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City of San Leandro <br />Meeting Date: April 5, 2021 <br />Staff Report <br />Agenda Section:File Number:21-177 CONSENT CALENDAR <br />Agenda Number:8.N. <br />TO:City Council <br />FROM:Fran Robustelli <br />Interim City Manager <br />BY:Jeff Kay <br />City Manager <br />FINANCE REVIEW:Susan Hsieh <br />Finance Director <br />TITLE:Staff Report for a City of San Leandro City Council Resolution to Accept an <br />Amendment to the Fiscal Year 2020-2021 City Operating Budget to Add a <br />Full-Time Administrative Assistant III to the City Manager’s Office. <br />SUMMARY AND RECOMMENDATIONS <br />On March 15, 2021, the City Council approved the Second Quarter Budget Amendment for the <br />2020-2021 City Operating Budget. Based on City Council’s direction, staff presents an <br />augmentation of staffing in the City Clerk’s Division of the City Manager’s Office, in response to <br />the increased demands placed on this Division. Staff recommends that the City Council adopt a <br />resolution to amend the 2020-2021 mid-year budget to add a full-time Administrative Assistant III <br />position in the City Clerk’s Division of the City Manager’s Office. <br />BACKGROUND <br />The City Clerk’s Division has seen a dramatic increase in workload, which includes preparing <br />heavy and time-consuming agendas, implementing complex virtual meetings for City Council and <br />newly formed committees and task force groups, coordinating high level public engagement <br />communications and interactions, and serving as the hub for general public inquiries within the <br />City. In particular, the City Clerk’s Division has experienced a steep increase in the volume of <br />California Public Records Act requests and public inquiries that has significantly impacted <br />workload. <br />All public records requests are received by the City Clerk Division for coordination. In 2020, the <br />City received 301 public records requests. In the first six weeks of 2021, the City has received <br />105 public records requests. The coordination of public records requests within legally mandated <br />guidelines and deadlines is an extremely time-consuming task. While the respective department <br />gathers responsive documents, they are then submitted to the City Clerk’s Division for review, <br />redaction, compilation, and dissemination to the requester. <br />Currently the City Clerk Division is staffed with two full-time positions - the City Clerk and Deputy <br />City Clerk. The addition of one full-time Administrative Assistant III in the City Clerk’s Division <br />Page 1 City of San Leandro Printed on 3/31/2021 <br />143