Item 28 - Amendments to Consultant Agreements for Council Aide Services

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Amendments to Consultant Agreements for Council Aide Services May 7, 2024 Page 3 4 2 5 3 Elizabeth Alvarado (Vazquez) Original Agreement 07-12- 23 06-30-24 $30,000 Hourly Rate $30.00 Lynn Ygual (Vazquez) Original Agreement 07-01- 23 06-30-24 $30,000 Hourly Rate of $50.00 Yenni Diaz (Vazquez) Original Agreement 11-01- 23 06-30-24 $25,000 Hourly Rate of $35.00 In the past two years, City Manager’s Office staff has administered 22 agreements including amendments. The administration of these agreements require invoice processing, renewal of expired agreements, amendments of current agreements, and the tracking of time, involving City Manager’s Office, City Attorney’s Office, and Finance and Management Services staff time. Staff is proposing to streamline the agreement process and seeks City Council input. Provided feedback will allow Staff to formulate standardized policies and procedures for this program. Input requested includes the maximum allowable invoicing at $5,000 per month or the option of $60,000 annually with invoicing of hourly rates, material, and other reimbursable items. A new administrative policy will be developed to ensure uniformity for new agreements and will provide direction outlining City Council Aides approved parameters. These parameters will include language that includes but is not limited to prohibiting political campaigning, participation in City internal confidential meetings, limitations of hours and use of City equipment and services, and appropriate invoicing and accounting for the consultant services. Additionally, to streamline the agreement process, new agreements will be standardized to end in alignment with the City’s fiscal year (June 30). The approval of this item will allow the extension of the agreements referenced in the exhibits to end with the fiscal year, June 30, 2024. The amendment will not exceed the allotted $60,000 per City Councilmember. New agreements will be prepared for the term of July 1, 2024 through June 30, 2025, and those agreements that exceed the $50,000 City Manager authority will be brought to City Council for consideration and approval. FISCAL IMPACT This item includes three proposed amendments that, if approved by the City Council, will increase City Council aide consultancy services-related expenditures by $30,000 for the remainder of FY 2023-24. Funds in the amount of $30,000 are available for expenditure in the City Council Service Enhancement – Contracted Vendor Personnel Services account (no. 01104012-62302). EXHIBIT(S) 1. Second Amendment to Agreement with Claudia Perez 2. Second Amendment to Agreement with Andrew Linares 3. Second Amendment to Agreement with Valerie Magdaleno