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HomeMy WebLinkAboutCM Administrative Services in HRc�rroF OX"-- Agenda Item No: 10 Meeting Date: August 17, 2009 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: MANAGEMENT SERVICES Prepared by: Jim Schutz, Assistant City Manager City Manager Appro SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE AGREEMENT WITH REGIONAL GOVERNMENT SERVICES AUTHORITY FOR MANAGEMENT AND ADMINISTRATIVE SERVICES IN THE HUMAN RESOURCES DEPARTMENT RECOMMENDATION: Adopt Resolution extending the term of the Agreement with Regional Government Services Authority (RGS) for management and administrative services in the Human Resources Department and reducing the cost for the remainder of the current fiscal year. BACKGROUND: On August 6, 2007, the City Council approved a two year agreement with RGS to provide management and administrative services through their "Key RGS Staff" Ms. Leslie Loomis. RGS, founded in the Bay Area in 2001, is a California joint powers authority created to provide services to other public agencies. Public agencies may contract with RGS to provide specific professional expertise, support, or consulting services. Ms. Loomis is an employee of RGS, which provides her salary, health insurance, life and long term disability insurance, dental, vision, Medicare, workers' compensation, liability and unemployment insurance, auto and management allowances, and retirement contribution. By contracting for these services with RGS, the City has saved over 10% of the normal cost of a regular City Director of Human Resources employee. ANALYSIS: The City still has a need for the type of services provided under the RGS Agreement. At this time, staff recommends extending the Agreement with RGS through June 30, 2011, subject to termination without cause upon thirty (30) days notice. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paim: 2 Ms. Loomis has been a valued resource to the City and has reformed the Human Resources Department primarily through a departmental reorganization and the creation and implementation of a Human Resources Long Range Strategy. This Strategy has served as a work plan for the Human Resources Department. Ms. Loomis won a statewide award in 2008 for "innovative leadership" through her work in San Rafael. As an employee of RGS, Ms. Loomis will provide contractor services for the City of San Rafael and other jurisdictions and entities. For the last two years, the City has contracted with RGS and the current monthly rate is $17,288 for these services. The monthly rate includes the salary and benefits for Ms. Loomis in addition to RGS' administrative costs. Ms. Loomis would like to voluntarily participate in the City's furlough program in the same manner as the unrepresented Management employees. With some reduced administrative costs as well, the new monthly rate would be $16,660 through the remainder of this fiscal year. The monthly payment would go to $17,039 in the next fiscal year, unless there is another furlough of City management staff in which case the monthly payment would remain at $16,660. FISCAL IMPACT: The agreement with RGS would continue to result in a savings of over 10% of the normal costs of salary and benefits for the City's Director of Human Resources position. The position will continue to be funded through multiple sources, including: the Worker's Compensation Fund, the Liability Fund, the Employee Benefits Fund, and the General Fund. This cost is already included in the City's 2009-2010 Budget and requires no additional appropriations. OPTIONS: • Approve the Resolution. • Deny or request changes to the appointment. • Direct staff to develop alternatives for directing the Human Resources functions. ACTION REQUIRED: Adopt Resolution as presepted. ATTACHMENTS:. Resolution RESOLUTION A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE AGREEMENT WITH REGIONAL GOVERNMENT SERVICES AUTHORITY FOR MANAGEMENT AND ADMINISTRATIVE SERVICES IN THE HUMAN RESOURCES DEPARTMENT. WHEREAS, on August 6, 2007, the City Council approved a two year agreement with Regional Government Services Authority ("RGS") to provide management and administrative services in the Human Resources Department through their "Key RGS Staff' Ms. Leslie Loomis; and WHEREAS, RGS is a Joint Powers Authority that was formed in 2001 to provide services to public agencies in the areas of staffing, employee benefits administration, and other consulting and project management services; and WHEREAS, the City still has a need for the type of services provided under the RGS Agreement, which will expire on August 7, 2009 unless extended; and WHEREAS, the City wishes to utilize RGS to provide the services of Ms. Leslie Loomis for an additional period ending on June 30, 2011, subject to earlier termination upon thirty (30) days notice; and WHEREAS, the City and RGS agree that the original agreement expiration date will extend to August 31, 2009, and that the City shall pay $16,660 per month for such services from September 1, 2009 through June 30, 2010, while City management is experiencing a 5% pay reduction due to a furlough, and shall pay $17,039 per month for such services commencing July 1, 2010 unless the City continues the furlough for another year, in which case the City shall continue to pay $16,660 per month for such services; NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Manager is authorized to execute, on behalf of the City of San Rafael, Amendment No. 1 to the Agreement with RGS to provide Human Resources services, for an extended term ending June 30, 2011, in the form attached hereto as Exhibit "A". I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 17th of August, 2009, by the following vote, to wit: AYES: Councilmembers: NOES: Councilmembers: ABSENT: Councilmembers: Esther C. Beirne, City Clerk AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND REGIONAL GOVERNMENT SERVICES AUTHORITY FOR MANAGEMENT AND ADMINISTRATIVE SERVICES THIS AMENDMENT is made and entered into this 17th day of August 2009, by and between the City of San Rafael (hereinafter referred to as "CITY") and Regional Government Services Authority, a joint powers authority (hereinafter referred to as "RGS"). RECITALS: WHEREAS, CITY and RGS entered into an agreement for Management and Administrative Services dated August 6, 2007 ("Agreement"); and WHEREAS, City and RGS desire to amend the Agreement to extend the term for an additional period ending June 30, 2011, with a one-year renewal option subject to approval of CITY's City Manager and RGS's Executive Director; and WHEREAS, the parties desire to amend the compensation amount due for services NOW, THEREFORE, the parties agree as follows: AGREEMENT: 1. The Agreement between the parties, dated August 6, 2007, is amended as follows A. Section 2, first sentence, following the title "Term of Agreement and Termination', is revised to read: "The services provided hereunder between August 7, 2007 and August 7, 2009, are extended to June 30, 2011, and may be further extended for one additional year by mutual agreement of the parties in writing as approved by the CITY's City Manager and RCS's Executive Director. B. Exhibit "A", Section 1, first sentence, following the title "Fees", is revised to read: "The CITY agrees to pay to RGS the full cost of compensation and support for the assigned RGS employee, equal to $17,288 per month through August 31, 2009 and thereafter $16,660.00 per month through June 30, 2010. On and after July 1, 2010, the, CITY agrees to pay to RGS $17,039.00 per month for the assigned RGS employee, unless CITY management staff is then subject to a 5% or more pay reduction in connection with a furlough, in which case the CITY shall continue to pay RGS $16,660.00 per month for the assigned RGS employee for so long as such furlough remains in place. 2. Except as otherwise provided herein all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the day first written above. CITY OF SAN RAFAEL KEN NORDHOFF, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney REGIONAL GOVERNMENT SERVICES RICHARD H. AVERETT, Executive Director EXHIBIT "A"