AGENDA
ITEM
9 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
9 CITY COUNCIL
AGENDA STAFF REPORT
DATE: December 4, 2024
TO: Mayor and City Council
APPROVED BY: Juan Contreras, Interim City Manager JAC
REVIEWED BY: Sandra Fonsea, Interim Finance Director aF PREPARED BY: Denise Garcia, H.R./R.M. Manager bascio
SUBJECT: Approval of the Employment Agreement Between the City of Calexico and Karla Chaparro as Finance Director of the City of Calexico for a Three-Year Term Beginning December 9, 2024
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Recommendation:
Approve the Employment Agreement between the City of Calexico and Karla Chaparro as Finance Director of the City of Calexico for a three-year term beginning December 9, 2024.
Background:
The City has had an interim Finance Director since the departure of the department director in 2022.
Administration recognizes and supports the need for a permanent Finance Director. A full-time permanent director will be responsible for carrying out the duties of the Finance Department for the City of Calexico.
Discussion and Analysis:
Karla Chaparro has been selected and has reviewed and agreed to the terms and conditions defined in the attached Employment Agreement.
Fiscal Impact:
There is no fiscal impact for 2024-25.
Coordinated With:
Administration
Attachments):
1. Finance Director Employment Agreement with Karla Chaparro
2. Exhibit A - Finance Director Job Description
ATTACHMENT NO.
EMPLOYMENT AGREEMENT WITH
THE CITY OF CALEXICO, CALIFORNIA
This AGREEMENT (hereinafter referred to as "Agreement") is made and entered into between KARLA CHAPARRO (hereinafter referred to as "Employee") and the CITY OF CALEXICO, CALIFORNIA (hereinafter referred to as the "City" or "Employer") as of DECEMBER 9, 2024.
WHEREAS, Employer agrees to hire Employee to render services as Director of Finance; and WHEREAS, The City Manager has the duty and responsibility under the Calexico Municipal Code Sections 2.02.100 and 2.02.110 to appoint, control, direct and remove subordinate officers and employees, and
WHEREAS, the parties agree that the Employee will serve at the will and pleasure of the City Manager per the terms of this Agreement.
NOW, THEREFORE, the parties hereto agree as follows:
1. Employment and Term. The City hereby agrees to employ Employee, and Employee agrees and does accept at will employment upon the terms and conditions set forth herein. The effective date of employment shall be DECEMBER 9, 2024. The term of this Agreement shall be for three (3) years, unless sooner terminated or extended by the parties as set forth in this Agreement ("Initial Term"). In the event that the City Manager determines that the Employee is not to be reemployed upon expiration of the Initial Term, she shall be given written notice thereof by the City at least two (2) months in advance of the expiration of the Initial Term. Should the City fail to give notice at least two (2) months prior to the expiration of the Initial Term, the Agreement shall automatically be extended on the same terms and conditions for additional successive periods of one (1) year ("Succeeding Term"), unless and until the City Manager provides written notice to Employee two (2) months prior to the expiration of any Succeeding Term
2. Duties and Obligations of Employee.
A. Employee will be appointed at will for City as Director of Finance (hereinafter referred to as "Position"). As of the date of this Agreement, the parties formalize the employment agreement and Employee's job responsibilities as set forth in the relevant job description, attached as Exhibit "A." Employee hereby agrees to perform the functions and duties of the Position as set forth in the applicable job description, the City's Resolutions, Rules, Regulations and Policies as they may be changed by the City from time to time, and to perform such other duties and functions as the City and specifically the City's City Manager may assign. It is expressly understood that the terms of this Agreement, including but not limited to those governing termination of employment, supersede any rights conferred by City Resolution, Rules, Regulations or Policies where in contradiction.
Employee will focus her professional time, ability, and attention to City business during the term of this Agreement. Employee shall not engage in any other business duties or pursuits whatsoever or, directly or indirectly, render any services of a business, commercial, or professional nature to any other person or organization, whether for compensation or otherwise, without the prior consent of the City, except (1) The expenditure of reasonable amounts of time not in conflict with the City's needs and interests, for educational, charitable, community, and professional activities, shall not be deemed a breach of this Agreement and shall not require prior consent.
2) This Agreement shall not be interpreted to prohibit Employee from making passive person:
vestments or conducting private business affairs off-duty subiect to City Manager consent if thos activities do not materially interfere with the services required under this Agreement.
C. All data, studies, reports and other documents prepared by Employee while performing her duties pursuant to this Agreement shall be furnished to and become the property of the City, without restriction or limitation on their use.
EMPLOYMENT AGREEMENT WITH
THE CITY OF CALEXICO, CALIFORNIA
D. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials either created by or provided to Employee in connection with the performance of this Agreement shall be held confidential by Employee unless disclosed within the scope of her duties. Such materials shall not, without the prior written consent of the City, be used by Employee for any purposes other than the performance of her duties. Nor shall such materials be disclosed to any person or entity not connected with the performance of services under this Agreement, except as required by law.
3. Salary and Benefits,
A. Salary. Employee shall be compensated at the range of G-68, Step 3, with a monthly salary of Ten Thousand Two Hundred Sixty Two Dollars and Sixty Seven Cents ($10,262.67), which shall be payable in installments at the same time as other employees of the City are paid, pursuant to the procedures regularly established, and as they may be amended by the City. The Employee will also be eligible for annual Cost of Living Adjustment ("COLA") and "step" merit increases to salary based on annual performance reviews at the discretion of the City Manager, as provided to all other City employees.
Vacation. Employee shall accrue Twelve (12) days of vacation for each year of service as per the City Personnel Rules and Regulations 6.02 Annual Vacation Accrual. The City may, in its discretion, allow Employee a weekly prorated accrual per week in order to total a twelve (12) day accrual by year end. Such vacation may be carried over, if not used, and may accumulate to a cap of Two-year balance. Once the accrual cap is reached, the Employee will not accrue additional vacation hours until such time as she reduces her accrued hours below the cap. Proposed Employee vacation dates must be approved by the City Manager to best suit City needs.
C. Holidays. Employee shall receive the following paid holidays: New Year's Day, Washington's Birthday, Martin Luther King, Jr. Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor Day, California Admissions Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Day, and two (2) Floating Holidays.
Sick leave. Employee shall accrue 3.69 hours of sick leave per pay period. Accrued but unused sick leave will not be paid out upon Employee's separation from employment with the City for any reason. The number of sick leave hours that Employee may have accrued at a given time may not exceed 240 hours.
Executive leave. Upon execution of this Agreement and each year thereafter, Employee will be allotted sixty-four (64) hours away from the office, to be scheduled and used throughout the year to complete administrative tasks and duties without undue office interference. These hours off do not accrue, are not subject to carry over, are not subject to any cash-out option, and will not be paid out upon termination of employment.
Professional development. The City shall budget and pay for approved professional dues and association memberships necessary for continued participation in approved organizations necessary for Employee's continued professional growth and advancement. The City shall also pay for travel and subsistence expenses (as set out by applicable City policy) for approved professional or official travel, meetings, training, seminars or similar functions.
Other benefits pursuant to City policy. In addition, Employee shall be provided all those benefits for which Employee is eligible pursuant to policies and procedures of City Management Personnel as may be amended by the City from time to time, including but not limited to term life insurance and Social Security. Employee shall be required to pay the employee share of Social Security. Employee shall also be required to pay 20% of medical, dental and prescription and optical benefits insurance costs.
Employee shall be subject to either CLASSIC or PEPRA and will pay employee share of retirement contribution.
4. At-Will Employment Status, Termination of Agreement and Severance Pay.
A. Nature of Employment. The parties hereby expressly agree that the employment 2 EMPLOYMENT AGREEMENT WITH
THE CITY OF CALEXICO, CALIFORNIA
relationship created by the Agreement is "at will" and that Employee serves at the will and pleasure of the City. Nothing in this Agreement, any Resolution, Statute, Ordinance, Rule or Policy shall prevent, limit or otherwise interfere with the right of the City to terminate the services of Employee at any time without cause or right of notice, Skelly conference, hearing, appeal or grievance. Accordingly, Employee agrees that this Agreement sets forth the only terms and conditions applicable to the termination of her employment and that she hereby waives any rights he would otherwise have thereunder.
B. By the Employee. The Employee may terminate this Agreement upon written notice to the City Manager and shall endeavor to give thirty (30) days prior notice. The City shall have the option, in its complete discretion, to terminate the Employee any time prior to the end of such notice period, provided the City pays the Employee all compensation due and owing through the last day actually worked, plus an amount equal to the base salary the Employee would have earned through the remainder of the notice period. Thereafter, all the City's obligations under this Agreement shall cease.
By the City, Without Cause. At any time, and without prior notice, the City may terminate the Employee's employment for any reason, with or without cause. In the event the City exercises its right under this provision to terminate employment without within the first twelve months of employment, the City shall pay Employee all compensation due and owing through the last day actually worked, plus six (6) weeks of the Employee's salary as of the time of the termination. Following the completion of the first twelve months of employment, the City shall pay Employee all compensation due and owing through the last day actually worked, plus twelve (12) weeks of the Employee's salary as of the time of the termination or pursuant to the requirements of Government Code § 53260, an amount equivalent to the remainder of the term of this Agreement, whichever is less. The payment of such severance benefit shall be conditioned upon Employee executing a general release agreement containing a general release of all claims Employee may have against the City at the time of any such termination, in such form as may be reasonably required by Employer's attorney. Such severance benefit shall not be payable unless and until Employee executes such a general release and until expiration of all waiver and rescission rights as provided by law at the time of such termination. Failure by the Employee to satisfy her termination obligations pursuant to Section 4(E) shall nullify the City's obligation to provide severance payment pursuant to this Section. If Employee is convicted of a crime involving an abuse of her office or position, whether before or after release from employment, Employee shall fully reimburse the City for any severance pay, paid leave salary disbursed pending an investigation, or legal criminal defense funds relevant to the crime paid for by the City.
D. By the City, For Cause. At any time, and without prior notice, the City may terminate Employee for Cause (as defined below). The City shall pay Employee all compensation then due and owing; thereafter, all of the City's obligations under this Agreement shall cease. Termination shall be for "cause" if Employee: (1) acts in bad faith and to the detriment of the City; (2) refuses or fails to act in accordance with any specific legal direction or order of the City; (3) exhibits in regard to her employment unfitness or unavailability for service, unsatisfactory performance, misconduct, dishonesty, habitual neglect, or incompetence; (4) is convicted of a crime involving dishonesty, breach of trust, or physical or emotional harm to any person; or (5) breaches any material term of this Agreement. Any dispute between the City Manager and Employee regarding whether the Employee's conduct constitutes cause for termination shall be resolved conclusively by the City Council, in its discretion, without right of appeal.
Termination Obligations. Employee agrees that all property, including, without limitation, all equipment, tangible proprietary information, documents, records, notes, contracts, and computer- generated materials furnished to or prepared by Employee incident to her employment belongs to the City and shall be returned promptly to the City upon termination of Employee's employment. Further, any and all debts to the City shall be paid upon termination. Employee's obligations under this subsection shall survive the termination of her employment.
5. Amendments. This Agreement may not be amended or modified except by a writing signed by both parties.
3 EMPLOYMENT AGREEMENT WITH
THE CITY OF CALEXICO, CALIFORNIA
6. Waiver. The failure of either party to insist on strict compliance with any of the terms, covenants, or conditions of this Agreement by the other party shall not be deemed a waiver of that term, covenant, or condition, nor shall any waiver or relinquishment of any right or power at any one time or times be deemed a waiver or relinquishment of that right or power for all or any other times.
7. Assignment. Neither this Agreement nor any right, privilege or obligation of Employee hereunder shall be assigned or transferred by him without the prior written consent of the City. Any attempt at assignment or transfer in violation of this provision shall, at the option of the City, be null and void and may be considered a material breach of this Agreement.
8. Severability. If a court or arbitrator holds any provision of this Agreement to be invalid, unenforceable, or void, the remainder of this Agreement shall remain in full force and effect.
9. Governing Law. This Agreement shall be governed by and construed in accordance with the law of the State of California. Venue shall be appropriate in the Superior Court of Imperial County, California.
10. Interpretation. This Agreement shall be construed as a whole, according to its fair meaning, and not in favor of or against any party. By way of example and not in limitation, this Agreement shall not be construed in favor of the party receiving a benefit nor against the party responsible for any particular language in this Agreement. Captions are used for reference purposes only and should be ignored in the interpretation of the Agreement. Furthermore, no presumption for or against validity or as to any interpretation hereof, based upon the identity of the drafter shall be applicable in interpreting or enforcing this Agreement.
11. Conflict of Interest. The Employee agrees that she will abide with all applicable local State and Federal rules on conflicts of interest and receipt of gifts, including without limitation those rules found in the California Fair Political Practices Act and related regulations and those found in Government Code Sections 1090, et seq.
12. Entire Agreement. Each party agrees and acknowledges that this Agreement, together with its exhibits, shall constitute the entire understanding and final written integrated expression of all of the agreements between the City and Employee and that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein and that any agreement, statement, or promise not contained in this Agreement shall not be valid or binding on either party.
13. Notices. All notices and other communication required, or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified.
Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Services. Notice shall be given to:
City:
4 EMPLOYMENT AGREEMENT WITH
THE CITY OF CALEXICO, CALIFORNIA
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: City Manager
Employee:
Karla Chaparro
15. Acknowledgment. Employee acknowledges that she has had the opportunity to consult legal counsel in regard to this Agreement, that she has read and understands this Agreement, that she is fully aware of its egal effect, and that she has entered into it freely and voluntarily and based on his own judgment and no n any representations or promises other than those contained in this Agreemen IN WITNESS WHEREOF, the CITY OF CALEXICO has caused this Agreement to be signed and duly executed by its City Manager, and the Employee has signed and executed this Agreement as of the day and year first above written.
CITY OF CALEXICO
"By:_
JUAN CONTRERAS
ACTING CITY MANAGER
EMPLOYEE:
By: _
KARLA CHAPARRO
ATTACHMENT NO. 2
CITY OF CALEXICO
CLASS TITLE: FINANCE DIRECTOR
SALARY: $9,309 - $11,315 RANGE: G-68
BASIC FUNCTION:
Under the direction of the City Manager, plan, organize, control and direct the operations, activities and functions of the Finance Department including utility billing, cash management, payroll accounts payable, accounts receivable and general ledger; coordinate and direct fiscal record. keeping, reporting and the development, monitoring, analysis, maintenance, auditing and adjustment of City accounts, funds and budgets; supervise and evaluate the performance of assigned personnel.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Plan, organize, control and direct the operations, activities and functions of the Finance Department including utility billing, cash management, payroll, accounts payable, accounts receivable and general ledger; establish and maintain fiscal time lines and priorities; assure financial activities comply with established standards, requirements, laws, codes, regulations, policies and procedures.
Coordinate and direct financial record-keeping, reporting and related auditing functions to assure accurate and timely accounting and reporting of City funds and budgets; direct and participate in the review of financial statements, records and reports to assure accuracy, completeness and compliance with Generally Accepted Accounting Principles; direct activities to assure proper and timely identification and resolution of fiscal issues, errors and discrepancies.
Plan, organize, control, approve and direct the calculation, posting, auditing and adjustment of journal entries; monitor, evaluate, balance and reconcile various accounts, funds and budgets; audit and assure accurate accounting of funds including income and expenditures; initiate budget and fund transfers and adjustments as appropriate; audit accounts for errors and make appropriate adjustments; analyze and approve adjustments to utility accounts as appropriate.
Supervise and evaluate the performance of assigned personnel; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; coordinate subordinate work assignments and review work to assure compliance with established standards, requirements and procedures; assure employee understanding of established requirements.
Provide technical information and assistance to the City Manager concerning accounting and budgetary functions, needs and issues; participate in the formulation and development of fiscal policies, procedures and programs; keep the City Manager, City Council and department heads current concerning the City's financial condition and new financial developments.
October 2006
Ewing Consulting Services
Finance Director - Continued Page 2
Plan, organize, control and direct City accounts payable, accounts receivable and payroll functions; direct and assure accuracy of related transactions including income, expenditures and fund transfers; assure proper and timely payment of financial obligations and City employees; review, authorize and direct the preparation and processing of requisitions, purchase orders, invoices and payments; assure proper collection and processing of revenue to assure adequate cash flow and fiscal solvency.
Oversee and participate in the development and preparation of the annual preliminary City budget; analyze and review related budgetary and financial data; control and authorize expenditures; prepare revenue and expenditure projections to assist with budget preparation and determine budget requirements; assure City expenditures comply with budget limits and grant agreements.
Direct the preparation and maintenance of various financial and statistical records, statements and reports related to budgets, accounts, funds, income, expenditures, taxes, payroll, claims, audits, transfers, personnel, grants, investments and assigned activities; assure mandated reports are completed and submitted to appropriate State, federal or other funding agency according to established time lines; generate monthly status reports for department heads.
Provide training, technical assistance and expertise to City administrators and personnel concerning fiscal and budgetary operations and activities; respond to inquiries and provide detailed and technical information concerning related accounts, funds, budgets, income, expenditures, records, reports, standards, requirements, projections, principles, laws, codes, regulations, policies and procedures.
Manage and maintain the City's investment portfolio; monitor economic and financial trends to identify and analyze investment opportunities available to the City; determine optimal type and amount of investments necessary to meet the financial needs of the City and initiate related transactions; negotiate the purchase, sale and exchange of securities as directed.
Monitor and evaluate City fiscal functions and activities for financial effectiveness and operational efficiency; participate in the development and implementation of programs, policies and procedures to enhance the financial effectiveness and operational efficiency of City accounting functions.
Research and conduct a variety of studies and special projects as assigned including financial forecast, funding and cost studies.
Direct the completion of and provide information for the annual City and RDA audit; review, analyze and audit City and RDA statements to assure compliance with established requirements; prepare and submit complete year-end financial statements and reports for the preceding year.
Communicate with other administrators, personnel, the public and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information.
Operate a computer and assigned software programs; operate other office equipment as assigned; drive a vehicle to conduct work as necessary.
Attend, conduct and participate in a variety of meetings as assigned.
October 2006
Ewing Consulting Services
Finance Director - Continued Page 3
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Planning, organization and direction of the operations, activities and functions of the Finance Department including utility billing, cash management, payroll, accounts payable, accounts receivable and general ledger.
Accounting, auditing, budget and business functions of a city government.
Advanced theory and application of budgetary planning and control in city system.
Generally accepted accounting and auditing principles, practices and procedures.
Preparation, analysis, review and control of City accounts and budgets.
Fiscal organization, operations, policies and objectives of the City.
Fiscal systems, techniques, standards and procedures involved in the investment of City funds.
Applicable laws, codes, regulations policies and procedures.
Financial and statistical record-keeping techniques.
Preparation of financial statements and comprehensive accounting reports.
Principles and practices of administration, supervision and training.
Operation of a variety of office equipment including a computer and assigned software.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
Plan, organize, control and direct the operations, activities and functions of the Finance Department including utility billing, cash management, payroll, accounts payable, accounts receivable and general ledger.
Coordinate and direct fiscal record-keeping, reporting and the development, monitoring, analysis, maintenance, auditing and adjustment of City accounts, funds and budgets.
Supervise and evaluate the performance of assigned personnel.
Direct activities to assure proper and timely identification and resolution of fiscal issues, errors and discrepancies.
Provide technical training, assistance and expertise concerning accounting and budget functions.
Direct and participate in the development, preparation, review and analysis of the City and departmental budgets to assure proper allocations, fund disbursement and fiscal solvency.
Assure proper and timely payment of financial obligations and City employees.
Coordinate and conduct audits to assure compliance with fiscal standards and requirements.
Assure accurate accounting of funds including income and expenditures.
Evaluate financial and budgetary data and prepare reports, forecasts and recommendations.
Interpret, apply and explain laws, codes, regulations, policies and procedures.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and time lines.
October 2006
Ewing Consulting Services
Finance Director - Continued Page 4
Work independently with little direction.
Plan and organize work.
Direct the preparation and maintenance of various financial and statistical records and comprehensive accounting reports.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: bachelor's degree in accounting, finance, business administration or related field and five years increasingly responsible governmental accounting experience including three years in a supervisory capacity.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver's license.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Driving a vehicle to conduct work.
PHYSICAL DEMANDS:
Hearing and speaking to exchange information.
Dexterity of hands and fingers to operate a computer keyboard.
Seeing to read a variety of materials.
Sitting for extended periods of time.
October 2006
Ewing Consulting Services