) If the position is established on a full time basis, then the staff recommendation is that the compensation be established at $55,000 per year. 3. Shall the City Treasurer vacancy be filled by special election or by appointment by the City Council? The Charter permits appointment to the unexpired term of the City Treasurer (August 18, 1987 to November 1988) by City Council appointment or by special election. If no appointment to the vacant elected position is made within 60 days of the vacancy, then a special election shall be held forthwith. Therefore the Council may, by mid, October, make an appointment to the unexpired term of the City Treasurer. If the Council decision is to appoint someone to the unexpired term of office, then you will also need to decide the selection process for making such an appointment. A special election is estimated to cost $60,000 and would be held approximately 3-4 months after the Council decides to conduct such a special election. Recommended Action: Fill the vacancy in the elected City Treasurer term of office by City Council appointment and instruct the City Clerk and Personnel Division to prepare an appropriate local advertisement for solicitation of applications within the community. 4. Consulting Services - Warren G. Hall - In a prior Council meeting the City Council requested that Warren Hall be available for a period after retirement to provide continuity and training for the person selected to replace Mr. Hall as City Treasurer. The City Attorney has prepared Resolution #5790 (attached) providing for the retention of Warren G. Hall after August 17, 1987 through December 31, 1987 as an independent contractor. The terms of this consulting contract are to pay Mr. Hall $11,000 in advance for 425 hours of consulting services during this period of time. In addition, there would be an extension of Mr. Hall's current medical and dental benefits for one year after retirement paid by the City. The payment in advance for services to be rendered is an unusual consulting arrangement which was proposed due to earnings limitations for retired employees. r e QUEST FOR COUNCIL ACTION City Treasurer Retirement: Consolidated Report The proposed contract and issue has never been discussed at a Council meeting. The staff input is that the City will be able to perform all duties necessary and required with or without the proposed consulting services. It is not essential that the consulting contract be approved, but it would provide continuity and valuable service. Recommended Action: (Resolution 5790). Staff would recommend adoption of Resolution 5790 with the understanding that 425 hours of service may not be needed and that the City would be reimbursed for unused hours. 5. Salary increase for incumbent City Treasurer - The incumbent City Treasurer has proposed a 3.5 o salary increase for the period of July 1, 1987 through the retirement date of August 17, 1987. Such an increase would be consistent with the increase granted appointed department heads and the elected department head position of City Clerk. Salary increases are discretionary with the City Council and traditionally the staff does not involve iteself with any decisions on salary increases for elected officials. Recommended Action: Discretionary with the City Council. (Incumbent salary increase - Resolution 5788). 6. Revenue Manager Position - Three times in the last twelve months (twice by the current City Council, and once by the previous City Council) the Council has approved a new full time professional level position within the Treasurer's Office. Subsequent to each approval, the new position has been reconsidered by the Council. It should be pointed out that the staff's intention for the past year and a half has been to provide for the orderly transition upon Mr. Hall's retirement. Mr. Hall has done an outstanding job in the City Treasurer's Office during his nineteen years of service as elected City Treasurer, both part time and full time. These years of service have seen a dramatic growth in the City, its financial complexities and size of its investment portfolio. This has all been accomplished without a full time professional level position authorized in the Treasurer's Office. It is our belief that this has been possible because of the expertise and many years of experience of Mr. Hall and his personal ability to handle the ever expanding needs in the Treasurer's Office. We do not believe it is reasonable to expect any newly designated elected City Treasurer, either full time or part time, to handle the size and scope of operation without a additional full time professional level position in the Treasurer's Office. This is the reason for the staff's continuing recommendation that a Revenue Manager, Assistant City Treasurer, or some other professional level position be included in the City Treasurer's table of organization. Staff's recommendation would also enable the Business License function to continue to be operated in its present physical location in coordination with the City Treasurer's Office and to continue to benefit from the efficiencies that have been realized since from consolidation. It is not be possible to recruit and appoint a Revenue Manager prior to the retirement of the City Treasurer. If a newly designated elected City Treasurer is appointed or elected within 60 to 90 days the most appropriate course of action would be to have the new City Treasurer participate in the appointment of the Revenue Manager. Therefore, the Revenue Manager, if approved by the City Council, would not be appointed until after the new City Treasurer takes office. The establishment of such a position now is still needed, however, since it would enable us to appoint a current city employee on an "acting" basis to the newly established position to work full time with Mr. Hall between now and Mr. Hall's retirement, and if Mr. Hall's consulting contract is approved, to continue QUEST FOR COUNCIL ACTION City Treasurer Retirement: Consolidated Report to work with Mr. Hall after such retirement. Such individual appointed on an "acting" basis would have no rights to a permanent appointment. At the July 27, 1987 Council meeting there was discussion of City Council confirmation of the appointment of the Revenue Manager. This would not be necessary, in staff's opinion, if the newly elected Treasurer is participating in such appointment. In addition, the bond of the Revenue Manager would be identical to the bond required under current City policies for the City Treasurer and Finance Director. A further clarification is that the full time Revenue Manager would have two primary functions. One would be to supervise the Business License function. The second major function would be to assist the elected City Treasurer on the day to day investment activities, cash flow planning, and office management. Recommended Action: Approve a new position (full time) in the City Treasurer's table of organization consistent with the duties as described previously with the title of Revenue Manager at salary range 442 ($41,000 - $51,000 per year). SUMMARY OF RECOMMENDED ACTIONS: 1. Designate the elected City Treasurer function as a part time elected responsibility. 2. The elected Treasurer (part time) salary be set at the current $8,256 per year. 3. Fill the vacancy in the elected City Treasurer term of office by City Council appointment and instruct the City Clerk and Personnel Division to prepare an appropriate advertisement for solicitation of applications within the community. 4. Adopt Resolution 5790 as modified (consulting contract). 5. Discretionary with the City Council. (Incumbent salary increase - Resolution 5788). 6. Approve a new position (full time) in the City Treasurer's table of organization consistent with the duties as described previously with the title of UQ*em:e salary range 442 ($41,000 - $51,000 per year). FUNDING SOURCE: 1987/88 Budget ALTERNATIVES: As indicated. ATTACHMENTS: 1. Exhibit I: Issues and Alternatives. 2. Resolution 5788: Salary Increase - Incumbent 3. Resolution 5790: Consulting Services 3326j EXHIBIT I City Treasurer Retirement Issues and Alternatives Alternative Staf f Issue Decisions Recommendation Comment 1. a) Elected Treasurer Full Full Time or Part Time Time or Part Time? Part Time b) Business License duties Yes/No No If full time Treasurer part of Treasurer duties is authorized then Business License should be part of duties 2. Salary or New Treasurer Discretionary $8,256/year $55,000 if full time which would include pay for business license responsibilities 3. Filling Treasurer Special Appointment Vacancy Election or Appointment 4. Consulting Contract Yes/No Approve as or modify Modified 5. Salary Increase for Discretionary No recommendation Incumbent 6. Revenue Manager Yes/No Yes 3335j SUMMARY OF RECOMMENDED ACTIONS: 1. Designate the elected City Treasurer function as a part time elected responsibility. 2. The elected Treasurer (part time) salary be set at the current $8,256 per year. 3. Fill the vacancy in the elected City Treasurer term of office by City Council appointment and instruct the City Clerk and Personnel Division to prepare an appropriate advertisement for solicitation of applications within the community. 4. Adopt Resolution 5790 as modified (consulting contract). 5. Discretionary with the City Council. (Incumbent salary increase - Resolution 5788). 6. Approve a new position (full time) in the City Treasurer's table of organization SR. _ - consistent with the duties as described previously with the title of RQven-tre at salary range 442 ($41,000 - $51,000 per year). } [*AAR) CITY OF HUPiTINGTON BEACH CA 87-97 °x COUNCIL - ADMINISTRATOR COMMUNICATION HUNTINGTON BEACH To Honorable Mayor and From Charles W. Th s n City Council Members City Administrato Subject CITY TREASURER RETIREMENT: Date July 24, 1987 DECISIONS TO BE MADE BY CITY COUNCIL At your July 20, 1987, regular Council meeting, you inquired as to the decisions that the City Council would need to make related to the retirement of Warren Hall, the current elected City Treasurer. This memorandum will attempt to provide you with that information. The following list of decisions has been prioritized by staff in order to provide some input to you on what we believe to be a logical sequence to follow, however, there is nothing critical about the order in which the decisions are listed. 1. The City Council will need to designate someone to have signature authority for signing city checks and making investments after August 17, 1987. Mr. Hall's retirement date is August 17, 1987. Following that date there will need to be someone who is authorized to sign City checks and make investments of public funds on behalf of the City. The City Treasurer appoints Deputy City Treasurers who currently have such authority in the absence of the City Treasurer. However, the Deputy City Treasurer's signature authority will end when the Treasurer retires on August 17, 1987. Therefore, the staff believes that the first priority for the City Council should be to designate someone to have signature authority upon Mr. Hall's retirement on August 17, 1987. The logical choices for the designation of such interim or temporary signature authority prior to appointment or election of a City Treasurer, would be the Finance Director, City Administrator, or Deputy City Administrator/Administrative Services. If it is the Council's desire to appoint one of these individuals as having such interim authority, or some other person, such designation should be made prior to August 18, 1987, and the City Attorney should be requested to prepare the appropriate Resolution to ensure that such individual has the necessary authority to sign checks, etc. 2. Shall the City Treasurer vacancy be filled by special election or by appointment by the City Council? The Charter permits appointment of the unexpired term of the elected City Treasurer (August 18, 1987 to November 1988) by City Council appointment or by special election. If no appointment to the vacant elected position is made within sixty days (60) of the vacancy then a special election shall be held forthwith. Therefore, the Council may, by Friday, October 16, 1987, make an appointment for the unexpired term of the City Treasurer. If the Council's decision is to appoint someone to the unexpired term of office then you will also need to decide the selection J process for making such an appointment. The following two decisions will need to be made prior to deciding on the selection procedures; or prior to a �) special election to fill the vacancy /\ ¢ 3. Shall the elected City Treasurer 'function be designated as a full time or part time responsibility? The current compensation for City Treasurer is split between pay for City Treasurer duties and pay for Business License Manager duties. The compensation for the Treasurer's responsibilities is $8,256 per year, while the compensation for the Business License Manager's responsibility is $43,200 per year. Before deciding on the compensation for the elected City Treasurer (see next decision) it is suggested the Council consider the question of whether you desire to designate the elected City Treasurer function to be a full time or part time responsibility. Many years ago this elected position was designated as a part time function. Duties (and compensation) were added to the function to make it a full time responsibility. The function has been full time, for a number of years with additional duties and compensation for responsibilities such as Risk Manager and Business License Manager. If, the Council determines that full time responsibilities are expected to be performed by the elected Treasurer then the compensation should be so designated for full time duties. If the Council decides that the elected Treasurer should be expected to perform the duties on a part time basis then the compensation could be established as appropriate for part time duties. 4. What compensation shall be authorized for the elected City Treasurer? Consistent with the discussion above regarding the decision on full time or part time responsibilities, the decision will have to be made as to the compensation for the elected Treasurer. 5. Conduct of special election or appointment of elected City Treasurer. Based on the decisions made in the above four items, the City Council will then be required to decide on either a date for a special election or a process for selection of an individual to appoint to the unexpired term of the City Treasurer. Hopefully, the above will give the Council some idea as to the decisions which city staff believes must be made in regards to the City Treasurer vacancy. In addition to the above decisions the Council may wish to decide on the following two items. A. Contract with Warren Hall. This item has been on your Agenda, July 6th and 20th, for consideration of the consulting services as proposed by Mr. Hall following his retirement on August 17, 1987. Regardless of your decision on the contract the above decisions will still need to be addressed. B. Addition of Business License functions to Treasurer's responsibilities. The Charter permits the Council to add related functions to the City Treasurer's responsibility. Currently the Business License function is a part of the Administrative Services Department. There has been discussion in the prior Council meetings as to whether this function should remain a part of Administrative Services or be added to the City Treasurer's formal responsibilities. Staff does not recommend any change to the current organizational structure where this is a part of the Administrative Services responsibility. If such organizational set-up is to be modified the Council would need to instruct staff accordingly. If there are any questions on these or other decisions relating thereto please let us know. CWT:RF/paj 2792a REQUEST rOR CITY COUNCIL , .CTION Date June 25, 1 q87 Submitted to: Honorable Mayor and City Council Members 0 P-) 7P;7If7 '" -11 7 son City Charles W. Thom Submitted by: Thompson, Y Administrator Prepared by: Robert J. Franz, Chief of Administrative Servi e 1 y C _ IL j Subject: Table of Organization - City Treasurer's Office /2A 19X� CITY C mr-ic Consistent with Council Policy? [ Yes [X] New Policy or E „ Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions, Attachments: Statement of Issue: The elected City Treasurer will be retiring in August of 1987 and it is necessary to provide a transition prior to appointment or election of a new City Treasurer. Recommended Action: Approve a new position (full time) in the City Treasurer's table of organization consistent with the duties as described in the attached prior RCA with the title of Revenue Manager at salary Range 442 ($41,000 - $51,000 per year). Analysis: Although this same recommendation has been before the Council on a number of different City Council agendas in the past, discussion subsequent to the last City Council action on April 6, 1987 indicated that there was still some confusion on staff's recommendation. For this reason, this issue is again placed before you with the staff recommendation as outlined above. To clarify what appears to have caused some confusion, I have attached a illustration of the organization chart as presently organized and as proposed under the staff recommendation. You will note that the only change is the addition of the Revenue Manager classification within the elected City Treasurer's area of responsibility. Hopefully, this clarifies the intent of the prior staff analysis and recommendations. Alternative: 1. Proceed as previously discussed which is to wait until the retirement of the City Treasurer to determine a course of action. 2. Adopt some other alternative. Funding Source: General Fund unencumbered fund balance Attachments: Prior RCA and organization chart 3253j Plo 5/85 June 29, 1987 PRESENT PROPOSED City Council Elected City Treasurer City Council Elected City Treasurer _ City Treasury City Treasury City Administrator City Administrator Deputy City Administrator Business License (NEW) Administrative Services Division Revenue Manager Deputy City Administrator Business License Administrative Services Division .�' REQUESI ®R CITY COUNCIL _. oCT'I®N Date March 26, 1987 Submitted to: Honorable Mayor and City Council Members Submitted by: Charles W. Thompson, City Administrator Y� Prepared b Robert J. Franz, Chief of Administrative Services P Subject: Appointed Staff Position - City Treasurer's Office Consistent with Council Policy? [ ] Yes [X] New Policy or Exception ' Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: Objective: To provide a follow-up report to the City Council on this subject. Recommended Action: Approve the position of Assistant City Treasurer (or Revenue Manager if that title is preferred) as a full time appointed position in the City Treasurer's Office. Analysis: This subject has been discussed by the City Council at your last three regular council meetings. The prior staff reports and analysis are attached for your revievu. Staff's objectives (in order of priority).can be summarized as follows: 1. Provide a full time professional level appointed position in the treasury operation to assist the elected City Treasurer (whether full time or part time) in the day to day management of the city's investment portfolio. As you know, this investment portfolio currently exceeds $65 million and is a revenue producing operation. Cities of comparable size to Huntington Beach normally have at least one professional level appointed employee to either primarily handle or assist in handling this responsibility. The attached survey indicates the type and level of staffing in other Orange County cities with a population over 100,000. 2. To provide the supervision and management of the Business License function of the City of Huntington Beach. This function was previously assigned to the Administrative Services Department. It was a full time responsibility of a management level employee prior to its transfer to the Treasurer's Office. The function was transferred to the current elected City Treasurer and the salary of that full time position was added to the Treasurer's salary as compensation for the additional duties. This function consists of supervising four employees who handle the collection of business license fees, enforcement of business license ordinances and field work in insuring a business license is obtained by all required businesses. This function could be supervised either in the Treasurer's Office or in Administrative Services, but there needs to be a management level employee responsible for this function. If the recommended action of Phis RCA is approved, then supervision would be provided by the recommended position in the Treasurer's Office. If the recommended position is not approved, then the staff's intention would be to hire a full time Business License Manager (new position) which was approved by Council in September 1986 as part of the 1986/87 budget. This position (Business License Manager) would be part of the Administrative Services Department. O Plo 5/85 QUEST FOR COUNCIL ACTION hssistant City Treasurer Position 3. To provide the transition upon the retirement of the ' current elected City Treasurer, Warren Hall. There is no one currently trained, on city staff, to step into Mr. Hall's responsibilities in the treasury and investment function upon his retirement. The recommended full time position would provide for such, a transition. It is not the staff's intention that the individual appointed to this position would become the elected City Treasurer. If the staff proposal is approved by the City Council, then an appointment would be made to the Assistant City Treasurer position as soon as The open recruitment is completed. The individual appointed would then work with Mr. Hall until his retirement in learning the duties and responsibilities and ways of operating in the City of Huntington Beach. Following Mr. Hall's retirement in August, the City Council would then have the option of whether to fill the elected position by appointment, or special election. In addition, the Council would then have the opportunity to determine the salary for the elected City Treasurer's position. The current salary for the elected City Treasurer is $688 per month. That salary is determined by the City Council and can be either increased or decreased. A number of alternatives to the above described staff recommendation are included in the attachments. Attachments: 1. RCA dated February 5, 1987 .4 2. Follow-up information.dated February 26, 1987 Funding Source: 1986/87'adopted budget. Alternatives: See attachments. (Note that a number of alternatives are analyzed and the last alternative includes a number of possible titles for this position.) 1 CITY TREASURER SURVEY Orange Counties Cities with Population over 100,000 Huntington Beach Anaheim Garden Grove Fullerton Santa Ana Orange Position primarily responsible City Treasurer City Treasurer Deputy City Director Finance/ Exec. Director Treasurer for investment portfolio Administrator City Treasurer Finance & Mgmt Svcs Base Salary (Top Step) Elected-$688/Mo. $4,392/Mo. $5,987/Mo. $5,354/Mo. $6,730/Mo. Elected Treas.-$365/Mo. Bus Lic.-$3,600/Mo. Fiscal Agent-$3,333/Mo. Elected or Appointed Elected Appointed Appointed Appointed Appointed Elected Other duties of Bus. Lic. Mgr. N/A N/A N/A N/A Fiscal Agent elected official City Population 185,000 235,000 130,000 107,000 225,000 100,000 Dollar amount of $67 Million $150 Million $57 Million $26 Million $75 Million $40 Million investment portfolio •e Number of full-time, None Two One One Two None appointed positions,at a professional level, involved in the investment function Classifications of appointed Not applicable City Treasurer + Dpty.Treasurer Director of Exec. Dir. + Not applicable full time professionals one Sr. Acct. Controller Finance/City a Treasury Mgr. ($2,640-3,300) ($4,310-5,246) Treasurer ($3,722 -5,258) who tracks the who invests all who invests all idle money. Investment idle funds/ funds/maintains city of funds primary maintains city investment portfolio j responsibility of investment City Treasurer portfolio 3043j 03/23/87-skd ALTERNATIVES - CITY TREASURER STAFriNG Background & Staff Proposal The elected City Treasurer (Warren Hail) has announced his retirement to be effective in August of this year. The term of the current elected City Treasurer is through November of 1988. Upon Mr. Hall's retirement in August, the elected Treasurer position can be filled by an appointment by the City Council or by the City Council calling for a special election to fill the remaining 14 months of the current term of the Treasurer. The elected City Treasurer salary is currently $8,400 per year. The incumbent (Mr. Hall) has been assigned additional responsibilities of Business License Manager with additional compensation for those duties of approximately $44,000 per year. A newly appointed or elected Treasurer to fill the remainder of the current term would carry the salary of $8,400 per year. The Business License Manager duties and salary would not be automatically extended to such an individual. The current budget includes an authorization for the hiring of a full time Business License Manager at the $44,000 per year salary to learn the Business License Manager duties prior to Mr. Hall's retirement. It is staff's opinion that the Business License Manager responsibilities can be performed on less than a full time basis Therefore the staff proposal is to include the responsibilities of Business License Manager with the proposed Assistant City Treasurer duties as a full time appointed position in the City Treasurer's Office. Further, the staff proposal is that the elected City Treasurer responsibilities not include the Business License, liana cr duties or, salary. Alternatives Council has requested tin .anatwrsis o alternative methods of proceeding. Those alternatives are listed below: Alternative 1: Staff proposal (see above description). Advantages: A. Provides method of making a smooth transition from the current situation to the new situation after the retirement of Mr. Hall. B. Provides needed management expertise to supervise the day to day operations of BOTH the Business License and Treasurer operations upon Mr. Hall's retirement. C. Provides a method to insure that the person appointed has the necessary professional background, experience, and qualifications to perform the duties of Business License Manager and Assistant City Treasurer functions. D. Represents only a minor cost increase over current costs. E. Provides the elected City Treasurer with professional level support. Disadvantages: A. Duplicates the full time salary of the Business License Manager portion of the duties for the interim period until Mr. Hall's retirement (approximately 3-4 months). B. The elected City Treasurer may not prefer this procedure when taking office in the future after Mr. Hall's retirement. ALTERNATIVES - CITY TREASURER STAFFING (Continued) Alternative 2: Proceed as currently approved in the 186/87 budget. Advantages: A. No further Council action is necessary. B. Authorizes full time Business License Manager and would provide a method to adequately supervise that function in the future. C. Provides a period of transition for a new Business License Manager to learn the duties from the incumbent City Treasurer/Business License Manager (Mr. Hall). Disadvantages: A. Does not :address the need for full time pro fessional/management expertise in the treasury management function. B. May require in the future months the assignment of a current city employee from some other department to the treasurers office to provide necessary supervision and expertise upon the retirement of Mr..Hall. Alternative :3: _AssiUCi the: ne.vly appointed or elected CityTreasurer the ac�ciitbnal. duties of Business License Manager with :the salary and responsibilities. Advantages: A.- Represents no change from the current arrangement with the elected City Treasurer, B. No additional cost to the City. Disadvantages: A. The duties of the elected City Treasurer are specified by the charter and the individual elected to this position may not have the interest and/or qualifications to handle the Business License Manager responsibilities. B. A newly elected or appointed City Treasurer would necessarily have to devote most of his/her time to the Treasurer duties to the detriment of the business license management functions. C. There is no Charter authority to require an elected Treasurer to supervise functions outside the Charter responsibilities. Alternative 4: Increase the elected City Treasurer's salary to that comparable to the combined salary of the current Business License Manager and City Treasurer salaries prior to election of a new City Treasurer. -2- 2975j ALTERwATIVES - CITY TREASURER STtir_ _1G '(Continued) Advantages: A. Would increase the likelihood of attracting an elected City Treasurer with the necessary qualifications who would perform the duties on a full time basis. B. Would provide some comparability to the current salaries of the elected City Clerk and City Attorney. Disadvantages: A. Does not address the need to provide management and supervision of the Business License Function. B. Does not assure that the necessary background and experience will be obtained to handle the City Treasurer function without professional level staff support. C. Would cost significantly more than other alternatives since the business license management function would need to be added in some way as a staff responsibility with related additional salary. =.Iterna- tive.5: Immediately upon retirement of the current. City Treasurer, propose a . Charter AmendmentLfor voter°conside atiorr_ at a special election-to-ri ake the = 'Treasurer osi.tion a ��irted: A<Iv a n Cages: A. If the charter , amer_dment is successful and the position is therefore appointive, the City could recruit and hire a Treasurer who had the necessary background, experience and qualifications for both the treasury and business license management responsibilities. B. Would be comparable to the method of handling the treasury management function in most cities comparable to Huntington Beach. Disadvantages: A. There are significant costs to conduct a special election. B. Such a Charter Amendment has been proposed many times and has never succeeded. C. This alternative does not adequately address the need for interim expertise and staffing upon the retirement of the current elected City Treasurer. Alternative 6: Request Warren Hall to retire only from the Business License Manager position in August of 1987 and continue as elected City Treasurer until Novem er o 1988 as a part time Treasurer. Appoint a full time Assistant City Treasurer as recommended -in the staff report and in November of 1988 propose a Charter Amendment for making the City Treasurer an appointed position. -3- 2975j ALTERNATIVES -,CITY TREASURER STAFFING (Continued) Advantages: A. Provides an interim period of time to assess the success of a full time Assistant City Treasurer position. B. Retains the expertise of the long time elected City Treasurer on a part time basis as a transition. C. All of the advantages of Recommended Alternative 1 would apply. Disadvantages: A. Mr. Hall may decline the request. B. A Charter Amendment in November, 1988 has no guarantee of succeeding and some of the disadvantages listed under Alternative 5 above may then apply. Alternative 7: Approve the staff proposal with job title different than "Assistant City Treasurer'. Possible alternative job titles are "Revenue Manager', "Revenue and Business License Coordinator", "Sr. Investment Officers', or "Portfolio Manager". Advantages: .4 A. All of the advantages of recornmerded Alternative i would apply. B. May remove perceptions of some individuals t"at an elected position is being filled by appointment. Disadvantages: A. NONE other those lasted under Alternative 1. -4- 2975j i t REQUES'i FOR CITY COUNCIL VkCTION Date June 9, 1987 Submitted to: Mayor and City Council Submitted by: Warren G. Hall Treasurer Prepared by: Warren G. Hall Treasurer Subject: RESOLUTION It-45TV _AUTHORIZING CONSULTING SERVICES BY WARREN G. HALT AFTER 8-17-87 Consistent with Council Policy? [ ] Yes [X] New Policy or Exception em tl I. I Statement of Issue, Recommendation, Analysis, Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE City Treasurer Warren G. Hall will retire on 8-17-87. City Council has requested he be available for an indefinate period after retirement to provide continuity and training for person selected by Council to replace Warren G. Hall as City Treasurer. RECOMMENDATION Adopt Resolution defining terms of agreement between Warren G. Hall and City of Huntington Beach.' ANALYSIS The. City Council decision not to hire an Assistant City Treasurer before the Treasurers retirement caused him to agree to the City Council request to act in an advisory capacity for the newly appointed Treasurer as long as necessary. This Resolution is intended to be the working agreement between Warren G. Hall and the City of Huntington Beach for the transition period. FUNDING SOURCE Treasurers "Deferred Compensation" account #120-166 to be reimbursed by budget revision for these costs. ALTERNATIVE ACTIONS 1. Negotiate different Resolution with Warren G. Hall 2. Have no agreement and continuity in the management of the Treasurer Department as Warren G. Hall will retire 8-17-87. ATTACHMENTS New Resolution # Resolution #2988 dated 5-5-69 for information. i .1 w MA RESOLUTION NO. 2988 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH DELEGATING THE CITY TREASURER AS THE CITY OFFICER RESPONSIBLE FOR SHORT-TERM INVESTMENTS BE IT RESOLVED by the City Council of the City of Huntington Beach that it does hereby delegate to the City Treasurer its authority to invest surplus moneys in the city' s treasury not required for immediate necessities , over week-ends , holidays or periods between warrant preparation, in accordance with Sections 5.3701 and 53607 of the California Government Code . PASSED AND ADOPTED by .the City Council of the City of Huntington Beach at a regular meeting thereof held on the 5th day of May, 1969 Mayor ATTEST : City erk k r�` Res. No. 2988 1 _ 2 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss : 3 CITY OF HUNTINGTON BEACH ) 4 I , PAUL C. JONES, the duly elected . qualified and 5 acting City Clerk of the City of Huntington Beach, and ex- 6 officio Clerk of the City Council of said City , do hereby 7 certify that the whole number of members of the City Council 8 of the City of Huntington Beach is seven; that the foregoing 9 resolution was passed and adopted by the affirmative vote of 10 more than a majority of all the members of said City Council 11 at a regular meeting thereof held on the 5th 12 day of May 1969 by the following vote : 13 14 AYES: Councilmen: 15 Shipley, Bartlett, Kaufman, Matney, Coen, Green; 16 NOES: Councilmen: 17 McGracken 18 ABSENT: Councilmen: 19 None 20 21 (01 Cit an officio Clerk 22 of the City Co cil of the City of Huntington Beach, California 23 24 25 26 27 28 29 i REQUEST FOR CITY COUNCIL ACTION Date March 26, 1987 Submitted to: Honorable Mayor and City Council Members son City Charles W. Thom 1 Submitted by: Thompson, Y Administrator Prepared by: Robert J. Franz, Chief of Administrative Services Subject: Appointed Staff Position - City Treasurer's Office M 000 Consistent with Council Policy. [ ] Yes [X] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions,Attachments: F� Objective: To provide a follow-up report to the City Council on this subject. Recommended Action: Approve the position of Assistant City Treasurer (or Revenue Manager if that title is preferred) as a full time appointed position in the City Treasurer's Office. Analysis: This subject has been discussed by the City Council at your last three regular council meetings. The prior staff reports and analysis are attached for your review. Staff's objectives (in order of priority) can be summarized as follows: 1. Provide a full time professional level appointed position in the treasury operation to assist the elected City Treasurer (whether full time or part time) in the day to day management of the city's investment portfolio. 'As you know, this investment portfolio currently exceeds $65 million and is a revenue producing operation. Cities of comparable size to Huntington Beach normally have at least one professional level appointed employee to either primarily handle or assist in handling this responsibility. The attached survey indicates the type and level of staffing in other Orange County cities with a population over 100,000. 2. To provide the supervision and management of the Business License function of the City of Huntington Beach. This function was previously assigned to the Administrative Services Department. It was a full time responsibility of a management level employee prior to its transfer to the Treasurer's Office. The function was transferred to the current elected City Treasurer and the salary of that full time position was added to the Treasurer's salary as compensation for the additional duties. This function consists of supervising four employees who handle the collection of business license fees, enforcement of business license ordinances and field work in insuring a business license is obtained by all required businesses. This function could be supervised either in the Treasurer's Office or in Administrative Services, but there needs to be a management level employee responsible for this function. If the recommended action of this RCA is approved, then supervision would be provided by the recommended position in the Treasurer's Office. If the recommended position is not approved, then the staff's intention would be to hire a full time Business License Manager (new position) which was approved by Council in September 1986 as part of the 1986/87 budget. This position (Business License Manager) would be part of the Administrative Services Department. P10 5/85 REQUEST FOR COUNCIL ACTION'S Assistant City Treasurer Position 3. To provide the transition upon the retirement of the current elected City Treasurer, Warren Hall. There is no one currently trained, on city staff, to step into Mr. Hall's responsibilities in the treasury and investment function upon his retirement. The recommended full time position would provide for such a transition. It is not the staff's intention that the individual appointed to this position would become the elected City Treasurer. If the staff proposal is approved by the City Council, then an appointment would be made to the Assistant City Treasurer position as soon as The open recruitment is completed. The individual appointed would then work 'with Mr. Hall until his retirement in learning the duties and responsibilities and ways of operating in the City of Huntington Beach. Following Mr. Hall's retirement in August, the City Council would then have the option of whether to fill the elected position by appointment, or special election. In addition, the Council would then have the opportunity to determine the salary for the elected City Treasurer's position. The current salary for the elected City Treasurer is $688 per month. That salary jis determined by the City Council and can be either increased or decreased. A number of alternatives to the above described staff recommendation are included in the attachments. Attachments: 1. RCA dated February 5, 1987 2. Follow-up information dated February 26, 1987 Funding Source: 1986/87 adopted budget. Alternatives: See attachments. (Note that a number of alternatives are analyzed and the last alternative includes a number of possible titles for this position.) CITY TREASURER SURVEY Orange Counties Cities with Population over 100,000 Huntington Beach Anaheim Garden Grove Fullerton Santa Ana Orange Position primarily responsible City Treasurer City Treasurer Deputy City Director Finance/ Exec. Director Treasurer for investment portfolio Administrator City Treasurer Finance & Mgmt Svcs Base Salary(Top Step) Elected-$688/Mo. $4,392/Mo. $5,987/Mo. $5,354/Mo. $6,730/Mo. Elected Treas.-$365/Mo. Bus Lie.-$3,600/Mo. Fiscal Agent-$3,333/Mo. Elected or Appointed Elected Appointed Appointed Appointed Appointed Elected Other duties of Bus. Lie. Mgr. N/A N/A N/A N/A Fiscal Agent elected official City Population 185,000 235,000 130,000 107,000 225,000 100,000 Dollar amount of $67 Million $150 Million $57 Million $26 Million $75 Million $40 Million investment portfolio Number of full-time, None Two One One Two None appointed positions,at a professional level, involved in the investment function Classifications of appointed Not applicable City Treasurer + Dpty. Treasurer Director of Exec. Dir. + Not applicable full time professionals one Sr. Acct. Controller Finance/City a Treasury Mgr. ($2,640 - 3,300) ($4,310 -5,246) Treasurer ($3,722 -5,258) who tracks the who invests all who invests all idle { money. Investment idle funds/ funds/maintains city of funds primary maintains city investment portfolio responsibility of investment City Treasurer portfolio 3043j 03/23/87 -skd ALTERNATIVES - CITY TREASURER STAFFING Background & Staff proposal The elected City Treasurer (Warren Hall) has announced his retirement to be effective in August of this year. The term of the current elected City Treasurer is through November of 1988. Upon Mr. Hall's retirement in August, the elected Treasurer position can be filled by an appointment by the City Council or by the City Council calling for a special election to fill the remaining 14 months of the current term of the Treasurer. The elected City Treasurer salary is currently $8,400 per year. The incumbent (Mr. Hall) has been assigned additional responsibilities of Business License Manager with additional compensation for those duties of approximately $44,000 per year. A newly appointed or elected Treasurer to fill the remainder of the current term would carry the salary of $8,400 per year. The Business License Manager duties and salary would not be automatically extended to such an individual. The current budget includes an authorization for the hiring of a full time Business License Manager at the $44,000 per year salary to learn the Business License Manager duties prior to Mr. Hall's retirement. It is staff's opinion that the Business License Manager responsibilities can be performed on less than a full time basis Therefore the staff proposal is to include the responsibilities of Business License Manager with the proposed Assistant City Treasurer duties as a full time appointed position in the City Treasurer's Office. Further, the staff proposal is that the elected City Treasurer responsibilities not include the Business License ;Manager duties or salary. Alternatives Council has requested an analysis of alternative methods of proceeding. Those alternatives are listed below: Alternative. 1: Staff proposal (see above clescii Lpkion). Advantages: A. Provides method of making a smooth transition from the current situation to the new situation after the retirement of Mr. Hall. B. Provides needed management expertise to supervise the day to day operations of BOTH the Business License and Treasurer operations upon Mr. Hall's retirement. C. Provides a method to insure that the person appointed has the necessary professional background, experience, and qualifications to perform the duties of Business License Manager and Assistant City Treasurer functions. D. Represents only a minor cost increase over current costs. E. Provides the elected City Treasurer with professional level support. Disadvantages: A. Duplicates the full time salary of the Business License Manager portion of the duties for the interim period until Mr. Hall's retirement (approximately 3-4 months). B. The elected City Treasurer may not prefer this procedure when taking office in the future after Mr. Hall's retirement. ALTERNATIVES - CITY TREASURER STAFFING (Continued) Alternative 2: Proceed as currently approved in the 186/87 budget. Advantages: A. No further Council action is necessary. B. Authorizes full time Business License Manager and would provide a method to adequately supervise that function in the future. C. Provides a period of transition for a new Business License Manager to learn the duties from the incumbent City Treasurer/Business License Manager (Mr. Hall). Disadvantages: A. Does not address the need for full time professional/management expertise in the treasury management function. B. May require in the future months the assignment of a current city employee from some other department to the treasurers office to provide necessary supervision and expertise upon the retirement of Mr. Hall. Alternative 3: Assic2,n the newly appointed or elected Ci�_Treasurer the additional duties of Business Lie ease Manager with the salary and responsibilities. Adyanta�es: A. Represents no change from the current arrangennent with the elected City Treasurer. B. No additional cost to the City. Disadvantages: A. The duties of the elected City Treasurer are specified by the charter and the individual elected to this position may not have the interest and/or qualifications to handle the Business License Manager responsibilities. B. A newly elected or appointed City Treasurer would necessarily have to devote most of his/her time to the Treasurer duties to the detriment of the business license management functions. C. There is no Charter authority to require an elected Treasurer to supervise functions outside the Charter responsibilities. Alternative 4: Increase the elected City Treasurer's salary to that comparable to the combined salary of the current Business License Manager and City Treasurer salaries prior to election of a new City Treasurer. -2- 2975j ALThRNATIVES - CITY TREASURER STtzr'FING (Continued) Advantages: A. Would increase the likelihood of attracting an elected City Treasurer with the necessary qualifications who would perform the duties on a full time basis. B. Would provide some comparability to the current salaries of the elected City Clerk and City Attorney, Disadvantages: A. Does not address the need to provide management and supervision of the Business License Function. B. Does not assure that the necessary background and experience will be obtained to handle the City Treasurer function without professional level staff support. C. Would cost significantly more than other alternatives since the business license management function would need to be added in some way as a staff responsibility with related additional salary. Xlternative 5: Immediately upon retirement of the current City Treasurer, pro Fose a t harterAmendment, for voter consideration at a special election, to anake the City Treasurer pos;tioil appointed. Ac?.vantages: Aa .If the charter amendment is successful and the position is therefo`°e appointive, the City could recruit and hire a Treasurer who had the necessary background, experience and qualifications for both the treasury and business license management responsibilities. B. Would be comparable to the method of handling the treasury management function in most cities comparable to Huntington Beach, Disadvantages: A. There are significant costs to conduct a special election. B. Such a Charter Amendment has been proposed many times and has never succeeded. C. This alternative does not adequately address the need for interim expertise and staffing upon the retirement of the current elected City Treasurer. Alternative 6: Request Warren Hall to retire only from the Business License Manager position in August of 1987 and continue as elected City Treasurer until November 1988 as a part time Treasurer. Appoint a full time Assistant City Treasurer as recommended in the staff report and in November of 1988 propose a Charter Amendment for making the City Treasurer an appointed position. -3- 2975j ALTERNATIVES - CITY TREASURER STAFFING (Continued) Advantages: A. Provides an interim period of time to assess the success of a full time Assistant City Treasurer position. B. Retains the expertise of the long time elected City Treasurer on a part time basis as a transition. C. All of the advantages of Recommended Alternative I would apply. Disadvantages: A. Mr. Hall may decline the d•equest. B. A Charter Amendment in November, 1988 has no guarantee of succeeding and some of the disadvantages listed under Alternative 5 above may then apply. Alternative 7: Approve the staff proposal with job title different than "Assistant City Treasurer". Possible alternative job titles are "Revenue Manager", "Revenue and Business License Coordinator". I'Sr. Investment Officer", or t'Portfolio't'Ianager". Ady anta Et.S A. All of the advantages of reco�-rzrnended Alternative i would apply. B. May re.rnove perceptior:s of :;;o,,ne ndividual's t;;at an elected position is being: f13.1�d by appointment. Disadvantages. A. NONE other those listed under Alternative 1. -4- 2975j i TINGTON BEACH CITY OF .HUN INTER-DEPARTMENT COMMUNICATION HUNG"send+ - To CITY- COUNCIL NEDSERS From, ROBERT J e FRANZ Deputy City Administrator. Subject ASSISTANT CITY TREASURER Date � FEBRUARY 26, 1987 RE�VDATION At'.ached is the additional information on alternatives requested IDy the City Council at your last meting. } v. Z Deputy City Mministrator Jol RJF:skd .attachment w, c REQUEST FOR CITY COUNT ACTION - - ti� eC7 v♦ CU►.ern u�B� Date Februar 5, 1987ir Submitted to: Mayor and C�ounnccil�-6��, �l�'� Submitted by: Charles W. Thompson City Adm' t �9� �• ,I,j Prepared by: Warren G. Hall Treasurer/Business License Manager ; t � Subject: BUDGET AUTHORIZATION FOR ASSISTANT CITY TREASURER I F/ 986/ Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception \ �' Statement of Issue, Recommendation, Analysis, Fundinq Source, Alternative Actions, Attachments: STATEMENT OF ISSUE Warren Hall elected Treasurer, declared his intention to retire as of August 18, 1987 on his budget request for 1986/87 and asked for authorization and funds to hire an Assistant Citv Treasurer to parallel his last six months in office. The previous City Council denied the request and removed authorization from the budget for 1986/87. (Ttefunds remain in budget.) R.E_COMu'vSENDAT I0N Ci.:-v Council approve the establishment of the position of Assistant City Treasurer with educational and experience requirements for a person capable of assuming the duties and resl)ensi_bilities of Departmental Supervision and overseeing the Investment Program for all City Funds. Establishment of specific salary and qualifications and selection under merit system be done by Personnel Department in co-operation with the Treasurer. Approval of this position would include allocation of $12,500 of Treasurer budget as provision for approximately three months of salary and fringe costs in. F/Y 1986/87. Treasurer has sub- mitted continuation funds and position changes in 1987/88 budget request on assumption this request will be approved. ANALYSIS There needs to be a person of professional capability in charge of Cash Flow Analysis and Forecasting/Investment of funds to meet Cash Flow requirements and earn as high a yield as possible on all funds/to learn/become part of/ and maintain, the dual control, internal control systems operative in the department/take control of key management/combination control./and receipt ordering and control.. In addition there must be a responsible person gith the legally authorized signature authority, and responsibility for the Treasurers functions as called out in the City Charter and the ever changing State Codes for the management of our Public Funds. FUNDING SOURCE None required for F/Y 86/87, only authority to proceed. ALTERNATIVE ACTIONS City Council by authority of Section 312 of the City Charter may appoint a replacement of a vacant elective office within 60 days or an election will be necessary to fill out the term which expires November 1988. Under this Section Council may: A. Approve the Merit System hiring of an Assistant City Treasurer as recommended herein and upon resignation of Warren Hall either 1. Appoint the Assistant Treasurer to now be Treasurer at a salary to be set by Council. 2. Appoint another person Treasurer at a salary to be set by Council either part time or full time salary to work with the Assistant. r PIO 4/84 Continued page 2 3. Set a salary, either part time or full time and call for an election to select a Treasurer to work with the Assistant Treasurer. B. Not approve any of the above and wait until Warren Hall leaves and then do something from the three selections in A. above. C. Do something else not suggested here. ' REQUE--)-T FOR CITY COUNCu- ACTION' 1 Cuy► "%eb Date February 5,, 1987 � G -� Submitted to: Mayor and City Council ^"fi'� Submitted by: Charles W. Thompson City Admit � Prepared by: Warren G. Hall Treasurer/Business License Manager 0 Subject: BUDGET AUTHORIZATION FOR ASSISTANT CITY TREASURER I F/ 986/8 Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions, Attachments: STATEMENT OF ISSUE Warren Hall elected Treasurer, declared his intention to retire as of August 18, 1987 on his budget request for 1986/87 and asked for authorization and funds to hire an Assistant City Treasurer to parallel his last six months in office. The previous City Council denied the request and removed authorization from the budget for 1986/87. (Tl-e funds remain in budget., ) r RECOMMENDATION City Council approve the establishment of the position of Assistant City Treasurer with educational and experience requirements for a person capable of assuming the duties and responsibilities of Departmental Supervision and overseeing the Investment Program for all City Funds. Establishment of specific salary and qualifications.and selection under merit system be done by Personnel Department in co-operation with the Treasurer. Approval of this position would include allocation of $12,500 of Treasurer budget as provision for approximately three months of salary and fringe costs- in F/Y 1986/87. Treasurer has sub- mitted continuation funds and position changes in 1987/88 budget request on assumption this request will be approved. ANALYSIS There needs to be a person of professional capability in charge of Cash Flow Analysis and Forecasting/Investment of funds to meet Cash Flow requirements and earn as high a yield as possibl'a on all funds/to learn/become part of/ and maintain, the dual control, internal control systems operative in the -department/take control of key management/combination control/and receipt ordering and control. In addition there must be a responsible person with the legally authorized signature authority, and responsibility for the Treasurers functions as called out in the City Charter and the ever changing State Codes for the management of our Public Funds. FUNDING SOURCE None required for F/Y 86/87, only authority to proceed. ALTERNATIVE ACTIONS City Council by authority of Section 312 of the City Charter may appoint a replacement of a vacant :elective office within 60 days or an election will be necessary to fill out the term which expires November 1988. Under this Section Council may: A. Approve the Merit System hiring of an Assistant City Treasurer as recommended herein and upon resignation of Warren Hall either 1. Appoint the Assistant Treasurer to now be Treasurer at a salary to be set by Council. 2. Appoint another person Treasurer at a salary to be set by Council either part time or full time salary to work with the Assistant. g � PIO 4/84 Continued page 2 3. Set a salary, either part time or full time and call for an election to select a Treasurer to work with the Assistant Treasurer. B. Not approve any of the above and wait until Warren Hall leaves and then do something from the three selections in A. above. C. Do something else not suggested here. a J• ' CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To CITY COUNCIL .MEMBERS From ROBERT J. FRANZ Deputy City Administrator Subject ASSISTANT CITY TREASURER Date FEBRUARY 26, 1987 RECaMMENIDATION Attached is the additional information on alternatives requested by the City Council at your last meeting. BERT J. Z Deputy City Administrator RJF:skd Attachment ALTERNATIVES -'CITY TREASURER STAFFING Background & Staff proposal The elected City Treasurer (Warren Hall) has announced his retirement to be effective in August of this year. The term of the current elected City Treasurer is through November of 1988. Upon Mr. Hall's retirement' in August, the elected Treasurer position can be filled by an appointment by the City Council or by the City Council calling for a special election to fill the remaining 14 months of the current term of the Treasurer. The elected City Treasurer salary is currently $8,400 per year. The incumbent (Mr. Hall) has been assigned additional responsibilities of Business License Manager with additional compensation for those duties of approximately $44,000 per year. A newly appointed or elected Treasurer to fill the remainder of the current term would carry the salary of $8,400 per year. The Business License Manager duties and salary would not be automatically extended to such an individual. The current budget includes an authorization for the hiring of a full time Business License Manager at the $44,000 per year salary to learn the Business License Manager duties prior to Mr. Hall's retirement. It is staff's opinion that the Business License Manager responsibilities can be performed on less than a full time basis Therefore the staff proposal is to include the responsibilities of Business License Manager with the proposed Assistant City Treasurer duties as a full time appointed position in the City Treasurer's Office. Further, the staff proposal is that the elected City Treasurer responsibilities not include the Business License Manager duties or salary. Alternatives Council has requested an analysis of alternative methods of proceeding. Those alternatives are listed below: Alternative 1: Staff proposal (see above description). Advantages: A. Provides method of making a smooth transition from the current situation to the new situation after the retirement of Mr. Hall. B. Provides needed management expertise to supervise the day to day operations of BOTH the Business License and Treasurer operations upon Mr. Hall's retirement. C. Provides a method to insure that the person appointed has the necessary professional background, experience, and qualifications to perform the duties of Business License Manager and Assistant City Treasurer functions. D. Represents only a minor cost increase over current costs. E. Provides the elected City Treasurer with professional level support. Disadvantages: A. Duplicates the full time salary of the Business License Manager portion of the duties for the interim period until Mr. Hall's retirement (approximately 3-4 months). B. The elected City Treasurer may not prefer this procedure when taking office in the future after Mr. Hall's retirement. ALTr RNATIVES - CITY TREASURER STAFFING (Continued) Alternative 2: Proceed as currently approved in the 186/87 budget. Advantages: A. No further Council action is necessary. B. Authorizes full time Business License Manager and would provide a method to adequately supervise that function in the future. C. Provides a period of transition for a new Business License Manager to learn the duties from the incumbent City Treasurer/Business License Manager (Mr. Hall). Disadvantages: A. Does not address the need for full time professional/management expertise in the treasury management function. B. May require in the future months the assignment of a current city employee from some other department to the treasurers office to provide necessary supervision and expertise upon the retirement of Mr. Hall. Alternative 3: Assign the newly appointed or elected City Treasurer the additional duties of Business License Manager with the salary and responsibilities. Advantages: A. Represents no change from the current arrangement with the elected City Treasurer. B. No additional cost to the City. Disadvantages: A. The duties of the elected City Treasurer are specified by the charter and the individual elected to this position may not have the interest and/or qualifications to handle the Business License Manager responsibilities. B. A newly elected or appointed City Treasurer would necessarily have to devote most of his/her time to the Treasurer duties to the detriment of the business license management functions. C. There is no Charter authority to require an elected Treasurer to supervise functions outside the Charter responsibilities. Alternative 4: Increase the elected City Treasurer's salary to that comparable to the combined salary of the current Business License Manager and City Treasurer salaries prior to election of a new City Treasurer. -2- 2975j AL'j._.tNATIVES - CITY TREASURER S'I,__ FING (Continued) Advantages: A. Would increase the likelihood of attracting an elected City Treasurer with the necessary qualifications who would perform the duties on a full time basis. B. Would provide some comparability to the current salaries of the elected City Clerk and City Attorney. Disadvantages: A. Does not address the need to provide management and supervision of the Business License Function. B. Does not assure that the necessary background and experience will be obtained to handle the City Treasurer function without professional level staff support. C. Would cost significantly more than other alternatives since the business license management function would need to be added in some way as a staff responsibility with related additional salary. Alternative 5: Immediately upon retirement of the current City Treasurer, propose a Charter Amendment, for voter consideration at a special election, to make the City Treasurer position appointed. Advantages: A. If the charter amendment is successful and the position is therefore appointive, the City could recruit and hire a Treasurer who had the necessary background, experience and qualifications for both the treasury and business license management responsibilities. B. Would be comparable to the method of handling the treasury management function in most cities comparable to Huntington Beach. Disadvantages: A. There are significant costs to conduct a special election. B. Such a Charter Amendment .has been proposed many times and has never succeeded. C. This alternative does not adequately address the need for interim expertise and staffing upon the retirement of the current elected City Treasurer. Alternative 6: Request Warren Hall to retire only from the Business License Manager position in August of 1987 and continue as elected City Treasurer until November o 1988 as a part time Treasurer. Appoint a full time Assistant City Treasurer as recommended in the staff report and in November of 1988 propose a Charter Amendment for making the City Treasurer an appointed position. -3- 2975j ALTERNATIVES - CITY TREASURER STAFFING (Continued) Advantages: A. Provides an interim period of time to assess the success of a full time Assistant City Treasurer position. B. Retains the expertise of the long time elected City Treasurer on a part time basis as a transition. C. All of the advantages of Recommended Alternative 1 would apply. Disadvantages: A. Mr. Hall may decline the request. B. A Charter Amendment in November, 1988 has no guarantee of succeeding and some of the disadvantages listed under Alternative 5 above may then apply. Alternative 7: Approve the staff proposal with job title different than "Assistant City Treasurer". Possible alternative job titles are "Revenue Manager", "Revenue and Business License Coordinator", "Sr. Investment Officer", or "Portfolio Manager". Advantages: A. All of the advantages of recommended Alternative 1 would apply. B. May remove perceptions of some individuals that an elected position is being filled by appointment. Disadvantages: A. NONE other those listed under Alternative 1. -4- 2975j 4 j CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To HONORABLE MAYOR JACK KELLY & From GAIL HUTTON MEMBERS OF THE CITY COUNCIL City Attorney Subject Status of City Treasurer Date February 24 , 1987 Agenda Item G2 (3-2-87) , The City Treasurer is an elected official of the city. The position is established by provision of the City Charter . The duties of the position are outlined therein. (Charter § 311) .,Mr, ,.Hall., -pers jqr. onnel,.-sy -he W N 01,- .6WL".-, a", N& -the ilkii C, . 'N � a� Sersonnef, t ca 011, P y �P - .officials,_ f;om_membe r ship.,- ..(Huntington BeacW h, Mun1cipA1 Code Mr. Hall has been designated by the City Administrator to pe,r_fo r�m," er- ainduties in,;-,adoiti -those�:,dut ies described on,,to',' her-,Charter.-O-Perf o, he' " rmance-of, such ,�additional dutriems_ - e :- --con- st"t `iWith­`hii§' "charter`-mand'at(ed duties incumb6rit" I would so long as several conditions are satisfied : a) The additional duties are consistent with his primary duties as City Treasurer, a common law requirement ; b) The City Council designates by ordinance or resolution that the Treasurer performs the additional duties , Charter § 311(e) . Since the council approved the current salary resolutions , it can be presumed the duties were "council designated. " It must be borne in mind that a proper designation of additional duties by the City Council and the performance of such duties even when dressed with an additional "job description" such as "Risk Manager, " "License Administrator, " or "Investment Officer" did not make for a separate "position" than that of Treasurer for Mr. Hall. The "dual" compensation seemingly paid to Mr. Hall results from an historical quirk. In the mid 1960s the position of City Treasurer was in essence an "honorary" position. The then incumbent was paid only a token amount . He performed few, if any, duties . He passed away and the council attempted to reduce the' compensation even` further-,:,`: apparently ,to penalize the newly elected incumbent. The Charter at that time provided that the compensation .of an elected official , could not be increased or diminished after their election or during their respective terms of office .-(1966 , Charter § 5.02.) .1 The end result of the furor over this is'sue- was that the ion was made to make full time" . -1n ordef ',.­,, ', decis' the position -" to overcome the salary prohibition', the scheme to ..Pay a _.,dual,:.�,,` HONORABLE MAYOR JACK KELLY MEMBERS OF THE CITY COUNCIL February 24 , 1987 Page 2 compensation" was concocted. As a result, the sum of $500 per month was paid for the duties of "City Treasurer" and a much larger sum was allocated to the incumbent as "City Investment Officer" . The Assistant City Attorney was enlisted to bless this arrangement with a "legal opinion" supporting the obvious subterfuge. A problem arose because both positions had the same job description. Subsequently, the "second" job description was dropped and the Treasurer was made "Risk Manager" and more currently, License Administrator. However, the raison d' etre for the subterfuge long ago disappeared. After the new Charter was adopted deleting the prohibition J-.increasing,-,or-�.(Iec.reasing-,-.arx,elec,t;, d, cial ks .- &00,1W W,zA �R; ,ga, .4twiRM"� NE VI-IM Offill. MK& 9 f.fA 51; ete,, uring rw a p .._the,,fiction that ,,two.",, positions existed,. in .order to pay the 74 1ty .Tr6asurer­on* a full-time `ba`S-is`.' ...... The question posed at the council meeting of February 17, 198, pay ;the,�ielected,�--,�C-ity,,.,,Treasurer,4,�,also�--servet,,-.,ini,;.,theT,:-,A�, 7 was -41=441 ,x,j_Serv,,1ce?,Civil In the past I have responded that the incumbent does not so serve . In order to serve in the personnel system there must be a position created in the competitive system. Then there must be a "competition" for such position and, thirdly, an appointment to such position. In Mr . Hall ' s case the process was quite different . He was elected in the first instance to a part-time post. He then aspired to a full-time position, and it was the sense of the council to convert the position from full-time to part-time. The various "additional duties" (duties beyond those described -in the Charter itself for the City Treasurer ' s elected position) given him, if given him by the Council itself as mandated by the Charter, are duties which he must perform so long as such duties are consistent with his Charter described duties . Never at any time was a position in the competitive service established which Warren Hall filled, nor at any time did he ever compete for such position. He was simply given "other" things to do and paid commensurately given the size and complexity of the government of the City of Huntington Beach and the heavy responsibilities of the City Treasurer position. . _q 2, g A, HONORABLE MAYOR JACK KELLY MEMBERS OF THE CITY COUNCIL February 24, 1987 Page 3 The problems that the city faces are that should Mr. Hall resign the Council will be faced with the following dilemma: 1. Leave the office vacant for one year. Given the Treasurer ' s Charter duties this is not possible. There are certain duties only the Treasurer by law can perform for the city; 2 . Appoint a successor for the balance of the term; 3 . Hold an election. "no 4 e-.cou4cx , or.-,,...Treasurer, . _ , ,,pust -.be set by...th ''be kaems.a res tYi 0 it -"sucif-' d o*m0ehsat1dh­4nust,-,�- -41ti§a�s6jiabl6 It is predictable that if the issue of a reasonable om p. ion­j.&�.glef t,,,,open-,,,-to-,--be-�-�-decided�,--.,,afte,r.-..vt--het,.,,... le,(,, t-,ion--,pf­- a ,successor ity,,,Treas-u Treasurer ,and therv,sui r qh_,_c,6mpehs­ation As o g ab action bvit ea i.,re uce, n 6 a t- y unfavorable reaction in the courts . Any duty of the council , including the duty to set reasonable compensation, must be performed in a manner so as to be non-arbitrary or capricious . Therefore, if there is a desire to adjust the duties of the Treasurer, action shall be taken now to set the compensation of such position. The proposal to groom a member of the personnel system to replace the City Treasurer would mean that if successful, such employee would be ousted from his appointed position and lose the protection of the personnel system. The result would be much the same if the fiction of the two _- positions were supportable. If one assumes Mr. Hall is an elected official and also another category of employee, then what category does his position fall under?-., No public official elected or appointed may serve "two masters . " Since the elected City Treasurer serves the electorate, it would be incompatible for such individual to also serve the City Administrator either directly or through a department head or the.,City Council as adirect employee. n that if "an-elect6d 1 a This r h' is for. the obvious reason were to be beholden 'or subservient to another,_`city-of f icial . body, the independence of the position would be eliminated - -,-"-On this subject George 'Washington said in effect that n o,,,man _: ,,�. can stand the challenge .of -bribery when .the bribeis proper ly­­, -- ,put to him t. _ --,-••1a�r;b:;srs�r,=ss^- - .,:t:-.. _��.":>r= ':`t r. - -�s:�s;s� — - .ry_,:..;_Y..._-„ - -r ..,;�.. ^-� h HONORABLE MAYOR JACK KELLY MEMBERS OF THE CITY COUNCIL February 24, 1987 Page 4 Conclusion The elected City Treasurer of the city may not be a member of the personnel system, because of the inherent incompatibility of holding an elected position at the same time as holding a position with the same entity in an subordinate position. No position is created in the personnel system unless the procedures for establishing positions are followed, and no person may be appointed thereto unless the regular selection procedures are followed. The right to compensation for a position goes to the position itself and not to the incumbent a_~};y-n.. . of: -he_ oc iyj...i he un ;ha „'r p - -, T>:A ' �� O' 'k F`?r; �" "ka,,,i"•af'.:F"'�'[ia.R "R-i"'d:.'4 "`��•.•?`.^�' p";r! s a Kx�) f ;x,'d?r, !! ,i compens'aibn nf�'inge ber�' i`tscireY�ce bff � � t .thee,-e�erci ed; 'in< an; arbi,trar. o -k �Pr'x;q,�Qus _ :i , ck'3rs, .,ea .i:�_ Cd "t?`" �,} .H.<r 'i�g•, .`d:.,'Y:._ - F h+'� r .�;r. _ - i,•a. ':. pa.•.,e, .42...,: 'i�a„a. ,, s,s4zx,. 'tom a •aa� , �._.�. .., �. ++�'t � ,.�....+atk43,�,�.-..�..��"�..- �� manner and,-"must be��reasonable. An app inter member' of the personnel system elected to the office of City Treasurer would be ousted by law from his appointed position . ...Ht:$' iY,:�• i;Yt i^�i..a--£.> t�, .Y A - ,. r" .• ice.' Y 2; _- „a'!�_"����">�, ';k"�•�.�'��s'fl•'<':�?` ��a«-�,AY..r3%;: •.�'fi�;��.*.�:?•;• iLe�� �+.�s�� .n, ,ry`2 a� _;y °.y�.,P�.' ti'Y,�s _ __ :ti;... ::;�;,a ��,`;.r^'c` �r:•s.� _`h2 feP su.':'2.Y.t�,;..� .-ir'&„M.- 'j3: ,.aa:• ,:�, rtti...;t. ";z.`��n..b... S'v3;$- yy� :$,-,t;.i%�'+�*" -;;+ii:.,,... :&i';"5�:.-;y,_. :�. .tA,.�=i F"is--ra 1�S�,�� i GAIL HUTTON City Attorney cc: Warren Hall , City Treasurer Charles Thompson, City Administrator Robert Franz, Deputy City Administrator/ Chief of Administrative Services bcc : Alicia-We-ntwor_th_ City Clerk z t` Y 3 G, .�T 4.. J 4 h Y h j ) •�� j .$.3 K t� � � , } 4 A �' ny �. v r :v _� ,,t 1 -1 s>o�r- n r ,�.v,= r,�,:,� � .ttl'a•, � a"C a, "T.�'��, �. �.� ' n.-�,,n;�,.?,,,�, s!, ,� a, r�'E*h',> �S,�S,,s�� � R '.i 2.' '� �, `_°-t a .i ;� :;•�,F �. d � � ')K. ;a,.t:-.;4�t le.. t -tea �" ^` t er--W""-s.7 ,.A w ( � - f� '- s � - ° � s �.�t .'a ..,1 � st�s<fa e 'f � �`•�^ A�"' M1yt't' '' �r �: 'Fa ]'�� _,,.. _._W _.s..-. -, _ _. - -• - - - -. __ „� .�� .. ., .., � .._._ - _- _�"_.,,,._<x=-- r':�...i`tcu .._�� px..- >qx. ' �- t'� .arc ��'4�z-.a-' CITY OF HUNTINGTON BEACH CITY COUNCIL COMMUNICATION • • • • .HUNTINCTON BEACH TO ' Mayor Jack Kelly FROM Wes Bannister SUBJECT Assistant City Treasurer DATE 3/3/87 Dear Jack: I appreciate very much yourf�offer to reenter the agenda item of Assistant City Treasurer on the March 17tfi meeting agenda. I have talked to both Tom Mays and Grace Winchell and I think Grace has talked now to Ruth Finley*and all of us are in concurrence that this is an issue that should be brought up and discussed again perhaps with the eye towards revoting on the establishment of the new position. Your offer to do so is very much appreciated and I request, by way of this letter, that that item be added to the agenda by you, as an affirmative voter, to the next agenda. Thank you very much for your help. Sincere Wes Bannister WB/bu cc: Tom Mays Grace Winchell J� ®, , CITY OF HUNTINGTON BEACH P. 0. BOX 711 I bb Nr 9?648 CITY TREASURER -WARREN G. HALL !J /r Pe axw) 01 3/2_/1"7 / M March 13 , 1987 C�GU/��/` C�C7�i41� yP Cd),1614"ctl "`� 1 CITYOF TO: Honorable Mayo &City Coun�il 7� CITYCOUN p TONBEACH FROM: Warren G . Hall, Treasurer OFFICE SUBJECT : Things to think about during reconsideration of the Assistant Treasurer vote. It has concerned me that I am not sure of the reason(s) for the reconsideration of the 3-2-87 approval of an Assistant Treasurer . Things I would like reconsidered while you are about it are : First : Request City Administrator to combine Business License Dept . #172 with the Treasurer ' s operations as Dept . #120 . This will eliminate the dotted lines on our organization charts running from the Treasurer to the Finance Dept . (See Exhibit A - City of Huntington Beach Organization Chart , and Exhibit B - Administrative Services from 1986/87 Budget Manual . ) The Treasurer is an elected department head and these administrative strings should be cut in the 1987 /88 budget . Second : Seriously consider the possibility of the, City Council. approving, to be a p p o.i n t e d by y-ou at a full salar-y--w-i-t.h-o-u-t—a-n3—other job titles with the mandate to become a candidate for election (as incumbent) in the November 1988 campaign - instead of hiring an assistant and—t.-ieii ap-p-(intin� g aann elected Treasurer with a part time salary . This is a mature position to take to demonstrate that Huntington Beach is grown up enough to eliminate all the financial and political maneuvers that I have endured for the past 19 years . Go after a qualified elected official with a salary the job deserves ; it works a lot of other places . Third & Last : Please settle the problem and let ' s get on with the business of the City. If approval of an Assistant Treasurer or a full salaried elected Treasurer is agreed upon, you still should combine Business License organizationally with the Treasurer , and take it out of the Administrative Services . Thanks for your consideration. Call me at any time and I will answer any question you have. f WarAln G. Hall , Treasurer Attachments : Exhibits A City Org . Chart 1986 Exhibits B Adm. Svcs Org . Chart 4�96�$7 Exhibits C Treasurer Org . Chart 98 88 (I hope) PEOPLE City Of CITY COUNCIL Hun tington BeachI CITY ® ADMINISTRATOR JI CITY CITY TREASURER ATTORNEY CITY CLERK HUNTINGTON BEACH BUSINESS LICENSE POLICE FIRE PUBLIC WORKS r DEVELOPMENT O ADMINISTRATIVE COMMUNITY SERVICES I SERVICES SERVICES r UNIFORM FIRE DIVISION PREVENTION ENGINEERING I PLANNING PERSONNEL LIBRARY ADMIN. L p ( REAL RECREATION& SERVICES OPERATIONS WATER L BUILDING ' PROPERTY HUMAN RESOURCES INVESTIGATION HOUSING/ DIVISION LANDSCAPE ( REDEVELOPMENT FINANCE BEACH SPECIAL INFORMATION OPERATIONS MAINTENANCE SYSTEMS INSURANCE& EXHIBIT A-2 BENEFITS ill!.,t,r T. Y QF �.4, A,�k xrr q$pw ""x" 17 AD%U1 ............ Adninistration S ERVICES,,,*. 2 "5; 4 HUNTIINGTON.BEACH Jn: Information Systems System'" Manaieinmt Finanbe Personnel Property Self Insurance� Budges&Research -Information System Personnel Property Management Accounting&Records Word Processing. Liability Centralized Purchasing � Claims Processing. Print Shop Workers Compensation Business license Miscellaneous Tk?- <' �Eovr IJNT Cc(,Z,C ,GicENr�- i aillsil g 5Ec rY -T/1�lrS�/1E�2 -Ar v�WTl��a �Ec_ (Jt��Q�bNS COtiTIe'�L ,z /CFti Iti fP, i'95-H l cle- S I P. 0. BOX 711 CALIFORNIA 92648 CITY TREASURER —WARREN G. HALL 3/LG ,P -7 6a4 f UIJ E� MEMO TO: Mayor and City Council MEMO FROM: Warren G. Hall, City Treasurer � / �0 p DATE: February 26, 1987 "'� SUBJECT: DUTIES OF CITY TREASURER AND YOUR DECISION ON A SUCCESSOR ` I know each of you wishes to do the correct and best thing for the future of the city when you decide how to handle my request for consideration of a replacement before I retire. First let me say I hope this letter is accepted as an open inforiaation source and not just another attempt to lobby you to my way of thought. Maybe _1t will help for me to tell you, one of the major reasons for my retire- menr a year before the end or my term is one last attempt to get a City Council to fact_ this oroblem and m,.i1r_e a permanent solution that the city can live with in the future. You are that council! What do I do? - I am responsible for collecting, depositing, investing and sign- ing the checks for the entire $110,000,000 that flows thru our .early operating budget. I earn as much interest now as the city budget was when I first got involved. I supervise the handling of funds and the forms and precedures used everywhere in the city, until the funds end up in my Department where they are summarized and deposited, about 85% of the dollars the same day as received. This is done with five people plus myself, the same number of people on' the city rolls for these functions when I was elected in 1968, although then two of them were in the Finance Department. I supervise the Business License function with four people and it consumes at most 10% of my time. This function had six people full time employees doing the same exact job for five or six years before it was given to me when Dan Brennan was made City Land Agent. One inspector quit a year before and neither he nor Dan were replaced. I think we run an efficient, happy ship down here. So what is the problem? I have no back up person, my two Deputy Treasurers are M.E.A. people, good solid experienced doers, but without any formal training in Financial Planning, Investments, or Internal Control and Forms/Systems and Procedures, all of the above have been created, implemented and maintained by me, from the locks on the parking meter collection boxes, to the night deposit bags and the daily dual control books that document what was deposited in our deposi- tary and what was done with it and who did it. There is a cash flow forecast that • page 2 - • now extends out to May 1988, so that available funds match with expenditure requirements, like a $1,600,000 payroll every other Friday that.-must have cash available that day but still continue earning interest up to payday. In addition I.maintain contact with a bookfull of Financial Institutions, CD Brokers, Bond and Mutual Fund Brokers, to keep up with market trends and what instruments yield the best return as of now and for the future, I also read L.A. Times Financial and Wall Street Journal daily. What is the Point? The City needs a professional in this position and I am giv- ing you an opportunity to appoint one instead of taking the luck of the election draw. You have two choices to have professional help: One - Appoint a qualified political appointee with a whole salary who will run in November 1988 as an incumbant. Two - Appoint an assistant as a merit employee and make a political appointment of either a full salary or a part time salary treasurer who will run in 1988 as an incumbant. The unacceptable alternative is to try to change the charter and argue about salaries and other minor things that will not get the work done unless a decision is made. The city does not need a Business License Supervisor and the four license depart-. ment people should be made an operating part of the Treasurers Office. The Business License is a tax and the Treasurers Section of Charter Section 311 states "Receive on behalf of city all taxes, assessments, license fees and other revenues of the city, or for which the collection of which the city is responsible." The license function collects oil barrel tax revenues and reports and the Transient Occupancy (Bed) tax from all the hotels and motels in town. These all seem properly to report to the Treasurer and not be a separate department under Administrative Services which makes the Treasurer put on a differant administrative responsibility hat when dealing with License Department Administrative problems. This problem needs solved by making department 172 (Business License) part of .Department #120 (City Treasurer) to eliminate the reporting dicotomy now buried in the organization charts. I hops this is helpful and any questions you have, please call me at 536-5200 or at 1h me 962- 976. t<' j` L r Hall f'City Treasurer f WGH/rp c.c. Charles Thompson, City Administrator Robert Franz, Deputy City Administrator IbGTp��� CP City ®f Huntington Beach P.O. BOX 190 CALIFORNIA 92648 F ppub iv July 9, 1968 TO: The lion. Mayor City Council City Administrator City Clerk Director of Finance Treasurer ' s Office Effective immediately all signed warrants will be mailed to the recipients from the Treasurer' s Office, I feel this is a very elementary internal control in that no signed checks should be returned to the drawer after final signa- ture® The only exception to this would be a personal pick c up by the payee at the Treasurer ' s Office, prior notice required. N G. HALL City Treasurer WH/ec e C_ D9EHL, EVANS AND COMPANY CERTIFIED PUBLIC ACCOUNTANTS ELLIS C.DI E H L,C.P.A.(1925-1956) 1910 NORTH 9USH STREET OTHRA OF FICLS AT: BRYN B.EVANS,C.P.A. 705 CAST 04AIIN STALLT WIN G.PETERS,C.P.A. SANTA ANA,CALIFOIRNIA 92706 SMTA NARIA,CAUPORNIA DONALD + ,PETERSON,C.A,A. KIMOERLY 2-4493 WALNUT DONALD E.CALLAHAN,C.P.A. L.PETER SCHERER,CP.A, »ei9 Mg9CTN M STRLRT WARD M.GALLACHER,C.P.A. JOHN A.RAASERG,C.P.A. March 22 1968 aszz"cALI '� � Re MO[NT Mr, Doyle Miller, City Administrator City of Huntington Beach City Hall Huntington Beach, California Dear Mr. Miller: In response to your request we have the following comments to make re- garding the Treasurer's function. Under the Charter of the City of Huntington Beach the City Treasurer is required to: 1. Receive all monies on behalf of the City. 2. Keep custody of all public funds and deposit same. 3. Pay out monies on proper warrants. 4. Prepare monthly report of all receipts, disbursements and fund balances. Practices differ greatly between cities as to actual duties performed by the City Treasurer. The amount of remuneration established for the Treasurer seems to have a substantial bearing on the amount of time the Treasurer devotes to his duties. In actual practice many Treasurer's delegate much of the detail work to finance department personnel and are not themselves on duty in the city hall at any specific time . Tn some cases the Treasurer retains the Improvement District bond and coupon redemption records, however, this is not usually a full time job and here again this is often delegated to the clerical force in the finance depart- ment. The City council, in its review of this matter should take into con- sideration the fact that in Huntington Beach the capabilities of the data processing equipment are available and the Treasurer can easily rely on finance department equipment and personnel for all detail records required. This would avoid a duplication of effort and would eliminate the need for a separate staff to carry out the Treasurer's function. Very truly yours, DIEHL, EVANS AND COMPANY By '� � j 12 April 1968 TO., City Council and City Admixiistrator FROM: Assistant City Attorney 0 U'bJP;GT. Compensation for Additional Duties Can a person holding an elective position be given additional dutiea and be compensated therefor? The answer is yes, subject to the Pro.- U L riso that 'he compensation for performing such duties must be paid to the person as an employee of the city and not as an elected officer of the city. DISICTISSI.ON- The question is whether the city council can assign IYEE—e"s-l-Wo-the city clerk mid city treasurer, elective officers of Lhe city, and compensate such officers for the performance of th6ir respective duties. We must first consider the laws applicable to the city. Section 502 of the charter provides in part: "The City Clerk and City Treasurer shall each receive a compensation for their services as such to be fixed by ordinance, which compensation for Bucn services shall not be increased or diminished after their election or during their respective terms of office." Sections '704(i) and 705(e) of the charter provide that the city clerk and city treasurer shall have the power ano shall. be required to per-Com. such other duties consistent with this Charter and as may be required by ordinance or resolution of the city council." Section 702 of the charter also provides that the city council may conso-Lidate the power and duties of the various offices and depart- ya(-Yits of the city, and provide compensation therefor, consistent vlllt.l the. charter. In E�ssigning additional duties to an elective officer, the city council Must 1. Assign the duties to the person and not to the office or position. 2. Determine that the duties are not already required to be Per- formed by the officer in his elected capacity by the charter or ordinance. The duties must be assigned to the person and not to the office be. cause if the duties are assigned to the office, Section 502, 704(-Q and '(05(e) of. the charter become applicable. Sections 704 and 705 provide that the city council may by ordinance assign additional duties to the city clerk or city treasurer. In view of the fact that Sections 704(1) and 705(e) provide that the city council may add to the duties of the city clerk and city treasurer, but do not specify that if such duties are added to, the compensation for the position will be Increased, irrespective of the provisions of Section 502, the salary of the position cLlyiot 1a(, changed to compensate the officers for any additional duties req:uIred by ordinance to be performed by them by reason of their holding their respective elective offices. I The additional duties assigned to the person holdirkz, the elective office must be duties which such person Is not already requlre,d to perform by reason of his holding the elective office. Dutlea MeL ndum. to Council and Administrate 12 April 1968 Compensation for Additional Duties Page 2 already required to be performed by the officer by the charter include duties enumerated in the charter,, duties incidental to the enumerated duties, and duties necessary to carry out the requirements of the charter. Additional duties, i.e. duties not al ready .required to be performed, means actual duties which must be performed, and not a mere title. For example, the city clerk is required by Section 518 of the charter to sign contracts on behalf of the city, unless another city officer is designated by the city council to sign such conLracts. Yet the city has established a, position of "con- tract officer" and has assigned the duties of such position to the person holding the osition of city clerk. Although n.o duties were specified for Fcontract officer" the duty for such position appears to be signing contracts entered into by the city. Clearly, assigning specific duties to a person, which duties such person is already required to perfor-m by reaoor, of his hold- int the elective office, is not an assignment of additional duties for which such employee may be compensated, Since additional duties would be. perforgied, by the officer not as an elected officer but as a regular officer or employee of the city, and such officer would be compensated for such perform- ance as to regular employee, such officer would be subject to the personnul rules, regulations and benefits applicable to other c.1J.11-y employees such as attendance, forty-hour-work week, paid vacation, sick leave, workmen's compensation, retirement, health inBurance and Iiie insurance. Another issue is raised when the city pays the premium for health insurance, life insurance or workmens compensation -Unsurance for elective officers because the court has held that the payment of insurance premiums is "compensation. " The city would have to be able to chow the premiums were paid solely as part of the coxn- pens-ation for the appointive position and not for the ( JeCl4ve po:,J.tion. (Rose v. Board of Retirement, 92 OA2d 188, 380 P. 116, O Op. Atty.JI r��6 T,-I M T ah b DIEHL, EVANS AND COMPANY CERTIFIED PUBLIC ACCOUNTANTS ELLIS C DIEHL,,- P.A.it925- 956) OTHER OFFICES AT. 1910 NORTH 9USH STREET BRAN E F VAMS,'.P.A 705 EAST MAIN STREET win i:•F.RS P A SANTA ANA,CALIFORNIA 92706 SANTA NARIA,CIALIFORNIA A. KlmSERLY 2-4453 WALNUTe-eggs PE'tP SC-Ep$iU,'`. L+ A $35 NORTH H STREET WARD M.vA'LLACM CA,C P A. JOHN A RAABERG,C.P.A. March 22, 1968 LONPOC,GLt60RN#A REO[NT®-9262 Mr. Doyle Miller, City Administrator City of Huntington Beach City Hall Huntington Beach, California Dear Mr. Miller : In response to your request we have the following comments to make re- garding the Treasurer's function. tinder the Charter of the City of Huntington ' Beach the City Treasurer is required to: . 1. Receive all monies on behalf of the City. 2 . Keep custody of all public funds and deposit same . 3 . Pay out monies on proper warrants. 4 . Prepare monthly report of all receipts, disbursements and fund balances. Practices differ greatly between cities as to actual duties performed by the City Treasurer. The amount of remuneration established for the Treasurer seems to have a substantial bearing on the amount of time the Treasurer devotes , to his duties . In actual practice many Treasurer's delegate much of the detail work to finance department personnel and are not themselves on duty in the city hall at any specific time . Tn some cases the Treasurer retains the Improvement District bond and coupon redemption records, however, this is not usually a full time job and here again this is often delegated to the clerical force in the finance depart- ment . The City council, in its review of this matter should take into con- sideration the fact that in Huntington Beach the capabilities of the data processing equipment are available and the Treasurer can easily rely on finance department equipment and personnel for all detail records required. This would avoid a duplication of effort and would eliminate the need for a separate staff to carry out the Treasurer's function. Very truly yours, DIEHL, EVANS AND COMPANY ByL �'� ADA9INIBTRA•►y'Y(; CITY OF Meac�� BRarsDB14 ABf33BtANTAID TCR, o P.O. 60X 190......................................... ...._............ JAMES R. SRlH4EL C A L I F O R N I A EmmGtee>�a JAMF.S D. PC.UNKKft clsraTTo�trtay. HOWARD ROSIDOUX POLICE CHIEF _ UNNCILMEN OELBERT G. HIG(81NS ��"'t.rOERt•;vf. LAMBERT. MAYOR ERNEST H. GISLER FIRE CHIEF 3>-,JAKff R. STEWART VINCENT ®. MOORHOUS9 'THl7N1A3 H. WELCH LIFEGUARD CHIMP '!;"DQN A. WELLS, SR. OLLIN C. CLEVELAND T j� �°�[ BUILDING DIRECTOR CITY CLERK '�✓ z and "`�'ty macd WILLIS C. WARNER PAUL C. JONES Cv�V ©g " J"�'+� •, ay t'�,,,(�}� 1�� ga� R eprR PLANNING DIRFC7U TRBA DIEK 6AWLi1 lS 7(.i 1rt.,►A 1Lg®ts uillS� ". BETTY DIHKOFF � D &IWO ffiDylP6. Willer Ax�"p a*1VG 099icer it is Clearly dofinad =d2r the paroviolono ®f ftO Santee ®f tho Stage of California and e City Chw that t3hs City ZMastaer io definitely coacermad Vith tins c011cletion aid the as ekeoping of pmblie M®mieO aid 10 to 8010 r(DOPQn ible of9icer to receive ouch pmblic mmieo, Simoo thQ TzGaacurer 9 a responsibilities and aao Yet forth by laaa cannot be 4ftlagaated or chammeled through any other dapaartment of the mnici. pQlit7D its is inaambent upon the City TreaaGurer to uphold and maaimsaaiE the publics truatG Dao to the rapid growth of our City any a$taaa hoaavy bzwdena have lea add-ad to the fmactiona ®f tMo oggiaeD ae have been to all officers and dQpartments* Fe,1101+IE10 sho ewvey takam ®f the vaa,riong ci.tlea 09 OWM00 QD=tVV X neq acre your honorable body tt give t3ari®go- gym€id�rmt�i®n to the adjustments herein regmarste i m During the months of jilys Mrs. Vickie Danglaaos , uaaa cpployod to replace the tra pagers of the tm paxt®time depmtiea from thaia office. Wrs0 Dougla ss has r e=eptiomal capabi.litios for thia specialized type of � work and has reflected the l®yaaalty,a hanesaty amd respect do©erviag ®f the Citya I am regmesting that Mrs, Vickie Mmgl.a so now working an a paart®time basis as an Intermed� Late Account Clary bo placed on the regular nenthly pay roll in the oa ua claaoeification Range 29 Step "A"D i salar-y of $349 a00 a effective October 3 D 1.963© (Page 1. Ar September 9 1962 e, PMILM Tole" le for tM PaSt YOM as an Intermediate t Clerk, The efflelemw og her work has been handled in an emellent manaer and her attitude towards job and responsibilLa ties is a compliment in the reflection ction of the city, Due to the increase responsibilities placed her I hxfteetly feel there is a justification that she be reclassified as Assistant Treasurer and l request at the position of Assistant Treasurer be added t® the salary classifications under Range 33 (419- 5), which is equitable ,to classifications with comparable xesponsibilm itiese Z have taken on the task of cmbined duties of TreamxerwCvllector with a great deal of pride d with sin re concern for the City of Huntington ® l feel that at this tim® an adjustment is needed to bring this position up to the level not only with other cities Cmmty t equitable with other elected positions and par prat heads in the City with equal responsibilities, There has not been an adjustment in this position for several years and I believe that is all fairness the inequity should be amended at this °time® The salary for Treasurer is set at $550.00 and cannot be changed at this time* However* the salary for the additional duties of City Collector could remedy the inequity, The present amount charged to the City Collector is now $187,009 and Z am requ*sting they Collector e s salary be adjusteil to $327, 8 which mmld be equivalent to other positions wift parable duties and responsibilities. I haVe always and will continues to perform duties and obligations of my position with the greatest of respect for all City Officials, the Citizens and all concerned, Respectfully submitted, 1 sa j tty L. Die..t ff City Txea r -C,ollector BD s vd cc 8 Counci l .Adw.Officer Vefeame to THE CITY OF HUNTINGTON BEACH A portion of the document you are viewing contains additional information that has not been scanned . For information on how to view the original , please contact or visit the City Clerk's Office for assistance . 2000 Main Street 2nd Floor — City Hall Huntington Beach CA 92648 (714) 536-5227