General Administration

City Council, City Attorney, City Manager, and Administrative Services

General Administration

General Administration provides policy, legal, leadership and management services to the entire city, regardless of funding source. The fiscal year 2021-22 General Administration reflects the following changes:

  • A consolidated budget for city council, city attorney, city manager, and administrative services to correspond to the reporting structure in the City's Comprehensive Annual Financial Report (CAFR.) The consolidated budget allows for ease of comparison between the budget document and audited financial statements.
  • Move the city attorney budget from a stand-alone department to a line item in the city council's budget. Before 2020, the city attorney was a part-time employee, and tracking the office's personnel costs presented a benefit. In 2021, the city council entered into a contract with Burke Williams Sorenson, LLP and the firm now manages all legal services except for those supporting personnel matters and labor negotiations.
  • A new budget division in the city manager's office emphasizing the city council's priority of improving public engagement.

CITY MANAGER'S OFFICE

The City Manager implements the City Council’s plans and priorities by coordinating the work of all departments and employees, except the City Attorney.


The City Manager’s Office is charged with providing objective, comprehensive expertise to the City Council through clear staff reports and presentations of thoughtful and strategic recommendations. This office also identifies emerging and unmet community needs, linking them clearly to the City’s funding priorities and service levels, while supplying helpful information and referrals to residents with questions, comments and concerns. The City Manager’s Office improves citywide operational effectiveness and efficiency, conducts studies for organizational improvement, designs and develops performance measures, analyzes proposed and adopted policies, assists in budget development, responds to community issues and coordinates special projects.

2020-21 HIGHLIGHTS

  1. Maintained a virtual Emergency Operations Center to monitor the COVID-19 pandemic local emergency.
  2. Executed tremendous cost and resource containment strategies in the City Council's fiscal year 2020-21 adopted budget. City Council approval of the 2030 Climate Action Plan and implementation strategies.
  3. Lead and managed a public-private partnership between Facebook, Belle Haven residents, and city staff to secure necessary approvals for the Menlo Park Community Campus project, a new facility built by Facebook to replace the Menlo Park Senior Center, Belle Haven Pool, Onetta Harris Community Center, Belle Haven Youth Center, and the Belle Haven branch library.
  4. Reactivated City Council advisory body commission and committee meetings through online meetings and providing access to recorded advisory body meetings.
  5. Completed the conversion to district-based elections with the onboarding of Districts 3 and 5 councilmembers elected in November 2020.
  6. On boarded the City Council's newly appointed City Attorney, Nira Doherty of Burke Williams & Sorensen, LLP.
  7. Appointed a new police chief following an extensive executive search that drew a highly accomplished and diverse candidate pool.
  8. Coordinated establishment of interim services for Senior Center, Belle Haven Pool, Onetta Harris Community Center, and Belle Haven Youth Center.
  9. Partnered with non-profits and County of San Mateo to host COVID-19 vaccines at City facilities in the Belle Haven neighborhood.
  10. Supported City Council subcommittees on the Menlo Park Community Campus project and ConnectMenlo Community Amenities.

2021–22 BUDGET AND INITIATIVES


  1. Coordinate phased-in of expanded public access to City facilities and services following the public health emergency.
  2. Initiate the 2020 census redistricting process.
  3. Implement City Council adopted milestones for Climate Action Plan No. 1 - Explore policy/program options to convert 95% of existing buildings to all-electric.
  4. Redesign and update the City's webpage.
  5. Support City Council recruitment efforts to replace retiring city manager.

FINANCE DIVISION

The Finance Division coordinates all taxes, fees and investments, prepares and monitors the annual budget, oversees the purchasing process, pays employees and vendors, and manages the City’s general liability risk management program. The Division sets and administers fiscal policies and procedures for all City departments ensuring internal control over City assets. The Division provides:

Accounting, financial reporting and budget

This function performs accounting for all of the City’s financial transactions, prepares the citywide annual financial statements (Comprehensive Annual Financial Report or CAFR), compiles the City Manager’s adopted budget, monitors the City Council’s adopted budget, provides all other financial reporting required by either agreement or statute and enforces internal controls to protect the City’s assets against loss.

Revenue and risk management

This function oversees the City’s cash flow to meet cash requirements for operations, collects business license taxes, administers the City’s cost recovery program to minimize the use of general tax dollars to support special services, and performs the comprehensive risk management and mitigation function through a Joint Powers Insurance Authority

HUMAN RESOURCES DIVISION

The Human Resources Division recruits and retains our well-qualified and diverse workforce that reflects the high standards of the community, maintains positive labor relations, manages workforce safety and succession planning, and administers compensation and benefits. Human Resources also implements Federal, State and local mandates and requirements related to employment. The Division provides:

Recruitment and Retention

This function includes employee recruitment, selection, onboarding, and retention of those who are interested in joining a team of dedicated and talented professionals and willing to take on new and exciting projects. Managing and planning efforts to enhance employees work//life balance and support career development.

Classification, Compensation, and Benefits

This function ensures application of appropriate classification and compensation principles and regulations; and administers leave and benefit programs for employees, appointed and elected officials and retirees.

Employee and Labor Relations

This function encourages productive employer-employee relations by supporting a positive and respectful work environment enhancing employee consultation through open communication, feedback, recognition and talent management. Staff provides guidance for managers and employees to improve performance, ensure compliance with legal requirements and provide effective problem-solving of complaints and grievances. This function facilitates labor contract negotiations, administration and interpretation.

Organizational and Employee Development

This function involves identification and implementation of training and employee development opportunities to support skill enhancement, acquire new knowledge, and promote innovation and leadership.

Safety and Workers’ Compensation

This function manages the organization’s workplace safety programs through active risk management aimed at protecting employee health and safety. Staff ensure injured workers receive benefits and care and safely return to work.

INFORMATION TECHNOLOGY DIVISION

The Information Technology Division is responsible for the deployment, maintenance and support of the entire organization’s technology infrastructure. This includes supporting City operations with effective enterprise technologies consisting of business software applications, data information systems, and computer hardware and software. The Division’s goal is to provide a reliable, secure and robust technology environment that ensures the continued business operations of the City.

Network, systems and telecommunications infrastructure

At the heart of the City’s overall operating technology environment is the underlying core enterprise network and systems infrastructures. The core infrastructure components that enable the City’s successful electronic operations include the networking hardware, server systems, data storage, and telecommunications systems. Combined, these infrastructure components create a foundation that effectively operates the City’s communications and business software applications.


Business systems

Enabling City staff to provide a high level of service to the community, the IT Division assists City departments in the evaluation, implementation and support of business applications and technologies used in daily City operations and the effective delivery of community services.


End user support

The IT Division continually strives to provide a high level of technical support for City staff. Support desk functions include software/hardware installation and configuration, technical problem resolution and end user training.

2020-21 HIGHLIGHTS

Finance

  1. Underwent a rigorous budget development process, incorporating feedback from the City Council and community to address the COVID-19 pandemic
  2. Transitioned finance activities to a primarily remote model, with minimal staff on-site to reduce risk
  3. Began implementation of a new financial accounting system, replacing a legacy system and reducing workload while increasing timeliness of financial data

Human Resources

  1. Implemented new policies and procedures to address the COVID-19 pandemic, including a telework policy, exposure and contact tracing, and expanded leaves under Federal and State guidelines
  2. Finalized digitization of workforce management tools, including open enrollment, new hire onboarding, and replacement of legacy paper forms
  3. Began negotiating with two of the City's collective bargaining units in order to achieve successor contracts to Memorandums of Agreement expiring at the end of fiscal year 2020-21

Information Technology

  1. Enhancements made for technology infrastructure and enterprise business applications
  2. Implemented digital features of the land management software system
  3. Upgraded telecommunications infrastructure and services for resiliency and enhanced features
  4. Implemented the City's asset management system, which is used to manage and maintain major City assets

2021-2022 BUDGET & INITIATIVES

Finance

  1. Complete the implementation of the City's financial accounting system, including native workflows for purchase requisitions and payment requests, capital asset inventory and depreciation schedule, and automated reporting
  2. Stabilize financial processes with new budget and accounting systems, including training of finance and key line department staff
  3. Provide support for major ongoing initiatives such as a potential General Obligation Bond issuance
  4. Continue to improve on financial reporting, increasing transparency of information and ease of access for members of the community

Human Resources

  1. Identify Employees satisfaction rate with Human Resources and explore/understand how it can be improved
  2. Continue to update and create policies to further reduce City risk of liability and ensure consistent application of rules.
  3. Continue transition to a new Human Resources Information System for leaves and classifications
  4. Develop and improve employee performance management system for consistency, efficiency, and clarity in the process
  5. Digitize personnel records system for increased efficiency and consolidation of information

Information Technology

  1. Continued work on IT Master Plan initiatives which include technology infrastructure enhancements and enterprise business applications
  2. Cybersecurity enhancements for risk reduction
  3. Streamline business practice workflows and complete move to paperless processes
  4. Continue to review and revise IT policies and procedures to ensure conformity with current industry best practice


General Administration Departmental Revenue Summary (ALL FUNDS)

General Administration Departmental Expenditures Summary (ALL FUNDS)

Authorized personnel

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