The County of Santa Clara
California

Ordinance
90277
Adopted (Final)
Mar 20, 2018 9:30 AM

Adoption of Salary Ordinance No. NS-5.18.96 amending Santa Clara County Salary Ordinance No. NS-5.18 relating to compensation of employees adding one unclassified Board Records Assistant I position in the Office of the Clerk of the Board. Position shall expire at 11:59 p.m. on June 30, 2018.

Information

Department:Clerk of the BoardSponsors:
Category:Ordinance - Salary

Multiple Recommendations

                            Action to Introduce and Preliminarily adopt on March 6, 2018; Roll Call Vote to waive reading, Roll Call Vote to adopt.

                            Action for Final Adoption on March 20, 2018; Roll Call Vote to adopt.

Body

FISCAL IMPLICATIONS

The cost of the recommended action is estimated to be $23,194 for the remainder of Fiscal Year 2018. The Office of the Clerk of the Board will absorb this cost within its existing appropriation.

REASONS FOR RECOMMENDATION

The Clerk of the Board currently has two significant archival projects underway, which have utilized the staff time of an extra-help Board Records Assistant I position in the Records Division. The extra help hours for that position are anticipated to be depleted on March 21, 2018, and the Clerk of the Board is requesting an unclassified position to continue this work through the end of Fiscal Year 2018.

The two projects currently underway are:

1.     Ordinance inventory. The Clerk of the Board is responsible for maintaining records associated with Board-adopted Ordinances. This project involves the review of hardcopy and digital Ordinance files to prepare an inventory and identify Ordinances that are not currently scanned in the Clerk’s digital document center. The project encompasses Ordinances adopted from the 1910s through the present, with an inventory currently numbering approximately 10,600 entries.

2.     Board of Supervisors Archives project. Ongoing efforts in the development of this project include preparations for receipt of materials from Supervisor Yeager at the conclusion of his final term in December 2018, as well as review of proposals for an archives consultant to assist with the development of the project.

Additionally, the Records Manager position in the Office of the Clerk of the Board has remained vacant pending a classification study currently underway at the Employee Services Agency. This absence has impacted the Records Division team across multiple areas, and has limited the availability of classified Records Division staff to assist with the above projects. The Clerk of the Board anticipates that the unclassified Board Records Assistant I will also assist the Records Division with public records requests and other routine Records Division tasks. This unclassified position will expire on June 30, 2018.

The Employee Services Agency supports the recommended action.

CHILD IMPACT

The recommended action will have no/neutral impact on children.

SENIOR IMPACT

The recommended action will have no/neutral impact on seniors.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

The Board of Supervisors Archives Project is an ongoing effort to preserve for posterity the materials and data of the individual Supervisors. The project includes efforts to establish a coordinated archival system, through the purchase of software to store material; developing a website to allow public access; and providing the ability of the digitized items to appear on the Online Archive of California, extending access for research.

The Office of the Clerk of the Board is a small department within the County, with only 38 positions. The addition of an unclassified Board Records Assistant I position will allow these projects to proceed while continuing to maintain a high level of service and responsiveness within the Records Division.

CONSEQUENCES OF NEGATIVE ACTION

The unclassified position will not be created, and the projects will be placed on hold until Fiscal Year 2019.

STEPS FOLLOWING APPROVAL

The Clerk of the Board will notify Chanthavy Sivongxay, Business Manager, and Tiffany Lennear, Assistant Clerk.

Meeting History

Mar 6, 2018 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:ADOPTED (PRELIM.) [UNANIMOUS]Next: 3/20/2018 9:30 AM
MOVER:Cindy Chavez, Vice President
SECONDER:Ken Yeager, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian
Mar 20, 2018 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:ADOPTED (FINAL) [UNANIMOUS]
MOVER:Ken Yeager, Supervisor
SECONDER:Mike Wasserman, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian