_____________________________________________________________________________________________ City Council Agenda October 3, 2023 Page 1
AGENDA
REGULAR MEETING
* * *
CLAYTON CITY COUNCIL
* * *
Tuesday, October 3, 2023
7:00 p.m.
*** NOTICE ***
Members of the public will be able to participate either in-person at Hoyer Hall, Clayton Community Library
6125 Clayton Road, Clayton, CA 94517
or
remotely via Zoom.
Mayor: Jeff Wan
Vice Mayor: Jim Diaz
Council Members
Peter Cloven
Holly Tillman
Kim Trupiano
• A complete packet of information containing staff reports and exhibits related to each public item is available for public review in City Hall located at 6000 Heritage Trail and on the City’s website at www.claytonca.gov
• Agendas are posted at: 1) City Hall, 6000 Heritage Trail; 2) Library, 6125 Clayton Road; 3) Ohm’s Bulletin Board, 1028 Diablo Street, Clayton; and 4) City Website at www.claytonca.gov • Any writings or documents provided to a majority of the City Council after distribution of the Agenda Packet and regarding any public item on this Agenda will be made available for public inspection in the City Clerk’s office located at 6000 Heritage Trail during normal business hours and is available for review on the City’s website at www.claytonca.gov • If you have a physical impairment that requires special accommodation to participate, please call the City Clerk’s office at least 72 hours in advance of the meeting at (925) 673-7300. _____________________________________________________________________________________________ City Council Agenda October 3, 2023 Page 2
Instructions for Virtual City Council Meeting – October 3, 2023 Tonight’s meeting will be available to the public both in-person and remotely via Zoom.
As a courtesy, and technology permitting, members of the public may continue to provide live remote oral comment via the Zoom video conferencing platform. However, the City cannot guarantee that the public’s access to teleconferencing technology will be uninterrupted, and technical difficulties may occur from time to time. Unless required by the Brown Act, the meeting will continue despite technical difficulties for participants using the teleconferencing option.
To follow or participate in the meeting:
1. Videoconference: to follow the meeting on-line, click here to register:
https://us02web.zoom.us/webinar/register/WN_06q0GcosRnmvy4dNOutGlw After clicking on the URL, please take a few seconds to submit your first and last name, and e-mail address then click “Register”, which will approve your registration, and a new URL to join the meeting will appear.
2. Phone-in: Register for the meeting using the URL in the paragraph above. Once registered, you will receive an e-mail with instructions to join the meeting telephonically, and then dial toll-free 877-853-5257 and use the Webinar ID and Password found in the e-mail.
3. E-mail Public Comments: If preferred, please e-mail public comments to the Executive Assistant to the City Manager, Amy Walcker at [email protected] by 5:00 p.m. on the day of the City Council meeting. All e-mailed public comments will be forwarded to the entire City Council.
Each person attending the meeting via video conferencing or telephone and who wishes to speak on an agendized or non-agendized matter shall have a set amount of time to speak as determined by the Mayor.
_____________________________________________________________________________________________ City Council Agenda October 3, 2023 Page 3
* CITY COUNCIL *
October 3, 2023
1. CALL TO ORDER AND ROLL CALL – Mayor Wan.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Wan.
3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Members of the public may address the City Council on items within the Council’s jurisdiction (which are not on the agenda) at this time. To assure an orderly meeting and an equal opportunity for everyone, each speaker is limited to 3 minutes, enforced at the Mayor’s discretion. In accordance with State Law, no action may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked or may at its discretion request Staff to report back at a future meeting concerning the matter.
Public comment and input on Public Hearing, Action Items and other Agenda Items will be allowed when each item is considered by the City Council.
4. CONSENT CALENDAR
Consent Calendar items are typically routine in nature and are considered for approval by one single motion of the City Council. Members of the Council, Audience, or Staff wishing an item removed from the Consent Calendar for purpose of public comment, question, discussion or alternative action may request so through the Mayor.
a. Approve the Minutes of the City Council’s Regular Meeting of August 15, 2023 (View)
b. Approve the Minutes of the City Council’s Special Meeting of September 7, 2023 (View)
c. Appoint Mayor Wan and Councilmember Trupiano to Draft the Special Event Fee Policy (Related to the Special Event Fee Section of the Master Fee Schedule) to be Brought Back for Full City Council Approval (View)
5. RECOGNITIONS AND PRESENTATIONS
a. Information Only – No Action Requested.
• National Disability Employment Awareness Month
• Italian-American Heritage and Culture Month
b. East Bay Regional Parks District (City Manager) (View) _____________________________________________________________________________________________ City Council Agenda October 3, 2023 Page 4
6. REPORTS
a. City Manager / Staff
• Link to ClearGov Transparency Portal:
https://cleargov.com/california/contra-costa/city/clayton/checkbook
7. PUBLIC HEARINGS
None
8. ACTION ITEMS
a. Adopt a Resolution Reclassifying the Maintenance Supervisor to the Maintenance Superintendent and Adjusting the Salary Range and Job Classification; and Approve the Use of $400,000 in Pandemic Relief Fundfund Balance to Facilitate a One-Year Operational Plan to Test Contracted Work on the Medians, and City-Wide Trimming (View)
9. COUNCIL ITEMS – limited to Council requests and directives for future meetings.
10. COUNCIL REPORTS
a. City Council - Reports from Council liaisons to Regional Committees, Commissions and Boards.
11. ADJOURNMENT
The next regularly scheduled meeting of the City Council will be October 17, 2023.
City Council Minutes August 15, 2023 Page 1
MINUTES
OF THE
REGULAR MEETING
CLAYTON CITY COUNCIL
Tuesday, August 15, 2023
1. CALL TO ORDER AND ROLL CALL – The meeting was called to order at 7:01 p.m. by Mayor Wan, held via a hybrid meeting format live in-person and Zoom videoconference and broadcast from Hoyer Hall, Clayton Community Library, 6125 Clayton Road, Clayton, California. Councilmembers present: Mayor Wan, Vice Mayor Diaz, and Councilmembers Cloven, Tillman and Trupiano. Councilmembers absent: None. Staff present: City Manager Bret Prebula, City Attorney Mala Subramanian, Executive Assistant to the City Manager/HR Manager Amy Walcker, Finance Director Prapti Aryal, Community Development Director Dana Ayers, City Engineer Larry Theis, Police Chief Rich McEachin, and City Clerk Janet Calderon.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Wan.
3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Rosy Straka, Vocal Minority, opposed the proposed fee schedule on the agenda, shifting the burden to community non-profits; and she asked the City Council to do the right thing for Clayton by addressing the structural issues and deficit.
Larry McNeil objected to the Mayor describing Sacramento as a fascist government, saying it is the wrong point of view.
James Killoran requested prioritizing development of a vegetation management plan to reduce fire risks and also to address the safety issue on Keller Ridge Drive by removing triangular medians.
On behalf of Lt. Col. Michael Hudson, a Marine announced an event this weekend in honor of Lt. Novakovich’s 30th anniversary of joining the Marines, with a hike beginning at Mitchell Canyon to the mountain top.
Mayor Wan closed public comment.
4. CONSENT CALENDAR
Councilmember Trupiano asked to pull item 4(c), annuitant Richard Sanders contract, for discussion.
City Manager Bret Prebula explained Mr. Sanders will be utilized for focusing on closing the books for year-end financials through the audit and for filling in gaps due to the transition in the Finance Department.
There were no public comments on the consent calendar.
City Council Minutes August 15, 2023 Page 2
It was moved by Councilmember Cloven, seconded by Councilmember Trupiano, to approve Consent Calendar items 4(a) – 4(c) as submitted. (Passed 5-0). (a) Approved the minutes of the City Council’s regular meeting of July 18, 2023. (City Clerk) (b) Approved by Minute Order the City of Clayton’s Response to Contra Costa Civil Grand Jury Report No. 2306, Authorized the Mayor to Sign the Transmittal Cover Letter to the Response, and Directed the City Manager to Submit the Response to the Grand Jury. (City Manager)
(c) Adopted Resolution No. 48-2023 Appointing CalPERS Retired Annuitant Richard Sanders to the Position of “Extra Help” and Approving an Employment contract pursuant to California Government Code Section 21224. (Finance Director)
5. RECOGNITIONS AND PRESENTATIONS
(a) Contra Costa Mosquito and Vector Control District Presentation. (Nola Woods) Nola Woods, Public Affairs Director, Contra Costa Mosquito and Vector Control District, gave a PowerPoint presentation covering District Services, latest vector-related issues, and lack of a Trustee from Clayton.
Councilmember Tillman inquired when it is appropriate to request services and how the Trustee vacancy is filled. Councilmember Trupiano asked about the role and responsibilities for a Trustee, and about the process for service requests. Ms. Woods responded.
6. REPORTS
(a) City Manager Bret Prebula reported the California Energy Commission approved the City’s one percent loan for a large infrastructure project with Climatec for energy efficiency, i.e. charging stations, solar, reduction of water use costs, beginning in September and concluding in 12-18 months.
7. ACTION ITEMS
(a) Quarterly Financial Reports On The City’s Investment Portfolio For The Period Ending June 30, 2023. (Finance Director)
Finance Director Prapti Aryal gave the Quarterly Financial Reports on the City’s Investment Portfolio for the period ending June 30, 2023. City Manager Bret Prebula indicated staff is evaluating cash flow needs and where possible will invest in higher yielding securities such as California Assessment Management Program (CAMP) and Local Agency Investment Fund (LAIF) liquidity pools.
James Dill, UBS Financial Services, reported on the City’s investment strategy for medium and long-term investments.
There were no public comments.
City Council Minutes August 15, 2023 Page 3
By Council consensus, the Treasurer’s Quarterly Financial Reports on the City’s investment portfolio ending June 30, 2023 were received and filed.
8. PUBLIC HEARINGS
(a) FY24 Master Fee Schedule for Certain User-Benefit, Regulatory, and Rental City Services and Activities. (Finance Consultant)
Nitish Sharma, Finance Consultant, presented the staff report.
Mayor Wan opened the public hearing at 7:43 p.m.
C. W. Wolfe, Clayton Business & Community Association (CBCA), shared their contributions to the City and community, noting they will continue funding needs, even if it is necessary to meet other than in City facilities.
Ed Miller commented the City spent $35,000 on a consultant resulting in increases to the master fee schedule of $36,000; some fees are up 50%; costs are already covered without the new fee; compared Walnut Creek and Concord, acknowledging the positive financial impact to the City of special events exceeds the fee.
Ed Harley asked for release of the City Attorney opinion regarding proposed special event fees exceeding the costs for services under Proposition 26. He also urged use of wisdom relative to impact of fees to families and usage.
Keith Haydon questioned the structure, justification and analysis of the special use fees.
He encouraged the City Council to research why special events fees have been waived in the past, and to only increase fees based on inflation and not on factors that cannot be justified.
A.J. Chippero objected to the proposed ‘unnecessary special event tax’, saying nonprofits such as the CBCA should pay recovery costs but not the double dipping and emphasizing funding provided by CBCA. He said the estimated increase in revenue from the fees is still insufficient to cover the budget deficit.
Pat Middendorf stressed the impact to the community from termination of the contract with CBCA in March, noting revenue benefiting the community was lost from the BBQ because it was cancelled due to incorrect information about the fees being $2,000 instead of $400.
She said the loss in revenue to the community is being caused by the City Council due to the proposed increased fees for non-profits.
Daelyn Chippero communicated benefits her schools have received from CBCA, and she urged the City Council to vote against the special event fees.
Christine Muller stated the special event fees affect large groups, and she suggested the Council find a better solution instead of passing the fee schedule.
Howard Geller said he loves Clayton and will not let it be ruined, underscored CBCA volunteers serve as the Parks & Recreation department the City cannot afford, and noted the burden of proof is on the City for actual costs of services since a profit cannot be made. He pointed out if fees are increased to the CBCA, it reduces the funds provided to non-profits to exist.
City Council Minutes August 15, 2023 Page 4
Lauren Kindorf expressed appreciation to the CBCA volunteers who hold events that benefit the community and proposed the City wins by not increasing the fees.
Rebecca Nolen agreed with comments by A. J. Chippero, offered the CBCA makes Clayton a destination with events, which the community supports; and the fees appear to be a punishment to CBCA.
Larry McNeil conveyed the Council has an opportunity to build a bridge and not a wall by voting no on the fee schedule.
Mayor Wan closed the public hearing at 8:18 p.m. and opened the item for Council questions and discussion.
City Attorney Mala Subramanian responded to questions from Councilmember Cloven that the City has a right to shut down streets and allow use akin to a public facility for special events and to charge a fee to any group, which is not covered by Proposition 26 and not limited to cost recovery.
Nitish Sharma, Finance Consultant, replied to Councilmember Tillman’s inquiry about determining what the property is worth and the tiers, and under the City Manager recommended a fee based on a comparison with Walnut Creek for Council decision.
Mayor Wan clarified the cost of the fee study was $14,875.
Following discussion by the City Council, it was moved by Councilmember Tillman, seconded by Councilmember Cloven to postpone approval of the master fee schedule.
Mayor Wan made a substitute motion, seconded by Trupiano to adopt Resolution No. 49- 2023 Amending the Book of Fees to Adopt Fees for Various City Regulatory Activities, Products and/or Services. (Ayes: Diaz, Trupiano and Wan; Noes: Cloven and Tillman; Passed 3-2).
Mayor Wan called a brief recess at 9:06 p.m. and reconvened the meeting at 9:14 p.m.
7. ACTION ITEMS - Continued
(b) Provide Staff Direction on Utilizing both ClearGov Transparency and Continuing to Post Accounts Payable Information Every Two Weeks on the Agenda. (City Manager) City Manager Bret Prebula presented the staff report. Executive Assistant to the City Manager/HR Manager Amy Walcker demonstrated how to access the City’s financial obligations from the City’s homepage to ClearGov.
Karen Amos said she reviewed financial information from ClearGov and appreciates the efficiency. Jeremy Amos added the efficiency by using ClearGov is welcomed due to limited staff.
By Council consensus, direction was given to proceed with utilizing ClearGov Transparency for posting accounts payable information beginning with the September 19, 2023 agenda with link and instructions.
(c) Designation of Voting Delegate and Alternate Delegate for League of California Cities 2023 Annual Conference being held September 20 through 22, in Sacramento. (City Clerk) City Council Minutes August 15, 2023 Page 5
City Clerk Janet Calderon gave the staff report.
Roy Correa commented on ClearGov project, special event fees, and observance of Council behavior.
Councilmembers Cloven and Tillman shared they have registered for the conference and will be attending at their own expense.
It was moved by Mayor Wan and seconded by Councilmember Trupiano to designate Councilmember Trupiano as the Voting Delegate, Vice Mayor Diaz as the Alternate Voting Delegate and Councilman Tillman as an Alternate to Vice Mayor Diaz, if he is unable to attend, to the League of California Cities 2023 Annual Conference in Sacramento, September 20-22, 2023. (Passed: 5-0).
9. COUNCIL ITEMS
Councilmember Trupiano requested the following future agenda items: City’s 60th Birthday celebration in 2024 in conjunction with discussion on City-sponsored special events; upcoming meeting wrap up on Concerts in the Grove; confirmed Parking Permit Process will be on a future agenda, likely in January 2024; and consideration of elimination of bump-out medians in the Keller Ridge neighborhood.
Councilmember Cloven requested future agenda items: development of a vegetation management plan to reduce fire risks, possibly in October; and discussion of structural deficit solution.
10. COUNCIL REPORTS
(a) City Council - Reports from Council liaisons to Regional Committees, Commissions and Boards.
Councilmember Trupiano reported on the following attendance and meetings: Clayton Valley Village residents and City Manager’s office to address their wish list; National Night Out; Mayor’s Conference in Lafayette, noting Clayton will host Mayor’s Conference on 9/7/23 at the Oakhurst Country Club; Clayton Community Library Foundation, and Library will be a Day of Service project; ride along with City Manager Bret Prebula and Maintenance Supervisor James Warburton; Budget & Audit Committee.
Vice Mayor Diaz reported on the following attendance and meetings: County Connection Board; Chicago Tribute Band concert; car show; Sheriff Posse’s 42nd Annual BBQ; National Night Out with CERT team; Mayor’s Conference; House Rockers Concert; citizens regarding fee schedule; first responders’ humanity and compassion with toddler swimming pool incident.
Councilmember Tillman reported on the following attendance and meetings: East Bay Division meeting of the League of California Cities and re-elected to the Executive Board; new Principal Wilson at Diablo Middle School; National Night Out; received Ally award at Clayton Pride Community Alliance award dinner, Pride Parade to be held June 2, 2024; Clayton Pride call; Mayor’s Conference in Lafayette; Zoom meeting with California Energy Commission Board, 1% loan approved; East Bay Leadership Council installation awards; Drag Queen Brunch; Ride along with City Manager Bret Prebula and Maintenance Supervisor Jim Warburton; meetings with City Manager Bret Prebula.
City Council Minutes August 15, 2023 Page 6
Councilmember Cloven reported on the following attendance and meetings: CBCA, membership growing; National Night Out; Clayton Pride Community Alliance award dinner in honor of Councilmember Tillman; TRANSPAC meeting; Zoom meeting with California Energy Commission Board, 1% loan approved; Concerts in Park; upcoming Clayton Remembrance Day on 9/11/23; and upcoming Service Day for both schools and Library on 9/16/23.
Mayor Wan reported on the following attendance and meetings: National Night Out; Clayton Valley/Concord Sunrise Rotary Club event; Budget & Audit Committee; Concerts; and Swimming Team awards dinner with one of children receiving a 5-star award.
11. ADJOURNMENT - on call by Mayor Wan, the City Council adjourned its meeting at 10:25 p.m.
# # # # #
Respectfully submitted,
________________________________
Amy Walcker, Executive Assistant to
The City Manager/HR Manager
APPROVED BY THE CLAYTON CITY COUNCIL
___________________________________
Jeff Wan, Mayor
City Council Minutes September 7, 2023 Page 1
MINUTES
OF THE
SPECIAL MEETING
CLAYTON CITY COUNCIL
Thursday, September 7, 2023
1. CALL TO ORDER THE CITY COUNCIL – The meeting was called to order at 3:31 p.m. by Mayor Wan, held via a hybrid meeting format live in-person and Zoom videoconference and broadcast from Hoyer Hall, Clayton Community Library, 6125 Clayton Road, Clayton, California. Councilmembers present: Mayor Wan, Vice Mayor Diaz, and Councilmembers Cloven, Tillman, and Trupiano. Councilmembers absent: None. Staff present: City Manager Bert Prebula, City Attorney Mala Subramanian, and Community Development Director Dana Ayers.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Wan.
3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Amy Hines-Shaikh discussed fair housing and cautioned the City Council about capitulating to threatened litigation to halt The Olivia project, which could result in a counter lawsuit.
Mayor Wan closed public comment.
4. CLOSED SESSION
(a) CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Gov. Code 54956.9(d)(2) – (1 case) City Attorney Mala Subramanian gave the staff report.
There were no public comments.
Council recessed to Closed Session at 3:37 p.m. for the above stated purpose.
Upon reconvening at 4:54 p.m., Mayor Wan indicated there was “No Reportable Action.”
5. ADJOURNMENT – On call by Mayor Wan, the City Council adjourned its meeting at 4:55 p.m.
# # # # #
Respectfully submitted,
_______________________________
Dana Ayers, Acting City Clerk
APPROVED BY THE CLAYTON CITY COUNCIL
_______________________________________
Jeff Wan, Mayor
Agenda Item 4.c
STAFF REPORT
TO: HONORABLE MAYOR AND COUNCIL MEMBERS
FROM: Bret Prebula, City Manager
DATE: October 3, 2023
SUBJECT: Appoint Mayor Wan and Councilmember Trupiano to Draft the Special Event Fee Policy (Related to the Special Event Fee Section of the Master Fee Schedule) to be Brought Back for Full City Council Approval
______________________________________________________________________
RECOMMENDATION
Appoint Mayor Wan and Councilmember Trupiano to write the draft policy for the Special Event Fee Policy related to this section of the Master Fee Schedule.
BACKGROUND
For City Council members to be involved in the development/feedback for a policy that will be voted on by City Council, and to avoid a violation of the Brown Act, the discussion must occur in a public meeting or through a subcommittee appointed by the City Council.
DISCUSSION
For City Council members to be involved in policy development/feedback, the discussion must be in a public meeting or through a subcommittee appointed by the City Council.
The appointment of the subcommittee is what is being requested today.
FISCAL IMPACTS
There is no financial impact to this item.
ATTACHMENTS
None
Agenda Item 5.
b
• Established in 1934 with now 25 Million Visits Annually • Largest Regional Park District in the Nation with 73 Parks and Over 125,000 Acres of Open Space
• Over 1,300 Miles of Trails for Hiking, Biking, Horseback Riding, and Nature Learning
• 200 Miles of Regional Trails for Recreation and Transportation• $500 Million Annual Economic Benefit to Region East Bay Regional Park District
Preserve a rich heritage of natural and cultural resources and provide open space, parks, trails, safe and healthful recreation and environmental education. An environmental ethic guides the District in all of its activities.
Mission
East Bay Regional Park District
• Anthony Chabot• Antioch/Oakley• Ardenwood Historic Farm• Bay Point• Big Break• Bishop Ranch• Black Diamond Mines• Briones• Brooks Island• Browns Island• Brushy Peak• Camp Arroyo• Carquinez Strait• Castle Rock• Claremont Canyon• Contra Loma• Coyote Hills• Crockett Hills• Crown Beach• Cull Canyon• Del Valle• Diablo Foothills• Don Castro• Dry Creek Pioneer• Dublin Hills• Dumbarton Quarry Campground on the Bay
• Five Canyons
• Garin• Hayward Regional
Shoreline
• Huckleberry Botanic• Judge John Sutter Regional
Shoreline
• Kennedy Grove• Lake Chabot• Las Trampas• Leona Canyon• Little Hills• Martin Luther King Jr.• McLaughlin Eastshore• Miller/Knox• Mission Peak• Morgan Territory• Ohlone• Oyster Bay• Pleasanton Ridge• Point Isabel• Point Pinole• Quarry Lakes• Radke Martinez• Redwood• Roberts• Round Valley• San Pablo Bay• Shadow Cliffs • Sibley• Sobrante Ridge• Sunol• Sycamore Valley• Temescal• Thurgood Marshall Regional Park – Home ofthe Port Chicago 50
• Tilden• Vargas Plateau• Vasco Caves• Waterbird• Wildcat Canyon• Alameda Point*• Byron Vernal Pools*• Clayton Ranch*• Deer Valley*• Delta Access*• Doolan Canyon*• Point Molate*• Rancho Pinole*• Vasco Hills* *In Development/Land Banked
Ward 6 Regional Parks and Trails
• Bishop Ranch Open Space
Regional Preserve
• Briones Regional Park• Byron Vernal Pools
Regional Preserve
• Castle Rock Regional
Recreation Area
• Clayton Ranch Regional
Preserve
• Delta Access Regional
Recreation Area
• Diablo Foothills Regional
Park
• Doolan Canyon Regional
Preserve
• Las Trampas Wilderness
Regional Preserve
• Morgan Territory Regional
Preserve
• Round Valley Regional
Preserve
• Sycamore Valley Open
Space Regional Preserve
• Thurgood Marshall
Regional Park - Home ofthe Port Chicago 50
• Vasco Caves Regional
Preserve
• Vasco Hills Regional
Preserve
• Iron Horse Regional Trail• Contra Costa Canal Trail
• Thurgood Marshall Regional Park
• Briones Pilot Project• Southern Las Trampas Land Use Plan Approval
• Clayton Ranch Regional Preserve• Black Diamond Trail• Trails are for Everyone• Wildfire Safety What’s New in Regional Parks
Thurgood Marshall Regional Park
– Home of the Port Chicago 50
Thurgood Marshall Regional Park – Home of the Port Chicago 50 Briones Pilot Project
Two-year pilot project to test trail management strategies.
Briones Pilot Project
Restoration of illegally built “Bootleg" trails a key component of the pilot project.
Clayton Ranch Regional Preserve
In Development / Land Banked
Black Diamond Trail
• text
Trail User Safety & Education
Wildfire Safety
Wildfire Protection is a Year-Round Effort
How to Get Involved
ebparks.org/get-involved | regionalparksfoundation.org
John Mercurio
Ward 6 Board DirectorEast Bay Regional Park [email protected] us at ebparks.org.
Questions
Agenda Item 8.a
STAFF REPORT
TO: HONORABLE MAYOR AND COUNCIL MEMBERS
FROM: Bret Prebula, City Manager
DATE: October 3, 2023
SUBJECT: Adopt a Resolution Reclassifying the Maintenance Supervisor to the Maintenance Superintendent and Adjusting the Salary Range and Job Classification; and Approve the Use of $400,000 in Pandemic Relief Fund-fund balance to Facilitate a One-Year Operational Plan to Test Contracted Work on the Medians, and City-Wide Trimming
RECOMMENDATION
Staff recommends the following:
1. Adopt a resolution adjusting the salary schedule for the reclassified position of Maintenance Superintendent effective October 7, 2023, and reclassifying the Maintenance Supervisor to the Maintenance Superintendent (Attachment 3); and
2. Increasing appropriations in the Pandemic Relief Fund by $400,000 offset using fund balance from the Pandemic Relief Fund.
BACKGROUND
The maintenance staff hours deficit in the City of Clayton poses significant challenges to meeting current service levels and managing the city's infrastructure effectively. The cumulative nature of this deficit exacerbates the problem, leading to a growing backlog of deferred maintenance citywide. It is crucial for the city to recognize the urgency of this issue and allocate the necessary resources to bridge the staff hours gap.
By addressing the maintenance staff hours/contract services deficit, the city can ensure that services are delivered efficiently, consistently, and effectively. Additionally, proactive maintenance practices will prevent further accumulation of deferred maintenance, preserving the city's infrastructure and enhancing the quality of life for its residents.
As the city’s infrastructure has aged, the demands for service have increased, and the size of the staff has not kept pace with the increased needs. City staff have been exceedingly dedicated over the years, responding to exigent circumstances throughout the city to maintain the unique beauty of the City of Clayton. As the cumulative hour deficit grows year to year, the increase in vegetation growth, the deterioration of the overall city infrastructure, and the demand within city facilities and parks continues to grow.
The current effort of staff is not sustainable. The team functions like a sprinter running a marathon. A change in philosophy and staffing is required to keep the city near its current service level and begin planning for the future. The recommendation is a two-phase approach: phase 1 being the requested actions today, and phase 2 comprising an additional Maintenance staff lead position which will be requested as future strategic budget discussions occur.
DISCUSSION
This report aims to highlight and address the critical issue of the maintenance staff hours deficit. The current shortfall of approximately 5,500 hours below the required levels has severe implications for the city's ability to meet current service levels. Furthermore, the cumulative nature of this deficit exacerbates the problem, leading to a growing backlog of deferred maintenance citywide. This report will discuss the need to bridge this gap and emphasize the importance of allocating adequate staff hours to ensure the effective functioning of city services.
Current Maintenance Staff Hour Deficit:
The City of Clayton is facing a significant shortfall of approximately 5,500 maintenance staff hours, which has created an imbalance in meeting the demands of essential services. This deficit arises from a combination of factors, including budget constraints, increased service requirements, and insufficient full-time equivalent staff. It is crucial to acknowledge that this gap represents a substantial resource shortage that must be addressed.
Meeting Current Service Levels:
The first key issue arising from the maintenance staff hour deficit is the city's struggle to meet current service levels. With fewer staff hours available, the maintenance team faces increased workloads, leading to delays in addressing repairs, maintenance requests, and overall service delivery. This situation negatively impacts the quality of life for residents and hampers the city's ability to uphold its commitment to providing essential services.
Moreover, the demand for maintenance services is likely to increase. Failing to address the current deficit will only exacerbate the issue, making it even more challenging to meet future service levels.
Cumulative Nature of the Hours Deficit:
Another critical aspect to consider is the cumulative effect of the maintenance staff hour deficit. Year after year, the unmet maintenance needs accumulate, leading to a growing backlog of deferred maintenance citywide. This backlog not only becomes more
challenging and costly to address over time but also poses safety risks and negatively impacts the overall aesthetics and functionality of public spaces.
The longer the maintenance staff hour deficit persists, the more the city will fall behind in its maintenance obligations, resulting in a deteriorating infrastructure and a declining quality of life for residents. It is crucial to break this cycle of deferred maintenance by allocating the necessary staff hours/contract services to address the existing backlog and prevent it from further accumulating.
Importance of Allocating Adequate Staff Hours:
To ensure the effective functioning of city services, it is imperative to allocate sufficient staff hours/contract services for maintenance. Adequate staffing levels enable timely response to maintenance requests, efficient repairs, and proactive preventive maintenance. By investing in the necessary staff hours or contract services, the city can mitigate the negative consequences of deferred maintenance and improve the overall livability and attractiveness of the community.
Moreover, allocating adequate staff hours/contract services for maintenance can yield long-term cost savings. Prompt repairs and preventive maintenance help prevent small issues from escalating into major problems, which are often more expensive and timeconsuming to address. By addressing maintenance needs proactively, the city can reduce the financial burden associated with deferred maintenance.
As outlined in the recommendation, staff is recommending the shift in the Maintenance Supervisor job classification, reclassing the position to a Maintenance Superintendent.
This reclassification more accurately reflects the functions of the incumbent. Additionally, the reclassification aligns with the change in operational strategy, which is to move larger services to outsourced contract services and which will require this role to focus on more administrative functions and contract oversight. This operational transition will also allow the current maintenance team to focus on other functions. As described above, the cumulative nature of this issue leaves the need for the core maintenance team to transition to preventive maintenance, addressing other areas more consistently such as parks, as well as the growing infrastructure issues that are present throughout the city.
This position classification and change in operational approach is like what was outlined in the Organizational Assessment presented to City Council by MRG Consulting (Attachment 4). In that report, the consultant discussed the need for a Public Works Manager and Senior Lead Worker. The reclassification of the Maintenance Supervisor would achieve phase 1. Staff will return at a later date to discuss the possibility of adding a Senior Lead Worker. Between the previously discussed MRG Organizational Assessment and the additional operational assessment, staff believes both phases should be implemented to achieve the realistic possibility of meeting service demand.
FISCAL IMPACT
The cost increase for Fiscal Year 2023-24 will be approximately $15,500 (inclusive of both salary and benefits) for the reclassified position. The exact cost increase will depend
on the step the incumbent enters on the salary range. The increase would have been higher, but the reclassification of the position moves the employee into an exempt management classification; thus, overtime that has currently been received is no longer eligible. That savings is calculated into the net proposed cost increase outlined above.
The table below outlines the new monthly salary table.
The change in salary schedule aligns the position closer to the new job classification, but like many positions within the city, it remains below many of the surrounding agencies.
For illustrative purposes, below is a sampling of comparable position salaries in neighboring cities with more competitive salaries and benefits. At top step, the proposed salary of the reclassified position is $119,604, which is still below many, if not all its neighboring agencies.
Salary comparisons:
Danville
Public Works
Superintendent $135,516
Lafayette Public Works Manager $173,712
Oakley
Parks & Landscaping
Division Manager $154,967
Orinda Director of Public Works $170,244
Pinole Public Works Manager $154,015
Pittsburg
Public Works
Superintendent $151,284
Pleasant Hill
Maintenance
Superintendent $170,112
San Pablo
Maintenance Operations
Superintendent $150,576
San Ramon Maintenance Supervisor $143,679
Additionally, staff is requesting the use of $400,000 of Pandemic Relief Fund fund balance. The current estimated fund balance of the Pandemic Relief Fund is $1.44 million.
Staff will be returning to City Council throughout the coming months to utilize funds for additional projects and equipment needs but feel the one-time use of these funds for a one-year beta test of the contracted trimming and median model is an effective use of these funds. Although the contracted median and trimming model is not something that currently can be maintained annually, this one-year test will allow staff to evaluate the net benefit and have ongoing discussions with the City Council about possible strategies to allow for enough resources to continue the operational plan if successful.
A B C D E
Maintenance Superintendent $ 8,200 $ 8,610 $ 9,041 $ 9,493 $ 9,967
Staff begins with the $400,000 figure as it would be slightly lower than the increased costs if additional full-time staff were hired to address the service hour gap. Staff will conduct a Request for Proposal (RFP) for this contracted service. The requested services will focus on vegetation management on city medians, and all city rights-of-way. Additionally, the RFP will request services to repair and maintain irrigation from the valve forward; city staff would handle any issues from the valve to the source, as those typically require much more complex work. The requested contracted vegetation management work would be broken out in phases throughout the city so a timeline for trimming could be available to the public. The request will require the bids to price vegetation management twice per year (entire city) and three times per year (entire year) along with the irrigation work. The current city standard is to trim the medians and right-of-way twice per year. The reason for pricing three times per year is due to the growth in vegetation management. Staff believes three times per year would be the amount needed to maintain a high level of beautification and safety. The result of that competitive process will give a clear outline of the costs of this service. Staff would return to City Council after the RFP to either approve the contract, if it were within the $400,000 amount, or if the amount were higher than $400,000, staff would then have additional discussions with City Council about how the service hour gap could be mitigated.
ATTACHMENTS
1. Maintenance Division Analysis
2. Maintenance Superintendent Job Description
3. Resolution
4. MRG Organizational Assessment
ACTIVITY/TASK REOCCURRENCE TIME/OCC TOT TIME COMMENTS
INTERVAL (HOURS) (HOURS)
JANUARY
Trimming-Clayton Community Library, City Hall, The
Grove Park and Endeavor Hall Semi Annually Occurs January and July Take down Christmas decorations downtown Annually
Take down Christmas decorations at City Hall Annually
Check and clean creeks, storm drains inlets, gutters and V-ditches when raining and after storms As Needed
Clean gutters in all City maintained buildings Annually City Hall, Maintenance, Clayton Library,
Endeavor Hall
Pot Hole Repairs Annually (and as needed)
Storm Drain Maintenance Annually (and as needed)
Clayton Library Annually
Endeavor Hall Annually
Street sign replacement and maintenance Annually (and as needed) Spot spray weeds
Tree maintenance including downed limbs and trees
Sand Bag Filling Annually
FEBRUARY
Roads Requiring Median and roadside landscape
maintenance pre emerge, spray weeds, weed eat
weeds, pull weeds,
Clayton Road
Marsh Creek Road
Oakhurst Drive
Clayton Community Park Prep for upcoming season
Ballfield import fines and leveling
Restroom maintenance
Playground and play structure inspections and
maintenance
Gopher and pest control
Shrubs and trees
Picnic areas and shade structures maintenance
Picnic area rental after-use clean up
Turf-seed, patch, aerate, fertilize, mow
Weed control
Parking lots
Fences and gates
Trails
Irrigation controller check
Irrigation mainline repairs
Repair irrigation heads
Irrigation checks and adjustments/repairs for brown
spots
Lights
Signs
Graffiti and vandalism
Open gates every day
Litter and garbage pickup 2x/week
Respond to after-hours emergencies/water leaks
Coordinate with Little League and sports teams
Manage Little League volunteer work parties
TLC Committee Mtg Mid Year Budget Review Annually
MARCH
Hire Temporary staff
Trimming-Oakhurst, Eagle Peak and Downtown
Weed control
Turn on irrigation controllers
Check irrigation throughout City
Fertilize Turf CCP
Fertilize Turf small lawns
Fertilize Shrubs
DTRT "Self Discipline" (Jan/Feb)
APRIL
Trimming-Clayton Road (Washington to Oakhurst) and Keller Ridge mow sides of trail
Trim downtown
Prep the Grove for Art and Wine Festival
Street medians and sides of roads
Entries and monuments
Oakhurst fountain
City Facilities and adjacent property
City Parks
Open Space
V-ditches
Creeks
Irrigation repairs
Street Lights
Art and Wine Festival (CBCA) Annual
Concerts in the Grove (2 times x 2 hours each)
MAY
Trimming-Clayton Road (Oakhurst to Marsh Creek)
Atchison Stage and pathways and courts in area) and
Peacock Creek
Concerts in the Grove
DTRT "Integrity" (March/April)
TLC Committee Mtg Review Draft FY landscape budget Annual Incl. mtg prep and attendance JUNE
Trimming-Marsh Creek Road, Old March Creek Road
Concerts in the Grove
City Council-Oakhurst GHAD Annual Report Annually
City Council-Budget Adoption Annually Incl. mtg prep and attendance Pride Parade Annually
JULY
Trimming-Clayton Community Library, City Hall, The
Grove Park and Endeavor Hall Semi Annually Occurs January and July4th of July Parade 4th of July Parade Concerts in the Grove
AUGUST
Trimming- Stranahan, Lydia Lane, El Molino and Clayton
Community Parks, Downtown (Center Street median,
right-of-way and tear drop)
Concerts in the Grove
Corp Yard SWPPP Annual Needed for Annual Report
SEPTEMBER
Trimming-Oakhurst, Eagle Peak and Downtown
Storm Water DI and Hot Spot Inspection (4 hours/year) Biennial "Conflict of Interest" Code Amendment Concerts in the Grove
DTRT " Inclusion" (May/Jun/Jul)
DTRT "Courage" (Aug)
OCTOBER
Trimming-Clayton Road (Washington to Oakhurst) and
Keller Ridge
Prep Downtown for Oktoberfest
Clayton Oktoberfest (CBCA)
NOVEMBER
Trimming-Clayton Road (Oakhurst to Marsh Creek)
Atchison Stage and pathways and courts in area) and
Peacock Creek
Prep Downtown for Clayton Holidays at the Grove
Set up Christmas decorations downtown
Set up Christmas decorations at City Hall
DECEMBER
Trimming-Marsh Creek Road, Old March Creek Road
Maintenance Vehicle Smog (BAR)
Take down Christmas decorations downtown
Take down Christmas decorations at City Hall
Clayton Holidays in the Grove (CBCA) Annual First Saturday in December
MISC ANNUAL REOCCURRING ONGOING TASKS AND TIME TO ACCOMPLISH HOURS/YR Citizen, Council and staff requests
Emails
5-10 emails/day = 1300-2600/year @ 0.25
hours/request = 325 - 650 hours/year 488
Phone Calls
5-10 phone calls/day = 1300-2600/year @ 0.1
hours/call = 130-260 hours/year 195
After hours phone 1 call/day = 365 x 0.75 hour 180
Misc City Manager requests 1 time/ bi week.y x 1 hour 26 Leadership/Management Team
Daily team meetings with PW staff 0.25 hrs/day x 250 days 63 Weekly Safety Meetings w/PW Staff 0.50 hrs/wk x 52 wks 26 Weekly Staff Meetings w/CM and Department Heads 1.5 hrs/wk x 50 wks 75 Prepare Weekly PW Update for CM Report to Council 1.5 hrs/wk x 52 wks 78 Staff Report Prep (assist) 1 hr/mo x 12 mo 12
Weekly City Manager Meetings 1 hr/wk x 50 wks 50
Attend Trails & Landscape Committee (TLC), Budget &
Audit Committtee, City Council Meetings and Council
Goal Setting and agenda items 16 mtgs/yr x 2 hrs/mtg 32 Prepare and present Annual Landscape Maintenance
Report to TLC 2 hrs/yr 3
Prepare and present Annual Landscape Project List to
TLC 2 hrs/yr 3
Budget
Assist with preparation Annual Mainteance Budget 5 hrs/yr 5 Assist with preparation Mid-Year Budget Update 2 hrs/yr 2 Manage contracts 12 hrs/yr 12
Research equipment, materials and supplies and
recommend 6 hrs/yr 6
City Council, Planning Commission, Budget & Audit, TLC, Goal Setting and Special Meeting setup at Hoyer City Council, PC, B&A, TLC, Goal Setting, Special Mtgs Typical year 50 Public Works Personnel Matters
Payroll 26 x 2 hours/payroll 52
Workers.com part time 1 hours/week x 35 weeks 35
Evaluations, counseling, discipline, hire, terminate, etc 2 hrs/week 104 Accidents/Injuries 3 times/yr x 4 hrs 12
Weekly Safety Meetings and Training
Training- 1 hour/month/person 72
Safety Meetings- 0.5 hour/week x 52 weeks 26
Ordering materials & supplies, pick up parts, code invoices, approve invoices, etc 5 hours/week x 48 weeks = 240 hours/year 240
Contracting
Prepare RFPs for contracts (tree maintenance, weed
abatement, etc) 20 hrs/year on average 20
Staff Report Prep (assist)
Prepare contracts
Manage contractors, performance, payment, extra
work, terminating
Tree maintenance and removal
Fire Break (annual)
Weed Abatement
Electrical Services
Seasonal Workers
Elevator
Fire Extinguisher
Fire Sprinklers
Oakhurst Fountain
Janitorial
Misc Meetings
PG&E quarterly team meetings 4 meetings x 1.5 hrs 6
Misc Requests from City Manager or Dept Heads 2 requests/mo x 1 hrs/request 24 Misc Capital Improvement Projects 2023-2024
Meetings and discussions w/City Engineer 26
Climatec Energy Conservation and Infrastructure
Improvement Project 20
Mt. Diablo Creek/Cardonet Trail Repairs 100
Landslide removal and remediation from 2023 storms 10
Oakhurst GHAD 10
Landscape Maintenance District CFD 10
CCP and Grove Play Structure & poured in place mat
(Prop 68 Grant w/CDD) 30
Volunteer Group Support
Volunteer Group Project coordination, supplies &
support for church, Eagle Scout project, etc. 4 times/yr x 6 hrs/project 24 Little League 10 hrs/yr 10
Police Department Support
Department interaction 2 hrs/wk x 52 104
IT issues/infrastructure/training
Misc issues and training 2 hrs/mo 24
Chemicals at Maintenance Yard
Monthly Report 2 hrs/report/mo 24
Annual County Inspection 2 hrs/yr 2
Vehicle and Equipment Maintenance and Repair
9 Vehicles 3 hrs/wk x 52 wks 156
6 equipment (large)
17 equipment (small)
Smog Program w/State 15 hrs/yr 15
Do the Right Thing (DTRT) Banners
Replace 6 times per year 1 hr/replacement 6
Festivals and Events
Concerts in the Grove 6 hrs x 2 times (beginning and end) 12 Pride Parade 2 hrs 2
Memorial Day 2 hrs 2
Clayton Cleans Up 2 hrs 2
Classic Car Show (4x/year) 2 hrs 2
4th of July 2 hrs 2
Art and Wind (CBCA) 8 hrs 8
BBQ & Brews (CBCA) 8 hrs 8
Oktoberfest (CBCA) 8 hrs 8
Holidays in the Grove (CBCA) 2 hrs 2
Graffiti (Citywide)
Graffiti 1.5 hrs/wk 78
Vandalism (Citywide)
Vandalism 2 hrs/wk 104
Oakhurst Country Club
Coordinate mainteance and issues with Oakhurst
Country Club Maintenance Superintendent 2 hrs/mo x 12 mos/yr = 24 hrs/yr 24 Oakhurst Fountain operation and maintenance
Holidays and Special Events 12 Holidays + 6 events x 2 hrs =36 36 Pond Solutions 35
Misc Facility and Building Tasks
Keys, Cards, etc 6
Flags (three locations) replace, half-mast, etc 26
Replace Mayor's Pic @ City Hall 1 time x 1 hr 1
Janitorial
Coordinate with contractor 1 hr/wk x 52 wks 52
City Hall, Library, Endeavor Hall Quarterly HVAC inspections Quarterly HVAC 1 hr x 3 facility x 4 times 12
Endeavor Hall Kitchen Stove/Hood Exhaust Inspection 3
Annual inspection 1 time/yr 2
City Facilities Fire Extinguisher Inspection, test, recharge, replace, etc Fire Extinguishers 2 people x 6 hrs 12
City Hall Elevator Inspection
Elevator inspection 1 hr x 1 time 1
Library and Hoyer Hall
Lighs bulbs 1 hr/wk 52
Plumbing 1 hrs/wk 52
Misc Requests 1 hr/wk 52
HVAC Controls
HVAC Control management 2 times/mo x 2 hrs = 4 hrs x 12 wks 48 Keller House
Misc maintenance and coordianation with Clayton
Friends of the Library As requested/necessary 10
Christmas Decorations
Downtown 2 workers x 8 hrs 16
City Hall 5 hrs 5
Emergency Response
Trees/tree branches Typical year 24
Flooding
Mudslides
Power Outage Typical year 6
Signal malfunction Typical year 4
Traffic Accident Typical year 8
Request from Police Department Typical year 6
EOC Training
Street Light Outages, Repairs, Knock downs
Report and inspect 2 times/wk 104
Knock Down replacement 5-10/yr x 4 hrs ea 30
Solid Waste & Recycling
Load bins 2 times/wk x 2 hrs 208
Sidewalk, Curb and Gutter Maintenance and Repair
X miles of sidewalk 1 hr/wk x 52 wks 52
X miles of curb and gutter
X handicap ramps
Street Sign and Striping Maintenance and Repairs
X Street Signs 26 times/yr x 2 hrs/repair 52
City entry and city limit sign maintance 5 hrs/yr 5
X lane miles of streets
X Potholes repaired
1 worker x 2 hrs/day x 3 days/wk x 9 wks (Dec thru
Jan) 54
X feet Red Curb Maintained
X feet Centerline
x feet Fog/Bike Lane Striping 2 workers x 2 hrs x 2 days/wk x 4 wks 32 Pesticides (Supervisor is CA Certified Applicator)
Oversee all use including records, storage, procurement 26 Apply pesticdes
2 hrs/day x 175 days/yr x 1 worker (+ truck driver
25% time 438
Train Staff 2 hrs/yr 2
Annual Training to maintain certification 20 hrs CEU's bi annually 10 Drains to Creek on DI's
Drains to Creek Stencils and Program 100/yr (2 workers x 2 wks) 150 DI and Hot Spot Inspections 4 hrs/year 4
Storm Water, Trash Capture, Drainage Inlet and Creek Cleaning/Maintenance X DI's
Trash Capture Devices 52 Devices x 1 hr/device 52
X miles of creek
Clean V-Ditches and Drainage Inlets (DI's)
Clean V-Ditches 5 workers x 35 hrs/wk x 3 wks 525
Clean DI's 3 workers x 35 hrs/wk x 3 wks 315
Sand Bags @ Keller House
Order materials, fill 200 bags/year (minimum) 3 workers x 7 hrs ea 21 Clean Water Reports
Annual tracking and assist with data for Annual Storm
Water Report 4 hours/year 4
Creek Maintenance and repairs
7 miles of creeks Typical year 12
5 Bridges Typical year 5
Trail Maintenance and repairs
7 miles creekside trails Typical year 24
20 miles open space trails Typical Year 48
Tree trimming, maintenance and removal
Manage contract and approve completed work for payment 50 3000 City trees Typical year 16
Weed Abatement
Edge of Trails 3 days x 7 hrs 30
Contractor abatement 1 hr/day x 6 wks 50
Open Space Fire Break and Weed Abatement
515 acres of open space Manage contract 10
Notify residents and businesses of schedule
Irrigation mainline breaks (also includes broken heads, stuck valves, wiring issues, etc) X miles of irrigation
150-200/yr @ 4 - 8 hrs/break = 1000 hrs/yr (125
breaks x 6 hrs) 1000
X controllers
X valves
X sprinklers
Program and Operate Existing Controllers and
Installation of new controllers
Parks
Clayton Community Park--Infield prep, turf, weed,
fertilize, aerate, seed, shrubs, trees, gopher control, fences, gates, parking lots, restrooms, picnic areas,
shade structures, playgrounds, poured-in-place mat,
trails, lights, scoreboards, pest control, vandalism and graffiti, trash cans, dog poop bags
Infield and field prep prior to Little League season -
3 workers x 2 wks = 210 hrs each winter plus 3
workers x 1 wk = 105 hours each fall 315
Lydia Lane Park--playground, gopher control dog poop bags Stranahan Park
El Molino Mini Park
Westwood --Irrigation and shrubs
Clayton Dog Park
North Valley Park--Play Structure
The Grove--Turf, shrubs, trees, irrigation and
controllers, splashpad, artwork, artificial turf, gazebos, playground, poured-in-place mat, tables, restrooms,
speakers, lights, flags, walkways, pressure wash,
vandalism and graffiti
Playgrounds
Playground Inspections (done monthly @ 4 locations) 60
Playground repairs 100
Pressure Washing benches, tables, concrete, etc 30
Picnic Area Rental Clean Up/Prep for next user 65
Poured in Place Mat repairs 24
Median and Roadway Landscape Maintenance
50 street islands and median Manage Seasonal Workers 100 2,000,000 square feet of roadway maintenance
Trimming, Mowing and Fertilizing (March through November) Trimming
5 City workers x 30 hrs/wk x 39 wks + Contract
Workers 3,600 per year 9,450
Mowing CCP 1 worker x 8 hrs/wk x 39 wks 312
Mowing Small Turf 3 workers x 8 hrs/wk x 39 wks 936
Fertilizing CCP 2 workers x 16 hrs x 3 times/yr 96
Fertilizing Turf small lawns 2 workers x 16 hrs x 3 times/yr 96 Fertilize Shrubs 1 worker x 8 hrs x 3 days/yr 24
Trimming and Mowing (December through February)
Trimming 5 City workers x 5 hrs/wk x 4.32 wks/mo x 3 mos 324 Mowing None 0
TOTAL TIME IN HOURS REQUIRED TO ACCOMPLISH TASKS IDENTIFIED ABOVE 18,452 PUBLIC WORKS MAINTENANCE FULL-TIME STAFF-6 EMPLOYEES
1 Maintenance Supervisor
1 Senior Maintenance Worker
4 Maintenance Worker I/II
10 HOUR WORK DAYS, 4 DAYS PER WEEK HOURS/YR
PW Employee hours per year 52 wks x 4 days x 10 hrs/day 2,080 Lunch (0.5 hrs) and breaks (3 x 0.25 hrs = 0.75 hrs) 52 wks x 4 days x (0.5 hr + 0.75 hr) 260 Holidays 11 days @ 8 hrs/day 88
Personal/Floating Leave 3 days @ 8 hrs/day 24
Vacation (assumes 4 yrs of service for typical worker) 15 days @ 8 hrs/day 120 Sick Leave 12 days @ 8 hrs/day 96
TOTAL HOURS PER YEAR PER WORKER 1,492
TOTAL PUBLIC WORKS WORKER HOURS PER YEAR 8,952
CONTRACT WORKERS HOURS/YR
Workers.com $140,000/$30.59/hr 4,000
TOTAL CONTRACT WORKER HOURS PER YEAR 4,000
(the amount of hours at this budget figure will decrease annually as cost per hour increase)* See table 2 below Table 1-BOTTOM LINE HOURS/YR
TOTAL STAFF HOURS REQUIRED FOR WORK IDENTIIFIED ABOVE 18,452 FULL TIME CITY PW STAFF HOURS AVAILABLE 8,952
CONTRACT STAFF HOURS 4,000
ANNUAL HOURLY SHORTFALL FOR ALL CITY NEEDS 5,500
ADDITIONAL FTE NECESSARY FOR SHORTFALL OF ALL
CITY NEEDS 5515 HRS / 1492 HRS/EMP/YR 3.7
CONTRACT LANDSCAPE MTCE BUDGET FY2023-24 HOURS/YR
$140,000 FY 2023-24 BUDGET
$30.59/HR (total reduced by 10% due to training
needs/loss of productivity 4000
CONTRACT LANDSCAPE MTCE BUDGET FY 2020-21
Table 2- Difference In Contract Labor Hours due to cost increase $160,000 FY 2020-21 BUDGET $27.37/HR (PRE 3/22) 5846
DIFFERENCE OF CONTRACT HOURS 2021 TO 2024 1846
1269 HOURS = 0.85 FTE OR ADDITIONAL $39,000 FOR ADDITIONAL CONTRACT LABOR
SUMMARY ANALYSIS
1. CLAYTON'S LANDSCAPE AND OVERALL PUBLIC WORKS NEEDS ARE NOT BEING MET BY THE CURRENT STAFFING LEVELS
2. CITY STAFF IS NOT ABLE TO ADDRESS ALL NEEDS IN A TIMELY OR CONSISTENT MANNER DUE TO A LACK OF ADEQUATE STAFFING
3. THE LEVEL OF SERVICE IS DECREASING OVER TIME DUE TO INCREASED LABOR AND MATERIALS COSTS
4. THE INFRASTRUCTURE IS AGING REQUIRING MORE FREQUENT AND COSTLY ATTENTION
5. FUNDS NEED TO BE SET ASIDE ON AN ONGOING BASIS TO ADDRESS DEFERRED MAINTENANCE AND REPLACEMENT COSTS
6. CONTRACTING WITH A FULL TIME PROFESSIONAL LANDSCAPE MAINTENANCE COMPANY WILL PROVIDE A MORE COST EFFECTIVE AND RELIABLE SERVICE LEVELS
7. CITY SHOULD PREPARE FOR MORE SEVERE WEATHER PATTERNS SIMILAR TO THE 2022-23 STORMS AND FLOODING
8. AS RECOMMENDED IN THE May 2023 ORGANIZATIONAL ASSESSMENT, PW MAINTENANCE SHOULD BE LED BY A MANAGEMENT-LEVEL EMPLOYEE City of Clayton Class Specification
FLSA Status: Exempt
Date Revised: September 26, 2023
CLASS TITLE
MAINTENANCE SUPERINTENDENT
DEFINITION
Under general direction, plans, organizes, directs, and reviews all programs and personnel related to the maintenance of streets, storm drains, facilities, fleet, parks, and landscape; performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Manager. Exercises direct supervision over maintenance staff.
CLASS CHARACTERISTICS
The Maintenance Superintendent is a management-level classification with responsibility for all divisions of maintenance within the City. The incumbent exercises a considerable degree of independence and judgment in establishing priorities and carrying out activities consistent with City policy, goals, and objectives. Technical expertise to perform periodic maintenance functions supporting field staff is required.
EXAMPLES OF TYPICAL JOB FUNCTIONS
Class specifications are intended to present examples of the duties performed by employees in the classification. Any one position may not include all of the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Plans, organizes, and manages the maintenance and repair of City streets, storm drains, facilities, equipment, and vehicles.
• Plans, organizes, and manages the maintenance of parks and City landscape. • Oversees the development and implementation of division goals, objectives, policies, and priorities.
• Directs the Citywide fleet management program including maintenance, repair and purchase recommendations on vehicles and equipment.
• Participates in selection, performance evaluations, disciplinary measures, promotions, and termination recommendations for assigned personnel, including seasonal workers.
Maintenance Superintendent
• Recommends contract services for additional support in the administration of effective City maintenance as needed.
• Negotiates and oversees City contracts for traffic signal maintenance, janitorial services, street sweeping, fire breaks, related building maintenance, and other contract services as required. • Receives and delegates division work requests and work orders to subordinate staff. • Evaluates and directs staffing assignments, levels, and workloads. • Develops and maintains the division safety program and technical training. • Conducts invoice review and coding.
• Processes employee payroll.
• Directs purchasing and supply chain management for division. • Manages the programing, installation and repair of irrigation controllers and systems. • Maintains the inventory control system and program records related to all maintenance and repair activities.
• Periodically inspects maintenance jobs and assignments in progress to maintain quality and integrity of work performed as well as compliance with policy, procedure and municipal regulations.
• Provides technical advice and information to the public, staff and other City departments to facilitate operations.
• Coordinates division activities with other City departments, community groups, the general public, and outside agencies.
• Participates in the preparation and effective administration of the maintenance budget. • Prepares budget reports and reviews all division expenditures. • Attends council, commission, and community meetings to represent division and obtain/distribute information.
• Oversees and administers special projects within the division as required. • Performs line-level maintenance and repair when needed. • Performs related duties as assigned.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
QUALIFICATIONS
The requirements listed below are representative of the minimum qualifications for entry into the classification and do not necessarily convey the qualifications of incumbents in the position.
Knowledge of:
• Equipment, materials and work practices for the maintenance and repair of City streets, storm drains, facilities, fleets, parks, and landscaping.
• Maintenance management systems (planning, estimating, inventory, work orders). • Safe and efficient work practices, including City, State, and federal regulations. • Principles and practices of leadership, management, supervision, training, and performance evaluation.
• Quality assurance techniques and processes.
Maintenance Superintendent
• Modern equipment used for maintenance functions, programs, and projects, including computers and software applications relevant to work performed. • Operational requirements of municipal maintenance equipment. • Principles and practices of supply chain management and inventory control. • Principles and practices of effective municipal budget administration. • Principles and practices of contract administration, negotiation, development, and management.
• Principles, practices, and techniques of project management. • Principles and practices of procedure development and implementation. • Techniques for providing effective customer service to the public and City staff, in person and over various communication mediums.
• The structure and content of the English language, including the meaning of words, spelling and grammar.
Ability to:
• Direct and oversee the effective maintenance of City streets, storm drains, facilities, fleets, parks, and landscape.
• Develop and implement goals, objectives, policies, procedures, work standards, and control systems related to maintenance.
• Manage, supervise, assign, train and evaluate work of City maintenance personnel. • Manage contract personnel providing maintenance services to the City. • Manage multiple projects and programs.
• Courteously respond to community issues, concerns, and needs with the appropriate technical responses.
• Prepare and present organized and accurate reports relative to maintenance. • Analyze and evaluate new and existing programs, policies, procedures, and methods; make recommendations and implement changes as appropriate.
• Develop short and long-range plans for overall division functions. • Make recommendations for the improvement of efficiency and effectiveness of division activities.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform maintenance division work tasks. • Understand, interpret, and apply pertinent laws, codes, regulations, policies, procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet deadlines, and follow-up on assignments. • Communicate effectively, both orally and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Maintenance Superintendent
High school, supplemented by college-level or university-level courses. Four-year degree preferred.
and
Five (5) years of increasingly responsible experience in maintenance, three (3) years of which were in a supervisory role. Municipal government experience preferred.
Licenses and Certifications:
Must possess and maintain a valid California Class C driver license and satisfactory driving record.
Equipment specific licenses and certifications as required by regulation or City need.
Must possess a valid California State Pesticide Certificate Categories B & C; maintain all pesticide records; and provide training to staff in order to spray and pre-emerge weeds.
PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:
• Mobility to work in a standard office setting and in the field, using standard office and field equipment, including a computer.
• Sit at a desk and in meetings on a continuous basis for long periods of time. • Sit in and drive work vehicles frequently.
• Occasionally stand and walk between work areas and in the field. • Finger dexterity and strength is needed to access, enter, and retrieve data using a computer keyboard and to operate and grasp tools and equipment.
• Perform repetitive keystrokes on a computer keyboard. • Perform simple gripping, grasping, and fine manipulation to write, use a computer mouse, and operate office equipment.
• Normal color vision to read printed materials, identify maintenance parts and systems as well as operate computers and software effectively.
• Normal hearing and speech to communicate in person and over the phone. • Lift, carry, push, and pull materials and objects weighing up to 25 pounds. • Occasionally bend, stoop, kneel, reach, twist, turn, push, and pull to use equipment or traverse field terrain.
ENVIRONMENTAL AND WORKING CONDITIONS
These described work environment characteristics are representative of those an employee encounters while performing the essential functions of this job:
• Work is performed in both indoor and outdoor environments with moderate noise levels. • Work is frequently performed in an office environment with controlled temperature conditions and natural and florescent lighting at a desk and in front of a computer. • Work is occasionally performed outdoors in an environment of constant noise around machinery with moving parts, in varying weather conditions and on various terrains.
Maintenance Superintendent
• Occasional exposure to smoke, fumes, gas dust, allergens, grease, oil, pesticides, chemicals and electrical energy.
• Occasionally subject to vibration while operating equipment. • Work is frequently disrupted by the need to respond to in-person and phone inquiries.
ADDITIONAL REQUIREMENTS
Must respond to emergency situations and certain activities or meetings during off-hours and on regular days off as necessary.
Positions in this classification require at least the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)
RESOLUTION NO. XX-2023
A RESOLUTION APPROVING CHANGES TO THE SALARY SCHEDULE OF THE
MAINTENANCE SUPERINTENDENT AND APPROVAL OF A RECLASSIFICATION OF
THE MAINTENANCE SUPERVISOR POSITION TO MAINTENANCE SUPERINTENDENT
THE CITY COUNCIL
City of Clayton, California
WHEREAS, the governing body of a municipality is charged with approving the salary ranges for various job classifications within the city; and WHEREAS, the City of Clayton has evaluated the Maintenance Department through two different types of analysis (staffing levels and operational work hours); and WHEREAS, the analysis in both reports show that additional resources (staff or contracted services) are needed to maintain current service levels; and WHEREAS, the ability to create the salary ranges of the Maintenance Superintendent will align with the change in the operational model; and WHEREAS, the City Manager is also requesting the reclassification of the Maintenance Supervisor to the Maintenance Superintendent.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Clayton hereby adopts the revised salary schedule effective October 7, 2023, as shown in Exhibit A, and the reclassification of the Maintenance Supervisor to the Maintenance Superintendent.
PASSED, APPROVED AND ADOPTED ON by the City County of Clayton, California, at a regular public meeting thereof held on the 3rd day of October 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
THE CITY COUNCIL OF CLAYTON, CA
________________________________
Jeff Wan, Mayor
ATTEST
_________________________________
Bret Prebula, City Manager
Resolution XX-2023
Exhibit “A”
A B C D E
Maintenance Superintendent $ 8,200 $ 8,610 $ 9,041 $ 9,493 $ 9,967
INTRODUCTION
SUMMARY OF RECOMMENDATIONS
DEPARTMENT CURRENT BUDGETED
STAFFING LEVEL FTE RECOMMENDED STAFFING LEVEL FTE
ADMINISTRATION
City Manager
City Clerk/HR
Assistant to City Manager
Finance Director
Accounting Technician
Office Assistant
Senior Accountant (FY 22-23
funding only)
1.0 1.0
1.0 1.0
0.8 0.7
5.5 1.0
6.5 City Manager
City Clerk/HR
Assistant to City Manager
Administrative Services
Director
Accountant
Accounting Technician
Office Assistant
1.0 1.0
1.0 1.0
1.0 0.8
0.7 6.5
COMMUNITY
DEVELOPMENT
Community Development
Director
Assistant Planner
Office Assistant
1.0 0.8
0.3 2.1
Community Development
Director
Associate Planner
Assistant Planner
Office Assistant
1.0 1.0
0.8 0.3
3.1 PUBLIC WORKS
Maintenance Supervisor
Senior Maintenance Worker
Maintenance Worker II
Maintenance Worker I
1.0 1.0
1.0 3.0
6.0 Public Works Manager
Maintenance Supervisor
Senior Maintenance Worker
Maintenance Worker II
Maintenance Worker I
1.0 1.0
2.0 1.0
3.0 8.0
POLICE
Police Chief
Police Sergeant
Police Officer
Office Coordinator
Administrative Clerk
1.0 4.0
6.0 1.0
1.0 13.0
Police Chief
Police Lieutenant
Police Sergeant
Police Officer
Office Coordinator
Administrative Clerk
1.0 1.0
3.0 6.0
1.0 1.0
13.0 TOTAL 27.6 30.6
PRIORITIZATION OF RECOMMENDATIONS
SALARY SURVEY
CONCLUSION