REPORT TO SALARY SETTING COMMISSION
SUBJECT
Title
Action to Consider Comparative Information and to Set the Salary of City Clerk (Job Code 063)
Report
BACKGROUND
The City Clerk (Job Code 063) position is an elected position under City Charter Section 660. City Municipal Code Section 2.20.015 requires the Commission to set the City Clerk’s compensation on July 1, 2019 and every two years thereafter. Charter Section 702 provides that salaries so established by the Commission shall not exceed one hundred ten percent (110%) of the previous figure.
DISCUSSION
City Charter Section 903 sets forth the duties for the position of City Clerk. It also states that the City Council may, in its discretion, appoint any other officer or employee of the City as City Clerk and grant such person additional compensation for the performance of such duties.
On July 17, 2018, the City Council adopted Ordinance 1983 (Attachment 1) that limits the duties of the City Clerk. The Ordinance also assigns the other professional responsibilities of the City Clerk to a City employee (Assistant City Clerk (Job Code 010)) possessing substantive knowledge of professional standards in democratic processes and legislative actions in compliance with federal, state, and local statutes that govern the City Clerk’s Office.
City Clerk (Job Code 063)
Pursuant to Ordinance 1983, the City Clerk’s duties and responsibilities include:
a) Be the custodian of the seal of the City
b) Have charge of all City elections
On June 20, 2019, the Salary Setting Commission approved a resolution to set the salary for the position of City Clerk at $1,500/month (Attachment 2).
Assistant City Clerk (Job Code 010)
The Assistant City Clerk is now responsible for the day-to-day operations of the City Clerk’s Office and expands the assigned duties to include overseeing all professional administrative aspects of the City Clerk’s Office. These duties include:
a) The recording and maintaining of full and true records of all the proceedings of the City Council.
b) Publishing and attesting to the publication of all official notices.
c) Administering oaths or affirmations and taking affidavits and depositions pertaining to the affairs of the City.
d) The issuance of certified copies of official records as required and requested.
e) Officially recording the rights, titles and interests in al real properties acquired by the City.
f) The handling of all Council correspondence unless otherwise specifically designated.
g) Preparing of the agenda and supplemental material for Council meetings in cooperation with the City Manager.
h) Routing Council assignments to the respective officers having primary responsibility for their execution.
i) Duplicating and distributing the minutes, ordinances, resolutions, policies and orders of the City Council to the various boards, commissions and administrative officers.
j) Coordinate and respond to Public Records Acts requests.
The classification specification for the position of Assistant City Clerk is attached (Attachment 3).
Comparator Information for City Clerk
Staff completed a compensation survey that includes comparator agencies for the classification of City Clerk (Attachment 4). This compensation survey is consistent with the information presented to the Salary Setting Commission in 2019.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
Any costs associated with approved salary increases will be incorporated in the development of future budgets.
COORDINATION
This report has been coordinated with the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Staff has no recommendation other than to encourage the Commission to consider the available information, and when ready, act to set the salary of the City Clerk.
Staff
Reviewed by: Aracely Azevedo, Director of Human Resources
Approved by: Nadine Nader, Chief Operating Officer/Assistant City Manager
ATTACHMENTS
1. Ordinance No. 1983
2. Resolution No. 19-3
3. Assistant City Clerk Classification Specification (Job Code 010)
4. City Clerk Survey