CITY MANAGER Rain or Shine I CALL DIAL-A-RIDE By 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;
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• 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
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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.
C I T Y O F P A S A D E N AC I T Y M A N A G E R
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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
City Manager Total $4,637 $5,172 $5,347 $5,673
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
City Manager Total $4,637 $5,172 $5,347 $5,673
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
C I T Y O F P A S A D E N AC I T Y M A N A G E R
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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
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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