LARRY-HERRERA-CABRERA, LKHC CONSULTING

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City of Santa Ana Clerk of the Council Project Plan 3 February g, 2019 (y.1.1) 12. Identify transitional costs (i.e., data migration, staff rotations, and short-term staffing needs) and identify feasible bridge projects; 13. Perform a staff level comparison analysis with other cities that are similar in size and in the local region to identify additional staffing needed. 14. Attend City Council meetings in support of Clerk of the Council staff in order to ensure the accurate capture of motions and votes; and 15. Draft and deliver a report titled "Clerk of the Council — Program Assessment and Recommendations." 16. Provide additional support as needed and at the request of Acting City Clerk. PHASE z OBJECTIVES -- (COMPLETION DATE GOAL: April zolg Minimum: zo hours per week) i. Develop and implement a prioritized "program action plan"; z. Document progress for each action plan; 3. Serve as project manager for installation of Granicus legislative management system, with a completion date goal of April i, zoig. PHASE 3 OBJECTIVES -- (COMPLETION DATE GOAL: May - July zoig) 1. Inform/train City Council staff, departmental, and relevant stakeholders of City Clerk services, and if any, changes in workflow and service levels; and z. Transition toward program improvements approved by Project Executive Committee. PROJECT STRUCTURE The success of this Project Plan can be facilitated with establishment teams described as follows: PROJECT EXECUTIVE COMMITTEE (Membership by City Manager and Clerk of the Council) Members: City Manager, Assistant City Manager, Clerk of the Council and Deputy Clerks or other department representatives that may be assigned. Role: Define the Project, select Project Team members, determine needed resources, clear barriers, review Project Team progress, and ensure monitoring of changes. PROJECT TEAM: (Deputy Clerks, City Manager Executive Assistant, and other department representatives) Role: Participate in meetings, help with administrative tasks, do assignments between meetings, and meet with Project Executive Committee for reviews. The Project Team will have authority to collect data and request assistance from participating departments that are related to what is known as "the weekly agenda process." The Project Team will identify the major parts of the City Clerk process in order to find strengths and weaknesses of the current processes and tasks. In turn, the Project Team will recommend long and short-term improvements, and recommend selection of practices and processes that will lead to implementation of an enterprise -wide value/benefit.