10 - City Manager...Concorso Ferrari, Black History Month, One City, One Story, Pasadena Idol, and Latino Heritage Parade, and others; • Successfully coordinated news and marketing

CITY MANAGER

Rain or Shine

I CALL DIAL-A-RIDEBy Mark Anderson

C I T Y O F P A S A D E N AC I T Y M A N A G E R

Section 10 – Page 1

MISSION STATEMENT

The City Manager Department is dedicated to the implementation

of City Council policies through operational leadership and

management of City departments to ensure efficient and effective

delivery of government services, strengthen communication and

partnerships with all segments of the community, and enhance the

general fiscal health of the City through economic development

activities that create quality jobs in Pasadena and support, retain,

and attract businesses.

PROGRAM DESCRIPTION

The City Manager Department consists of four main Divisions: City

Manager’s Office, Public Affairs, Northwest Programs, and

Economic Development. The primary activities of each Division

are as follows:

The City Manager’s Office provides oversight and direction to all

City departments and programs to ensure they meet the needs of

the community and are responsive to City Council Goals. With the

transfer of Internal Audit functions from the Finance Department,

the City Manager’s Office will directly oversee internal citywide

audits to evaluate financial and administrative policies of the City,

identify potential risks, and ensure compliance.

The Public Affairs Division supports all City departments in

developing press releases, media advisories, press conferences,

outreach and marketing materials, and other timely information for

the public and the news media; responds daily to news media calls

from TV, print, radio, and online organizations for information and

interviews; develops City website and social media content; and

supports the City’s overall community relations and outreach

efforts. Public Affairs works closely with the City’s Operating

Companies to help coordinate news coverage and marketing; and

is responsible for citywide emergency public information during

activation of the City’s Emergency Operations Center. Public

Affairs works with Pasadena Community Access Corp. (PCAC) to

produce programming content seen on KPAS, the City’s

government cable access television station; oversees staffing for

the City Hall Rotunda Information Booth; conducts tours of City

Hall, and publishes the citywide newsletter, Pasadena in Focus.

The Division also produces the Mayor’s annual State of the City

event and the City’s official Annual Report.

The Northwest Programs Division is an advocate for the residents

in the northwest quadrant of the City, manages critical issues, and

serves as liaison between the community and City Hall. The

Division staffs the Northwest Commission and coordinates a youth

program for high school students with an emphasis in first time

work experience.

The Economic Development Division spurs and facilitates citywide

economic development opportunities through the following

programs: Business Outreach, Business Districts, Real Estate

Management, Filming, and Special Events. Each of these

programs strives to secure ongoing local investment that sustains a

healthy job market, provides quality amenities, and creates stable

tax revenues. These efforts involve regular contact with property

owners, business representatives, local institutions, and residents.

The Division also has a real estate portfolio of over 450 properties

and leases that are managed, negotiated, and maintained for

various city departments, tenants, and other agencies. The

Division also staffs the Council’s Economic Development and

Technology Committee.

DEPARTMENTAL RELATIONSHIP TO CITY COUNCIL GOALS

The City Manager’s Office is responsible for implementation of all

City Council Goals.

FISCAL YEAR 2015 ACCOMPLISHMENTS

Throughout FY 2015 the City Manager Department furthered the

City Council’s Strategic Plan and Goals throughout the

organization. Specific highlights for which the Department was

directly responsible include:

• Prepared and published the City’s official Annual Report;

• Produced annual State of the City event with the Mayor’s Office

and the State of the City video with KPAS;

• Effectively managed all lease amendments and renewals on

behalf of the City, increasing rents where appropriate, reducing

or assisted in eliminating or minimizing rental expenses where

possible, and negotiated early terminations to reduce costs;



• Issued 2,282 Enterprise Zone voucher certificates and

generated $198,534 in voucher fees for the General Fund;

• Implemented State regulations to wind down all Enterprise Zone

administration and offered local incentives by December 31,

2014;

• Coordinated with Mayor’s Office and the Human Services &

Recreation Department to produce annual Mayor’s Holiday Tree

Lighting at City Hall;

• Completed a new, 25-year Operating Agreement approved by

the City Council between the City and the Pasadena

Community Access Corp. (a City Operating Company) for the

long-term operation of the government (KPAS) and public

access (Arroyo Channel) cable TV stations along with a new

6,000-square-foot TV studio and media training center;

• Designed and managed production of the New Year’s Public

Access Maps for the City of Pasadena, Tournament of Roses,

and the Convention & Visitors Bureau Visitor Hotline;

• Successfully promoted and managed citywide event operations

for several large special events that brought visitors, tourism,

and media exposure to the City, including the Tournament of

Roses Parade, Make Music Pasadena, Amgen Tour of

California State 7 Finish, Kaiser Permanente Ride, Roll & Stroll,

Concorso Ferrari, Black History Month, One City, One Story,

Pasadena Idol, and Latino Heritage Parade, and others;

• Successfully coordinated news and marketing information with

the Convention and Visitors Bureau for the Amgen Tour of

California Stage 7 race finish, and the Pasadena Chamber of

Commerce, and the City’s Business Improvement Districts for

special events and the ‘Buy Local” campaign;

• Completed year four of the Northwest Strategic Plan and

completed the initial goals and objectives;

• Continued implementation of the Economic Development Task

Force Report goals and objectives;

• Facilitated meetings with the field representatives from all

Council Districts to increase communication regarding

community interests within targeted areas of the City;

• Coordinated logistics on over 500 filming projects;

• Processed 10 push cart vendor waiver applications and

collaborated with the Health Department to streamline the heath

permit and license approval process;

• Provided 18 volunteers on a monthly basis to support the hot

meals program at Jackie Robinson Center and Villa-Parke

Center;

• Prepared, edited, and distributed more than 125 news releases,

media advisories, and press announcements;

• Expanded City’s main Twitter account, @PasadenaGov, to

more than 9,000 followers. Increased Facebook ‘likes” to more

than 1,600;

• Coordinated expanded and same-day coverage of special

events and press conferences by Pasadena Media -KPAS;

• Expanded circulation of Pasadena In Focus to City’s business

community, now reaching about 75,000 residential and

business addresses with each issue;

• Published 12 issues of the monthly Northwest Newsletter;

• Distributed 150 ‘Welcome Packages” to new Pasadena

businesses and created industry specific marketing sections;

• Prepared and distributed focused office recruitment packets to

attract firms from outside Pasadena;

• Supported Innovate Pasadena’s goal of connecting Pasadena’s

technology and design industry clusters through: targeted

marketing highlighting Pasadena’s unique assets, programming

of activities involving of more than 30 collaborators attracting

over 10,000 attendees, and recruitment of new technology

companies and spaces such as Cross Campus Pasadena;

• Successfully leveraged support to open Cross Campus, a

collaborative, co-working hub for business development and

resource leveraging;

• Sponsored 2 industry film marketing events, the Location

Manager’s Guild of America Awards, and the Annual California

on Location Awards as well as the launch of the Pasadena



International Film Festival;

• Coordinated meetings between the Northwest Commission and

ad hoc committees, local businesses, and non-profits to share

information regarding business expansion, programs, and

activities in the Northwest;

• Partnered with Caltech, the Art Center, the local business

community to enhance Innovate Pasadena;

• Hosted corporate outreach industry meetings for commercial

brokers, restaurateurs, and auto dealers;

• Enrolled 83 students into the Ambassador Program and

provided supervisory training for 4 Ambassador Alumni to work

both as lead supervisor and recreation leader to assist at events

and with the Ambassador Program;

• Provided Ambassador youth for 370 events organized by

various city departments, non-profit agencies, and private

organizations, and provided in-house work experience training

with the Ambassadors;

• Recruited professional speakers for the Lunch with the Future

program at John Muir High School;

• Collaborated with a local non-profit, Ideal Youth, for summer

employment and placed 9 Ambassador Students in private

Pasadena internships for the summer; resulting in 2

Ambassadors receiving permanent part-time jobs through the

initial internship;

• Organized and managed an entrepreneurial youth-run business

during the summer at the Levitt Pavilion with 3 Ambassador

Alumni and 12 Ambassadors;

• Implemented initial phase of the YWCA Environmental Impact

Report; and

• Coordinated with Rose Bowl Stadium and Tournament of Roses

for general event information, emergency preparedness

information, public safety reminders, and media interviews.

FISCAL YEAR 2016 ADOPTED BUDGET

Operating Budget

The FY 2016 Adopted Budget of $5,672,790 is $326,049 or 6

percent higher than FY 2015 Revised Budget.

The Department’s Personnel costs increased by $272,871 or by 8

percent due to the addition of a Management Analyst position and

increases to personnel benefits (e.g. medical and dental, PERS,

and workers compensation). The $42,258 Operating Transfer Out

represents the Department’s contribution back to the Benefit and

Insurance Fund.

The Department’s Services and Supplies budget increased by

$15,444 or by 1 percent resulting from a $50,000 appropriation to

conduct an Internal Police Auditor Study. A $34,556 reduction in

the Department’s Services and Supplies offset increases in the

Department’s Personnel and Internal Services. Decreases to the

Department’s Internal Services by $4,524 or 1 percent resulted

from the reduction in security and infrastructure maintenance

service costs.

Personnel

A total of 22.00 FTEs are included in the FY 2016 Adopted Budget,

resulting in a 1.47 FTE increase from FY 2015 Revised Budget.

The FTE increases create a full-time Recreation Leader III B

position under the Northwest Programs Division and a

Management Analyst IV position under the City Manager Admin

Division.

FUTURE OUTLOOK

The City Manager’s Office will continue to manage city operations,

facilitate the citywide distribution of public information, and ensure

public services are provided efficiently, effectively and with diligent

oversight. The Office will also continue to further the City Council’s

Strategic Plan and Goals.



SUMMARY OF APPROPRIATIONS BY EXPENDITURE CATEGORY ($000)

Expenditure CategoryFY2014Actuals

FY2015Adopted

FY2015Revised

FY2016Adopted

Personnel $3,048 $3,039 $3,214 $3,487

Services and Supplies 1,181 1,667 1,667 1,682

Internal Service Charges 408 466 466 462

Operating Transfers - Out 0 0 0 42

City Manager Total $4,637 $5,172 $5,347 $5,673

SUMMARY OF APPROPRIATIONS BY DIVISION ($000)

DivisionFY2014Actuals

FY2015Adopted

FY2015Revised

FY2016Adopted

City Management-Admin. $1,808 $1,817 $2,167 $2,242

Economic Development Division 1,926 2,481 2,326 2,535

Northwest Programs 481 340 340 342

Public Affairs 423 533 513 555


SUMMARY OF APPROPRIATIONS BY FUND ($000)

FundFY2014Actuals

FY2015Adopted

FY2015Revised

FY2016Adopted

101 - General Fund $4,621 $5,172 $5,347 $5,673

105 - General Fund Projects Fund 8 0 0 0

106 - New Years Day Genl Fund Events 6 0 0 0

682 - Open Space Assessment District 3 0 0 0


SUMMARY OF FTES BY DIVISION

DivisionFY2014Actuals

FY2015Adopted

FY2015Revised

FY2016Adopted

City Management - Administration 7.00 7.00 8.00 9.00

Public Affairs 2.00 2.00 2.00 2.00

Economic Development 9.00 9.00 9.00 9.00

Northwest Programs 1.00 1.53 1.53 2.00

City Manager Total 19.00 19.53 20.53 22.00



PERFORMANCE MEASURES FY 2014Actual

FY 2015Target

FY 2015Mid-Yr Actual

FY 2016Target

Council Goal: Support and promote the quality of life and local economy

Objective: Maintain a robust marketing and media campaign to promote City events, activities, and programs to Pasadena businesses and residents citywide and within targeted areas.

1. Number of timely and accurate news releases provided to the public and press.

125 110 62 110

2. Number of Pasadena In Focus published. 6 6 3 7

3. Percent increase to the number of followers and likes usage from the City's social media.*

N/A 10% 20% 10%

4. Number of press releases/articles published to market positive stories about Pasadena based business.

8 10 4 12

5. Number of "Welcome Packages" sent to new Pasadena businesses.*

N/A 300 150 250

6. Number of targeted recruitment packages sent to potential businesses.*

N/A 120 75 120

7. Continue to expand the total number of businesses and households that receive the Northwest Newsletter through participation at Northwest community meetings, Councilmember District events, and individual requests.

400 500 250 510

8. Number of Northwest businesses targeted yearly to enhance company information to the electronic Northwest Business webpage.

300 350 175 350

9. Number of Northwest Newsletters produced and distributed to the Northwest area.

12 12 6 12

Notes: (1) *Started tracking these Performance Measures in FY 2015.

Objective: Continue to provide filming opportunities within the City and expedite the film permit process.

1. Number of Film Permits issued. 515 450 316 500

2. Percent of Film Permits issued within three days.* N/A N/A N/A 90%

Notes: (1) *New Performance Measure for FY 16.

Objective: Continue to provide support and develop opportunities for youth development and job readiness.

1. Increase the number of events for the Youth Ambassadors annually.*

370 400 200 405

2. Number of Ambassadors placed in summer employment through collaboration with the Rose Program and a non-profit youth employment agency.

24 25 12 25

Notes: (1) *Event participation by the Youth Ambassadors is limited to public and private financial contributions.

Objective: Work in partnership with other private and public economic development organizations to promote business development with various start-up and emerging new industry businesses.

1. Number of partner events organized to promote business development and navigate through the City's business start-up process.

5 4 5 10



Council Goal: Maintain fiscal responsibility and stability

Objective: Implement and ensure compliance with the City of Pasadena Audit Plan

1. Percent complete for Independent Contractor vs. Employee Issue Report*.

N/A 50% 0% 100%

2. Percent complete of review over Budget/Human Resources Position Control Procedures*.

N/A 50% 0% 100%

3. Percent complete of review of Accounts Receivable Collection Procedures*.

N/A 50% 0% 100%

4. Percent complete of review of Human Resources Benefits Division / Payroll Controls Over Benefits Procedures**.

N/A N/A N/A 100%

Notes: (1) *Performance Measures will start in 3rd Quarter 2015.(2) **Performance Measure will start in 1st Quarter 2016.

PERFORMANCE MEASURES FY 2014Actual

FY 2015Target

FY 2015Mid-Yr Actual

FY 2016Target

Documents

10 - City Manager...Concorso Ferrari, Black History Month, One City, One Story, Pasadena Idol, and Latino Heritage Parade, and others; • Successfully coordinated news and marketing