BOS Agenda Date January 28,2003

County of Santa Clara
Employee Services Agency

I

Recruiting & Examining

ESAOl-R 012803

Prepared by: Reshma Ruzicka
Human Resources

Analyst

Reviewed by: Joanne Cox
Human Resources

Manager

Submitted by: Luke Leung
Human Resources
Director
DATE:

January 28,2003

TO:

Board of Supervisors

FROM:
Leode G. Franklin

Deputy County Executive
SUBJECT: Establish new classification of Director, Office of Affordable Housing and add one

Senior Management Analyst/ Management Analyst/Associate Management
Analyst B/Associate Management Analyst A position and one Management
Analyst/Associate Management Analyst B/Associate Management Analyst A in
the Office of Affordable Housing, BU168,Index 1168
:jte

28, 20yj

RECOMMENDED ACTION
JV

t i-AuruDci'

Bcvnrd of Supcmsors; Donald F. Ga^, BUmca Alvarado, Pcic McHugh, James T. Beall Jr.. Lis Kniaa
Count)’ Executive; Richard Wittenberg
1

BOS Agenda Date January 28,2003

Consider recommendations from Employee Services Agency relating to the Office of
Affordable Housing
Possible action:

a. Approve Classification Specification for Director, Office of Affordable Housing,
b. Introduction and preliminary adoption of Salary Ordinance No. NS-20.03.3 amending
Santa Clara County Salary Ordinance No. NS-20.03 relating to the compensation of
employees adding one Director, Office of Affordable Housing in the Office of the
County Executive (Roll Call Vote to waive reading. Roll Call Vote to adopt)
c. Introduction and preliminary adoption of Salary Ordinance No. NS-5.02.62 amending
Santa Clara County Salary Ordinance No. NS-5.02 relating to the compensation of
employees adding one Senior Management Analyst\Management Analyst/Associate
Management Analyst B/Associate Management Analyst A and one Management
Analyst/Associate Management Analyst B/Associate Management Analyst A in the
Office of Affordable Housing.(Roll Call Vote to waive reading. Roll Call Vote to
adopt)
FISCAL IMPLICATIONS

There will be no impact to the General Fund. The cost of the Director, Office of Affordable
Housing for the last 5 pay periods of the fiscal year is approximately $25,444, to be funded by
housing set-aside funds. The annualized cost of the position in FY 2004 is approximately
$136,044, and will be funded through a combination of housing set-aside funds, HCD funds
and Housing Bond Trust Fund monies.

The cost of the two Analyst positions is approximately $45,701 through the end of the fiscal
year, with an annualized cost in FY 2004 of $194,370. One position will be funded by HUD
revenues

for the HOME Administration and the other will be funded by the Housing Bond

Trust Fund.

CONTRACT HISTORY

The County's MC/Housing Bond Trust fund activities were performed by a contractor, Knox
and Associates, for approximately 20 years. Effective July 2002, Knox and Associates
declined to continue services for the County and an employee of Knox and Associates was
directly hired by the County as a Contractor. Jariyaty- 28,2003
DehUe

•

REASONS FOR RECOMMENDATION
Hern -lumber

36

Board of Supervisors; Donald F. Cage. Blanca Alvarado, Pete McHugh, James T. Beall Jr., Liz Knias
County Executive; Richard Wittenberg
2

BOS Agenda Date January 28,2003

At the December 17, 2002, meeting of the Board of Supervisors, administration received
direction from the Board regarding the first phase of staffing the new Office of Affordable
Housing. At that time the Board approved in concept the addition of three positions to the
Office: the establishment and creation of a Director, Office of Affordable Housing, the

addition of one Senior Management Analyst/Management Analyst/ Associate Management

Analyst B/Associate Management Analyst A position to coordinate implementation of the
County's Mortgage Credit Certificate program(MCC)and one Management

Analyst/Associate Management Analyst B/Associate Management Analyst A to assist in the
implementation of the HOME program.
Director. Office of Affordable Housing

At the December 2002 meeting, the Board approved, in concept, the need to create a position
that would provide leadership in the implementation of housing initiatives in Santa Clara

County. It requested Employee Services Agency to review the duties ofthe position and to
develop a job description. Employee Services Agency has reviewed the position and
recommends the creation of the classification of the Director, Office of Affordable Housing.

The position will implement the vision for the office through strategies designed to create and
move forward a legislative agenda to support affordable housing development, coordinate the
of County funds to achieve the Board's direction on housing development, work with
other local agencies and affordable housing developers to set measurable goals for affordable
housing development in the County and develop an organizational culture to achieve
use

successful outcomes.

MCC Program.

The Senior Management Analyst/Management Analyst/Associate Management Analyst
B/Associate Management Analyst A position will coordinate implementation of the County's
MCC/Housing Bond program. The MCC/Housing Bond program is currently staffed by
contract staff under the direction of the Deputy County Executive for Intergovernmental
Relations. The recommendation is to transition this function into a new coded Senior

Management Analyst/Management Analyst/Associate Management Analyst B/Associate
Management A position that will be responsible for the day—to—day functions of the program;
the development of policies and procedures to integrate the work of the program into the

consolidated structure of the Office of Affordable Housing;.^^ork directly with California

Department Limit Advisory Commission staff, locafagency representatives and members of

the Housing Bond Advisory Committee to set policies regarding the use of funds and
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Board of Superv isors: Donald F. Gage, Blanca .Alvarado, Pete McHugh, James T. Beall Jr., Liz ICniss
Countj' Executive: Richard Wittenberg
3

BOS Agenda Date :JanuarY 28, 2003

recommend bond allocations; serve as liaison between home buyers and lenders, and to staff
the Housing Bond Advisory Committee.
HOME Program

In 1989, the HOME program was initiated by the U.S. Department of Housing and Urban
Development to provide loans and grants to private and non-profit developers to develop
affordable housing with emphasis on acquisition and rehabilitation of existing properties or to
fund new multi-family rental units and single family homes if locally identified as a need.
Over the years, the County has received HOME funds which have been used for a number of
housing projects. These projects have ranged from small group homes with five senior
tenants, all the way up to large apartment complexes with hundreds of family-sized units.
Since the inception of HOME programs, the total portfolio of loans and grants in Santa Clara
County has increased over the years. The HOME program requires that local jurisdictions
monitor the loan for the entire life of the loan. It is anticipated that the Analyst added by this

action will assist in better management of long—term contract compliance and monitoring. It
was recommended by HUD at the conclusion of their recent monitoring of the County's

HOME program that there needed to be additional staff person specifically designated to
assist in managing the HOME program apart from the management for the CDBG program.
This recommendation was repeated in the just completed report from the Enterprise
Foundation regarding the creation of the new Office of Affordable Housing. The Enterprise
Foundation report recommended that the Office of Affordable Housing include a Management
Analyst position that specialized in the HOME Program.
BACKGROUND

On October 8, 2002, the Board of Supervisors directed Administration to report to the Board
with specific recommendations regarding staffing in the Office of Affordable Housing.
Administration presented a report to the Board on December 17, 2002, with specific positions
identified as Phase 1 Staffing recommendations. At that time, the Board approved in concept
three of the positions recommended by staff with direction for ESA to work with the
department and return to the Board in January 2003, with a job description for the Director

position and salary ordinance amendments to add the two analyst positions as well as the
Director position.
Meetiiii Date

Jatiuary 28, 2003

CONSEQUENCES OF NEGATIVE ACTION
Processor name

Debliie Johiison

,erit lliimtier

36

Board of Supervisors: Donald F. Qa^, Blanca Alvarado, Pete McHugh,James T. Beall Jr., Liz Knisa
County Executive; Richard Wiltcnbeig
4

BOS Agenda Date January 28, 2003

Administration will be unable to proceed with the consolidation of functions and the staffing
of the new Office of Affordable Housing.
STEPS FOT J.OWTNG APPROVAL

Upon Board approval, the Clerk of the Board will send Keyboard notification of completed
processing to Karen Rixman, Tommy Nguyen and Debra Whitworth of Employee Services
Agency - Human Resources.
ATTACHMENTS

• Director, Office of Affordable Housing Job Specification (Personnel Recommendations)
• Salary Ordinance Amendment(Ordinances)

• Salary Ordinance Amendment(Ordinances)

-leetiny Date
Mrocessoi ^larrse

January 28,20^3
Debbie Johnson
3C

Board of Supervisors: Donald F. Oagc, Blanca Alvarado, Pete McHugh, James T. Beall Jr., Liz Ivniss
County Executive: Richard Wittenberg
5