City of Culver City, California
Agency Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (the “Council”) and the Culver City
Redevelopment Agency (the “Agency”) approve a Tri_Party Professional Services
Agreement with Ms. Kristi Callan for minute transcription services.
BACKGROUND/DISCUSSION:
In September, 2004 a contract was entered into with Ms. Callan for minute
transcription services for the Agency. The contract was in the amount of $10,000
and was approved administratively. The contract funds have now been expended.
It is noted for the Agency’s information that Ms. Callan is currently contracted to
provide transcription services for meetings of the Council and the Cultural Affairs
Commission. Because of both Ms. Callan’s professional product and the desire to
provide a consistent minute format amongst the Council, Agency, and the City’s four
Commissions, staff is recommending approval of a Revised Agreement that will
encompass this expanded scope of work. For these reasons, staff believes that Ms.
Callan is best prepared to continue to provide this service.
The services are proposed to be provided at the existing hourly rate of $30. Funding
for this Tri Party Agreement is proposed as follows:
Meeting Date: 10/06/08 Item Number: J-2
AGENDA ITEM: JOINT ITEM - Approval of a Tri-Party Professional Services
Agreement with Kristi Callan for Minute Transcription Services for Meetings of the
City Council, the Redevelopment Agency, the Cultural Affairs Commission, the
Parks and Recreation Commission, the Planning Commission, and the Civil
Service Commission .
Contact Person/Dept.: Alice Prasad,
Redevelopment and Martin Cole,
Assistant City Manager/City Clerk
Phone Number: (310) 253-5704
(310) 253-6007
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master Notification List
Master E-Mail Notification List (7/16/08) and Kristi Callan (7/14/08)
Department Approval:
Sol Blumenfeld (10/01/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/01/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (10/01/08)
City Manager/Executive Director Approval:
Jerry B. Fulwood (10/01/08) City of Culver City, California
Agency Agenda Item Report
City Council Meetings $25,000
Redevelopment Agency Meetings $25,000
Cultural Affairs Commission Meetings $ 2,500
Parks and Recreation Commission Meetings $ 5,000
Planning Commission Meetings $ 7,500
Civil Service Commission Meetings $ 2,500
Total Not-to-Exceed Amount $67,500
On August 18, 2008 the Council and Agency considered and continued discussion
of this item pending additional information related to how the $25,000 not-to-exceed
amounts were derived. The additional information is provided in the Fiscal Analysis
Section below.
FISCAL ANALYSIS:
For Council meetings, funding for this contract was included in the City’s Adopted FY
2008/2009 Budget in the City Clerk’s Department (10111100.610400 – Consulting
Services). For the Agency, funding for this contract amendment was included in the
fiscal year 2008/09 Administration – Contract Services budget (59190400.619800).
Funding for the Parks and Recreation, Planning, Civil Service, and Cultural Affairs
Commissions are available from already appropriated funds.
Ms. Callan’s transcription services are of benefit to the City and Agency because the
staff time that had been devoted to transcription has been applied to other efforts.
When calculating the $25,000 amount for the City and Agency, staff considered the
following:
• A six hour Council or Agency meeting equates to approximately $500 in
transcription services (6 hour meeting x 3 hours of transcription services per
hour equates to 18 hours at a rate of $28 per hour).
• A year of meetings equates to $18,000 [3 meetings per month (average) x
$500 per meeting x 12 months].
• The additional estimated $7,000 ($25,000 - $18,000) would act as a
contingency for unanticipated or lengthy meetings.
• Because the total contract expenditure was classified as a “not-to-exceed”
amount, any unexpended funds will remain with the City/Agency.
City of Culver City, California
Agency Agenda Item Report
• Each month staff receives an invoice detailing the number of hours the
contractor performs the transcription service and can readily determine if
there are any billing errors that require correction.
In addition to the above estimates, staff also reviewed actual meetings of the City
Council for the period of January 1 through June 30, 2008. During that time period:
• The City Council met 30 times
• The average time for all meetings (not including closed sessions) was 4.5
hours
• The total meeting time for that six month period was 130.5 hours
Applying the above actual data to a full year period yields approximately 783 hours
of time devoted to minute transcription. At an hourly rate of $30, that yields a cost of
$23,490.
ATTACHMENT:
None.
MOTION:
That the City Council and Redevelopment Agency:
1. Approve a Tri Party professional services agreement with Ms. Kristi Callan for
minute transcription services in an amount not to exceed $67,500; and,
2. Authorize the City Attorney and Agency General Counsel to review/prepare
the necessary documents; and,
3. Authorize the City Manager/Executive Director to execute such documents on
behalf of the City and Agency.