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
11/4/2020 City Manager's Project List 2
Projects Description Assignment Status
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.
11/4/2020 City Manager's Project List 3
Projects Description Assignment Status
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