CC - Item 3B - Amendments to Employment Agreement for City Clerk/Director of Communication and Management Salary adn Benefits Resolution E M e
, ° ROSEMEAD CITY COUNCIL
CIVIC PR1°E STAFF REPORT
TO: MAYOR AND CITY COUNCIL MEMBERS
FROM: JEFF ALLRED, CITY MANAGER 4iwii jW
DATE: OCTOBER 28, 2014
SUBJECT: AMENDMENTS TO EMPLOYMENT AGREEMENT FOR CITY
CLERK/DIRECTOR OF COMMUNICATIONS AND MANAGEMENT
SALARY AND BENEFITS RESOLUTION
SUMMARY
The City Council will consider an amendment to the employment agreement for the City
Clerk/Director of Communications and the adoption of a Resolution formally placing this
position into the Management Service of the City.
RECOMMENDATION
It is recommended that the City Council take action to:
1. Approve a modification to the Employment Agreement for the City
Clerk/Director of Communications; and
2. Adopt Resolution No. 2014-53 placing the classification of City Clerk/Director
of Communications into the Management Service of the City at the salary
range currently in effect for department directors.
BACKGROUND
In August of 2013, the City Council directed that the role of the City Clerk be expanded
to include various external communications functions that were previously performed by
the vacated Public Information Officer position. These tasks included oversight and
maintenance of the City's website as well as the City's Facebook and Twitter accounts,
community outreach efforts through the preparation and distribution of press releases,
flyers, e-alerts, etc. On October 14, 2014, the City Council conducted the annual
performance evaluation for the City Clerk and again provided a rating of Substantially
Exceeds Expectations. The Council also directed that the title and duties of the position
be expanded to City Clerk/Director of Communications at the department director level.
ITEM NO.y ,r,
City Council Meeting
September 27,2011
Page 2 of 2
(Attached is the class specification for City Clerk/Director of Communications.)
Proposed Resolution No. 2014-53 (attached) formally incorporates the position of City
Clerk/Director of Communications into the Management Service of the City at the salary
range currently in effect for department directors, which is $9,051 to $12,245 per month.
Attachment A— Resolution No. 2014-53
Attachment B — Contract Amendment
Attachment C — Classification Spec
Attachment A
RESOLUTION NO.2014-53
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD,
CALIFORNIA AMENDING RESOLUTION NO. 2014-13 THAT
ESTABLISHES SALARY RANGES AND BENEFITS FOR
CLASSIFICATIONS IN THE MANAGEMENT SERVICE OF THE CITY
WHEREAS, the classification of City Clerk is a member of the City's management team and like
other department heads serves in an exempt, "at-will"employment capacity; and
WHEREAS, the City Council has expanded the scope of duties of the City Clerk position to
include significant responsibility for public information and external communications, and has directed that
the title of this classification be modified to City Clerk/Director of Communications; and
WHEREAS, the City Clerk is desirous of including the classification of City Clerk/Director of
Communications in the Management Service of the City:
NOW THEREFORE, BE IT RESOLVED that the Management Service Salary and Benefits
Resolution be amended to include the classification of City Clerk/Director of Communications as follows:
SECTION 1 APPLICABLILITY. This section of Resolution No. 2014-13 is hereby amended to include the
classification of City Clerk/Director of Communications.
SECTION 2. The salary range for the classification of City Clerk/Director of Communications is established
as $9,051 to$12,245 per month consistent with the other department director positions within the City.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead
on the 28th day of October, 2014.
Bill Alarcon, Mayor
ATTEST:
Gloria Molleda
City Clerk
APPROVED AS TO FORM:
Rachel Richman
City Attorney
ATTACHMENT B
SIXTH AMENDMENT TO
CITY CLERK EMPLOYMENT AGREEMENT
1. Parties and Date.
THIS SIXTH AMENDMENT TO THE CITY CLERK EMPLOYMENT AGREEMENT
(hereinafter"Sixth Amendment") is made and entered into this 28ih day of October,2014 by and between
the City of Rosemead, a California municipal corporation(hereinafter"City"),and City Clerk Gloria
Molleda(hereinafter"Employee").
2. Recitals.
2.1 City and Employee entered into that certain Employment Agreement dated January 8,
2008(hereinafter"Employment Agreement"),whereby Employee agreed to serve as the
City Clerk of the City of Rosemead.
2.2 City and Employee executed the First Amendment of that Employment Agreement on
May 27,2008.
2.3 City and Employee executed the Second Amendment of that Employment Agreement on
June, 1,2010.
2.4 City and Employee executed the Third Amendment of that Employment Agreement on
June 12, 2011.
2.5 City and Employee executed the Fourth Amendment of the Employment Agreement on
June 12,2012.
2.6 City and Employee executed the Fifth Amendment of the Employment Agreement on
August 13, 2013.
2.7 City and Employee now desire to make a Sixth Amendment to certain provisions of the
City Clerk Employment Agreement relating to compensation and job title.
3. Terms.
3.0 Section 3.A.1 of the Employment Agreement is hereby amended by restating Section
3.A.1 to read as follows:
(1) Base Salary
(a) Resolution No. 2014-53 formally incorporates the position of City
Clerk/Director of Communications into the Management Service of
the City at the salary range currently in effect for department
directors,which is S9,051 to $12,245 per month.
3.1 Section 3.0 of the Employment Agreement is hereby added to the employment
agreement to read as follows:
(1) Job Title
(a) Shall be changed to City Clerk/Director of Communications
4. Force and Effect.
4.1 Except as amended by this Sixth Amendment, all provisions of the Employment
Agreement and Third Amendment to City Clerk Employment Agreement shall remain in
full force and effect and shall govern the actions of the City and Employee under this
Sixth Amendment.
IN WITNESS WHEREOF,City has caused this Sixth Amendment to be signed and duly executed on its
behalf by its Mayor, and duly attested by its City Manager,and Employee has signed and executed this
Amendment, to he effective as of the day and year first above written.
CITY EMPLOYEE
William Alarcon, Mayor Gloria Molleda
ATTEST: APPROVE AS TOFORM:
Jeffry Allred,City Manager Rachel Richman, City Attorney
ATTACHMENT C
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u��l City of Rosemead
CITY CLERK/DIRECTOR OF COMMUNICATIONS
Department: Administration Class Code: 1150
Revised Date: OCTOBER 2014 FLSA Status: Exempt
GENERAL PURPOSE: Acts as City Clerk for the City of Rosemead and performs the full duties of the office as
defined by law; performs technical, legal and administrative duties in managing the official records of the City,
maintaining the required historical municipal data, and conducting municipal elections; assures technical
compliance with City and state regulations. Plans and coordinates the public relations programs for the City of
Rosemead, including internal and external communications, media relations and community outreach; develops
and produces accurate, timely and accessible public information about City programs and issues.
PRIMARY DUTIES AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all team
members in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional.
position-specific duties.
• Manages and coordinates the operations of the City Clerk's office; performs technical, legal and
administrative duties in managing the official records of the City; assures official City activities are in
compliance with Federal, state, and City policies and practices.
• Provides confidential and specialized administrative support and special research functions for the City
Council; reviews, approves and prepares meeting agendas, ordinances, resolutions, agreements and
supporting documentation, and assures the proper internal approvals and distribution.
• Reviews, approves, compiles, prepares and distributes public meeting information packets; manages
the technical preparation, recordation and transcribing of proceedings during special and regular
meetings and public hearings of the City Council and Commissions; attends meetings and assures
completion of required follow-upon meeting action items.
• Reviews official documents, resolutions, ordinances, and meeting minutes; manages publication of
official notices and agendas; receives, processes and responds to legal and technical documents,
contracts, bids, proposals, and requests for information; updates the Municipal Code.
• Plans and conducts City elections, and maintains election records; recruits and trains election workers.
• Plans and conducts Advisory Group meetings for bilingual voters; compiles suggestions and updates
voter information and the voting process, assures compliance with the Voter Rights Act.
• Acts as official custodian of records, and assures the accuracy of technical files and official records;
assures City records management program is in compliance with California statutes.
• Collects technical and administrative information and compiles data for reports; prepares and distributes
regular and special reports; identifies and researches compliance issues, and recommends solutions.
• Coordinates communications between the City Council and Departments; clarifies issues on City
Council meetings and formal procedures; assists team members as needed; provides administrative
services for City Commissions, other government agencies and the general public.
• Assures the absolute confidentiality of all records and information.
• Supervises assigned team members, monitors work, develops skills, and evaluates performance.
• Coordinates development of information and communications strategies to assure that the City's key
messages reach external customers; writes, edits and disseminates information packages to promote
public awareness of City programs, services and legislative changes.
City Clerk/Director of Communications 1 of 3
JOB DESCRIPTION
City Clerk - Director of Communications class specification
• Coordinates public information projects including community relations, media relations, public policy and
marketing.
• Attends City-wide functions and provides services for social media and photography.
• Assists in the development of public communications strategies; researches and analyzes municipal
issues to develop recommendations for the dissemination of public information to coordinate community
issues; monitors and tracks stories in local media, responds to inquiries from media outlets and media
relations.
• Designs, produces and distributes public communications and promotional materials utilizing a variety of
communications tools; works with Departments to collect information and develop an effective
communications strategy; develops and implements promotional ideas and publicity plans for special
events, programs and projects.
• Designs and coordinates the production of publications, brochures, flyers, and other informational
materials as required by City Departments; develops effective relationships with neighborhood and
community groups, and facilitates participation in community outreach programs; interprets and explains
City programs and philosophies.
• Assists in composing communications and marketing materials on a wide variety of subjects requiring
knowledge of City procedures and policies; creates, edits and prepares media articles, press releases,
videos, technical documents, information packets, special reports and other communications.
• Conducts and coordinates assigned projects, research studies, surveys and special events; assists in
developing and presenting proactive, innovative ideas to promote City issues; maintains City website.
• Coordinates City's efforts in facilitating appropriate protocols with various dignitaries and visitors to the
City.
• Supports the relationship between the City of Rosemead and the constituent population by providing
excellent customer service; promotes the City goals and priorities in compliance with all policies and
procedures; maintains absolute confidentiality of work-related issues, client records and City
information; performs related duties as required or assigned.
MINIMUM QUALIFICATIONS:
Education and Experience:
Bachelor's Degree in Public or Business Administration, Communications, Public Relations, Marketing or related
field; AND five years of experience as a municipal or county clerk, preferably in California, including experience
and/or professional training in communications and public relations; OR an equivalent combination of education
and experience.
Required Licenses or Certifications:
• Must possess or have the ability to obtain an appropriate California Driver's License and a satisfactory
driving record.
• Registration as a Certified Municipal Clerk and Notary Public certification are required.
Required Knowledge of:
• City organization, operations, policies and procedures.
• Federal and state laws and statutes governing municipal operations and open meetings, including California
Public Employment Relations Board, the Meyers-Milias-Brown Act, California Public Records Act, California
Elections Code, and the Voters Rights Act.
• Principles and practices of records retention, record keeping, and municipal contract administration.
• Municipal election process and governing laws and regulations.
• City ordinances, codes, policies, resolutions, and agreements.
• Legal, ethical and professional rules of conduct for public sector employees and elected officials.
• Record keeping and file maintenance principles and procedures.
City Clerk/Director of Communications 2 of 3
JOB DESCRIPTION
City Clerk - Director of Communications class specification
• Modern principles and techniques of marketing, public information, mass communications, media relations
and community relations programs.
• Professional journalistic methods, including research, presentation, multimedia and publication.
• Local community resources and regional community services programs.
• Project planning.
• Methods and techniques used to develop and produce marketing and communications projects.
• Computer graphic design techniques and publication software applications.
Required Skill in:
• Analyzing technical and statutory issues, evaluating alternatives, and making decisions based on findings.
• Understanding and applying applicable Federal rules and regulations and statutory standards.
• Reviewing, correcting and maintaining complex and extensive public records.
• Investigating, analyzing and resolving complicated and sensitive issues and complaints.
• Assuring the City's compliance with all laws, regulations, and rules.
• Assessing and prioritizing multiple tasks, projects and demands.
• Operating a personal computer utilizing standard and specialized software.
• Developing and coordinating community relations and communications programs and strategies.
• Compiling and analyzing information from a variety of sources, and developing effective action plans.
• Maintaining composure, and working effectively in a high-pressure environment with changing priorities.
• Writing, editing and developing a variety of communications materials.
• Communicating effectively with City team members, members of the media, other agencies, and the public.
• Preparing and presenting information to diverse audiences, including public speaking engagements.
• Assessing and prioritizing multiple tasks, projects and demands.
• Working in committee settings.
• Establishing and maintaining cooperative working relationships with City staff, public officials, community
groups, outside agencies, media representatives, and the general public.
• Effective verbal and written communication.
Physical Demands I Work Environment:
• Work is performed in a standard office environment. May be required to travel to various sites, locations
and/or events.
• Team members are required to be in attendance and prepared to begin work at their assigned work location
on the specified days and hours; team members are required to assume duties of a disaster worker in the
event of a locally declared emergency.
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