2026-10-27 - Special Finance & Management Committee Meeting

00:04:39Good morning and welcome to the Finance and Management Committee meeting of Tuesday, OCTOBER 27th 2026, the time is now 09:00:04am. And this meeting MAY come to order before taking roll. I will provide instructions on how to submit speaker cards for items

00:04:53on this agenda. If you here with us in chamber and would like to submit a speaker card, please vote now in turn one into myself or click representative. No later than 10 minutes after the start of this meeting or before the

00:05:06item is read into record. If you're registering to speak via zoom, that is now 24 hours prior to the start of this meeting. Time, this meeting came to order at 09:00:04am, and it's become quite amount will no longer be accepted. After 09:14am. Will now

00:05:21proceed with taking roll. Council members. Brown excuse And chandran present and

00:05:36Councilmember Brown Inc. Thank you. Noting that we have 4 members present and chair before we begin have any announcements at this time. No, just gratitude for coming in early. Everyone's since he

00:05:50had a big agenda. Thank you. Okay. Starting up with item one noting that this is a special meeting. So there are no minutes to be approved and reading an item to determination of schedule standing committee items and we have 2 speakers on this

00:06:07item. Can hear the public's Calling in the names that sent up to speak on item to MISS A subtle of Allen Blair Beekman. Noting that is waiving her time MR. Week Monday. Still

00:06:20wish okay. Chair. That concludes just because an item 2. Alright, is there a motion? Second it Thank you. That was

00:06:32a motion made by Councilmember Unger second in by Councilmember want to accept the determination of schedule. Senate committee items as is

00:06:44honorable councilmembers. I long I and Jeremy Chandran. I thank you. Item 2 passes with 4 eyes to except the determination of schedule Senate committee items as is reading in items 3 receive an

00:06:57informational report on all purchases and contracts authorized by the city administrator within the city administrators, contract authority during fiscal years,

00:07:102023 to 24 2024 to 25 2025 to 26 in accordance with the Oakland Municipal Code. Section 2.0 4.0, 0, 2, 0, And there are 2 speakers that signed up to speak on this item. All right. Here from staff. Good morning. Good

00:07:24Morning. Council members, I'm Lauren Gonzales, Woodward, I am the procurement and contracts administrator in finance and today and providing information report on all purchases and contracts authorized by the city administrator where the city

00:07:36administrator designee within the city administrators contract authority during fiscal years, 23. 24. 24. 25 and 25. 26 in accordance with the Open Municipal Code

00:07:50Section 2 point 0, 4 point. Which requires the city administrator to present a report to city council listing all purchases in contracts authorized by the city administrator within the city administrators, contract

00:08:05authority. This informational report includes data for construction contracts, professional service agreements. Grant agreements as well as contract purchase orders under the city administrators authority not to exceed $250,000. For

00:08:17contracts and purchase orders under $50,000 informal solicitations were procured. For contracts exceeding $50,000 for muscle cetaceans such as request for proposals,

00:08:30request for qualifications and requests for quick. Prepared. Co-operative agreements MAY also have been leverages procurement authority to execute agreement and purchase

00:08:42orders not to exceed $250,000. Our team has pulled this data from 2 sources of truth, Oracle and the contract work order portal in order to provide the most transparency at a specific point in time. Attachment includes contracts

00:08:55and purchase orders executed with suppliers specific for each department. The contract type with a brief description of services. The dollar amount in the start date. I do want to share that there is data specific to fiscal year 20 to

00:09:0823 captured in this report so it can be disregarded as the reporting period for this item is for fiscal years. 23. 24 24. 25 in. 25 26. And in the spirit of transparency, this

00:09:21report has been published annually, though, fiscal year. 23 24 24. 25 were delayed in reporting as there was a transition of leadership and oversight compliance with in finance this information

00:09:33report had historically been presented by the controller as purchasing had previously reported in that unit. In fiscal year. 25 26 finance establish the procurement content purchasing their own. And this report and function

00:09:46is now under this. Purview of the new bureau and we are committed to bringing this report back annually every fall after the close of each fiscal year. And this concludes my background chair and open to answer any

00:09:59questions. Council MAY have of me at this time. Thank I do have a question which I know some of our public speakers are going to bring up as well.

00:10:14Why was this not brought 24 25 and the past 2 years. So we did a change in leadership and this reporting function was sitting in the controller's

00:10:26office. I think there was some transitional period, but we enough I that we needed to report now. It was our intention to bring this informational report. In the

00:10:42spring. And unfortunately, the council for skews me the fmc JUNE was canceled. And so it has experience, a delay in bringing to f him seen. To

00:10:55share their was just Uncertainty of who would be reporting out. And it was determined that are in peril would continue what we would start this new report out and taking over for for the

00:11:07controller. Well, a couple of things we had fmc in JUNE. There was not not all the meetings were counseled. If change of leadership This is a long period of time are

00:11:21talking about. This is 23. 24 24. 25 25. 26. So how the who is to report on this item wasn't resolved within this three-year period. So we did

00:11:36have a changeover with finance leadership. Finance director and I did address this as a concern when I didn't realize that it had not been reported out. I will share that the

00:11:49data that we pulled was actually more information it has historically been presented. Information has usually been presented from Oracle. We wanted to ensure

00:12:02that we are also addressing professional services and grant agreements. We believe that had not been presented in years past and so as well as co-operative agreement. So we wanted to ensure that we were able to capture. All of the

00:12:15data that we believe that that the council and the public deserve understand. We'll also share that. That includes for that point. Got it from an additional resource platform and that did take a bit of

00:12:28time. So when we did discover, there was probably a delay in the report out here to So moving forward with a new said, a leadership in the

00:12:42finance Department. Is this going to be presented year? Yes, every fall after the close of the fiscal year. Thank you. And yes, again, for the record, we did see

00:12:54engines. So that is that cannot be there why did come for the last 30 years. Colleagues comes Oh, yes. Director Johnson. Yes. Sorry to the and that maybe put a finer point on the question.

00:13:12The I can't speak to that. 23 24 report. I know the 24 25 report because I was involved the conversations around that got delayed due some of the balloting effort and honestly got overlooked. The other thing you could you say that? Yeah, the 23. 24 point. I

00:13:25cannot specifically speak to I do know the 24. 25 report, which would have been the one that that's the to the one year late year. If that makes sense, the one that's one year late. The 25 26 report. That's what part of that that it's on

00:13:39time. 24 25 report. I know, got delayed in part due to the rebalancing efforts that we were doing right at the end of 2025. With the budget. If you remember as part of those actions, we pulled back on several grand agreement and there are some other things

00:13:51that were happening at the Times. I know that's a component. What happened here. I will also do want to emphasize what Administrator Gonzalez Woodward said that this report is actually more

00:14:04complete than prior reports. There's information in this report on grant Agreements, co-operative agreement and a number of other things that candidly previously not been included in this sort of reporting. This is a much more comprehensive report of all

00:14:18the types of different ways under the sea ministers story that's been spent. And that does take us more time to pull because it's not in the consistent space. And Oracle, we need to go to multiple modules were ignored to pull that. And to reiterate what

00:14:31she said, the commitment is that this report will come to you in the fall of every year. So next year will bring the 26 27 report. It'll happen after we close the contracting

00:14:44modules for the fiscal year. So this roughly this time every year you should be seeing this report going forward in its complete Thank you. And I do appreciate that. It is more comprehensive than in the past. I will just say

00:14:58that in the future, if if if we go again through actions or will need to do budget rebalancing and fullback contracts. I hope that's not reason for this report not to come. There can always be

00:15:10supplemental information saying, hey, these things that we said. The city administrator otherwise contracts for never happened. You know, that's that's understandable. But I think there is an interest in the public to understand what the

00:15:22city administrator is authorizing. That doesn't come to council. I do have a couple of other questions, but I will go first to comes under around finish up. But but again, thank you that for making a report that's more

00:15:34comprehensive and we look forward to having this again next Question for the administration are under the finance director. Is that 2.50, the right number. Does that number go up with time?

00:15:48Is it too high to? What's your opinion on that? I I will also invite my colleague from City, Missouri, still pine on this.

00:16:00So a little bit of history. If I were to go back, think it's around 2013. This number was $100,000. It was raised to $250,000. I think I think it was 2013. If I'm remembering correctly is when the authorities moved up, it has

00:16:13not come up with inflation since. And it is lower. I would suggest that is where we have a conversation later on different process. We're looking at to revise and look contracts. I think we should look at the threshold in that

00:16:28space. However. As opposed just being the dollar amount. I do think that's part of what we have to think about is a more nuanced authority limit. As an example. A $250,000 in one fiscal year for one

00:16:41contract is actually a lot. But $250,000 to do it can to a competitive solicitation over 5 years. It's not very much and to some of what we should probably think into this context is sort of timing and

00:16:55capacity. Are we engage in a $50,000 service that we're just going to go out and did you know, competitively, as is required under this process you know, 8 year period and that would, you know, potentially start to trigger this 2050 and that the best

00:17:07students like it would be below that threshold recount wants be involved, whereas you candidly might want to be involved in a one-year $200,000 contract just one effort. So I think we should be new want and how we think

00:17:20about revising that authority. And we should do it in the context of all of our other process and procedural improvements so that the scrutiny is really put by this body where it needs to be placed into. I think that's an ongoing conversation. We

00:17:35should have. Some of them found them longer. Excellent. Thank you so much for bringing the report. I know that this my first time kind of engaging on this. And so I guess what I

00:17:49decided to do was just really focus in on the time frame like in the report, focusing on the timeframe that I've been in office and looking through just some of the contracting agreements. And so and while I recognize that

00:18:02this report looks different than others, a couple things that I was curious about. So, for example, I'm just looking page 63 of the report. I'm

00:18:15looking at an item where it's like $26,000 to Oakland in new management to provide traffic control services. During JUNE 20 Juneteenth 2026. And so one thing that know is that during

00:18:29the budget, we said, well, one, we usually set aside funds for special events for opd. And and so I guess, like as I was looking at this, I've been curious if this report in

00:18:43the future could actually share with us like what fun and it's coming from. Like, is that gonna fall under like the special funds that we gave for downtown public safety or downtown operations, or is it

00:18:58actually I know it's labeled as police department. So that is that coming out of like over time are like where those dollars coming from. And so that was just like one of a handful of examples where I

00:19:11think that the report. Should be sharing, you know, is it is coming in him from us or from a certain department like how are they financing various like balances? So that was the

00:19:25first thing that that I notice. Then I know that in the agenda report and mentioned how on and maybe this is just something as body

00:19:37we have to maybe make some changes around. But you have groups that can get up to the 250,000 and then within the same year. Also get that again without coming to council. And

00:19:51so I feel like that's a red flag where? If if the the balances totaling more than 250,000 in a given year, then that should automatically be

00:20:05coming to us. And so guess I would like some feedback from the administration on that. Through the chair Councilmember Brown. I do want

00:20:19to highlight that when we do CHAIRMAN Effort, we can select a particular contractor and then if there is an identified need from the department and we conduct another, for we could potentially select that

00:20:32contractor so they could have multiple contracts that well over exceed $250,000 collectively, but they are for different services. So if it were for the same service and it were to exceed the $250,000 for that particular project. We would have the department

00:20:47bring that to council. So if it was a different an effort and we're awarding a new contract that is very much possible. Yeah, I feel it when I was reading through this and if you give me a moment, I can

00:21:01pull up the example. But I was just noticing I see what you mean. That is going to different departments and then okay. And then my other question that I had it is what is the like? What does the process look like for the

00:21:16department's to kind of go this route through the administration like what what it would do that was on the checklists that makes it so that they don't have to, you know, go like go to council on

00:21:28some of these items that are 250,000. So be work with the departments to identify their needs. And we we get a better understanding of their scope of services. And based on

00:21:42that, we also what we we would ask them. What is your budget allotted for this project? If they say, hey, we're looking at $50,000 we expect this project to be short-term or we've done our due diligence. We've done a market check. We

00:21:56think the scope it's going to run us under $50,000. We would advise of the best procurement path forward. So if it's anticipated to be under $50,000 we would advise them to do an informal solicitation in which they would the care

00:22:09of 3 kids from 3 potential, a minimum of 3 potential propose ERs if it were based on the scope of services. If it were to see that $50,000 threshold, we would advise that they

00:22:21would pursue a formal solicitation, be request for request for qualifications. Yeah, I guess like once again, my flag here and the reason why I'm asking about the process is because there's an

00:22:37item on Page. 62 where the contract that was given was $400,000 for information. Technology. And so I guess like like I guess, like what I'm calling attention to is

00:22:50maybe like the inconsistency around like some of the items that end up coming to us that are like at this 250. And then this one is clearly over. And

00:23:02so that is why I like Kerry is what like what is like? What where? What is the checklist that is that her money like, oh, actually, we're going to get this signed off by the administration. And I'm I feel like I'm not really able to

00:23:17identify. Often items that are closer to the $250,000 threshold, but come to council require a waiver to small local business enterprise program because that threshold

00:23:29is set at 50,000. And so you'll see that even though it's within the city administrators signing authority, the city administrator cannot waive the small local business enterprise program requirements. It's so that's what ends up showing up to

00:23:43council, even though it under 250,000 I see okay. Thank you. That could I want address one of the questions that council member Brown raised. And I

00:23:56think it's useful to understand in the context of this, our processing and reporting eventually needs change. Technology the amounts are seeing in this are agreed. Contract award amounts. They aren't spending amounts. And

00:24:09that's a really important distinction here. This is not the amount spent. It's the amount that we awarded to a bit process. Our systems are candidly, not robust enough to do a lot of that tracking the way we would want them to. And

00:24:23it's actually on spending that you would pull up like what fund coming from as an example. You can have one contract that is used by multiple apartments for multiple fund sources. In fact, we do certain citywide,

00:24:36big contracts. All just pick the most sort of high-level, one that actually does come to you. But like Staples, right? We have a a giant city stables contract, right? Everyone uses a bunch of different funding sources to pull on that one

00:24:49piece of contract authority. And that's actually at this time that you spend against the authority that the funding codes, the budgetary controls attach. That's where you would see that again, a contract can be operating over multiple

00:25:01years. You can have a $250,000 contract for 5 different years. And so you MAY only have a $50,000 line Authority and again, it could be split over course of multiple funding. Sources in some departments in these typically would come to you. I wouldn't

00:25:13like planning and building on fire have on call contractors. We're it's not necessarily identified on the front side that you're going to fund the contract. And so the source may vary depending on how they're going to use that

00:25:26vendor to provide the services. So in these particular point, what we're noting is what awarded I agree that we should be able to do this tie out better. Our current systems don't allow us to do that in the way that I think we would all appreciate

00:25:39that. Just to note the limitation of what you're seeing here, I see and I guess, yeah, that was going to be my next question that what is possible for when we get this report again, I could

00:25:51there be a another column that so we see agreed upon amount and then could there be another column that states like how much was spent and also the fun number. Definitely, we can provide that information. I think you

00:26:03just to be clear, it will probably be in a different format. I will see. I want appreciate it or purchasing. Contract minister said that it's available. I want to be I just want to caution us given

00:26:15our financial systems that we MAY be providing that in a different format in order for them to or more of that to actually be true. I'm really concerned whenever we bring something to you, that it has the right data, integrity that we're not making in France.

00:26:28It's not associated untrue. One of my concerns is when we bring up the contract authority from one contract. Picked the circumstance. We

00:26:42MAY have entered into in this fiscal year through the 25 26 fiscal year, a contract with a vendor. That were then paying against in the next year, but then have done a new solicitation for that scene

00:26:56vendor in the same year. And so what's governing? That is actually what the particular contract award number. But what you might see at Oracle is vendor number and to you, we could end up in a space where actually we're

00:27:08representing is the spent amount in one year is not actually against that contract authority. I want to caution you. We'll look to provide whatever we can. But just the data is not super useful. Quite want to be clear. But we'll look to develop whatever

00:27:21we can to provide additional information. Thank you. That Councilmember Wang. Thank you and thank you for preparing

00:27:34this report. My 2 questions. So I repeatedly hear from other departments that procurement is a battle that that there are a lot of challenges and procurement.

00:27:46I'd love to know what exactly is happening and how council can be supported that way. Because you all are such a central function that when there are issues with procurement, this affects

00:27:59everybody across the city. The second thing that I did want to ask about was just I think around the racial disparity

00:28:11study in contracting it apologizing for got these started off there. But she had noted actually that some of our smaller contracts where there's actually the most opportunity to actually close

00:28:25the gaps in our racial disparities that we continue to see those gaps, maybe even more. So, fact, I think her quote in this Dr Ramsay, that's her name. She actually noted where oversight is

00:28:39weakest. We see the most racial disparities and I was wondering, can you speak to what work your office is doing too close. Those gaps in disparities when it comes to these smaller contracts. Thank

00:28:53you, chair. Through the Chair Council. I will share to address your first question as far as issues with the procurement process. We in finance, we are the safeguard to ensure the city's procuring

00:29:08these contracts properly. We are working with department to identify their needs to versus later. Oftentimes we put between a rock and a hard place with these departments identifying an immediate need for services and which would

00:29:20possibly require them coming to council for competitive waiver. And we want to ensure that we're doing a fair and competitive process and that there's opportunity for various parties, including

00:29:32local, small, local participants to be engaged with was that Haitian. We've identified anticipate expiring contracts and we're working with the departments to identify their immediate needs, whether they will be extending services, whether

00:29:47they're going to be doing new solicitations they're going to be some funding. Those services. And so we're taking a more active approach in helping the department's strategize better for future engagement. And that way, we

00:30:00have the resources identified and our team mind you. We are very, very small team servicing the entire city. We are working on recruitment efforts to staff our appropriately. Of course, that will take time. We are working

00:30:18with. The city leadership with contracting efforts to improve as part of that strategic improvement plan. And that also addresses your second question. We're working with Monica leading this effort. Excuse me. Your formal title.

00:30:33I apologize. I do want to share that. We are working collaboratively with City administration leadership to identify the race and equity issues. Local, small, local opportunities. We do have a

00:30:45representative from Dre on our team. So we are collaborating. We are well aware of the issues and we're working to shorten that gap. That's the

00:31:00total size of your team. So on the contract administration team, I have one supervisor. Have to season management assistance. I just hired a new management assistant and I have for administrative

00:31:15analyst to see so size of 7. 7. Plus a supervisor on the purchasing side. I have one supervisor for buyers. And again, we service the entire

00:31:28city, which dozens departments in the procurement space in the industry. We should have minimum of 12 to 15 at

00:31:41confessionals. Yeah. Thank you. If I could just add to Laura's teamwork, succeeding the heart. While they certainly are deserving, you

00:31:53need more additional staffing. I would note you have another item on agenda. That will be a little bit mad when we get to it because of the conversations we're having, which is around improving our process. If we don't think through how we approve what we

00:32:05do, the processes, our software, our structures. Throwing bodies at the problem. While you can help fully ameliorate in an efficient way. The problems that that we're dealing with.

00:32:18I also want to commend Laura for Really since time. I've been finance director really holding both me and the city of minutes here because tough enough to talk to all of us

00:32:31accountable for ensuring that the rules and regulations that you have established as a body art here, too. One of the reasons why we're seeing some of those delays is. Exempting things were not making exceptions the rules that you

00:32:45guys establish are here as an example. That matter report. We're gonna talk about leaders coming from Laura Shop for my department for a waiver in this protest section under 2.50 It's that exact kind of situation where would be under the authorities, if not for the fact that we were waving

00:33:00at in the past. I will say prior in my my prior time with the city, I have seen sort of these things slip through and they're not slipping through. Now. They're coming to you if they require that is if

00:33:12required to do that, sometimes that's the late. Sometimes it's late. Sometimes worsening departments back and saying, no, no, no, you have to go through the full process. And so that's part of the challenge we're doing is culture change. Rules are what they are. We have to adhere to them. And that's a lot of why.

00:33:26I think feeling tension, we need to make it easier for the departments systemically and structurally do it comply, though. That is the key thing that we need to look at. Thank

00:33:39The couple quick questions. I have. And number of things book questions about specific ones. But I want go through all of them today. But as an

00:33:51example, there's to that. I'm Hopefully we'll highlight more of what this process is. Page, 61, there is a contract with emc research for polling for

00:34:05$244,000. Now, this is a small local business. I a understand. So it didn't need to come to council, but council authorize polling services for finance or what?

00:34:21Where does this come from? Brittany Hines, assistant to the finance Yes, we did come to council for the bullying contract that was done. I want to say 2 years ago before I took leave, it was too. I'm just pulling on potential

00:34:35revenue generating ballot measures. We actually did not utilize that contract at the time. And then obviously had to leave. And we're back in

00:34:50contract expires next year. Council has a right to the chair. This is a good example of a contract effort that doesn't necessarily hasn't had any spending against it. This was a preemptive thing that we did in advance of the

00:35:02possibility of doing the revenue measure. So we have services available. We haven't spent again to the this now actually to big It's been a topical question. Did like we use this in advance of like measure eu which was on the

00:35:15ballot? No, we didn't. We have a contract authority. As I mentioned earlier, we have not spent against authority, but should the council wish to look at putting a measure on the ballot. What we have we

00:35:29gone and done. He's done a competitive bidding process and selected a local firm that's available. Should we find both appropriations and interest to go do that in advance of a coming election cycle. And actually, that's a

00:35:42best practice for us. We should often as departments going look at what our future needs MAY be so that we can go in procure those services and have the instruments ready to go in an emergency or if it's urgent and necessary because

00:35:55the procurement contract process can be a six-month process for thinking in advance of what we might need. And we have a vendor ready to go when this body or when department with its own

00:36:07resources finds in need, that might be urgent or emergent, they can actually have a vehicle to go do it again. This one was done properly in the sense that we were able to select a local vendor through a competitive process because

00:36:21we have the time to do it. Okay. GOD. So in next report, i think could be helpful to now. How much of the contract was utilized cause? It is a little surprising. We don't

00:36:33know about what polling went glad there was none for $244,000. The second question is And then I know this country because I was involved

00:36:45in approving the budget. Allotment towards it is on page. 28, there's a Laurel safety Ambassador Grant from DECEMBER first 2024. For

00:36:58$200,000 and that's the only lda investor program funding it. See here. I know that was passed in the Certain there was resolution approving at afterwards as well. That came

00:37:14from wd. But I don't see the amounts that we're giving in 2023 as well as in 2025. And no, they haven't got their proven. Not for 2026. Yet. But

00:37:26why is one here and others not. And if you need the wta answer the question I would still appreciate that by email or something. But I know there's been multiple approvals, only one is listed

00:37:42here. I can that. It's possible that a contract authority have has been approved. But the contract has yet to be executed. So that's possible. I would defer to wto. We can follow up an e-mail just to confirm. I can

00:37:55assure you that contract was executed in 2 because I met and seen the safety investors. They got paid retroactively, but 4 my 4 years of being here so far, almost there have been 3 or 4 contracts and only ones

00:38:10listed here and they absolutely were executed. We saw them. We know money was eventually spent time. And I do want to share. So we are pulling data from 2 different sources. So if the contract is

00:38:24executed, leveraging the work order portal. It's possible that it's not reporting at Oracle because a purchase order has yet to be executed. So contract purchase order is subsequent to an execution of a contract. So that's possible. But we will

00:38:38definitely follow up. Thank you. And my last question is played broader trends. It seems like spending has from this. The minister's authority

00:38:54is gone But can you explain why the number was close to 24 million in both. 23. 24 24. 25 that drop down to about half of that in. 25 26. It could be based on the

00:39:06department's Perhaps they don't have allocated funding to support professional service agreements. It could be that projects have concluded it could be for a variety of reasons. In the

00:39:19next report we could survey the departments in advance and provide some information as it relates to the dollar amounts be reported out. To the chair for clarity and we'll

00:39:33definitely follow Pwd if you as a body approved the resolution with Grant authority, it wouldn't show up here because it's not under the city of industry's authority. So that's not the mechanism that was used. So maybe that this bid was done

00:39:46via a resolution or a grand authority as a component of a broader one. I do know some of the direct allocation grant agreements we took is in a big red zone for things like 89 are and maybe Laura was captured there. So if you

00:39:59approved it in block, is it Grant Authority a grant agreement or through another mechanism as as a council body. It wouldn't show up as a city administrator authority body MAY just be that that is

00:40:13the only allocation 2 that did that was done with the city administrator authority. But the others were done be another mechanism. But we'll follow up and get you work with the other allocations are. Appreciate it. Because just looking through this, there's things that I

00:40:26recognize that council has proved. So I'm like is this above and beyond that and it's not this is this the one I have the most personal it involvement and grant. But I

00:40:38don't know. What is approved from council versus what is approved from the city administrator on their own. And there's there's many other items as well that I'm like this came to council. So. Yeah, and then several, of

00:40:52course, that event. But I will we can move on unless County colleagues in other comments to public speakers. Calling in the name that signed up to speak on item number 3 in no particular order. You can come up to the podium state. Your

00:41:05name for the record before you begin. Kevin, Dolly Blair, big men and societal of Allah.

00:41:18Kevin de Le. I'm going just discuss process and not the contents of the report. Council has troubled make tracking annual reports. Fortunately they have something called the pending

00:41:31listed under the pending list. There's annual reports. Good news is this item was listed under annual reports for Finance Committee and it says.

00:41:44That the report was given FEBRUARY 24th 2026. From a little bit confused was report given or not given. Why is it difficult now used to be the pending lists? I could click

00:42:00on the rules agenda and look at the pending lists. I try doing that. Get my phone's, not the best method looking at giant documents, but I couldn't find the pending

00:42:13list. I had to do a search through the pending less time looking at was revised SEPTEMBER 22nd is the date. I think the council needs to do a better job tracking pending

00:42:25lists. And I think that's up to both the rules committee. The chair of the Rules Committee and probably the chair of each individual committee that shouldn't Staff

00:42:38should handle it. But the city Council, we have churn. Different people to elected every 4 years. Council needs a way of tracking items from year to year. The only kept 1,

00:42:552, year. Thanks. And I will just state for the record, not response. Anything them my staff can connect with you. Is called outstanding and there are a number of outstanding

00:43:10items at top of each agenda item, determination of schedule about standing committee items including quarterly and annual reports. Yes, Missus, thank So this is

00:43:23an informational report. And based on that, they is no opportunity for corrective action to be taken by this body relative to any circumstances incorrect

00:43:37information on the for change. So this is just the information report. What upsets me most is the opportunity to present information correctly. So the

00:43:53resolution says that you on a semi annual basis. This report should be given they purposely didn't put that language in Semi-annual report because they want to avoid dealing with what you brought up. This

00:44:07woman shot. When you do that kind of work. It makes me very uncomfortable with the possibility of trusting the report. So within the report,

00:44:25couple concerns. It's no amount given hits. Todd 8, 1, 23. Opd protective, a pow. I don't think you identified $250,000. I don't know that

00:44:38need to go to privacy commission. This militarized equipment. 7 won. 23, 7th St. Louis River Camp always concerned about how you'll give money to some of

00:44:54nonprofits. 7, 3, 23 on call economic consultant. What is that about? Some 5, one. 24 citywide vending service. 1 And you have that again. One

00:45:10dollar a citywide services support with for Public-private partnerships. $49,000 special adviser to $89,000. Wb $200,000. You

00:45:34don't say for what? Thank you

00:45:49for your comments. Missile We're becoming I don't time on their thank you. That's 2 minutes. Thank you that we can

00:46:03speak 2 minutes on this item. Hi, everyone play beat I'm traveling to Southeast Asia next week right after the election. So I wanted to stop by here and say hi before get

00:46:16going. I wish there was the zoo meetings here earlier this month. I'm really sorry. I wasn't. Is not there. So, but I just want to be around whatever guys have been

00:46:29working on fall and this ties directly into the upcoming election process about how are you going to Augusta feature strong mayor issues and and

00:46:42I'd be a coordinator and I imagine this item has been brought here Rome of that thinking of that. How you're going to be developing better organizational skills here.

00:46:54And this is a way to do it. I'm fearful still that this is just kind evolved out of the and that San Diego, one from current. I mean, they just got down to the bare facts and

00:47:07rehired office, an officer of aisle shuns services coordinator. It's called ceo chief operating operations. Officer. It coordinates all

00:47:22the organizes city government practices in the strong mayor system. You guys are going to be relying on the to do this and it's going to be a approach and you're going to have to be trusting each other. And what Kevin

00:47:36mentioned, council has to take these reports and the organizing more clearly have to do a organization between yourselves. A co author is a

00:47:48bit more street organization leadership and how to address this in a future that you may have to rely on and how you vote. If you prove the I pay ball where problems like thank you. Thank you for your comments. Sure. That includes all speakers on this item.

00:48:04Thank you. It to the department is a request to receive and file. The parliamentarian is advising that they should be forwarded

00:48:19to the full Council. I will make a motion to forward this to the full council letter next regular meeting. Second. Thank you. We have a motion made by that round and second by council member Brown to

00:48:32receive in for this item to the NOVEMBER 10 Special City Council agenda. Unroll councilmembers, brown on her. I long. I and Jeremy Johnson,

00:48:45I thank you. Motion passes with 4. I support this to the NOVEMBER 10 Special City Council agenda into the maker. The motion is on consent content. Thank you on consent.

00:48:57Now reading in item number 4. Receive an informational report on city wife stopping from the city administrator regarding citywide vacancy rates and status of or and status as of SEPTEMBER 15, 2026. Budgeted vacancy rate

00:49:12for fiscal year 2026. 27. The vacancy rates of regional, local public entities, recruitment, outreach and community engagement and the analysis of the city workforce and recruitment conditions. And there are 3 speakers that signed up to speak on this

00:49:31item. Good morning chair and committee members. My name Elaine Reyes and the supervising personnel operations analyst in the Employment Operation Services Division, formerly known at the Recruiting classification division of the Human

00:49:46Resources Management today provide an overview of the citywide staffing report. As of SEPTEMBER 15th 2026. Over the past several years, a turnaround has prepared report

00:49:59analyzing vacancies across the departments and examining kyiv's capping factors including recruitment improvement employee retention and workforce tenure. Today's presentation will review keep findings from the report, including a comparison with

00:50:11the FEBRUARY 2026. Report to show how they can see that this had changed and outline a terms ongoing efforts to support recruitment and health departments address Beacon Seas. Before reviewing the I'd like to clarify how a vacancy is to fight for the purpose of

00:50:28this report. For this report. They can see there are defined as not encumbered and unfrozen positions. Not encumbered positions are available to be filled and are not being used for another stocking purpose. Encumbered positions on the

00:50:41other hand are not available to be killed because they are being used for overtime. Temporary stop being under fills or act and assignments. And frozen positions are budgeted positions that are not currently available to be

00:50:55filled. This is a snapshot of the vacancy status of all vacant positions as of

00:51:12SEPTEMBER. 15th.

00:51:36Just keep going. Okay of the total vacancies. 0.1% is on hold down from one percent in FEBRUARY 23% have been eligible list available, but a requisition has not been

00:51:50submitted. This is up from 14%. This means it's created ineligible list which contains candidates who have qualified for the recruitment process and are available for consideration. However, the department has not yet submitted direct position to

00:52:04begin the hiring process. In response to concerns raised in the last report about eligible list expiring before use in JUNE. Hr an extended the list expiration dates to give departments more time to vacancies as of SEPTEMBER

00:52:1815th, there were 306 active eligible list available for use. About 24%. Do not have a requisition submitted by a department down from 36%. Without a submitted requisition. The process to

00:52:30fill these vacancies cannot move forward. Combined. These categories account for forty-seven 0.2% or 368 vacancies with no recruitment activity. That's down from 431

00:52:43or 51%. In FEBRUARY, a decrease of 63 vacancies. About 25% of the total vacancies are currently in the hiring process to be filled. Departments either in the interview process or have

00:52:56identified a candidate. This is up from 23% in FEBRUARY. Hr is currently working to fill about 23% of the total vacancies. This is an increase from 20% last reported

00:53:09FEBRUARY. This includes by percent pending hr analysts assignment 12% in active recruitment and about 6% related to class specifications and title

00:53:23changes. Just catch here. There've been several stopping updates in the ios division since FEBRUARY 7 employees resigned from to pursue opportunities outside of the city and others to accept promotional opportunities within the city. During the same period, the Division

00:53:36Onboarded 8 new employees. Additionally since SEPTEMBER 15th, one principal hr analyst has resigned and left the city and one assist the nature and with been hired. The team has adjusted work, clothes and

00:53:48redistributed assignments to maintain recruitment in classification services. As of SEPTEMBER 15th, the city's vacancy rate decreased from 19.69% in FEBRUARY to 17.89% a

00:54:03reduction of 1.8 percentage points during this period total at full-time equivalent fte positions which includes both full-time and part-time positions increased by approximately 30 while they concede it decreased by about

00:54:1871. With that context, let's look at how these figures compare with historical data. This chart shows the historical vacancy rate since OCTOBER 2021. Over the last 5 years, the vacancy rate has

00:54:30fluctuated at 17.89% The SEPTEMBER rate is the lowest among the reporting period shown slightly below the previous low of 17.94% in APRIL of 2025. The vacancy data with allies in several

00:54:44ways, including by department. The next couple of slides breakdown vacancy rates for each department along with the Delta showing the change since the FEBRUARY report. Red figures indicate departments

00:54:57were vacancy. Rates increased. One thing to keep in mind is that some departments had positions added to their budgets, which MAY have contributed to an increase in their vacancy rates. For example, the city auditor's office added 4 fte increasing

00:55:13its stopping level to 12 with 4 vacancies. It's rate rose to 33% up from 11% in FEBRUARY. This illustrates how adding positions to department's budget can affect if they can see rate. Additionally, the Department of Race and Equity

00:55:25added one fte that remains unfilled increasing its total positions from 3 to 4 and bringing its vacancy rate to 25%. Because this is the small department. Even one additional vacancy can have a significant impact on its

00:55:40vacancy rate. This table shows the vacancy rate for each of the 6 unions with which the city has a memorandum of understanding or Emily, Ibew has the highest vacancy rate

00:55:52at 33%. However, as the previous example, the increase in budgeted positions from 17 to 21 Fte contributed to the higher rate. Local 21 has the highest number of vacancies. However, this is down from 350

00:56:07in FEBRUARY. Within each Emma, you for each union. There MAY be multiple bargaining units. This table shows the 8 bargaining unit with the vacancy rate of 20% or higher. We reviewed 5 years of data

00:56:19for these bargaining unit that had at least one active. They can this table shows the number of applications received and the average time to hire across 2 stages. To ensure accurate. Time to hire

00:56:31reporting only recruitment with complete data for both stages were included. To rem is responsible for stage one which begins when a job announcement is posted in and when an eligible list is created goal is to complete

00:56:46the stage within 120 days. Hiring departments are responsible for stage 2, which begins when a candidate is referred and ends when a higher as me terms goal is for hiring departments to complete the stage within 60 days. For more information on the hiring

00:57:00workflow, attachment b of the report illustrates the complete hiring process, including both stages. He steps and transfer responsibility between steps. Looking at preparations over the past 10 years will separations declined from 380

00:57:16and fy. 24 25 2, 3.22 Fy 20 by. 26. A decrease of approximately 15%. This decline was reflected at all across all categories resignations, retirement and

00:57:29other separations. This table shown here some right. That's all for the white employee move in across the skull years since Fy. 23, 24, including position changes such as transfers and promotions. New

00:57:42hires and employee separations during this period. The city recorded 1693 new hires and 1697 separations resulting in a net difference of 4 or more. I'm sorry for more separations

00:57:55that hires. A trend continues its efforts to fill vacant positions. These figures highlight the ongoing challenge, maintaining workforce levels. We collected updated vacancy rate data from our regional compared to

00:58:08jurisdiction since FEBRUARY opens vacancy rate has remained most comparable to those of Hayward and Richmond. In summary continues to strengthen hiring and retention through the following efforts. Expand

00:58:21recruitment outreach through career fairs and community events to increase awareness of city, job opportunities and reach a broader pool of applicants. Increase the visibility accessibility of city careers through the

00:58:33city's website and social media platforms helping candidates navigate job opportunities and the recruitment process. Support internal career growth through initiatives such as the coached interviews program to prepare employees for

00:58:47promotional opportunities and strengthen onboarding with the return of in-person new employee orientation in 2027 to provide a solid foundation to the city's culture values, mission and development opportunities together. These

00:58:59efforts Trump's commitment to building a qualified 4003th promoting career growth and supporting the city's long-term staffing and retention needs. This concludes the presentation. And at this time, I'd like to

00:59:12open it up questions. Thank you. We will go to Councilmember Unger Thanks for their And correct understand that we established a separate sort of carve out hiring for

00:59:25public safety to prioritize public safety, correct? Our recruitment team has a public safety team. And how is that going? We build our very last assistant, a journalist to

00:59:37join that team Monday. He's been a great and for other positions. How do we prioritize what rises to the

00:59:51top of your list to work The money through the chair. Amber Little hr manager. It's a combination of working with the departments to identify their priorities as well as looking at the impact citywide the consequence of not filling

01:00:06those positions. So there's no formal ranking you decided with the departments we work with the department and they give us their priorities. And I see him. Every department thinks that there position is the most important one. So how

01:00:18do you determine between that? So my analysts are divided between the different departments and we focus on that needs of each of those departments. Okay. And what would you say are the largest hurdles to hiring right now. I

01:00:31mean, last time we talked, I think you said that. A lot of paperwork got stuck within the departments and that you're going to. To get people together and try that. Figure out how to serve out black vote. Has that been

01:00:46successful? Yes, and no. And we have definitely been increasing our meetings with our department. We have staff to additional positions within our division. But obviously, when you bring in the people, you have to train them. So there's a learning curve with

01:01:00all of the new hires. But we have been increasing the meetings with the department's explaining the process. We do requisition cleanup so that we can identify what is pending. What is a real requisition? What isn't? We don't have the

01:01:13best tracking system and so utilizing everything that we have. We meet with those departments to understand what their true priorities are. So what would you say is your biggest roadblock now that swift hiring? Departmental hiring process and getting

01:01:26those candidates in. It takes quite a long time when there's one position we get for referrals and the department MAY go through those very, very fast. And so it's just a long, drawn out process. You have ideas for a speed that

01:01:41up. Extended certification rules is one way to that again, expanded certification rules, plant. So currently, if there's one position you get for referrals or 4 ranks

01:01:53should take. So if they don't hire anybody in those first 4, then they go. And they asked for 4 more. And it's a process like that have to do for time. And if those 4 candidates don't respond, they're not interested in the job or they're not selected. It can

01:02:06take weeks to make a hire. So you think extend that 8 or 10 in the initial round with the helpful? I What do you need to make that happen? Is that something we have to do this and you can just sort of sign off on. It's it's a civil

01:02:19service rules as well as agreement with the millions and is that are those discussions with the labor groups and process? Thank you.

01:02:32Thank you. Councilmember Thank you to the First, I just want to appreciate how thorough these reports always are. And I know sometimes always look great, but I think it's better to be transparent. So I just

01:02:46to want to note that. I one thing I wanted to just hone in on is the hr hiring if I recall correctly, last time the hr department was at 8.44%

01:02:59vacancy rate. Now we're at 34%. So we are seeing progress, which is good. At the same time. What I recall when we spoke last time since I know folks in the community

01:03:12who have an interest in being an hr analysts that you all you said that you actually had all the eatery analysts that you needed. This is why we weren't seen current postings

01:03:25on Gov for those positions. So but then I'm confused when I see Stilley 34% vacancy rate and white. What are the remaining positions that need to be filled times? I don't see those on Gov at least as

01:03:38of a month ago. Since we've last reported, we have posted assistant Inter analyst senior Internet analyst principal hr analysts as well but operations supervisor and

01:03:50operations technician. So we have posted since last time we were here on this occasion principals actually open right now. So if you know anybody interested, please send them our way. We will definitely

01:04:03put that out there and put it on social media put in a newsletter. So that's good. The other thing that I just wanted to flag, it looks like the requisition number that you had flagged last time as

01:04:17being a significant issue has substantially gone down from 300's to one, 80. Why use that? And that's I think good thing. I hope since you left it is a problem. You guys been working on streamlining of the

01:04:31departments made it more of a focus all of the above. We've been working with our departments to make sure that they're getting them in on time. We've also worked with them to cancel things that they no longer need. So this

01:04:44reflects the true number. Now of what they need and communication of the great. Okay, great final question I just have is I noticed that the ibew like the pipeline was the longest, something around

01:04:59287 days. I continue to be concerned around the lack of electricians that we have in the city because just the issues around repairing or street lights, things like that. Why is there so

01:05:11particularly long? So that number is actually attributed to one recruitment process. It was for the electricians and the biggest hurdle there was securing assessors administer the exam. So for the process

01:05:24we do utilize assessors from external agencies and being able to coordinate in conjunction with the weather. Panel to serve as a Raiders took a pass the time. Okay. I see excesses for like this. So the yes. Okay. Interesting.

01:05:39Okay. Thank you. Thank you. Have a couple of questions the same questions that I ask every time this report comes

01:05:53forward. If we have over 700 vacancies, why are there only 34 on our city website? And I know this number vastly check almost every day because I'm curious what positions are up. I understand that you're doing a lot more to start to chip

01:06:06away at this. They can see rate, but why are more positions not advertise that because the numbers really between 28 35 any given day on the website. So one eligible

01:06:20list can be used to fill multiple positions and it has one thing goes live. Another thing comes off. So it really is. It's not a reflection of what has been opened the entire time since last time we were here. It really is

01:06:32focused on the department needs and being able to prioritize each of the different equipment in order. Thank you. And can you explain a little bit more about? What

01:06:44you're doing to proactively advertises rules in the community. I know there was. First and only career fair that I've seen at City Hall in for mine and my almost 4 years here, which was extremely

01:06:58well, it ended how many more events like that have you planned or what are you doing to reach out to the community to try to recruit for these jobs because, you know, I see,

01:07:10for example, our finance departments, revenue division at fairs and festivals. I see them quite frankly, all over the place. And they're doing an amazing job. I don't see that with hr to try to recruit positions, especially because there's always entry level

01:07:25positions that are whether they're part-time or full-time on this list as well. So Elaine is looking at the number for us. But since the last time we spoke, we have been prioritizing

01:07:37career fairs. We actually designated to people within our division to or to court the fares. There's been some leaks when we did 3 ended one week. So we really have been

01:07:52out there a lot more. And like I said, we have dedicated people to be coordinators of those events. Now. How many more at City Hall or planning cause? My understanding was in

01:08:05years prior there were more events at City Hall at the hr You have beautiful facilities that but I don't see anyone there when when I think that given the number of vacancies there should be, how many more

01:08:17are you planning in city Hall or in your hr offices. We don't currently have one plant. Will it be great to see that? Because that has been in past practice in this city years ago and given how many

01:08:30people came out to the one earlier this year, it seems like there be a lot of means cause and Excellent. Thank you so much. First off, I just

01:08:42wanted to say thank you so much for report. Was super comprehensive. I all the data and the numbers were very helpful. But I guess just who I do want to make sure that.

01:08:56That I'm thankful for, you know, the hr team because I have reached out a couple times with various events that I've been having across the city where we we hosted an lgbtq+ a job fair. You all

01:09:08were present we had over 100 people turn out and then a couple other events, you know, specifically the one bringing city on the east, Oakland on the hr team was there as well.

01:09:20And so I just really wanted to applaud those efforts and that you you all you all have been saying, yes, a lot. I appreciate that. And I know that the role is is it's not

01:09:35easy. So questions that I I guess is on Page 2 of the report. And this is just out of We're looking at the Phil positions in like the Department of Transportation

01:09:48and Finance Like are these numbers, representative of the shift and change that was made in the finance department like some of the dot staff transitioning into finance

01:10:01just was curious about those numbers. I would say likely, but I would have to dive into each of the position to know for sure. Okay. I I am curious about that because going to say, wow, finance has a lot of

01:10:14staff. And so just trying to see what you know is are those numbers actually accurate? So would love some follow-up on that. Just out of my curiosity. And then, you know, the other question, I am not

01:10:26finding it exactly what page it was. But when I was reading over a couple days ago, I I've curious about when, you know the tests that are so you have applicants that apply from

01:10:41what I've heard is that, you know, for some positions you can get, you know, over 60 applicants. But by the time they actually make it to the department's, you know, some departments MAY potentially

01:10:54only end up getting 4, you know, applicants that qualified. And so so that's kind of a two-part question. One, you know, when was the last time we'd like updated

01:11:07like these exams and tests that, you know, folks have to go through and then are we actually tracking like Who is it like? Is it automated

01:11:20system that disqualifies applicants are we tracking how? Maybe consistently that

01:11:34number like decreases. Yes, chair. So every application is reviewed by us. We look at every single application submitted their attachment to review for the minimum qualifications. And yes, there

01:11:48is drop-offs along the way. So between when somebody applies versus when the test takes place versus who passes and who doesn't. So there is an expectation that the number would diminish over time. But

01:12:00as far as once they are sent to the department, sometimes department is sometimes individual isn't interested in working in a certain department. And so they might not respond when the department reaches out. So one

01:12:12thing that we've done since last time is we actually give candidates the ability to say what departments are interested in because each candidate gets for referrals off of ineligible list. And so this gives opportunity

01:12:25essentially not to waste their referral if they know they don't want to work in a certain department, we don't have to send that name to the department. So it speeds up the hiring process for the department, but it also allows the candidates remain on the eligible U.S. Longer to be

01:12:38considered for positions that are interested And then I guess I am just really carries about the minimum qualifications. Do we do have a percentage of how applicants

01:12:51are not meeting? Minimum qualifications. I don't. But that is that we could get. Yeah, because I guess like some of the feedback that I've received is you know, for some of these positions, you could

01:13:04we start with a really large number. And then by the time it makes it to the apartment, they only have a couple applicants to consider. Yeah. And one of the things that we're working on is enough, publication make sure that we

01:13:18don't have any artificial barriers. So that is a huge lift on our team because we actually look at everything a classification before you even start the recruitment process to make sure that we're living anything that MAY be an artificial barrier. Excellent.

01:13:33And you have a time frame that update to get that data yet. We'll just in general, you know, going through and making sure the minimum minimum qualifications are aligned in. So if we do that at the start of every recruitment process, so it's tied to the

01:13:45recruitment. Okay. Awesome. Sounds good. Thank It take public speakers. Calling the names of signed up to speak on item for us. Not all of all a player Beekman and Kevin

01:14:10Dolly. So of I'm every time I'm here. I'm basically concerned about well-being of fundamental lack Americans. I the the circumstances of proposition 209, you do not

01:14:25have the ability to hire based on race, gender nationality. So you can't take up the cause, making sure that we on the black Americans being hired in this city. You can

01:14:40provide the day to and you can provide the data of people, though, still working at home because understand you still have. That's the thing component. Understand that you only 32% of your city employees live in Oakland.

01:14:54That's a good thing you look at when you're looking at staffing, how many people live in the city and how many do not. And in the case of police department, you cannot mandate a certain percentage or any percentage of your employees

01:15:10have to live in Oakland. You also required by Thank employees. All citizens are in the city legally. And you are

01:15:22sanctuary city on certain things related to the status of individual side. If you ignoring that. All you following the mandate, the federal mandate in the state

01:15:35mandate that you have to since and here legally. I'm also concerned about the fact when you do have an opportunity to look at each department

01:15:51whether that department heads fully staffed and is only one department fully staff. And that's mayor's staff. And the departments that have the the need for more staffing. Lisa

01:16:06Mommy is the council. The city attorney's office, informational tech. This funny how Upham administration you

01:16:25getting your staffing. Kevin de Le, thanks for the report and the good news. Looks like things are moving in the right direction. Of course, I'm

01:16:37excited that there's. Parking enforcement hiring going on. Some people are probably less excited by that. But it will include I think the person is being hired any day now, a dispatch person so that when I

01:16:55call after. 6 years or so. When I called in report someone is walking part sidewalk blocking it. Or part on a sidewalk blocking a crosswalk that people actually

01:17:08dispatched someone to take And that staff will help with consent decree. One thing that was mentioned in the past report. Don't know if there's a way of making this better

01:17:26that when are. Rent out time, they send email to the part to the department to warn them. But I wonder if it's worth doing a follow-up, even a phone call if you know, there's a long list of people

01:17:40and possibly the email slip through the cracks because some of these people are also cutting email from me. You and everyone else When you will.

01:17:53Wow. List to expire means you have to start all over And that can delay hiring for months. But if the hiring department can extend the deadline for the list that. That will help them to hire if

01:18:08they're in the process. And yeah, we complain the departments but great. If charred works the little bit stronger on double check. And you really wanted to list to

01:18:33expire. We're Ben. I was living in San Jose for the past 10 years working around the Bay Area. Tech accountability steps aren't coming here a lot. And I moved down to San Diego to do the same work for the past 3 years. I've watching your more

01:18:46recent public meetings has been love life. We care. You know, plan and thank you. It's been great be around that and to see that. This item, the

01:18:59previous item talk chalks nicely about organizational ideas that are needed for Oakland right now and what you're going to do with chair of ip it a position this item

01:19:14when you're talking about procurement and you're talking about plan you know, and what

01:19:26We're trying to do. I think procurement the love life philosophy and the work I with tech accountability can go a long way with the cure. Mont and possibly with this item, you know, to have a set of good organizational ideals.

01:19:40You've been talking a lot in hiring practices to end what is Health health issues and retirement plans for city of

01:19:53Oakland workers. And I think that's an overall about philosophy. I think you have to have the argue, isn't that people we have one come Oakland and feel more comfortable if they have those

01:20:07sort of fullbacks I nda goes in the same place, doing the same thing. San Diego in Oakland the 2 largest cities in California and have very look very large campuses. And that's this is how you're

01:20:19trying to adjust deficit issues. But it's I think quite a bit of the wrong approach. And you could workers salaries by 25 bucks a month and that can be a good budget savings

01:20:35as well. My regular speed. Thank you for your comments. Sure. That includes all speakers on this item. All right. I'll entertain a

01:20:47motion. So moved to going consent is that we're hoping for. Receive and file ursin file here. Okay. Thank you. We have a motion made by

01:21:00councilmember under seconded by Councilmember Wang to receive and file this informational report in committee on role Councilmembers Brown. I Unger I long I and chair child and I

01:21:12thank you. Item number 4 passes with 4 eyes to receive and file this information report in committee reading an item 5 adopt a resolution authorizing the city administrator to enter into co-operative contract agreement with government jobs

01:21:26dot Com Inc dba neoga for human resources. Informational systems. Subscription service is for an initial 3 year period from JULY. First 2026 through JUNE, 30th 20 20th

01:21:40with 3, 1, year extension options. Subject to the availability in the term of source. Contract number 0, 3, 0, or 2, 5 dash pd ms for a maximum total of 6 years. An

01:21:55amount not to exceed 3 million, 674,817 dollars and $0.80 And we have 3 speakers on this item. Good morning chair and committee members, Amber Light on human resources

01:22:07manager overseen implement Operation Services Division. I'm here to present on the item authorizing the city to enter into a popular contract agreement with Neil Gov. For try and subscription services.

01:22:20This item was previously scheduled for consideration by the Finance and Management Committee. But it was pulled to allow staff to pursue different cooperative contracts with more favorable pricing. We sent updated to report to reflect the revised

01:22:34agreement and cost the city has usually of the for more than 15 years. The platform supports qi hr functions, including recruitment applicant tracking onboarding training performance management. It's also integrated with the city's

01:22:47Oracle system. So continuing with that allows us to maintain our existing systems and workflows lovely in the cost an operational disruption associated with replacing this platform. Agreement also includes 2 additional modules funded through the Mid Cycle

01:23:01Budget which are attracted to strengthen candidate engagement and talent. Pipelines as well as vetted to centralize background investigations, particularly for our publics, public safety

01:23:13recruitment. We propose of teen in the services through a source will contract which was compared competitively bid unsolicited. Agreement covers an initial 3 year term through JUNE of 2029. With 3

01:23:27additional one-year extension options. The initial three-year contract is approximately 1.6, 7 million with a maximum 6 out of approximately 3.6, 7 million.

01:23:40If all extensions are exercised funding. This provided funding is provided through the department's Internal Services fund subject to future budget approvals. Overall, this agreement allows the city to maintain essential hr technology implement additional recruitment in back

01:23:52a station tools into care, more favorable pricing. Staff recommends adopting a resolution and I'm happy to answer any questions. Thank you, colleagues. Can you can

01:24:06move to public. Speaking Calling in the need send it to speak on item 5 Mississauga of Allah Blair Beekman and Kevin Dolly. Okay. So this contract

01:24:21supposed to start JULY first. We're not hope. So. If you have a contract for JULY first beginning to of 2026, why couldn't you stay get it in

01:24:34time to have the contract prove be full. The beginning of the contract. And this is about the 3rd of seen this on your agenda. All y'all looking

01:24:47down. This is serious. You can't legally do that. I don't know why you have a city attorney sitting here when you can approve a contract. What a day. So you could. Maybe you can pre approve it. I don't know. Do so many things. 9

01:25:00languages. He you claim that. This contract will maintain talented in a diverse workforce. That's a lot. You cannot. You don't have the

01:25:13ability to maintain maybe talent, but you cannot maintain a diverse workforce. We'll speak particular when you say diversity has to do with women. Got 600,000 black women who have lost their jobs

01:25:26in this country to new jobs. You can help us. Black women. So I'm sick and tired of these reports with all of glorifying what we gone too, when you

01:25:43know, you can't do it. So you also have with 3 one-year extensions options. What we all do this now you're doing it all the time. If you wanted for 6 years, put in for 6

01:25:58years. And validate why he wanted extensions mean, does this mean you don't have to come back to council? Because I don't see that language.

01:26:12There's also language about ethnicity in this have time to go into it out. Going to another time because thoroughly considered feels

01:26:30about race and ethnicity. All right. Thank you. We're Ben. I'll try to for. I had to get going San Diego is working on

01:26:42this exact same contact and using the exact same contacted negotiations that you guys so you're in the same space you need to talk to them about things. I thought this this

01:26:55group was a contract that was kind of just standard regular bureaucratic. I don't know if there's any issues going on with this agency and why you're doing these one-year contracts. If there. Is some question about working with this group or not? I don't

01:27:11know that or not, but something clicked in my brain is this was happening. That is there an issue? All about just mentioned Is there no cultural things that need to be better

01:27:23addressed with this group and that. So you're going slow with this group? I don't know. But I just I bring that out here. If there are. They're kind of a standard bear. We're

01:27:35trying to look for a new standard bearer this sort of effort and work good luck with that can be developed and working towards better principle. A group to handle

01:27:48this sort effort. I know we're trying to do that with the flock things right now. And is this called for with this agency? This new go group or whatever they're called to and their bureaucratic procurement process. Good look, but can

01:28:04develop. I'm not that's needed for item, but I thought mention it because it when this was in San Diego, it was something with clicking in my brain thinking that maybe I should. Bring it up here.

01:28:16Thank you. Thank you for your comments. Sure. That concludes all speakers on item by. Thank you concert event. Excellent. Thank you so much for the report. O'malley had one

01:28:30question actually. So looking at the chart where it has like the middle Tenn s prof tuning and then like an online tests are those new services that

01:28:43we're adding on to this? Services that we've already had in place, and is that in alignment with the other question that I was asking around like? Or is this more related to like the trainings

01:28:56that are done through new the oga? So those are the platforms that allow us to do the multiple choice exams on the computer versus having to

01:29:08hands again. Trump's okay. Got you. Sounds make a motion to move this item to the full City Council. Thank you. We have a motion made by council member Brown seconded by

01:29:22councilmember under So it appears that conditions of staff and support this item to the NOVEMBER 10th Special City Council agenda on row Councilmembers. Brown. I wonder I long I share Ramachandran. I thank you.

01:29:37Motion passes with 4 eyes too. For this item to the NOVEMBER 10 City Council agenda on consent, reading in item number 6. Adopt a resolution authorizing the city

01:29:50administrator or does it need to enter into a professional services agreement with Baker, Tilly Advisory Group lp to provide procurement purchasing and contracting hanzman implementation services in an

01:30:03amount not to exceed $249,000 and wave the city's competitive request for proposal qualification requirements communities Code Section 2.0 4 0, 5 point beat and the local, small, local business enterprise

01:30:16requirements. And we have 3 ce because on this item. Thank you. Good afternoon or good morning chair members of the Finance and management committee, members of the

01:30:28public. My name is Brittany Hines, assistant to the finance director. Before you today is a resolution requesting professional services agreement with Baker Tilly. This is the city and implementing recommendations

01:30:42from the 2024 purchasing and contracting review report. As a bit of background. The city previously in case for Baker, Tilly who provided evaluation

01:30:54of purchasing and contracting practices with a focus on improving improving efficiency, strengthening accountability contracting equity. And this has meant resulted in 24 recommendations

01:31:09across 3 primary areas. Those areas include policies, procedures, organizational structure, as well as contracting equity. Now, the report found that the city is purchasing and contracting requirements are quite complex, frankly, and spread

01:31:23across multiple departments and often are difficult for both staff and vendors alike to navigate it. So specific recommendations include modernizing purchasing policies to today's standards. It also streamlining

01:31:35contracting requirements and improving cross departmental coordination, a centralized tracking database and also strengthening staff training. Important aspect of component

01:31:47of this work is the contracting equity. The report found that many of our existing requirements, although well intentioned can unintentionally create barriers for small and local businesses. The recommendations include

01:32:01simple, flat contracting requirements, which aim to increase participation in the city's local and small local business in a price and expand supplier, diversity. To my knowledge, Department of Workforce and unemployment and

01:32:14currently working on this effort alongside our purchasing division as they roll out a new software called And the goal is that we have small businesses are in

01:32:28Oakland, but they have not yet been certified as local and small, local punish business enterprises. And the current contracting and purchasing teams have worked diligently with the it is interesting

01:32:41policies and staffing levels. In our available resources. But many of the challenges identified in this report are systemic. Our teams have done their best to navigate these requirements while supporting city departments and maintain compliance but are excited and

01:32:54ready to implement these improvements as well as rolling out the new contract software as well. But technology alone will not allow for us to resolve our broader challenges identified

01:33:08in this assessment and the critical need to improve our policies, procedures and organizational coordination and overall contract and what Florida still really necessary. The proposed agreement intended to help

01:33:21move the recommendations into implementations rather than just a recommendations on paper. Our Baker Tilly will provide technical expertise and support as we evaluate I make necessary changes to improve the city's purchasing

01:33:34and contracting processes. And this is a direct alignment with a strategic action plan. And we're really excited about rolling out this next phase. Ultimately, our objective is to reduce unnecessary administrative delays, improve consistency and accountability

01:33:47and expand contracting opportunities for businesses. Well continue to support our staff and be responsible for carrying out this work with that staff respectfully request the committee forces

01:34:02item to the full City council with a recommendation for approval. If you have any questions, I'm happy to answer those as well as and ministry to for the procurement contracts that division. Thank

01:34:16Comes another one. I don't question just thank you so much for your work on this. Yeah, I I think my main thing which you just answered is how removing this into implementation. But that is the exact purpose of this. So

01:34:28thank you. That's great. Great. We can move to public speaking. Calling in the signed up to speak on item 6 de La Bala Kevin DeLeon.

01:34:44Beekman. Of course, this is excellent way to move forward with the improving your city is purchasing contracting process. It's very important that in the final analysis,

01:34:58the fiscal impact statement will be given is going to be a cost. Of course, and whether we can facilitate implementation based on that

01:35:11cost factor. We will this include the city administration's ability to spend up to $250,000 will then be evaluated related to purchasing and contracting

01:35:24that process. Lastly. Would you be able to include equity along the lines of race equity. I'm going to fix a question because the equity that you discussed in the report has to do with local in

01:35:40small business equity. Will you have to include not only cost, but will report. Allow for increased staffing in any areas to facilitate these

01:35:56improvements. Do have some time. Yeah, I got to go back to insanity. That thing, you on because the last thing you

01:36:08will on you had a breakdown. Supposedly ethnicity, black is not. This is the black race. African-americans, isn't it? City? A new report. But if you're going to have black and

01:36:20all the ethnicity groups in black, that would be count beans, that would be Haitians. That would be let let he knows and so forth. I don't know y'all got You got in at last

01:36:34report. White European Caucasian. That was difference doing white in Caucasian.

01:36:55Okay. You're putting people on ethnic group. White is a race. Caucasian is a race. Have Asian, Asian, American and Filipino. Thank you, chair. That concludes all speed sorry. I have MISTER Beekman on soon. MR. Big when you can unmute yourself to begin your

01:37:09comments. All right. Thank you where front thank you. Saw my hand. Really nice to you. And I was just I had to be stepping outside of the separate. Got to be doing to get ready to go. Trip and time

01:37:25just to again remind the I deal with them and how to organize ourselves and Oakland's love life philosophy. Tech accountability it years can

01:37:38in. Concepts CHAIRMAN In process and how we develop our decision making organization.

01:37:56I you're asking us questions at this time. Have a good ideal system in place deal with the place of can look like things like Czech accountability and and all best practices that offers. That's how we develop. Our best became a package, says community. So I just wanted to remind south of those things

01:38:11thanks for your time. Thank you for your comments cheer. That includes all speakers on this item. All right. I will entertain a motion. So moved.

01:38:31Thank you. That's a motion made by councilmember ban seconded by Councilmember Wang to approve the recommendations of staff and support this item. 2, the NOVEMBER 10th Special City Council agenda on row Councilmembers. Brown. I long I and Jeremy Chandran. I thank you. Item 6 passes with 4 eyes to 2 for this item to the NOVEMBER 10 Special City

01:38:45Council agenda on consent. Reading in item number 7, adopt an ordinance authorizing the borrowing of funds and the issuance and sale of remaining general obligation site

01:38:58general obligation, bonds. For measure dd measure kk and measure you and we have 3 speakers on this item. Ramesh, Chandra, excuse me, David

01:39:10Jones with the Treasury bureau before you this morning is an orphan, an ordinance authorizing the burn of funds and the issuance and the sale of the remaining general obligation, bonds for measure the measure k k as well as

01:39:23measure This ordinance is actually going kind of be like a blanket where it's going offer rises, too issue the remainder of the 532 million dollar bounce across all 3

01:39:36measures. But for the speech issuance over the next several years will still be bringing to documents, resolutions and things like that. Our next issue with plan for this

01:39:50MARCH, paramount not to exceed 275 million dollars. And the first reading of particular ordinance we need for this to go to council on DECEMBER. 1st NOVEMBER. 10th is a special

01:40:03meeting and outside counsel is recommended that this go to a regular council meeting and I'm available for any questions. Thank you so to

01:40:20clarify, this is the precursor to all of correct? Understood. Last time around we sold more bonds wise and Lee that anticipated and not to 75. This is the need for the different last time the permit was about 334 Million. Plus,

01:40:33we have to keep in mind that we have time constraints for the tax exempt bonds that, you know, we need to spend those proceeds within 3 years. You know that to be in violation of India particular securities So, you know, you'll see

01:40:49Issuances factually based upon these public works dot as well as housing. Thank you so I

01:41:03have seen the report that there's about 35 million remaining under measure. Dd 32 and a half million under kk for 63 million under eu which is 530 something million. If we're going to go and

01:41:15275 million next year, what's the plan for the to spend on that? But to issue Bonds for the remaining 5.30, right within another year year and a half. Thereabouts once again, it's that it's going to be

01:41:28based upon the needs of the department's how quickly they can spend these particular proceeds and how quickly they can fire up projects that need to be finance Anderson. And for kk specifically since

01:41:42that's the predecessor of you. I'm going assume that all of those are going to be met in this upcoming vanished. We're working on that right now. So when we bring the resolutions to you, you know, we'll see, you know, the breakout. This

01:41:54particular ordinance is basically act exactly, which is just said it's a precursor to what's going Director Johnson to give you a little bit of anticipation of what the next several bonding will

01:42:09look like. When we talk about our general obligation, bond measures, there are carve-outs for specific kinds of projects. So the biggest sets are transportation and housing that serve the biggest 2 sets. I fully expect by the time we

01:42:22through the next biennial, we will have exhausted those resources. I think that's pretty clear. Our trajectory that we will have fully allocate those resources within the public works upset. As David mentioned, just now,

01:42:35do have to spend those proceeds within 3 years until we have to have projects that are ready to go for spend within 3 years. And because those measures have specific carve-out for different kinds

01:42:47of projects, you can see one category lag depending on category on availability. Well, the other ones move faster. So as example within the public workspace, I fully expect us to also have allocated are full park set.

01:43:00But I don't expect Frances, to of user fop or is it authorization for police facilities? And so you MAY still have a little bit of authorization hanging out there from it. For example, measure kk even the prior measure related to police

01:43:13facilities. But you might have spent on all of your parks money, all of your transportation money, all of your housing money. And so that would inform what you might forward with in terms of future authorization in the next measures that so it is a little bit parsed out. But I

01:43:26do expect the vast majority of these to be used over the course of the next biennial budget. Kate and completely understand that some categories, Comey using educated faster than others.

01:43:39But if we are to go to voters once again for a future at and next iteration of kk knew it would be ideal to spend kk money first for whatever those

01:43:52projects are allocate 4. So we can show that this has been used spent and we need more. Not just for one department or the other council. That is

01:44:08correct. Come So I think We can then move to public speakers calling him the means that signed up to speak on item 7 misses subtle Apollo Kevin d'allyon Blair Beekman. Go to the border you spent the

01:44:23money. You have to demonstrate that you have spent it in a fair and equitable way. And that's demonstration is currently not being seen. I'll give you example. Who event

01:44:37library? Has been on the books full. We knew we know rebuilding. For over 20 years. And nothing has happened. But

01:44:50you can fund it. You've got the bill done. You don't have access to the parking lot. But you did go. Long, which you'll

01:45:03friends of the Lincoln Recreational center committing to pay for something. And then the city decides out of clear or are we going to pay for it? Some of it. 32 million dollars. That's not fair. It's

01:45:17not a process. Same thing with the parks too. You can read from the parks. And clean them up. But if they're not being

01:45:29used, you have to use money to implement programs that and center size people to come to the polls. We got so many empty Paltz with nothing going on. So just invest in something that nothing is

01:45:42happening. At these parks. Is a waste of money. Then you have prioritization. You identify 8 areas where the money remaining money is going

01:45:55to be use. But no Pacific somehow just generalizations. Is anything being left out? On the measures that are being done to fight here? I am so

01:46:12upset how you pay favoritism. To nonprofits, how you pay favoritism. So certain neighborhoods, you pay favoritism to certain groups in this city. You can't go voters unless you are fair and equitable with distribution of

01:46:33funding. And, you know. Kevin de Le, thank you from moving ahead with selling the bonds. I want to recognize the help the work that Deborah, really has done getting pond sold out

01:46:48about a year ago. Before then we had a year where things were bonds were not sold. Street paving was not happening and people were getting injured and dying. The paving is moving forward. Now

01:47:03with the SEALs and we are getting much as possible. Street safety along with peeping. I'm hoping that. There is a future decision by

01:47:17the Finance Department or city administrator to not sell a year's worth of Bonds. Debt city administrator and Finance Department book come formally

01:47:30too the council to announce a decision to skip Last time it was sort of just not so and not really discussed on why it

01:47:43wasn't being sold. And I know there's reasons is historically, but let's keep it out in the open. If there's a change in decisions are not selling bonds. All right.

01:47:58Thank you for moving forward. Switching to Zoom user Blair, big money can unmute begin your comments. There Very quickly are for a month apart

01:48:13station apart and be right Good Act to speak on how the ponds or use could look with affordable housing ideas that middle income housing doesn't have to be seen. The total

01:48:26enemy as it States it's kind got a good programs to good ideas could look out to considering middle income housing development that can be ok. Course, is always to

01:48:39affordable Absolute. Out how we consider housing issues. I also want to comment on park issue that another mention of San Diego when Trump first

01:48:57took Looks like we lost MISTER Beekman. So chair that speakers on this item. Thank you. I will entertain a motion to move this to the next regular council meeting in DECEMBER.

01:49:15Consent. Yes, I I'd also like to pass along special thanks to former city administrator as you Leon spearheading us through the last issuance last DECEMBER. So her experience

01:49:32was very vital. Particularly transaction look work with their closely on the next issuance for this MARCH as well. Thank you. I will. I will make the motion to move it to the DECEMBER first

01:49:46meeting not content. I will second that. I do have one question I want to ask for we move to the vote. This is just a on the estuary parking measure, Dee Dee, so I was actually wondering what why

01:49:59did we land on 6 million dollars for the bond issuance amount? I notice that. There's 32 million dollars remaining measure. Kk, for example, also has 32 million dollars remaining. But we're issuing 12.7 million. I just wonder

01:50:17because I get questions from Park is in the district that I represent. Questions around like. How are we moving forward with redevelopment? How is this going in? I know some of that has been stalled

01:50:29to just would like to know how that let that Director Johnson weigh in on this. Ok? Through the chair, the country as it relates that kick in. You're occasions there is here

01:50:41effectively at full allocation of all parks There's not while there's additional capacity. Mentioned measures a total isn't on park so that some of the limitation and there are

01:50:54plans for the full utilization of Didi it just because it's not being issued right now. Doesn't mean there isn't a planned item for it. The big thing minister joins mentioned, is we have when we

01:51:07saw them, we have 3 years to spend. So they're still developing a planning process something MAY be actually a high priority thing, but we're not going to issue until we're relatively sure we're ready to go shovels in the ground on spending because of that three-year window. Okay. There

01:51:21MAY be a plan that's very helpful for a second. It. Thank you. Have a motion made by a charge and seconded by Councilmember long to put the recommendations of staff and support this to the DECEMBER.

01:51:351st City Council agenda on non consent on rule councilmembers. Brown. Ger. Long I and 100. Motion passes with 4. I support this item to

01:51:47the DECEMBER for City Council agenda on non consent. Reading in item 8 adopt a resolution authorizing the city administrator to amend the Professional Services agreement. With Roundup

01:52:00Anderson. And associates to extend the agreement term through AUGUST 31st. 2027 and increase the not to exceed amount by $200,000 from.

01:52:13$250,000 to $450,000. The say the Hawkins company to extend 8 agreement term through AUGUST 31st. 2027 and increase the not to exceed amount by

01:52:26$100,000 from $250,000 to $350,000 operative Personal Services dba cps, hr consulting to extend the agreement term through AUGUST

01:52:3931st. 2027 and waving the competitive request for proposal patients and the small local business and a price require program requirement. And there are 3 speakers on this item. Hello chair and committee members,

01:52:53Amber human resources manager. I'm here to present the item requesting approval to extend existing executive recruitment agreement through AUGUST 31st of 2027. Well, a term prepares a new cooperative. So a solicitation for the services

01:53:07these firms provide specialized equipment services for executive senior level and highly specialized senior city positions the contracts are available, citywide and the department's requesting the services paid associated fees

01:53:20from their own budget. The proposed amendment would extend the agreement with Ralph Anderson Associates, the Hawkins company and cps hr. We're also requesting an additional 200,000 in contract authority for Ralph Anderson increasing its total

01:53:36authorization to 450,000 and additional 100,000 for the Hawkins company increasing its total to 350,000 cps. Hr consultant agreement would be extended without additional funding additional contract authority will support current

01:53:49and anticipated recruitment, including but not limited to the city administrator, constitutional policing administrator budget administrator head Start director and Human Services director positions. Plan to issue a new request for

01:54:02proposal by end of this calendar year. The proposed extension will maintain access to these services in the interim. And here to answer any questions. Thank I do not support extending these

01:54:17contracts. I think given how expensive executive recruitment is and and our own budget uncertainty of. In the next budget cycle with these positions even exist anymore. I think there's a lot of

01:54:29uncertainty with. I think there's a lot of unnecessary. Funds going into executive of credit, which is no doubt important, but I think can be done within the existing confines of amount that's been

01:54:42allocated at the end of the day. We know at the end of some of these executive search searches, the city and I'm going with someone that they know and pick from day one. And it almost seems like a formality some time. So my preference would be. And I

01:54:58understand if the committee doesn't agree. Perspective is to not move forward with this and for existing contracts amounts to stay as us. Can some ground great than one.

01:55:11Yeah, I agree. The Senate seems like a really large increase on an already large contract. I think we have. The city administrator jobs open that the others are. I mean,

01:55:24we do have recruitments, but I don't I don't feel like we need this service. Obviously, you know, might. Office is different. But I did, you know, just recruit for position in my office and got

01:55:36220 applications. Of very highly qualified people just by spreading it around various networks without any sort of had hunting from. I don't. This seems like and in our out of money. And I eco councilmember around town and that we are in a lot of flux.

01:55:48We also don't know what's going to happen with measuring enough or doing a larger restructuring of the mayor's office. We MAY need to come back with a different plan after we determine whether

01:56:00we're going to be in a strong mayor situation or not. COUNCILMAN. You know, it's interesting. I was having sort of the same reaction. So thank

01:56:15you, colleagues for speaking One thing I'm just wondering is why we don't do more like internal promotions, like think something I hear sometimes that we bring in outside, folks. We're not

01:56:28doing enough to really promote promotions from within. And when there can be challenges with morale to begin with that. That's really something that we should we should do. And I'm not if we need to headhunter to to really

01:56:41evaluate internal talent and up uplift somebody to to have

01:56:54a department in that manner. So I consider one was at a question. A statement the final Come some of So was very interesting hearing everyone's

01:57:08perspective on this. I guess I just have one question about the contract that has to do for the city administrator recruitment and noting that

01:57:21the agreement expires on. At the beginning of next year. And so do you have any insight into like are we just like is

01:57:36do do we need to ensure that, you know, Ralph Anderson and associates actually gets paid for work. Through the chair. Yes, so we have already done

01:57:48request for proposals for those specific classifications that I listed. And so the one that there's 3 that are currently underway, which would be budget administrator, Headstart director and

01:58:00constitutional policing administrator. These are actually happening today for constitutional policing. And and so, yes, it is to extend those contracts to be able to protective services. Okay.

01:58:14Thank you for that clarity. And then I guess I like more specifically and let me just my notes are wrong, but for the city administrator recruitment. Is that I know

01:58:27that's something that currently, you maybe the office of the mayor's leading. And as I'm looking at, I hear you that, you know, on the constitutional policing and initiator and in that role.

01:58:39But I guess I'm just focusing 100% on like but current work that is taking place for the city administrator recruitment. And if there would be a gap if we didn't

01:58:55like pain pain that yes. So currently we have about $14,000 remaining on the contract. That's because would be insufficient for her act to city administrator recruitment as well as the ones in

01:59:12progress. So I would be colleagues like thoughts on that. And I'll just note through the chair with so the

01:59:24mayor's office was aware that we were bringing this item and in support of the at least the Ralph Anderson increase for to be able to satisfy the upcoming great career months. I didn't invite them to come.

01:59:39Join side. Didn't have to got their behalf. So you're welcome to follow up with them. Separately. And then, of course, you know, depending on measure e e, but we always know when there's a new change in leadership. There often is

01:59:52a change months. The agency directors and so, you know, we always want the best for the city of Oakland and there. Agency director talent and so just invite you to consider making sure we have sufficient

02:00:06capacity to bring in the town. We want to be able to support the city and its needs. Thank you, councilmember. I complete cause yet. And to use a new 14,000 to complete the current. Was the 14,000

02:00:19number. That's what's remaining that's remaining in the fund. Correct? Okay. I would it. Also like us to get the best But I think we need sharpen our pencils and I would invite the mayor's

02:00:32office to come back to us with new proposal for reduced amount. We can move to public speakers. Calling in the name send up to speak on item 8, the societal Apollo Kevin

02:00:50DeLeon Blair Beekman. On green. Job. Measure ease something that is going to weigh in on. For the

02:01:04consideration of hiring that vote and I'm against Measure e e because I the transparency and the accountability will be

02:01:19diminished if current process with you allows me and anybody else who wants to know what's going on. I'm voting against Missouri e I don't think you guys deserve a raise with

02:01:35that, too. The Hance Todd was that on here because I saw the interview at the Start Committee meeting for the individual who's being considered for the job. So that should never be on. You.

02:01:47Is the person who constitutionally well, police in administrator is temporary as that. The person. I don't know. I'm concerned that we've hired human services director and wasn't here, but a month

02:02:03and a half. Maybe 6 weeks. I'm concerned about the somebody else that was hired and in the state here that long so do we have an evaluation of this firms, credibility and doing the work they've done in the past before we continue given

02:02:16the moment. Because I've seen some direction of hiring. If they had anything to do with it. I'm not. I'm not thinking doing a good job. With a responsible for the police chief search. Did they

02:02:30contribute to I don't know. But the most important thing I hope you do not move this forward. Primarily because measure e e is going to be a

02:02:43very determining factor on how go forward with the administrative hiring. Can switch into Zoom user Blair.

02:02:56You can nominate yourself. Thank you for that item. You know, at Oakley has, you know, one of the higher. Budget deficits. Local California

02:03:10cities. I know you're trying to find ways to address budget savings. San Diego has been relying questioning the use high higher up are middle

02:03:23management decisions for all and working a I think just regular management. As as to address everyday every game workers who are more connected

02:03:40with beauty. For you know, a lot of can so this thing. You know, all. I don't know. Are

02:03:58you your complaint? I describe workers. Be moving to take something like a $25. I'm a You know, it's like It's not the greatest. The cost savings, give you like

02:04:134 million year taking. It's a much better system putting health benefits and retirement plans. I think people more willing take a small crack in salary. Compared to that would

02:04:27bring a state to the city. Thank more outbreak Health care plans. I meant. I don't know where you guys are at this time. Where you're at.

02:04:42Back to you. I just when up want to talk the same could be a So thank making comment. Thank you. Thank you for your

02:04:54comments. Sure. That includes all speakers on this item. Thank you have something slide Yes, through the chair and would the committee entertain

02:05:08and extending the contracts, the duration? There's still money left on some of the contracts. And that would address chairperson Brown brought up and to be able to continue the work that it

02:05:26started. Council I'm fine with that. How long do you propose to extend it? And we are going to go out for rfp this year's. So I would like to see it AUGUST of 2027. And then I'd

02:05:38like to bring back off Anderson contracted. So what's what's the costs on extending it? There's no cost. We already have associated. The money do we need an amendment

02:05:53or do that? The motion would include proposed alternative recommendation to amend this resolution as staff just explained. And that alternative recommendation would be 40 to the full Council if the committee votes to do I'm comfortable making a

02:06:09motion. I'm I do. I do. Good morning. Members of the committee, Mary, how hr director, we are wondering because we that too. We understand the council's concerned with the amount. However, we do have to

02:06:22complete the constitutional policing and in a straighter process and also be able to pay our bills to Ralph Anderson, as well get through the city administrator

02:06:35recruitment obviously how the city administrator position will be structure will be determined by the outcome of Measure e e. So we understand that. And so Ralph Anderson standing by to us, is that assistance with that given

02:06:47that the council is uncomfortable with the asked for 200,000 we wonder if there's another amount of the council will be more favorable to so that we can get through these recruitment without incurring bills that we cannot

02:07:00pay. Speaking for myself, I'm not comfortable extending by any amount, but the time frame I'm open to extending to AUGUST 27th. I think that given that the stresses of already gone on and seems like

02:07:12close to 200 k was already spent. There must already be candidates and plenty of capability with your department to select from eligible. Just to clarify, I think the previous contract

02:07:25chair on the Chandra for other recruitments that were incurred during the life of the contract. And so it wasn't just for these projects. And so we I I we contract with these firms to get the authority so that when

02:07:37departments or the city hasn't need to recruit for a specialized position or department headache said read that where where the tentacles of these firms and their expertise are needed. We use them. And comes out department

02:07:53funds. And so the money's already spent on these contracts were not for the recruitment that we just listed off but were for prior recruitments Anderson. Personally, my position has not changed counts and drowned

02:08:05understand I'm happy extend it to the end of AUGUST. What we already have. Is that a motion? Yes. Problem help us. I just want to make sure since

02:08:18either multiple contract awards at the motions clear. So the authority would be to extend for each of the listed professional services agreement extend through

02:08:30AUGUST 31st. 2027 with no increase and any amount and still waving has requested the Ellis Lbe and a competitive process as necessary for that

02:08:43extension. Yes, thank you for that seconded and concerned about I'm sorry. I just I we

02:08:57do that. We have my colleague vital mentioned earlier, we did go out and asked for bids from our existing recruitment firms to help West with the city administrator recruitment. And we did receive went from out Ralph Anderson, which I think the

02:09:12mayor's office has selected and so we are asking for the ability to increase their contract to be able to meet the Costa. That recruitment. You're not saying you only want to increase one of the 3

02:09:27contract. Yes, representative for $75,000 for Ralph Anderson. And that is for which recruitment that is to conduct the city administrator

02:09:40recruitment as well as to finish any lingering items from the constitutional policing recruitment and does that contract with Ralph Anderson touch any other positions to sites. Not currently, but we don't know

02:09:52what what we don't know what the future holds. But these are the ones that are currently on the docket. Tell me what that what you're bringing it down from username, asking for how much we originally asked for

02:10:07$200,000 for around Anderson. And asking for 75. It will be cutting it close. But yes, and what about the other contracts? Those are also so we're ok with not extending authority for the other ones. We were not seeking additional

02:10:21funding for cps. Hr the Hawkins from or excuse me. The Hawkins company has recently been assisting us with the requirements for HeadStart director, but administrator and they are also kind of and also on deck to help us with the Human Services director.

02:10:37Recruitment is necessary. So the total adding new products today was going to increase our expenditure by. 300,300 1000 vendor for out understand. So now instead of 300,000 were going, 75 total.

02:10:51I'm okay with that. So I'd like to. Replace my replacement motion. If you could help me with that. Just to be clear, the motion that I

02:11:09have is to approval as amended to for this to the NOVEMBER NOVEMBER 10th. But the amendment as follows to extend for each of the list of professional services agreement through AUGUST 31st. 2027 with no increase except

02:11:23for $75,000 to route. Anderson an associates. Yes, thank you. So that was. So that was a motion. Substitute motion

02:11:36amended motion. Original motion. But the maker of the withdrew motion in the amended

02:11:49motion before the vote was taken. I don't believe there was a second that motion yet. I did seconded, but I will withdraw my second counts underground second second.

02:12:02Thank you. So we have a motion made by councilmember under second by council member Brown to prove as amended the recommendations, a stop and for this item to the NOVEMBER 10 City Council agenda with amendments previously

02:12:15into record on row Councilmembers. Brown. I long and CHAIRMAN Much 100 now. Thank you. Motion passes with 3 I's one note up or deciding to the NOVEMBER 10 City Council agenda on non consent

02:12:29due to a 3, One of that moving on to open forum. We have 3 members that signed up to Societal Apollo Kevin Talley

02:12:45and Blair Beekman. Kevin Kelly, thanks to the city clerk for pointing out. Yes, if I keep on clicking, I can find the pending west, in fact, to sit right behind her

02:12:59back here. Rarely open. There's still a problem looks like the Finance pending list for annual reports for the.

02:13:12Our contractor toward the report. Does list that it gave to report was given on FEBRUARY 24th this year. But when I looked to the edge and it didn't seem to be their

02:13:24summit. Things slip through the cracks sometimes, but it is worth checking updating that and showing probably that being given today at the

02:13:37Finance Committee try and keep to the year. Wait reports from

02:13:50then on This is a great tax. So that there's an item on the agenda of community. I think it's next committee for the sale of a Garfield Park. For

02:14:05over $500,000. It identifies where the money is going to go. The $500,000 is going to go in the general fund. But according to the public Park Preservation Act of 1971, if you sell park the funds

02:14:19generated from that sale has to be used for the development of comparable park facilities. So I'm not sure if that money can go into the general fund,

02:14:33all it has to be dedicated to park facility. What they call replacement all comparable spending on parks. Thank you for your comment. Switching to Zoom user Blair, you yourself

02:14:46can begin your one minute. I repeat and I hope my zoomed down Thanks a lot the debate a yeah. I'm gonna speak. Just have other means today on

02:15:00Thursday. I'm really sorry. I couldn't hear earlier. It's month by could have been. I have more. And what was feeling to it? Public comment?

02:15:14I'm not so much in favor of upcoming it a major city of Oakland. But want organization. I do want to work the city community. Alex. Best practices, organization,

02:15:27but the future of Oakland. So whatever can probably going to it and I can be lexapro and understanding how you want use And I want work with Good luck It could be developing. I

02:15:42really think that open mean, can go it? The more organized that overall pick in Thank you for the comment. Sure. That includes all speakers on this item. Thank you. The meeting's

02:16:04adjourned.