LARRY-HERRERA-CABRERA, LKHC CONSULTING

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City of Santa Ana Clerk of the Council Project Plan 1 February g, zoig (v.3..3.) PROJECT BACKGROUND In early 201.9, the City of Santa Ana's successful and long -tenured City Clerk accepted employment with anotherjurisdiction In February zoig, executive management for the City of Santa Ana determined that subject matter knowledge and leadership could be enhanced with the retention of consulting services that will facilitate and maintain the expertise and professional development of staff in the Clerk of the Council. This Project Plan is intended to assist the Clerk of the Council Department in the timely and complete delivery of all its existing program services. LKHC will provide consultation and support in in these areas: 1. Staff Development - training, development and leadership in managing legislative, public records and election services; z. Council Meeting Management - LKHC will observe City Council meetings and recommend to the Clerk of Council how to work with the Mayor and Councilmembers to ensure the accurate and timely capture of motions, votes and other parliamentary actions; 3. Council Meeting Transcription — LKHC will assess and recommend methods by which real-time meeting minutes and voting are captured, either by voice capture technology or manually by an outside contractor; 4. FPPC Filings - Hands-on management and processing of FPPC filings, statements of economic interest and campaign finance filings, followed by training and transition of hands-on management and processing to Clerk of Council staff; 5. Granicus System Implementation — LKHC will provide project management (development of implementation plan, organization of project status meetings, system training, and system implementation/roll-out) related to the recent acquisition of the Granicus legislative management system. In this regard, Granicus' implementation team must be convened and collaborated with to ensure an acceptable roll -out plan; 6. Public Records Act Requests — LKHC will provide analysis of current public records request workflows followed by identification of "bottlenecks, causes and recommendations for potential improvements and new workflows in the processing of public records request in "high impact" departments (for example: The Police Department); and 7. Organizational Design — Identification, analysis and recommendations concerning organizational design and "bridge projects." PROJECT GOAL The purpose of this Project is to maintain an effective and efficient Clerk of the Council Department based on identifiable customer needs and workflow systems that eliminate redundancies, avoid rework, delay or breakdowns; and provide flexibility in the curing of current or future service demand challenges.