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11/25/2014
f, I1 CITY OF GRAND TERRACE CITY COUNCIL AGENDA a NOVEMBER 25, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center . 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majont) agenda will be made available for publ located at 22795 Barton Road dunr documents will be posted on the <http //www cityofgrandterrace orq> CALL TO ORDER Convene City Council and City Co Redevelopment Agency Invocation Pledge of Allegiance ROLL CALL of the City Council regarding any item on this c inspection in the City Clerk's office at City Hall g normal business hours In addition, such City's website at www cityofgrandterrace orq as the Successor Agency to the Community ,Attendee Name, y Present -,'- Absent, <<„ Late : Arrwed' Mayor Walt Stanckiewitz ❑ ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles 10 10 ❑ SPECIAL PRESENTATIONS Certificate of Recognition for Heroic Life Saving Measures - Presented by Assembly Member Cheryl Brown, San Bernardino County Fire Department and City of Grand Terrace City of Grand Terrace Page 1 Agenda Grand Terrace City Council November 25, 2014 B CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the City Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 Approval of Minutes — Regular Meeting—11/12/2014 DEPARTMENT CITY CLERK 3 Approval of Check Register No 10312014 RECOMMENDATION Approve Check Register No 10312014, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE C PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting D CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Sylvia Robles Council Member Darcy McNaboe Mayor Walt Stanckiewitz E PUBLIC HEARINGS None City of Grand Terrace Page 2 Agenda Grand Terrace City Council November 25, 2014 F UNFINISHED BUSINESS 4 Proposed City of Grand Terrace Logo RECOMMENDATION Adopt the proposed logo as the official City of Grand Terrace logo to be used to brand the City DEPARTMENT CITY MANAGER G NEW BUSINESS 5 Update of Classification and Compensation Plan RECOMMENDATION 1 Receive and file the City of Grand Terrace Classification and Compensation Study to include Position Descriptions and a Classification and Salary Range Schedule, 2 Direct staff to bring forward a report during Mid -Year Budget Review that analyzes the fiscal impact of implementing a Classification and Compensation Plan based upon the recommendations in the Study, and, 3 Direct staff to develop an Equity Adjustment Implementation Strategy for consideration by Council with the adoption of a new Classification and Compensation Plan DEPARTMENT CITY MANAGER 6 Amended Long Range Property Management Plan RECOMMENDATION Adopt RESOLUTION NO 2014 - , A RESOLUTION OF THE SUCCESSOR AGENCY FOR THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING THE LONG RANGE PROPERTY MANAGEMENT PLAN DEPARTMENT COMMUNITY DEVELOPMENT 7 Personnel Rules, Regulations and Policies RECOMMENDATION, Adopt RESOLUTION NO 2014 - , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ADOPTING PERSONNEL RULES, REGULATIONS AND POLICIES PURSUANT TO CHAPTER 2 24 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 Agenda Grand Terrace City Council November 25, 2014 8 Approval of Professional Services Agreement for Business License Auditing and Administration Services RECOMMENDATION Approve the attached Professional Services Agreement with MuniServices, LLC, for Business License Auditing and Administration Services DEPARTMENT FINANCE 9 City Council Policies and Procedures RECOMMENDATION Receive and file the proposed 2030 Vision -compliant City Council Procedures and lay over this matter to the January 13, 2015 City Council meeting for possible adoption DEPARTMENT CITY CLERK H CITY MANAGER COMMUNICATIONS CLOSED SESSION 10 Public Employee Appointment, pursuant to Government Code section 54957(b)(1) Title Interim City Manager J RECONVENE TO OPEN SESSION ADJOURN The Next Regular City Council Meeting will be held on Tuesday, December 9, 2014 at 600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting STATE OF CALIFORNIA) COUNTY OF SAN BERNADINO) SS AFFIDAVIT OF POSTING CITY OF GRAND TERRACE} I, Pat Jacquez-Nares, being duly sworn, depose and say that I am the duly appointed City Clerk of the City of Grand Terrace and that on November 20, 2014 before the hour of 5 00 p m , I caused to be posted as required the above Agenda for the City Council Meeting scheduled to be held on November 25, 2014 at 6 00 p m in the City Council Chambers in the City of Grand Terrace, California City of Grand Terrace Page 4 CrrY OF GRAND ITRRACE AGENDA & STAFF REPORTS FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY Tuesday, November 25, 2014 6:00 p.m. Regular Meeting i COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD'GRAND TERRACE, CA 92313 Walt Stanckiewitz, Mayor Darcy McNaboe, Council Member Jackie Mitchell, Council Member ' r Sylvia Robles, Council Member Kenneth J Henderson, Interim City Manager Richard L Adams, City Attorney Pat,Jacquez-Nares, City Clerk Cynthia A Fortune, Finance Director Sandra Molina, Community Development Director The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month of 6 00 p m CITY OF GRAND TERRACE 0 CITY COUNCIL AGENDA • NOVEMBER 25, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www cityofgrandterrace orq <httg //www citvofgrandterrace orq> CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency r ` Invocation ` Pledge of Allegiance Roll Call I_1 Attendee Name I Pre"sent u Absent 'Late Arrived Mayor Walt Stanckiewitz ❑ ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles ❑ ❑ ❑ SPECIAL PRESENTATIONS Certificate of Recognition for Heroic Life Saving Measures — Presented by Assembly Member Cheryl Brown, San Bernardino County Fire Department and City of Grand Terrace City of Grand Terrace Page 1 Agenda Grand Terrace City Council November 25, 2014 ` F UNFINISHED BUSINESS 4 Proposed City of Grand Terrace Logo RECOMMENDATION Adopt the proposed logo as the official City of Grand Terrace logo to be used to brand the City DEPARTMENT CITY MANAGER G NEW BUSINESS 5 Update of Classification and Compensation Plan RECOMMENDATION 1 Receive and file the City of Grand Terrace Classification and Compensation Study to include Position Descriptions and a Classification and Salary Range Schedule, 2 Direct staff to bring forward a report during Mid -Year Budget Review that analyzes the fiscal impact of implementing a Classification and Compensation Plan based upon the recommendations in the Study, and, 3 Direct staff to develop an Equity Adjustment Implementation Strategy for consideration by Council with the adoption of a new Classification and Compensation Plan DEPARTMENT CITY MANAGER 6 Amended Long Range Property Management Plan RECOMMENDATION Adopt RESOLUTION NO 2014 - _, A RESOLUTION OF THE SUCCESSOR AGENCY FOR THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING THE LONG RANGE PROPERTY MANAGEMENT PLAN DEPARTMENT COMMUNITY DEVELOPMENT 7 Personnel Rules, Regulations and Policies RECOMMENDATION Adopt RESOLUTION NO 2014 - _, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ADOPTING PERSONNEL RULES, REGULATIONS AND POLICIES PURSUANT TO CHAPTER 2 24 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT CITY MANAGER 8 Approval of Professional Services Agreement for Business License Auditing and Administration Services RECOMMENDATION Approve the attached Professional Services Agreement with MuniServices, LLC, for Business License Auditing and Administration Services DEPARTMENT FINANCE City of Grand Terrace Page 3 2 r� CITY OF GRAND TERRACE CITY COUNCIL MINUTES • NOVEMBER 12, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Mayor Stanckiewitz called the meeting to order at 6 00 p m Invocation was provided by Pastor Andy McRae from Azure Hills Seventh-Day Adventist Church Pledge of Allegiance was led by Council Member Sylvia Robles ROLL CALL Attendee Name; Title z Status" Arrived Walt Stanckiewitz Mayor Present Darcy McNaboe Council Member Present Jackie Mitchell Council Member Present Sylvia Robles Council Member Present Kenneth J Henderson Interim City Manager Present Richard Adams City Attorney Present Pat Jacquez-Nares City Clerk Present Sandra Molina Community Development Director Present Cynthia Fortune Finance Director Present Steve Elam Project Manager, Finance Department Present Linda Phillips Director of Child Care Services Present Steve Dorsey Captain Present A SPECIAL PRESENTATIONS None B CONSENT CALENDAR APPROVED ALL CONSENT CALENDAR ITEMS RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Council Member SECONDER Sylvia Robles, Council Member AYES, Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles City of Grand Terrace a� U c d c 0 U a 0 0 W 0 N N 0 z 0 U) 4) c a� a a� a a� c Page 1 Packe# Pg ' 5 i " r.2 .t Minutes Grand Terrace City Council November 12, 2014 C PUBLIC COMMENT Pastor Andy McRae, Azure Hills Seventh-Day Adventist Church, Healthy Grand Terrace (GT) Steering Committee Chair, sponsored by the Foundation of Grand Terrace, invited everyone go to their website healthygt com and fill out the Healthy GT Survey Those who complete the survey by December 15, 2014 will be offered a chance to win a $100 gift card to Stater Bros, Clark's Nutrition Stores, or Walgreen's Pharmacy A community forum will be held on January 14, 2015 to report on the findings and to further engage community members This information will help them prepare a strategic plan for the City of Grand Terrace Members of the Healthy GT team will be meeting with Ken Henderson, Interim City Manager, on November 20, 2014 D CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Mitchell congratulated Council Member McNaboe for winning the Election for Mayor She asked that her colleagues place on an upcoming agenda the item to appoint a new Council Member She further stated that she attended the Veteran's Day Ceremony which was a very nice event and thanked everyone involved in its success Council Member Sylvia Robles ,. Council Member Robles thanked Mayor Stanckiewitz for his service in the military She stated that the Veteran's Day Ceremony was a great event She further stated that a memorandum was received by Council that the appointment of the new City Council Member would be placed on the December 9, 2014 agenda Council Member Robles congratulated Council Member McNaboe winning the Election for Mayor and thanked Mayor Stanckiewitz for his service to the City Council Member Darcy McNaboe Council Member McNaboe stated that she enjoyed the Veteran's Day Ceremony and noted Assembly Member Cheryl Brown was in attendance She thanked Bob Lavin for his work in organizing the Veteran's Day Ceremony She further stated that the Senior Center celebrated the birthdays of their 80 and 90 year old members on November 11, 2014 which was a very nice ceremony Council Member McNaboe thanked her colleagues for their congratulations, thanked Mayor Stanckiewitz for his service, thanked every candidate that ran in the local elections, and thanked her supporters for entrusting her as Mayor for the next four years Mayor Walt Stanckiewitz Mayor Stanckiewitz congratulated Council Member McNaboe and Doug Wilson on their election victories He announced that the Wilden Pump & Engineering November 11, _ 2014 blood drive collected 33 pints of blood He asked that the community continue to support Wdden's blood drives which are held every eight weeks 4 tU a� c w o. d 0 a VJ w M c 2 City of Grand Terrace Page 3 7Packet£Pg 7 Minutes Grand Terrace City Council `1Nk 2 —11 November 12, 2014 City Manager Henderson commented that the proposed logo and color scheme complements the proposed color scheme of our collateral marketing material He suggested that the staff bring back to Council three options Council Member Mitchell requested further clarification on the City Seal and City Logo She supports it coming back to the Council in January She would also like to see several options, a tie in to the City's 2030 Vision and have community involvement CONTINUE THE ITEM TO THE DECEMBEK 9, 2014 COUNCIL MEETING RESULT CONTINUED [UNANIMOUS] -MOVER Jackie Mitchell, Council Member SECONDER Darcy McNaboe, Council Member m AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles H CITY MANAGER COMMUNICATIONS City Manager Henderson stated that the Finance Department worked on the Budget book and submitted the book to the California Society of Municipal Finance Officers This past year, for the first time, the City received an award for their budget document and fiscal management practices The hope is that we receive this award again He encouraged the City Council to share the Budget Transmittal letter with their constituency because it contains the implementation plan for the City's 2030 Vision He further explained the importance of the next five years for the success of the City's 2030 Vision CLOSED SESSION Roy Nix, City of Grand Terrace resident, provided the 40 year history of the Lion's Club in the City of Grand Terrace He requested that the Lion's Club be included in all negotiations Burt Seulemezian, City of Grand Terrace resident, provided a brief summary of the yearly donations and assistance that the Lion's Club provides to the different organizations within and around the City of Grand Terrace Council Member Mitchell requested clarification on the amounts paid on the improvements by the Lion's Club Mr Seulemezian answered that $25,000 was provided to all the schools annually, $20,000 annually spent on the maintenance of the Community Center totaling over $100,000 The Lion's Club serves 40 non-profit organizations, the majority are in the City of Grand Terrace Frank Tetley, City of Grand Terrace resident, stated that the City and the Lion's Club have not been in any negotiations on this property The Lion's Club feels threatened by the lack of information being provided by the City to them He requested that the Lion's Club have the opportunity to be in these negotiations City of Grand Terrace Page 5 rpacket Pg 9 CU d c w a d 0 0 Q W 0 w 0 c 2 t 0 'g AGENDA REPORT MEETING DATE November 25, 2014 Council & Successor Agency Item TITLE Approval of Check Register No 10312014 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Approve Check Register No 10312014, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Our Fiscal Viability", through the continuous monitoring of expenditure budgets, allocations and operational costs BACKGROUND The check register, for the period ending October 31, 2014, has been prepared in accordance with Government Code §37202 and is hereby submitted for the City Council's approval The check register lists all vendor payments for the preceding month, along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment " Check Register No 10312014 lists all payments made to vendors during the month of October The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and CRA Successor Agency Expenditure account number formats are XX-XXX-XXX [Fund - Department -Account] Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact A total of $454,982 82 in accounts payable checks were issued during the period for services, reimbursements, supplies and contracts and are detailed in the attached check register Payments larger than $10,000 Check Payee Description Amount No 70834 San Bernardino Oct Law Enforcement Services 133,955 00 County Sheriff Pa,cket" 'p b 11 r L,1', °'3 City Attorney City Manager City Council Completed 11/17/2014 12 45 PM Completed 11/17/2014 12 51 PM Pending 11/25/2014 6 00 PM Packet; Pg 13 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No./Invoice No Invoice Description Invoice Amount Check No Date Date Paid Total N 70819 10/01/2014 ACCENT PRINT & DESIGN 14-0206 BUSINESS CARDS - JERRY BOETGER 09/22/2014 0 E 10-175-210-000-000 3240 Z 3240 2 N_ 0 32 40 (D V d 70820 10/01/2014 ARROWHEAD CREDIT AUG/SEP VISA AUG/SEP VISA CHARGES 09/10/2014 v UNION o �o E 09-440-220-000-000 CHILD CARE FOOD SUPPLIES 10905 0 E 09-440-221-000-000 CHILD CARE TINY TOT SUPPLIES 7379 °- c E 09-440-235-000-000 CHILD CARE SUPPLIES 7032 a E 10-110-270-000-000 LEAGUE OF CA CITIES CONF ATTEND 1 075 91 c E 10-120-265-000-000 ICSC MEMBERSHIP DUES 10000 E 10-120-270-000-000 INTL COUNCIL OF SHOPPING CTRS CONF 20165 E 10-140-270-000-000 LEAGUE OF CA CITIES CONF PRKG 5200 N E 10-175-272-000-000 VEHICLE MAINTENANCE 9871 0 E 10-190-210-000-000 OFFICE SUPPLIES 2394 E 10-190-250-000-000 JOB ADVERTISEMENT 20277 E 10-380-210-000-000 COMPUTER SUPPLIES 5398 E 10-450-245-000-000 PARK SUPPLIES 7343 c B 23-200-14-00 CHILD CARE SUPPLIES 3948 r 2 175 03 c 2 175 03 H a� d 70821 10/01/2014 AT & T SPE/OCT 2014 AT&T 09/14/2014 - a� L E 09-440-235-000-000 11294 v E 10-190-235-000-000 48526 m 59820 m 59820 w w a PacketPg 15 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total c N 20-2520 MONTHLY RETAINER 10/01/2014 c 0 E 10-190-280-000-000 1,50000 Z 1 50000 w; A 500 00 Y tD 70826 10/01/2014 KELLAR SWEEPING INC 9028 JUL STREET SWEEPING SERVICES 07/31/2014 0f v 46 E 16-900-254-000-000 4,200 00 4 200 00 0 c 9170 AUG STREET SWEEPING SERVICES 08/31/2014 c. Q n E 16-900-254-000-000 4,200 00 4 200 00 77, N 8 400 00 0 N_ d 70827 10/01/2014 MAIL MART USA 46880 NOTARY OF RECONVEYANCE LETTER 10/01/2014 v E 10-120-210-000-000 4500 T r 4500 c s 4500 H rn d 70828 10/01/2014 METLIFE-GROUP BENEFITS OCT 2014 METLIFE OCT EMPLOYEE/DEP DENTAL INSURANCE 10/01/2014 m t CU B 10-022-61-00 31250 m 31250 d Ec 31250 0 w Q Packet Pg 17 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No Invoice Description Invoice Amount Check No Date Date Paid Total S N r 70833 10/01/2014 SYLVIA ROBLES SEP 2014 SR SEP HEALTH INSURANCE REIM-ROBLES 09/30/2014 c r 0 E 10-110-142-000-000 39550 Z 39550 2 T -- rn v 395 50 a y Y V N 70834 10/01/2014 S B COUNTY SHERIFF 14017 OCT LAW ENFORCEMENT SERVICES 09/25/2014 v 0 0 E 10-410-255-000-000 5 613 00 E 10-410-256-000-000 120 009 00 0 E 14-411-256-000-000 8,33300 Q- c. 133 955 00 Q ti 133 955 00 r N 70835 10/01/2014 SANTA FE BUILDING 13238 SEP JANITORIAL SERVICES 09/30/2014 0_ MAINTENANCE - T m E 09-440-244-000-000 98750 a 98750 c N r 98750 c r d T 70836 10/01/2014 SYSCO RIVERSIDE INC 4092306622 C CARE SUPPLIES LUNCHES & SNACKS 09/23/2014 a� m E 09-440-223-000-000 71548 9 E 09-440-228-000-000 7500 r 79048 v m 79048 a� E 70837 10/01/2014 TLMA ADMINSTRATION TL0000010844 JUN/JUL TRAFFIC SIGNAL ADJMT 09/16/2014 Q E 16-510-255-000-000 1041 J 1041 PacketPg 19 ( i ` City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor No Date 70841 10/08/2014 ACCELA INC #774375 Account No Anvoice No 7774 E 10-125-250-000-000 Invoice Description OCT MINUTETRAQ SUBSCRIPTION & HOSTING 70842 10/08/2014 ALL AMERICAN SERVICE 197104 MATERIAL TO REPAIR CITY STREETS &SUPPLIES E 10-195-245-000-000 70843 10/08/2014 AT & T SEP/OCT 2014ATT E 09-440-235-000-000 E 10-190-235-000-000 E 10-450-235-000-000 E 10-805-235-000-000 E 10-808-235-000-000 SEP/OCT PHONE & INTERNET SRVS Invoice Amount Check Date Paid Total c N 10/01 /2014 C* c 0 z 55000 55000 o4 _ _ __ 550 00 �e d r U 09/17/2014 c Ta 0 6631 a 10/01 /2014 70844 10/08/2014 CHAMPION FIRE SYSTEMS 33703 2ND QTR SMOKE DETECTOR MONITORING 09/26/2014 INC E 10-195-246-000-000 6631 Q 63074 61380 7140 20903 12487 1 64984 14400 14400 r- 66 31 1 64984 14400 PacketPg 21 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total c 70850 10/08/2014 HOME DEPOT CREDIT 6035322500233683 SERVICE E 09-440-245-000-000 E 10-195-245-000-000 E 10-450-245-000-000 E 10-805-245-000-000 70851 10/08/2014 HONEYWELL ACS SERVICE 5229739712 E 10-195-257-000-000 70852 10/08/2014 JONES & MAYER 69436 E 10-160-250-000-000 69437 E 32-200-251-000-000 70853 10/08/2014 LAWNMOWERS & MORE 11293 N @M O 86 18 0 Z d SUPPLIES FOR CITY HALL PARKS, SNR 09/28/2014 T CNTR & C CARE _ 1853 ' Y 25617 v 25067 0 20517 '@ 73054 0 a a 73054 a 0 m 1ST QTR HVAC MAINT & REPAIR 07/11/2014 N C O_ 6,09275 T 6 092 75 6 092 75 c N T- co O CITY ATTORNEY LEGAL SERVICES 09/30/2014 d w 5,16700 tll 0) 5,16700 Y C� CITY ATTORNEY LEGAL SERVICES 09/30/2014 C) 1,07300 m 1 07300 d 6,24000 ca Q SRVC REPAIRS FOR TORO 22196 08/05/2014 LAWNMOWER PacketPg 23 ' City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No Invoice Description Invoice Amount Check No Date Date Paid Total N E 10-125-210-000-000 1739 C4 1739 r. 0 _ z 732155226001 OFFICE SUPPLIES 09/26/2014 Lh E 10-110-210-000-000 1306 d 1306 d 7029 c=j w 0 70858 10/08/2014 PROTECTION ONE 3020955 A SRVC CALL - REPAIR SENSOR AND REPLACE 09/14/2014 0 ALARM BATTERY °L a a E 10-195-247-000-000 2440840 ti 24408 .- 70859 10/08/2014 SANTA FE BUILDING MAINTENANCE 70860 10/08/2014 SCHOLASTIC INC 3020955 1 ST QTR ALARM MONITORING SERVICES 09/14/2014 E 10-195-247-000-000 13236 SEP JANITORIAL SERVICES 09/30/2014 E 10-195-245-000-000 E 10-450-245-000-000 B3335043FR B 23-200-14-00 BOOK FAIR FUNDRAISER FOR TINY TOT 10/06/2014 PROGRAM 12792 12792 37200 50833 45000 95833 95833 50797 50797 Packet Pg 26 rl City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No Invoice Description No Date 4093006767 C CARE SUPPLIES LUNCHES & SNACKS E 09-440-228-000-000 70865 10/08/2014 TIME WARNER CABLE 8448 7245 AUG SENIOR CNTR CABLE & INTERNET SRVCS E 10-805-238-000-000 70866 10/08/2014 TRANSPORTATION 1386 TRAFFIC ENGINEERING SERVICES ENGINEERING E 10-175-250-000-000 70867 10/08/2014 WILLDAN FINANCIAL 010-25713 SEP FINANCE DEPARTMENT SERVICES SERVICES E 10-140-250-000-000 70868 10/08/2014 WIRZ & COMPANY 78386 100 BROCHURES & CITY HALUCOUNTER SIGNS E 10-120-230-000-000 invoice Amount unecK Date Paid Total c N co 09/30/2014 co 0 53572 Z 53572 ar T 1,14105 V N 09/28/2014 v w 0 eo 14652 L 14652 0- o. Q 14652 c m 09/23/2014 N c 0 2,39700 m 2 397 00 v 0 2,39700 r M 0 10/01 /2014 w rn m 27,084 00 27 084 00 U 27 084 00 m E 09/30/2014 s 17280 17280 Packet Pg 27 s � l City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor No Date 70873 10/15/2014 COBRA SIMPLE 70874 10/15/2014 DATA QUICK Account No ,/Invoice No 052928 E 10-190-226-000-000 202 E 10-190-220-000-000 B1-2333324 E 10-172-250-000-000 E 10-370-250-000-000 Invoice Description FINGERPRINTING APPS COBRA ADMIN SRVCS UPDATES TO PROPERTY TAX PROGRAM Invoice Date 09/04/2014 08/01 /2014 10/01 /2014 70875 10/15/2014 EZ SUNNYDAY LANDSCAPE 6545 MAINTENANCE FOR PARKS & PARKWAYS 09/22/2014 E 10-195-255-000-000 E 10-450-255-000-000 E 26-600-255-000-000 E 26-601-255-000-000 Amount Check Paid Total c N M O 0 z 3200 `dam 3200 d 96 00 x d r U w 0 ea 5000 0 5000 0. Q 5000 c m T N C O 4350 8700 13050 v 0 13050 M O C1 h rn m D: 1,40000 2 670 00 s 16000 U 8000 m 4,31000 d 4,31000 M Q Packet Pg 29 ' 4 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor No Date 70878 10/15/2014 GRAINGER 70879 10/15/2014 HIGH TECH SECURITY SYSTEMS Account No Anvoice No 9558792959 E 10-195-246-000-000 109824 E 10-195-247-000-000 E 10-450-246-000-000 Invoice Description GRINDING WHEEL FOR STREET MAINT Invoice Date 10/02/2014 SECURITY CAMERA MONITORING & REPAIRS 10/03/2014 70880 10/15/2014 HINDERLITER de LLAMAS & 0020910-IN SALES TAX AUDITING & CONSULTING 10/09/2014 ASSOC SERVICES- FY 2014-15 E 10-140-250-000-000 70881 10/15/2014 KELLAR SWEEPING INC 9248 SEP STREET SWEEPING SERVICES - 09/30/2014 E 16-900-254-000-000 70882 10/15/2014 OFFICE DEPOT 728636878001 OFFICE SUPPLIES FOR CHILD CARE 09/14/2014 E 09-440-223-000-000 Amount unem Paid Total c N m M 0 T 0 11469 Z 11469 T) d 14 69 OC Y t� d t U w 0 �a 2000 0 6000 0L a 8000 Q 8000 N C 0 Ln 5 d 41667 41667 0 N 41667 c d T) o) 0 It 4,200 00 Y 0 4 200 00 (D v 4 200 00 m c as E s co 24839 a 24839 PacketPg 371 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total c N 70884 10/15/2014 PUBLIC EMPLOYEES' PR END 07/04/14 PR END 07/04/14 CONTRIBUTIONS/LOANS 07/10/2014 T- c RETIREMENT 0 z B 10-022-62-00 10,580 63 w 10 580 63 Lo PR END 6120/14 CONTRIBUTIONS FOR PR END 6/20/14 06/26/2014 d B 10-022-62-00 9,88983 v 9 889 83 0 m PR END 07/18/14 PR END 07/18/14 CONTRIBUTIONS/LOANS 07/18/2014 0 c. B 10-022-62-00 9,01262 c. a 9 012 62 0 m PR END 08/01/14 CONTRIBUTIONS FOR PR END 08/01/14 08/07/2014 T N B 10-022-62-00 8,94332 0 8 943 32 w d PR END 08/29/14 CONTRIBUTIONS FOR PR END 08/29/14 09/04/2014 v B 10-022-62-00 8,81486 0 N 8 814 86 c r PR END 08/15/14 CONTRIBUTIONS FOR PR END 08/15/14 08/21/2014 H o� B 10-022-62-00 8,69711 8,69711 d s 55,938 37 �? m c 70885 10/15/2014 SIEMENS INDUSTRY INC 5610004971 AUG TRAFFIC SIGNAL MAINT 09/05/2014 s E 16-510-255-000-000 70200 ca 70200 Q 70200 PacketPg 33 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No Invoice Description Invoice Amount Check v No Date Date Paid Total N 70889 10/15/2014 TLMA ADMINSTRATION TL0000010924 TRAFFIC SIGNAL MAINTENANCE 10/02/2014 N 0 E 16-510-255-000-000 - 16779 Z 16779 U! _ O =167 79 _ _ Y V d 70890 10/15/2014 UNDERGROUND SERVICE 920140298 SEP DIG ALERT TICKETS 10/01/2014 v ALERT 0 m E 16-900-220-000-000 9300 p 9300 0- 0. Q 9300 c m n 70891 10/16/2014 MIDAMERICA ADMIN & PR END 6/20/14 CONTRIBUTIONS FOR PR END 6/20/14 10/16/2014 N RETIRE 0 w B 10-022-68-00 1,12856 1 12856 0 1 12856 r. O e- 70892 10/16/2014 MIDAMERICA ADMIN & PR END 6/6/14 CONTRIBUTIONS FOR PR END 6/6/14 10/16/2014 H RETIRE rn d B 10-022-68-00 1,07204 1 07204 r 1 07204 ao c m E ' L 0 W w w Q PacketPg 35 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total c N 70897 10/16/2014 MIDAMERICA ADMIN & PR END 8/29/14 CONTRIBUTIONS FOR PR END 8/29/14 10/16/2014 e- c RETIRE 0 z B 10-022-68-00 1,45628 1 45628 H \ —1 456 28 Y 0 d r U 70898 10/16/2014 MIDAMERICA ADMIN & PR END 9/12/14 CONTRIBUTIONS FOR PR END 9/12/14 10/16/2014 0 RETIRE m 0 L B 10-022-68-00 1,12245 Q- 0. 1 12245 Q 1 12245 ti r N 70899 10/16/2014 MIDAMERICA ADMIN & PR END 9/26/2014 PR END 09/26/2014 CONTRIBUTIONS/LOANS 10/16/2014 0 RETIRE _ _ Ln B 10-022-68-00 1,55190 1 551 90 0 N 1 55190 r. c L m 70900 10/16/2014 MIDAMERICA ADMIN & PRE END 10/10/14 CONTRIBUTIONS FOR PR END 10/10/14 10/16/2014 LA rn RETIRE Y V B 10-022-68-00 1,39562 r 1,39562 v m 1 39562 m E s _ cc w .r Q PacketPg 37 s City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No Invoice Description Invoice Amount Check No Date Date Paid Total N M O 70906 10/22/2014 KEVIN HOWARD 042-14 JUL-OCT COUNCIL MEETING VIDEO 10/16/2014 BEARDSLEY SERVICES E 10-125-250-000-000 r 70907 10/22/2014 CALPERS 457 PLAN PR END 10/10/2014 PR END 10110/2014 CONTRIBUTIONS/LOANS 10/16/2014 B 10-022-63-00 B 10-022-64-00 PR END 9/26/2014 PR END 09/26/2014 CONTRIBUTIONS/LOANS 10/02/2014 B 10-022-63-00 B 10-022-64-00 70908 10/22/2014 CHEVRON & TEXACO CARD 42497550 SERVICES E 10-175-272-000-000 E 10-185-272-000-000 SEP VEHICHLE FUEL 10/06/2014 O z L w 40000 40000 d 40000 v v- 0 �a 0 o. c. Q 1 36588 c 21874 1 58462 N C 0 T r 00) 1 36333 21874 0 1 58207 rM O 3 166 69 L d w H O 07 o: Y d r 1,03412 v 2920 m 1 06332 d 1 06332 s 0 A Q Packet Pg7 39 Check Check Vendor No Date 70913 10/22/2014 LAGERLOF, SENECAL GOSNEY City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Account No./Invoice No Invoice Description 10152014 LAGERLOF SEP PROFESSIONAL SRVS-CONFERENCE CALL, SEWER ORDINANCE E 21-572-251-000-000 70914 10/22/2014 LANCE SOLL & LUNGHARD 12364 LLP E 10-140-250-000-000 12365 E 10-140-250-000-000 PROFESSIONAL SERVICES PROFESSIONAL SERVICES Invoice Date 10/21 /2014 10/31 /2014 10/31/2014 70915 10/22/2014 OFFICE DEPOT 733078241001 OFFICE SUPPLIES 10/02/2014 E 10-185-210-000-000 70916 10/22/2014 OTIS ELEVATOR COMPANY SAU06425V714 ELEVATOR SERVICE FOR FY 2014-2015 09/11/2014 E 10-195-246-000-000 kmount unecK Paid Total c 0 z d 811 25 m _ 811 25 z<3 81125 r U w 0 0 c. c. 90000 Q 90000 c co r N 50000 0 50000 w c y 1,40000 v r 0 N r M 0 r 604 H 604 rn d 604 d r L) co c m 4,27200 _ 4,27200 m Q 4,27200 Packet Pg 41 ti City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No./invoice No No Date E 32-600-326-000-000 E 48-600-330-010-000 E 52-700-710-000-000 E 52-700-767-000-000 70920 10/22/2014 ROADRUNNER SELF STORAGEINC 70921 10/22/2014 SHELL FLEET MANAGEMENT 17935 E 10-140-241-000-000 8000209687410 E 10-175-272-000-000 70922 10/22/2014 SIEMENS INDUSTRY INC 5620004866 E 16-510-255-000-000 5610006521 E 16-510-255-000-000 5620002686 Invoice Description OCT STORAGE RENTAL SEP 2014 VEHICHLE FUEL TRAFFIC SIGNAL MAINT QUICK NET & RESPONSE CALL OUTS TRAFFIC SIGNAL MAINT QUICK NET & RESPONSE CALL OUTS TRAFFIC SIGNAL MAINT, QUICK NET & RESPONSE CALL OUTS invoice Amount unecK Date Paid Total N 2428 c 8212 T 0 1214 Z 1214 10 071 59 rn _ 10 071 59 m s c.� 10/16/2014 0 Ta 0 L 12400 a o. 12400 Q r- 124 00 N 10/06/2014 0 rn 10927 10927 0 N r. 10927 c L d .. w 10/03/2014 rn m o: Y Ct 3,18249 3 182 49 v m 10/03/2014 d E s 70200 ;o 70200 Q 09/05/2014 PacketPg 43 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total 3788658 CRA TAB SERIES 1993 A&B TRUSTEE FEES 09/25/2014 E 33-300-210-000-000 70927 10/22/2014 WILLDAN 002-14642 E 10-172-250-100-000 E 10-175-255-000-000 002-14760 E 10-172-250-100-000 70928 10/29/2014 ARROWHEAD CREDIT SEP/OCT VISA UNION JUL BLDG OFFICIAUBLDG TECH SERVICES & 08/04/2014 PLAN CHECK SRVCS BLDG OFFICIAL & BLDG TECH SERVICES 09/02/2014 SEP/OCT VISA CHARGES 10/10/2014 E 10-120-270-000-000 INTL COUNCIL OF SHOPPING CTRS CONF E 10-190-250-000-000 JOB ADVERTISEMENTS E 10-195-245-000-000 MAINTENANCE SUPPLIES E 10-380-250-000-000 COMPUTER SUPPLIES 55000 55000 5 100 00 1,04000 6,14000 5,54000 5,54000 38498 98083 1 10215 971 2 477 67 P Y�5 1 650 00 11 68000 2 477 67 Packet Pg 45 City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No Anvoice No Invoice Description Invoice Amount Check No Date Date Paid Total N E 10-380-142-000-000 9888 .- CD E 10-450-142-000-000 9888 0 E 16-175-142-000-000 24719 z E 21-175-142-000-000 6921 E 32-200-142-000-000 181 93 T 5 742 47 L 4 w ` _ 11 484 94 Y Q U v— O 70931 10/29/2014 CHARLES ABBOTr 53782 BUILDING & SAFETY INSPECTION FOR GT 09/28/2014 ASSOCIATES INC DAY CARE & LIONS CLUB o a E 10-190-250-000-000 30600 c Q 30600 c w 30600 N C O 70932 10/29/2014 CINTAS CORPORATION #150 150369828 C CARE KITCHEN & REST ROOM SUPPLIES 10/22/2014 It 4) 2 E 09-440-228-000-000 15000 v c 15000 N M O 15000 S w N_ O 70933 10/29/2014 CITY NEWSPAPER GROUP 21100 NOTICE OF PUBLIC HEARING PLANNING 10/21/2014 COMMISSION MEET 11/6/14 a) r E 10-370-230-000-000 29750 U 29750 m 29750 E E cc co Q Packet Pg 47 f t City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor No Date 70938 10/29/2014 GOPHER PATROL Account No Anvoice No 108198 E 10-450-245-000-000 Invoice Description OCT GOPHER REMOVAL SERVICES 70939 10/29/2014 LANCE, SOLL & LUNGHARD 12448 PROFESSIONAL SERVICES LLP E 10-140-250-000-000 70940 10/29/2014 MCGREGOR SHOTT INC 1540 E 10-120-230-000-000 70941 10/29/2014 OFFICE DEPOT 735186182001 E 09-440-219-000-000 735424396001 E 10-190-220-000-000 E 10-808-210-000-000 MARKETING SERVICES OFFICE SUPPLIES Invoice Amount ChecK Date Paid Total c N M O O 10/14/2014 Z L m 30000 _ _ _ T) 30000 'c ; W Y 30000 Q U w O 10/22/2014 0 a c. 2,93000 Q 2,93000 c 2 930 00 N C O 10/01 /2014 H > d 1,35200 1 35200 0 N v- 1 35200 c r L d N 10/15/2014 rn m 14971 Y 14971 r U EOC OFFICE SUPPLIES & KITCHEN SUPPLIES 10/14/2014 m c d 2145 5764 7909 Q Packet Pg 49 trJ City of Grand Terrace Check History Listing October 1, 2014 - October 31, 2014 Check Check Vendor Account No ./Invoice No No Date 70946 10/29/2014 TLMA ADMINSTRATION TL0000010974 E 16-510-255-000-000 70947 10/29/2014 WESTERN EXTERMINATORS CO 2588526 E 10-195-245-000-000 E 10-805-245-000-000 Invoice Description SEP TRAFFIC SIGNAL MAINTENANCE FY 2014-15 PEST CONTROL SERVICES 3B invoice Amount unecK Date Paid Total c O 10/15/2014 Z d 60519 a� 60519 Y 60519 L U w 0 09/30/2014 a 0 c. a 10250 a 4000 c 14250 r 14250 N c 0 Ln 4) N w Total Checks $454,982.82 le N r M O r d W O d Y V d t U m c a� E s ea a PacketPg 61 MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT November 25, 2014 Council Item Proposed City of Grand Terrace Logo Emily Wong, Interim Assistant City Manager Adopt the proposed logo as the official City of Grand Terrace logo to be used to brand the City 2030 VISION STATEMENT This staff report supports Goal #3, "Promote Economic Development", by developing a logo that will be used consistently to market and brand the City of Grand Terrace BACKGROUND In the past, City staff has, unofficially, used a number of different logos, all with the predominant theme of "Blue Mountain" in the background To date, the City has not adopted one official logo that can be used consistently to assist in marketing and branding the City This item was discussed and continued by the City Council at its October 28, 2014 meeting Council indicated a desire to review additional alternatives before deciding upon an official City logo Council also indicated it might consider soliciting additional community input before decision is made regarding the official City logo FBIR1471*11If] ZI Over the past few months, staff has uncovered at least half a dozen different variations of a "Blue Mountain" logo, which has been used, intermittently, on hard collateral materials to support the marketing efforts of the City The City Logo should not be confused with the City Seal, which is used for official City business and is commonly affixed to certificates required by law or ordinance Traditionally, the seal was also used on official correspondence and business cards In more recent years, however, some cities have opted to use logos instead, which may be more "eye catching" and easier to bring to mind What is branding? It is the process involved in creating a unique name and image in the consumer's mind, mainly through marketing efforts utilizing a consistent theme Effective branding hopes to establish a significant and differentiated presence in the market place that attracts and retains customers, whether they are a resident or business Adopting one logo, which will be used on all future marketing materials, including a new press kit pocket folder and retractable banner, is one of the first steps in creating a consistent theme in a focused, coherent marketing program 11 Packe# Pg 52 THE BLUE MOUNTAIN CITY r, OD TERRAC V CALIFORNIA EST 1978 THE BLUE MOUNTAIN CITY AND TERRAc CALIFORNIA EST 1978 C The Blue Mountain City Grand Terrace CALIFORNIA J-2 THE BLUE MOUNTAIN CITY EST 1978 G (from new materials) CALIFORNIA Original The Blue Mountain City Grand Terrace CALIFORNIA 1-1 'The Blue Mountain City Grand Terrace _ •:► _ B-3 MEETING DATE AGENDA REPORT November 25, 2014 Council Item TITLE Update of Classification and Compensation Plan PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION 1 Receive and file the City of Grand Terrace Classification and Compensation Study to include Position Descriptions and a Classification and Salary Range Schedule, 2 Direct staff to bring forward a report during Mid -Year Budget Review that analyzes the fiscal impact of implementing a Classification and Compensation Plan based upon the recommendations in the Study, and, 3 Direct staff to develop an Equity Adjustment Implementation Strategy for consideration by Council with the adoption of a new Classification and Compensation Plan 2030 VISION STATEMENT This staff report supports Goal #11 "Ensuring Our Fiscal Viability", by seeking to attract, retain, and motivate qualified employees by offering a classification and compensation plan that accurately reflects the nature of the work performed by employees and the City's position within the labor market An updated Classification and Compensation Plan will help promote and maintain the adopted Core Value of maintaining a "Positive and Productive Work Environment" BACKGROUND On August 12, 2014, the City entered into an agreement with Creative Management Solutions (CMS) for the purpose of providing the City with updated class specifications and job descriptions, as well as recommended compensation levels DISCUSSION The purpose of the proposed, updated Classification and Compensation Plan is to address changes in City operations and staffing over the last several years, which may have affected the type, scope and level of work being performed The objective is to have a Classification and Compensation Plan that recognizes these changes, provides salaries commensurate with assigned duties, provides justifiable pay differentials between individual classes and maintains currency with relevant labor markets The Classification and Compensation Study has been designed to achieve the following PacketwPg 57 LL u Council with the actual fiscal impact based upon- the specific elements of the _Equity Adjustment Implementation Strategy to be implemented ATTACHMENTS • City of Grand Terrace Classification and Compensation Study Report(PDF) • ALL Position Descriptions (PDF) • Grand Terrace Classification & Salary Range Schedule (PDF) APPROVALS Emily Wong Completed Finance Completed City Attorney Completed City Manager Completed City Council Pending 11/17/2014 2 49 PM 11/17/2014 2 55 PM 11/18/2014 6 55 PM 11 /19/2014 11 16 AM 11/25/2014 6 00 PM Pack `pg 59 ,, 1 4 � r;5'A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 ORGANIZATION OF STUDY REPORT: Project Element Description of Report Element Page(s) A Study Background and Goals 3 B Executive Summary of Recommended Actions 4 C Study Methodology and Guidelines 5-13 D Classification Study Findings 14-21 E Compensation Study Findings 22-26 w d E �a v w Q CMS Page 2 4 Packet,, Pg, 61 ,`''5 A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 r cc c SUMMARY, . EXECUTIVE ®RECOMMENDATIONSw W w c 0 a In conjunction with the study results, the following actions have been proposed for 0 City Council consideration c O Approve proposed Classification Plan and job assignments The new plan 00_ formalizes the City's class specifications U) © Approve labor market definition for purpose of conducting market comparisons o and establishing pay ranges for future classifications 0 d © Adopt new salary resolution by classification and proposed pay grade ca © Approve equity adjustment strategy for placement of jobs on steps in the newly adopted pay ranges in concert with the City's Personnel Rules and performance CD CD appraisal practices c m E so w Q CMS Page 4 Packet-Pg 63 us-"'tF 5�A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 I Classification Study Overview (continued) It is important to emphasize that a Classification Study involves an analysis of the requirements of a position itself, not necessarily the unique background of the person currently performing the duties of the job For example, while some employees may possess special experience or qualifications that go beyond the qualifications requirements of their current position, this does not necessarily change the qualifications for the job As part of the Classification Study, a recommendation has been made regarding the classification of each position Possible study recommendations include, but are not limited to, the following ■ The position is properly classified and no changes are necessary a ■ The position is properly classified and only minor changes are necessary (e g , revised classification title, minor modifications to duties or qualifications) o ■ The duties and requirements of the position are inappropriate for the assigned 0 classification, some duties should be reassigned to others in the City and the � incumbent should retain his/her current classification o ■ The duties and requirements of the position are inappropriate for the assigned classification, the incumbent's position should be reclassified to a different classification `(at a higher, lower, or lateral level) y In the job identification section, the job title, department and division title, who the position reports to and the jobs supervised by this position, if applicable, as well as the FLSA Exemption Status, and the date the job description was prepared, as well as the date that it would be adopted by the City Council In the job content section, the General Purpose is described in several sentences that reflect a summary of the job definition, and role within the organization Distinguishing Characteristics provide an overview of the key distinctions between this classification and other related classifications in the job family or department The Essential Functions are listed next and depict important and frequently performed job functions In the qualifications section, the Education, Experience, and Training are described as common means for employees to be able to establish the aptitudes and capabilities to perform the essential job functions The knowledge, skills, and abilities are shown as well as certification, special requirements, physical demands, mental demands, and the work environment CMS Page 6 r Packet, Pg 65 '`"S A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 III Classification Study Terms and Processes Below are some key terms that should be understood as part of a Classification Study Position A position is a job with a collection of regularly assigned duties and responsibilities requiring the full, part-time, or temporary employment of one person A position may be vacant or occupied by an employee Classification A classification (or class) is a group of positions sufficiently similar in duties and responsibilities to permit grouping under a common title and the equitable application of common standards of selection, transfer, promotion, and compensation In some cases, a position is sufficiently unique to be a single -position classification Job Family A job family is a group of two or more classifications sufficiently similar in a content to be part of a career development ladder Classifications in a job family perform similar duties, but differ in terms of the complexity and scope of responsibilities o assumed, and other job evaluation factors IV Leveling of Classifications Into Job Families Distinctions between classification levels for all types of positions may be expressed in terms of the nature of the functions performed and the level of responsibility assumed Positions may be allocated to stand-alone classifications or may exist as part of a job family Within each job family, a classification may exist at every level or only at selected levels The levels within a job series should be tailored to the organization's needs and priorities For instance, there are cases where it is to the City's advantage to fill positions at a full journey -level and there is no need for functions to be performed at the entry-level, therefore, there would be no need for an entry-level classification in that particular job family In other cases, a position within a job classification may be filled at a future point in time w c d 1 l0 w Q CMS Page 8 PackWPg 67 r5 A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 v Supervisor classifications have a focus on direct supervision of section or a program activities An employee at this level is a working supervisor with an c r emphasis on supervision and performing the more complex work of the unit c Classes at this level supervise, assign, review, and participate in the work of a subordinates in assigned unit, assume responsibility for recommending a variety of c personnel actions in such areas as performance evaluation, -training, selection, and L) discipline, perform the most difficult and complex duties of the unit, work under the direction of higher -level management staff, monitor and review work in progress, c providing technical assistance and guidance, ensure that appropriate policies and procedures are followed by subordinates, may monitor, coordinate, and assist in developing the assigned work unit budget, and recommend procedures consistent N with departmental directives, policies, and regulations that are developed by higher level management staff This class works under the direction or general direction c of a Manager or Director A designation of "Supervisor" is generally used in the 2 title of these classifications Supervisor classifications typically require at least five a years of related experience and the work entails the oversight of office or field employees o �o vi Manager classifications have a predominant focus on the management of a division within a department Specifically, classes at this level manage, plan, a supervise, and coordinate the operations and activities of a division, work under W administrative direction, exercising discretion in applying general goal and policy statements and in resolving organizational ar`d service delivery problems, organize y and direct the work of subordinate staff, develop and evaluate the effectiveness of c assigned budget(s), participate in the development and implementation of goals, objectives, policies, and priorities for the assigned program(s) within the division or department, ensure that division activities are completed in a timely and efficient E manner consistent with defined policies and regulations, and assume significant o responsibility for a variety of personnel activities including performance evaluations, training, selection, and disciplinary actions A designation of o "Manager" often requires seven or more years of related experience As with each c of the City's classifications, each specification will depict the actual qualifications M standards for the job w c m E w Q CMS Page 10 PackeT,'I'Pg, 69 "56A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 i T IV Levels of Supervision Received Supervisory responsibilities can be broadly categorized into two components direct supervision and indirect supervision Direct supervision involves responsibility for the work of employees as well as the employees themselves The basic characteristics of direct supervision are the assignment of tasks, the observance, review, and evaluation of employee performance, and the administration of line personnel functions (e g , selection, evaluation, discipline) The following terms are used to denote the levels of direct supervision received and exercised by positions in various job classifications a Close supervision The employee works in the presence of the supervisor c in a situation of close control and easy reference Work assignments are w given with explicit instructions, or are standardized so that few, if any, a deviations from established procedures are made without first checking with the supervisor o �o b Moderate supervision The assigned duties require the employee to exercise judgment or choice amongst a variety of possible actions, Q sometimes without clear precedents, and with concern for the consequences of the action The employee may or may not work within a ,- close proximity of the supervisor 0 c General supervision The employee receives general instructions regarding the scope of and approach to projects or assignments, but specific procedures and techniques are left to the employee's discretion The employee is expected to operate with a reasonable degree of independence d Administrative direction The employee has overall responsibility for one or more programs and/or functions and is expected to carry out necessary activities without direction, except as new or unusual circumstances may require The direction the employee receives is generally in terms of goals The employee's work is reviewed in terms of overall results This type of supervision is usually reserved for managers and advanced professional - level positions e General direction The employee has broad administrative responsibility for a City department The direction received is in terms of City Manager and City Council priorities and budgetary limitations The employee's work is o reviewed in terms of meeting department goals This type of supervision is w usually reserved for department heads U r d E a CMS Page 12 Packet Pg 71 S , A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 Full -Time Positions The following full-time positions were shown in the City's payroll system as of 11/13/14 and were planned to be filled as part of the City's current fiscal year budget The names of the employees have been redacted, which accounts for the duplicate entries by position Current .. Title Accounting Technician Proposed.. Title Finance Technician Administrative Clerk (under filling vacant FT Secretary on temporary basis) Office Assistant Assistant Child Care Services Director Assistant Child Care Services Director Assistant Child Care Services Director Assistant Child Care Services Director Child Care Services Director Child Care Services Director City Clerk City Clerk Community Development Director Community Development Director Executive Assistant Executive Assistant Human Resources Technician Human Resources Technician Interim Assistant City Manager Assistant City Manager Interim City Manager City Manager Lead Teacher Office Specialist Lead Teacher Lead Teacher Maintenance Crew Leader Maintenance Lead Worker Maintenance Worker 2 Maintenance Worker II Maintenance Worker 2 Maintenance Worker II Management Analyst Management Analyst Permit Technician I Building Permit Technician Secretary Department Secretary Senior Civil Engineer Senior Civil Engineer Senior Code Enforcement Officer Senior Code Enforcement Officer Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Teacher Assistant Assistant Teacher CD 0 co Q CMS Page 14 PackeCog j73 15 A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 �j FINDINGS BY CLASSIFICATION A ADMINISTRATIVE SUPPORT (City-wide iob series) Establish a logical career path within the administrative support series Recognize that employees may be assigned to different departments, or may transfer or promote to higher classifications Use four levels and job titles for this purpose Office Assistant, Office Specialist, Department Secretary, and Executive Assistant These classification levels may not all be occupied by current incumbents but will be available for use based on Council approved position allocation schedules and budget 2 The Intern job title has been recommended to be modified to Administrative Intern to reflect that the work performed is primarily administrative in nature, as CL opposed to engineering or technical work 0 (0 B CHILD CARE CENTER - o. 1 The Child Care Services Director and the Assistant Child Care Services d W Director are appropriately classified The job specifications have been updated ; to show current job functions and qualifications U) c 0 2 The Child Care Site Supervisor is properly classified as well as the N Assistant Teacher, Teacher, and Lead Teacher positions The job specifications have been modernized to reflect changes in job functions and E qualifications associated with the program Additional consideration is being given to future educational and credentialing standards that will be relevant to these jobs Substitute positions should be allocated to these broader classifications rather than creating other classifications for similar work w a 3 Reclassify the "Office"/Lead Teacher to Office Specialist in recognition of y range of support assignments that pertain to receptionist, clerical, and basic cashiering and accounting duties that are part of the job M C CITY CLERK L F 1 A new class specification has been prepared for the City Clerk that reflects the L job functions and qualifications guidelines 46 0 a r 0 c m '4 a CMS Page 16 -Packet, Pg 75, Y i City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 F FINANCE (including contract personnel) The Finance Director is a department head position reporting to the City Manager This position is appropriately classified based on the scope of responsibility, supervisory accountability, and decision -making authority 2 The Principal Accountant is properly classified since the employee is expected to perform both advanced professional and technical accounting functions on behalf of the Finance Director and to provide lead direction to the Senior Finance Technician, and Finance Technician, based upon the number of regular and consulting/temporary level positions filled 3 The Finance Technician and Senior Finance Technician fobs are currently $ blended and need to be separated into two levels This proposal recognizes that the Accounting Technician and Senior Accounting Technician currently are o performing work that is more generalized in nature The new classifications will r provide clear distinctions between the job levels and more specialized levels of knowledge and responsibility, and problem solving skills These positions Q currently perform technical and clerical accounting duties W 4 The Financial Analyst is an appropriate classification based on the nature of the professional and analytical work performed and the ability to have appropriate financial planning, general ledger accounting, and reporting capabilities, particularly in the absence of a professional level accounting position G HUMAN RESOURCES The Human Resources Technician was recently created The scope of the work performed should continue to be monitored in the context of employee job responsibilities in relation to the oversight to be provided through the City Manager's Office Currently, the City Manager serves as the Personnel Officer for the City of Grand Terrace A Human Resources Analyst class specification has been prepared that identifies the types of additional responsibilities and qualifications that would be required in the absence of the Assistant City Manager classification 2 The City may request recommendations as to which positions should be exempt or non-exempt under the Fair Labor Standards Act, and the California exemption standards, as well as which positions should serve at will CMS Page 18 Packets Pg 77 =-5 A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 City Manager's Office- Assistant City Manager (continued) CM 41 3 Continue to collaborate with neighboring cities, the County and other agencies, as appropriate, to identify mutual benefits for sharing physical and human resources to deliver services CM 4 2 1 Proactively contact local, regional and state agencies to identify new grant and/or funding opportunities for programs and projects CM 511 Oversee the development and implementation of a comprehensive communication plan to reach residents, business interests and future economic development interests in Grand Terrace and the surrounding communities ED 3 1 5 Gain approval of the Long Range Property Management Plan (LRPMP) for the purpose of facilitating the development of parcels owned by successor to the former redevelopment agency o� 0 ED 3 1 6 Develop a marketing plan and collateral materials for new business attraction ED 5 3 1 Provide education and outreach to local chamber of commerce and other local businesses r Community Development Associate Planner CD 3 3 1 Prepare for future development by updating the zoning map and development code CD 3 3 2 Update current Sign Code ordinance CD 3 3 3 Continue management of the Long -Range Property Management Plan ("LRPMP") and support the development and/or liquidation of parcels once approved by the State Finance- professional analyst- Senior Financial Analyst or Principal Accountant F 1 1 1 Working closely with the City Manager, the Finance Department will develop an annual budget for the City based on projected market conditions and conservative fiscal projections F 1 1 2 Finance will provide City Council with clear and concise information regarding revenues and expenditures on a monthly basis F 1 1 3 Finance will perform financial responsibilities in accordance with the City of Grand Terrace fiscal policies, statutory regulations and standards promulgated by professional associations and regulatory agencies P � 1 w CMS Page 20 Packet" Pg 79 �5A City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 I Overview of Compensation Study The Consultant has reviewed the job titling methodology, considered career paths and the differences between each job classification within a job family The general strategy was to make comparisons for full journey -level classifications below the management level Job comparisons have also been made at the supervisory and director level based on classifications that are commonly available in the labor market cities Not all job classifications can be matched in the survey data but the results are representative of the City of Grand Terrace jobs that are represented in different units This process of identifying comparable jobs is known as benchmarking A benchmarking process is used since there are differences in organization design, reporting CD relationships, and the functions that are assigned to jobs in each organization Uniform guidelines stipulate that a minimum of an 80% match be achieved in the job functions and c qualifications guidelines in order for a benchmark match to be established In addition, a job modifier was applied to reflect the level of match for similar jobs that could be matched , Market survey agency jobs that were essentially the same as the Grand Terrace job were 1 coded (_) Specific survey agencies might have a job with a broader scope of job functions N and experience and education requirements that were incrementally higher In such cases, e the market survey job would be coded as being larger (>) Conversely, a market survey job N might have a smaller scope of functional responsibilities and the education, experience, a and related qualifications were incrementally lower In these cases, the labor market E survey job would be coded The Consultant evaluated the City of Grand Terrace's class specifications that detailed the essential job functions and qualifications guidelines for each job These job descriptions also depicted internal reporting relationships and the span of supervisory control Comparisons were then made of similar job classifications in the survey cities having related job functions and qualifications guidelines The City does not have an existing methodology for its labor market definition for the purpose of making comparisons with other organizations in order to make systematic comparisons of pay practices and to establish the City's relative positioning to prevailing market practices As part of the study analysis, the Consultant has created parameters for comparison purposes and has shown the results on this basis CMS Page 22 Packet Pgc 81f City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 Benchmark classifications- Survey agencies have been selected that provide for the opportunity to compare the City's benchmark classifications with other employer jobs having similar functions and qualifications guidelines This approach improves the validity of the survey comparisons for the purpose of establishing appropriate pay grade levels for each of the City's classifications within the pay structure The following is a summary of the core labor market organizations used for the study • Beaumont a • Calimesa • Colton • Diamond Bar • H( hland • La Verne • Lake Elsinore h, • Loma Linda . • Moreno Valley • Norco " • Perris -- • Redlands • Rialto • Yucaipa r The State Preschool Compensation Survey, Economic Research Institute, Bureau of Labor Statistics, Head Start Compensation Survey, and local pre-school comparisons for agencies in the City's labor market have been used to establish prevailing compensation rates for the Child Care Series jobs Given commonly accepted compensation standards used by professional compensation consultants, federal audit agencies, and other local governments, the survey findings are based on a central tendency measure This statistical measure of comparison shown is the mean which counts all agencies equally and is based on the average of all rates reported divided by the number of survey entities Alternatively, the median rate can also be used for comparison and is based on the middle value when all jobs are sorted in order of ascending or descending rate Ranking comparisons for the City's position are far less popular in all employment sectors since the employer has far less flexibility to address classification and pay problems A representative and balanced grouping of job classifications were part of the labor market analysis and are shown on the next page, along with the City's positioning in relation to the market CMS Page 24 Packet; Pg 83 r`� `5A ;ry City of Grand Terrace Classification and Compensation Study Report CMS 11-17-14 l � 1 µ 1 Summary of Market Positioning of City's Pay Range Practices The City's overall labor market positioning with respect to its benchmark job classifications is substantially behind prevailing rates When all jobs are combined, the City's total market positioning is about 16% behind the market mean based on the survey rates As anticipated, there is considerable variation in the City's positioning by specific benchmark job given changes in the work assignments performed by employees over a period of time, and the absence of a systematic process for re -grading classifications 2 Adoption of New Pay Structures For Full -Time and Part -Time Positions The City last adopted comprehensive salary ranges by resolution in 2007 for Child Care Services jobs and for other City employees in 2009 The City's current pay structure rates significantly lag behind the market rates since employers within the City's labor market have largely adopted pay structure rate increases over the past seven years A new pay structure has been developed which provides for a consistent set of 0 grades and range rates across all job classifications Pay grade numbers have been used CD to identify each range For ease administration and given the City's limited number of classifications, the vertical differential between adjoining pay grades has been set at 5% a with 5% increments for each of the five steps of the pay grades N Each job has been assigned to the appropriate pay grade given an assessment of the class specifications, internal job evaluation factors, and market survey data 3 Equity Adjustment Strategy Based On Personnel Rules Equity pay adjustments refer to pay increases that are designed to improve the employer's market competitiveness, consistency of internal pay relationships, and/or to assure that each job is paid at least the minimum rate of the pay range during reclassification procedures In local governments, equity pay adjustments are often not budgeted in advance as part of the City's payroll budget In implementing the results of classification and compensation studies, equity adjustments are often planned to coincide with employee's performance review dates, or at specific intervals during the year Equity adjustments can be instituted in priority order over a period of time to improve market competitiveness and internal pay, relationships based on job evaluation factors When new pay structures are adopted, employees are often placed on the next closest step in the salary range or paid no less than the salary range minimum rate These policies should be considered in conjunction with the City's new Personnel Rules that are planned for adoption w c d E s � w Q CMS Page 26 y Packet ft 85 'S B Administrative Intern Department/Division City Manager Reports To Assistant City Manager Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt Date Prepared Se tember/19, 2014 GENERAL PURPOSE Under general supervision, performs basic'pro of projects and departmental programs, assists, performs other related duties as assigned � DISTINGUISHING CHARACTERISTICS The Administrative Intern is an entryjlevepos analysis job series Theme employee gains, in performing professional and -administrative d Administrative Intern requires,,less specialized 11 decision -making authority, than the',Managemeni :F fessional and administrative duties as part with a variety of studies and analyses, and 4�4 tiion that s a bridge tc xperience�by assisting sties as,a limited term knowledge; scope of Analyst job the management management staff classification The responsibility, and The Whes`listed below are intended only asillustrat►ons of the various types of work that may be prformed eThe ,omiss►on\,of-specific statements of duties does not exclude them from the position if the work\is Isimilan �r' ted, or a logical assignment to the class 1 Drafts and creates staff reports, professional service agreements, and various other documents such,as,Requests For Proposals (RFPs) as well as other report exhibits and attachments, 2 Assists in researching and collecting data, developing and compiling presentations as part of staff reports and analyses, creating files and archives records 3 Coordinates communications and prepares materials for regular and special meetings, as assigned Administrative Intern Page 1/4 Packet;Pg 86 r" } Education/Training/Experience High School Graduation or equivalent GED College level coursework in Public Administration, Business Administration, or a related field is required One year of responsible professional experience Involving analysis and administrative studies, preferably in a municipal setting is highly desirable Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City s Vehicle Insurance Policy standards In accordance with California Government Code -'Section 3,100, City of Grand Terrace employees, in the event of a disaster, are/considered disaster -service workers and may be asked to protect the health, safety, lives,,and property of the:people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described her&,ard,representative of those that must be met by employees to successfully,perform the essential functions of this class Reasonable accommodations maybe made to enable)ndividuals with disabilities to perform the essential functions �' ,¢ Physical Demands`'` While performing \tthh�\e&ties of Phis class, the employee is constant) re uired to sit, p g`� � , Y q and occasionally'tostand and walk- Fing&\dexterity and light grasping is required to operate/computer hardware and standard"office equipment, and reaching with hands and`\arms above and below shoulder level is necessary to access files and records The employee occasionally lifts\,and.carries records and documents typically weighing less than\25'pounds Sensory demands iinncludekthe ability to see, talk, and hear and use electronic touch keypads V Mental Demands While performing the duties of this class, the employee is regularly required to use written and oral communication skills, read and interpret data, information, and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, perform highly detailed work, work on multiple, concurrent tasks, work with frequent interruptions, work under intensive deadlines, and interact with management, staff, vendors, consultants, brokers, the public, and others encountered in the course of work Administrative Intern Page 3/4 Packet 0g 88 rl 0 Assistant Child Care Services Director Department/Division Child Care Services Reports To Director Child Care Services Provides Direction To Lead Teacher, Teacher, Assistant Teacher, Substitute Teacher FLSA Exemption Status Exempt Date Prepared November 16, 2014 GENERALPURPOSE Under general supervision, supervises assigned Child Care Center staff, performs a variety of administrative functions such as budgeting, report writing, and maintaining site records and files in accordance with child care licensing regulations, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS The Assistant Director is responsible for supervising teachers, driving school buses to pick ' up children, and for performing a variety of administrative functions such as completing reports, ordering lunches, and maintaining budgets This position is differentiated from the Child Care Services Director level by its overall responsibility for department program operations, policy setting, and direction of staff ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Supervises staff, reviews teachers' lessons plans, organizes and conducts staff meetings, completes staff timesheets and records 2 Drives school bus to pick up Kindergartner students, conducts maintenance inspections on bus and reports when repairs are needed 3 Prepares monthly lunch menus, fills out weekly lunch order, assembles and prepares lunches and snacks 4 Greets parents and callers on a daily bases, answers questions regarding child care center operations and activities, reads and replies to email queries Assistant Child Care Services Director Page 1/4 Packet Pg 90 =.SB Ability to Plan and organize child development curriculum and activities, coordinate child development activities and lesson plans, provide instruction to individual children and small groups, appropriately manage and observe teacher and student behavior, model acceptable social behaviors, develop and maintain effective relationships with children, communicate effectively, both orally and in writing, relate positively and effectively with child and families of various cultures, disabilities, and social economic backgrounds, think and act quickly in emergency and non -emergency situations, maintain a healthy, safe, and orderly environment, understand and follow oral and written instructions Education/Training/Experience High School Graduation or GED equivalent, with Associate degree or 60 units with 24 units of Early Childhood Education/Child Development (ECE/CD) including core courses, 6 units of administration, 3 in Adult Supervision and a valid Child Development Permit for Master Teacher or Site Supervisor The alternative education requirement is a Bachelor's degree or higher with 12 ECE units, 3 units of supervised field experience in an ECE setting and a valid Child Development Permit for Master { Teacher or Site Supervisor Five years of teaching and administrative experience in child development programs and one year experience supervising adults, preferably teaching staff and center support staff, and experience monitoring curriculum for children Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Attain a Valid Class B California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards to operate bus for various trips Ability to travel to different sites and locations as part of school programs In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Assistant Child Care Services Director Page 3/4 Packei?Og _92 Assistant City Manager Department/Division City Manager's Office Reports To City Manager Provides Direction To Human Resources Technician, Administrative Intern FLSA Exemption Status I Exempt Date Prepared I November 1, 2014 GENERAL PURPOSE Under general direction of the City Manager, plans, leads, and manages the development and execution of assigned City-wide programs, projects, and services, conducts a variety of complex analyses and oversees the work of assigned staff, acts on behalf of the City Manager, and performs other related duties as assigned 17[+-111I`[Cluj f+111:11►RX41:/-\:LT9A940 +311[6.1 This position serves as the second -in -command position within the City The Assistant City Manager assumes ,responsibility for a variety of initiatives and leads and oversees the development and implementation of a range of programs and protects of high importance to the City Manager and executive team The scope of responsibility, complexity of \ decision -making, and range of interpersonal contacts are greater than other division heads and mid -management level positions ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Assists and participates in the implementation of the City's Vision, goals and priorities 2 Plans, organizes, leads, conducts, and trouble -shoots problems involving special projects as assigned by the City Manager 3 Conducts independent research and develops recommendations on City policy and procedures, and specific projects and programs based on City Council goals o) 0 co T v N c 0 4. EL U) d c c 0 U) 0 IL a E cc a Assistant City Manager Page 1/4 w Packet Pg 94 15 B QUALIFICATIONS GUIDELINES jl Knowledge of Theories and practices of municipal government, human resources management, municipal finance, redevelopment/successor agency finance, and local government services, applicable federal, State, and local laws, codes and ordinances, and rules and regulations, principles of effective public relations in working with City Council, civic and business groups, media, and the general public, program development, public policy, and project management, employee development, management, motivation, supervision, training, performance appraisal, and discipline, grants administration, including acquisition, implementation, and monitoring processes Ability to Participate in the development, implementation, and administration of programs, policies, projects, budgets, and activities, negotiate position requirements and contracts, plan, organize, direct, supervise, and evaluate the work of staff, articulate and respond to sensitive community, organizational, and City Council issues, concerns, and needs, analyze problems, identify appropriate solutions, and implement recommendations, prepare clear, concise, and comprehensive administrative, financial, and technical reports and appropriate recommendations, use modern office equipment and computer hardware and word processing, spreadsheet, graphics, and database software programs, understand, interpret, explain, and apply applicable federal, State and local policies, laws and regulations, communicate effectively, both orally and in writing, establish, cultivate, and maintain effective working relationships with City Council, department directors, officials, public and private representatives, community groups and business representatives, vendors, contractors, consultants, and the general public Education/Training/Experience Bachelor's degree from an accredited four-year college or university with a major in Public Administration, Public Policy, Finance, or a related field is required A Master's degree in Public Administration, Finance, or a related field is highly desirable Five years of responsible management and administrative experience, including planning, organization, and implementation of varied interdepartmental programs and services, is required Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Ability to work extended hours in order to attend meetings, conferences, events, and other functions on behalf of the City, including evening and weekend hours In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Assistant City Manager Page 3/4 Packet Pg 96 B (M LIT '4� Assistant Teacher Department/Division Child Care Services Reports To Child Care Services Director, Assistant Child Care Services Director Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt Date Prepared October 22, 2014 GENERAL PURPOSE Under general supervision, assists in teaching children, monitors child safety in the classroom, other school sites, and off -site areas, completes additional tasks to promote early childhood education, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS The Assistant Teacher is responsible for providing assistance with age appropriate lesson f planning and instruction to infant through sixth grade children in a child care setting The Assistant Teacher requires less specialized knowledge and problem -solving than the Preschool Teacher in teaching methods and curriculum utilization ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Supervises children in the classroom, on the playground, and during field -trip activities, demonstrates proper standards of behavior and uses a positive approach while working with children 2 Promotes an environment of acceptance that supports and respects gender, culture, language, ethnicity, and family composition 3 Greets parents when picking up or dropping off children, establishes and maintains rapport with parents and family members, answers basic questions regarding programs and activities, as necessary 4 Maintains a safe and attractive learning environment, assists with daily set-up, meals or snacks, and clean-up functions following activities ,F Assistant Teacher Page 1/4 Pac6txPg 98 ` 1 Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Basic First Aid and CPR certification In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Physical Demands While performing the duties of this class, employees are regularly required to sit, talk or (` hear, in person and by telephone, use hands to finger, handle, feel or operate standard office equipment, reach with hands and arms Employees are frequently required to walk and stand and to lift and move books, records, games, and other classroom and play area objects weighing up to 20 pounds Employees may be required to lift and carry injured children and to squat or kneel to set or pick up arts and craft materials, games, or other play area or educational materials Sensory demands include the ability to see, talk, and hear and use electronic keyboards Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills, read and interpret data, information and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, perform highly detailed work, work on multiple, concurrent tasks, work with frequent interruptions, work under intensive deadlines, and interact with children, parents, staff, management, vendors, the public, and others encountered in the course of work Assistant Teacher Page 3/4 Packet`Pg 100 3.tr:5 B Associate Planner Department/Division Community Development/Planning Reports To Community Development Director Provides Direction To May provide technical direction to Planning Technician FLSA Exemption Status I Exempt / ;. , 1\ Date Prepared I November 1,6; 204,, GENERAL PURPOSE Under general supervision, performs Journey -level professional planning by facilitating land use development through interpretation and implementation of the Zon g�Ordinance and General Plan, administers planning projects, prepares,,�or reviews planning studies, and makes presentations to Planning Commission, and performs other related work as assigned \�~` � DISTINGUISHING CHARAxGTERISTICS The Associate Plan'neray p vide technical work direction to Interns and Volunteers ESSENTIALFUNCTIONS The dutieslisted below are intended only --as, y as illustrations of the various types of work that may be�performed Theiomission�of specific statements of duties does not exclude them from the position if the work lssimilar; elated, or a logical assignment to the class 1 Provides service to internIal\and external customers, reviews and analyzes specific development project applications and determines applicability of planning, zoning, and building codes, and\h /types of modifications that might be needed to meet City requirements and other types of regulatory and design standards 2 Researches and prepares proposed revisions to sign ordinances and zoning ordinances 3 Administers long-range property management plan Associate Planner c 0 IL c 0 C 0 a E 0 U c 0 a U) 0 9 U 0 4) a D a) 0 0 c 0 EL d 0 c 0 IL J J Q a� E s 2 Page 1/4 Packet,P,g 102 Iry 5 B Ability to Understand, explain, and interpret local development standards, regulations, and requirements, read and check architectural and building plans for conformance with land use, architectural and zoning regulations, manage projects, interpret maps, site and building plans and specifications, graphs, and statistical data, prepare clear maps, graphs, and illustrations, make effective presentations, operate modern office equipment and computer hardware, use word processing, spreadsheet, graphics, and mapping software, prepare clear and concise technical documents, reports, correspondence and other written materials, communicate effectively both orally and in writing, establish and maintain effective working relationships with staff, management, developers, contractors, officials, general public, and other parties Education/Training/Experience Bachelor's Degree in Public Administration, Urban Planning, or a closely related field is required Three years of responsible professional planning experience is required, preferably supplemented by prior technical and internship work Licenses, Certificates, Special Requirements Possession of a valid Class C California driver's' license, acceptable driving record, and proof of auto insurance in compliance with the City's Vehicle Insurance Policy standards Ability to work extended hours to attend City functions and meetings o �o In accordance with California Government Code Section 3100, City of Grand Terrace c employees, in the event of a disaster, are considered disaster service workers and may be c w asked to protect the health, safety, lives, and property of the people of the State Q- U) d c c 0 w h 0 a J J Q Associate Planner w c d E t C1 R .r+ w Q Page 3/4 _Packet,Pg 104 `' 5 B Building Official Department/Division Community Development/BuildingDevelopment/Building and Safety Reports To Community Development Director Provides Direction To Senior Code Enforcement Officer FLSA Exemption Status Exempt Date Prepared November 15, 2014 GENERAL PURPOSE Under administrative direction, plans, manages, and supervises the activities and staff of the Building and Safety Division, including plan check, building inspection, permit processing, code enforcement, and related programs, acts on behalf of Director of Community Development during absences, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS The Building Official is distinguished from the plan check, permit review, building inspection, and code enforcement positions by its breadth of responsibility for the division - wide operations, policy making authority, supervision exercised, and budget accountability The Building Official is differentiated from the Director of Community Development which has broader accountability for the planning and building divisions, and higher policy - making and budgetary authority and broader external interfaces ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class Plans, organizes, assigns, trains, coordinates, supervises and evaluates the work of assigned staff 2 Manages divisional work activities including plan checks, building inspections, code inspections, and permit applications 3 Researches and develops new programs and policies related to solar permits, green building standards, records management practices, and other types of standards to support the department director or given City Council work plans 4 Prepares and administers division budget for building, code enforcement, plan review, traffic planning, permit processing, and administrative services, and related contract f expenses Budding Official Page 1/4 PacketrPg .,106 I-- � Ability to Plan, organize, schedule, assign, supervise, review and evaluate the work of assigned employees, establish division goals, develop, evaluate and interpret building and construction standards in determining the acceptability of plans and specifications while meeting service expectations, interpret, apply, and enforce applicable State and local building codes, standards, and regulations, review, interpret, and analyze construction blueprints, plans, and specifications, architectural and engineering drawings, and maps for conformance with City building standards and policies, detect faulty materials and workmanship and investigate code violations, make accurate measurements and computations, operate modern office equipment and computer hardware, use word processing, spreadsheet, and permit tracking software, provide comments regarding standard construction methods and improvements, investigate building code violations and respond to complaints and inquiries, prepare clear and accurate inspection records and reports, communicate effectively orally and in writing and make effective presentations, organize work, set priorities, and meet deadlines, establish and maintain effective working relationships with staff, management, property owners, contactors, vendors, general public, and others in the course of work Education/Training/Experience Bachelor's degree from an accredited four-year college or university in Civil Engineering, Architecture, Industrial Technology, or a related field is required, supplemented by course work or training in model code interpretation, construction methods, and plan check practices Seven years of responsible building construction, building inspection, plan checking, and model code development experience is required, including at least two years of lead or supervisory experience Licenses, Certificates, Special Requirements Ability to attain a valid Class C California driver's license, acceptable driving record, and ` proof of auto insurance in compliance with the City's Vehicle Insurance Policy standards Certification from the International Code Council (ICC), International Conference of Building Officials (ICBO) or equivalent organization as a Combination Building Inspector and Plan Check Examiner is required Certification as a Plumbing, Mechanical or Electrical Inspector is required Ability to work on call, extended hours, weekends or holidays in order to respond to inspection requests In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Building Official Page 3/4 Packe(Pg 108_ y' 5 B Building Permit Technician Department/Division Community Develop ment/Permits Reports To Community Development Director Provides Direction To Not Applicable FLSA Exemption Status Non-exempt X' Date Prepared November,1,6,,,2014 GENERAL PURPOSE Under general supervision, reviews, issues, and monitors the status of permits and plan checks for residential and commercial construction activities and`�upgrades, provides a information to the public on permit application, building° inspection and plan checking o processes and requirements, provides info rmationArelated to codes ;and ordinances, M updates and uses the automated permit processmg� system, and performs other related �= duties as assigned ° 2 0 DISTINGUISHING CHARACTERISTICS 0 d t The Building Permit`Technician�,,is distinguished frm�`the Planning Technician in that the - Building Permit Technician works with specialized building and safety permits and not basic plan check and related lryzfon[ing checks ESSENTIAL FUNCTIONS ; 0 The dunes listed below are intended'only as illustrations of the various types of work that may be performed The omission of specific statements of dunes does not exclude them from the position`if the work is¢ similar, 'related, or a logical assignment to the class 1 Greets, scree ns;° and assists property owners, contractors, architects, engineers, and c developers with questions and concerns related to project status, permits, and property � information and follows upfwith voice mail, email, and fax communications -' r 2 Reviews and issues permits and handles and tracks new plan submittals related to residential and commercial construction, alarms, buildings, electrical, mechanical, and plumbing changes, encroachments, re -roofing, pools and spas, tree removals, shoring, grading, telecommunications installations, rights -of -way, fires, demolitions, parking, ¢ stormwater drainage plans, and utility improvements Page 1/4 Packet"Pd' 110 Budding Permit Technician >, 9 g<< 71 QUALIFICATIONS GUIDELINES Knowledge of Budding plans, building codes, and basic construction terminology, construction practices and materials, building permit application procedures, basic math, record keeping practices, modern office practices, English usage, grammar, spelling, and punctuation, records management systems, customer service practices Ability to Review and evaluate building plans, energy co completeness, provide technical Information electrical codes and local ordinances, read, u photos, drawings, reports, applications, i calculate square footage, fees and/or .`t applications, operate modern office equip.i processing, spreadsheet, and permit record minute, organize tasks, set priorities, and i records and research files, complete, -math( Instructions, communicate effectively, bi effective working relationships with\ sta developers, the general public, and other: Education/Training/Exp ler ence High School graduation, or\G E D is requ contact wok experience is�required pref( Licenses—Gertifi r'` rvatlon'documents, and related data for /builds g, plumbing, mechanical, and rstand,`and, explain plans, maps, aerial action documents, and specifications, :s from plants; and fees for permit 16nt and computer 4hardware, operate word ,,,software, type at a nett ate of 45 words per feet deadlines, prepare correspondence and matical computations, follow oral and written orally an in writing, establish and maintain management; property owners, contractors, In the course oork 1 years of responsible clerical and public Iving permitted activities Ability t attain a valid Class C California driver's license, have an acceptable driving record, and evidence of insurability Ability to attain Building Permit Technician certification from the International Code Council (ICC), International Conference�of Building Officials (ICBO) or similar association within 11 one year of employment -is desirable In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State M 0 U) r- 0 r a a 0 c 0 0 o. a r d E r ., Page 3/4 Packet Pg 112 Building Permit Technician ;ss? 5 B QRAND TE R C Child Care Services Director Department/Division Child Care Reports To City Manager Provides Direction To Assistant Child Care Services Director, Child Care Site Supervisor/Teacher, Lead Teacher, Teachers, Assistant Teachers, and Substitute Teachers FLSA Exemption Status Exempt Date Prepared November 1, 2014 CW► 1AC7_1 0091.114 1 Under general direction, plans, organizes, and supervises the overall operation of the Child Care Services Department, implements programs to ensure compliance with performance standards, oversees activities and emergency plans, and performs other related duties as assigned (- DISTINGUISHING CHARACTERISTICS This is the department head position responsible for budget, overall staffing, and policy setting This position has a broader scope of functional responsibility, external interfaces, budgetary accountability, and level of supervision exercised than other staff positions in the department ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work Is similar, related, or a logical assignment to the class 1 Plans, manages, and coordinates Child Care Center operations, plans, and activities, including instructional services, programs, and reporting requirements 2 Develops and administers department goals, objectives, policies, and priorities and work plans for staff, identifies and resolves problems and issues, evaluates departmental performance in relation to established standards 3 Plans and directs the preparation of the annual department budget, including revenues, expenditures, equipment, and school supplies, makes related City Council s� presentations concerning Child Care Center services and operations Child Care Services Center Director Page 1/4 Packet Pg"il4 4 t� 5 B'� QUALIFICATIONS GUIDELINES Knowledge of General knowledge of child development, lesson planning, and curriculum development, Title 22 Child Care Licensing regulations, classroom and playground safety guidelines and methods, budgetary planning and management practices, principles and practices of management, leadership and supervision, including the setting of goals and objectives, work planning, and employee evaluation, contract administration practices Ability to Relate positively and effectively with child and families of various cultures, disabilities, and social economic backgrounds, think and act quickly in emergency and non - emergency situations, analyze and solve problems, prepare and present a variety of operational and administrative reports and present findings and recommendations, operate modern office equipment and computer hardware, use of word processing, spreadsheet, and graphics software applications, present reports and recommendations, communicate effectively with others, both orally and in writing, establish and maintain cooperative working relationships with students, parents, staff, management, contractors, consultants, auditors, public and private officials and the general public Education/Training/Experience High School Graduation or GED equivalent, with AA or 60 units with 24 units of ECE/CD including core courses, 6 units of administration, 3 units in Adult Supervision and a valid Child Development Permit for Site Supervisor or Program Director The alternative education requirement is a Bachelor's degree or higher with 12 ECE units, 3units of supervised field experience In an ECE setting and a valid Child Development Permit for Site Supervisor or Program Director Seven years of teaching and administrative experience in child development programs and one year experience supervising adults preferably teaching staff and center support staff, and experience monitoring curriculum for children Child Care Services Center Director Page 3/4 Packei Pg 116 k'y.;j5 B Child Care Site Supervisor/Teacher Department/Division Child Care Services Reports To Director Provides Direction To Teacher, Teacher Aide FLSA Exemption Status Exempt Date Prepared November 1, 2014 GENERAL PURPOSE Under general supervision, supervises child care center teachers, monitors child safety in the classroom, school site areas, and off -site events, tracks student development and completes additional tasks to promote early childhood education, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS The Child Care Site Supervisor/Teacher is responsible for age appropriate curriculum development and lesson planning and oversees instruction for infant through sixth grade children in a child care setting This class is distinguished from the Teacher based on its scope of supervisory and administrative responsibilities ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position If the work is similar, related, or a logical assignment to the class Supervises teachers in a classroom setting, evaluates assigned staff, provides orientation and training regarding the Child Care Center rules and regulations, reviews work for conformance and acceptability 2 Completes reports and activity logs, maintains parent bulletin board 3 Ensures all classroom activities are developmentally appropriate, participates in curriculum development and creates individual lesson plans, observes each child's learning and skill development and records progress 4 Supervises children in the classroom, playground areas, and at off -site events, demonstrates proper standards of behavior and uses a positive approach while working with children Child Care Site Supervisor/Teacher Page 1/4 o� 0 �o N c 2 Q. d 0 c 0 w 0 a J J Q c d E t 0 w f� Packet-Pg,_ 118 Ability to Plan and organize child development curriculum and activities, coordinate child development activities and lesson plans, provide instruction to individual children and small groups, appropriately manage and observe student behavior, model acceptable social behaviors, plan, organize, assign, review work, and motivate and evaluate the work of assigned employees, develop and maintain effective relationships with children, communicate effectively, both orally and in writing, interact with children and adults in an effective manner, implement learning activities for children, maintain a healthy, safe, and orderly environment, understand and follow oral and written instructions Education/Training/Experience High school graduation of GED equivalent, supplemented by 12 units of college level education in early childhood education or child development (ECE/CD) 3 units of Adult Supervision Three years of experience working with children in an instructional capacity, preferably including lead or supervisory experience Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of f insurance in compliance with the City's Vehicle Insurance Policy standards First Aid and CPR certification In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Physical Demands While performing the duties of this class, employees are regularly required to sit, talk or hear, in person and by telephone, use hands to finger, handle, feel or operate standard office equipment, reach with hands and arms Employees are frequently required to walk and stand and to lift and move books, records, games, and other classroom and play area objects weighing up to 20 pounds Employees may be required to lift and Child Care Site Supervisor/Teacher Page 3/4 PackefPg 120 r10 NRONDTE C City Clerk Department/Division City Manager Reports To City Manager Provides Direction To Executive Assistant FLSA Exemption Status Exem t Date -Prepared November 1, 2014 GENERAL PURPOSE Under general direction, plans, organizes, and manages the work of the City Clerk Division, performs administrative services specified in the Municipal Code and pertinent statutes, coordinates legislative and records management actions of City Council and other bodies, as assigned, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS The City Clerk performs broad administrative responsibilities and policy -making authority The incumbent independently manages and performs a range of administrative, legislative, elections, and records management functions on behalf of the City ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Plans, organizes, and manages services provided by the City Clerk Division, prioritizes and allocates tasks and special projects 2 As the election official, coordinates city-wide elections, initiates elections procedures and coordinates the filing of initiatives, referendums, recall actions, and candidate statements 3 Addresses questions regarding elections procedures, campaign financial statements, Commission appointments, and similar matters 4 Coordinates maintenance of records for Historical and Culture Commission and Public Finance Authority City Clerk Page 1/4 Packef,Pg '122 B QUALIFICATIONS GUIDELINES Knowledge of California Code and California Code of Regulations, Municipal Code and related local ordinances, California Public Records Act, California Brown Act, California Political Reform Act, records management, retrieval, and archiving systems, local elections practices, public contract administration practices, public noticing requirements, budgeting practices, principles and practices of sound business communications, principles and techniques of employee supervision and evaluation, research methods, records management practices Ability to Plan, manage, and coordinate the services of the City Clerk's Department, including programs, projects, and related functions, assign, train, supervise, review, and evaluate the work of employees in order to meet deadlines and established work standards, analyze and solve problems, lead or conduct research of codes, ordinances, and resolutions, take minutes, use computer hardware and word processing, spreadsheet, and other software applications, communicate effectively, both orally and in writing, make effective public presentations, follow oral or written M` instructions, interact effectively with staff, management, legal counsel, vendors, contractors, consultants, government officials, general public, and other parties Education/Training/Experience Bachelor's degree from an accredited four-year college or university with a major in public administration, or a related field is desirable Five years of responsible administrative, legislative, and records management experience Certification as a Master Municipal Clerk is desirable Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State City Clerk Page 3/4 E Packet Pg 124 City Manager Department/Division City Manager's Office Reports To Mayor and City Council Provides Direction To Assistant City Manager, City Clerk, Community Development Director, Finance Director, Child Care Services,,Director, Executive Assistant, and contract,' ositions FLSA Exemption Status Exempt / }� Employment Exemption Status At -Will-,\-/' ° Date Prepared November 10, 2014,,, GENERAL PURPOSE Under general and oversees functions to e Council with direction of the C and guides the ac nsure that the accurate and direction and to implemen administration, decision -mat, as the Executive ,Director Financing Authority, oversee effective professional leader the City's current -and future DISTINGUISHING CHARA�C�' The City Manager provides directors, managers, and a decision -making, direct and i greater than for any'ther Cit, ESSENTIAL FUNCTIO timely all pol la 'and �i incil, sives,;asi the City's ChiefExecutive Officer ,,,of all City departments, programs, services and Is and�obtectives\are achieved, provides the City )rmation to support decision -making and policy set by -.the -,City Council, provides overall daily ui Successor ity's budget I�recommver nd perform ICS ice_with,the City Council and staff, serves o Agency, Housing Authority, and Public and capital improvement plans, provides ds organizational enhancements to meet bother related duties as assigned gall\direction to all staff positions through department ned administrative staff The scope of responsibility, Bct supervision, and budgetary authority are significantly ff position The duties listed below are Intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class Directs and manages the operations of the City provides direction to all City departments and functions falling under the authority of the City Manager, supervises all subordinate department heads and staff, hires, trains, evaluates performance, and disciplines senior management personnel and oversees this process for all City employees through subordinate managers, serves as the Personnel Officer, establishes policies and procedures for the overall City functions, oversees and participates in the resolution of inquiries and complaints from the public and other City Manager Page 1/4 Packet'Pg 126 r5 B ESSENTIAL FUNCTIONS (continued) t 11 Oversees development of City Annual Budget in coordination with Finance Department and City departments and present proposed budget for City Council review, consideration, and approval 12 Prepares for and leads weekly Executive Team meetings, serves as a liaison to various civic or governmental organizations and committees, taskforces, boards, and commissions QUALIFICATIONS GUIDELINES Knowledge of Leadership and management theory and practices, municipal government organization, administration, and operations, including principles, practices, and methods used in local government administration, organizational and management practices related to the analysis and evaluation of City programs, policies, and operational needs, public sector personnel administration and labor relations practices, municipal budgeting and capital improvement programs, current community and social, political, and economic trends and problems affecting local government, applicable federal, State and local laws, codes and ordinances, and rules and regulations regarding local government affairs, Government, Council, and local and State legislative processes, negotiations and conflict resolution t techniques, goal setting and workload and performance indicators, principles of effective community and public relations in working with City Council, civic and business groups, media, and the general public, marketing and economic development, program development, public policy, and project management, employee development, management, motivation, supervision, training, performance appraisal, and discipline Ability to Manage and direct City-wide goals, objectives, policies, procedures, work standards, and internal controls, provide leadership and plan and administer a balanced budget, select, motivate, supervise, and evaluate executive team and staff and plan, organize, direct, and coordinate, and delegate work, articulate and respond to sensitive community, organizational, and City Council issues, concerns, and needs, prepare clear, concise, and comprehensive administrative, financial, and technical reports, evaluate public policy, management and operational issues and recommend appropriate actions, think logically, appraise situations logically, interpret federal, State and local policies, laws and regulations, and policy issues, in determining appropriate actions, exercise tact and diplomacy in resolving conflict in a fair and amicable manner, communicate effectively, both orally and in writing, establish, cultivate, and maintain effective working relationships with City Council, department directors, officials, citizen groups and business representatives, vendors, contractors, consultants, and the general public and make effective public presentations City Manager Page 3/5 PacketNPg .128 `' ;5B r Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills, read and interpret data, thoroughly analyze and solve problems, exercise sound judgment in the absence of specific guidelines, use math and mathematical reasoning, establish priorities and work on multiple assignments and projects concurrently, meet intense and changing deadlines given interruptions, and interact appropriately with staff, management, City Council, commissioners, and other officials, media, as well as contractors, community groups, other public agencies, vendors, consultants, contractors, public and private representatives, and others in the course of work, including resolving conflict situations WORK ENVIRONMENT The employee frequently works in an office environment with controlled temperature settings The noise level is moderate, typically below 70 decibels City Manager Page 5/5 Packet Pg `130 5B Community Development Director Department/Division Community Development Reports To City Manager Provides Direction To Building Official, Senior Civil Engineer, Management Analyst, Planning Technician, Senior Code'Enforcement Officer, Department / Secretary / \ FLSA Exemption Status Exem t,`ti / , \ Date Prepared October/27, 2014 ;, \ GENERALPURPOSE Under general direction, plans, directs, and`tioversees the programs j) protects, and operations of the Community Development Department, directs planning, building and safety, and code enforcement, oversees engineering and -,public works programs and other services, and performs other related\ddties as assigned 7FYWL[r1116-1:11` ICYS This is a department setting This position accountability; and-pYr The Community-Deve accountability for City - :RISTICS mition responsible for budget, overall staffing, and policy olad-sc pe of\responsibility, external interfaces, budgetary ect-support of the City Council and Planning Commission D rector iOistinguished from the City Manager, which has rations and policy -making and City Council relations The duties listed,below are intended only as illustrations of the various types of work that may be performed \, The omission of specific statements of duties does not exclude them from the position if thetiworkklis similar, related, or a logical assignment to the class 1 Directs, plans, manages, and evaluates the operations, programs, staffing, policies and procedures of the Community Development Department head ESSENTIAL FUNCTIONS ' 2 Establishes, prioritizes, and evaluates the attainment of departmental goals 3 Directs the preparation of departmental reports and acts as staff liaison to the City's Planning Commission and City Council 4 Develops, coordinates, and oversees changes to the City's General Plan, Zoning Ordinance, budding and safety standards, and code enforcement standards Community Development Director Page 1/4 Packet Pg 331 t a y�;Ky�t Y c + QUALIFICATIONS GUIDELINES Knowledge of Theories, principles, and practices of governmental planning, zoning, building and safety, community code enforcement, and engineering and public works maintenance practices, Federal Environmental Protection Act and California Environmental Protection Act, laws, codes, and ordinances affecting land use planning, building construction, and zoning practices, including the budding trades, Municipal Code,)City ordinances, and County health and safety regulations pertaining to property „maintenance, budding codes and ordinances, budgetary planning and manageme`nt,'�practices, principles of economics, statistics and demographics, grant programs --,,as related to planning, community development and housing, principles of supervision, organization, and management Ability to Plan, organize and direct fan -,effective Clty,'community development program, expeditiously process and approve,projects which,,conform with the General Plan, Zoning Ordinance and other City standards,, direct the 'compilation of staff, technical and consulting reports, prepare clear and comprehensive reports, formulate and manage department budget,,direct-the selection, training, supervision evaluation and advisement s of departmental personnel, , analyze,plans,., specifications' and proposals and make appropriate recommendations,\communicate effectively ;With others, orally or m writing, prepare and present administrative reports, recommendations and oral presentations to executive a �Y nd advisory` bodlesf lestablish and maintain effective relationships with staff, management, consultants, contractors,„, developers, governmental officials, and public and private er presentatives,�a`<nd otherstinthe course of work Education/Trraining/Experience Bachelor's` degree from anaccredited four-year college or university with a major in Urban Plan ning;�.Public Administration or a related field is required Eight years of progressively re"sponsible) professional, administrative and managerial experience involving planning zoning, and community development matters within local government A Master's Degree in Urban Planning, Public Administration or a related field is desirable Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State t Community Development Director Page 3/4 C U) c. a 0 0 U) 0 a J J a d E r cc a�N Packet Pg 133 Department Secretary Department/Division Assigned Department Reports To Department Director Provides Direction To Not Applicable , FLSA Exemption Status Non -Exempt Date Prepared October 22,,,201,4 GENERAL PURPOSE Under general supervision, performs a b`rc secretarial, and clerical functions in supp( prepares and reviews records and reports, a DISTINGUISHING C range of varied -:administrative, technical, ,.�f a department, administers databases, ,performs -/other related duties as assigned fffM \\ 4 \, The Department Secretary performs\varied-,work assignments involving the administration of specialized departmental records, staffs pport;`the review1and compilation of data for ,. management and staff reports, and/ors the completion of`independent research The Department Secretary/directly supports�a-department;�director, and may also support supervisory, professional,and/o adm inistrativve.staff ESSENTIAL-FUNCTIONS,T The dutres,`hsted be ow'are intended only as: ustrahons of the vanous types of work that may be performed TheNomiss►on\of,specific statements of duties does not exclude them from the position if the wo&is similar, related, or a logical assignment to the class 1 Schedules,,appointments and meetings, and arranges for travel or staff attendance at conferences, workshops, and professional associations 2 Provides counter°support as needed, answers calls, screens visitors, and refers parties to appropriate personnel, assists customers at a public counter and by telephone, responds to complaints and directs parties to appropriate personnel 3 Maintains budgetary data and tracks account expenditures, purchases office supplies and equipment and researches information regarding vendors, contractors, and consultants Department Secretary Page 1/4 a c 0 4.1 d CL 0 V c W c 0 cc 0 U) N U 0 cc a Packet'0 `135 Education/Training/Experience High School Graduation or GED equivalent Five years of increasingly responsible clerical, customer service, and administrative support experience Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives; and)property of�the,people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demandszdescr►bed here\are representative of those that must be met by employees to success a ly,, perform the essential functions of this class Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions��`` Physical Demands--. " While performing the duties off this class, the employee is constantly required to sit, and occasionally to stand and walk Fmge\dexterity and light grasping is required to operate,-computerihardware and -standard office equipment, and reaching with hands and,,arrms'a'bove and below'shoulderalevel:,is�necessary to access files and records The employee o cC as`onally lifts\ end car'hes�records and documents typically weighing less than\25 pounds Sensory demands include the ability to see, talk, and hear and use electronic touch keypads ``"I Mental Demands While performing the duties of this class, the employee is regularly required to use written and oral communication skills, read and interpret data, information, and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, perform highly detailed work, work on multiple, concurrent tasks, work with frequent interruptions, work under intensive deadlines, and interact with management, staff, vendors, consultants, officials, program participants, the general public, and others encountered in the course of work Department Secretary Page 3/4 a) 0 W c 0 a a 0 c 0 0 a a c d Packet Pg 137 B Executive Assistant Department/Division City Manager/Administration Reports To City Manager, City Council, City Clerk, and assigned management positions, as needed Provides Direction To Not Applicabler FLSA Exemption Status Exempt /" , ,/ Date Prepared November 1,0;=2014 GENERAL PURPOSE �w A Under general supervision, provides administrative support to the City Manager, City Council, and City Clerk, acts as liaison between City Manager, City Council, residents, and other agencies and the general public, and performsother'related duties as assigned DISTINGUISHING CHARACTERISTICS"-,, , The Executive Assistant is distinguished from lower -level administrative support positions in that it typically has more interfaces wit executive a nd management positions, officials, fand the general public As distinguished,froxn the Department Secretary, the Executive Secretary performs. work that entails �a'' greater rang of administrative support responsibilities and requires greater problem -solving skills, sensitive interfaces, and handling of confidential informat •, ESSENTIAL OF N�,IOINSC The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position ifthe work is'sim►lar, related or a logical assignment to the class 1 Provides admiistrative support to designated executives, staff, and elected officials, acts as staff liaison�to city'Manager and City Council in screening visitors, answering callers, handling complaints, and directing others to appropriate parties 2 Schedules appointments and meetings for the City Manager and City Council, and arranges for travel or staff attendance at conferences, workshops, and professional functions 3 Prepares the City Council Master Calendar, coordinates all monthly events pertaining to official city business and community events Executive Assistant Page 1/4 Packet `Pg.'139 QUALIFICATIONS GUIDELINES Knowledge of City organization, policies, and office administration practices, correct English usage, including spelling, grammar and punctuation, basic functions of public agencies, including the role of a City Manager, elected Council, City Clerk, and appointed commissions, basic research methods, principles of business letter writing and report preparation, rules and procedures governing public notices and conduct of p.ublic>meetings, word processing, spreadsheet, and graphics software applications,,/,record keeping, filing, and basic accounting practices, public relations techniques, English 'usage, spelling, grammar, and punctuation Ability to Operate modern office equipment and computer hardware, useword processing, spreadsheet, graphics, and specialized software=applications programs, plan, organize and coordinate administrative assignments and schedule functions and events to meet deadlines, conduct basic research ,and prepare correspondence and compile data for reports, use independent judgment,, ake`minutes and provide administrative and budget support to assigned executives, managers, commissions and/or committees, communicate effectively, both orally and in`writing, proofread and prepare clear, accurate, and concise records and reports, establish\and rn intam ffective°working relationships with staff, l management, vendors, contractors, consultants, officials, general public and others, establish and maintain departmental files and, maintain confidentiality of communications Education/Training/Experience�.,,, High School graduation dr�G E'-D\equival net is required, preferably supplemented by education; training, and certification in -.the use of office software products Five years of responsible administrative and\customer support experience is required Licenses, Certificates,,Spbc al Requirements Ability to attain a valid Class C California driver's license, have an acceptable driving record, and evidence of insurability In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Executive Assistant Page 3/4 Packet Pg 141 r� QUALIFICATIONS GUIDELINES Knowledge of Theories, principles, and practices of public finance administration, including accounting, budgeting and auditing, Generally Accepted Accounting Principles (GAAP), current Governmental Accounting Standards Board (GASB) pronouncements, and related standards, principles and statutes of fund-aTd governmental accounting, external and internal auditing practices, and financial reporting, general ledger and subsidiary ledger accounting procedures and cash; `management practices, budgeting principles and practices, including revenue and expenditure forecasting, internal and external auditing practices, treasury and revenue management methods and practices, purchasing and contract administrationepractices, financial accounting software, principles and practices of management,,,l'eadership and supervision, including the setting of goals and objectives, work planning, and employee eV'al 'nation Ability to Plan, organize, and direct th and understanding financial professional, technical; and 11 make investment`- decisions` iP financial statements„and and sensitive projects,-inti organize; assign, and\,pri deadlines, --make '-prese relationships with other C s, institutioni and the\gen processing,spreadsheet; Education/Train nq/Expe e services and functions`of the Finance Department, read statements; organize, manage and evaluate the work of administrative support staff, analyze financial data and prepare' cloba /and�� concise accounting documents, respondence,,undertake~or supervise technical, complex -p,"ret and apply -laws, policies, procedures, and regulations, ritize projects and, ensure completion in accordance with tations,`` establish) and maintain cooperative working y department -staff, brokers, investment advisors, financial ral `p�ub�ic, operate computer hardware and utilize word id graphic, presentation software Bachelor's deg ree'Jrom`an;'accredited four-year college or university with a major in Finance, Accounting, or a/closely related field Seven years of progressive responsible financial management and accounting experience, including three or more years of supervisory and management experience, or an equivalent combination of training and experience Designation as a Certified Public Accountant (CPA) designation or Master's degree in Public Administration is highly desirable Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Finance Director Page 3/4 Pack, tf 0g' 1145 0 �m LL1'7� H� Financial Analyst Department/Division Finance Reports To Finance Director Provides Direction To Not Applicable FLSA Exemption Status Exempt Date Prepared November 1, 2014 GENERAL PURPOSE Under general supervision, conducts responsible financial, statistical, administrative and other management analyses in support of City and departmental functions and programs, assists in preparation of reports and recommendations on both long-term financial plans and day-to-day business operations, and performs other related duties as assigned The Financial Analyst is distinguished from the Principal Accountant and Accounting Technician In that it requires more specialized professional knowledge of accounting principles, as well as greater responsibility for budgetary analyses and revenue and cost studies ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the vanous types of work that may be performed The omission of specific statements of dunes does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Compiles, summarizes and analyzes a variety of financial and statistical data related to revenues and expenditures 2 Researches, reviews and prepares monthly financial report submitted to City Council, reconciles changes in data among various revenue sources and expenditure accounts to verify accuracy and completeness, assists in implementing policies and procedures, drafts reports and presentation materials for management 3 Aids the Finance Director in the preparation, review and presentation of the bi- annual Required Obligation Payment Schedule (ROPS) to the Successor Agency and Oversight Board Researches and makes recommendations to any requests from the Department of Finance regarding the Agency's ROPS, reviews and reconciles Redevelopment Property Tax Trust Fund (RPTTF) residual receipt worksheets from the County Financial Analyst Page 1/3 _Pack6i,pg "147 ,_ Education/Training/Experience Bachelor's degree from an accredited four year college or university with a major in finance, accounting, or a related field Three years of professional and technical experience performing responsible financial analysis, budgeting, and accounting work is required Licenses, Certificates, Special Requirements In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Physical Demands While performing the duties of this class, the employee is constantly required to sit, and J occasionally to stand and walk Finger dexterity and light grasping is required to handle, o feel, or operate computer hardware and standard office equipment, and reach with hands and arms above and below shoulder level The employee occasionally bends, stoops, U) lifts, and carries records and documents, typically weighing less than 20 pounds 0 w a Sensory demands include the ability to see within normal range, and talk, and hear, and use electronic touch keypads o c 0 Mental Demands U) 0 a While performing the duties of this class, employees are regularly required to use written a and oral communication skills, read and interpret data, use math and mathematical w reasoning, analyze and solve problems, learn and apply new information, perform highly d detailed work on multiple, concurrent tasks while meeting deadlines, interact with, staff, s management, contractors, vendors, auditors, and the general public a a WORK ENVIRONMENT The employee frequently works in an office environment with controlled temperature settings The noise level is moderate, typically below 70 decibels Financial Analyst Page 3/3 Packef,,Pg `149 ". 5 B Human Resources Analyst Department/Division Human Resources Reports To Assistant City Manager Provides Direction To Not Applicable' Exemption Status Exempt a Date Prepared NovemberJ6 20'1,4 GENERAL PURPOSE Under general supervision, performs a technical, and administrative supports classification and compensation,'`empl training and development, and risk\ma General Liability programs, and perform 1]6-1110KIIII11:I10N IN X vanety of\p�rofes onal, administrative, analytical, functions related to recruitment)and selection, yee relations,J1benefits administration, employee iagement, including Workers' Compensation and otKer related duties,as assigned The Human Resources -',Analyst Is expectWto perform a combination of professional analytical, technical, and�admmistrative functions This position is distinguished from the Assistant,City Manager, which has broader responsibility, decision -making authority, and budgetary accountability -for allhuman resources programs, policies, and practices ESSENTIALTU NCTIONS,\ .'.� The duties I t`ed below are intended only as illustrations of the various types of work that may be performed \The omission of specific statements of duties does not exclude them from the position if the work ►s similar, related, or a logical assignment to the class 1 Participates in the\de`velopment and administration of City human resources, risk management, and safety policies, projects, and programs for City departments 2 Conducts and coordinates recruitment and selection processes, Including developing and maintaining job descriptions, screening applications, scheduling and administering exams, assessment centers, and Interviews, developing Interview questions and written exams, proctoring exams, arranging written exams and Interview schedules, orients Interview panels and conducts rater debriefings, prepares and maintains eligibility lists, and candidate records, conducts new employee orientation sessions, adds employee In payroll system and updates records Human Resources Analyst Page 1/4 Packet Pg 150 , , ., °ti 5 B QUALIFICATIONS GUIDELINES Knowledge of California fair employment laws and related laws, ordinances, and regulations, recruiting, testing, and selection practices, classification and compensation, and employee relations, personnel policies, contracts, and records administration practices, health, disability, and welfare programs, California laws and regulations governing paid leave, COBRA benefits continuation, and notification requirements, CaIPERS program enrollment and filing requirements, principles and practices of human resources and office administration, principles of research, stat stical'lanalysis, and report preparation, budget administration practices, training an' donentation,,practices, customer service practices Explain, interpret, and apply personnel re gulations�ules, policies, and procedures, analyze and solve human resources problems,-\or`ganize and prioritiztasks to meet deadlines, communicate clearly and,concrsely, both orally and in writing, follow oral and written directions, review, verify`, --and update records, conduct research, compose correspondence, and compile reports;'-,mainttaain confidentiality of sensitive data, operate modern office equipmed\and computer,, hardware, use word processing, spreadsheet, and grap"hc software applications,-type,at a net rate of 40 words per minute, establish,drid maintain effective working relationships with applicants, staff, management, vendors; cons{/uIt`s,and th'e`�general public, Educatilon/Tramma/.Exaeri' rice Bachelor's degree'in 'Public,4'Administration, Business Administration, or a closely related -,,field is required, Three years of increasingly responsible human resources and risk management experience is required in areas related to recruitment and selection, class ification\and compensation, benefits administration, and Workers' Compensation and General Liability insurance programs Licenses, Certificates„Special Requirements Possession of a valid Class C California driver's license, acceptable driving record, and proof of auto insurance in compliance with the City's Vehicle Insurance Policy standards Ability to attain technical certification in human resources and risk management is desirable, as sponsored by CalPRIMA, International Public Risk Management Association for Human Resources (IPMA-HR), or Associate in Risk Management (ARM) and/or similar extension program certification offered through a recognized r educational institution Human Resources Analyst Page 3/4 Packet ;Pg 9 52 °,5 B Human Resources Technician Department/Division Human Resources Reports To Assistant City Maria er Provides Direction To Not Applicable" ,rr Exemption Status Non-exem 0t ; Date Prepared November A 6�201,4 GENERAL PURPOSE Ire t ESSENTIAL FUNCTIONS—,'\ The duties listed below are inter may be performed The,,omiss►c from the pos tip on if - the work- M s9 1 Supports recru a Vunci emaling job flyers -,toen employment application' f( preparing interview packe scoring examspreparing background checks, a�ntlrtc rr X Under general supervision, performs a vanetyy of,� technical, administrative, and human resources support functions related to recruitmenrt,, and selection, classification and compensation, employee relations;, benefits and risk management, employee training and development, and records management, -and performs``wother related duties as assigned only as illustrations of the vanous types of work that specific�statements of duties does not exclude them -related, or a,logical assignment to the class `" 7� \,.) ons by creating job flyers and advertisements, placing ads, ployees and other agencies, processing and screening rms `to select qualified candidates, scheduling interviews, :s, sending letters to interview panelists and candidates, eligibility lists, scheduling pre -employment medical and inducting new hire orientations 2 Coordinates employee benefits program, including processing enrollments, changes, and deletions, explaining benefits to employees, conducting open enrollment, and following up on outstanding records, and provides related instructions 3 Prepares and processes Workers' Compensation and disability claim, prepares and submits required forms, communicates with employees and the third party administrator, completes OSHA log and Annual OSHA 300 form, participates in employee accommodations meetings, prepares and submits disability retirement records, processes advance disability pension payments, and completes related tasks in consultation with the Human Resources Manager Human Resources Technician Page 1 /4 0 �o 0 a a 0 t, U) 0 a a d E r 0 a Packet 09 '154 5 B QUALIFICATIONS GUIDELINES Knowledge of California fair employment laws and regulations, testing and selection techniques, personnel policies, contracts, and records administration practices, health, disability, and welfare programs, paid leave regulations, COBRA benefits continuation, and notification requirements, CalPERS program enrollment and filing requirements, schedule of employee benefits by bargaining unit,'human resources and office administration practices, customer service practices , Explain, interpret, and apply personnel regulations, rules, policies, and procedures, analyze and solve human resources problems, organizeoand prioritize tasks to meet deadlines, communicate clearly and concisely, both oralla ' in writing, follow oral and written directions, review, verify, and, update records, conduct -,research, compose correspondence, and compile reports, ' maintain confidentiali y�,, o°f sensitive data, operate modern office equipment and computer hardware, use'word processing, spreadsheet, and graphics software -applications, type at a net rate of 40 words per minute, establish and maintain\effective-,working�`relationships with applicants, staff, management, vendors, consultants,, and `the. the ptub'lic, Education/Training/Experienc�e ' Graduation from h gh.,s�chool)or�G E D equ valent is required Completion of Associate degree,,and training and certificatiow-in human resources is highly desirable Three years of r seponsible human resources technical professional experience in employment, benefits, and related �areas is -required Licenses, Certificates, Special Requirements Valid Class C',California/driver's license, acceptable driving record, and proof of insurance in compliance `with {the City's Vehicle Insurance Policy standards Attainment of technical certification in one or more areas of,human resources is desirable as offered through a human resources management extension program or human resources association In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Human Resources Technician Page 3/4 Packet-Pg ,156 Maintenance Lead Worker Department/Division Public Works/Maintenance Reports To Senior Civil Engineer Provides Direction To Maintenance Worker II, Maintenance Worker I, Janitor FLSA Exemption Status Non-exempt Date Prepared November 1, 2014 GENERAL PURPOSE Under general supervision, leads the work of an assigned crew in maintenance projects involving City parks, parkways, buildings, landscaping, medians, and/or street, storm drain and sewer maintenance, operates specialized equipment and performs more difficult or skilled tasks as well as a full range of journey -level maintenance functions, and does related work as required DISTINGUISHING CHARACTERISTICS The Maintenance Lead Worker is distinguished from the Maintenance Worker II in the extent to which the position assigns, coordinates, and leads work crews, performs the most complex tasks, performs administrative work and demonstrates the proper operation of equipment The Maintenance Lead Worker is differentiated from the Senior Civil Engineer which serves as a first line supervisor and establishes maintenance schedules and priorities given work needs ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class Confers with supervisor regarding work schedule, priorities, projects, operational problems, staffing and crew assignments, and complaints 2 Depending upon assigned crew, organizes, assigns, and checks the work of staff responsible for one or more of the following activities street maintenance, repair, and construction services, storm drain maintenance, and repair, building facility maintenance and repair, parks, landscaping, and median maintenance 3 Reviews work plans and specifications, estimates time, materials, staffing, and equipment that will be needed for assigned jobs, requisitions parts and supplies, as necessary, ensures that materials are ordered and received in a timely fashion Maintenance Lead Worker Page 1 /4 o) 0 �o c 0 a L U) 0 0 c 0 f!J 0 a J J Q c d E t 0 a Packet Pg ;158, QUALIFICATIONS GUIDELINES Knowledge of Operations, services, and activities of a streets, storm facilities, sewers, parks, landscaping, buildings, and other maintenance programs, work methods, practices, and procedures for different types of job assignments and safe and efficient use of tools and equipment, principles of lead supervision and training, proper operation and maintenance of equipment and troubleshooting methods, materials storage hazards and safety standards, traffic control and safety practices, principles and procedures of record keeping and reporting Ability to Plan, organize, assign, lead and inspect work and motivate assigned employees, analyze complex maintenance problems and determine appropriate actions, operate a variety of street and park maintenance and repair equipment and tools in a safe and effective manner, determine resources required for different jobs, read, interpret, and apply a wide variety of technical information from manuals, drawings, specifications, layouts, blueprints, and schematics, interpret and apply policies, procedures, and standards pertaining to maintenance programs and functions, perform skilled trades tasks and operate heavier equipment such as backhoes, loaders, and water or dump trucks, communicate effectively, both orally and in writing, establish and maintain effective working relationships with staff, management, contractors, vendors, and the general public Education/Training/Experience High School graduation or G E D equivalent is required Five years of experience in streets, parks, or general maintenance and repair work and equipment operations is required Licenses, Certificates, Special Requirements Valid Class B California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards A Water Tanker and medical endorsement may be required, depending upon the position assignment Ability to obtain other maintenance certification required for the job such as backflow operator and irrigation certificate Ability to work extended hours or on -call given emergency calls or repairs Maintenance Lead Worker Page 3/4 M 0 (o U) _ 0 r. a N d 0 c 0 r 0 a J J a w c m E t 0 w a Packet Pg 160 Maintenance Worker I Department/Division Maintenance Reports To Maintenance Lead Worker Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt Date Prepared November 16, 2014 GENERAL PURPOSE Under moderate supervision, performs a variety of semi -skilled and unskilled tasks in the construction, maintenance and repair of City streets, storm drains buildings, parks, landscaping, medians and rights -of -way and related facilities, and does related work as required DISTINGUISHING CHARACTERISTICS The Maintenance Worker I is the entry-level of the Maintenance Worker job family This position is distinguished from the Maintenance Worker II which performs more varied and complex tasks requiring more specialized knowledge of maintenance procedures and skilled equipment use 1*11:1z"F-111111111111`►[A11[61&1 The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class 1 Assists in the maintenance and minor repair of buildings, grounds, and equipment, performs minor mechanical, carpentry, painting, plumbing, and electrical work, as assigned 2 Loads and unloads tools and supplies on vehicles and in storage areas, hauls debris from worksites, places traffic control devices at job sites such as signs, cones, and road delineators, asneeded 3 Uses hand and power tools at worksites 4 Prepares street surfaces for paving or reconstruction work, breaks up asphalt, concrete or hardened surfaces, uses jackhammer, concrete saw, shovel, or pick 5 Assists in preparing ground and surfaces and applies asphalt, concrete, and pre -mix materials to streets, sidewalks, and pedestrian ways 6 Maintains, repairs, and installs sprinkler and irrigation systems Maintenance Worker I Page 1/3 Packet Pg , 162' 1' `5 B Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Required to be available for on -call, stand-by, and emergency call service In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Physical Demands While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach above and below shoulder level with hands and arms The position primarily works in field settings The employee must have the ability to sit, stand, walk, talk, and hear The employee is expected to bend, stoop, squat, kneel, climb, and crawl, depending upon work tasks The employee occasionally lifts and moves supplies, power and hand tools, barricades, delineators, and cones weighing up to 50 pounds Heavier objects are moved with tools or assistance of others Specific demands required by this job include the ability to see, talk, and hear Mental Demands CD 0 0 While performing the duties of this class, the employee must be able to use written and oral communication skills, read and interpret data, information and documents, U) interpret policies and procedures, use math and mathematical reasoning, learn and r apply new information or new skills, work under deadlines with interruptions, and 2- interact with City staff, management, contractors, vendors, and public c c WORK ENVIRONMENT c w U) 0 The employee constantly works outdoors and is subject to variable weather conditions and a traffic, heat, dust, moisture and wetness as well as mechanical and electrical hazards a r The employee is occasionally subject to loud construction noise above 80 decibels given construction and use of power tools, compressors, and large-scale motorized equipment The employee may work in vaults and underground storage chambers Employees are w exposed to gas and diesel fumes, use of pesticides, paint removers, and cleaning agents a Maintenance Worker I Page 3/3 Pa4ei,P j' 164 5 B` Maintenance Worker II Department/Division Public Works/Community Service Reports To Maintenance Lead Worker Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt / Date Prepared I October 22, 201,4 -7=1Z111111111711171•144 Under general supervision, performs a vanE construction, maintenance, monitoring, an\' parks, medians and rights -of -way, landscape equipment, and performs other related duties of semi-skilled,,and skilled tasks in the r of City streets"- torm drains, buildings, sand,relaated facilities, -operates heavier issigned/�`, DISTINGUISHING CHARACTERISTIC' S.�� The Maintenance Worker-11- is the journey -level classificationhn the Maintenance Worker job family The Maintenance Worker II is distinguisshetl"from the Maintenance Worker I by the operation of heavier egiaiplment and /greater` -,independence of action in the performance of assigned tasks The Ma ntenance Worker II is differentiated from the Maintenance Lead Worker, w,AoLhas broader responsibility for leading the work or employees,`and'performing more �coplex tasks\requiring more specialized knowledge of maintenance procedures, recordkeeping and equipment use ESSENTIAL,, FUNCTIONS` The duties 11steftelow are intended only as illustrations of the various types of work that may be performed'`�The omission of specific statements of duties does not exclude them from the position if the w, ork is similar, related, or a logical assignment to the class 1 Performs major and minor'repairs of buildings, grounds, and equipment, performs minor mechanical, carpentry, painting, plumbing, and electrical work, as assigned 2 Loads and unloads tools and supplies, hauls debris from worksites, places traffic control delineators such as signs, cones, and lights at job sites 3 Drives medium and light equipment, such as pick-up trucks and dump trucks to and from job sites, uses hand and power tools at worksites, operates backhoe and loader to excavate areas and load and unload materials, including removing and setting and repairing water lines Maintenance Worker II Page 1/4 Packet Pg -165 QUALIFICATIONS GUIDELINES Knowledge of General maintenance and construction repair methods and techniques, basic mechanical, electrical, plumbing repair methods, equipment operation procedures and proper use of hand and power tools, traffic control and safety practices Involving streets, storm drains, parks, facilities, medians and landscape work, use of standard office equipment, record keeping techniques, basic mathematics Ability to Operate backhoe and loader and heavierle performing maintenance work, operate jack tools and equipment, perform assigned procedures and techniques, follow proper effectively, both orally and (ens writing, relationships with staff and management Instructions, complete basic work�pctivity rei aipment, use smalkpower and hand tools in immer, concrete saw,or other mobile power maintenance tasks\,Mlowing established afety rules)and procedures, communicate stablish and maintain ``effective working understand and carry out oral or written rds and�tiRe reports Education/Training/Experience` High School graduate n or E D equivalent is r q `ired Two years of budding, streets, or general maintenance work exereence is required Licenses, C_ertificat s, Special -Requirements ValidfClass C California dnver,s license; acceptable driving record, and proof of insurance>in compliance with the City's Vehicle Insurance Policy standards In accordance with California Government Code Section 3100, City of Grand Terrace employees, en the event ofla disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State 7 Maintenance Worker II Page 3/4 Packet Pg 167 re. Management Analyst Department/Division Assigned department or division Reports To Director, Manager, or similar position Provides Direction To May provide direrctlon to technical/clerical and temporarypositions FLSA Exemption Status I Exempt /` , /' Date Prepared I November 17,;'2d14 GENERAL PURPOSE Under general supervision, performs analytical, administrative 'sand technical work in support of assigned department and the \preparation''and administration of reports, projects, and proposals, may lead work of asslgnedlstaff, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS, ' The Management Analyst is distinguishedfrom 6dministratwe.support classifications by its s higher level of professional knowledge andtanalytical and problem -solving demands ESSENTIAL FUNCTIONS' �' The duties listed below,are intended only assillustr'ations of the vanous types of work that may be,performed The omission of specific -statements of duties does not exclude them from the position if the wor.�kis siAlar\related, or a logical assignment to the class 1 Administers and assists with �the evaluation of specific professional and administrative contracts, programs, and projects 2 Conducts cost, program, and financial analyses and assists In the preparation and the administration of assigned budgets, including the management of specific department and program expenditures, may administer service fees and charges 3 Analyzes, develops, and updates department policies and procedures, explains department standards and requirements and resolves questions and complaints Management Analyst Page 1/4 Packet Pg 169 �5 B QUALIFICATIONS GUIDELINES Knowledge of General principles of municipal government management, project management practices, budgeting practices, leadership techniques,\grant administration practices, laws, regulations, ordinances, and other statutesfrelatedto departmental assignment, methods of administrative, organizational; and cost analysis, contract administration practices, proper English usage, including„ spelling, grammar and punctuation, report presentation techniques Ability to Lead the work of assigned staff;, organize, and ;,coordinate projects and studies, conduct research and analyze and\interpret laws, regulations, technical standards, agreements, policies and -standards related(to City programs, organize and prioritize f work to meet deadlines `,,communicate, effectively, orally and in writing, draft and present study findings and conclusions, ;establish and maintain effective working relationships with staff,management, vendors, consultants, officials, general public, and others encountered inhe-course�of the work, operate modern office equipment and �computerrhardware�and\use word processing, spreadsheet, graphics, and other applications software, Education/Training/Experience Bachelor's degree from an accredited four-year college or university with a major in Public Administration, Business Administration, Human Resources Management, or a related field is required /Two years of administrative, analytical, professional and technical experience involving analysis, report preparation, administrative studies and field work is required, preferably within a local government environment Licenses, Certificates, Special Requirements Ability to attain a valid Class C California driver's license, acceptable driving record, and proof of auto insurance in compliance with the City's Vehicle Insurance Policy standards Management Analyst Page 3/4 Packet Pg 171 ^`"�f B Office Assistant Department/Division Various department and division assignments Reports To Supervisor or manager Provides Direction To Not Applicable , ti FLSA Exemption Status Non-exempt,,,,/ Date Prepared October 22, 2OV4 GENERAL PURPOSE Under moderate supervision, performs t types, processes, distributes, and files functions, and performs other related dL DISTINGUISHING CHARACTERISTIC! The Office Assistant is the entry cl't The Office Assistant receives greater of departmental policies accounting Office Specialisti'�` , ESSENTIAL FUNCTIONs c receptionist, cash, cuments and perfo �as`assigned-- in vision and regbin �1111 ardsand c ;ustorr g, and clerical duties, other office support ministrative support series less specialized knowledge r service practices than the The duties listed -below are`,in tended `only as,illustrations of the vanous types of work that may be performed `�The,om►ssion of specaficstatements of duties does not exclude them from the -position if the`w&k is similar, related or a logical assignment to this class 1 Answers phone calls, relays telephone and fax communications, and takes messages 2 Greets visitors,, nswers questions, determines nature of business, and refers inquiries and complaints to,�appropriate staff members or other departments 3 Takes payments and issues receipts 4 Sorts incoming mail and distributes to appropriate departments, arranges to pick up, collect, and distribute parcels from Fed Ex, UPS, and USPS, and meters outgoing mail 5 Types basic correspondence, memos, forms, and other documents 6 Retrieves, duplicates, scans, and distributes copies of records Office Assistant _ a 0 ca w _ a) a E 0 U a �a _ 0 0 U 0 4) V c. M o� 0 m 0 _ 0 EL U) 0 0 _ 0 0 a Q _ a� E Page 1/3 Packet, Pg 173 "F 5 B Mental Demands While performing the duties of this class, the employee must be able to use written and oral communication skills, read and verify documents and follow instructions, use math and mathematical reasoning, and interact City staff, management, and the general public WORK ENVIRONMENT The employee frequently works in an office environment with controlled temperature settings The noise level is moderate, typically below 70 decibels Office Assistant Page 3/3 Packet'Pg 175 Office Specialist Department/Division Assigned Department Reports To Supervisor, Manager, or equivalent position Provides Direction To Not Applicable" , Exemption Status I Non-Exem t Date Prepared I November 1,6, ,2014 GENERAL PURPOSE Under general supervision, assists in per`fc service, program support, and basic accou duties as re wired g a variety of receptionist and customer �clerical,functions, and,,performs related DISTINGUISHING CHARACTERISTICS-,,, z 7 � The Office Specialist is.the tourney levelositio nln this administrative support class series Incumbents perform,/aried clerical and�specialized-program support activities under the ( W 1 guidance of a supervisor or manager level position The,Office Specialist is distinguished from the Office Assistant by its more specialized knowledge and accountability for a range of clerical, customer service, and1program duties The Office Specialist is distinguished from the�Dep rtment §Secretary; ,..wh'ich requires more specialized knowledge of departmental policies; agendas;.and reportingzpractices, and which has a greater range of intero`ersonal contacts,,d`urina the course f`work ESSENTIAL FUNCTIO The duties listed,b'elow are intended only as illustrations of the various types of work that may be performed\ The omission of specific statements of duties does not exclude them from the position if the work isysimdar, related or a logical assignment to this class 1 Assists patrons with questions and concerns, answers phone calls and provides information to customers as needed, inventories supplies and assists with purchasing of departmental supplies and rental of equipment, as needed 2 Performs a range of office support functions, including preparing memos and correspondence, organizing and filing records, updating participant lists, and following up with program participants and staff 3 Assists with specialized program support functions such as registering patrons for -- programs and events, collects fees, acts as cashier, reconciles payments and monies t received with planned billings and payments Office Specialist Page 1/3 Packet::„Pg 176 ,N 5 Bl May be required to work a vaned schedule of hours that may include early mornings, evenings, weekends, and holidays In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are repre6entahve of those that must be met by employees to successfully perform the essential functions of this class Reasonable accommodations may be made to,enabI86n�dividuals with disabilities to perform the essential functions Physical Demands `gyp ry While performing the duties of this class, the employee is,regularly required to stand, sit, or walk, talk or hear, in person and by telephone �DepeFnding upon the pdsiittion assignment, lifting, straightening, and moving/tables and chairs`anq/or equipment maybe required to arrange offices and facilities for speciaahevents and/or,meetmgs Position in this class occasionally lift, move, and carry oblects1yp cally weighii�g up to 40 pounds While performing the¢dut ei s of this cl ss,\,the mp yee is constantly required to sit, and occasionally to stand and walk \Finger dexterity✓and'lighfigrasping is required to handle, feel, or operate computer hardware and standard office equipment, and reach with hands and arms above and'below shoulder level The employee occasionally bends, stoops, lifts, and carries records and`documnts etyp cally`�weighing less than 20 pounds Sensoryde ann s include the ability to see, talk, and hear, and use electronic touch keypads Mental Demands , While performing,the duties iftlhis class, employees are regularly required to use written and oral communication skills, read and interpret data, information and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, workwith frequent interruptions, and interact with staff, management, contract instructors, vendors, the public, and others encountered in the course of work WORK ENVIRONMENT The employee works in both office and field environments and occasional travel may be required to different locations and meeting sites depending upon the position assignment The noise level is often moderate, typically below 70 decibels Office Specialist al Page 3/3 Packet Pg 178 Y- <5 BF Planning Technician Department/Division Community Development Reports To Community Development Director Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt . , ,> Date Prepared Se tember/1912014 GENERALPURPOSE Under general supervision, performs public counter, responds to requests for documer applications for services, issues permits, ar files and maintains records of documents, m related duties as assigned DISTINGUISHING CHARACTERI arvice and technical work at/ the public and information, `reviews and processes ;alculates`>and processes fees, receives, „sand�the� materials, and performs other �r The Planning Technician is the para-professional class the Planning series Incumbents s perform complex tasks,,and assignments ofi�limitedito moderate difficulty within the design and framework established by the Community Development Director The Planning Technician requires lesser �re�sponsibility, specialized knowledge, and decision -making authority than-1 rofessionaka�nd managerial classifications in this series ESSENTIAL FUNCT�IONS�,F'�,```E_0 The duties listed below a d ,intendetl only as Illustrations of the various types of work that may be performed' The omission of only statements of duties does not exclude them from the position -if the work is similar, related, or a logical assignment to the class 1 Responds to inquirties afAublic counter, explains local ordinances and planning policies, State laws, and,planning procedures 2 Receives and processes a variety of development applications such as land use, home occupation, sign permits, project applications, reviews for completeness and accuracy, calculates planning fees, delivers applications to appropriate staff 3 Works on assigned planning projects, works with applicants and agency representatives, assists with coordinating planning projects with other City departments Planning Technician Page 1/4 Packet Pg A 79 Education/Training/Experience Bachelor's degree from an accredited four-year college or university with a major in Urban Planning or a closely related field is required One year of experience in planning support and interpreting building and construction codes in a public or private planning organization is required Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of Insurance in compliance with the City's Vehicle surance.Policy standards In accordance with California Government Code Section 3100,,,City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives,,and prop" of the people of the State PHYSICAL AND MENTAL The physical and mental demands `ddscnbed-here ard,edpresentative of those that must be met by employees to successfully\perform the essential functions of this class Reasonable accommodat Ol nsmay be made to enable individuals with disabilities to perform the essential functions �`, .� Physical Demandst i While pew rforming the duties off this class„theJemployee is constantly required to sit, and occasionally fo\ stand and\walk Finger dexterity and light grasping is required to operate computer hardware acid standard office equipment, and reaching with hands and arms above and below shoulder level is necessary to access files and records The employee occasionally lifts and -carries records and documents, typically weighing less than 25 pounds Sensory dem nds include the ability to see, talk, and hear and use electronic touch keypads,% Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills, read and interpret data, information and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, perform highly detailed work, work on multiple, concurrent tasks, work with frequent interruptions, work under intensive deadlines, and interact with staff, management, vendors, contractors, the public, and others encountered in the course of work Planning Technician Page 3/4 Packet Pg 181 Principal Accountant ry•r Department/Division Finance Reports To Finance Director Provides Direction To Provides technical, direction to Senior Accounting Technician and volunteers FLSA Exemption Status I Exempt /,_e Date Prepared I October 22, 20514\ GENERAL PURPOSE Under general Isupervision, performs advances accounting functions related to comprehensive \f complex accounting analyses, and -performs other,, DISTINGUISHING CHARACTERISTI'CS'1"',- The Principal Accou r range of accounting analyses and its kn' Principal Accountan departmental staff, b ESS The duties listed below may be performed The professional 'financial analysis and ancial`records and reports, conducts uties as assig t is,differentiated from4the Accounting Technician by its broader ponsibilities, more varied an&�complez accounting and auditing !dge ofprofessional ccounting egulations and standards The distingufished from he Director of Finance, which oversees all sting, and accounting;,f�uncctions, and reports to the City Manager S�`�`` ire ►ntended sponly as illustrations of the various types of work that omission ofec►f►c statements of duties does not exclude them from the pos►bon ►f the work is similar, elated, or a logical assignment to the class 1 Plans, organizes, and ad inisters financial records and performs vaned and complex accounting functions ih,maintaining the General Ledger 2 Prepares and reviews a wide range of journal entries and prepares budget appropriation adjustments following review by the Finance Director 3 Closes monthly financial statements after identifying errors and assisting the Finance Director in resolving questions, prepares monthly financial reports for submission to the City Council 4 Prepares monthly bank reconciliations for the City's various banking, investment, and cash statements with fiscal agent accounts, and prepare reconciling journal entries ,t ! 5 Maintains and reviews fixed assets and related accounts, updates and maintains depreciation schedules, reconciles fixed asset schedule to the General Ledger Principal Accountant Page 1/4 " VPackikl �183 t5 B Ability to Analyze complex financial data and make appropriate adjustments, develop and implement financial procedures and controls, organize, prepare, and balance accounting records and financial statements, and prepare clear, comprehensive and accurate accounting reports, maintain and reconcile journals and ledgers, using professional accounting methods to conduct analyses and solve problems, provide technical direction to assigned staff, plan and prioritize tasks to meet work deadlines, communicate effectively, both orally and in writing, establish and maintain effective interactions with staff, management, auditors, contractors, vendors, volunteers, and other public and private representatives, operate computer hardware and modern office equipment, use spreadsheet, database, word processing, and specialized accounting software programs Education/Training/Experience Bachelor's degree from an accredited four-year Finance, Accounting, or a related field is required financial analysis and accounting experience preparation of varied financial and accounting Certified Public Accountant (CPA) is desirable Licenses, Certificates, Special Requirements college or university with a major in Five years of responsible professional is required, preferably involving the analyses and reports Designation as Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Ability to work extended hours to meet statutory deadlines In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Principal Accountant Q Page 3/4 Packet Pgt 185 •t t�'�.: ,5 B QrM 0 i ti• Senior Civil Engineer Department/Division Community Develo ment/En ineerin Reports To Community Development Director Provides Direction To May provide technical direction to Maintenance Lead Worker=6nd�assigned engineering tech nical`,p_ersonnel\ FLSA Exemption Status Exern` t'° Date Prepared November 3, 2014 GENERAL PURPOSE 0 Under general supervision, plan,,dministers engineering plans, 0 specifications, contracts, and public works capital' =improvement protects, serves as Building Official in the review of budding plans,and specifications, administers requests for N proposals and consulting services `\agreeTents, supervises and participates in 0 development of studies a d-,reports and the administrationof engineering inspection, o encroachment, and permit activities, and\performs other related duties as assigned o CL DISTINGUISHING CHARACTERISTICS The Senior Civil Engineer s � yftdre tiated "from engineering technical and support --higher level for and its v personnel given its of responsibility engineering protects, U) professional engineering, knowledge and decision -making authority The Senior Civil c Engineer�"has,lesser budgetary authority, diversity of responsibility, and policy -making Q- authority than the Director of\Community;Development ESSENTIAL FUNCTIONS {° 0 ., The duties listed belowtare intended as illustrations of the various types of work that only a° may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position a 1 Plans, coordinates, and manages capital improvement projects, programs, and c d E activities, establishes timelines, and monitors costs and schedule compliance, and resolves problems by working with staff and contractors a 2 Participates in the preparation and review of engineering plans, specifications, construction estimates, and bidding documents for public works projects such as street restriping, sidewalk repairs, and ramp construction, and reviews actual work for conformance with scope of work standards and specifications Senior Civil Engineer Page 1/4 Packet Pg '187 J r Senior Code Enforcement Officer Department/Division Community Development Reports To Community Development Department Provides Direction To Not Applicable FLSA Exemption Status Exempt / Date Prepared Se tember/1`9, 2014 GENERAL PURPOSE Under general supervision, responds to a/v inspections to investigate reported code requirements, completes reports and submits housing codes and ordinances, and-p.erforms DISTINGUISHING CHARACTE <1/111 \ IX of public comph lations, research saondernce to erne and conducts field City policies and `safety, zoning and uties as assigned The Senior Code Enforcement Officer is the senior -level classification in the job series This job is distinguished from the Code Enforcement,,Officer in that\ifie employee handles more y` complex and sensitise complamtsand cas'esthare" iu re,a more comprehensive knowledge of the City's Municip,61tode an&ordinances\ ESSENTIALFFUNCTIONS,, `- The dut►ies1l►sted below are ►nf nded only �Ss,, Ilustrations of the various types of work that may be pen`ormed The om►s�s►on\of,spec►f►c statements of duties does not exclude them from the pos►t►on if the work,,►sst►m►lar, related, or a logical assignment to the class 1 Receives telephone calls; emails, or in -person complaints from citizens, property owners, commun ty\repreAsentatives and governmental agencies regarding possible violations of City codes/and' policies and City ordinances related to zoning, housing, animal nuisance, safety an property maintenance violations 2 Investigates complaints of non -conforming or illegal property uses, signs, abandoned or parked vehicles, unsightly property maintenance, fire hazards or obstructions 3 Conducts property maintenance, zoning, and health and safety inspections for a range of businesses and residences, including special permitted activities in conformity with City policies and requirements and Community Development Block Grants, conducts joint inspections with Budding and Safety Senior Code Enforcement Officer Page 1/4 Packefft. 191 QUALIFICATIONS GUIDELINES Knowledge of City Code, municipal ordinances, and State requirements and standards related to housing, zoning, property maintenance, and health and safety codes, restrictions related to particular types of home businesses and permitted establishments, code enforcement and public relations methods and practices, investigative\and research practices related to the enforcement of City Code and municipal ordinances, State building, electrical, plumbing and mechanical codes and standards, ,animal control services and volunteer services programs, training techniques Ability to Research and apply sections of City codes ,and ordinances to public complaints and potential code violations, independently conduct field inspections and"prepare citations given recognized violations, effectively inte`rpretx/,a'nd'' explain City Nrequirements and policies with tact and diplomacy, interact effectively, with staff, homeowners, business owners, tenants, residents, aWd public and private, representatives, communicate effectively, both orally and in writing,operate computer hardware and use word processing software,roperate standard`office equipment, maintain complete and accurate work files Education/Training/Experie;nce ° High School graduation,.or'G E-D equivalent\is required, preferably supplemented by formal code enforcement training Four,"years-of code enforcement and public contact experience involving the enforcement of,zoning, housing, building, and/or health and safetv,codes and ordinances Licenses, Certificates, Special Requirements Valid Class C `California driver's license, acceptable driving record, and proof of insurance in compliance w th'r the City's Vehicle Insurance Policy standards F Attain Penal Code 832 certification or equivalent ICC (International Code Council) certification within six months of employment In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Senior Code Enforcement Officer Page 3/4 M 0 U) c a d 0 c 0 M O IL J J Q d E s a Packei 0'§ 193 r Senior Finance Technician Department/Division Assigned department or division Reports To Finance Director, may receive technical direction from Principal Accountant Provides Direction To Not Applicable/ } FLSA Exemption Status I Non -Exempt' Date Prepared I October 22, 2014\ GENERAL PURPOSE Under general supervision, performs accounting support and administrative work in Finance Department, participates in the preparation, review, and adjustment of accounting records related to accounts payable, purchasing, ndother functions, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS~�. The Senior Fin ance/T'ech in clan is distinguished froh,the Principal Accountant, which requires more substantial knowledge of generaldgeraccounting, payroll accounting, and statutory reporting requirements ESSENTIAL -FUNCTIONS f The duties listed below are intended only as illustrations of the various types of work that may be`pen`ormed The ,omiss►ongof specific statements of duties does not exclude them from the position if the work,is similar,, related, or a logical assignment to the class 1 Examines adjusts, and processes voices and accounts payables check requests for vendors and otherprofessional services 2 Verifies that required payment approvals and valid account numbers have been provided, advises departments on errors in codes, extensions, or payment methods 3 Creates payment batches and enters account payment data, generates and prints checks, posts payments to General Ledger, disburses checks to payees 4 Verifies credit card information and assists in completing credit card authorization slips, ensures that credit card transmittals are returned and approved Senior Finance Technician Page 1/4 a) 0 m U) C O c. U) d 0 c O 0 a J J a c a� E a Packet Pg 195 ( QUALIFICATIONS GUIDELINES Knowledge of Accounts payable, billing, account procedures, licensing and special fee expense reimbursement procedures, practices Ability to s receivable, and purchasing methods and requirements, payroll practices and procedures, data retention requirements, customer service Operate computer equipment and use accounting software, and spreadsheet and word processing software applications programs; operate calculator and other standard office equipment, verify, enter, and reconcile financial data\and accounting information, ensure proper authorization and doc�u/ mentation for disbursements, prepare basic accounting records and reports, communicate effectively, both orally and in writing, establish and maintain effective working, `relationships with staff,� management, vendors, contractors, customer , and others in the course of work Education/Training/Experience � High School graduation -or G E D:equivalent is�rr quired��Two years of responsible clerical and technical -accounting and budgeting work is required Completion of J J N ti _- technical accounting training.,and coursework is desirable Licenses. Certifi aces: SDeci l-Reouirements Valid`�Class CC California\d`river's license;�acceptable driving record, and proof of insurance in compliance with\the�City's Vehicle Insurance Policy standards In accordant c \ ith California Government Code Section 3100, City of Grand Terrace employees, in the event ofl.a 4disaster, are considered disaster service workers and may be asked to prot ,c6tthe health safety, lives, and property of the people of the State Senior Finance Technician Page 3/4 . Packet Pg 197 r` 5 B Teacher Department/Division Child Care Services Reports To Child Care Services Director, Assistant Child Care Services Director Provides Direction To Not Applicable FLSA Exemption Status I Non -Exempt Date Prepared I November 1, 2014 GENERAL PURPOSE Under general supervision, organizes lesson plans and teach children, monitors child safety in the classroom, school site areas, and off -site events, tracks student development and completes additional tasks to promote early childhood education, and performs other related duties as assigned DISTINGUISHING CHARACTERISTICS Positions in this class are responsible for age appropriate curriculum development and lesson planning and provide instruction to infant through sixth grade children in a child care setting The Teacher is distinguished from management level positions which have broader responsibility for child care policies, budgeting, and personnel supervision, and interfaces with City and State officials ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class Organizes and plans daily classroom activities in a manner that is consistent with childhood education programs and that will adhere with State licensing requirements 2 Ensures all classroom activities are developmentally appropriate, participates in curriculum development and creates individual lesson plans, observes each child's learning and skill development and records progress 3 Supervises children in the classroom, playground areas, and at off -site events, demonstrates proper standards of behavior and uses a positive approach while working with children 4 Promotes an environment of acceptance that supports and respects gender, culture, language, ethnicity, and family composition Teacher Page 1/4 Packet Pg 199 7 '5'B an effective manner, implement learning activities for children, maintain a healthy, safe, and orderly environment, understand and follow oral and written instructions Education/Training/Experience High school graduation of GED equivalent, supplemented by 12 units of college level education in early childhood education or child development (ECE/CD), including the core units One year of experience working with children in an instructional capacity Licenses, Certificates, Special Requirements Valid Class C California driver's license, acceptable driving record, and proof of insurance in compliance with the City's Vehicle Insurance Policy standards Basic First Aid and CPR certification In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State PHYSICAL AND MENTAL DEMANDS The physical and mental demands described her Physical Demands e While performing the duties of this class, employees are regularly required to sit, talk or hear, in person and by telephone, use hands to finger, handle, feel or operate standard office equipment, reach with hands and arms Employees are frequently required to walk and stand and to lift and move books, records, games, and other classroom and play area objects weighing up to 20 pounds Employees may be required to lift and carry injured children and to squat or kneel to set or pick up arts and craft materials, games, or other play area or educational materials Sensory demands include the ability to see, talk, and hear Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills, read and interpret data, information and documents, analyze and solve problems, observe and interpret situations, learn and apply new information or skills, perform highly detailed work, work on multiple, concurrent tasks, work with frequent interruptions, work under deadlines, and interact �f with children, parents, staff, management, vendors, the public, and others encountered l in the course of work Teacher Page 3/4 Pa&et? 201 City of Grand Terrace Classification and Compensation Study 5 C Recommended Classifications and Salary Range Schedule Prepared November 17, 2014 PROPOSED HOURLY RATE PROPOSED MONTHLY SALARY CLASSIFICATION GRADE MINIMUM - MAXIMUM MINIMUM - MAXIMUM A Active Proposed Classifications and Range Assignments Job Classification Grade Step A Step E Step A Step E t� Hourly Hourly Monthly Monthly = Assistant Teacher 8 $12 66 $15 39 $2,159 03 $2,668 08 1° Administrative Intern 10 $13 96 $16 97 $2,420 03 $2,941 56 c c r. Office Assistant 11 $14 66 $17 82 $2,541 03 $3,088 63 Teacher 11 $14 66 $17 82 $2,541 03 $3,088 63 Maintenance Worker 1 13 $16 16 $19 65 $2,80148 $3,405 22 U) Office Specialist 13 $16 16 $19 65 $2,801 48 $3,405 22 V Maintenance Worker II 15 $17 82 $21 66 $3,088 63 $3,754 25 0 Finance Technician 17 $19 65 $23 88 $3,405 22 $4,139 06 4) Department Secretary 18 $20 63 $25 07 $3,575 48 $4,346 02 Q Maintenance Lead Worker 19 $21 66 $26 33 $3,754 25 $4,563 32 Planning Technician 19 $21 66 $26 33 $3,754 25 $4,563 32 a) Human Resources Technician 20 $22 74 $27 64 $3,94197 $4,79148 coo Assistant Child Care Services Director 21 $23 88 $29 03 $4,139 06 $5,031 06 v Budding Permit Technician 21 $23 88 $29 03 $4,139 06 $5,031 06 Executive Assistant 22 $25 07 $30 48 $4,346 02 $5,282 61 Senior Code Enforcement Officer 24 $27 64 $33 60 $4,79148 $5,824 08 Child Care Services Director 25 $29 03 $35 28 $5,031 06 $6,115 28 to am City Clerk 33 $42 88 $52 13 $7,433 17 $9,035 06 Senior Civil Engineer 34 $45 03 $54 73 $7,804 82 $9,486 81 Community Development Director* 42 $66 53 $80 87 $11,531 28 $14,016 34 2-11 *Adjusted for additional responsibilities 2 B Inactive Proposed Classifications and Range Assignments Recommended for future use Job Classification Grade Step A Step E Step A Step E t� Hourly Hourly Monthly Monthly Senior Finance Technician 20 $22 74 $27 64 $3,941 97 $4,79148 U) Financial Analyst 24 $27 64 $33 60 $4,79148 $5,824 08 U Human Resources Analyst 24 $27 64 $33 60 $4,79148 $5,824 08 a) Management Analyst 24 $27 64 $33 60 $4,79148 $5,824 08 Associate Planner 27 $32 00 $38 90 $5,546 74 $6,742 10 H Principal Accountant 27 $32 00 $38 90 $5,546 74 $6,742 10 Building Official 32 $40 84 $42 88 $7,079 21 $8,604 82 Finance Director 38 $54 73 $57 47 $9,486 81 $10,982 17 Assistant City Manager 43 $69 85 $84 91 $12,107 84 $14,71716 E s �a a Packet Pg 203 R F k� MEETING DATE TITLE PRESENTED BY AGENDA REPORT November 25, 2014 Successor Agency Item Amended Long Range Property Management Plan Sandra Molina, Community Development Director RECOMMENDATION Adopt RESOLUTION NO 2014 - , A RESOLUTION OF THE SUCCESSOR AGENCY FOR THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING THE LONG RANGE PROPERTY MANAGEMENT PLAN 2030 VISION STATEMENT This staff report supports Goal #3 "Promote Economic Development" which, in turn, promotes Goal #1 "Ensure Our Fiscal Viability" Successful implementation of the Long Range Property Management Plan will enable the City to attract new business and establish new revenue sources BACKGROUND Health and Safety Code Section 34191 5 requires a Successor Agency to prepare and submit a Long -Range Property Management Plan (PMP) to the California Department of Finance (DOF) for review and approval At its meeting of October 22, 2013, the Successor Agency approved its Property Management Plan At its November 6, 2013, meeting, the Oversight Board also approved the PMP and the PMP was, subsequently, submitted to the DOF for its approval The DOF has conducted its initial review of the PMP and requested that the Successor Agency make certain changes prior to approval DISCUSSION The state Department of Finance has requested the following changes be made to the the Successor Agency's Property Management Plan • With respect to Property #4 in the PMP, the PMP must state that compensation agreements will be entered into between the City and affected taxing entities, • With respect to Property #5 in the PMP, DOF is requesting that Property #5 be removed from the PMP Property #4 After much study, staff has determined that these changes are to the benefit of the City, r Successor Agency and affected taxing entities By allowing the City to retain certain Packet'pj 204 t;F 6 A RESOLUTION NO 2014- A RESOLUTION OF THE SUCCESSOR AGENCY FOR THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING THE LONG RANGE PROPERTY MANAGEMENT PLAN d o c WHEREAS, on October 22, 2013, the Successor Agency to the Community Redevelopment Agency of the City of Grand Terrace ("Successor Agency") approved the Long Range Property Management Plan ("LRPMP") pursuant to Health & Safety Q Code section 34191 5, and a` d WHEREAS, on November 6, 2013, the Oversight Board for the Successor c Agency to the Community Redevelopment Agency of the City of Grand Terrace ("Oversight Board") approved the LRPMP pursuant to Health & Safety Code section c 34191 5, and a d WHEREAS, after submittal to the California Department of Finance ("DOF"), the DOF has determined that certain amendments needed to be made prior to issuance of a its approval of the LRPMP, and WHEREAS, the Successor Agency now desires to amend the LRPMP in the manner required by the DOF and to submit the amended LRPMP to the Oversight Board for its approval NOW THEREFORE, BE IT RESOLVED by the Successor Agency for the Grand Terrace Community Redevelopment Agency, as follows SECTION 1 That the foregoing recitals are true and correct and are incorporated herein by reference SECTION 2 That the Successor Agency has duly considered the amended LRPMP, which is attached hereto as Attachment 1 and incorporated herein by this reference SECTION 3 That the Successor Agency hereby adopts the amended LRPMP SECTION 4 That Successor Agency staff is hereby directed to take this matter to the Oversight Board for the Successor Agency for its consideration, ratification, and approval SECTION 5 That the Successor Agency staff is hereby authorized to take all other actions necessary and proper to carry out this resolution including, but not limited to, making such modifications to the attached amended LRPMP so that it further complies with the requirements and directives of the DOF and such other non - substantive changes as may be required L } Packet Pg 206 6A I, PAT JACQUEZ-NARES, AGENCY SECRETARY of the Successor Agency for the Community Redevelopment Agency of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the Successor Agency Board of the Successor Agency for the Community Redevelopment Agency of the City of Grand Terrace held on the 25th day of November, 2014 by the following vote AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares Agency Secretary I-1]M -61AT 17-yl061_761_0ITJ Successor Agency Counsel Packet,Pg 208 D CD 0 C- CD Q- r 0 M (Q 0) M cn CD 1 0 M CD rt 'u !31 7 pl C1 N „-0 N Attachment A - Successor Agency Resolution —Amended LRPMP (1608 Amended Long Range Property Management Plan) D f r i i Long Range Property Management Plan { j City of Grand Terrace Successor Agency ' November 13. 2014 Page 2 of 23 f d a � t Table of Contents ; �,� f }_ Section Page i CL r K o 10 Introduction 3 2 0 Long -Range Property Management Plan 6 cc ' t t R t t � ' Property #1 22100 Block of Barton Rd r, 4 6 i Property #2 22747 Barton Rd { ; � 9 J ` Property #3 Vista Grande Park Project fi� 11 j S Property #4 Mixed -Use Specific Plan Project' �` `sa 14 Prsperty #a BasebaN Pa rlE l�rejest �" ' '' 19 Q } 00 3 0 Attachments Ye 22 } n f CD 5 M � i � t III � t r f L) l { � s i i H r� t i s � I � + p s r I r r f CL 1 s ILl r J i C ' G d f k S 4 1 i � S i I G s WThe amatyses protections assumptions rates of return and any examples presented herein are for Alustratixe purposes and are not a guarantee of actual and/or future results Project pro forma and tax analyses are projections f onyActual results may differ materially from those expressed In this analysiskosM South Figueroa Street, 35th Floor Los Angeles Califomra 90017 ph 213 417 3300 fax 213 417 3311 r I ` Packet Pg''212 7 R6 B 1 Long Range Property Management Plan fi City of Grand Terrace Successor Agency ' November 13, 2014 ' a E>E�teber�--2B-13 Page 4 of 23 12 Successor Agency Property Summary The SA / former RDA is the owner of record on title for five (5) properties (comprised of 13 } parcels) in the City of Grand Terrace Of these properties two (2) are governmental use properties that are proposed to be transferred to the City to continue exclusive and continued governmental use Of the remaining three (3) properties two are designated to be liquidated ; with distribution of sale proceeds to local taxing entities pursuant to AB1484 and one of the properties is designated to be transferred to the City for future development Table 1 2 below i summarizes the recommendations for disposition for the LRPMP properties and Exhibit 12 on the following page includes a map of the SA and Housing Agency*properties ` Table 12 Successor Agency �PropertySummary Purpose Gov'tDev. Liquid. Enf. • 1 22100 Block of Barton Rd X § 020275-242-11 75-242-11 2 22747 Barton Rd 0276-202-54 X 3 Vista Grande Park Protect 0276-46210� 1167-141-08 1 1167-151-68 r 4 Moved -Use Specific Plan - 1167-151-71 1167-151-74 X Project 1167-161-03 ` 1167-161-04, 1 h 1167-151-22 j The analyses projections assumptions rates of rehnrn and any examples presented herem are for illustrative purposes and are not a guarantee of actual and/or future results project pro forma and tax analyses are projections AC only Actual results may differ materially from those expressed in this analysis kos monp� 805 South Figueroa Streak 35th floor Los Angeles California 90017 ph 213 417 3300 fax 213 417 3311 -I- _. I I — Packet Pg 214 6 B f It Lot 5ize , 1 0 88 acres (38 333 square feet) , _ r Use \Vacant land ` Zoning �BRSP = General Commer-c- Current Title City of Grand Terrace Successor Agency I t i t , � 5 Long Range Property Management Plan City of Grand Terrace Successor Agency j November 13, 2014 j Gatobarlk Page 6 of 23 t a s tom° t 2.0 Long -Range Property �; Management Plan Cc _ } Property #1 22100 Block of Barton Road �, [ L � m j �' i , t } j j v i + + v I s 4 s E t ! N 3 f s r i E R L i � ai I J = I �t Q i t The analyses projections assumptions rates of return and any examples presented herein are for Alustrafrve purposes and are not a guarantee of actual andfor future results Project pro forma and tax analyses are projections i - oniy Actual results may differ materially from those expressed in this analysis kos mon,,,865 South Figueroa Street, 35th Floor Los Angeles California 90017 ph 213 417 3300 fax 213 417 3311 , Packet Pg 216 t I I Long Range Property Management Plan City of Grand Terrace Successor Agency November 13, 2014 t Ogtober 46 2013 I Page 8 of 23 I I Potential for TOD Not applicable Future development of retail commercial uses will advance Agency Planning Agency objectives of elimination of blight and strengthening of ObjectivesAgency uses and the economic base of the community I This property was in escrow for sale to O'Reilly Automotive History Stores, Inc (O Reilly) In May however, escrow was terminated In Auaust of 2013 due to redevelopment dissolution I 1 As the Purchase and Sale Agreement with O'Reilly is no longer in place at this time it is recommended that the property be sold to a developer or end -user for development, consistent Liquidation with Agency planning objectives for a sale price consistent with 1 estimate of current value Revenue generated from the sale of . this property is proposed to be distributed to local taxing aaencies pursuant to AB 1484 I l� V + i 1 V j + The analyses projections assumptions rates of return and any examples presented herein are for illustrative 12 purposes and are not a guarantee of actual andfor future results Protect pro forma and tax analyses are projections I only Actual results may differ materially from those expressed in this analysis kos RonOe 865 South Figueroa Street 35th Floor Los/Ugeles California 90017 ph 213 417 3300 fax 213 417 3311 i Packet Pg 218 1 Long -Range Property Management Plan City of Grand Terrace Successor Agency t November 13, 2014 Ogtebsi,46 2042 I Page 10 of 23 i Purchase Date 01/13/2009 Purchase Price �$360 000 Funding Source Tax Increment Purpose Future commercial development in advancement of P RDA planning objectives _ Estimate of Current Value $115,000_��� Method of Valuation Comparable sales evaluation w.. � v ' J'tf I i No Revenues or Contractual There are no revenues generated by this property and there no Requirements contractual requirements related to this property i .. None No known history of environmental contamination designation as Brownfield site, or remediation ti �,, { ',. i o ■ .. �. .• Potential for TOD Not applicable ,I -Future commercial developmenttwill;advance Agency objectives Agency Planning -\\of elimination of blightand strengthening of commercial uses and Objectives lithe economic base of the community Immediate proximity of the sulijecbproperty to City Hallfshould also be noted 77 7 G-� Previously abandoned structure on -site was demolished There { History\ hasgbeen no notable development proposal and other activity in � connection with this property since Agency acquisition I Sale of property to developer or end -user for development consistent with Agency planning objectives and proximity to City Liquidation Hall for a sale price consistent with estimate of current value Revenue generated from the sale of this property is proposed to be distributed to local taxing agencies pursuant to AB 1484 I The analyses pm,echons assumphons rates of return and any examples presented herein are for illustrative purposes and am not a guarantee of actual andfor future results Pmlect pm forma and tax analyses are pmlechons - only Actual results may differ materially from those expressed in this analysis ICOS mo n 865 South Figueroa Street 35th Floor Los Angeles California 90017 ph 213 417 3300 fax 213 417 3311 Packet Pg 220 Long Range Property Management Plan City of Grand Terrace Successor Agency November 13, 2014 Opteber 19 =13 Page 12 of 23 .. ..TITZIM.. No Revenues or There are no revenues generated by this property and no Contractual contractual requirements Requirements Property includes unstable sod in rear portion of parcel (Natural Subsiding Sod Hazard Disclosure Report obtained by City dated May 27 2009) Conditions Property is located in Slide Prone Zone' within County General Plan There is no history of environmental contamination designation as Brownfield site, or remediation I , f I , I I Potential for TOD Not applicable The Vista Grande Park Project,is�'exphatly indi teca d as o en of 14 priority non -housing projects �in, the approved RDA Five -Year Implementation Plan adopted December 8, 2009 for the years Agency Planning 2010-2014 forlthe-advancement of Agency objectives #4 { Objectives (improve parking�and,,opt n space) andt#5'(clvic and cultural i enhancement) Demolition of the previous red -tagged ff' foreclosed residential structure also'served to advance Agency planning,#1 (eliminate\blight) Previously abandoned structure (red -tagged foreclosed residence) on -site was demolished There has been no notable History ' development proposal activity or other activity in connection with this property since Agency acquisition from the previous Bank owner as a Real Estate Owned ("REO") property The anatyses projections assumptions rates of return and any examples presented herein are for dlustraWe purposes and are not a guarantee of actual andfor future results Project pro forma and tax analyses are projections - only Actual results may differ materially from Nose expressed in this analysis kosmon�,, 665South FgueroaSVeet351hFloor LosWgeles CalAorua 90077 ph2t34173370 fax2134173311 Packet Pg 222 I ! Long -Range Property Management Plan i City of Grand Terrace Successor Agency November c Page 14 of 23 ! d I E i Property #4 Mixed -Use Specific Plan Project 'Mixed Use Specific Plan Barton Rd Project Boundary I j PMP Properties Within fi A i O o Sj ecifictPlan Project Legend E 6 i r A 1167141-08 i B 116715174 F De Berry Alumi I ' C 1167151.68 C D 116715171 f J E 1167161-03 F i16716104 ! E I I I � G 1167 75122 G I ) d Van Buren St E { a00 I D CD i Rlvei41de' Pico ParjC I N i _Canal _ Pico St Grand Terrace I High School I IL I IL I ' I J ! d , , i (D � Q 1 i E" = The analyses projections assumptions rates of return and any examples presented herein are for illustrative a purposes and ate not a guarantee of actual andfor future results Project pro forma and tax analyses are projections i - only AcNal results may differ materially from those expressed in this analysis i kos mon 865 South Figueroa Street, 35th Floor losAngeles California 90017 ph 213 417.3300 fax 213 417 3311 I , _t k Packet Pg 224 , i Long -Range Property Management Plan City of Grand Terrace Successor Agency i November 13, 2014 Orteber46 2042 1 Page 16 of 23 ; KWiffiffli,.. 11/22/2000 1167-151-68, 71 74 ' 07/21/2005 1167-161-04 H a Purchase Date 08/16/2005 1167-161103 t 10/25/2005 1167-141-08., 07/2!k011 1167-151-22 1167-141-08 - $245 280 1167-151-22 - $1 393 702 �1 1167-151-68 - $500,191 ,ram j Purchase Price 1167-151-71 - $166 395 1 1167-151-74 - $523,962 } 1167-161-03 - $899,953 / 1167-161-04 - $409,701 Total 184 _ - $4,139 . Funding Source Tax increment, including proceeds from the RDA Tax Allocation Bonds Issue of 2011B, 5" `I i Purpose Land assembly for large commercialfproject in advancement of RDA planning objectives --1167=141 08 $283 500 1167-151-22 -$0 ($927 800 before adjustment forwetlands mitigation) { 1167-151 68 - $0 ($976 100 before adjustment for storm"water mitigation) 4° ' Estimate of 1167-151-71 - $0 ($216 400 before adjustment for storm water mitigation) Current Value 1167-151-74 - $0 ($1,022 500 before adjustment for wetlands mitigation) 1167-161-03 - $479,100 1 1167-161-04 - $43,500, Total - $806 100 _ Method of ?-- =,� ^Comparable sales evaluation Valuation--->-,_ i j i No Revenues or There are no revenues generated by this property and no Contractual contractual requirements It should be noted that Parcels C and D, Requirements include approximately 1 1 acres of anticipated stormArain easements No known history of environmental contamination designation as None Brownfield site or remediation It should be noted that the Property contains approximately 4 acres of wetlands that will need to be maintained onsite kos RThe analyses protections assumphons rates of return and any examples presented herein are fonliustrahve purposes and are not a guarantee of actual andfor future results Protect pro forma and tax analyses are projections only Actual results may differ materially from those expressed in this analysis ogn.865 South Figueroa Street, 35th Floor los Angeles California 90017 ph 213 417 3300 fax 213 417 3311 00S O I E a�l Packet Pg 226 Long Range Property Management Plan i City of Grand Terrace Successor Agency I November 13, 2014 { Ortabap lis 2042 Page 18 of 23 For more than two decades, the City has attempted to foster development in the Specific Plan Protect Area (also known as the Southwest Commercial Site) However, the significant drainage & sewer infrastructure improvements required have hampered development The property contains approximately 4 acres of wetlands as designated by the California Department of Fish and Game and the U S Army Corps of Engineers that will need to be maintained onsite Development of the property will require retention basins on the site and significant storm drain improvements along De Berry Van Buren and Pico Streets, reducing developable land on the property by approximately 4 acres San Bernardino Association of Governments Caltrans and the City are working to replace the 1-215 interchange at Barton Road however local streets that would provide access to the property are not adequate for the increased traffic volume that would result from development of the property Significant curb, gutter and storm drain improvements would History be additionally required The City s 1988 General Plan updated the land use designation within the Protect to allow light industrial uses, since the retail protect uses envisioned within the 1983 General Plan did not prove viable due to freeway access and other deficiencies In 2010 the General Plan was updated to re -designate the protect area, as well as surrounding properties as Mixed Use requiring the preparation of the Specific Plan It was critical to the City to specify the requirement of a specific plan so that the protect area would develop in a cohesive and orderly manner The RDA entered into a Memorandum of Understanding ("MOU') dated September 11, 2007 with developer Grand Terrace Partners LLC ( Developer") following an Exclusive Negotiating Agreement ( ENA ) with Developer The intended use included recreational commercial uses The Developer eventually withdrew from the protect however, due to insufficient freeway access Parcel B underwent a lot -line adjustment to accommodate Baseball Park Protect on parcel 1167-151-75 A former single family residence i was demolished on Parcel F ; The analyses projections assumptions rates of return and any examples presented herein are for illustrative purposes and are not a guarantee of actual andfor future results Project pro forma and tax analyses are projections - only Actual results may differ materially from those expressed in this analysis kos mo nP„a 865 South Figueroa Street, 35th Floor Los Angeles California 90017 ph 213 417 3300 fax 213 417 3311 + R' 'a c m E m, R cc I 1v + fS 0 a m c ca C O J I � aD V c m E I Q I CO 0 co I r Packet Pg 228 ;6 B° 1 Long Range Property Management Plan City of Grand Terrace Successor Agency November 13, 2014 OnteberIS 2042 Page 20 of 23 K 4 « %V i t EL s r ; � t c t CL i ' f } 2, IL cc 1 1 0: f � r j r ¢ i C O i i t � t % co t } 04 € M � I I i � t m; } i LE a y , Ei { Q C c j t E ' � }Q1 The analyses projections assumptions rates of return and any examples presented heren are for illustrative I 7 purposes and are not a guarantee of actual andfor future results P(oject pro forma and tax analyses are projections t } - only Ra results may differ materially from those expressed m this analysis ) i kos mono, 865 South Figueroa Street, 35th Floor LosArgeles California 90017 ph 213 417 3300 fax 213 417 3311 { i e ' 4 Packet Pg 230 i I Long Range Property Management Plan City of Grand Terrace Successor Agency November 13, 2014 , Orteberr 14 2042 ?i Page 22 of 23 i i , K ! { i y r :t },} Ccwprn�Aent Use r sf ` a i Fz A I - w i � I 1 , r I , I i The analyses projections assumptions rates of return and any examples presented herein are for illustrative f purposes and are not a guarantee of actual andfor future results Project pro forma and tax analyses are projections only Actual results may differ materially from those expressed in this enatysis kos Wk 865 South Figueroa Street, 35th Floor Los Angeles Califomia 90017 ph 213 417 3300 fax 213 417 3311 s Packet Pg,s232 1 AGENDA REPORT MEETING DATE November 25, 2014 Council Item TITLE Personnel Rules, Regulations and Policies PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION Adopt RESOLUTION NO 2014 - , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ADOPTING PERSONNEL RULES, REGULATIONS AND POLICIES PURSUANT TO CHAPTER 2 24 OF THE GRAND TERRACE MUNICIPAL CODE 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Our Fiscal Viability", by providing updated personnel rules, regulations and policies that are in compliance with state and federal mandates A consistent set of rules will help promote and maintain the adopted Core Value of maintaining a "Positive and Productive Work Environment" BACKGROUND On August 10, 2000, City Council adopted Resolution 2000-24 to update the City's Personnel Rules and Regulations Subsequently, the City also adopted separate rules for Child Care employees Since that time, the City's Personnel Rules and Regulations have not been updated, although recommendations to do so have been included in prior audits On October 14, 2014, City Council approved a professional services agreement with Liebert Cassidy Whitmore, in order to update City personnel rules, regulations and provide general administrative policies and procedures DISCUSSION Over the past 14 years, various amendments to the existing set of personnel rules and regulations have taken place but were not, necessarily, processed properly by adoption of a resolution A majority of the changes were either adopted by minute order or, in many cases, through budgetary actions In some cases, staff was unable to locate documentation of Council action for current practices that have been in place for a number of years The current amendments are not reflected and codified in one single document, making it extremely difficult to administer personnel rules and regulations in a uniform and consistent manner Furthermore, the existing personnel rules and regulations are non -compliant with changes in state and federal regulations that have occurred over time Packet Pg 234 o vp CD C O Ca. CD N CD O /yCD V q O O Attachment DOCSLA-#874204-v3-FINAL_Grand_Terrace_Personnel_Rules (1606 Personnel Rules, Regulations and Policies) 2 24 Furlough 3 225 Interim Appointment 3 226 Layoff 3 227 Leave 3 228 Length of Service 3 229 Non-exempt Employee 4 230 On -Call Employee 4 231 Part-time Employee 4 232 Pay Rate 4 233 Personnel Officer 4 234 Position 4 235 Probationary Employee 4 236 Promotion 4 237 Regular Rate of Pay 4 238 Regular Employee 4 239 Rejection 4 240 Seasonal Employee 4 241 Suspension 4 242 Temporary Appointment 5 243 Termination 5 244 Transfer 5 245 Work Day 5 SECTION 3 CLASSIFICATION PLAN 3 1 Classification Plan 6 3 2 Reclassification 6 SECTION 4 RECRUITMENT, SELECTION PROCESS AND APPOINTMENTS 4 1 Job Announcement 7 4 2 Application Forms 7 4 3 Disqualification of Applications 7 11 N d 2 0 a c U) c 0 co cm a) N a1 d c 0 0 L d a co 0 m v Packet Pg 238 7; 9 6 No Appeal Right 16 SECTION 10 VACATION LEAVE AND HOLIDAYS 10 1 Vacation Leave 17 102 Vacation Leave Accrual 17 103 Scheduling of Vacation Leave 17 104 Unused Vacation Leave Upon Separation 18 105 Personal Leave for Child Care Employees 18 106 Annual Holidays 18 107 Effect of Holiday on Vacation Leave 19 108 Floating Holidays 19 109 Holiday Pay 19 SECTION 11 SICK LEAVE 11 1 Definition of Sick Leave 20 { 112 Sick Leave Use' 20 113 Abuse of Sick Leave 21 114 Excessive Use of Sick Leave 21 115 Return to Work from Sick Leave 21 116 Sick Leave Accrual 21 117 Reimbursement for Unused Sick Leave During Employment See Appendix B 118 Reimbursement for Unused Sick Leave Upon Separation 22 SECTION 12 OTHER LEAVES 12 1 Management Leave 23 122 Jury Duty Leave 23 123 Other Court Appearances 23 125 Bereavement Leave 23 126 Military Leave 23 127 School Related Leave 24 128 Paid Administrative Leave 24 IV Packet Pg 240 14 4 Benefits During Leave 34 0 14 5 Reinstatement 34 m 2 0 a SECTION 15 REASONABLE ACCOMMODATION AND FITNESS FOR DUTY N 15 1 Reasonable Accommodation 36 0 15 2 Fitness for Duty Examination 36 3 a� m SECTION 16 RESIGNATION, LAYOFFS AND FURLOUGHS N 16 1 Types of Separation 38 16 2 Resignation 38 c 0 L 16 3 Job Abandonment 38 a 16 4 Layoff 38 CD 16 5 Order of Layoffs 38 77, N d 16 6 Furloughs 38 N SECTION 17 DISCIPLINE POLICY AND PROCEDURES 17 1 Causes for Discipline 39 17 2 Types of Discipline 40 17 3 Discipline Procedures 40 17 4 Discipline Appeal Procedures 41 SECTION 18 GRIEVANCE PROCEDURE 18 2 Step I Informal Resolution with Supervisor 44 18 3 Step II Department Head 44 18 4 Step III Personnel Officer 44 18 5 Time Limits 44 SECTION 19 PERSONNEL FILE c d 19 2 Notification of Changes in Personal Information 45 �a 19 3 Medical Information 45 a 19 4 References and Release of Information in Personnel Files 46 vi Packet Pg 242 11.iF7A 25 9 Cell Phone Use 66 25 10 Minimal Personal Use of Communications Equipment Permitted 67 SECTION 26 SOCIAL MEDIA USE POLICY 26 3 Employee Use of Social Media 68 SECTION 27 VIOLENCE IN THE WORKPLACE POLICY 27 2 Prohibited Behavior 69 273 Workplace Violence 69 274 Incident Reporting Procedures 69 275 Investigation 70 276 Management Responsibility 70 277 Follow -Up Disciplinary Procedures 70 r- SECTION 28 OTHER EMPLOYEE CONDUCT POLICIES 28 1 Dress Code Policy 71 28 2 Tattoo Policy 71 28 3 Piercing Policy 71 28 4 Smoking Policy 72 APPENDIX A — LIST OF AT -WILL EMPLOYEES APPENDIX B — COMPENSATION, BENEFITS AND LEAVE BUY-BACK APPENDIX C — FURLOUGH PROVISIONS viu w a Packet Pg 244 ;�7 A SECTION 2 DEFINITIONS 21 Active Service — shall mean actual time worked, holidays with pay, leaves of absence with pay, leaves of absence without pay not to exceed 14 calendar days, and leaves of absence without pay not to exceed one year for which Worker's Compensation is paid It shall also include Saturdays and Sundays or other regular days off which are immediately preceded or immediately followed by other time worked 22 Advancement — shall mean a salary increase within a range of compensation provided for each position, which is conditioned upon a given minimum term of meritorious service in the same position and which is made without examination 23 Applicant — shall mean a person who has made application to take a City examination 24 Appointing Authonty — shall mean the City Manager 25 Appointment — shall mean the offer to, and acceptance by, a person of a position either on °- a regular or temporary basis 26 At -Will Employee — shall mean an employee who serves at the pleasure of the City An at -will employee may be removed at any time without cause or right to appeal An employee 3 who moves into an at -will position from regular status shall be an at -will employee The list of all current at -will positions shall be referenced in Appendix A to the rules All probationary employees are at -will employees - o 27 Certification — shall mean endorsement as meeting required mmunum standards for a vacant position 28 Child Care Employee — shall mean an employee of the Child Care Center of the City 29 Class or Classification — shall mean a group of positions, with such similarity in respect to their duties and responsibilities that similar requirements as to education, experience, knowledge, and ability should be demanded of incumbents, that similar tests of fitness may be used to choose qualified employees, and that the same schedule of compensation may apply with equity under substantially the same employment conditions 210 Classification Plan — shall mean the official or approved system of grouping positions into appropriate classes 211 Classified Service — shall mean all offices, positions, and employment in the City service, except those expressly designated as unclassified in City Ordinances 212 Compensation — shall mean any salary, wage, fee, allowance paid to an employee for performing the duties and exercising the responsibilities of a position E 2 13 Compensation Plan — shall mean the official schedule of pay approved by the City w Council assigning one salary or wage range to each class title Q 2 Packet Pg 2476 2 29 Non-exempt Employee — shall mean an employee who is not designated by the City Manager as exempt from the overtime requirements under the FLSA Non-exempt employees are eligible to receive compensation for overtime work 230 On -Call Employee — shall mean an employee that does not work a regular schedule, and works intermittently as needed 231 Part-time Employee — shall mean an employee whose position is budgeted to work less than 40 hours per week Part -tune employees receive benefits as provided herem 232 Pay Rate — shall mean a specific dollar amount expressed as either an annual rate, a monthly rate, a semimonthly rate, a biweekly rate, or an hourly rate 233 Personnel Officer — shall mean the City Manager or his/her designee 2 34 Position — shall mean a specific office of employment, whether occupied or vacant, calling for the performance of certain duties and the carrying of certain responsibilities by one a. individual, either on a full -tune or part-time basis c �o 235 Probationary Employee — shall mean an employee serving in the probationary period of N employment Probationary employees are at -will employees 236 Promotion— shall mean elevation of an employee to a position which requires a greater level of skills, and has a maximum salary higher than that of the employee's former position 237 Regular Rate of Pay —is defined under the FLSA and is determined by dividing the employee's total remuneration for employment in any work period by the total number of hours that remuneration is intended to compensate 238 Regular Employee — shall mean an employee who satisfactorily completes probationary service and maintains continuing regular appointment 239 Resection— shall mean the dismissal from City service of an employee who has not successfully completed the probationary period, or the return of a regular employee to a position in which the employee previously acquired regular status who did not successfully complete a promotional probationary period 2 40 Seasonal Employee — shall mean an employee hired on a temporary basis to work only a part of the year due to seasonal employment Seasonal employees do not receive any City benefits 241 Suspension — shall mean a temporary separation of an employee from City service for o disciplinary purposes or pending the completion of an investigation of charges made against an employee Suspensions shall be without pay unless the employee is notified otherwise by the E City r w a 2 Packet Pg 248 ,7 A SECTION 3 CLASSIFICATION PLAN 3 1 Classification Plan — The Personnel Officer shall ascertain and record the duties and responsibilities of all positions in the classified service and, after consulting with affected a department heads, shall recommend a classification plan for such positions The plan and any = revisions thereof shall become effective upon approval of the City Council Following the adoption of the classification plan, the Personnel Officer shall allocate c every position in the classified service to one of the classifications established by the plan When a new position is created, before such position may be filled, no person shall be d U appointed or employed to fill the position until the classification plan has been amended to provide for the new position 32 Reclassification — The Personnel Officer may initiate a reclassification review to d N determine whether the duties of a position necessitate reclassification of the position to a more a`) appropriate classification Upon completion of the reclassification review, the Personnel Officer a shall make a recommendation regarding reclassification to the City Council CD T The Personnel Officer shall determine whether to maintain or change the annual performance review date of a reclassified employee 3 ri Packet Pg 250 - Resumes, - Licenses, - Certifications, - Diplomas, - Letters of recommendation, and - References Although such supplementary information may be used in evaluating an individual applicant's qualifications, it shall not substitute for a completed application form Should an applicant be appointed to a position, the supplemental information shall become a part of the individual's permanent employment records 45 Examinations co 0 co (a) The Personnel Officer will determine the manner and methods of administering examinations All examinations shall beob-related (b) Examinations shall be competitive and may consist of written tests, oral tests, performance tests, evaluations of prior training and performance, experience and education, interviews, style assessments, file review, or any combination thereof Tests shall be administered in a manner that provides all qualified applicants a fair and reasonable opportunity to demonstrate their skills, as those skills relate to the vacant position Some positions may require a background check The Personnel Officer will determine what is fair and reasonable as it relates to tlus paragraph (c) The content of all examinations designed to differentiate between qualified applicants shall be kept confidential prior to the administration of the examination The nature of the examination (oral, written, or practical) shall be communicated to all applicants so that each applicant may come to the examination prepared to demonstrate their skills, as those skills relate to the vacant position The method of communication shall be similar for all applicants (d) Appointment to certain positions may be made contingent upon the applicant/employee passing ajob-related medical and/or psychological examination to the satisfaction of the Personnel Officer following a conditional offer of employment Such examination shall only be required after a conditional offer of employment has been made w (e) Applicants who receive a conditional offer of employment may need to complete E drug and alcohol testing successfully prior to their initial employment by the City 0 w (f) Any medical records will be kept confidential and will be kept separately from a non -medical personnel records Such records are accessible only by the Personnel Packet Pg 252 (c) When a position is to be filled from a promotional or open eligibility list, the Personnel Officer may choose from the specified list one of the top three candidates on the eligibility list If no person among the top three candidates indicates a willingness to accept the appointment, or if the Personnel Officer does not choose from the top three candidates, the Personnel Officer or designee may make the appointment from among the remaining names on the eligibility list, may request a new examination and establish a new eligibility list, or may fill the position by any other method authorized by these rules (d) The person accepting appointment shall report to the Personnel Officer or designee on the date designated by the Personnel Officer Otherwise, the applicant shall be deemed to have declined the appointment 48 Direct Appointments — Positions deemed direct appointments by the City may be filled by direct appointment by the City Council 49 Probationary Employe ent (a) The probationary period shall be regarded as a part of the testing process and shall CD be utilized for closely observing the employee's work to determine the employee's fitness for the position U) (b) Regular ar Appointments — All regular appointments to positions other than at -will �. positions shall be tentative and subject to a probationary period of one year of actual and continuous service The Personnel Officer may extend the probationary period for an additional period of up to six months of actual and continuous service (c) Promotional Appointments — All promotional appointments shall be tentative and subject to a probationary period of six months of actual and continuous service Upon successful completion of the promotional probationary period, the completion date shall be the employee's new annual evaluation date An employee serving in a probationary promotional position does not acquire regular status in the promotional position until the successful completion of the probationary period If the employee fails to complete the probationary period in the promotional position satisfactorily, the Personnel Officer, at his/her discretion, may return the employee to the position held prior to promotion at the range and step held prior to promotion, if there is a vacancy in the prior position However, should the position no longer be available, the employee may be terminated (d) All probationary employees are at -will employees Accordingly, during the probationary period, a probationary employee may be rejected at any time with or without cause, without notice or appeal, and without any rights set forth under the Discipline Policy and Procedures provided herem r 410 Employment of Relatives —The following definitions apply s "Relative" means spouse, domestic partner, child, step -child, parent, grandparent, r grandchild, brother, sister, half-brother, half-sister, aunt, uncle, niece, nephew, or m-laws a of those enumerated by marriage or domestic partnership 10 Packet Pg 254 CD C�1 CD y �a °z a 0 z a y 0 z N Of n pr N Cn °' Attachment DOCSLA-#874204-v3;FINAL_Grand_Terrace_Personnel_Rules (1606 Personnel Rules, Regulations and Policies) SECTION 7 ATTENDANCE AND HOURS OF WORK 71 Hours of Work — Work schedules are determined at the sole discretion of the department head and are subject to change with or without notice, according to the needs of the department or City An employee shall be in attendance at their work during the hours specified by the department head Any unauthorized absence may be cause for disciplinary action, up to and including discharge from employment Arriving late to work or leaving early in connection with scheduled work times, breaks, or meal periods is prohibited An employee is required to seek advance permission from his or her supervisor for any foreseeable absence or deviation from regular working hours 72 Notification of Late Arrival or Absence — An employee who is unexpectedly unable to Ix report for work as scheduled must notify his or her immediate supervisor no later than the scheduled work time and report the expected time of arrival or absence If the employee's N mediate supervisor is not available, the employee must notify the department head A non- a immediate exempt employee who fails to timely notify the supervisor of absences, or who is not present and ready to work during all scheduled work times will be deemed to have an unauthorized tardy or CD absence and will not receive compensation for the period of absence 73 Meal Period — A one hour non -compensated meal period shall be provided to all full-time employees who work at least an eight hour work day A 30 minute non -compensated meal period shall be provided to all full -tune employees who work more than five hours, but less than eight hours during the -work day Employees are responsible for taking their own meal period at the approximate mid -point of the shift, unless department rules indicate otherwise 74 Rest Period — A 15 minute compensated rest period will be provided all employees for each four hour period of service The rest period shall be taken at a time designated by the employee's supervisor The rest periods may not be combined to shorten the workday or to extend the meal period 14 Packet Pg 258 SECTION 9 PERFORMANCE EVALUATION 91 Performance Evaluations for Probationary Employees — Prior to the completion of six months and 12 months during the probationary period, the department head shall furnish the Personnel Officer with a performance evaluation as to the progress of the probationary employee, a copy of which shall also be furnished to the employee The preparation of the six and 12 month performance evaluations shall be mandatory Prior to the completion of three months and nine months during the probationary period, the department head may furnish the Personnel Officer or designee with a performance evaluation as to the progress of the probationary employee, a copy of which shall also be furnished to the employee The preparation of the three and nine month performance evaluations shall be optional 92 Performance Evaluations for Regular Employees — Performance evaluations for a regular employee shall be prepared at the time of the employee's salary anniversary dates, provided that the employee may, in addition, be given a report of performance at any other time during the year upon his/her own request and/or at the discretion of the department head 93 Special Evaluations — Department heads authorized to evaluate a subordinate's performance as often as he/she deems appropriate 94 Authority — The Personnel Officer shall detemmne the appropriate supervisor to prepare the performance evaluation of an employee The department head shall review and approve all performance evaluations of subordinates in his/her department The City Manager shall review and approve all performance evaluations of department heads or any other employees under his/her supervision 95 Performance Evaluation Meeting — Each performance evaluation shall be discussed with the employee The employee shall sign the evaluation to acknowledge its contents Such signature shall not necessarily mean he/she fully endorses the contents of said evaluation 96 No Appeal Right — An employee does not have the right to appeal any matter relating to a performance evaluation Instead, the employee may comment on the evaluation in a written statement which will then be placed with the evaluation in the employee's personnel file The written statement must be submitted within 10 calendar days after the employee receives the evaluation 16 Packet,Pg 260 10 4 Unused Vacation Leave Upon Separation — Any employee terminating from the City service who has accrued vacation leave shall be paid for all accrued vacation at termination at his/her rate of pay at the time of separation No leave credit will be earned on such payments 0 IL 10 5 Personal Leave for Child Care Employees — Part -tune Child Care employees budgeted for 20 or more hours per week, and non-exempt full-time Child Care employees receive personal 0 leave on an accrual basis This leave may be used for vacation or sick tune This time can be c used as it is earned 3 OI (a) Earned personal leave will be credited upon completion of the first six months of continuous service and every pay period thereafter (b) Employees shall accrue personal leave according to the same schedule and rules as apply to vacation leave for City Hall employees 0 (c) Requests for use of personal leave shall be approved in writing by the Department d Director or his/her designee a 0 10 6 Annual Hohdays (a) City Hall Employees — Each full-time, City Hall employee shall be entitled to the following holidays with pay • New Year's Day c N • Martin Luther King's Birthday a • President's Day 0 L • Memorial Day • Independence Day Co • Labor Day 0 • Columbus Day a z • Veteran's Day u M • Day Before Thanksgiving Day • Thanksgiving Day 00 • Christmas Eve a J • Christmas Day U • New Year's Eve o (b) Child Care Employees — Each full-time, Child Care employee shall be entitled to the following holidays with pay E �a • New Year's Day Q • Martin Luther King's Birthday IN Packet Pg 262 SECTION 11 SICK LEAVE 11 1 Definition of Sick Leave — Sick leave is leave from duty which may be granted by the City to an employee because of illness, injury, exposure to contagious disease, illness or injury of a member of the employee's immediate family requiring the employee's attendance, and medical, dental and optical appointments to the extent that such appointments cannot be scheduled outside the work day An employee's immediate family member shall consist of the employee's spouse, domestic partner, children, or mother or father 112 Sick Leave U (a) An employee may be granted sick leave only in case of actual sickness as defined above Only one half of the employee's yearly accrued sick leave may be used because of the illness of an immediate family member In the event that an employee or a member of the employee's immediate family recovers from any such sickness after being N granted sick leave, and during the regularly scheduled hours of work, then such employee a shall notify the appropriate immediate supervisor and be available to return to duty c� 0 (b) In order to apply for sick leave use, an employee shall notify the appropriate immediate supervisor within one hour before the time established as the beginning of the employee's work day, unless the City determines that the employee's duties require more restrictive reporting Failure to do so without good reason may result in that day of i absence being treated as leave of absence without pay 0 (c) If the employee is absent on sick leave for more than one day the employee must keep the immediate supervisor informed as to the date the employee expects to return to work (d) Sick leave will not be granted to any employee absent from duty as a result of any sickness, injury or disability purposely self-inflicted or caused by willful misconduct (e) Sick leave will not be granted to any employee absent from duty after separation from City service, or during a City authorized leave of absence without pay, or any other absence from duty not authorized by the City (f) Sick leave will not be granted to any employee to permit an extension of the employee's vacation (g) Sick leave will not be granted to any employee during the first six full calendar J months of the employee's employment However, on the successful completion of six v months of employment, the employee will be credited with sick leave that would 00 otherwise have been accrued during the probationary period as provided in this policy w (h) The City may require a physician's certification at any time regarding the c d = sickness or injury of the employee or their immediate family member and the date of the employee's intended return to work a c Packet, Pg , 264 (c) Employees granted a leave of absence with pay or other approved leave with pay will accrue sick leave as provided herein (d) Sick leave will not be accrued by an employee absent from duty after separation from City service, or during a City authorized leave of absence without pay, or any other absence from duty not authorized by the City 117 Reimbursement for Unused Sick Leave During Employment See Appendix B 118 Reimbursement for Unused Sick Leave Upon Separation — Upon voluntary separation from City employment, an employee shall be compensated for 40% of all unused accrued sick leave at the employee's rate of pay at the time of separation Upon payment, the total amount of the employee's accrued sick leave shall be zero 22 0 0 T Packet Pg 266 employee's accrued sick leave balance An employee who utilizes bereavement leave shall notify his/her supervisor or department head of the intent to use such leave The department head shall approve use of such leave 126 Military Leave — Military leave shall be granted in accordance with the provisions of state and federal law An employee requesting leave for this purpose shall provide the department head with a copy of the military orders specifying the dates, site and purpose of the activity or mission Within the limits of such orders, the department head may determine when the leave is to be taken and may modify the employee's work schedule to accommodate the request for leave 12 7 School Related Leave — Any City employee who is a parent, guardian or grandparent having custody of one or more children in kindergarten or grades 1 through 12 or attending a licensed day care facility shall be allowed up to 40 hours each school year, not to exceed eight hours in any calendar month of the school year, without pay, to participate in activities of the 0 school of their child The employee must provide reasonable advance notice to lus/her a supervisor of the planned absence The employee may be required to use vacation leave to cover the absence The City may require the employee to provide documentation from the school as CD verification that the employee participated in school activities on a specific date and at a particular time If both parents, guardians or grandparents having custody work for the agency at d the same City work site, only the first parent requesting will be entitled to leave under this provision 12 8 Paid Administrative Leave — The City has the right to place an employee on leave at any time with full pay An employee may be placed on administrative leave pending investigation of misconduct, potential disciplinary action, or other reasons that the Personnel Officer, in his/her discretion, believe warrant such leave The employee does not have a right to appeal the decision to be placed on administrative leave with pay 12 9 Leave of Absence Without Pay — Upon the request of the employee and the recommendation of the department head, leave of absence without pay may be granted by the Personnel Officer to an employee who has completed at least one year of continuous employment prior to the effective date of the leave Unless required by law, an employee is not entitled to a leave of absence as a matter of right Request for leave of absence without pay shall state specifically the reason for the request, the date when the employee desires to begin the leave, and the probable date of return Failure of the employee to return to lus or her employment upon the termination of any authorized leave of absence will, except under extraordinary circumstances, constitute the employee's separation from City employment Leave of absence without pay is not a break in service or employment, and rights accrued 0 at the tune the leave is granted are retained by the employee Unless required by law, vacation o leave credits, sick leave credits, increases in salary, all other paid leaves, holidays and fringe benefits and other similar benefits shall not accrue to a person granted such leave during the E period of absence Nor is the City required to maintain contributions toward group insurance or retirement coverage for the employee on such leave During the period of such leave, all service a and leave credits shall be retained at the levels existing as of the effective date of the leave The employee shall be reinstated to his or her former position or to a comparable one if available 24 Packet Pg 268 work or perform other regular daily activities due to the serious health condition, treatment involved, or recovery therefrom), or continuing treatment by a health care provider A serious health condition involving continuing treatment by a health care provider includes any one or more of the following A period of incapacity (i e , inability to work, or perform other regular daily activities due to serious health condition of more than three consecutive calendar days, and any subsequent treatment or period of incapacity relating to the same condition, that also involves b Treatment two or more tunes by a health care provider, by a nurse or physician's assistant under direct supervision by a health care provider, or by a provider of health care N services (e g , a physical therapist) under orders of, or on a referral by a health care provider, or c Treatment by a health care provider on at least one co 0 m occasion which results in a regimen of continuing treatment d under the supervision of the health care provider This includes for example, a course of prescription medication " or therapy requiring special equipment to resolve or alleviate the health condition If the medication is over the counter, and can be initiated without a visit to a health care d a provider, it does not constitute a regimen of continuing d� treatment Any period of incapacity due to pregnancy or for prenatal care (This entitles the employee to FMLA leave, but not CFRA leave Under California law, an employee disabled by pregnancy is entitled to pregnancy leave ) d Any period of incapacity or treatment for such incapacity due to a chronic serious health condition A chronic serious health condition is one which Requires periodic visits for treatment by a health care provider, or by a nurse or physician's assistant under direct supervision of a health care provider, r 2 Continues over an extended period of time d (including recurring episodes of a single underlying condition), and w 26 Packet Pg 270 (6) Any health care provider from whom an employer or group health plan's benefits manager will accept certification of the existence of a serious health condition to substantiate a claim for benefits (1) "Active Duty or Call to Active Duty Status" means a duty under a call or order to active duty (or notification of an impending call or order to active duty) in support of a contingency operation for members of the Reserve components, the National Guard, and certain retired members of the Regular Armed Forces and retired Reserve while serving on active duty status during a war or national emergency declared by the President or Congress �) "Contingency Operation" means a military operation that is (1) designated by the Secretary of Defense as an operation in which members of the United States Armed Forces are or may become involved in military actions, operations, or hostilities against an enemy of the United States or against an opposing military force, or (2) that results in y the call to order to, or retention on, active duty members of the United States Armed a Forces by law or any other provision of law during a war or national emergency declared co by the President or Congress r v (k) "Covered Servicemember" means a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness incurred in the line of duty on active duty (1) "Outpatient Status" means, with respect to a covered servicemember, the status of a member of the Armed Forces assigned to either (1) a military medical treatment facility as an outpatient, or (2) a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients (m) "Next of Km of a Covered Servicemember" means the nearest blood relative other than the covered servicemember's spouse, parent, son, or daughter, in the following order of priority Blood relatives who have been granted legal custody of the covered servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA (n) "Serious Injury or Illness" means an injury or illness incurred by a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of the member's office, grade, rank, or rating w 13 3 Reasons For Leave — Leave is only permitted for the following reasons (a) The birth of a child or to care for a newborn of an employee w 28 Packet Pg 272 .-7 A 13 8 Employee Benefits While On Leave — Leave under this policy is unpaid While on unpaid leave, employees will continue to be covered by the City's group health insurance to the same extent that coverage is provided while the employee is on the job However, employees must continue to pay their share if it exceeds City's contribution and will not continue to be covered under the City's deferred compensation plan or any other non -health plan Employees may make the appropriate contributions for continued coverage under the preceding non -health benefits plans by payroll deductions or direct payments made to these plans Depending on the particular plan, the Finance Department will inform you whether the premiums should be paid to the carrier or to the City Your coverage on a particular plan may be dropped if you are more than 30 days late in making a premium payment However, you will receive a notice at least 15 days before coverage is to cease, advising you that you will be dropped if your premium payment is not paid by a certain date Employee contribution rates are subject to any changes in rates that occur while employee is on leave If an employee fails to return to work after his/her leave entitlement has been exhausted a or expires, the City shall have the right to recover its share of health plan premiums for the entire cs leave period, unless the employee does not return because of the continuation, recurrence, or o onset of a serious health condition of the employee or his/her family member which would entitle the employee to leave, or because of circumstances beyond the employee's control The d City shall have the right to recover premiums through deduction from any sums due the City (e g unpaid wages, vacation pay, etc ) d 139 Substitution of Paid Accrued Leaves — While on leave under this policy, as set forth herem, an employee may elect to concurrently use paid accrued leaves Similarly, the City requires an employee to concurrently use paid accrued sick leave after requesting FMLA and/or CFRA leave for an illness, and requires an employee to use Family and Medical Care Leave concurrently with a non-FMLA/CFRA leave which is FMLA/CFRA-qualifying 13 10 Emnlovee's Right to use Paid Accrued Leave Concurrentiv with Family Leave — Where an employee has earned or accrued paid vacation, administrative leave, compensatory time, floating holidays, or any other form of personal leave that paid leave may be substituted for all or part of any (otherwise) unpaid leave under this policy As for sick leave, an employee is entitled to use sick leave concurrently with leave under tlus policy if (a) The leave is for the employee's own serious health condition, or (b) The leave is needed to care for a parent, spouse or child with a serious health condition, and would be permitted as sick leave under the City's sick leave policy 13 11 City's Right to Require an Employee to use Paid Leave when using FMLA/CFRA Leave — Employees must exhaust their accrued leaves concurrently with FMLA/CFRA leave to the E same extent that employees have the right to use their accrued leaves concurrently with FMLA/CFRA leave with two exceptions a 30 Pa6ket06—?74 <,r 77 A If the second opinion is different from the first, the City may require the opinion of a third provider jointly approved by the City and the employee, but paid for by the City The opinion of the third provider will be binding An employee may request a copy of the health care provider's opinions when there is recertification 13 18 Intermittent Leave or Leave on a Reduced Leave Schedule — If an employee requests leave intermittently (a few days or hours at a time) or on a reduced leave schedule to care for an immediate family member with serious health condition, the employee must provide medical certification that such leave is medically necessary "Medically necessary" means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule 13 19 Employee Notice of Leave — Although the City recognizes that emergencies anse which " may require employees to request immediate leave, employees are required to give as much notice as possible of their need for leave If leave is foreseeable, at least 30 days' notice is N required In addition, if an employee knows that he/she will need leave in the future, but does not a know the exact day(s) (e g for the birth of a child or to take care of a newborn), the employee shall inform his/her supervisor as soon as possible that such leave will be needed Such notice may be orally given If the City determines that an employee's notice is inadequate or the employee knew about the requested leave in advance of the request, the City may delay the d granting of the leave until it can, at its discretion, adequately cover the position with a substitute 13 20 Reinstatement Upon Return From Leave (a) Right to Reinstatement Upon expiration of leave, an employee is entitled to be reinstated to the position of employment held when the leave commenced, or to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment Employees have no greater rights to reinstatement, benefits, and other conditions of employment than if the employee had been continuously employed during the FMLA/CFRA period If a definite date of reinstatement has been agreed upon at the beginning of the leave, the employee will be reinstated on the date agreed upon If the reinstatement date differs from the original agreement of the employee and the City, the employee will be reinstated within two business days, where feasible, after the employee notifies the employer of Ins/her readiness to return (b) Employee's Obligation to Periodically Report on His/Her Condition Employees may be required to periodically report on their status and intent to return to work This will avoid any delays to reinstatement when the employee is ready to E return (c) Fitness for Duty Certification a 32 ,,w s {_ Packet,Pg 276 - SECTION 14 PREGNANCY DISABILITY LEAVE 141 An employee who is disabled because of pregnancy, childbirth, or a related medical condition is entitled to an unpaid pregnancy disability leave for up to the number of hours the employee would normally work within four calendar months, wluch is defined as 17 1/3 weeks For a full-time employee who works 40 hours per week, the employee shall be entitled to up to 693 hours of leave Employees who work less than 40 hours per week will receive a pro rats or proportional amount of leave 14 2 Notice & Certification Requirements (a) Requests for pregnancy disability leave must be submitted in writing and must be approved by the employee's department head before the leave begins The request must be supported by a written certification from the attending physician stating that the employee is disabled from working by pregnancy, childbirth or a related medical condition The certification must state the expected duration of the disability and the expected date of return to work (b) All leaves must be confirmed in writing, have an agreed -upon specific date of return, and be submitted to the department director prior to being taken Requests for an extension of leave must be submitted in writing to the department head prior to the agreed date of return and must be supported by a written certification of the attending physician that the employee continues to be disabled by pregnancy, childbirth, or a related medical condition The maximum pregnancy disability leave is four months 143 Compensation DuringL— Pregnancy disability leaves are without pay However, the employee may first use accrued sick leave, vacation leave, and then any other accrued paid time off during the leave 14 4 Benefits DuringLeave eave (a) An employee on pregnancy disability leave may receive any group health insurance coverage that was provided before the leave on the same terms as provided to other employees who become disabled off -duty The City may recover premiums it paid to maintain health coverage, as provided by the family and medical leave laws, if an employee does not return to work following pregnancy disability leave (b) An employee on pregnancy disability leave who is not eligible to receive group health insurance coverage as described above, may receive health insurance coverage in conjunction with COBRA guidelines by making monthly premium payments to the City (c) Sick leave and vacation leave do not accrue while an employee is on unpaid pregnancy disability leave 145 Reinstatement r (a) Upon the expiration of pregnancy leave and the City's receipt of a written V statement from the health care provider that the employee is fit to return to duty, the 34 Packet Pg 278 3 SECTION 15 REASONABLE ACCOMMODATION AND FITNESS FOR DUTY 151 Reasonable Accommodation — The City provides employment -related reasonable accommodations to qualified individuals with disabilities within the meaning of the California Fair Employment and Housing Act and the Americans with Disabilities Act (a) Request for Accommodation — An employee who desires a reasonable accommodation in order to perform essential job functions should make such a request, preferably in writing, to the Personnel Officer The request must identify a) the job - related functions at issue, and b) the desired accommodation(s) (b) Reasonable Documentation of Dssabilgy — Following receipt of the request, the Personnel Officer may require additional information, such as reasonable documentation of the existence of a disability 15 2 Fitness for Duty Examination (a) Conditional Offer of Employment Examinations — After a conditional offer of o employment has been extended to an applicant, the City may, incompliance with all r applicable laws, require the applicant to submit to a fitness for duty exammation prior to d conferring appointment 3 (b) Current Employee Examinations — The Personnel Officer may require an employee to submit to a fitness for duty examination to determine if the employee is able to perform the essential functions of Ins or her job when there is evidence (1) The employee appears to be unable to perform or has difficulty performmg one or more essential functions of his or her job, and (2) There is reason to question the employee's ability to safely or efficiently complete work duties (c) Role of Health Care Provider — A City -selected health care provider will examine the employee at City expense The City will provide the heath care provider with a letter requesting a fitness for duty examination and a written description of the essential functions of the employee's job The healthcare provider will examine the employee and provide the City with non -confidential information regarding whether (1) The employee is fit to perform essential job functions (2) There are any reasonable accommodations that would enable the rO employee to perform essential job functions, c w (3) The workplace restrictions or functional limitations, and the length of E work impairment, and (4) The employee's continued employment poses a threat to the health and a safety of him or herself or others Should the health care provider exceed W Packet 0g,'i80 SECTION 16 RESIGNATION, LAYOFFS AND FURLOUGHS 161 Types of Separation — All separations of employees from positions in City employment shall be designated as one of the following types - Resignation, - Layoff, - Death, - Retirement, and - Dismissal 16 2 Resignation — An employee who wishes to resign his/her City employment in good = standing must submit the resignation to the Personnel Officer two weeks prior to the planned separation date Failure to follow the aforementioned procedure may be cause for denying future 0. a employment with the City A resignation becomes final when accepted by the Personnel Officer co Once a resignation has been accepted by the Personnel Officer, the employee cannot withdraw it CD r 16 3 Job Abandonment — An employee is deemed to have resigned if the employee is absent for five consecutive scheduled work shifts without prior authorization and without notification during the period of the absence Such employee will be given an opportunity to explain the absence and failure of notification before final action is taken An employee separated forjob abandonment will be reinstated upon proof of justification for such absence, such as severe accident, severe illness, false arrest, or mental or physical impairment which prevented notification 164 Layoff —Whenever, in the judgment of the City Council, it becomes necessary to abolish any position, the employee holding such position or employment may be laid off or demoted without disciplinary action and without the right of appeal City employees shall not have bumping rights 165 Order of Layoffs — The City shall consider seniority, evaluation rating and the needs of the City to determine the order of layoffs 16 6 Furloughs — In the case that the City unplements a work furlough for employees, qualifying employees shall continue to receive the same level health and retirement benefits that existed prior to the furlough 38 11 Tacke't ft 2U , 28 Violations of Title XXII (for Child Care Employees) 17 2 Types of Discipline — The following are types of discipline which the City may impose on all employees (a) Oral Warning — An oral warning should include the performance the employee is to take in the future and consequences for failure to correct the problem for which the employee is being warned An oral warning shall be memorialized in writing and retained in the supervisor's file An oral warning may not be appealed under this policy (b) Written Warning — In the event that an employee should need more than an Oral Warning, the employee may be issued a written warning through the filing of an Employee Warning/Incident Report This report is placed in the employee's personnel file and a copy given to the employee with a complete statement regarding reason for such warning A third warning given for the same reason constitutes cause for dismissal A written warning may not be appealed under this policy (c) Suspension Without Pav — The City may suspend an employee from his/her position without pay for up to 30 calendar days for cause Documents related to a suspension shall become part of the employee's personnel file when the suspension is final An employee subject to suspension will receive prior written notice and appeal as provided under this policy (d) Demotion — The City may demote an employee from his or her position for cause Documents related to a demotion shall become part of the employee's personnel file when the demotion is final An employee subject to demotion will be entitled to prior written notice and appeal as provided under this policy (e) Reduction in Pay — The City may reduce an employee's pay for cause A reduction in pay for disciplinary purposes may take one of two forms (1) a decrease in salary to a lower step within the salary range, or (2) a decrease in salary paid to an employee for a fixed period of time Documents related to a reduction in pay shall become part of the employee's personnel file when the reduction in pay is final An employee subject to a reduction in pay is entitled to prior written notice and appeal as provided under this policy (f) Dismissal — The City may dismiss an employee from lus or her position for cause Documents related to the dismissal shall become a part of an employee's personnel file when the dismissal is final A dismissed employee is entitled to prior written notice and appeal as provided under this policy 173 Discipline Procedures — The following discipline procedures shall not apply to the City's at -will employees The City's at -will positions are referenced in Appendix A to the rules In addition, all probationary employees are at -will Accordingly, at -will employees may be terminated without cause 40 U) d 0 IL v c �o UN 0 w. Ca oM d W d a d c c 0 m a co 0 m a Pickef'Pg 284 f 't The following discipline appeal procedure shall only apply in the case of a disciplinary action of suspension without pay of more than three days, demotion, reduction in pay or dismissal (a) Request for Appeal Hearing — An employee who receives a final notice of discipline shall have five working days from receipt of the notice or attempted delivery by the post office of the notice to the last known address of the employee, to file with the c Personnel Officer a written request for an appeal hearing If the employee fails to file a written request for an appeal hearing within the aforementioned time frame, the employee a, will have waived lus/her right to an appeal hearing and appeal of the discipline W (b) Hearing Officer — The appeal hearing officer shall be the City Manager or a N designated hearing officer by the City Manager The City Manager shall determine who will serve as the hearing officer In cases where the City Manager must serve as the Skelly officer, the City 0 N Manager shall not be the appeal hearing officer Nor in such case shall the City Manager a participate in the designation of the hearing officer In such cases, the City Council shall hear the appeal or designate a hearing officer to hear the appeal on its behalf The City Council shall determine who will serve as the hearing officer (c) Hearing Date — After the selection of a hearing officer, a date shall be selected �1 by the Personnel Officer for the hearing The employee shall be notified in writing at least 10 working days prior to the hearing of the scheduled date N L (d) Prehearing Notice of Witnesses — Five working days prior to a hearing, each d .1 party shall identify to the opposing party all witnesses and documents which the party L disclosing the information intends to use at the hearing Failure to disclose a witness or d document shall require its exclusion from the hearing c 0 (e) Hearing Closed — The hearing shall be a closed hearing unless the employee requests in writing five working days prior to the hearing that the hearing be open to the al public z (f) Record of Hearing — The hearing shall be recorded, either electronically or by a court reporter, at the option of the City If the employee requests a court reporter, the N employee shall pay the cost of the reporter Any party who requests a transcript of the ti proceedings must pay for his/her/its own copy of the transcript 4P (g) Subpoenas — Upon the request of either party, and upon his/her own motion, t� the hearing officer shall have the power to issue subpoenas to compel attendance at any o hearing held under this rule Each party is responsible for serving his/her own subpoenas City employees who are subpoenaed to testify during working hours will be released with pay to appear at the hearing City employees who are subpoenaed to testify during non- working hours will be compensated for the time they actually testify 42 Pack6fP97286 E7A SECTION 18 GRIEVANCE PROCEDURE 181 A grievance is an alleged violation of a specific provision of these rules and regulations The following grievance procedure shall apply to all City employees, except in instances where the discipline policy and procedures apply The grievance procedure shall not be utilized to challenge a performance evaluation 182 Step I Informal Resolution with Supervisor — The employee shall first attempt to resolve the grievance informally through discussion with his/her immediate supervisor in order to, in good faith, endeavor to clarify the matter expeditiously and informally at the employee - supervisor level 183 Step II Department Head — If the employee believes that the grievance has not been M resolved through Step I, the employee may file written grievance with his/her department head Such appeal must be filed within 10 working days of the initial commencement of the occurrence N being grieved The grievance must provide the specific rule(s) alleged to have been violated, a a description of the facts upon which the grievance is based and must be signed by the grievant co The department head shall consider and discuss the grievance with the grievant and the grievant's designated representative as he/she deems appropriate, and shall, within 10 working days of having the written grievance, submit his/her decision in writing to the grievant 184 Step III Personnel Officer — If the employee believes that the grievance has not been resolved through Step III, the employee may appeal the grievance decision of the department head with the personnel officer Such appeal must be filed within 10 working days of the department head's issuance of the decision The appeal must be in writing and provide the specific rule(s) alleged to have been violated, a description of the facts upon which the grievance is based and must be signed by the grievant The Personnel Officer shall consider and discuss the grievance with the grievant and the grievant's designated representative as he/she deems appropriate, and shall, within ten calendar days of having the written grievance, submit his/her decision in writing to the grievant The decision of the Personnel Officer shall be final 18 5 Time Limits — Failure of the City to comply with the time limits of the grievance procedure specified above shall entitle the grievant to appeal to the next level of review Failure of the grievant to comply with the time limits of the grievance procedure specified above shall constitute abandonment of the grievance The parties may extend tune limits by mutual written agreement in advance of the time limit deadline 44 4 Packet`Pg 288 M1 194 References and Release of Information in Personnel Files (a) Public Information — Upon request, the City will release to the public, information about its employees as required by the Public Records Act The City will not disclose personnel information if it believes doing so would constitute an unwarranted invasion of personal privacy (b) Reference Checks — All requests from outside the City for reference checks or venfication of employment concerning any current or former employee must be referred to the Personnel Officer Information will be released only if the employee signs an AUTHORIZATION FOR RELEASE OF EMPLOYMENT INFORMATION in the form attached to this rule, except that without such authorization, the following linuted information will be provided dates of employment, and salary upon departure Department heads and supervisors should not provide information in response to requests for reference checks or verification of employment, unless specifically approved by the Personnel Officer on a case -by -case basis 195 Employee Access to Personnel File v (a) Inspection of File An employee may inspect his or her own personnel file, at reasonable times and at reasonable intervals An employee who wishes to review Ins or her file should contact the Personnel Officer to arrange an appointment The review must i be done in the presence of the Personnel Officer or designee 0 (b) Copies — On request, an employee is entitled to receive a copy of any a employment -related document he or she has signed An employee who wishes to receive 01 such a copy should contact the Personnel Officer The City may charge a reasonable fee for the copies d (c) In the event the employee wishes to have another person/representative inspect his or her personnel file, the employee must provide the person/representative with written authorization The Personnel Officer will notify the employee of the date, time and place of the inspection in writing It is the employee's responsibility to notify the person to whom the employee has given written authorization of the date, time and place of the inspection (d) Under no circumstances is the employee and/or the employee's designee permitted to add or remove any document or other item from the employee's personnel file during the inspection .R Packet Pg 290 20 4 Revocation Authorization may be granted for up to one year as noted in the authorization, and is subject to revocation by the Personnel Officer 20 5 Use of City Equipment Prohibited (a) No City owned equipment, autos, trucks, instruments, tools, supplies, machines, or any other item which is the property of the City shall be used by an employee while said employee is engaged in any outside employment or activity for compensation, for personal use, except upon prior written approval of the Personnel Officer (b) No employee shall allow any unauthorized person to rent, borrow, or use any of the items mentioned in (a) above, except upon prior written approval of the Personnel Officer 206 Violations and Penalties c m Any violation of the provisions herem contained respecting outside employment or activity and use of City property shall constitute sufficient grounds for disciplinary action, including termination of the employee from the City service 48 ,.Fackef,Rg ,'292 a (c) Discrunmation — This policy prohibits treating individuals differently because of the individual's protected classification as defined in tlus policy (d) Harassment — Harassment may include, but is not linuted to, the following types of behavior that is taken because of a person's protected classification Note that harassment is not limited to conduct that City employees take Under certain circumstances, harassment can also include conduct taken by those who are not employees, such as elected officials, appointed officials, persons providing services under contracts, or even members of the public (1) Speech, such as epithets, derogatory comments or slurs, and propositioning on the basis of a protected classification This might include inappropriate comments on appearance, including dress or physical features, or dress consistent with gender identification, or race - oriented stones and jokes (2) Physical acts, such as assault, impeding or blocking movement, offensive touching, or any physical interference with normal work or movement This includes pinching, grabbing, patting, propositioning, leering, or making explicit or implied job threats or promises in return for submission to physical acts ,? (3) Visual acts, such as derogatory posters, cartoons, emails, pictures or drawings related to a protected classification (4) Unwanted sexual advances, requests for sexual favors and other acts of a sexual nature, where submission is made a term or condition of employment, where submission to or rejection of the conduct is used as the basis for employment decisions, or where the conduct is intended to or actually does unreasonably interfere with an individual's work performance or create an intimidating, hostile, or offensive working environment (e) Guidelines for Identifymg Harassment — To help clarify what constitutes harassment in violation of this policy, use the following guidelines (1) Harassment includes any conduct which would be "unwelcome" to an individual of the recipient's same protected classification and which is taken because of the recipient's protected classification (2) It is no defense that the recipient appears to have voluntarily "consented" o to the conduct at issue A recipient may not protest for many legitimate w reasons, including the need to avoid being insubordinate or to avoid being ostracized = �a (3) Simply because no one has complained about a joke, gesture, picture, a physical contact, or comment does not mean that the conduct is welcome 50 " Packef Pg 294 information, the totality of the circumstances, including the nature of the conduct, and the context in which the alleged incidents occurred (3) Report a summary of the determination as to whether harassment occurred to appropriate persons, including the complainant, the alleged harasser, the supervisor, and the department head If discipline is unposed, the level of discipline will not be communicated to the complainant (4) If conduct in violation of this policy occurred, take or recommend to the appomtmg authority prompt and effective remedial action The remedial action will be commensurate with the seventy of the offense (5) Take reasonable steps to protect the complainant from further harassment, discrimination, or retaliation (6) Take reasonable steps to protect the complainant from retaliation as a d result of communicating the complaint °' co 0 (b) The City takes a proactive approach to potential policy violations and will conduct an investigation if its supervisors, or managers become aware that harassment, discrimination, or retaliation may be occurring, regardless of whether the recipient or third party reports a potential violation (c) Option to Report to Outside Administrative Agencies — An individual has the option to report harassment, discrimination, or retaliation to the U S Equal Employment Opportunity Commission (EEOC) or the California Department of Fair Employment and Housing (DFEH) These administrative agencies offer legal remedies and a complaint process The nearest offices are listed in the government section of the telephone book or employees can check the posters that are located on City bulletin boards for office locations and telephone numbers 219 Confidentiality — Every possible effort will be made to assure the confidentiality of z complaints made under this policy Complete confidentiality cannot occur, however, due to the need to fully investigate and the duty to take effective remedial action As a result, confidentiality will be maintained to the extent possible An individual who is interviewed N during the course of an investigation is prolubited from discussing the substance of the interview, V except as otherwise directed by the Personnel Officer Any individual who discusses the content 4P of an investigatory interview will be subject to discipline or other appropriate sanction The City will not disclose a completed investigation report except as it deems necessary to support a v disciplinary action, to take remedial action, to defend itself in adversarial proceedings, or to 0 0 comply with the law or court order a) 2110 Responsibilities n: (a) Managers and Supervisors — All City managers and supervisors are responsible Q for 52 u-Packet Pg 296 F. ,,, - ,J A (5) Maintaining the confidentiality of any investigation that the employer conducts by not disclosing the substance of any investigatory interview, except as directed by the Personnel Officer (6) Reporting any act he or she believes in good faith constitutes harassment, discrimination, or retaliation as defined in this policy, to his or her immediate supervisor, or department head, or Personnel Officer 21 11 Dissemination of Policy — All employees shall receive a copy of this policy when they are hired The policy may be updated from time to time and redistributed 54 w c m E z R E, Packet Pg ,298, 2211 In determining whether a reported political activity is improper, management will consider the totality of circumstances, the nature of the act or behavior, and the context in which the reported incident occurred 22 12 Individuals found to have engaged in any form of improper or illegal political activity, as defined by this policy, will be subject to disciplinary action, according to the City's corrective and disciplinary procedures, which will be based on a number of factors including the seventy of the conduct and the past history of the individual's conduct 22 13 Questions about this policy should be directed to the Personnel Officer ce 3� � sp Packet: Pg 300 ,fk��i7 tM (2) "Reasonable suspicion" is based on objective factors, such as behavior, speech, body odor, appearance, or other evidence of recent drug or alcohol use which would lead a reasonable person to believe that the employee is under the influence of drugs or alcohol at work In order to receive authority to test, the supervisor must record the factors that support reasonable suspicion and discuss the matter with the Director of Human Resources or department director If there is a reasonable suspicion of drug or alcohol abuse at work, the employee will be relieved from duty and placed on sick or other paid leave until the test results are received (b) Post -Accident Testing — The City may require alcohol or drug screening following any work -related accident or any violation of safety precautions or standards, whether or not an mjury resulted from the accident or violation, provided that the "reasonable suspicion" factors described above are present 23 10 Employee's Responsibilities A City employee must (a) Not report to work or be on standby or on -call status while his or her ability to perform job duties is unpaired due to on or off duty alcohol or drug use, (b) Not possess or use controlled substances (illegal drugs or prescription drugs without a prescription) at any time, or use alcohol at any time while on City property or while on duty for the City at any location, (c) Not directly or indirectly through a third party manufacture, sell, distribute, dispense, or provide controlled substances to any person, including any employee, at any tune, or manufacture, sell, distribute, dispense or provide alcohol to any employee while either or both are on duty, (d) Notify Ins or her supervisor, before beginning work, when taking any medications or drugs, prescription or nonprescription, which may interfere with the safe and effective performance of duties or operation of City equipment, (e) Notify the Personnel Officer of any criminal conviction for a drug violation that occurred in the workplace within no more than five days after such conviction, (f) Notify the supervisor immediately of facts or reasonable suspicions when he or v she observes behavior or other evidence that a fellow employee poses a risk to 0 the health and safety of the employee or others, c d (g) Consent to drug or alcohol testing and searches pursuant to this policy, and s (h) Follow the City's drug and alcohol -free workplace policy a 58 ,"' Packbt Pg, 302 r- SECTION 24 USE OF CITY PROPERTY AND EQUIPMENT POLICY 241 City property is to be used only for conducting City business unless otherwise authorized 2 City property includes, but is not limited to telephones, cell phones, desks, computers (including —a° hardware and software), file cabinets, lockers, communications stored or transmitted on City property (such as e- and voice -mails), vehicles and any other City property used by City employees in their work Employees do not have a reasonable expectation of privacy in City c property or equipment a� 242 City property may be monitored and searched at any time and for any reason Messages sent or received on City equipment including cell phones may be saved and reviewed by others As a result, City employees have no expectation of privacy in the messages sent or received on City property or equipment m c 243 Every City employee is required to adhere to all City rules and policies while on City N property or using City property or equipment a 244 Use of City Vehicles — This policy establishes procedures regarding the effective and 10 economical usage of City owned pool and privately owned vehicles operated during the course of City business Use of City owned pool vehicles shall be relied upon as the primary means of vehicle usage for City business, as it provides the greatest control over operating costs, usage, maintenance, inspection and insurance This policy has been approved by the City for use in matters regarding the use of all vehicles operated during the course of City business This policy does not apply to commercial motor vehicles (a) Assignment of Responsibility — The Personnel Officer shall keep a list of all employees who may be required to drive City owned pool or privately owned vehicles on City business The Personnel Officer shall also be responsible for overseeing the implementation of necessary driver training programs and ensuring that employees who require such training are in attendance All City employees shall promptly provide insurance and driver license information at the time City employment is established Employees are to comply with all training and other reporting requirements of this policy (b) Use of City Owned Vehicles — City owned pool vehicles fall into the following three categories and have restrictions based upon type and use (1) Vehicles kept overnight at City facilities, and assigned for use on a shared o or designated basis during the course of daily City business Personal use w is expressly prohibited d E s (2) Vehicles assigned to managers on a permanent basis, and used for daily commutmg to and from the City According to the Internal Revenue Q Service, commuting to and from work and any other incidental personal :1 Packet P.g,h304,b responsibility of the employee operating the vehicle to notify the Personnel Officer, the Department of Motor Vehicles, and the employee's insurance company in the case of any accident or damage (d) Vehicle Operation Guidelines — Employees shall obey all federal, state and local laws while operating either City owned pool or personally owned vehicles on official City business It is the responsibility of the employee operating either a City owned pool or personally owned vehicle to ensure that all persons in the vehicle fasten seat belts before starting the engine of the vehicle and keep seat belts fastened throughout the travel The vehicle operator is responsible for assuring that all items of cargo, materials or tools are properly secured No person shall be allowed to ride on running boards, fenders, hoods, tailgates, d beds or other locations on a vehicle not designed or approved by the vehicle manufacturer a. for passenger seating An exception to this shall be emergency vehicles and vehicles designed and equipped for passengers outside the cab area Any injuries sustained by the vehicle operator or other employees while operating a vehicle on City business shall be covered by workers' compensation No employee shall consume any alcoholic beverages, illegal drugs, or legal drugs that would impair an employee's ability to drive prior to, or while driving either a City owned vehicle or personally owned vehicle on official City business Alcoholic beverages and drugs shall not be transported or placed in any City owned pool vehicle This does not apply to public safety employees during the course of their official duties and within the scope of their respective guidelines and policies Any employee who operates a City owned pool vehicle, regardless of frequency, is responsible for the proper care and operation of that vehicle Any vehicle damage beyond normal wear and tear or that includes defects affecting the safe operation of the vehicle must be documented and reported to the Personnel Officer No employee shall operate a City owned pool vehicle found to be in an unsafe condition (e) Driver's License — All City employees authorized to use City owned pool or personally owned vehicles on City business must possess a valid California driver's license and provide proof of licensing upon hire z All City employees must maintain in good standing a valid driver's license a appropriate for the class of vehicle to be driven and must carry that license on their i 62 Packet Pg 306 7YN SECTION 25 ELECTRONIC EQUIPMENT USE POLICY 25 1 The City provides electronic equipment to employees for use as tools for efficiency in conducting City business Electronic equipment includes instruments/devices such as - Landline telephones - Mobile/cellular telephones - Pagers - Computers - Facsimile transmission (fax) machines - Photocopiers with and without scanning capabilities Electronic equipment also includes systems such as co 0 E-mail Internet and Intranet r " - Wireless networks - Data systems Voicemail City network 252 Electronic equipment access is provided by the City to facilitate the performance of City work Incidental personal use is secondary, should not interfere or conflict with business use or job performance, should clearly indicate that it is personal, not City, usage, and is subject to regulation for cost controls Electronic equipment must be used in compliance with applicable statutes, regulations, and City policies including those that require a work environment free from discrnmmation and harassment Employees are expected to use common sense and judgment to avoid any communication which is disrespectful, offensive or illegal 253 Electronic equipment, and communications and content sent through the City's electronic J equipment (e g e-mail, electronic files, text messages, voicemail), are not confidential v Employees shall have no expectation of privacy Employees acknowledge that the City has the o right without prior notice to monitor, review, access, retrieve and make proper and lawful use of w all electronic equipment, and electronic communications and content contained in and transmitted through the City's network and outside providers of wireless or electronic communications services The existence of passwords or message delete functions does not restrict the City's ability or right to access electronic equipment and communications and content a sent through the City's electronic equipment 64 aPacketPg 308 ` - (n) Violating terms of software licensing agreements 25 6 Employees shall be held accountable for misuse and may be disciplined in accordance with applicable City rules The City reserves the right to restrict or rescind employees' access to electronic equipment at its discretion The City reserves the right to specify how the City's network resources will be used and administered to comply with this policy 25 7 Unless specified in writing by the Personnel Officer, non-exempt employees are not authorized to have access to remote email via the web or mobile phone 258 Cites — The City's email system is an official communication tool for City business ui An official email address is established and assigned by the City to each employee the City 3 deems necessary All City communications sent via email will be sent to and from this address City employees must use the official agency email, instead of their private email address (such as yahoo, hotmail, etc ) when communicating agency business via email Should an email related y to City business be sent to an employee's personal email account, the email should be a immediately forwarded to the employee's City email account and responded to accordingly IL m 0 25 9 Cell Phone Use — All City issued cell phones are provided as a tool to conduct City - related business City cell phones are issued on an as -needed basis with the approval of the Personnel Officer All employees shall use such devices in a responsible, appropriate, and safe manner J (a) Employees are prohibited from installing any third party equipment to City cell phones unless approved by the employee's supervisor in writing (b) Employees have no expectation of privacy as to data residing in telecommunications devices and /or voice mail The City may inspect that data at any time and without notice, as permitted by state and federal law (c) Employees shall protect City cell phones from loss or damage An employee assigned a City phone is responsible for its good care and will be required to reimburse the City's cost for any damage, or lost cell phones due to negligence If such device is damaged, fails to work properly, or is stolen or lost, the employee shall immediately notify the Personnel Officer (d) City cell phones should only be used by employees in the performance of their official duties Personal use, beyond incidental use, of City cell phones is strictly prohibited and will result in disciplinary action and reimbursement of charges for personal use (e) Employees shall acquaint themselves with the rate plan that applies to their cell " w phone and use their best efforts to make the most economical and cost efficient d use of the cell phone Cell phones are unique in that they may have charges for E both in -coming and outgoing calls and texts In addition, local calls can still a incur airtime charges if the plan minutes are exceeded A call may be made a from a cell phone only if it cannot be made at any other tune with a provided Packet„P j"10 SECTION 26 SOCIAL MEDIA USE POLICY 261 The establishment and use by any employee of City social media sites are subject to approval by the City Manager The City Manager will determine the appropriate level of employee access, which includes identifying what social media sources, or type of source, each department or individual is approved to use, as well as define their respective capabilities, i e , publish, edit, comment or view only 26 2 The Personnel Officer will monitor content on City social media sites to ensure adherence to this policy and the interests and goals of the City The City reserves the right to restrict or remove any content that is deemed in violation of this policy or any applicable law City social media sites are subject to the California Public Records Act Any content maintained in a social media format that is related to City business, including a list of subscribers, posted communication, and communication submitted for posting, may be a public record subject to public disclosure There shall be no expectation of privacy in any content or comments on City social media sites 263 Employee Use of Social Media (a) Employees are prohibited from using City electronic communications resources, or work time, for personal social media use Employees are prohibited from using City email addresses to register on social networks, blogs or other online tools i utilized for personal use e 0 (b) Employees should avoid posting on any social media site statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage City clients, co-workers, or that might constitute harassment or bullying Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of race, color, religion, sex, gender, gender expression, gender identity, national origin, ancestry, citizenship, age, marital status, physical or mental disability, medical condition, genetic information, sexual orientation, veteran status or any other basis protected by law If the content posted violates any City rule, the employee shall be subject to disciplinary action (c) If an employee creates personal, non -work related content on a social media N site and the City is the subject of the content, the employee should be clear and open ti co about the fact that he/she is an employee and make it clear that the views expressed do not represent those of the City, co-workers, City clients, or people working on behalf of J the City, and that the employee is not speaking on behalf of City The following v disclaimer may be used "The postings on this site are my own and do not necessarily o reflect the views of the City " d E s �a a .: Packet Pg 312 statements, description of unidentified parties, description of the act(s) and/or behavior arising from the incident, action taken, and provide any other relevant information regarding the incident (c) The Personnel Officer will take appropriate steps to provide security, such as (1) Placing the employee alleged to have engaged in workplace violence on administrative leave, pending investigation, (2) Asking any threatening or potentially violent person to leave the site, or (3) Immediately contacting an appropriate law enforcement agency 275 Investigation — The Personnel Officer will see that reported violations of this policy are investigated as necessary 27 6 Management Responsibility — Each department head has authority to enforce this policy a by o m (a) Training supervisors and subordinates about their responsibilities under this N policy, (b) Assuring that reports of workplace violence are documented accurately and timely, (c) Notifying the Personnel Officer and/or law enforcement authorities of any mcidents, (d) Making all reasonable efforts to maintain a safe and secure workplace, and (e) Maintaining records and follow up actions as to workplace violence reports 27 7 Follow -Up Disciplinary Procedures — An employee found in violation of this policy will be subject to disciplinary action, up to and including termination of employment The City may also direct that an employee submit to a fitness for duty examination In addition, employees found in violation of this policy may be subject to criminal prosecution 70 Packet ',Pg 314 Therefore, failure to follow the body piercing regulations contained in this section shall be grounds for discipline (a) No objects, articles, jewelry or ornamentation of any kind shall be attached to or through the skin if visible on any body part including the tongue or any part of the mouth except that women may wear one set of reasonably -sized eamngs in each lobe (b) Any non -conforming piercing shall be removed, covered with a bandage, or replaced with a clear, plastic spacer r (c) If an'employee has a question about how the piercing policy is applicable to them, the matter should be immediately raised with their supervisor for consideration and determination 28 4 Smoking Policy — The City observes a no-smokmg policy in all City -owned buildings o which includes the Civic Center Complex, the Fire Station, the Child Care Center, the Senior d Center, the Chamber of Commerce Office, the EOC Building, and the Maintenance Shop and a Offices o T 72 Packet Pg 316 r hy.`j47 B.9 rye APPENDIX B — COMPENSATION. BENEFITS AND LEAVE BUY-BACK Appendix B constitutes Sections 5, 6 and 117 of the City's Personnel Rules and Regulations 0 0 Packet Pg �318 B 54 Salary Range Adjustments — All adjustments to salary shall be made by the City Council by resolution Such resolution shall indicate whether it is implementing a Cost of Living Adjustment (COLA) or amending the Compensation Schedule (a) Cost of Living Adjustment — As part of the City's annual budget process, the City shall assess the feasibility of providing a COLA to employees (Suspended effective July 1, 2009, see Appendix C ) (b) Compensation Schedule Adjustment — Every two years, as a part as a part of the City's budget process, the City shall conduct a salary survey to determine whether existing salary levels are appropriate to the current job market (Suspended effective July 1, 2009, see Appendix C ) 55 Merit Increases — Employees shall be entitled to ment increases as follows Full -Tune Employees shall be eligible for a 5% ment increase at the following intervals co (a) Upon satisfactory completion of the first 6 months of service in a new position o (b) Once annually thereafter if supported by a satisfactory performance evaluation (Suspended effective July 1, 2009, see Appendix C ) 56 Recognition Award — The City Manager may, at his/her discretion, grant a one-time recognition award in an amount up to 5% of an employee's salary when an employee on his/her own initiative and by lus/her own efforts and abilities is rendering service above the level of proficiency normally expected in the class or is producing results consistently superior to that normally expected of employees in the class An employee may only receive one such bonus per fiscal year 57 "Y" Rate — An employee holds the "Y" rate of the salary range when the employee is reclassified to a position with a lower maximum salary than the employee's existing base salary An employee at the "Y" rate maintains the "Y" rate (i a existing base salary) until the maximum salary in the reclassified position meets or exceeds the "Y" rate 58 Salary Evaluation Date — An employee's salary evaluation date shall be the date of appointment to the employee's current position, or the date upon which an employee successfully completes the probationary period that is required for the position, whichever is later The effective date of the promotional appointment shall be the employee's new salary evaluation date 59 Transfer to Position Within the Same Classification — When an employee is transferred to J a position within the same classification to a position with the same salary range, there shall be v no salary increase or decrease because of such transfer The employee's salary evaluation date c shall remain the same w c m 5 10 Out of Class Pay E 0 2 w a Ppcket,Pg' 320 :7 B k j ! ' 5 15 If, in the opinion of the City Manager, the application of the provisions of this section results in compensating an employee at an inequitably low rate compared to other employees in the same class, the City Manager may raise such, salary to a rate determined to be most equitable Such action shall not be contrary to the general intent and spirit of this section 5 16 Employees Hired Under Employment Agreement — Employees who are employed by the City pursuant to an employment agreement approved by the City Council may be subject to different employment benefit provisions than those contained in these rules 4 PacketPP ; 322 j ;,.:�7 B` (b) Short -Term Disability Insurance — The City offers a voluntary short-term disability insurance coverage to all regular employees budgeted to work 20 or more hours per week All premiums are fully paid by the employee (c) Long -Term Disability Insurance — The City offers a voluntary long-term disability insurance coverage to all regular employees budgeted to work 20 or more hours per week All premiums are fully paid by the employee (d) Supplemental Insurance — The City's Section 125 Plan provider may offer supplemental insurance plans to qualifying employees The City does not negotiate for rates on these supplemental plans Supplemental plans are not considered part of the City's benefit package Employees may pay for these plans by payroll deduction Employees may pre-tax their premiums for these plans as allowed by IRS regulations 64 Cafeteria Plan — The City maintains a Section 125 Cafeteria Plan The cafeteria plan includes the following options m CD (a) Benefit Allowance — As a part of the cafeteria plan, the City pays a benefit allowance to employees to offset the cost of purchasing pre- and post -tax benefits as allowed under Section 125 of the IRS Code Any portion of the Benefit Allowance not utilized by the employee for the purchase of benefits shall be considered taxable income to the employee Such allowance is paid according to the following schedule Type of Employee Years of Service % of Salary Received City Hall — Non -Exempt, N/A 18 1 % Regular Employee budgeted 20 or more hours/week, Exempt Employee Child Care— Regular Less than 5 years 10% Employee, Non-exempt budgeted 20 or more hours/week Child Care— Regular 5 —10 years 14% Employee, Non-exempt budgeted 20 or more hours/week Child Care— Regular 10 or more years 18 1 % Employee, Non-exempt budgeted 20+ hours/week r ,'Packet aPg 324 ' 7'B (3) An individual who was an active member in a retirement system and who, after a break in service of more than six months, returned to active membership in that system with a new employer s The term "Classic Member" refers to all member employees who do not fit in the definition of new member (a) Classic Member Employees (1) Retirement Formula — The retirement formula for classic member employees who were hired by the City prior to January 1, 2013 is 2 7% at 55 The retirement formula for classic member employees who were hired by the City on or after January 1, 2013 is 2% at 60 (2) Payment of Member Contribution — The City pays 1 418% of the 8% d Member Contribution to Ca1PERS for classic member employees hired by the a City prior to January 1, 2013 Classic member employees who were hired by the c City on or after January 1, 2013 are responsible for paying the entire Member r Contribution to Ca1PERS (3) Final Compensation — Final compensation for the retirement benefit for classic members hired by the City prior to January 1, 2013 shall be the highest annual compensation for the one year during the employee's membership in Ca1PERS Final compensation for the retirement benefit for classic members hired by the City on or after January 1, 2013 shall be based on the highest annual average compensation earnable during the three consecutive years of employment immediately preceding the effective date of his or her retirement or any other three consecutive year period chosen by the employee (b) New Member Employees (1) Retirement Formula — The retirement formula for new member employees is2%at62 (2) Payment of Member Contribution — New member employees are responsible for paying the entire Member Contribution to Ca1PERS, which constitutes one-half of the total normal cost of the plan, as defined by Ca1PERS (3) Final Compensation — Final compensation for the retirement benefit for ti new members shall be based on the lughest annual average compensation 00 earnable during the three consecutive years of employment immediately preceding the effective date of his or her retirement or any other three consecutive v year period chosen by the employee as set forth in Government Code section c 7522 32(a) c d E �a PPac,6t 09 326- ' t , % B r, f 117 Reimbursement for Unused Sick Leave During EmployMent (a) Any regular full-time regular employee who has used 40 hours or less sick leave during the calendar year shall be entitled to be reimbursed for up to 40 hours of unused accrued sick leave so long as the employee's remaining accrued sick leave balance does not fall below 80 hours as a result of the reimbursement (b) Regular part -tune employees that are budgeted to work 20 or more hours per week shall be entitled to be reimbursed for a percentage of their accrued sick leave based on a prorated percentage of hours worked as compared to 40 hours for a full-time employee so long as the employee's remaining accrued sick leave balance does not fall below the same prorated percentage of 80 hours (c) Reimbursement for accrued sick leave for a calendar year shall not be available to employees terminating on or before December 31 of that same calendar year (d) Sick Leave Sell Back Form — In order to receive reimbursement for accrued sick to leave, all eligible employees shall complete a Sick Leave Sell Back Form, which is to available in the City Manager's office The completed form must be provided to the W Personnel Officer by no later than the first week of January of the following calendar d year (Suspended Effective FY 2010-2011, see Appendix C ) 10 El Packef Pg' 328 Cluld Care— Regular 10 or more years 16 9% Employee, Non-exempt budgeted 20+ hours/week (Effective May 17, 2010 ) (4) Benefit allowance level advancement based on years of service was frozen (Effective May 17, 2010 ) 2 c0 0 co EI Packet -V7330 „ APPROVED AS TO FORM d 0 a Richard L Adams, II City Attorney N c 0 I, PAT JACQUEZ-NARES, CITY CLERK of the City of Grand Terrace, do hereby certify o that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council held on the 25th day of November, 2014 by the following vote W fA _d 7 AYES d c NOES d a ABSENT 0 J co ABSTAIN d d c 0 Pat Jacquez-Nares City Clerk a 0 0 w a O a a� c 0 _3 O N d !Y N ao O� N 00 Q J N _ V r+ c d s ca � � Q 872918 2 GRO02 003 2 Packet Pg 332 i 0 f ' t,n1Jt E AGENDA REPORT MEETING DATE November 25, 2014 Council Item TITLE Approval of Professional Services Agreement for Business License Auditing and Administration Services PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Approve the attached Professional Services Agreement with MuniServices, LLC, for Business License Auditing and Administration Services 2030 VISION STATEMENT This staff report supports Goal #1, Ensuring Our Fiscal Viability, by ensuring the City is receiving the business tax revenue to which it is entitled per City ordinance, while also exploring creative means to provide business license administrative services I�Td:(r71017P► I-01 The City of Grand Terrace currently has approximately 600 active business licenses and receives approximately $81,000 annually in business tax revenue In an effort to ensure that all entities doing business with the City have obtained a business license and paid the proper amount of business tax, the Finance Department prepared a Request for Proposals (RFP) for Business License Auditing and Administration Services (Attachment 1) These services are specialized in nature and require comprehensive data analysis of records obtained from State agencies, such as the State Board of Equalization and the Franchise Tax Board In addition to performing an audit of the business license function, the RFP also requested proposals and pricing for ongoing administration services, to include processing of new applications, processing of annual renewals, and on-line filing and payment capability These services were solicited in an effort to improve the City's efficiency and offer more convenient on-line processing and payment options for the City's businesses The RFP for Business License Auditing and Administration Services was issued on September 18, 2014 It was sent to five (5) companies known to provide such services, as well as being posted on the City website and the website of the California Society of Municipal Finance Officers (CSMFO) In response to the RFP, the City received two (2) proposals by the submittal deadline of October 20, 2014 The companies submitting the proposals were HdL Software, LLC, and MuniServices, LLC Following a review of the proposals, staff interviewed representatives from both companies to discuss the proposals, ask questions and meet company representatives After these interviews, a number of client references were contacted from both companies to assess the quality of services provided to other cities Packet 10g _333, Although the Agreement could be structured to provide only for discovery/audit services, the proposed Agreement includes ongoing administration services as well, which are expected to provide enhanced efficiency and customer service due to MuniServices' specialization in this area In particular, providing businesses with the ability to apply for a business license on-line, renew a business license on-line, and remit payment of the business tax on-line will represent significant enhancements to the City's current paper - based system While a key objective of the Business License Audit and Administration Services is to ensure that all entities doing business with the City have a current business license and pay the correct amount of business tax, the compliance effort will be conducted in a manner to promote good relations with the City's businesses At the beginning of the discovery/audit process, businesses will receive a letter explaining the purpose of the process, along with answers to commonly asked questions A business outreach meeting will also be conducted to further respond to questions or concerns from the t business community City staff and MuniServices' staff will work cooperatively throughout the process to provide prompt and comprehensive responses to any questions or concerns coming from businesses Ongoing customer service to businesses should also be significantly improved by providing on-line application, renewal and payment capability FISCAL IMPACT ? Approval of the proposed Agreement with MuniServices, LLC, will have no net budgetary impact for Fiscal Year (FY) 2014-15 The 35% contingency fee related to the discovery and audit services will not represent additional expense for the City as it will be netted out from the additional revenue received The initial set-up fee of $7,500 related to ongoing administration services, as well as the $12 per account administration fee (estimated at $7,200 annually based on 600 active business licenses), represent additional expense to the City, however, it is expected to be more than offset by additional business tax revenue received as a result of the discovery/audit process A budgetary adjustment will be processed to increase the City's expense by $14,700 in FY 2014-15 to reflect the one-time set-up fee of $7,500 and the $12 per account fee estimated at $7,200, however, these expenses will be offset by a corresponding revenue adjustment to reflect the additional expected business tax revenue Therefore, this budgetary adjustment may be approved by the Interim City Manager per Fiscal Policy No 3 02 (Budget Appropriation Adjustments), which states that the City Manager is authorized to approve new or increased appropriations with offsetting revenues if there is no net budgetary impact Beginning in FY 2015-16, it is expected that the additional business tax revenue received annually as a result of the professional services provided by MuniServices will exceed the annual administrative expense of $12 per account and will, therefore, be cost-effective for the City and have a positive budgetary impact ATTACHMENTS 0ackbf,009 335 Attachment 1 City of Grand Terrace Request for Proposals for Business License Auditing & Administration Services Release Date September 18, 2014 Proposal Submittal Due Date October 20, 2014 Packet `Pg 4337 '8A City of Grand Terrace Request for Proposals — Business License Auditing & Administration Services I INTRODUCTION - The City of Grand Terrace (City) is requesting proposals from qualified companies to conduct an audit of its business licenses to ensure that all companies doing business with the City have a current business license and are paying the correct amount of business tax in accordance with the City's ordinance The City is also seeking proposals for optional business license administration services to include processing of business licenses, renewals, payments, etc , and any related ordinance revisions to facilitate administrative efficiency There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals (RFP) Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec 6250 et seq ), unless exempt To be considered, three (3) copies of a proposal must be received by Cynthia A Fortune, Finance Director, City of Grand Terrace, at 22795 Barton Road, Grand Terrace, CA 92313 by 5 00 P M on October 20, 2014 During the evaluation process, the City reserves the right, where it may serve the City's a best interest, to request additional information or clarification from proposers, or to allow corrections of errors or omissions At the discretion of the City, firms submitting proposals may be requested;to make oral presentations as part of the evaluation process a J The City reserves the right to retain all proposals submitted and to use any idea(s) in a proposal regardless of whether or not that proposal is selected Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the firm selected The City also reserves the right to reject any or all proposals, to waive any non -material irregularities in any proposal, and to accept or reject any items or combination of items It is anticipated that the selection of a company by staff to perform the services identified in this RFP will be completed by November 20, 2014 Following notification of the selected firm, a recommendation and proposed Professional Services Agreement will be submitted for the City Council's review and approval on December 9, 2014 DESCRIPTION OF THE GOVERNMENT A Background Information Grand Terrace is located approximately 60 miles from Los Angeles, in the County of 6 San Bernardino The City is situated off the 1-215 freeway between the 1-10 and the 60 a freeways, encompassing an area of approximately 3 5 square miles The City has a current population of 12,285 The City was incorporated in 1978 as a general law city, E operating under a council/city manager form of government The City is comprised of m w w a 1 c Packet Pg' 339 4a .'8A City of Grand Terrace Request for Proposals — Business License Auditing & Administration Services 2 For any business that does not have a current business license, provide the City with follow-up action plan to achieve licensing compliance 3 Provide recommended methodology for verifying accuracy of "gross receipts" or flat rate tax 4 Provide recommended changes in business license policies/procedures to improve internal controls over business license issuance and associated business tax collection B Optional Services 1 Ongoing Administration Processing of all business license applications and renewals, including remittance processing and collection of delinquent accounts 2 Ordinance Review Submittal of recommended revisions to current Ordinance to improve administration and efficiency, along with a proposed draft ordinance III TIME REQUIREMENTS / CALENDAR Following are the key dates related to this RFP, proposal review and contract award a Date Event 0) September 18, 2014 RFP released a I October 20, 2014 f Proposal due date (5 00 P M) U. c 0 October 21 - November 7, 2014 Staff evaluation of proposals o L November 17-18, 2014 Oral interviews of selected companies w c November 20, 2014 Staff selection of company a November 24-26, 2014 Finalization of professional services agreement r December 9, 2014 City Council approval of professional services Q agreement d IV ASSISTANCE AND ACCOMMODATIONS TO BE PROVIDED TO THE COMPANY A Finance Department Assistance Finance Department staff will be available during the business license audit engagement to assist the selected company by providing business license data, reports and other related financial information, documentation and explanations B Office Accommodations During the term of the business license audit engagement, the City will provide the = company with reasonable work space, including access to the PSI business license E system and to'the City's financial system, if needed 3 PackefrPO� 341 City of Grand Terrace Request for Proposals — Business License Auditing & Administration Services 1 Company Qualifications and Experience a To qualify, the firm must have comprehensive experience in business license audits of local governments An additional consideration will also be the firm's qualifications and experience in business license administration The proposal should state the size of the firm, the location of the office from which the work on this engagement is to be performed, and the number and nature of the professional staff to be employed in this engagement b The proposer must provide a list of all current municipal clients for its business license audit and administration services c The proposer must identify the principal management, supervisory and professional staff who will be assigned to this engagement, including resumes, as well as the number, qualifications, experience and training of the specific staff to be assigned to this engagement 2 Similar Engagements with Other Government Entities a For the firm's office that will be assigned responsibility for the audit, list the most o significant engagements (maximum of five) performed in the last three (3) years a` that are similar to the engagement described in this RFP b Provide a list of not less than five (5) client references for which services similar to those outlined in this RFP are currently being provided For each reference U. listed provide the name of the organization, dates for which the service(s) are c being provided, type of service(s) being provided, and the name, address and telephone number of the responsible person within the reference client's N organization The City reserves the right to contact any or all of the listed S references regarding the audit services performed by the proposer 3 Specific Approach to Audit and Administration a The proposal should set forth a work plan, including an explanation of the methodology to be followed, for both the Required Services and Optional Services as described in this RFP b Proposers must provide the following information regarding their audit approach (1) Level of staff and number of hours to be assigned to the engagement, (2) Approach to be taken to gain and document an understanding of the City's administrative processes and procedures related to business licensing NOTE NO PRICING OF THE AUDIT SERVICES ENGAGEMENT SHOULD BE w INCLUDED IN THE TECHNICAL PROPOSAL a c d E t ca Z — Q 5 Packet,Pg . 343_ Grand Terrace, CA Code of Ordinances Page 1 of 11 a� Kf 8 A Exhibit A Chapter 5 04 - BUSINESS LICENSE TAXES Sections 5 04 010 - Purpose The purpose of this chapter is to provide for the levying of a license tax on business in order to obtain revenues (Ord 102 § 2, 1986 Ord 15 Art 1(part), 1979) 5 04 020 - Definitions For the purposes of this chapter, unless it is plainly evident from the context that a different meaning is intended, the words and phrases used in this chapter shall have the following meanings A "Business" means and includes business, trade, vocation, profession, craft, occupation, exhibition, show, enterprise, activity and calling of every kind and nature, whether or not carried on for profit B "City" means the city of Grand Terrace, a municipal corporation of the state, in its present incorporated form or in any later reorganized, consolidated, enlarged or reincorporated form C "Collector" means the finance director or other officer charged by the city manager with the administration of the provisions of this chapter D "Gross receipts" means and includes the total amount of the sale price of all sales, the total amount charged or received for the performance of any act, service or employment of whatever nature it may be, whether or not such service, act or employment is done as a part of, or in connection with, the sale of materials, commodities, goods, wares, merchandise, for which a charge is made or credit allowed, including all receipts, cash, credits and property of any kind or nature, any amount for which credit is allowed by the seller to the purchaser without any deduction therefrom on account of the cost of the property sold, the cost of the materials used, labor or service costs, interest paid or payable, losses or other expenses whatsoever, provided, that cash discounts allowed or taken on sales shall not be included Any tax required by law to be included in or added to the purchase price and collected from the consumer or purchaser, and such -part of the sales price of any property previously sold and returned by the purchaser to the seller by way of cash or credit allowances given, or taken as part payment on any property so accepted for resale, shall be deducted for the purpose of determining the gross receipts under this chapter E "Person" means and includes all domestic and foreign corporations, associations, syndicates, joint stock corporations, partnerships of every kind, clubs, businesses, common law trusts, societies and individuals transacting and carrying on any business in the city other than as E employee F "Sale" means and includes the transfer, in any manner or by any means, of title to property for a consideration of any property, and a transaction whereby the possession of property is CD transferred and the seller retains the titles as security for the payment of the price Such s L, definition shall not be deemed to exclude any transaction which is or which, in effect, results in a "sale" within the contemplation of law a about blank ,Packet`YPg 345, 11/20/2014 Grand Terrace, CA Code of Ordinances Page 3 of 11 ":. $,A 5 04 070 - Estimates of gross receipts M If the first license tax to be paid by the applicant is based upon gross receipts, he shall pay an estimated fee of not less than that established by resolution for the period covered by the first license to be issued Such person shall, within thirty days after the expiration of the period for which such license was issued, furnish the collector with a sworn statement, upon a form furnished by the collector, showing the gross receipts during the period of such license, and the license tax for such period shall be finally ascertained and paid in full, after deducting from the payment the estimated fee paid at the time such license was issued (Ord 15 Art I § 6, 1979) 5 04 080 - Conducting a business When persons shall, by the use of signs, newspapers or other forms of advertising, represent that they are in business in the city, and such persons fail to deny by a sworn statement after being requested to do so by the collector, then these persons shall be deemed to be conducting business (Ord 15 Art 1 § 7, 1979) 5 04 090 - Duplicate license A duplicate license may be issued by the collector to replace any previously issued license which has been lost or destroyed The licensee shall be required to pay a duplicate license fee as established by resolution of the city (Ord 15 Art 1 § 8, 1979) 5 04100 - Renewal An applicant for license renewal shall submit a sworn statement to the city to enable the collector to ascertain the amount of license tax to be paid (Ord 15 Art 1 § 9, 1979) M Of 5 04110 - Nontransferability—New locations —Name change v No license issued under this chapter is transferable Licensees may, upon application and paying a fee as set by fee schedule, have their licenses amended to conduct business at a new location or under 2 a new name, as long as the owner of the business does not change To do this the licensee must CD submit in writing to the collector the reason for the change and include the old license W (Ord 102 § 4, 1986 Ord 15 Art I § 10, 1979) N c 5 04120 - Branch establishments —Multiple businesses 2 A A separate license must be obtained for each branch establishment or location of a business .a B Any person conducting two or more types of business at the same location or different locations, cc but under the same management and books, may at his option pay one tax based on gross d receipts of all business r (Ord 15 Art 1 § 11, 1979) W R 5 04130 - Posting license, sticker or tag = A Any licensee conducting a business at a fixed location shall keep the license posted in a E conspicuous place about blank 'PacketNPg t347 11/20/2014 Grand Terrace, CA Code of Ordinances Page 5 of 11 TT TA` r 5 04180 - Disabled veterans All honorably discharged service veterans of the United States, who are physically unable to obtain their livelihood by manual labor, shall have the right to hawk, peddle and vend any goods owned by them, except intoxicants, without the payment of a license tax under the following restrictions A They shall furnish a certificate of physical disability from a licensed physician B They shall furnish two identification photographs One shall be affixed to the license and the other shall be retained by the city C The license shall be nontransferable D The license shall expire after thirty days (Ord 15 Art 1 § 17, 1979) 5 04190 - Minors selling periodicals No license tax shall be required of any minor selling or soliciting subscriptions for or delivering any newspaper, magazine or other periodicals (Ord 15 Art 1 § 18, 1979) 5 04 200 - Exemption by minimal gross receipts No license tax shall be required on any business which has annual gross receipts of less than an amount as set by resolution (Ord 15 Art 1 § 19, 1979) 5 04 210 - Public utilitiesjexempted No license tax is required on any business conducted by a public utility which pays the city a tax pursuant to a franchise agreement (Ord 15 Art I § 20, 1979) 5 04 220 - Examination of income tax returns A The statements required by this chapter shall be subject to verification by the collector or authorized employees of the city who are hereby authorized to examine a person's federal income tax returns to verify or ascertain the amount of license tax due B All persons shall keep federal income tax returns for a period of at least three years for examination by the collector No person shall refuse to allow the collector to examine the returns at reasonable times and places (Ord 15 Art 1 § 21, 1979) 5 04 230 - Confidentiality of information It is unlawful for the city or its agents to make known the business affairs or information obtained by an investigation of any business required to obtain a license Nothing in this section shall be construed to prevent A Disclosure of records to another city official for the sole purpose of administering or enforcing this chapter, B Disclosure of information or examination of records to federal, state, county or other city l -- officials if a reciprocal arrangement exists, or to a grand jury or court of law, upon subpoena, a "Packet Pg 349 about blank 11/20/2014 Grand Terrace, CA Code of Ordinances Page 7 of 11 >8A deemed to be directly attributable to selling activities carried on outside the city The licensee may deduct, to the extent appropriate, but in no case in an amount greater than, the following percentages of those sales performed at a place or location outside the city A Up to thirty percent for the location where the sale is negotiated or solicited by the taxpayer, through the physical presence of himself, his employees or his agents, B Up to twenty percent for the sales office which serves as the base of operations for sales activities, or if there is no sales office which serves as a base of operations, the office from which the sales activities are directed or controlled, C Up to ten percent for the locations where orders or contracts are accepted or approved Such acceptance or approval shall be deemed to take place at the location of the office specified in subsection B of this section, unless there is clear and conclusive evidence that a binding acceptance or approval occurs elsewhere, D Up to twenty percent for any facility, operated by the taxpayer, where the goods, wares or merchandise are stored immediately prior to shipment or delivery, E Up to five percent for the location which gives the order for, or arranges for, the shipment or delivery of articles sold, F Up to five percent for the place where billing procedures are performed, a� G Up to five percent for the place where the collecting of receipts is performed, a Ul H Up to five percent for the place to which merchandise is delivered by vehicles operated by the taxpayer cn (Ord 15 Art 11 § 2(part), 1979) `~ c 5 04 280 - Gross -receipts taxes —Modification of deductions y A Any person who believes that the percentage determined to be allowable as a deduction from c L gross receipts under Section 5 04 270 0 is less than the facts justify, may apply to the city for a a modification of the percentage Such application shall be made in writing to the collector and shall o LO be accompanied by a statement of facts supporting the basis for such modification The collector shall make his determination on the basis of evidence presented to him, and such other evidence r as he may have, or may discover from other sources The collector shall increase, reduce or allow c to stand the percentage originally determined, depending on the facts TO B Should the collector be of the opinion that the percentage calculated to be allowable as a CD deduction from gross receipts under the provisions of this section is greater than the facts justify c in any particular case, he shall make such investigation as is necessary to ascertain the facts and c revise the percentage, if warranted 2 C Any variation from the percentages provided for under this ruling shall be approved in writing by the collector ra (Ord 15 Art 11 § 2(part), 1979) r d 5 04 290 - Flat -rate taxes E Every person transacting, conducting, managing, engaging in and carrying on the business and activities set forth hereafter in this section shall pay a license tax as set by the city - d E A c=i a about blank Packet Pg 35 ] 11/20/2014 Grand Terrace, CA Code of Ordinances Page 9 of 11 8A No fixed place of business, not having a fixed place of business within the city who engages in ' business within Grand Terrace and not having been classified under any other section of this o .r chapter, w Q Fixed place of business, having a fixed place of business within the city and not included under Section 5 04 260 0 (Ord 102 § 5, 1986 Ord 15 Art //1, 1979) 5 04 300 - Payment —Due dates A Annual The first business license tax to be administered by the city shall be due and payable in advance on the first day of July, 1979 This first license shall be effective for a period of six months ending December 31, 1979 All subsequent annual license taxes shall be due and payable in advance of the first day of January of each year License taxes covering new operations, commenced after the first day of January, shall be prorated for the remaining balance of the license period B License taxes other than annual shall be due and payable as follows 1 Semiannual license tax, measured by gross receipts, on the first day of January and the first day of July, 2 Quarterly tax, measured by gross receipts, on the fist day of January, April, July and October of each year, 3 Monthly tax, measured by gross receipts, on the first day of each month, 4 Weekly flat -rate tax, on Monday of each week, 5 Daily flat -rate tax, -due each day in advance, - 6 Other flat -rate taxes, due on the first day of business and thereafter on the first day of the applicable period (Ord 15 Art 1 § 25, 1979) 5 04 310 - Delinquency —Installment payments o Ln A Failure to pay a license tax when due shall result in a penalty of ten percent of the license tax on the last day of each month after the due date The amount of the penalty shall not exceed fifty r percent of the amount of license tax due c B No license or sticker shall be issued to any person who is indebted to the city for any delinquent license taxes, unless with consent of the collector when that person enters into a written agreement to pay the delinquent taxes, plus twelve percent simple annual interest upon the unpaid balance, in monthly installments over a period not to exceed six months In such an agreement, failure to make timely installment payments shall result in making the entire amount due immediately, and current license shall be revoked by the collector upon thirty days' notice If legal action is brought by the city to enforce collection, the defendants shall be liable to pay all costs incurred by the city, including a reasonable attorney's fee (Ord 15 Art 1 § 26, 1979) z 5 04 320 - Refund of overpayments cc No refund of an overpayment of taxes shall be allowed unless a claim for refund is filed with the city within a period of three years from the last day of the month following the period for which the overpayment was made a Packet.. 353 about blank 11/20/2014 Grand Terrace, CA Code of Ordinances Page 11 of 11 ',tj 8`A Any person violating any of the provisions of this chapter is guilty of an infraction and, upon conviction thereof, shall be punishable by (A) a fine not exceeding fifty dollars for the first violation, (B) a fine not exceeding one hundred dollars for a second violation of the same ordinance within one year, and (C) a fine not exceeding two hundred fifty dollars for each additional violation of the same ordinance within one year Each such person is guilty of a separate offense for each and every day during any portion of which any violation of this chapter or any of its provisions is committed, continued or permitted by such a person and shall be punishable accordingly, as provided in this section (Ord 15 Art 1 § 33, 1979) M Of LO n v about blank Packet ft 355 11/20/2014 Grand Terrace, CA Code of Ordinances Wage 2 of 3 A Each person carrying on or conducting any business within the city and not having been specifically taxed under any other chapter of this title shall 'pay a business license tax levied at the flat ti a rate set forth as follows Type of Business I Fee Auctioneer 1 $25 00 per day Outdoor festival, carnival, circus 1 150 00 per day Itinerant food concessions (Fairs, circuses, 20 00 per event special events and traveling shows) Per concession, per location Contractor, state licensed General and 150 00 annually engineering All other 80 00 annually Dancing (Public, without charge) 25 00 per quarter Dancing (Public for profit) 10 00 per day or 35 00 per quarter d co Delivery by vehicle 35 00 annually per vehicle N Handbill distributor 20 00 per day 0 a Peddler/solicitor 40 00 per quarter Q1 v 80 00 annually o Professional, outside (e g, engineer, physician, surveyor) d Real estate broker 50 00 annually N Security services 80 00 annually C 2 N Service company (e g , landscape, pool 50 00 annually service) d Swap meet 80 00 annually Transportation, passenger 50 00 annually r Business office 150 00 annually about blank PackeiaPg 357 11/20/2014 Attachment AGREEMENT FOR PROFESSIONAL SERVICES Business License Auditing and Administration Services THIS AGREEMENT ("Agreement") is made as of this 25th day of November, 2014 by and between the City of Grand Terrace ("City") and MuniServices, LLC, a Delaware limited liability company ("Consultant") 1 SCOPE OF SERVICES Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in Exhibit "A" 2 TERM OF AGREEMENT The term of this Agreement shall be from the date N executed and continuing through December 31, 2017 unless otherwise c terminated as provided in Paragraph 31 of this Agreement The Agreement may a` be extended through December 31, 2019 if agreed to in writing by Consultant M and City Ln 3 FAMILIARITY WITH WORK By execution of this Agreement, Consultant warrants that (1) It has thoroughly investigated and considered the work to be performed, based on all available information a (2) It carefully considered how the work should be performed, and (3) It fully understands the difficulties and restrictions attending the performance of the work under this Agreement (4) It has the professional and technical competency to perform the work and the production capacity to complete the work in a timely manner with respect to the schedule included in the scope of services 4 PAYMENT FOR SERVICES City shall pay for the services performed by Consultant pursuant to the terms of this Agreement, the compensation set forth in Exhibit "B" Invoices shall be submitted for work completed on a monthly basis to the City's Finance Director Upon verification that the invoice accurately reflects the work performed, the City shall pay Consultant within thirty (30) days therefrom 5 TIME FOR PERFORMANCE Consultant shall not perform any work under this Agreement until (a) Consultant furnishes proof of insurance as required under Paragraph "8" of this Agreement All services required by Consultant under this Agreement shall be completed on or before the end of the term of the Agreement w c 6 DESIGNATED REPRESENTATIVE Consultant hereby designates Doug E Jensen, Senior Vice President of Client Services, as the Consultant's t w a Page 1 of 17 Packet,PgV 359 i O'B which it is performed Consultant shall be free to contract for similar services to be performed for other entities while under contract with City Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder 11 ASSIGNMENT This Agreement is for the specific services with Consultant as set forth herein Any attempt by Consultant to assign the benefits or burdens of this Agreement without written approval of City is prohibited and shall be null and void, except that Consultant may assign payments due under this Agreement to a financial institution 12 STANDARD Consultant agrees that the services to be rendered pursuant to c this Agreement shall be performed in accordance with the standards customarily M provided by an experienced and competent professional organization rendering o the same or similar services Consultant shall re -perform any of said services, which are not in conformity with standards as determined by the City 13 CONFIDENTIALITY Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City City shall grant such authorization if disclosure is required by law All City data shall be returned to City upon the termination of this Agreement Consultant's covenant under this Section shall survive the termination of this Agreement 14 RECORDS AND INSPECTIONS Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement City shall have reasonable access at City's expense and at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours 15 OWNERSHIP OF CONSULTANT'S WORK PRODUCT Reports prepared by the Consultant on behalf of the City shall be and remain the property of the City Consultant's work papers, computer applications, data and analysis developed and utilized by the Consultant in the performance of its duties under this Agreement shall be and remain the property of the Consultant 16 NOTICES All notices given or required to be given pursuant to this Agreement a shall be in writing and may be given by personal delivery or by mail or express courier service (e g , UPS, FedEx, etc) Notice sent by mail shall be addressed E as follows - w w a Page 3 of 17 Packet-% 361 _F,Sy hw.e Y.Q r contribution to be paid by City for employer contribution and/or employee N contributions for PERS benefits 22 TRAVEL/EXPENSES All travel expenses and other out-of-pocket expenses incurred by Consultant's staff in the execution of this Agreement are incorporated in the schedule of compensation (Exhibit "B") and will not be separately charged to City Any other expenses for which Consultant is seeking reimbursement from the City must be pre -authorized by the City's Finance Director 23 CONFLICT OF INTEREST Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and ° fA regulations governing conflict of interest Notwithstanding the foregoing, Consultant may perform similar services for other government sector clients o during the term of this Agreement and City acknowledges that Consultant's representation of such clients is not a conflict of interest LO 24 ECONOMIC INTEREST STATEMENT Consultant hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City hereunder, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advise under this Agreement, prior to the commencement of work 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement 26 NON-DISCRIMINATION In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation 27 AUDIT OR EXAMINATION Consultant shall keep all records of compensation a received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters E 28 MODIFICATION OF AGREEMENT This Agreement may not be modified, nor w a Page 5 of 17 Packet Pg °363 .�yrs r846 36 FORCE MAJEURE The respective duties and obligations of the parties hereunder shall be suspended while and -so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due 37 INTEGRATED AGREEMENT This Agreement, together with Exhibits "A," "B", and "C" supersede any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein Each party to this Agreement acknowledges that no representation by any party, which is not embodied herein, nor any other agreement, statement or promise not contained in this Agreement shall be valid and binding Any modification of the Agreement shall be effective only if it is in writing and signed by all parties Dated "CITY" By Walt Stanckiewitz Mayor, City of Grand Terrace Dated November 17, 2014 "TA uNZ9PI=107�F►*rslYQ:4 UT Richard L Adams II , City Attorney ATTEST Pat Jacquez-Naras, City Clerk "CONSULTANT" By oug en Seni ice President of Client Services MuniServices, LLC Page 7 of 17 M LO . Packet.Pg 365, ( 9 Contact personnel in sales, operations and/or tax accounting at each target business to determine whether a business tax is due, when necessary and appropriate This is accomplished with the highest regard to discretion and professional conduct Consultant's business license audits are predicated on a non -controversial, constructive public relations approach that emphasizes the importance of each business to the City and the mutual benefits of correcting non -reporting errors, 10 Provide reports addressing each taxpayer not reporting, including the business name, address, and telephone number to the City, and 11 Monitor and analyze the business license registration files of the City each quarter in order to determine non -reporting businesses B Deficiency Audit Services The Audit service is designed to identify entities a` subject to the City's business tax that are not properly reporting the full amount M of tax to which they are subject to under the City's ordinances Audit services LO identify entities that are potentially underreporting their business taxes, or not reporting all applicable taxes, and Consultant reviews the entity's records to 2 ensure compliance with City's taxes In performing the Audit services, r Consultant shall r 1 Establish a comprehensive inventory of the registered entities subject to taxation by City and the database elements needed to facilitate an analysis of each entity's current and prior year's tax remittance records, 2 Compare Consultant records with City records to identify potential under- reporting entities subject to taxation, 3 Meet with designated City staff to review and discuss potential audit candidates and mutually agree which entities will be subject to review, 4 For potential under -reporting entities identified, obtain authorization from City to conduct a review of the entities' records and determine the amount of tax due for current and prior periods (plus applicable interest and penalties, where appropriate), 5 Submit audit summaries (also referred to as "Deficiency Notice") to City to permit City to determine the amount of a deficiency owed, if any, 6 Invoice entity (including supporting documentation) on behalf of City for the amount of identified deficiencies, with payment to be remitted to City or to Consultant, and 7 Educate entity regarding City's reporting requirements to prevent recurring d deficiencies in future years, E s s �a w Q Page 9 of 17 Packet,;Pg ; 67 6 Notification, Reporting to City Consultant will provide City with monthly reports including, but not limited to, payment listings showing all monies received, a detail and summary reconciliation report that corresponds to City's account numbers and all fees paid to Consultant 7 Customer Service Consultant will provide a toll -free telephone number with "live" customer support during regular business hours (Monday through Friday, 8 00 am to 5 00 pm) for taxpayer questions regarding business license filing and payment II Deliverables A Consultant shall provide the City with audit progress reports to include the following 1 Status of work in progress, including copies of reports provided to taxpayers/intermediaries addressing each reporting error/omission LO individually, including where applicable the business name, address, telephone number, account identification number, individuals contacted, 2 date(s) of contact, nature of business, reason(s) for error/omission and w recommended corrective procedure, c -- 2 Actual revenue produced for the City by Consultant's service on a monthly and cumulative basis, 3 Projected revenue forthcoming to the City as a result of Consultant's audit service, specified according to source, timing, and one-time versus ongoing, and 4 Alphabetical listing of all errors/omissions detected for the City by Consultant, including the account number, correction status, payment amount received by the City, period to which payment is related and payment type (e g , reallocation, deficiency assessment) for each one B Commencement of Services Consultant shall commence project planning within 10 days of full execution of this Agreement After the work plan is developed Consultant will begin providing the Discovery, Audit and Tax Administration services described above Consultant's obligation to provide services is contingent on the City providing the necessary information and cooperation w d E a Page 11 of 17 Packet Pg 369 Exhibit "B" COMPENSATION A. Discovery Services Consultant's compensation for providing Discovery Services shall be a contingency fee of 35% of the additional revenue received by the City from the services The 35% shall apply to the current tax year, all eligible prior period revenues, and any applicable penalties, interest, and late charges The contingency fee only applies to revenue actually received by the City The term "current tax year" shall mean the most recent tax year for which local taxes are due and payable to the City, and in which Consultant has identified deficiencies B Deficiency Audit Services Consultant's compensation for the Audit Service shall be a contingency fee of 35% The 35% contingency fee will apply to revenue received by the City as a result of deficiencies identified in the review and shall include any eligible prior period revenues together with all applicable penalties, interest and late charges The City agrees to use reasonable and diligent efforts to collect deficiencies identified by Consultant except when the cost of recovery exceeds the deficiency in the sole discretion of the City Taxpayers' Payments and Invoice Process Related to Discovery and Deficiency Audit Services The following section describes how Consultant will handle the taxpayers' payments, and invoices the City for its fees related to the Discovery and Deficiency Audit Services Taxpayers' payments received by Consultant will be deposited into a general escrow account maintained by Consultant The taxpayers' payments deposited into the escrow account will be remitted to the City on a monthly basis net of Consultant fees 2 Consultant will send to the City a remittance package no less frequently than once per month that may contain Consultant -generated report identifying each taxpayer payment received and the amount of Consultant fees attributed to the taxpayer payment, a check made payable to the City for the amount of fees collected less Consultant's fees, and an invoice showing our contingency fee 3 Should there be any disputed payments Consultant will work with City to mutually resolve these issues If the resolution results in City's favor, Consultant will refund the applicable portion of the fee to City within 10 days of resolution Page 13 of 17 M C) v " Packet 0g 371 ^'E B — Senior,Analyst $125 per hour — Analyst $100 per hour — Administrative $75 per hour These additional consulting services will be invoiced monthly based on actual time and expenses incurred All reimbursable expenses shall receive prior approval from the City's Finance Director and shall be reimbursed at cost to Consultant Page 15 of 17 Packet Pg 373 r 6. F ("t, E ,8 BY If proof of insurance required under this Agreement is not delivered as required, or if such insurance is cancelled and not adequately replaced, City shall have the right but not the duty to obtain replacement insurance and to charge Consultant for any premium due for such coverage City has the option to deduct any such premium from the sums due to Consultant Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a current A M Best's rating of A-VII or better Acceptance of insurance from a carrier with a rating lower than A-VII is subject to approval by City's Risk Manager Consultant shall immediately advise of any litigation that may affect these insurance policies co O> LO Page 17 of 17 Pac6i'P6 375 t ,96 - ' w (�( + 0AGENDA REPORT `�d� 4T.aLyr,7.C� MEETING DATE November 25, 2014 Council Item TITLE City Council Policies and Procedures PRESENTED BY Pat Jacquez-Nares, City Clerk RECOMMENDATION Receive and file the proposed 2030 Vision -compliant City Council Procedures and lay over this matter to the January 13, 2015 City Council meeting for possible adoption 2030 VISION STATEMENT This staff report supports all adopted Goals of the City Council's 2030 Vision and supports all adopted Core Values BACKGROUND On August 10, 2006, the City Council adopted its Council Procedures These procedures have been in effect ever since, with no apparent amendments As a result of the approval and adoption of the City's 2030 Vision, the evolution of best practices in meeting management and the Council's focus on transparency, it is appropriate for the City Council Procedures to be updated accordingly Attached are proposed revisions to the Council Procedures which, if adopted as submitted or amended, will align said procedures with the City's 2030 Vision and Strategic Plan and meeting management best practices DISCUSSION In order to promote transparency (adopted 2030 Vision Core Value) and public participation in City decision making, it is in the public interest to have clear and understandable rules of procedure for meetings of the City Council The City Council currently uses Robert's Rules of Order for all matters of parliamentary procedure While these rules can be very effective for governing large assemblies, they are not, necessarily, tailored to local government proceedings Recent research on effective meeting procedures and public participation has determined that it is appropriate for the City Council to adopt rules of procedure better suited to the needs of Grand Terrace and its current circumstances Attachment "A" contains additions and deletions Deletions are in red and struck through, while additions are bold and underlined The most important recommendation for change includes the substitution of Rosenberg's Rules of Order in their entirety for Robert's Rules of Order These rules are included as Attachment "B" to this report Rosenberg's Rules were developed by Judge Rosenberg, a long-time former Mayor and Chairman of the Board of Supervisors, and have since been adopted by more than 300 x Pack4_1 ,g 376 Attachment proposed City of Grand Terr ace 2015 City Council Procedures [Revision 41 (7577 00 o �r o 0Em" -� 0 CL C�tY COunc,, Policies am l m-- ° �, n9 A V ADDRESSING THE COUNCIL 5 1 Manner of Addressing the Council 5 2 Time Limitation 5 3 Addressing the Council After Motion is Made 5 4 Written Communication VI MOTIONS 6 1 Processing of Motions 6 2 Division of Motion 6 3PFesefegse Order of Motions 6 4 Particular Motions, Purpose, and Criteria VII VOTING PROGE^"oE 7 1 Voting Procedure 7 2 Voting 7 3 Failure to Vote , 7 4 Reconsideration VIII ROSENBERG'S RULES OF ORDER , „ , 10 10 a 10 0 10 a a c 11 N 11 °1 2 11 0 11 _ 13 13 ci w 13 13 ti 14 La Packet Pg° 380 a Pending litigation and the Attorney -Client Privilege, ,b Existing litigation, c Threatened or anticipated litigation against the local agency, d Potential litigation, e Real estate negotiations f Personnel matters 16 CLOSED SESSIONS - REPORT OF ACTION/STATEMENT OF REASONS - 0 Any matter proposed to be considered in closed session must appear on the — posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda Closed session item descriptions shall generally comply with Government Code Section 554954 5 Following the w conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957 1 Prior to, or after, a Closed Session, the Council shall state the general reason, or reasons, for the Closed Session The Council may consider only those items covered in the statement 1 7 QUORUM - A majority of the Council (three members) shall be sufficient to conduct business In the absence of a majority of the Council Members from a regular or adjourned meeting, the City Clerk may declare the meeting adjourned to a stated day and hour Motions may be passed by a 2-1 vote if only three Members are present However, the following matters require a minimum of three affirmative votes a Ordinances (emergency ordinances require four affirmative votes), b Orders for payment of money, c Selection of Officers (exclusive of Presiding Officer) N a Packet Pg 382 ( 1 f 23 CALL TO ORDER - The meeting of the Council shall be called to order by the Mayor or, in his/her absence, the Mayor Pro Tern (See Section 31 for absence of Mayor and Mayor Pro Tern ) In the absence of all Council Members, the City Clerk shall call the meeting to order and declare the same adjourned to a stated day and hour The meetings will be opened with invocation and the Pledge of Allegiance 24 ROLL CALL - A roll call of Mayor and Council Members will be hwd conducted by the City Clerk, who enters the names of those present and those absent in the Minutes 25 ABSENCE OF CITY CLERK - If the City Clerk is absent from a Council meeting, 0 the Deputy City Clerk acts in the Clerk's behalf If there is no Clerk or Deputy w present, the City Manager shall appoint a staff member to serve as City Clerk Pro 6 Tern v 26 PREPARATION/APPROVAL OF MINUTES - It is the City Clerk's responsibility to maintain a record (Minutes) of Council meetings The Clerk shall have o exclusive responsibility for preparation of the Minutes, and any directions for U) changes in the Minutes may be made only by Council action N In order to maintain a full and true Minute record, the Minutes shall consist of a clear and concise statement of each and every Council action including motions made and the vote thereon Items may' be included if considered -to be particularly relevant or otherwise necessary by -the Clerk Action Minutesyefsas 6tns+l will be taken of all City Council meetings (Regular, Spec Emergency) by the City Clerk, or designee Any Council Membera}�e mile tlen of S*i.em.eii a may request a statement be included in the Mmu by indicating "for the record " 27 PUBLIC HEARINGS - The following procedure is suggested for conducting public hearings a -ree6de fhd,-- heaFiF4- by a- Motbmeht ftehi _ - - - Public Hearing Opened b. Isieff pFesq4a6en- - , Wntten Communications ��r:T�i rr�Tz a -ram T� rS Lz rrr.�c a�rz� — v r�p��rvuriti r�voqucr., E t N V C � Packet Pg 384 2 9 ORDINANCES - nr.11honp-e `. a' fins+ :,hd-s b ,..,I rL1a, in fe�n _ _ -r _ Council will approve the introduction, or first reading, of the ordinance, by title only -(Moss F"d i4 d§-- ep4w:&W and if approved, the adoption and second reading and-pubiir. hearing will then be set scheduled for the following Council meeting With the exception of urgency (emergency) ordinances, no ordinance shall be w adopted by the Council on the date of introduction, nor within five days thereafter, nor at any time other than a regular or adjourned meeting An ordinance must be ti adopted, at its second reading, by at least three affirmative votes, and becomes effective 30 days thereafter (an urgency ordinance requires a minimum of four affirmative votes and becomes effective immediately, Ref Sec 2 10) If an ordinance is altered after first reading, a motion for an amended first reading is required The ordinance shall not be considered for adoption until five days thereafter Correction of a typographical or clerical error does not constitute r alteration of the ordinance 210 URGENCY ORDINANCES (EMERGENCY) - An ordinance which is necessary to go into effect immediately and requires a four -fifths vote to do so It is required, however, to be on the regular posted City Council agenda 211 ITEMS-IDAI CONSIDERATION OF ITEMS NOT ON THE CITY COUNCIL AGENDA- No matters, other than those appearing on the Agenda, will be acted upon by the City Council, except matters which are deemed to be of an emergency nature requiring action prior to the next regular meeting and for which posting 72-hours prior to the meeting was not possible Adding such items requires a four -fifths vote of the City Council or a unanimous vote if less than all members are present 2 12 ADJOURNMENT - Adjournment of the meeting to the next regular meeting does not require a motion A motion is required to adjourn a meeting to an adjourned meeting specifying the date, time, and place of said adjourned meeting c d s 6 Packet Pg 386 IV RULES, DECORUM, AND ORDER 41 POINTS OF ORDER - The Presiding Officer shall determine all Points of Order subject to the right of any Council Member to appeal to the Council If any appeal is taken, the question shall be, "shall the decision of the Presiding Officer be sustained?" In this event, a majority vote shall govern and conclusively determine such question of order 4 2 DECORUM AND ORDER — COUNCIL MEMBERS 1 Every Council Member desiring to speak shall address the Chair and, w upon recognition by the Mayor, shall confine himself/herself to the question under debate La 2 Every Council Member desiring to question the administrative staff shall address questions to the City Manager or City Attorney, who shall be entitled to either answer the inquiry or designate a member of staff for that purpose 3 A Council Member, once recognized, shall not be interrupted while speaking unless called to order by the Mayor, unless a point of order is raised by another Council Member, or the speaker chooses to yield to questions from another Council Member 4 A Council Member who is called to order while speaking shall cease speaking until the question of order is determined If ruled to be not in order, the Council Member shall remain silent or shall alter the remarks so as to comply with rules of the Council 5 The Mayor and Council Members shall accord the utmost courtesy to each other,, to City employees, and to the public appearing before the Council and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statements as to motives and personalities 6 Any Council Member may move to require the Mayor to enforce the rules, and the affirmative vote of a majority of the Council shall require the Mayor to so act 43 DECORUM AND ORDER - EMPLOYEES - Members of the Administrative staff c and employees of the City shall observe the same rules of procedure and g decorum applicable to members of the Council The City Manager shall ensure o. that all City Employees observe such decorum E t a Packet Pg 888 v ADDRESSING THE COUNCIL 51 MANNER OF ADDRESSING THE COUNCIL - Arty person desiring to Address the Council shall fill out a request to speak form and wait to be recognized by the Mayor, and after being recognized shall proceed to the podium, or microphone, and state for the record his or her name and address Remarks are to be limited to the question under discussion 52 TIME LIMITATION - Any public member addressing the Council shall limit his or her address to three (3) minutes The Mayor or a Council Member may move to extend the time limitation which shall be extended upon a majority vote of the w Council When any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Mayor to request that a spokesman beLn ti chosen to represent the group, so as to avoid unnecessary repetition A speaker may not yield time to another speaker 5 3 ADDRESSING THE COUNCIL AFTER MOTION IS MADE - After a motion has been made, no person shall address the Council without securing permission by a majority consensus of the Council 54 WRITTEN COMMUNICATION - Unless specifically requested otherwise, the City Manager is authorized to receive and open all marl addressed to the City Council and take any immediate administrative action required between Council meetings, which does not require specific Council action Any communication requiring Council action will be reported to the Council at the next possible meeting, together with a report and recommendation of the City Manager 10 -Packet Pg 390 J" a Limit debate b Close nominations c Obiect to the consideration of an item d Suspend the rules e Reconsider — (A member of the majority of the previous vote must motion at the same or next meeting) 6 4 PARTICULAR MOTIONS, PURPOSE, AND CRITERIA (1) Motion to Adjourn Purpose - To terminate a meeting Debatable or Amendable - No, except a motion to adjourn to another time w is debatable and amendable as to the time to which the meeting is to be V ti ti (2) Motion to Refer to Commission, Committee, or Staff. v Purpose - To refer the question before the Council to a commissions committee, or to the City Staff for the purpose of investigating or studying `o the proposal and to make a report back to the Council y If the motion fails, discussion or vote on the question resumes Debatable or Amendable -Yes (3) Motion to Amend Purpose - To modify or change a motion that is being considered by the Council so that it will express more satisfactorily the will of the members if there are two amendments, the second amendment is voted upon first if it carries, it automatically cancels the first amendment, and #ieR the vote is taken on the amended motion An amendment motion relating to a different matter shall not be in order Debatable or Amendable - Yes (4) Postpone Indefinitely Purpose - To prevent further discussion and voting on the main motion If the motion fails, discussion and voting on the main motion resumes If it passes, the subject of main motion shall not be brought up again for the remainder of the meeting Debatable or Amendable - It is debatable but not amendable (5) Main Motion. w Purpose - The primary proposal or question before the Council for a) discussion and decision Debatable or Amendable - Yes w 12 Packet Pg 392 Rosenberg's Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the list Century By Judge Dave Rosenberg N L d C d U) w E a 14 Packet Pg 394 TABLE OF CONTENTS About the Author n Introduction 2 Establishing a Quorum 2 The Role of the Chair 2 The Basic Format for an Agenda Item Discussion 2 Motions in General 3 ( The Three Basic Motions 3 Multiple Motions Before the Body 4 To Debate or Not to Debate 4 Ma)orrty and Super -Majority Votes 5 Counting Votes 5 The Motion to Reconsider 6 Courtesy and Decorum 7 Special Notes About Public Input 7 m L m 0 L a V c R w d V 0 IL U 0 U V ti ti U) L m O 4- 0 d w L m c a� w 0 .r c m E t 0 M 1 16 Packet'Pg 396 First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The chair should then announce the format (which follows) that will be followed in considering the agenda item Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have The appropriate person or persons maybe the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item Third, the chair should ask members of the body if they have any technical questions of clarification At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case maybe, is closed) Fifth, the chair should invite a motion The chair should announce the name of the member of the body who makes the motion Sixth, the chair should determine if any member of the body wishes to second the motion The chair should announce the name of the member of the bodywho seconds the motion It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion of the chair Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion This is done in one of three ways 1 The chair can ask the maker of the motion to repeat it, 2 The chair can repeat the motion, or 3 The chair can ask the secretary or the clerk of the body to repeat the motion Eighth, the chair should now invite discussion of the motion by the body If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion If there has been substantial discussion, then it is normally best to make sure everyone understands the t motion by repeating it Ninth, the chair takes a vote Simply asking for the ` ayes" and then asking for the "nays" normally does this If members of the body do not vote, then they "abstain " Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated Tenth, the chair should announce the result of the vote and what action (if any) the body has taken In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion This announcement might take the following form "The motion passes by a vote of 3-2, with Smith and Jones dissenting We have passed the motion requiring a 10-day notice for all future meetings of this body" Motions in General Motions are the vehicles for decision making by a body It is usually best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus Motions are made in a simple two-step process First, the chair should recognize the member of the body Second, the member of the body makes a motion by preceding the member's desired approach with the words "I move " A typical motion might be "I move that we give a 10-day notice in the future for all our meetings" The chair usually initiates the motion in one of three ways 1 Inviting the members of the body to make a motion, for example, "A motion at this time would be in order" 2 Suggesting a motion to the members of the body, "A motion would be in order that we give a 10-day notice in the future for all our meetings" 3 Malang the motion As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time The Three Basic Motions There are three motions that are the most common and recur often at meetings The basic motion The basic motion is the one that puts forward a decision for the body's consideration A basic motion might be "I move that we create a five -member committee to plan and put on our annual fundraiser" U 18 Packet Pg 398 Motion to table This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold" The motion can contain a specific time in which the item can come back to the body "I move we table this item until our regular meeting in October" Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote Motion to limit debate The most common form of this motion is to say, "I move the previous question" or "I move the question' or "I call the question" or sometimes someone simply shouts out "question " As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a "request" rather than as a formal motion The chair can simply inquire of the body, "any further discussion?" If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the "question" as a formal motion, and proceed to it When a member of the body makes such a motion ("I move the previous question"), the member is really saying "I've had enough 4 debate Let's get on with the vote" When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate The motion to limit debate requires a two thirds vote of the body NOTE A motion to limit debate could include a time limit For example "I move we limit debate on this agenda item to 15 minutes " Even in this format, the motion to limit debate requires a two- thirds vote of the body A similar motion is a motion to object to consideration of an item This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda It also requires a two-thirds vote Majority and Super Majority Votes In a democracy, a simple majority vote determines a question A tie vote means the motion fails So in a seven -member body, a vote of 4-3 passes the motion A vote of 3-3 with one abstention means the motion fails If one member is absent and the vote is 3-3, the motion still fails All motions require a simple majority, but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item These extraordinary motions require a two thirds majority (a super majority) to pass Motion to limit debate Whether a member says, "I move the previous question," or "I move the question," or "I call the question," or "I move to limit debate," it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass Motion to close nominations When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass Motion to object to the consideration of a question Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order It is not debatable, and it requires a two-thirds vote to pass Motion to suspend the rules This motion is debatable, but requires a two-tlurds vote to pass If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non -club members A motion to suspend the rules would be in order to allow a non -club member to attend a meeting of the club on a particular date or on a particular agenda item Counting Votes The matter of counting votes starts simple, but can become complicated Usually, it's pretty easy to determine whether a particular motion passed or whether it was defeated If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required For example, in a five -member body, if the vote is three in favor and two opposed, the motion passes If it is two in favor and three opposed, the motion is defeated If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the "no" votes and double that count to determine how many "yes" votes are needed to pass a particular motion For example, in a seven -member body, if two members vote "no" then the "yes" vote of at least four members is required to achieve a two-thirds majority vote to pass the motion What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion For example, in a five -member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated Vote counting starts to become complicated when members vote "abstain" or in the case of a written ballot, cast a blank (or unreadable) ballot Do these votes count, and if so, how does one count them? The starting point is always to check the statutes In Cahforma, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board (California Government Code Section 25005 ) Typically, this means three of the five members of the board must vote affirmatively in favor of the action A vote of 2-1 would not be sufficient A vote of 3-0 with two abstentions would be sufficient In general law cities in V 20 Packet Pg 400 Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body Debate on policy is healthy, debate on personalities is not The chair has the right to cut off discussion that is too personal, is too loud, or is too crude Debate and discussion should be focused, but free and open In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body Can a member of the body interrupt the speaker? The general rule is "no "There are, however, exceptions A speaker maybe interrupted for the following reasons Privilege The proper interruption would be, "point of privilege" The chair would then ask the interrupter to "state your point" Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example, the room maybe too hot or too cold, or a blowing fan might interfere with a person's ability to hear Order The proper interruption would be, "point of order" Again, the chair would ask the interrupter to "state your point " Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate Appeal If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed Call for orders of the day This is simply another way of saying, "return to the agenda" If a member believes that the body has drifted from the agreed -upon agenda, such a call may be made It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them If the chair fails to do so, the chair's determination maybe appealed Withdraw a motion During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized Special Notes About Public Input The rules outlined above will help make meetings very public - friendly But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item Rule One Tell the public what the body will be doing Rule Two Keep the public informed while the body is doing it Rule Three When the body has acted, tell the public what the body did U 22 Packet Pg 402 V' CITY OF GRAND TERRACE CITY COUNCIL AGENDA • NOVEMBER 25, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www cityofgrandterrace org <http //www cityofgrandterrace orq> CALL TO ORDER Cn ' 6 q P01' Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency At this time I will convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Will Pastor Trevin Osbourn please come forward and offer the Invocation Pledge of Allegiance Please join in leading us in the Pledge of Allegiance ROLL CALL Would the City Clerk please call the Roll Attendee Name Pr9tent ( Absent Late Arrived Mayor Walt Stanckiewitz ❑ ❑ Council Member Darcy McNaboe ❑ ❑ Council Member Jackie Mitchell ❑ ❑ Council Member Sylvia Robles ff ❑ T ❑ City of Grand Terrace Page 1 Agenda Grand Terrace City Council November 25, 2014 A SPECIAL PRESENTATIONS Certificate of Recognition for Heroic Life Saving Measures - Presented by Assembly Member Cheryl Brown, San Bernardino County Fire Department and City of Grand Terrace would like to call Jon Gaede, Field Representative for Assembly Member Cheryl Brown and Battalion Chief Steve Lasiter, San Bernardino County Fire Department, to come join me and my fellow Council Member in front of the dais to make the presentation recognizing Sonia Santander, Issac Reid, Todd Visintainer from Grand Terrace Middle School and Jeffery Herrera, Kelhe Hoverman, Ed Noble from Fire Station 23A We invite all these recipients to come forward at this time and accept your Certificates B CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the City Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion Do I have a motion T&V& Do I have a second? Yx_4i" Please vote I "-(j 1 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 pproval o Minufies — Re ular Meetm 4 DEPARTMENT CITY CLERK 3 Approval of Check Register No 10312014 RECOMMENDATION Approve Check Register No 10312014, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE City of Grand Terrace Page 2 R Agenda Grand Terrace City Council November 25, 2014 C PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting D CITY COUNCIL COMMUNICATIONS This is the time for City Council Communications dAlp Council Member Jackie Mitchell, OD Po- "K . c� v� � Council Member Sets Robles Caber � ,, ( eoWW4 W.— TVWVLIDL s nkp 4-o-� vv� 0 4 2. � n�.y[�,'Ce4k ,e gum 1 crx . �1 / 40je Council Member Darcy McNaboe _<)Mp (OC e S ".Pdaxy— -qzk s.�n� -U�v6c�'vt�v�-��>&"yosr Walt St nckiewitz ,� a Q,aoa*d-, � Mr �O��Qg(ec_ ��oL 40� JZ�L i c, RA -co► tL - o� *k ►tee rL`s %,2 C'� c,rtd oitr T� � g 3 C�-r�� E PUBLIC HEARINGS - THERE ARE NO PUBLIC HEARINGS F UNFINISHED BUSINESS 4 Proposed City of Grand Terrace Logo RECOMMENDATION Adopt the proposed logo as the official City of Grand Terrace logo to be used to brand the City DEPARTMENT CITY MANAGER May we have a staff report please? 6 Are there any Public Speakers? Council Discussion Do I have a motion? dAL Do I have a second? �44A Please vote D W""/ W&' &Cd'Ama' City of Grand Terrace Page 3 Agenda Grand Terrace City Council November 25, 2014 G NEW BUSINESS (50 Update of Classification and Compensation Plan RECOMMENDATION 1 Receive and file the City of Grand Terrace Classification and Compensation Study to include Position Descriptions and a Classification and Salary Range Schedule, 2 Direct staff to bring forward a report during Mid -Year Budget Review that analyzes the fiscal impact of implementing a Classification and Compensation Plan based upon the recommendations in the Study, and, 3 Direct staff to develop an Equity Adjustment Implementation Strategy for consideration by Council with the adoption of a new Classification and Compensation Plan DEPARTMENT CITY MANAGER N May we have a staff report please? Are there any Public Speakers? Council Discussion Do I have a motion? ►'yi k Do I have a second? ice-( 04j0f, Please vote j_�) 6 Amended Long Range Property Management Plan RECOMMENDATION � e I Adopt h •TL 1�O 2014 - A RESOLUTION OF THE SUCCESSOR AGENCY FOR THE COMMUNITY R VELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING THE LONG RANGE PROPERTY MANAGEMENT PLAN DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please? Are there any Public Speakers? Council Discussion Do I have a motion? qy[Q'rI.0,[0D6 Do I have a second? V9UQA Please vote t I D City of Grand Terrace Page 4 Agenda Grand Terrace City Council November 25, 2014 7 Personnel Rules, Regulations and Policies RECOMMENDA ION �10 dopt RESQLUITLO NO 2014 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND T RRACE, ADOPTING PERSONNEL RULES, REGULATIONS AND POLICIES PURSUANT TO CHAPTER 2 24 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT CITY MANAGER May we have a staff report please? Are there any Public Speakers? Council Discussion Do I have a motion? Do I have a second? Please vote f — Q 8 Approval of Professional Services Agreement for Business License Auditing and Administration Services RECOMMENDATION Approve the attached Professional Services g iee"�" l emt with lunaSerwi es LLC, for Business License Auditing and Administration Services DEPARTMENT FINANCE May we have a staff report please? Are there any Public Speakers? Council Discussion Do I have a motion? MAC" Do I have a second? wc� Please vote 9 City Council Policies and Procedures RECOMMENDATION Receive and file the proposed 2030 Vision -compliant City Council Procedures and lay over this matter to the January 13, 2015 City Council meeting for possible adoption DEPARTMENT CITY CLERK City of Grand Terrace Page 5 I Agenda Grand Terrace City Council November 25, 2014 May we have a staff report please? 9&Y-- Are there any Public Speakers? Council Discussion Do I have a motion? fbs-.0" Do I have a second? ?6-t(.b (� �� A06W O Please vote H CITY MANAGER COMMUNICATIONS Interim City Manager Henderson do you have any comments I CLOSED SESSION (;/ ) 0 1 'Po) , At this time we will recess to Closed Session to consider the following 10 Public Employee Appointment, pursuant to Government Code section 54957(b)(1) Title Interim City Manager 31Q--1 J RECONVENE TO OPEN SESSION 8��0( At this time we will reconvene to Open Session (Mayor report any actions from the closed session) ADJOURN iS . D-3 The Next Regular City Council Meeting will be held on Tuesday, December 9, 2014 at600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace Page 6 taken into account Even so, it must be emphasized that all of 2014, and some portion of the third quarter of this fiscal year, will be devoted, almost exclusively, to laying a good foundation for the successful implementation of the City's 2030 Vision Goa mot - c I eve opmen the key to accomplishing the City's Goal #1 "Ensure Our Fiscal Viability" The importance of this goal, and the City Council's commitment to it, cannot be overstated The development and implementation of an effective economic development program requires appro jriate expertise at the staff level and consistent, sus aine o iti ort at the City Council level Even though a structurally -balanced budget was devised and adopted for FY 2014/2015, our Five -Year Financial Analysis clearly shows the fiscal challenges awaiting the City in all of the remaining fiscal years covered by the Analysis, including FY 2015/2016 When this assessment is taken in combination with the time and long-term effort required to develop and implement a successful economic development program, the remaining years covered by the Five -Year Financial Analysis become even more challenging YAs__ such, everything we do as a City must he viewed within the context of whether or not ✓lability", or further away Not many things in life are truly black or white when making o es, a approac s a recommends the City Council take when, nevita y, irn i es wi a presented to Council that, if approved, will detract from the effort of accompusninoa nerea 1 ana 6 res ectiveiy rrom experience, it tnere is any doubt whatsoever in whether or not a contemplated activity will actually result in the City getting closer to accomplishing Goal #1 "Ensure Our Fiscal Viability", it must be viewed, in the opinion of staff, as detracting from the required effort rather than enhancing such efforts as initiative proponents will, undoubtedly, claim This will require uncommon and sustained discipline over an extended period of time, and by mu tip e i unci s an s aff members as inevitable turnover at electea an a oin time The year 2030 is but 15-years away _ The 0 Vision has been broken into three (3) five-year segments (2014-2020, 2021-2025, and, 2026-2030) to aid in its effective implementation and in recognition that the first segment will be the most difficult to successfully implement If the City and the community at -large can rise to the challenge of successfully implementing the 2014- 2020 Strategic Plan, effectively implementing the two remaining five-year segments will be made significantly easier as a result System of Budgetary Control The FY 2014/2015 Adopted Budget establishes the budgetary control system for the fiscal year Expenditures are controlled at the fund level and may not exceed the approved budget without City Council approval of a budget appropriation Departments will be apprised of their budget -to -actual results on an ongoing basis and through appropriate internal financial reports A Mid -Year Budget Report will be presented to the City Council in February 2015, showing budget -to -actual revenue and expenditure results, fiscal year-end projections and any recommended budgetary adjustments Minutes Grand Terrace City Council November 12, 2014 Council Member McNaboe stated for the record that she does not have an has a "non - interest" in this item that she and her husband are current members of the Lion's Club only She further stated that she would be participating in the Closed Session item Mayor Stanckiewitz recessed the City Council into Closed Session at 6 54 p m to consider the following Conference with Real Property Negotiators Property 22130 Barton Road, Grand Terrace, CA 92313 Agency negotiators Ken Henderson, Emily Wong, Robert Khuu Negotiating parties Grand Terrace Lion's Club and Colton Joint Unified School District Under negotiation Instruction will concern leases of real property by and for the City regarding the price and terms of payment for the leases J RECONVENE TO OPEN SESSION Mayor Stanckiewitz reconvened the City Council Meeting at 7 37 p m He reported that the results of an engineering inspection report were provided to the City Council Copies of this report would be forwarded to the Colton Joint Unified School District (CJUSD) and the Lion's Club Council has directed staff to meet with CJUSD and the Lion's Club to discuss alternative solutions as a result of the inspection report ADJOURN Mayor Stanckiewitz adjourned the City Council meeting at 7 39 p m The Next Regular City Council Meeting will be held on Tuesday, November 25, 2014 at 600pm Mayor of the City of Grand Terrace City Clerk of the City of Grand Terrace City of Grand Terrace Page 6 r, i Finance Technician Department/Division Finance Reports To Director of Finance Provides Direction To Not Applicable FLSA Exemption Status Non -Exempt ~,> Date Prepared Se tember/1`4,'2014 GENERAL PURPOSE Under general supervision, performs tecKfiical and clerical accounting work related to accounts payable, accounts receivable, \aAid financial recordkeeping functions, and performs other related duties as assigned�� DISTINGUISHING CHARACTERISTICS, The Finance Technician is distinguishedfrom-the Finance Analyst and Senior Finance Analyst classifications,,which require miore--,Specialized, professional knowledge of accounting principles;/as well `as greater ,responsibiliy-for financial reports and required t statutory document ESSENTIAL �IisteFcd-beldw,are FUNCTIO3S `� -► lustrat►ons of the various t es of work that The duneintended only�as 1 types may be performed The omission�of specific statements of dunes does not exclude them from the �position if the work Is srmdar�related, or a logical assignment to the class 1 Processes\pbrchase ord and `accounts payable invoices, verifies appropriate signatures and purchase order numbers and enters into accounts payable ledger, maintains, organizes, maintains, and files purchase orders 2 Enters cash and check -payments into the City Hall cash register at the beginning of each day Prints daily report and balance the cash register batch in the evening removing the daily cash and putting into the safe 3 Reviews and sorts Finance Department mail, distributes accounts payable invoices to respective departments for approval 4 Maintains the fixed assets spreadsheet, coordinates and conduct an annual physical audit of each department's fixed assets Finance Technician Page 1/4 QUALIFICATIONS GUIDELINES Knowledge of Accounts receivable, accounts payable, and billing practices and procedures, credit application and approval procedures, physical inventory procedures related to fixed asset reporting, data retention requirements, customer service practices Ability to Operate computer equipment and use accounting software, and spreadsheet and word processing software applications programs, operate calculator and other standard office equipment, verify, enter, and reconcile financial data and accounting information, ensure proper authorization and documentation for disbursements, prepare basic accounting records and reports, organize and prioritize tasks to meet deadlines, communicate effectively, both orally and in writing, establish and maintain effective working relationships with staff, management, vendors, contractors, customers, and the general public in the course of work Education/Training/Experience High School graduation or G E D equivalent is required Two years of responsible clerical and technical accounting and budgeting work is required Completion of technical accounting training and coursework is desirable Licenses, Certificates, Special Requirements In accordance with California Government Code Section 3100, City of Grand Terrace employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State Finance Technician Page 3/4 of SgAND THE BLUE MOUNTAIN CITY EST 1978 OF SgAND _ THE BLUE MOUNTAIN CITY EST 1978 GibIc THE BLUE MOUNTAIN CITY EST 1978 NOTICE AND CALL OF SPECIAL MEETING CITY OF GRAND TERRACE CITY COUNCIL NOTICE IS HEREBY GIVEN that a Special Meeting of the City Council of the City of Grand Terrace is hereby called to be held on Tuesday, December 9, 2014, commencing at 6 00 p m in the Council Chambers at City Hall, 22795 Barton Road, Grand Terrace, California, 92313, for the purpose of discussing the following matters CLOSED SESSION Conference with Labor Negotiator, pursuant to Government Code Section 54957 6 Agency Representative Richard L Adams II, City Attorney, Unrepresented Employee Interim City Manager 2 Public Employment, pursuant to Government Code Section 54957(b) (1) Title City Manager Dated December 8, 2014 alt Stanch , STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS AFFIDAVIT OF POSTING CITY OF GRAND TERRACE I, Pat Jacquez-Nares, City Clerk for the City of Grand Terrace, hereby certify that a copy of the Notice of the Special Meeting of the City of Grand Terrace City Council, to be held on Tuesday, December 9, 2014, at the hour of 6 00 p in was posted as required, and has been delivered not less than twenty-four hours before the time of the meeting to the following Mayor Walt Stanckiewitz Council Member Darcy McNaboe Council Member Sylvia Robles Council Member Jackie Mitchell Ken Henderson, Interim City Manager Richard Adams, City Attorney I declare under penalty of perjury that the foregoing is true and correct Dated December 8, 2014 (Do not remove from bulletin CITY OF GRAND TERRACE CITY COUNCIL AGENDA • DECEMBER 9, 2014 Council Chambers Special Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www cityofgrandterrace org <http //www cityofgrandterrace org> CALL TO ORDER Convene City Council Pledge of Allegiance ROLL CALL Attendee Name " ` I' Present,' Absent Late Arrived Mayor Walt Stanckiewitz ❑ ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles ❑ ❑ ❑ Council Member Elect Doug Wilson ❑ ❑ ❑ A PUBLIC COMMENT This is the opportunity for members of the public to comment on items on the agenda only At a special meeting of the City Council, pursuant to California law, the Council will only be taking public comment on items listed on the agenda B CLOSED SESSION Conference with Labor Negotiator, pursuant to Government Code Section 54957 6 Agency Representative Richard L Adams II, City Attorney, Unrepresented Employee Interim City Manager City of Grand Terrace Page 1 Agenda Grand Terrace City Council December 9, 2014 2 Public Employment, pursuant to Government Code Section 54957(b)(1) Title City Manager C RECONVENE TO OPEN SESSION ADJOURN The Next Regular City Council Meeting will be held on Tuesday, January 13, 2015 at 600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace Page 2