action item agenda item no. report to the auburn city

City Manager’s Report: Project List 1

Report to the

Auburn City Council

Agenda Item No.

To: Mayor and City Council Members

From: John W. Donlevy, Jr., City

Manager

Date: November 9, 2020

Subject: City Manager’s Report: Project List

The Issue

Information item updating the City Council on City Manager’s Projects.

Conclusions and Recommendation

Staff recommends that the City Council receive and file the report.

Background

November 10 will represent the third month on the job for the City Manager. The focus beyond the day to

day management of key projects and issues includes a variety of both internal and external projects to

begin positioning the overall management and operation of the City. The goal is to establish a strong

fundamental foundation on structural elements of the organization to enable the City to move forward on

larger community based priorities.

Key areas of work programs include:

Human Resources and labor issues, including upgrades to the payroll systems,bringing personnel

policies current, an understanding of current labor agreements, staff development and training.

Capital facilities evaluation and positioning which includes the integration of GIS systems into a

vertically integrated asset management system.

“Hot” issues including the closed landfill, resolution of litigation issues and current items needing

immediate resolve.

Evaluation of the “team” including an inventory of contractors/consultants and determining

priority skill areas for key hires including in Administrative Services, Public Works, Economic

Development and the Airport.

Economic Development including evaluation of opportunities and foundational issues for the

Airport Industrial Park, an inventory of economic plans and strategies and positioning the City to

move past Covid.

Regional Contacts including with key agencies, advocacy for the City and determining

collaboration opportunities

Meetings, Meetings, Meetings!

Action Item

Agenda Item No.

City Manager’s Approval

8

JD

City Manager’s Report: Project List 2

Fiscal Impact

Attachments:

Project List

Asset Management System Flow Chart

11/4/2020 City Manager's Project List 1

Projects Description Assignment Status

Human Resources

Payroll System

Update of the City's payroll system to provide

for FLSA compliance, online timesheets and

overall modernization of the payroll system.

Shari and Staff Committee Implementation- January 2021

Personnel Polices

Comprehensive review and update of the City's

Personnel Policies which have not been

updated since the 1980's. This is viewed as an

essential and critical path issue for the

organization.

Shari and Gary

City Manager has provided first draft of an

updated personnel policies manual for HR and

Legal Review. The revised rules will go to a

staff review committee then presented to the

City Council for adoption by resolution.

Professional Development Program

Implementation of an organization wide

professional development program which

establishes core training competencies for all

staff, coordinates a regular and ongoing

training program and incentivises goal

achievement.

Shari and John D Form and scheduling are in development.

Labor Agreement Review

Comprehensive review of all labor agreements

for continuity and proposals which will be

presented to labor organizations in the City.

Shari, Andy and John DReview is complete and fiscal analysis is under

way.

Risk Management

Review of the City's Risk Management Program

to determine assignments and overall coverage

for insurance, safety and risk review.

Cristina, Shari, Amy, John D Staff will be meeting to discuss.

Contracts and Agreements

Review of Standard Agreements and Contracts

for services and construction to insure

organization wide continuity and

implementation.

Gary, John D and Amy

City Attorney has provided standard

agreements for review. Staff will be

developing training, guidance and checklists

which will be reviewed in training with the

City Staff.

Fire



Airport Leases

Comprehensive review of all leases for both

the Airport and Industrial Park for continuity

and conformity.

Dave S, Amy, Cristina, April

All leases and conforming reports have been

put on the City's shared computer file.

Analysis of the leases is under way.

Engineering

Asset Management Program

Development of a virticall integrated asset

management system which will cover all

infrastructure and City assets

Chris, Mengil, Dave, Dan R,

John D and NexGen

Asset inventory is under review and an overall

program presentation for the City Council will

be presented in December, 2020

Geographic Information Systems

System Implementation for land use, econmic

development, building, engineering and public

works

John D, Tonya, Chris C, Matt

and Jon

Program is in development and will be

launched in the first quarter of 2021.

City Manager

Covid 19 Monitoring John D

Working with Chamber and Placer County on

the ever evolving State Mandates on Covid

19.

Closed Landfill IssueWorking with Recology, CVRWQB on

permitting.

John D, Terry James and

Chris C

Recology FranchiseFranchise review and analysis of key issues

moving forward.John D

Economic Development

Review of past economic development plans

and working toward consolidation into a single

strategy for moving forward.

John D, Tonya

Website Library

Construction of an online information database

to support key City information to persons

seeking information from the City of Auburn.

This will consist of policies, procedures,

financial documents, master plans,

construction information and permit

information.

All City DepartmentsIndividual Department Meetings are

commencing.



Regional Contacts

Meetings with Placer County, Schools, Auburn

Park District, Federal and State Legislators,

RWQCB,

John D

Recruitments and Staffing

Decisions on Administrative Services, Airport

Manager, Public Works and Economic

Development.

John D, Management Staff

and Shari

Litigation and ClaimsWork with the City Attorney and Staff on key

issues and claims.John D and Gary

Asset Management

System

Sewer Collection

Airport

Streets

Facilities

Storm Water

Wildland Fire

Transit

Parks

Fleet

WWTF

3 Phases of Municipal Asset Management

Assessment and Inventory

• Inventory Assessments by category

• Rate and Classify Condition and life

• Perform preliminary estimates on repair and maintenance costs

Asset Management

System

• Inventory and Rating

• Data Migration

• Capacity

• Integration with internal and external data systems

• Asset Risk and Lifecycle plans

Capital Planning

• Master Planning and Plan

• Capital Planning for capacity and expansion

• Long range forecasting and planning for asset

• Financing and funding

• 2 Documents- Capital Financial Document and Facility/Asset Master Plans

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