LARRY-HERRERA-CABRERA, LKHC CONSULTING

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City of Santa Ana Clerk of the Council Project Plan 2 February g, 2019 (v.s.$) Achievement of the forgoing goal will: i. Benefit the public, City Council, City Attorney, City Manager, City departments, staff and other "customers" that have stakeholder interest in the business processes of the Clerk of the Council Department; and 2. Save time and money, increase public record accuracy, and speed customer access to City Clerk services on a real-time and archival basis. PROJECT RESOURCES AND PHASES This Project will utilize existing FY 2018 appropriations to execute project phases below. PHASE i OBJECTIVES —(COMPLETION DATE GOAL: March —April 2019, Minimum- 20 hours per week) 1. Provide as needed consultation, guidance and support to the Assistant City Clerk, Deputy City Clerk and other staff, relative to Council meeting proceedings, review and final publication of City Council agendas and minutes; z. Processing and filing of all FPPC filings in a timely manner and within the required filing period. 3. Form a Project Executive Committee and Project Team consisting of City Clerk staff and departmental staff; 4. Define the current Clerk of the Council Department business processes; identify and analyze strengths, weaknesses, opportunities, and threats associated selected operations; and flowchart the selected process, from start to end; S. Review existing process documentation, relative to procedures, formats, and effectiveness; 6. Draft an updated Special Election Procedural Manual, followed training for processing of nomination and election consolidation documents (Completion Date Goal: March 1, zosg); 7. Perform walk-through analysis of current processes (practices), technologies (Granicus/Legistar, NetFile and Public Records Request System) and policies in order to implement Granicus/Legistar (Completion Date Goal: April 1, zosg) and administer NetFile for the timely processing of Form loos and Form 46os; 8. After review of NetFile FPPC functionality, provide training of staff in use of NetFile consistent with applicable statutes and regulations (Completion Date Goal: March 1, 2o1g); g. After review of Public Records Request System, provide recommendations for system improvements (Completion Goal Date: April 1, zosg); so. Review and assess the functionality of workload systems and best practices used by other cities that are similar in size and in the local region; is. Identify and recommend legislative and records management solutions and features that may eliminate redundancies, rework, and delay;