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Home My WebLink AboutItem 24 - City Clerk Performance Evaluation and Salary Adjustment Human Resources Department www.santa-ana.org/human-resources Item # 24 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 7, 2024 TOPIC: City Clerk Performance Evaluation and Salary Adjustment AGENDA TITLE Resolution and Agreement Amendment Reflecting the Positive City Clerk Evaluation Conducted on April 16, 2024, and Approving an Adjusted Annual Salary for the City Clerk; and Resolution Approving the Council Appointee Salary Schedule in Compliance with the California Public Employees' Retirement System (CalPERS) and Title 2 of the California Code of Regulations section 570.5. RECOMMENDED ACTION 1. Adopt a resolution reflecting the positive City Clerk performance evaluation conducted on April 16, 2024 and approving an adjusted annual salary for the City Clerk, and RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AFFIRMING A POSITIVE PERFORMANCE EVALUATION AND APPROVING A SALARY ADJUSTMENT FOR THE CITY CLERK 2. Approve a first amendment to City Clerk employment agreement to reflect adjusted annual salary (Agreement No. A-2024-XXX), and 3. Adopt a resolution updating the City’s Classification and Compensation Plan with the amended annual salary for City Clerk, and approving the Council Appointee Salary Schedule in compliance with the California Public Employees' Retirement System (CalPERS) and Title 2 of the California Code of Regulations section 570.5. RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO EFFECT CERTAIN CHANGES TO THE CITY’S CLASSIFICATION AND COMPENSATION PLAN GOVERNMENT CODE §84308 APPLIES: No City Clerk Performance Evaluation and Salary Adjustment May 7, 2024 Page 2 4 2 2 7 DISCUSSION The City Clerk’s employment agreement with Jennifer Hall was approved on February 7, 2023 with an annual salary of $172,000. The City Charter provides that the City Council shall conduct performance evaluations of its appointees on an annual basis. In addition, the City Clerk’s employment agreement provides for an annual performance evaluation and the opportunity for salary adjustments based on positive evaluations. The City Council conducted a performance evaluation of the City Clerk on April 16, 2024. The City Clerk received a positive performance evaluation and it is recommended that the City Clerk’s annual salary be adjusted to $182,320 effective April 16, 2024. The first proposed resolution affirms the positive performance evaluation and approves an adjusted City Clerk annual salary (Exhibit 1). Also included is an amendment to the City Clerk’s employment agreement to reflect the annual salary adjustment (Exhibit 2) and a resolution to amend the City’s Classification and Compensation Plan and approve the Council Appointee Salary Schedule to reflect the aforementioned City Clerk salary adjustment (Exhibit 3). FISCAL IMPACT The City Council’s adoption of the proposed resolutions will result in an annual total increase in costs of approximately $10,320, with a Fiscal Year 2023-24 impact of approximately $3,214. There are sufficient funds in the City Clerk’s Office budget (account 01107031-61000) to cover the increased costs. EXHIBIT(S) 1. Resolution affirming a positive performance evaluation and approving an annual salary adjustment for the City Clerk 2. First Amendment to City Clerk Employment Agreement 3. Resolution amending the City’s Classification and Compensation Plan and approving the amended Council Appointee Salary Schedule Submitted By: Lori Schnaider, Acting Executive Director of Human Resources Approved By: Alvaro Nuñez, Acting City Manager Resolution 2024-XXX Page 1 of 2 RESOLUTION NO. 2024-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AFFIRMING A POSITIVE PERFORMANCE EVALUATION AND APPROVING A SALARY ADJUSTMENT FOR THE CITY CLERK BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana (“City”) and Jennifer Hall (“City Clerk”) entered into a City Clerk Employment Agreement (“Agreement”) dated February 7, 2023, whereby she agreed to serve as the City Clerk of the City. Section 2. The Agreement and City Charter Section 705, provide that the City Council shall conduct an annual performance evaluation of the City Clerk. Section 3. The Agreement provides that, as a result of a performance evaluation and, at the City Council’s sole discretion, City Council may provide a salary increase and/or performance bonus. Section 4. The City Council conducted the City Clerk’s annual performance evaluation on April 16, 2024 resulting in a positive performance evaluation. Section 5. At this time, the City Council desires to provide a compensation adjustment and approves an updated annual salary for the City Clerk in the amount of $182,320 retroactively effective, April 16, 2024, and payable in installment payments in the same manner and at the same times as other City executive manager salaries are paid. Said salary adjustment shall be memorialized in an amendment to the Agreement presented concurrently with this Resolution. Section 6. This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vote adopting this Resolution. ADOPTED this 7h day of May 2024. ___________________________ Valerie Amezcua Mayor Resolution 2024-XXX Page 2 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: __________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, ___________, City Clerk, do hereby attest to and certify the attached Resolution No. 2024-___ to be the original resolution adopted by the City Council of the City of Santa Ana on May 7, 2024. Date: ___________________ ____________________________ _____________________ City Clerk City of Santa Ana Page 1 of 1 FIRST AMENDMENT TO CITY CLERK EMPLOYMENT AGREEMENT THIS FIRST AMENDMENT to the above-referenced agreement is entered into on May 7, 2024 by and between Jennifer Hall, an individual (“Employee”) and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. City and Employee entered into Agreement No. A-2023-014 dated February 7, 2023, by which Employee agreed to appointment as City Clerk for City (“Agreement”); and B. City Charter Section 705 and the Agreement provide for an annual performance evaluation for Employee. On April 16, 2024, Employee received a positive performance evaluation; and C. The City Council now desires to adjust Employee’s salary to reflect said positive performance evaluation. The Parties therefore agree: 1. Section 3.1, Salary, is amended to increase the annual compensation from $172,000 to $182,320 effective April 16, 2024. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA _______________________________ ______________________________ _______________ Valerie Amezcua City Clerk Mayor APPROVED AS TO FORM EMPLOYEE Sonia R. Carvalho City Attorney By:___________________________ _______________________________ Laura A. Rossini Jennifer L. Hall Chief Assistant City Attorney Resolution 2024-XXX Page 1 of 3 RESOLUTION NO. 2024-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO EFFECT CERTAIN CHANGES TO THE CITY’S CLASSIFICATION AND COMPENSATION PLAN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana (“City”) hereby finds, determines, and declares as follows: A. Section 1004 of the City Charter of the City requires the City Manager to prepare, install, and maintain a position classification and pay plan subject to civil service rules and regulations and the approval of the City Council. B. It is the City’s practice to assign job titles that reflect the duties and responsibilities of the classification and are consistent with other classifications within the City’s organizational structure, as well as comparable job titles in the labor market, while maintaining internal pay equity relationships and attracting and retaining qualified candidates. C. The City Council regularly amends the City’s classification and compensation plan for all full-time and part-time classifications of officers and employees of the City of Santa Ana. D. It is now desired to amend the City’s classification and compensation plan. E. The City Council hereby approves a salary adjustment for the City Clerk after a positive performance evaluation; the amended annual salary for the City Clerk is $182,320 retroactively effective April 16, 2024. Section 2. The Santa Ana City Council hereby approves an updated Salary Schedule for the Council Appointee unit, attached to this Resolution as Exhibit A, reflecting classification and compensation amendments per this and previously approve d City Council Resolutions, grouped by employee unit as recommended by the California Public Employees' Retirement System (“CalPERS”), and in compliance with CalPERS and Title 2 of the California Code of Regulations section 570.5. Section 3. This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vote adopting this Resolution. ADOPTED this 7th day of May 2024. Resolution 2024-XXX Page 2 of 3 ___________________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: __________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2024- ___ to be the original resolution adopted by the City Council of the City of Santa Ana on May 7, 2024. Date: ___________________ ____________________________ Jennifer L. Hall City Clerk City of Santa Ana Resolution 2024-XXX Page 3 of 3 EXHIBIT A COUNCIL APPOINTEE SALARY SCHEDULE REVISED MAY 7, 2024 EFFECTIVE APRIL 16, 2024 JOB TITLE JOB CODE ANNUAL PAY RATE City Manager (EM) 01790 326,181 City Clerk (EM) 01990 182,320