HomeMy WebLinkAboutTC Agd Pkt 2021-12-21
TOWN OF TIBURON
Tiburon Town Hall
1505 Tiburon Boulevard
Tiburon, CA 94920
Tiburon Town Council
December 21, 2021
Special Meeting
3:00 P.M.
TIBURON
TOWN COUNCIL
AGENDA
CORONAVIRUS (COVID-19) ADVISORY NOTICE
Consistent with Government Code section 54953(e), the Town Council meeting will not be physically
open to the public and all Council Members will be teleconferencing into the meeting. To maximize
public safety while still maintaining transparency and public access, members of the public can access
the meeting by following the meeting live at:
Audio/Video Webinar: https://us06web.zoom.us/j/86742707062
Webinar ID: 867 4270 7062
Call-in Number: +1 669 900 6833
Access Code: 867 4270 7062
Instructions for providing public comment live during the meeting using Zoom are linked on the Town’s
website and to this agenda.
Members of the public may provide public comment by sending comments to the Town Clerk by email at
comments@townoftiburon.org. Comments received prior to the start of the Council meeting will be
distributed electronically to the Town Council and posted on the Town’s website. Comments received
after the start time of the Council meeting, but prior to the close of public comment period for an item,
will then be read into the record, with a maximum allowance of 3 minutes per individual comment,
subject to the Mayor’s discretion. All comments read into the record should be a maximum of 500
words, which corresponds to approximately 3 minutes of speaking time. If a comment is received after
the agenda item is heard but before the close of the meeting, the comment will still be included as a part
of the record of the meeting but will not be read into the record.
Any member of the public who needs accommodations should email or call the Town Clerk who will use
their best efforts to provide reasonable accommodations to provide as much accessibility as possible
while also maintaining public safety in accordance with the Town’s procedure for resolving reasonable
accommodation requests. All reasonable accommodations offered will be listed on the Town’s website at
www.townoftiburon.org.
CALL TO ORDER AND ROLL CALL
Councilmember Fredericks, Councilmember Griffin, Councilmember Thier, Vice Mayor Ryan, Mayor
Welner
ORAL COMMUNICATIONS
Persons wishing to address the Town Council on subjects not on the agenda may do so at this time.
Please note however, that the Town Council is not able to undertake extended discussion or action on
items not on the agenda. Matters requiring action will be referred to the appropriate Commission, Board,
Committee or staff for consideration or placed on a future Town Council meeting agenda. Please limit
your comments to three (3) minutes.
ACTION ITEMS
AI-1. Town Manager Compensation Study – Consider approval of an agreement to perform a
compensation study for the Town Manager position, and either (1) authorize the Town Manager
to execute the contract and authorize a budget amendment from the General Fund Operating
Reserves in the amount of the contract or (2) direct staff to perform an equivalent study
(Department of Administrative Services)
ADJOURNMENT
GENERAL PUBLIC INFORMATION
ASSISTANCE FOR PEOPLE WITH DISABILITIES
In compliance with the Americans with Disabilities Act, if you need special
assistance to participate in this meeting, please contact the Town Clerk at (415) 435-
7377. Notification 48 hours prior to the meeting will enable the Town to make
reasonable arrangements to ensure accessibility to this meeting.
AVAILABILITY OF INFORMATION
Copies of all agenda reports and supporting data are available for viewing and
inspection at Town Hall and at the Belvedere-Tiburon Library located adjacent to
Town Hall. Agendas and minutes are posted on the Town’s website,
www.townoftiburon.org.
Upon request, the Town will provide written agenda materials in appropriate
alternative formats, or disability-related modification or accommodation, including
auxiliary aids or services, to enable individuals with disabilities to participate in
public meetings. Please send a written request, including your name, mailing
address, phone number and brief description of the requested materials and preferred
alternative format or auxiliary aid or service at least 5 days before the meeting.
Requests should be sent to the Office of the Town Clerk at the above address.
PUBLIC HEARINGS
Public Hearings provide the general public and interested parties an opportunity to
provide testimony on these items. If you challenge any proposed action(s) in court,
you may be limited to raising only those issues you or someone else raised at the
Public Hearing(s) described later in this agenda, or in written correspondence
delivered to the Town Council at, or prior to, the Public Hearing(s).
TIMING OF ITEMS ON AGENDA
While the Town Council attempts to hear all items in order as stated on the agenda,
it reserves the right to take items out of order. No set times are assigned to items
appearing on the Town Council agenda.
TOWN OF TIBURON PAGE 1 OF 3
STAFF REPORT
To: Mayor and Members of the Town Council
From: Department of Administrative Services
Subject: Consider Approval of Town Manager Compensation Study
Reviewed By: _________
Greg Chanis, Town Manager
________
Benjamin Stock, Town Attorney
SUMMARY As part of the Town Manager’s upcoming 2021 Performance Review, the Town Council will
consider proposals for a compensation study to evaluate the total compensation of City
Managers among the Town’s comparator agencies. RECOMMENDED ACTION(S) Staff recommends Town Council receive the staff report, hear public comment, and:
1. Review contractor proposals to perform the compensation study (Exhibit 1) and Exhibit 2), and 2. Approve and authorize the Town Manager to execute an agreement with the selected contractor and approve a budget amendment in the amount equivalent to the selected
contractor’s cost estimate, with the source of funds for the amendment being the
General Fund Operating Reserve Fund, or, 3. Direct Staff (Director of Administrative Services) to perform an equivalent compensation study, or, 4. Take no action.
BACKGROUND
The Town Manager receives an annual performance review and compensation adjustment from the Town Council each year. In previous years, the Town Manager’s compensation has been adjusted based on a percentage of his salary plus a discretionary bonus. At the conclusion of the
Town mangers 2020 Performance review in August 2021, Staff was directed to return to Council with proposals from contractors who could provide an independent compensation study to evaluate the Town Manager’s compensation against peer agencies in Marin County.
TOWN OF TIBURON
1505 Tiburon Boulevard Tiburon, CA 94920
Town Council Meeting December 21, 2021
Agenda Item: AI-1
Town Council Meeting December 21, 2021
TOWN OF TIBURON PAGE 2 OF 3
ANALYSIS Staff contacted three contractors who have demonstrated experience performing public agency compensation studies. Two of those contractors, CPS HR Consulting and Regional Government
Service (RGS), responded with proposals that meets the Town’s criteria for the study (Exhibit 1 and Exhibit 2). The third contractor was not able to meet the Town’s timeline for producing a compensation study based on their current workload. Given the time required to collect and analyze data for compensation studies, as well as
availability to begin the study, the following timeframes and estimated delivery dates were
proposed by the contractors, provided that a contract is signed and executed by the end of the current calendar year:
• RGS: Delivery by late February/early March 2022 (estimated 9-week timeline with
work commencing in January).
• CPS HR Consulting: Delivery by Mid-April 2022 (estimated 11-week timeline with work commencing February 1). FINANCIAL IMPACT Proposals received from RGS and CPS HR Consulting for a comprehensive salary survey are $7,200 and $17,030, respectively. A budget amendment in the amount of the awarded contract is requested to cover the cost of the contractor’s services.
CLIMATE IMPACT Staff has determined this action will have no direct climate impact to Tiburon. ENVIRONMENTAL REVIEW Staff has preliminarily determined that adoption of this item is statutorily exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15378 of the CEQA Guidelines in that it does not constitute a project under CEQA, and if it were found to
constitute a project, it would be exempt pursuant to the general rule set forth in CEQA Guidelines Section 15061 (b)(3).
Town Council Meeting December 21, 2021
TOWN OF TIBURON PAGE 3 OF 3
RECOMMENDATION Staff recommends Town Council receive the staff report, hear public comment, and:
1. Review contractor proposals to perform the compensation study (Exhibit 1 and Exhibit 2), and 2. Approve and authorize the Town Manager to execute an agreement with the selected contractor and approve a budget amendment in the amount equivalent to the selected contractor’s cost estimate, with the source of funds for the amendment being the
General Fund Operating Reserve Fund, or,
3. Direct Staff (Director of Administrative Services) to perform an equivalent compensation study, or, 4. Take no action.
Exhibits:
1. Proposal for Compensation Study – CPS HR Consulting 2. Proposal for Compensation Study – RGS Prepared By: Suzanne Creekmore, Director of Administrative Services
EXHIBIT 1
PROPOSAL
Town of Tiburon
Compensation Consulting Services
December 10, 2021
Your Path to Performance
SUBMITTED BY:
VICKI QUINTERO BRASHEAR
Director of Products and Services
CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
P: 916-471-3481
vbrashear@cpshr.us
Tax ID: 68-0067209
www.cpshr.us
Page | i
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us
Table of Contents
Scope, Timeline, and Cost Details ....................................................... 3
Our Understanding of the Scope of Work ............................................. 3
Project Timeline ........................................................................................ 3
Cost ............................................................................................................ 3
Pricing Assumptions ............................................................................ 3
Billing Terms .......................................................................................... 4
Hourly Rates ......................................................................................... 4
Pricing Philosophy ............................................................................... 4
Experience and Qualifications ............................................................. 5
Project List ................................................................................................. 5
Partial Five-Year Listing ....................................................................... 5
Page | ii
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us
December 10, 2021
Suzanne Creekmore
Director of Administrative Services
Town of Tiburon
1505 Tiburon Boulevard
Tiburon, CA 94920
screekmore@townoftiburon.org
Subject: Request for Proposal – Compensation Consulting Services
CPS HR Consulting (CPS HR) is pleased to submit this cost letter to the Town of Tiburon (Town) to
provide compensation consulting services for the position of Town Manager. With a rich history of
assisting government agencies with their studies, we at CPS HR are confident that we can provide
expert solutions to meet the Town’s requirements and objectives.
At CPS HR, we pride ourselves in establishing and nurturing long-term relationships with the agencies
we serve as we live out our mission of bringing excellence in Human Resources to the public sector.
ORGANIZATION IDENTIFICATION INFORMATION
Legal Name and DBA Cooperative Personnel Services dba CPS HR Consulting
Main Office 2450 Del Paso Road, Suite 220, Sacramento, CA 95834
Main: (800) 822-4277; FAX: (916) 263-3613; WEB: www.cpshr.us
Regional Offices 100 Congress Avenue, Suite 2000, Austin, TX 78701
4 West Dry Creek Circle, Suite 100, Littleton, CO 80120
1968 S. Coast Hwy # 961, Laguna Beach, CA 92651
Year Established 1985
Federal Tax ID#/TIN/EIN 68-0067209
Type of Organization Joint Powers Authority (Public Agency)
CONTACT INFORMATION
Proposal Process Contact and Contract
Authorized Representative
Vicki Quintero Brashear, Director of Products and Services
(916) 471-3481; vbrashear@cpshr.us
Thank you for this opportunity; we very much look forward to working the Town of Tiburon. Should
you have any questions, please do not hesitate to contact me at the contact information above. I have
the authority to bind CPS HR Consulting.
Sincerely,
Vicki Quintero Brashear
Director of Products and Services
Town of Tiburon
Compensation Consulting Services
Page | 3
Scope, Timeline, and Cost Details
Our Understanding of the Scope of Work
CPS HR understands that the Town of Tiburon is seeking a consulting firm to conduct a total
compensation study within the following parameters.
Base salary + benefits data collection, analysis, and reporting
• Includes all items defined by Town Manager/City Manager Employment Agreements and
applicable agency Benefit Summaries/MOU)
• 1 benchmark classification (Town Manager)
• Labor market pool of up to 11 agencies (already determined by client)
• Provision of Final Report/Presentation of data (no salary recommendations to be
provided)
Project Timeline
CPS HR approximates completion by mid-April 2022 of the compensation study (dependent on
response rate of comparable labor market agencies) if the project can begin upon our available start
date. We will be able to commence work on or after February 1, 2022. We request a minimum two-
week lead time between notice to proceed and initial project meeting and require that contracts be
executed prior to proceeding with the work.
Cost
CPS HR has prepared the following professional fixed fee based on the scope of work outlined.
Study Professional Fixed Fee
Total Compensation Study $ 17,030
Pricing Assumptions
General Scope
Number of Benchmarks Up to 1
Number of Labor Markets Up to 11
Not included in the fixed fee:
Materials Production CPS HR provides all documents electronically. Hard copy printing of
documents for this engagement will be the responsibility of the Town.
Consultant Travel Expenses We have not provided for travel costs since all work will be conducted
virtually through the use of tele- and web-conferences and the sharing of
documents through an online portal provided by CPS HR.
Town of Tiburon
Compensation Consulting Services
Page | 4
Billing Terms
CPS HR will bill in equal installments at the following milestones.
COMPENSATION STUDY ($3,406.00 per installment):
1. After kick-off meeting
2. Provision of comparable labor market agencies list to CPS HR
3. Submission of draft matches
4. Submission of draft compensation report
5. Provision of final compensation report
It is assumed that the Town will be responsive to the delivery of all draft deliverables and all
subsequent revisions as defined in an agreed upon project timeline. Unanticipated revisions or
delays to the project timeline could result in a need for an addendum to the contract related to
contract end date, staff assignments, and/or pricing. Any addenda will be discussed in a timely
manner with the Town.
Hourly Rates
Provided below are the hourly rates for any work requested outside of the scope presented in this
proposal.
Labor Code Hourly Rate
Project Manager $145
Principal Consultant/Technical Specialist $140
Senior Consultant/Senior Program Coordinator $120
Administrative Technician $80
Pricing Philosophy
CPS HR is flexible with the proposed work plan; alternate approaches may be discussed with the Town
which may in turn change the proposed cost of the project. As described in this proposal, the
methods, approach, timelines, as well as the proposed fee, have been prepared as accurately as
possible based upon the services requested and study objectives described in the information
provided to CPS HR. The proposed professional fees reflect the steps and time necessary to conduct
the study in a sound, thorough, and sustainable manner, including important input and review by the
Town’s Internal Project Manager and designated stakeholders to accomplish the study objectives. If
changes or additional services are required, we will be happy to discuss changes to the project
activities, schedule, and/or fee proposal.
Town of Tiburon
Compensation Consulting Services
Page | 5
Experience and Qualifications
Project List
We have conducted hundreds of classification and compensation studies for municipal agencies,
special districts, and higher education. Due to the significant number of projects, we provided a
partial list of public agencies for which we have provided classification and compensation services in
the table which follows.
Partial Five-Year Listing
Partial Public Agency Classification and Compensation Five Year Listing
*CPS HR has provided multiple services to these agencies
Alameda Corridor East Construction Authority Montgomery College, MD
Amador-Tuolumne Community Action Agency Morgan, County of (CO)
American Canyon, City of* Napa County Transportation & Planning Agency
Anaheim, City of* Oakdale, City of
Ashland, City of Orange, County of*
Association of Bay Area Governments* Otero, County of (CO)
Austin Energy Petaluma, City of
Bell, City of* Placer, County of*
Berkeley, City of* Redding, City of (Electric Utility)
Bernalillo, County of* Regional Transportation Commission, NV
Brawley, City of Rio Dell, City of*
California Bureau of State Audits Rocklin, City of*
California Dept of Corrections and Rehabilitation Roseville, City of (Electric Utility Department)
California Department of Energy Routt, County of (CO)
California Department of Food and Agriculture Sacramento Municipal Utility District
California Department of Human Resources Sacramento, County of*
California Department of Real Estate San Diego Association of Governments
California Office of the Chief Information Officer San Diego County Water Authority
California Seismic Safety Commission San Joaquin Regional Rail Commission
California State University, Sacramento San Joaquin, County of*
Clark, County of* San Luis Obispo, County of
Colorado River Fire Protection (CO) Santa Cruz Metropolitan Transit District
Contra Costa, County of Santa Cruz Regional Transportation Commission
Douglas, County of (CO) Santa Cruz Unified School District
Eureka, City of Sheridan, City of (CO)
Glenn, County of* Sierra Nevada Conservancy
Greater Los Angeles County Vector Control District Stanislaus, County of*
Housing Authority of Santa Clara State Bar of California
Town of Tiburon
Compensation Consulting Services
Page | 6
Partial Public Agency Classification and Compensation Five Year Listing
*CPS HR has provided multiple services to these agencies
Imperial, County of Superior Court of California, Orange County
Jurupa Community Services District Tehachapi, City of
Los Angeles Co Employees Retirement Assoc.* Ventura, County of*
Los Angeles Department of Water and Power Vista, City of*
Madera, City of Waxahachie, City of
Mojave Water Agency* Western Area Power Administration
Monterey Peninsula Airport District Yosemite Community College*
Monterey, County of*
EXHIBIT 2
P.O. BOX 1350 | CARMEL VALLEY, CA 93924 | 844.587.7300 | WWW.RGS.CA.GOV
December 13, 2021
Suzanne Creekmore Director of Administrative Services TOWN OF TIBURON
1505 Tiburon Blvd,
Tiburon, CA 94920 screekmore@townoftiburon.org SUBJECT: COMPENSATION STUDY PROPOSAL – TOWN MANAGER
Dear Ms. Creekmore,
Regional Government Services (RGS) takes a holistic approach to compensation studies as each
agency is unique in its work culture, services, and community. RGS will consider these factors
when analyzing and making recommendations. The methods of how this specific study will be
approached and analyzed are addressed fully below.
RGS is a unique, fee-supported, joint powers authority specializing in public-sector administration
and consulting services. RGS exclusively serves public agencies and employs experienced public-
sector professionals to assist our partner agencies. Since 2002, RGS has served over 200 public
agencies and has developed a unique network of geographically distributed Advisors who work
both onsite at partner agency offices and through various remote access technologies to deliver
services to partner agencies, reducing overhead and expanding our ability to provide high-quality
services throughout the state. RGS consultants are experienced in classification and compensation
studies, working effectively with management, employees, elected officials, and labor
representatives to achieve desired results. RGS will provide the resources necessary to fulfill each
study’s objectives and meet benchmarks and deadlines for projects awarded under contract.
The Town of Tiburon (Tiburon) is requesting a total compensation study be conducted for the
classification of Town Manager. The goals of the total compensation study are to:
• Determine the compensation for similar classifications in Tiburon’s identified comparable
agencies.
• Determine the value of benefits provided by comparable agencies to similar classifications.
• Analyze Tiburon’s compensation and benefits relative to the market utilizing the data
obtained.
Suzanne Creekmore, Director of Administrative Services December 13, 2021
Page 2
OVERVIEW OF STUDY
REQUEST AND REVIEW KEY ORGANIZATIONAL BACKGROUND MATERIAL
Once the contract is executed, RGS will request and review key background material and
documents from Tiberon to understand the relevant compensation policies, procedures, challenges,
and practices related to compensation systems and administration. Typical materials requested
include:
• Organizational Charts
• Existing classification specification for study position
• Previous related compensation studies, both external and internal
• Annual budget and other financial documents related to the compensation plan
• Applicable compensation policies and procedures
• Employee contract
COMPENSATION STUDY
Compensation elements to be surveyed include:
• Base rate of pay
• Contributions by BOTH employee and employer to the following programs:
− Pension system
− Social Security
− Health insurance premium, family coverage level
− Dental insurance premium, family coverage level
− Vision insurance premium, family coverage level
• Vacation Leave
• Administrative Leave
• Vehicle allowance
• Cellular Phone allowance
• All other forms of cash compensation
The comparison agencies that Tiburon has identified are:
1. City of Belvedere
2. City of Larkspur
3. City of Mill Valley
4. City of Novato
5. City of San Rafael
6. City of Sausalito
7. Town of Corte Madera
8. Town of Fairfax
9. Town of Ross
10. Town of San Anselmo
Suzanne Creekmore, Director of Administrative Services December 13, 2021
Page 3
WORK PLAN
RGS will take the following steps to complete the compensation study. The RGS Lead Advisor
and Project Advisors will be available for phone and email consultation, in-person meetings, and
video conference/phone meetings throughout the project.
VIRTUAL KICK-OFF MEETING
If requested, RGS will meet virtually with Tiburon’s point(s) of contact to ensure a clear
understanding of the needs and parameters of the study. RGS will explain the methodology,
objectives, deliverables, and data collection methods to be used during the study.
COLLECTION OF DATA
Using the comparable agencies and the compensation elements listed above, RGS will identify the
comparable classification within each agency and collect and compile the compensation data.
Each comparable classification will be identified on a “whole job” basis, taking duties, reporting
structure, and requirements into consideration, and not by title alone.
COMPENSATION STUDY REPORT
Using the collected data, RGS will provide a written report to Tiburon that will include the
following information:
• Brief survey methodology
• A list of comparison agencies surveyed
• The classification surveyed
• Statistics for classification’s base rate of pay identifying the percentage above or below the
median of market comparators
• Statistics for classification’s total compensation identifying the percentage above or below
the median of market comparators
• Complete salary survey data
• Salary range recommendation
WORK SCHEDULE
The following is a tentative project timeline that may be modified with mutual agreement between
Tiburon and RGS. Staff availability and the responsiveness of comparable agencies may affect
the timeline. Meetings with Tiburon points of contact can be scheduled as required. Progress
reports will be provided throughout the project. RGS strives to manage the timeline to ensure
deadlines are met.
Suzanne Creekmore, Director of Administrative Services December 13, 2021
Page 4
COMPENSATION STUDY TENTATIVE DATES RESPONSIBLE
PARTY
1. Kick-off meeting with Tiburon staff;
review all compensation documents. Week 1 RGS
2. Collection of specific salary and benefits
data for study classification. Weeks 2-3 RGS
3. Review and analysis of compensation
survey data. Week 4 RGS
4. Status meeting to discuss findings and
draft recommendations. Week 5 TIBURON/RGS
5. Draft compensation study report and
submit to Tiburon for review. Weeks 6-7 RGS
6. Feedback from Tiburon regarding the
draft report. Week 8 TIBURON
7. Final compensation study report to
Tiburon. Week 9 RGS
8. Presentations of study findings and
recommendations, as required. TBD RGS
FEE PROPOSAL
At RGS, we bill only actual hours attributable to the project at the rate of the actual Advisor or
technician. Work will commence upon notification by the Town of Tiburon of the project award.
Work is performed as agreed and subsequently billed each month based on the hours actually
worked. RGS Advisors are skilled at prioritizing projects and working within the budget of partner
agencies. All work and meetings will be held virtually, and no travel will be included.
BASE PAY SALARY STUDY
ESTIMATED
COST
1. Review Tiburon compensation documents, meetings with point(s) of
contact. $1,400
2. Collect, compile, and analyze compensation data from comparable
agencies. $3,700
3. Prepare data worksheets and compensation study report. $2,100
TOTAL ESTIMATED COST NOT TO EXCEED: $7,200
Suzanne Creekmore, Director of Administrative Services December 13, 2021
Page 5
The hourly rate for work performed will be billed at the following hourly rates based on the
Advisor(s) assigned to the project.
TITLE HOURLY RATE
Chief Operating Officer $135 to $220
Deputy Chief Operating Officer $130 to $195
Senior/Lead Advisor $125 to $190
Advisor $115 to $160
Project Advisor $105 to $125
Project Coordinator $85 to $120
Technical Specialist $75 to $115
I am confident that you will find RGS’ approach is responsive to Tiburon’s objectives and needs.
RGS has a solid and respected reputation with the public agencies we serve for timely, cost-
efficient delivery and effective implementation. As a public agency, we fully understand the needs
and requirements of public agencies. This proposal will remain valid for a 60-day period from the
date this proposal is opened.
The RGS team appreciates the opportunity to be of service to the Town of Tiburon!
Sincerely,
Patty Howard
Lead Human Resources Advisor phoward@rgs.ca.gov 650-587-7300 x 94 Regional Government Services
PO Box 1350, Carmel Valley, CA 93924 www.rgsjpa.org