Agenda packet — Clayton City Council, November 19, 2024

_____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 1

CLAYTON CITY COUNCIL

REGULAR MEETING AGENDA
Tuesday, November 19, 2024
7:00 p.m.

Hoyer Hall, Clayton Community Library
6125 Clayton Road, Clayton, CA 94517
Zoom Videoconference and Call-in:

Webinar: https://us02web.zoom.us/j/81342918951
Telephone: 1 + (669) 900 - 9128 Webinar ID: 813 4291 8951

1. CALL TO ORDER AND ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Members of the public may address the City Council on non-agendized items within the Council’s jurisdiction. To ensure an orderly meeting and an equal opportunity for everyone, each speaker is limited to three (3) minutes, or the time established by the Mayor. 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 other agenda items will be allowed when each item is considered by the Council.

Jim Diaz, Mayor
Kim Trupiano, Vice Mayor 0BPeter Cloven, Councilmember
Holly Tillman, Councilmember Jeff Wan, Councilmember
_____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 2

4. CONSENT CALENDAR
Consent Calendar items are typically routine in nature and are considered for approval by one single motion. 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. Approval of the October 15, 2024, Meeting Minutes (City Clerk) (View)
b. Adopt a Resolution Approving the Amended Conflict of Interest Code of the City of Clayton. (City Clerk)
(View)
c. Approve a Professional Services Agreement with Peregrine Technologies, Inc. for Access to their Public Safety Data Application. (Police Chief) (View)

5. RECOGNITIONS AND PRESENTATIONS
a. Certificates of Recognition to Public School Students for Exemplifying the “Do the Right Thing” Character Trait of “Respect” During the Month of October 2024.
(View)
b. Certificate of Appreciation – Jacalyn Ferrer, Former Contra Costa Library Commissioner
(View)
c. Information Only – No Action Requested
• Native American Heritage Month
• Dutch American Heritage Day – November 13th
• Homeless Awareness Week – November 11th to November 23rd

6. REPORTS
a. City Manager / Staff
• Link to ClearGov Transparency Portal:
https://cleargov.com/california/contra-costa/city/clayton/checkbook

7. PUBLIC HEARINGS
(There are no Public Hearings scheduled for this meeting.) _____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 3

8. ACTION ITEMS
a. Approve the Installation of a Bronze Plaque in Memory of Bob Hoyer at a Designated Location in Grove Park and Authorize the Associated Costs for the Plaque and its Management. (City Manager)
(View)
b. Authorize a Budget Amendment in an Amount Not to Exceed $60,000 for the Flooring and Painting Project on the Third Floor of City Hall and to Authorize the City Manager to close the Third Floor of City Hall during the week of December 16, 2024. (Assistant City Manager)
(View)
c. Adopt a Resolution Authorizing the Addition of a Full-Time Classification of Administrative Clerk to Include the Related Job Specification, Benefit Package, and Pay Range with a Low Annual Compensation of $54,580.31 and a High Annual compensation of $66,342.71 in Line with the Current Police Administrative Clerk Position. (Assistant City Manager) (View)
d. Adopt a Resolution Authorizing the Addition of a Full-Time Classification of Community Services Coordinator to Include the Related Job Specification and Pay Range with a Low Annual Salary of $72,449 and a High Annual Salary of $88,062. (Assistant City Manager)
(View)
e. Adopt a Resolution Authorizing the Addition of a Part-Time Classification of Community Services Leader and the Related Job Specification and Pay Range with a Low Hourly Rate of $17.92 and a High Hourly Rate of $21.23. (Assistant City Manager)
(View)
f. Adopt a Resolution Authorizing the Addition of a Full-Time Classification of Senior Management Analyst to Include the Related Job Specification, Benefit Package and Pay Range with a Low Annual Salary of $126,267 and a High Annual Salary of $153,478. (Assistant City Manager) (View)
g. Adopt a Resolution Authorizing the Addition of a Full-Time Classification of Senior Planner to Include the Related Job Specification, Benefit Package and Pay Range with a Low Annual Salary of $108,021 and a High Annual Salary of $131,300, and to Delete the Full-Time Community Development Director and Full-Time Assistant Planner Positions From the FY 2024-25 Annual Budget. (Assistant City Manager)
(View)
_____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 4

9. COUNCIL ITEMS – Limited to Council requests and directives for future meetings.

10. COUNCIL REPORTS

11. ADJOURNMENT
The next regularly scheduled meeting of the City Council will be December 3, 2024. For meeting information and materials, please visit the City’s website at www.claytonca.gov
_____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 5
Meeting Information and Access
• 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 requiring special accommodation to participate, please call the City Clerk’s office at least 72 hours (about 3 days) before the meeting on (925) 673-7300.

Remote Access
The public may attend City Council meetings in-person or remotely via livestream on the City’s website and through 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.

1. Videoconference: Click or visit the link on the front page of the meeting agenda.

To access the webinar, you may download the Zoom client application or connect to the meeting in the web browser. You will be asked to enter your email address and name.

When the Mayor calls your item of interest, click the “raise hand” icon to be added to the speaker queue. The Clerk will identify you by name and you will hear “you have been unmuted” when it is your turn to provide public comment.

2. Phone-in: Dial the telephone number provided on the front page of the agenda.

When prompted, enter the meeting ID. Once connected you will hear the meeting discussions but will remain muted. When your item of interest is called, please dial *9 to “raise hand” and be added to the speaker queue. The Clerk will identify you by the last 4-digits of your phone number and you will hear “you have been unmuted” when it is your turn to provide public comment. To toggle between mute/unmute on your device, please dial *6.
_____________________________________________________________________________________________ City Council Agenda November 19, 2024 Page 6

3. E-mail Public Comments: Public comment may also be sent to the City Clerk at [email protected] by 5:00 p.m. on the day of the meeting. All e-mailed public comments will be forwarded to the entire City Council and made part of the official meeting file.

Each person attending the meeting in-person, via videoconference, or call-in and who wishes to speak on an agendized or non-agendized matter (within the council’s jurisdiction), shall have a set amount of time to speak as determined by the Mayor. ___________________________________________________________________________________ City Council Regular October 15, 2024 Page 1
Meeting Minutes

MINUTES
OF THE

REGULAR MEETING

CLAYTON CITY COUNCIL
TUESDAY, October 15, 2024

1. CALL TO ORDER AND ROLL CALL – The meeting was called to order at 7:00 p.m. by Mayor Diaz 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 Diaz, Vice Mayor Trupiano, and Councilmembers: Cloven, Tillman, and Wan. Staff present:

City Manager, Kris Lofthus; Assistant City Manager, Regina Rubier; Police Chief, Richard McEachin; City Attorney, Malathy Subramanian; and City Clerk, Stephanie Cabrera-Brown.

2. PLEDGE OF ALLEGIANCE – Led by Mayor Diaz

3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Members of the public may address the City Council on non-agendized items within the Council’s jurisdiction. To ensure an orderly meeting and an equal opportunity for everyone, each speaker is limited to three (3) minutes, or the time established by the Mayor. 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 other agenda items will be allowed when each item is considered by the Council.

Linda Hudak – Spoke regarding political attacks and flyers.

Rosy Straka – Spoke regarding current campaign practices and how she plans to vote.

Ed Miller – Spoke regarding current campaign practices and how he plans to vote.

DRAFT 4a Attachment 1
(Back to Agenda)
_____________________________________________________________________________________________ City Council Regular October 15, 2024 Page 2
Meeting Minutes
Richard Enea – Spoke regarding his qualifications for City Council, provided background on his candidacy, his platform, and shared how voters can reach him.

Holly Tillman (Councilmember) – Read correspondence received in support of candidacy, spoke regarding political flyers that have been sent out, her qualifications for re-election, and her platform.

Maria Shulman – Spoke regarding her qualifications for City Council, her platform, and how she plans to serve the community if she is elected.

At the request of Mayor Diaz, Vice Mayor Trupiano assumed the chair at 7:36 p.m.

Jim Diaz (Councilmember) – Spoke regarding campaigning, his platform, the city’s finances, regarding work that has been completed during his current term, and priorities if re-elected.

The Mayor resumed the chair at 7:39 p.m.

4. CONSENT CALENDAR
It was moved by Councilmember Wan, seconded by Vice Mayor Trupiano to approve Consent Calendar item 4(a) as submitted (Passed: 5- 0). a. Approval of the October 1, 2024, Meeting Minutes (City Clerk)

5. RECOGNITIONS AND PRESENTATIONS
a. Certificates of Recognition to Public School Students for Exemplifying the “Do the Right Thing” Character Trait of “Responsibility” during the month of September 2024.

Councilmember Cloven provided a brief overview of the “Do the Right Thing” program and was joined by Vice Principal Miranda Romo (Mount Diablo Elementary) and Principal Vicky Wilson (Diablo View Middle School) to present the awards for “Responsibility” b. Certificate of Appreciation – Jim Mahan, Acting Postmaster for the City of Clayton, U.S. Postal Service.

Mayor Diaz shared Mr. Mahan’s accomplishments since coming to Clayton as the Acting U.S. Postmaster for Clayton. Mr. Mahan thanked the Council and Clayton community.

DRAFT 4a Attachment 1
_____________________________________________________________________________________________ City Council Regular October 15, 2024 Page 3
Meeting Minutes

6. REPORTS
a. City Manager / Staff
• Link to ClearGov Transparency Portal:
https://cleargov.com/california/contra-costa/city/clayton/checkbook Kris Lofthus, City Manager provided a report on meeting with East Bay Regional Parks, attended meetings for the PMA with Assistant City Manager and the Mayors’ conference, and spoke regarding various projects in process.

7. PUBLIC HEARINGS
(There were no Public Hearings scheduled for this meeting.)

8. ACTION ITEMS
a. Appoint Amit Prayag to the Contra Costa Library Commission for the remainder of a 3-year term (7/1/2023 - 6/30/26), with a term end date of June 30, 2026. (City Clerk)
Stephanie Cabrera-Brown, City Clerk/Assistant to the City Manager, provided a brief overview of the previous appointment and the candidate’s background.

Amit Prayag spoke regarding his experience and the reason he would like to be a library commissioner.

The Mayor opened the for public comment; There were no members of the public wishing to speak on this item.

It was moved by Councilmember Wan and seconded by Vice Mayor Trupiano to appoint Amit Prayag to the Contra Costa Library Commission for the remainder of a 3-year term. (Passed; 5-0)

b. Designation of Voting Delegate and Alternate Delegate for League of California Cities 2024 Annual Conference being held October 16 – 18, 2024, in Long Beach and determine the City’s position on the League Conference Resolutions Committee Resolution. (City Clerk) Stephanie Cabrera-Brown, City Clerk/Assistant to the City Manager provided a brief overview of Voting Delegate and Alternate Delegate for League of California Cities Annual Conference selection process and the Resolution being considered by the conference Resolutions Committee.

DRAFT 4a Attachment 1
_____________________________________________________________________________________________ City Council Regular October 15, 2024 Page 4
Meeting Minutes
The Mayor opened the for public comment; There were no members of the public wishing to speak on this item.

The Mayor divided the question
It was moved by Councilmember Wan and seconded by Vice Mayor Trupiano to select Councilmember Tillman as the Voting Delegate, with no Alternate Delegate, to attend the League of California Cities 2024 Annual Conference. (Passed; 5-0)
It was moved by Councilmember Peter and seconded by Councilmember Wan to direct Councilmember Tillman, as the Voting Delegate, to vote in support of the proposed Resolution Committee Resolution at the League of California Cities 2024 Annual Conference. (Passed; 5-0) c. Ratify the April 9, 2024, Engagement Letter Agreement between the City of Clayton (City) and Chavan and Associates, LLC (Chavan) regarding financial auditing services for fiscal years 2023-24, 2024-25, 2025-26 and optional years 2026-27 and 2027-28, for a total contract amount not to exceed $187,500.

Regina Rubier, Assistant City Manager provided a brief overview of Engagement Letter Agreement between the City of Clayton (City) and Chavan and Associates, LLC, and the reason the engagement letter was not previously approved by the council.

The Mayor opened the for public comment; There were no members of the public wishing to speak on this item.

Contract 2024-28
It was moved by Councilmember Wan and seconded by Councilmember Tillman to Ratify the April 9, 2024 Engagement Letter Agreement between the City of Clayton and Chavan and Associates, LLC. (Passed; 5-0)

9. COUNCIL ITEMS – Limited to Council requests and directives for future meetings.

Councilmember Tillman requested to agendize 2025 meeting schedule and a discussion to discuss hiring an independent third-party to investigate the staff turnover and requested governance training for the council.

Mayor Diaz requested to agendize routine proclamations.

DRAFT 4a Attachment 1
_____________________________________________________________________________________________ City Council Regular October 15, 2024 Page 5
Meeting Minutes

10. COUNCIL REPORTS
Councilmember Cloven attended meeting(s) for: Clayton Pride Board; Attended:

Oktoberfest; Announced the Clayton Historical Society Halloween Homes Tour scheduled for October 19th.

Councilmember Wan spoke with constituents.

Councilmember Tillman Volunteered at Oktoberfest; and spoke regarding the passing of a friend and community member.

Vice Mayor Trupiano attended meeting(s) for: Clayton Community Foundation; Shared information on the memorial service for Jeanie Boyd; Met with City leadership and Cemex, East Bay Regional Parks; Attended: Mayors Conference; Announced: The CCLF Booksale, CCLF membership/benefits, Clayton Valley Village Supper on October 20th; and shared information regarding the election and voting.

Mayor Diaz Attended: Mayors’ Conference and Oktoberfest; Met with: Contra Costa County Connections, and City leadership.

Chief McEachin shared that the Clayton Valley Charter High School Homecoming parade will be October 17th.

11. ADJOURNMENT – on a call by Mayor Diaz, The City Council adjourned its meeting at 8:16 p.m. in memory of:

Bette Boatmun
Kellie Howard
Debra Gonsalves
The next meeting will be on Tuesday, November 19, 2024.

Please note the Minutes of this meeting set forth all actions taken by the City Council on the matters stated, but not necessarily in the chronological sequence in which the matters were taken up.
***
Respectfully submitted,
_____________________________
Stephanie Cabrera-Brown, City Clerk
DRAFT 4a Attachment 1
_____________________________________________________________________________________________ City Council Regular October 15, 2024 Page 6
Meeting Minutes

APPROVED BY THE CLAYTON CITY COUNCIL
_____________________________
Jim Diaz, Mayor
DRAFT 4a Attachment 1
City Council Agenda Item 4b Page 1 of 2 November 19, 2024 City Council Agenda Item 4b

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Stephanie Cabrera-Brown, City Clerk/Assistant to the City Manger DATE: November 19, 2024
SUBJECT: Adopt a Resolution Approving the City’s Amended Conflict of Interest Code

RECOMMENDATION
Adopt a Resolution approving the amended Conflict of Interest Code of the City of Clayton.

BACKGROUND
The Political Reform Act (the “Act”) requires all public agencies to adopt and maintain a Conflict of Interest Code containing the rules for disclosure of personal assets and the prohibition from making or participating in making governmental decisions that may affect any personal assets. The Conflict of Interest Code must specifically designate all agency positions that make or participate in the making of decisions and assign specific types of personal assets to be disclosed that may be affected by the exercise of powers and duties of that position.

The Act further requires that an agency regularly review and update its Code as necessary when directed by the code-reviewing body or when change is necessitated by changed circumstances (Sections 87306 and 87306.5).

Pursuant to the Act the City adopted a Conflict of Interest Code which was last amended and approved by the City Council on October 20, 2020. No amendments were recommended in 2022. Review of the Code was done as directed by City Council as the City’s code-reviewing body and shows that it must be amended to include new positions that must be designated and revise the title of an existing position.

Attached is a redline version of the proposed amended Conflict of Interest Code showing the revisions made.
(Back to Agenda)
City Council Agenda Item 4b Page 2 of 2 November 19, 2024 Government Code section 87303 provides that no code or amendment to a code shall be effective until it has been approved by the code-reviewing body.

DISCUSSION
The City Council, as the reviewing body of the Conflict of Interest code should review the suggested amendments to confirm they align with the actions taken by the council to add the Assistant City Manager/Administrative Services Director title and revise the City Clerk title.

FISCAL IMPACT
None.

CEQA IMPACT
None.

ATTACHMENT(S):

1. Resolution No. XX-2024 Amending the Conflict of Interest Code

2. Legislative (redline) version of proposed amended Conflict of Interest Code

3. Legislative (clean) version of proposed amended Conflict of Interest Code 1 November 19, 2024
Resolution XX-2024
RESOLUTION NO. XX-2024

A RESOLUTION APPROVING AN AMENDED CONFLICT

OF INTEREST CODE PURSUANT TO THE POLITICAL
REFORM ACT OF 1974

THE CITY COUNCIL
City of Clayton, California
WHEREAS, the State of California enacted the Political Reform Act of 1974, Government Code Section 81000, et seq. (the "Act"), which contains provisions relating to conflicts of interest which potentially affect all officers, employees and consultants of the City of Clayton (the “City”), and requires all public agencies to adopt and promulgate a conflict of interest code; and
WHEREAS, the City Council adopted a Conflict of Interest Code (the "Code") which was amended on October 20, 2020, in compliance with the Act; and WHEREAS, subsequent changed circumstances within the City have made it advisable and necessary pursuant to Sections 87306 and 87307 of the Act to amend and update the City’s Code; and
WHEREAS, notice of the time and place of a public meeting on, and of consideration by the City Council of, the proposed amended Code was publicly posted for review at the offices of the City; and
WHEREAS, a public meeting was held upon the proposed amended Code at a regular meeting of the City Council on November 19, 2024, at which all present were given an opportunity to be heard on the proposed amended Code.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Clayton, California, as follows:

Section 1. The City Council does hereby approve and adopt the proposed amended Conflict of Interest Code, a copy of which is attached hereto and shall be on file with the City Clerk and available to the public for inspection and copying during regular and business hours;
Section 2. The said amended Conflict of Interest Code shall become effective immediately upon its adoption and approval of the Resolution (Effective Date); and Section 3. All previous Conflict of Interest Codes of the City of Clayton and amendments thereto shall be rescinded as of the effective date of said amended Conflict of Interest Code as approved and adopted by the City Council.

PASSED AND ADOPTED by the City Council of the City of Clayton, California, at a regular meeting thereof held this 19th day of November, 2024, by the following roll call vote to wit:
4b Attachment 1
2 November 19, 2024
Resolution XX-2024
AYES:

NOES:

ABSENT:

ABSTAIN:

THE CITY COUNCIL OF CLAYTON
_________________________________
Jim Diaz, Mayor
ATTEST:
______________________________
Stephanie Cabrera-Brown, City Clerk
4b Attachment 1
38044.00000\42467959.2

LAW OFFICES OF

BEST BEST & KRIEGER LLP
BBK – September 2020 November 2024

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
4b Attachment 2
38044.00000\42467959.2

LAW OFFICES OF

BEST BEST & KRIEGER LLP
- 1 -
BBK - September 2020 November 2024

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
(Amended October 20, 2020 November 19, 2024)
The Political Reform Act (Government Code Section 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted 2 Cal. Code of Regs. Section 18730 which contains the terms of a standard conflict of interest code which can be incorporated by reference in an agency’s code. After public notice and hearing Section 18730 may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. This regulation (attached) and the attached Appendix designating officials and employees and establishing disclosure categories, shall constitute the conflict of interest code of the City of Clayton (the "City").

The Mayor, Members of the City Council and Planning Commission, the City Manager, the City Attorney and the City Treasurer, may electronically file their annual statements of economic interests directly with the Fair Political Practices Commission. All other officials and designated positions required to submit a statement of economic interests shall file their statements with the City Clerk as the City’s Filing Officer. The City Clerk shall retain the original statements filed by all other officials and designated positions and will make all retained statements available for public inspection and reproduction during regular business hours. (Gov. Code Section 81008.) All officials and designated positions required to submit a statement of economic interests shall receive ethics training as required pursuant to Government Code section 53235 (AB 1234). The City’s Filing Officer shall annually provide all filers with information on training available to meet the requirements of Section 53235, and maintain required records indicating the dates that filers satisfied the training requirements and the entity that provided the training. These records shall be retained for five years after the date of training and are public records subject to disclosure under the California Public Records Act. (Gov. Code § 53235.2.) 4b Attachment 2
38044.00000\42467959.2

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. A-1
BBK - September 2020 November 2024

APPENDIX

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
(Amended October 20, 2020 November 19, 2024)
PART “A”
The Mayor, Members of the City Council and Planning Commission, the City Manager, the City Attorney, the City Treasurer, and All Other City Officials who manage public investments, as defined by 2 Cal. Code of Regs. §18700.3, are NOT subject to the City’s Code but must file disclosure statements under Government Code Section 87200 et seq. [Regs. § 18730(b)(3)]

OFFICIALS WHO MANAGE PUBLIC INVESTMENTS
It has been determined that the positions listed below are Other City Officials who manage public investments1. These positions are listed here for informational purposes only.

Assistant City Manager/Administrative Services Director Finance Director
Financial Consultant
1 Individuals holding one of the above-listed positions may contact the Fair Political Practices Commission for assistance or written advice regarding their filing obligations if they believe that their position has been categorized incorrectly. The Fair Political Practices Commission makes the final determination whether a position is covered by § 87200. 4b Attachment 2
38044.00000\42467959.2

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. A-2
BBK - September 2020 November 2024

DESIGNATED POSITIONS

GOVERNED BY THE CONFLICT OF INTEREST CODE
DESIGNATED POSITIONS’ DISCLOSURE CATEGORIES

TITLE OR FUNCTION ASSIGNED
Assistant City Attorney 1, 2
Assistant Planner 1, 2
Assistant to the City Manager 2, 3, 4
Chief of Police 5
City Clerk/Assistant to the City Manager 5
City Engineer 1, 2
Community Development Director 1, 2
Maintenance Supervisor 5
Office Assistant/Code Enforcement Officer 6
Police Administrative Clerk 6
Police Sergeant 5
Successor Agency Special Legal Counsel 1, 2
Consultants and New Positions2
2 Individuals serving as a consultant as defined in FPPC Reg 18700.3 or in a new position created since this Code was last approved that makes or participates in making decisions must file under the broadest disclosure set forth in this Code subject to the following limitation:

The City Manager may determine that, due to the range of duties or contractual obligations, it is more appropriate to assign a limited disclosure requirement. A clear explanation of the duties and a statement of the extent of the disclosure requirements must be in a written document. (Gov. Code Sec. 82019; FPPC Regulations 18219 and 18734.). The City Manager’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. (Gov. Code Sec. 81008.)
4b Attachment 2
38044.00000\42467959.2

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. B-1
BBK - September 2020 November 2024
PART “B"

DISCLOSURE CATEGORIES
The disclosure categories listed below identify the types of economic interests that the designated position must disclose for each disclosure category to which he or she the Designated is assigned.3 ”Investment” means financial interest in any business entity (including a consulting business or other independent contracting business) and are reportable if they are either located in, doing business in, planning to do business in, or have done business during the previous two years in the jurisdiction of the City.

Category 1: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that do business or own real property within the jurisdiction of the City.

Category 2: All interests in real property which is located in whole or in part within, or not more than two (2) miles outside, the boundaries of the City, including any leasehold, beneficial or ownership interest or option to acquire property.

Category 3: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that are engaged in land development, construction or the acquisition or sale of real property within the jurisdiction of the City.

Category 4: Ail investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that provide services, products, materials, machinery, vehicles or equipment of a type purchased or leased by the City.

Category 5: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that provide services, products, materials, machinery, vehicles or equipment of a type purchased or leased by the designated position’s department, unit or division.

Category 6: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, subject to the regulatory, permit, or licensing authority of the designated employee's department, unit or division.
3 This Conflict of Interest Code does not require the reporting of gifts from outside this agency’s jurisdiction if the source does not have some connection with or bearing upon the functions of the position. (Reg. 18730.1)
4b Attachment 2
38044.00000\42467959.3

LAW OFFICES OF

BEST BEST & KRIEGER LLP
BBK – November 2024

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
4b Attachment 3
38044.00000\42467959.3

LAW OFFICES OF

BEST BEST & KRIEGER LLP
- 1 -
BBK - November 2024

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
(Amended November 19, 2024)
The Political Reform Act (Government Code Section 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted 2 Cal. Code of Regs. Section 18730 which contains the terms of a standard conflict of interest code which can be incorporated by reference in an agency’s code. After public notice and hearing Section 18730 may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. This regulation (attached) and the attached Appendix designating officials and employees and establishing disclosure categories, shall constitute the conflict of interest code of the City of Clayton (the "City").

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. A-1
BBK - November 2024

APPENDIX

CONFLICT OF INTEREST CODE
OF THE

CITY OF CLAYTON
(Amended November 19, 2024)
PART “A”
The Mayor, Members of the City Council and Planning Commission, the City Manager, the City Attorney, the City Treasurer, and All Other City Officials who manage public investments, as defined by 2 Cal. Code of Regs. §18700.3, are NOT subject to the City’s Code but must file disclosure statements under Government Code Section 87200 et seq. [Regs. § 18730(b)(3)]

OFFICIALS WHO MANAGE PUBLIC INVESTMENTS
It has been determined that the positions listed below are Other City Officials who manage public investments0F

1. These positions are listed here for informational purposes only.

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. A-2
BBK - November 2024

DESIGNATED POSITIONS

GOVERNED BY THE CONFLICT OF INTEREST CODE
DESIGNATED POSITIONS’ DISCLOSURE CATEGORIES

TITLE OR FUNCTION ASSIGNED
Assistant City Attorney 1, 2
Assistant Planner 1, 2
Assistant to the City Manager 2, 3, 4
Chief of Police 5
City Clerk/Assistant to the City Manager 5
City Engineer 1, 2
Community Development Director 1, 2
Maintenance Supervisor 5
Office Assistant/Code Enforcement Officer 6
Police Administrative Clerk 6
Police Sergeant 5
Successor Agency Special Legal Counsel 1, 2
Consultants and New Positions1F
2 2 Individuals serving as a consultant as defined in FPPC Reg 18700.3 or in a new position created since this Code was last approved that makes or participates in making decisions must file under the broadest disclosure set forth in this Code subject to the following limitation:

LAW OFFICES OF

BEST BEST & KRIEGER LLP
App. B-1
BBK - November 2024
PART “B"

DISCLOSURE CATEGORIES
The disclosure categories listed below identify the types of economic interests that the designated position must disclose for each disclosure category to which the Designated is assigned.2F
3 ”Investment” means financial interest in any
business entity (including a consulting business or other independent contracting business) and are reportable if they are either located in, doing business in, planning to do business in, or have done business during the previous two years in the jurisdiction of the City.

Category 4: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that provide services, products, materials, machinery, vehicles or equipment of a type purchased or leased by the City.

STAFF REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: Richard McEachin, Police Chief
DATE: November 19, 2024
SUBJECT: Approve Professional Services AgreementWith Peregrine Technologies, Inc. for Access to their Public Safety Data Applications
___________________________________________________________________________

RECOMMENDATION
Approve a Professional Services Agreement with Peregrine Technologies, Inc. for access to their public safety data applications.

BACKGROUND
Peregrine is a public safety technology platform that combines accessibility of various databases into one location. These databases include:
• Historical and current Computer Aided Dispatch (CAD), Records Management System (RMS) information, and Crossroads crash information hosted by the Concord Police Department and provided to the Clayton Police Department through our interdepartmental agreement for the provision of such services. • The Clayton Police Department’s Digital Evidence contained in Axon’s Evidence.com • Access to data from other agencies in Contra Costa County with proper Memoranda of Understanding (MOU).
• Interfacing with the Contra Costa County District Attorney’s Office for electronic filing of criminal cases.
• Other integrations with written mutual agreement of both parties.

DISCUSSION
Many agencies in Contra Costa County, including Concord, Walnut Creek, Pittsburg, Antioch, Richmond, Contra Costa Sheriff, and San Pablo, currently utilize Peregrine.

Peregrine assists staff in accessing information quickly and efficiently by having all data available on one platform. A single search for a name, address, or phone number will cross all the databases integrated into Peregrine, thus allowing staff to locate information in a City Council Agenda Item 4c Page 2 of 2 November 19, 2024 timely manner. This also streamlines Public Records requests by making all the requested data accessible in one location.

With cases that go to the District Attorney for review/possible charges, the Clayton Police Department currently hand delivers 3 copies of each case to the DA’s office. This takes time and uses an enormous amount of paper. To save time and money, cases can be filed electronically using two different methods: by email via an encrypted email address, or through Peregrine.

The agreement covers set-up of the platform specific to the Clayton Police Department, as well as user training. The length of the agreement is five (5) years, renewable each October 31 through 2028. The annual fee for this agreement is $10,000.00. The cost is based on the size of the department, with many larger agencies paying over $100,000.00 per year. An unlimited number of users employed by the Clayton Police Department can access the platform under this agreement.

FISCAL IMPACT
The cost of this agreement is $10,000.00 per year for five (5) years, for a total cost of $50,000.00. The $10,000.00 cost for fiscal year 2024/25 was already approved in the current budget, so the request is for the approval of the additional 4 years of the contract.

CEQA IMPACT
None.

ATTACHMENT(s):

1. Peregrine Professional Services Agreement

4c Attachment 1

4c Attachment 1
Marley Jones
for
“Doing the Right Thing”
at
Diablo View Middle School
by exemplifying great “Respect”
October 2024
(Back to Agenda)
City CouncilAgenda Item 5a
Zeth Ramirez
for
“Doing the Right Thing”
at
Diablo View Middle School
by exemplifying great “Respect”
October 2024
”
Sloan Heller-Robbins
for
“Doing the Right Thing”
at
Diablo View Middle School
by exemplifying great “Respect”
October 2024
Chloe White
for
“Doing the Right Thing”
at
Mt. Diablo Elementary School
by exemplifying great “Respect”
October 2024
Lauren Adams
for
“Doing the Right Thing”
at
Mt. Diablo Elementary School
by exemplifying great “Respect”
October 2024
Mary Hubl
for
“Doing the Right Thing”
at
Mt. Diablo Elementary School
by exemplifying great “Respect”
October 2024
Jacalyn Ferrer
for
her valued contributions to
the City of Clayton
by
serving on the Contra Costa Library Commission
and her continued support of the Clayton
Community Library
November 2024
_________________

PETER CLOVEN, COUNCILMEMBER
__________________

HOLLY TILLMAN, COUNCILMEMBER
_________________

KIM TRUPIANO, VICE MAYOR
_________________

JEFF WAN, COUNCILMEMBER
__________________ JIM DIAZ, MAYOR
(Back to Agenda)
City CouncilAgenda Item 5b
City Council Agenda Item 8a Page 1 of 2 November 19, 2024 City Council Agenda Item 8a

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Kris Lofthus, City Manager
DATE: November 19, 2024
SUBJECT: Proposal for Bob Hoyer Plaque Placement at Grove Park

RECOMMENDATION
Approve the installation of a bronze plaque in memory of Bob Hoyer at a designated location in Grove Park and authorize the associated costs for the plaque and its management.

BACKGROUND
The family of Bob Hoyer approached the City Manager with the proposal to honor Bob Hoyer with a plaque to commemorate his significant contributions to the City of Clayton. The family has graciously offered to donate the plaque and cover all associated costs. The Hoyer family also highlighted that there is already a tribute to Eldora Hoyer in the area, providing an opportunity for a dual commemoration within the park.

Bob Hoyer, a pivotal figure in the history of Clayton, was instrumental in the city's transformative journey towards cityhood in 1960. He joined fellow advocates in leading a successful campaign for cityhood, and in 1964, he became the first mayor of Clayton, a position to which he was re-elected four times. After retiring from the city council in 1980, Bob and Eldora worked tirelessly toward their dream of establishing a downtown park. He served on the design committee that brought Grove Park to fruition, which officially opened on January 12, 2008—one of Bob's proudest achievements in Clayton. In addition to his accomplishments in public office, Bob remained engaged with the Clayton Historical Society and actively participated in numerous community events until his passing. (Back to Agenda)
City Council Agenda Item 8a Page 2 of 2 November 19, 2024

DISCUSSION
The family of Bob Hoyer has requested that the plaque be placed on the large granite rock located in Grove Park. The requested plaque measures 10”x14” that will be inscribed with the text in Attachment 1.

In addition to the approval of the plaque's design and inscription, the city will assume costs related to the maintenance of the plaque, including any necessary replacement in the event of damage or vandalism.

FISCAL IMPACT
The costs associated with the plaque will be covered entirely by the Hoyer family donation.

Future management and replacement costs, should they arise due to damage or vandalism, will be absorbed by the city budget for an undetermined cost at this time.

CEQA IMPACT
None

ATTACHMENTS

1. Requested Plaque Inscription – Bob Hoyer
SCB
8a Attachment 1
City Council Agenda Item 8b Page 1 of 2 November 19, 2024 City Council Agenda Item 8b

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Finance Advisor
DATE: November 19, 2024
SUBJECT: Authorize a Budget Amendment in an Amount Not to Exceed $60,000 for the Flooring and Painting Project on the Third Floor of City Hall and to Authorize the City Manager to close the Third Floor of City Hall during the week of December 16, 2024.

RECOMMENDATION
Authorize a budget amendment in an amount not to exceed $60,000 for the Flooring and Painting Project on the third floor of City Hall and to authorize the city manager to close the third floor of City Hall during the week of December 16, 2024.

BACKGROUND
In September 2024, City staff contacted local flooring and painting contractors. Three bids were received for the painting project on the third floor of City Hall and ranged in price from approximately $20,000 to $30,000. Three bids were also received from flooring contractors and those bids ranged from $25,690 – $31,000. City staff ensured compliance of the City’s Purchasing Policy, which was adopted on March 19, 2024, to receive bids.

DISCUSSION
The staff recommends that the City Council close the third floor of City Hall to the public for the week of December 16, 2024, due to the flooring and painting project. This closure would allow the work to be completed efficiently and minimize disruptions to both the public and City Hall operations.

Due to the nature of the work being done, the need to move furniture, and the overall disruption to staff areas at City Hall, it is recommended that staff temporarily relocate to (Back to Agenda)
City Council Agenda Item 8b Page 2 of 2 November 19, 2024 off-site workspaces, as was successfully done during the COVID-19 era. Providing this advance notice allows staff to give appropriate public updates. During the closure, essential city services will remain accessible through online portals or other remote communication methods. Closing the third floor during the flooring and painting process will help mitigate health and safety concerns related to fumes or other hazards.

Employees will either work remotely or use alternative workspaces during this time.

FISCAL IMPACTS
This is an unbudgeted item; therefore, a budget amendment is required in the amount of $60,000. Both the flooring and painting contracts will not exceed $30,000 each and are within the City Manager’s Limit of Authority of $30,000 per contract.

ATTACHMENTS
None
City Council Agenda Item 8c Page 1 of 3 November 19, 2024 City Council Agenda Item 8c

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Assistant City Manager
DATE: November 19, 2024
SUBJECT: Adopt a Resolution authorizing the addition of a full-time Administrative Clerk to include the related specifications, pay range and benefits and delete the full-time Administrative Assistant position from the FY 2024-25 annual budget. ___________________________________________________________________________

RECOMMENDATION
Adopt a Resolution authorizing the addition of a full-time classification of Administrative Clerk to include the related job specification, benefit package and pay range with a low annual compensation of $54,580.31 and a high annual compensation of $66,342.71 in line with the current Police Administrative Clerk position.

PREVIOUS ACTION
On June 4, 2024, the City Council approved the FY 2024-25 budget, which allocated funds for a new position of an Administrative Assistant. This role was not included in the approved positions and classifications for the fiscal year. During the budget planning process, it was noted that the new City Manager would later offer additional recommendations for the realignment of the City’s administrative staff.

BACKGROUND
The City’s Classification and Compensation Plan, publicly accessible Master Pay Schedule, and approved Position List provide job descriptions, classifications, pay ranges, and details on allocated positions for all City personnel. At the time the FY 2024- 25 budget was developed and approved, there were significant staffing vacancies, including the Administrative Assistant position.
(Back to Agenda)
City Council Agenda Item 8c Page 2 of 3 November 19, 2024

DISCUSSION
The City currently has a temporary agency employee in the role of the Administrative Clerk and staff is ready to recruit for the position. The Administrative Clerk will report to the City Clerk and will be responsible for front desk clerical duties.

The Administrative Clerk will be responsible for the following duties • Greet and assist the general public at the front counter of city hall. • Monitor phone calls and provide information as requested and to also connect callers with appropriate staff members.
• Construct City Council, Planning Commission, and other committee agenda packets.
• Provide general office support to administrative staff • Create and maintain various paper and digital files as instructed by the City Clerk.

Currently, there is not an established pay range for this position on the City’s publicly accessible pay schedule, however, there is a Police Administrative Clerk position. The Administrative Clerk is comparable in duties and scope to use the same pay scale for both positions. This recommendation aligns with industry standards and the City’s compensation framework, ensuring transparency and consistency across similar positions while fulfilling operational needs.

Staff recommends setting pay at the top annual market average of $66,342.71 for full-time Administrative Clerk and approved benefits package as stated in the “Terms and Conditions of Employment for the Undesignated Miscellaneous City Employees Unit Effective the Fiscal Years of 2023-24 and 2024-25. This results in a five-step pay range as shown below.

Administration Clerk Salary Steps:

FISCAL IMPACT
There are cost savings in year one of $41,285 and in out years, this position will be part of the City’s annual budget process. The Administrative Assistant wages and benefits were budgeted in FY 2024-25 for the full year. We anticipate, if the City Council approves the motion tonight, this position will be staffed for the last six months of the fiscal year.

CEQA IMPACT
None.

A B C D E
54,580.31 57,309.33 60,174.80 63,183.54 66,342.71
Administrative Clerk (6 mo. at Step C) 30,087
Administrative Clerk Benefits (6 mo.) 19,627
Less: Administrative Assistant Annual Salary (76,423)
Administrative Assistant Benefits (39,254)
Roth Staffing Services Expense Est. To 12/31/2024 40,878 Total Cost Savings 25,085
City Council Agenda Item 8c Page 3 of 3 November 19, 2024 Attachment(s):

1. Resolution Approving the Revised Classifications of Full-Time Administrative Clerk Exhibit A - Administrative Clerk Class Specifications
Exhibt B – FY 2024-25 Org. Chart
Exhibit C – Proposed Mid-Year FY 2024-25 Org. Chart
Exhibit D – Functional Org. Chart
Exhibit E - Total Financial Analysis
Resolution No. XX-2024 Page 1 of 2 November 19, 2024
RESOLUTION NO. XX-2024

APPROVING THE REVISED CLASSIFICATIONS OF FULL-TIME ADMINISTRATIVE CLERK AND THE RELATED SPECIFCATIONS AND PAY RANGES TO THE FY 2024-25 BUDGET

THE CITY COUNCIL
City of Clayton, California
WHEREAS, The City has established Classification and Compensation Plans, a Master Pay Schedule, and a Position Allocation Table detailing all job classifications, salary ranges, and allocations of personnel; and
WHEREAS, The City has completed classification reviews to revise one new class, related specifications, benefits and pay ranges; and
WHEREAS, The City desires to revise the classification of full-time Administrative Clerk, and the related salary ranges and specifications included and incorporated herein as Exhibit A; and WHEREAS, The modification of position will provide additional means for accomplishment of the City’s mission in an efficient and cost-effective manner; and WHEREAS, the net fiscal impact of these changes have a salary savings for FY 2024-2025 in the amount of $25,085; and
WHEREAS, It is necessary to authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule effective November 20, 2024, to incorporate the above changes.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Clayton does hereby approve the revised classification of a full-time Administrative Clerk, the related specifications and authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule, effective November 20, 2024, as follows:

Administration Clerk
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 19th day of November 2024, by the following vote:

AYES:

NOES:

ABSENT:

Resolution No. XX-2024 Page 2 of 2 November 19, 2024
ABSTAIN:

THE CITY COUNCIL OF CLAYTON, CA

Jim Diaz, Mayor
ATTEST:

Stephanie Cabrera-Brown, City Clerk
.

City of Clayton Class Specification
FLSA Status: Non-Exempt
Date Revised: November 19, 2024

CLASS TITLE

ADMINISTRATIVE CLERK

DEFINITION
Under general supervision of the City Clerk, the Administrative Clerk performs a variety of secretarial, general clerical and routine administrative duties as required. Relieves assigned staff of clearly defined and delegated administrative details, sorts, logs and maintains a variety of records and files, provides information and assistance to other city staff and the public regarding assigned programs, policies and procedures. Maintenance of a calendar and scheduling appointments, meetings and travel. Responsibilities include assist with preparation and publication of Council agenda, attendance at City Council meetings as needed and assist with the preparation of official City Council minutes. Assists in the administration of the City-wide records and information management system.

CLASS CHARACTERISTICS
The incumbent performs a full range of office and administrative support duties as assigned; provides responsible and universal clerical and secretarial duties. The person in this position receives only occasional instructions or assistance as new or if unusual situations arise and is fully aware of the operating procedures and policies of the work unit. Incumbents are expected to use professional judgment and skill in the performance of assignments, which are subject to review by supervisors.

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 the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Incumbent performs duties as assigned including organize and coordinate work activities, sets priorities and meet critical deadlines, relieve supervisor of administrative work including investigating and answering complaints and aiding in resolving operational and administrative problems.
• Participates in the preparation, distribution and publication of agendas and related materials for public meetings and hearings such as City Council/Successor Agency/Planning Commission meetings; ensures legal requirements are met for publication and posting of

EXHIBIT A
agenda and legal notices; attends all publicly noticed meetings as needed; prepares a summary of actions, and minutes.
• Demonstrate a full understanding of applicable policies, procedures and work methods associated with assigned duties. Performs a variety of office administrative tasks like ordering materials and supplies and monitoring supply budget, prepare purchase requisitions. • Make appointments and maintain a calendar; maintain tickler file; schedules and arranges meetings and makes travel arrangements; organizes meetings by notifying participants, makes room arrangements, and prepares required informational materials. • Compiles and maintains complex and extensive records, prepares reports, inputs, retrieves and references various computer data management systems, for example the records management program.
• Monitor office calls and refer callers to proper authority, sort and distribute mail, respond to visitors and provide information and assistance, research information related to city regulations and office policies, assist city staff in interpreting and applying city policies, procedures, codes and ordinances.
• Participate in special projects as assigned, assist in planning, coordinating, and implementing assigned programs and events. Assist other city staff, the public, outside groups and agencies by providing information related to specific program area of assignment. • Accept payments for services, licenses, permits, fees and rentals; may explain billing procedures and other regulatory policies to customers.
• Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; input corrections and updates, verifies data for accuracy and completeness.
• Prepares, posts and distributes agenda materials, draft reports, project management documents, resolutions, and ordinances.
• Review finished materials for thoroughness, accuracy, format, compliance with policies and procedures, and appropriate English usage; organize and maintains various administrative, reference and follow-up files.
• Operates a variety of office equipment including a computer, calculator, and copier machines. • Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public. • Perform other duties as assigned.

Reasonable accommodation 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.

EXHIBIT A
Knowledge of:
• Organization, operation, and services of the city and of outside agencies as necessary to assume assigned responsibilities.
• Functions and organization of municipal government.
• Applicable federal, state and local laws, codes and regulations including the Brown Act, California Public Records Act and Political Reform Act. • Modern office administrative practices and procedures, modern office equipment including multi-line telephones, computers and applicable software applications such as word processing, spreadsheets, and databases
• Basic principles and practices of fiscal, statistical, and administrative research, record keeping and report preparation.
• Office safety practices
• Principles and practices of business letter writing and the standard format for typed materials. • Principles and practices of sound business communication. • English usage, spelling, grammar and punctuation.
• Customer service and public relations methods and techniques.

Ability to:
• Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Perform a variety of responsible and difficult administrative duties and activities of a general and specialized nature in support of the assigned department, division or program area. • Participate in researching compiling, analyzing, and interpreting data, and applying general and specific administrative and departmental policies and procedures. • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Utilize public relations techniques in responding to inquiries and complaints. • Use sound judgement in following and applying appropriate laws, regulations, policies and procedures.
• Independently prepare correspondence and memos from brief instructions. • Communicate clearly and concisely, both orally and in writing, and understand and carry out oral and written directions.
• Respond tactfully, clearly and appropriately to inquiries from the public or other agencies. • Plan and organize work to meet changing priorities and deadlines • Establish and maintain a variety of files and records, perform routine mathematical calculations.
• Operate office equipment including computers and software applications such as word processing, excel and database applications.
• Maintain effective work relationships and demonstration of skills when dealing with the city staff and general public.

EXHIBIT A
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:
• Qualified candidates must possess a high school diploma or G.E.D equivalent, additional specialized general office and clerical training or college level course work in business administration or a related field is desirable.

And
• One (1) year of responsible clerical, secretarial and office administrative support experience which provides the knowledge, skills, and abilities described above. • Experience in local government agency is desirable.

Licenses and Certifications:
• Possession of a Valid California class C driver license upon appointment. • Possession of, or ability to obtain, certification through the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is desirable. • Possession of, or ability to obtain, a California Commission as a Notary Public is desirable.

Special Requirements:
• Ability to travel to different sites and locations.

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit for prolonged periods of time, stand, walk, kneel, crouch, stoop and twist to lift, carry, push and/or pull light to moderate amounts of weight. While performing the duties of this class employee is required to talk or hear in person and by telephone, use hands to finger, handle, feel or operate standard office equipment. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter, or calculator and to verbally communicate to exchange information.

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 a standard office setting with controlled temperature conditions and natural and fluorescent lighting at a desk and in front of a computer. There is an extensive public contact and frequent interruptions. Incumbent may interact with upset staff and/or public and private representatives in interpreting and enforcing City policies and procedures.

EXHIBIT A

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT A
City Manager
Police Office
Coordinator
Admin Sergeant
(M - TH)
Police Chief
Accountant
Senior
Management
Analyst (Unfunded)
Assistant City
Manager/Administrat
ive Services Director
Administrative
Assistant
City Clerk/Assistant
to the City Manager
Maintenance
Worker II
Senior
Maintenance
Worker
Maintenance
Supervisor
Community
Development
Director
Administrative
Clerk
Day Sergeant
(Th - Sun)
Police Officer
Night Sergeant
(W - Sat)
Police Officer
Traffic Officer
Day Officer Police Officer
Night Sergeant
(Sun - W)
Police Officer
Code Enforcement
Officer (Contract)
Facilities
Attendant/Admin
Support (0.6)
Assistant Planner
Maintenance
Worker II
Maintenance
Worker II
Maintenance
Worker II
City of Clayton FY 2024-25 Budget Org. Chart
Full Time Equivalent Employees 27.6

EXHIBIT B
City Manager
Police Office
Coordinator
Admin Sergeant
(M - TH)
Police Chief
Administrative
Clerk
City Clerk/Assistant
to the City Manager
Senior
Maintenance
Worker
Maintenance
Superintendent
Senior Planner
Day Sergeant
(Th - Sun)
Police Officer
Night Sergeant
(W - Sat)
Police Officer
Traffic Officer
Day Officer Police Officer
Night Sergeant
(Sun - W)
Police Officer
Maintenance
Worker II
Maintenance
Worker II
Maintenance
Worker II
Maintenance
Worker II
Assistant City
Manager/Administrative
Services Director
Senior
Management
Analyst
Accountant
Code Enforcement
Officer
Community
Services
Coordinator
Community
Services Leader
Administrative
Clerk
City of Clayton FY 2024-25 Mid-Year Proposed Org. Chart Full-Time Equivalent Employees 28.6

EXHIBIT C
Chief Executive
Officer
City Clerk Police
Landscape
Maintenance
Community
Development
Patrol
Street Maintenance
Parks
Accounting
Administration,
Finance and
Human Resources
Community Events
Code Enforcement
Human Resources
Procurement
Risk Management

EXHIBIT C
Exhibit E – Total Financial Analysis
COST ANALYSIS Contract Total
FY 2024-25 Wages Benefits Expense Difference Description Administrative Clerk (46,336) (19,627) 40,878 Position budgeted 12 months & staffed 6 months 25,085 Senior Management Analyst 71,385 17,747 80,000 (169,132) Position unbudgeted & staffed 6 months Community Services Coordinator 40,563 17,747 (58,310) - Position unbudgeted & staffed 6 months Community Services Leader (30,399) - - 30,399 Position budgeted 12 months & staffed 6 months Senior Planner 61,880 23,130 (85,010) - Position unbudgeted & staffed 6 months Assistant Planner (99,599) (42,798) 142,397 - Position budgeted & not staffed Community Dev Dir (167,624) (46,261) 97,650 Position budgeted & not staffed 116,235 Total Savings (170,130) (50,061) 218,528 1,663
COST ANALYSIS Contract Total
FY 2025-26 Budget Budget Expense Difference Description Administrative Assistant -
Senior Management Analyst 143,188 49,436 -
Recreation Coordinator 83,869 41,264 -
Recreation Leader -
Senior Planner 47,648 131,313 -
Assistant Planner (42,798) (104,579) - Will Not Be Filled Community Dev Dir (176,005) (49,436) - Will Not Be Filled Total Cost 46,114 77,786 123,899 -
Wages Benefits
In FY 2024-25 Budget
In FY 2024-25 Budget

EXHIBIT E
City Council Agenda Item 8d Page 1 of 4 November 19, 2024 City Council Agenda Item 8d

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Assistant City Manager
DATE: November 19, 2024
SUBJECT: Adopt a Resolution for the addition of full-time classification for Community Services Coordinator and the related specifications, pay ranges and benefits from the FY 2024-25 annual budget.
___________________________________________________________________________

RECOMMENDATION
Adopt a Resolution authorizing the addition of a full-time classification of Community Services Coordinator to include the related job specification and pay range with a low annual salary of $72,449 and a high annual salary of $88,062.

PREVIOUS ACTION
During the FY 2024-25 budget planning process, it was noted that the new City Manager would later offer additional recommendations for the realignment of the City’s administrative staff. After further evaluation, it was determined that a full-time Community Services Coordinator is needed to manage the various city events and facilities rental program.

Following the restructuring efforts initiated by the previous interim City Manager, along with further analysis by the new City Manager, it has been determined the City requires a Community Services Coordinator to better support its administrative needs.

DISCUSSION
Currently, the City does not have a dedicated individual consistently filling this position.

Instead, the responsibilities have been distributed among various staff members and (Back to Agenda)
City Council Agenda Item 8d Page 2 of 4 November 19, 2024 community volunteers. While this approach has allowed tasks to be managed temporarily, it is not a sustainable long-term solution. Relying on multiple people in different roles to fulfill these duties places a heavy burden on staff and volunteers alike, increasing the risk of burnout. Moreover, this arrangement can lead to inefficiencies, with important tasks potentially falling behind schedule or being overlooked. Establishing a dedicated position would provide stability, enhance accountability, and ensure timely completion of essential work.

The Community Services Coordinator will be responsible for the following duties:
• Coordinate the special events schedule for city sponsored events, such as Concerts in the Grove, various car shows, and other community celebrations. • Mange all city facility rentals and coordinate maintenance needs for each of those facilities.
• Develop and manage Memorandums of Understanding with outside agencies as needed.
• Mange rental contracts for all facility and park rentals and collect fees associated with those rentals.
• Implement and manage rental software to provide a seamless rental system. • Manage part-time staff that will be responsible for opening, closing and monitoring the various rentals.
• Work with city council established committees to incorporate additional events as approved by the city council.

Staff is preparing to recruit for this position. The Community Services Coordinator will report to the Assistant City Manager/Administrative Services Director.

Currently, there is no established pay range for this position on the City’s publicly accessible pay schedule. Consequently, it is both customary and essential to propose a salary recommendation for each role. This recommendation should align with industry standards and the City’s compensation framework, ensuring transparency and consistency across similar positions while fulfilling operational needs.

When making a salary recommendation, we first look to the regional labor market and the City’s comparable entities; we looked at all cities in Contra Costa County with populations less than 40,000 and found a representative data set to find classifications that are most similar to Clayton’s classification. Then we look internally at parity throughout the City’s compensation plan.

The market survey for the Community Services Coordinator (below) shows the average top monthly wage for full-time Community Services Coordinator position at $89,803.

City Council Agenda Item 8d Page 3 of 4 November 19, 2024 Once market average and mean are established, staff reviewed how the pay aligned with other similar classifications and class levels in the compensation plan. Because there are no similar classifications currently in use in the City, staff recommends setting pay at the market average for the full-time Community Services Coordinator as shown below and approved benefits package as stated in the “Terms and Conditions of Employment for the Undesignated Miscellaneous City Employees Unit Effective the Fiscal Years of 2023-24 and 2024-25.

Community Services Coordinator Salary Steps:

FISCAL IMPACT
This position will require a budget adjustment in the amount of $58,309 for 6 months of salary and benefits and in out years, this position will be part of the City’s annual budget process.

We anticipate, if the City Council approves the motion tonight, that this position will be staffed for the last six months of the fiscal year.

CEQA IMPACT
None.

Agency Class Title
Min Max
Discovery Bay Recreation Program Coordinator 68,497 87,682 El Cerrito Recreation Coordinator 91,788 114,732
Hercules Recreation Coordinator 74,256 94,765
Lafayette Recreation Coordinator 92,256 128,976
Martinez Recreation Coordinator 73,956 93,139
Moraga Recreation Coordinator 71,626 87,064
Orinda Recreation Coordinator 85,712 86,569
Pleasant Hill - -
Pinole Recreation Coordinator 72,800 88,483
San Pablo Recreation Coordinator 93,600 116,616
Number of Matches 11
Median of Comparators 74,106 90,811
Average of Comparators 72,449 89,803
Community Services Coordinator
Annual

A B C D E
72,449 76,071 79,875 83,869 88,062
City Council Agenda Item 8d Page 4 of 4 November 19, 2024 Attachments:

1. Resolution Approving the Addition of a Community Services Coordinator Position and the Related Specifications and Pay Ranges to the FY 2024-25 Budget Exhibit A – Community Services Coordinator Specifications Exhibt B – FY 2024-25 Org. Chart
Exhibit C – Proposed Mid-Year FY 2024-25 Org. Chart
Exhibit D – Functional Org. Chart
Exhibit E - Total Financial Analysis
Resolution No. XX-2024 Page 1 of 2 November 19, 2024
RESOLUTION NO. XX-2024

APPROVING THE ADDITION OF A COMMUNITY SERVICES COORDINATOR POSITION AND THE RELATED SPECIFICATIONS AND PAY RANGES TO THE FY 2024-25 BUDGET

THE CITY COUNCIL
City of Clayton, California
WHEREAS, The City has established Classification and Compensation Plans, a Master Pay Schedule, and a Position Allocation Table detailing all job classifications, salary ranges, and allocations of personnel; and
WHEREAS, The City has completed classification review to add one new class, related specifications and page ranges; and
WHEREAS, The City desires to add the classification of a full-time position of Community Services Coordinator and the related salary ranges and specifications included and incorporated herein as Exhibit A; and
WHEREAS, The modification of this position will provide additional means for accomplishment of the City’s mission in an efficient and cost-effective manner; and WHEREAS, the net fiscal impact of these changes require a budget amendment for FY 2024- 2025 in the amount of $58,309; and
WHEREAS, It is necessary to authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule effective November 20, 2024, to incorporate the above changes.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Clayton does hereby approve the full-time position of Community Services Coordinator, the related specifications and authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule, effective November 20, 2024, as follows:

Community Services Coordinator
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 19th day of November 2024, by the following vote:

AYES:

NOES:

ABSENT:
8d Attachment 1
Resolution No. XX-2024 Page 2 of 2 November 19, 2024
ABSTAIN:

THE CITY COUNCIL OF CLAYTON, CA
Jim Diaz, Mayor
ATTEST:

Stephanie Cabrera-Brown, City Clerk
8d Attachment 1
City of Clayton Class Specification
FLSA Status: Non-Exempt
Date Revised: November 19, 2024

CLASS TITLE

COMMUNITY SERVICES COORDINATOR

DEFINITION
Under general direction, the Community Services Coordinator plans, implements and coordinates all aspects of designated community programs and services. The incumbent is expected to perform routine and difficult staff work in recreation and take specific responsibility for the assigned recreation programs. The incumbent is responsible for maintaining program schedules and serves as a technical resource for assigned personnel and provides information and assistance to customers.

CLASS CHARACTERISTICS
The Community Services Coordinator provides coordination and exercises administrative and operational responsibilities of assigned area of responsibility. Incumbents in this class are responsible for inspecting, planning, scheduling, and implementing community services at the City’s facilities and parks, in addition to coordinating sports field usage with various leagues and organized sport organizations.

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 the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Assists with seasonal programs and special events on holidays, such as the City’s annual 4th of July parade and the Concerts in the Grove series, outside normal program times. • Coordinates security for facility rentals, working closely with the Clayton Police Department.
• Coordination of all rentable facilities, including city parks and buildings. • Coordination of rental process and management of the rental software and forms associated with facility rentals.
• Coordinates the use of sports fields by leagues and organized sports organizations and classes. Reserves, invoices and issues permits for fields.

EXHIBIT A
Community Services Coordinator

Page 2 of 4 ends

• Plans, organizes, coordinates, implements, and evaluates the delivery of assigned recreation activities offered within the City, with particular emphasis on community events. • Assists in the development and implementation of goals, objectives, policies, and priorities for assigned services; identifies resource needs; researches, recommends and implements policies and procedures, including standard operating procedures for assigned facilities. • Records and monitors all financial transactions associated with the collection of fees. • Coordinates the preparation and execution of contracts. Monitors contracts extension, revision, or close-out.
• Ensures a clean, safe and orderly program environment by monitoring the condition of the facilities and notifying management of required repairs or replacement of equipment and the cleaning of program areas.
• Maintains accurate records of services and activities, including recreation schedules, program participation and analyses, revenues, expenditures, contract programs, accidents, and vandalism.
• Works with community groups and residents in the development and coordination of recreation programs.
• Creates and implements marketing plans for events and creates promotional materials. • Serves as an informational resource for staff and the public, receives and evaluates complaints, resolving them when possible or referring to management if needed. • Prepares information and reports related to events and facilities and appropriate budgets. • Participates in the development and implementation of policies and procedures for providing assigned recreation services.
• Plans and conducts recreational activities appropriate to a variety of locations such as playgrounds, parks, community centers, school sites, and sports facilities. • Records and monitors all financial transactions associated with the collection of fees. • Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of recreation.
• Serves as liaison to various boards and commissions.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles and practices of excellent customer service. • Performs other duties as assigned.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Knowledge of:
• Standard evaluation methods. Basic methodology of organizing groups, events and services in a recreational setting.
• Applicable federal and state regulations including but not limited to California Occupational and Health Administration, (Cal/OSHA).

EXHIBIT A
Community Services Coordinator

Page 3 of 4 ends

• Methods and techniques utilized in advertising and public information. • Principles and practices of personnel management, budget development, administration and evaluation.
• Principles and procedures of record keeping and filing. • Methods of design and implementation for appropriate programs to meet the recreational needs of Clayton.
• Principles and practices of recreation operations development, implementation, review, and evaluation.
• Principles and practices of basic public relations techniques. • Techniques for dealing with individuals of various ages, socio-economic and ethnic groups and effectively representing the City when in contact with the public. • Safety principles and practices including basic first aid and cardiopulmonary resuscitation (CPR) methods.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the phone.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern office practices, methods, and computer equipment and applications related to the work.

Ability to:
• Plan, oversee, coordinate, review and evaluate rental facilities, community events, recreation programming, as well as staff and volunteers. • Understand community needs in recreational and community event areas and evaluate activities according to those needs.
• Respond to requests and inquiries from the public.
• Maintain program related records, statistics, and documents. • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. • Act quickly and with composure during emergencies requiring first aid and calling 911 for assistance.
• Work independently, yet also know when to ask for help. • Interpret and apply applicable Federal, State and local policies, laws and regulations. • Maintain discipline, order and safety in a crowded and loud environment. • Communicate in English clearly, concisely, and effectively, both verbally and in writing. • Use computer applications to assist in performing duties, e.g., Microsoft Word, Excel, databases, and other presentation applications.
• Demonstrate strong customer service skills and establish, maintain, and foster positive and effective working relationships.

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:

EXHIBIT A
Community Services Coordinator

Page 4 of 4 ends

• A Bachelor’s degree in Recreation Administration, Business Administration or related field.

And
• Two (2) years of experience in a paid capacity of implementation of recreation programs, event planning and/or related field.

Licenses and Certifications:
• Possession of a Valid California Class C driver’s license upon appointment. • Ability to obtain valid certificates for Cardiopulmonary Resuscitation (CPR), First aid, and Automated External Defibrillator (AED) use Certificates must be obtained within one year of appointment and kept current for the duration of employment.

Special Requirements:
• Ability to travel to different sites and locations, work assigned schedules that include weekdays, weekend, evenings and holidays.

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit, stand, walk, kneel, crouch, crawl, squat, stoop reach and lift weights of 30 lbs plus.

While performing the duties of this class employee is required to talk or hear in person and by telephone, use hands to finger, handle, feel or operate standard office equipment. An employee is frequently required to walk and stand. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.

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 a standard office environment and at indoor and outdoor recreational facilities, travel to different locations. Incumbent may be exposed to inclement weather conditions, work on various types of surfaces, including slippery or uneven surfaces. Incumbent may interact with upset staff and/or public and private representatives in interpreting and enforcing City policies and procedures.

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT D
Exhibit E – Total Financial Analysis
COST ANALYSIS Contract Total
FY 2024-25 Wages Benefits Expense Difference Description Administrative Clerk (46,336) (19,627) 40,878 25,085 Position budgeted 12 months & staffed 6 months Senior Management Analyst 71,385 17,747 80,000 (169,132) Position unbudgeted & staffed 6 months Community Services Coordinator 40,563 17,747 - (58,310) Position unbudgeted & staffed 6 months Community Services Leader (30,399) - - 30,399 Position budgeted 12 months & staffed 6 months Senior Planner 61,880 23,130 - (85,010) Position unbudgeted & staffed 6 months Assistant Planner (99,599) (42,798) - 142,397 Position budgeted & not staffed Community Dev Dir (167,624) (46,261) 97,650 116,235 Position budgeted & not staffed Total Savings (170,130) (50,061) 218,528 1,663
COST ANALYSIS Contract Total
FY 2025-26 Budget Budget Expense Difference Description Administrative Assistant -
Senior Management Analyst 143,188 49,436 -
Recreation Coordinator 83,869 41,264 -
Recreation Leader -
Senior Planner 131,313 47,648 -
Assistant Planner (104,579) (42,798) - Will Not Be Filled Community Dev Dir (176,005) (49,436) - Will Not Be Filled Total Cost 77,786 46,114 - 123,899
Wages Benefits
In FY 2024-25 Budget
In FY 2024-25 Budget

EXHIBIT E
City Council Agenda Item 8e Page 2 of 3 November 19, 2024 City Council Agenda Item 8e

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Assistant City Manager
DATE: November 19, 2024
SUBJECT: Adopt a Resolution authorizing the addition of a part-time classification of Community Services Leader and the related specifications, pay ranges and benefits.
___________________________________________________________________________

RECOMMENDATION
Adopt a Resolution authorizing the addition of a part-time classification of Community Services Leader and the related job specification and pay range with a low hourly rate of $17.92 and a high hourly rate of $21.23.

PREVIOUS ACTION
On June 4, 2024, the City Council approved the FY 2024-25 budget, which established the position and allocated funds for a part-time Recreation Leader. These roles were included in the approved positions and classifications for the fiscal year. During the budget planning process, it was noted that the new City Manager would later offer additional recommendations for the realignment of the City’s administrative staff.

BACKGROUND
The City’s Classification and Compensation Plan, publicly accessible Master Pay Schedule, and approved Position List provide job descriptions, classifications, pay ranges, and details on allocated positions for all City personnel. At the time the FY 2024- 25 budget was developed and approved, there were significant staffing vacancies, including the Recreation Leader. Since then, the City Manager determined that the position should be Community Services Leader.

DISCUSSION
The Community Services Leader position is currently being managed through overtime work by the Maintenance staff. However, this approach has proven to be both inefficient and ineffective as a business model. Relying on Maintenance personnel to handle community service tasks has led to frequent issues, such as missed guest reservations (Back to Agenda)
City Council Agenda Item 8e Page 2 of 3 November 19, 2024 and delayed openings of rental facilities. These service interruptions not only disrupt the guest experience but also lead to a tangible loss in revenue for the City. A more sustainable solution would involve staffing this role with dedicated personnel, allowing for consistent oversight of guest reservations and facility operations, thereby improving customer satisfaction and protecting the City’s revenue stream.

Staff is preparing to recruit for this position. The Community Services Leader will report to the Community Services Coordinator, if the City Council approves that position this evening; if that position is not approved, this position will report to the City Clerk.

Currently, there is not an established pay range for this position on the City’s publicly accessible pay schedule. Consequently, it is both customary and essential to propose a salary recommendation for each role. This recommendation should align with industry standards and the City’s compensation framework, ensuring transparency and consistency across similar positions while fulfilling operational needs.

Community Services Leader
The market survey for Community Services Leader (below) shows the average top hourly wage for part-time recreation leaders to be $21.23.

Once market average and mean are established, staff reviewed how the pay aligned with other similar classifications and class levels in the compensation plan. Because there are no Agency Class Title
Min Max
Discovery Bay Recreation Leader II 16.75 17.75
El Cerrito Recreation Aide 20.39 24.79
Hercules Sr. Facilities Attendant 16.95 21.63
Lafayette Building Attendant 18.00 22.00
Martinez Recreation Leader III 20.50 22.00
Moraga Facilities Attendant 16.00 19.50
Orinda
Pleasant Hill Special Events Assistant 20.42 24.82
Pinole Recreation Leader 16.00 18.84
San Pablo Recreation Leader 16.28 19.78
Number of Matches 9
Median of Comparators 16.95 21.63
Average of Comparators 17.92 21.23
Community Services Leader
City Council Agenda Item 8e Page 3 of 3 November 19, 2024 similar classifications currently in use in the City, staff recommends setting pay at the market average for the part-time Community Services Leader as show below.

Pay Steps for Community Services Leader

FISCAL IMPACT
There are approximate cost savings in year one of $30,400. This position was initially budgeted for the entire 12 months of the 2024 – 25 fiscal year at $40,579 however, it is anticipated that wages will come in at approximately $10,180 for the last six months of the year. In out years, this position will be part of the City’s annual budget process. We anticipate, if the City Council approves the motion tonight, that this position will be staffed for the last six months of the fiscal year.

CEQA IMPACT
None.

Attachments:

1. Resolution Approving the Addition of a Part-Time Community Services Leader and the Related Specifications and Pay Ranges to the FY 2024-25 Budget Exhibit A – Community Services Leader Class Specifications Exhibt B – FY 2024-25 Org. Chart
Exhibit C – Proposed Mid-Year FY 2024-25 Org. Chart
Exhibit D – Functional Org. Chart
Exhibit E – Total Financial Analysis

A B C D E

17.92 18.82 19.76 20.75 21.78
Resolution No. XX-2024 Page 1 of 2 November 19, 2024
RESOLUTION NO. XX-2024

APPROVING THE ADDITION OF A PART-TIME COMMUNITY SERVICES LEADER AND THE RELATED SPECIFICATIONS AND PAY RANGES TO THE FY 2024-25 BUDGET

THE CITY COUNCIL
City of Clayton, California
WHEREAS, The City has established Classification and Compensation Plans, a Master Pay Schedule, and a Position Allocation Table detailing all job classifications, salary ranges, and allocations of personnel; and
WHEREAS, The City has completed classification review to add one new class, related specifications and page ranges; and
WHEREAS, The City desires to add the classifications of part-time Community Services Leader and the related salary ranges and specifications included and incorporated herein as Exhibit A; and
WHEREAS, The modification of this position will provide additional means for accomplishment of the City’s mission in an efficient and cost-effective manner; and WHEREAS, the net fiscal impact of this change has a salary savings for FY 2024-2025 in the amount of $30,400; and
WHEREAS, It is necessary to authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule effective November 20, 2024, to incorporate the above changes.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City Clayton does hereby approve the part-time position of Community Services Leader, the related specifications and authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule, effective November 20, 2024, as follows:

Community Services Leader
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 19th day of November 2024, by the following vote:

AYES:

NOES:

ABSENT:
8e Attachment 1
Resolution No. XX-2024 Page 2 of 2 November 19, 2024
ABSTAIN:

THE CITY COUNCIL OF CLAYTON, CA
Jim Diaz, Mayor
ATTEST:

Stephanie Cabrera-Brown, City Clerk
8e Attachment 1
City of Clayton Class Specification
FLSA Status: Non-Exempt
Date Revised: November 19, 2024

CLASS TITLE

COMMUNITY SERVICES LEADER

DEFINITION
Under general direction of the Community Services Coordinator, the Community Services Leader performs a wide variety of support work related to recreational operations, events and activities, prepare buildings, fields, including set ups, take down and transport equipment for events. The person in this position provides routine administrative support which includes monitoring duties for rental of city facility and act as the City liaison during private events and activities for the community, assisting in the facilitation of events. The person in this position must have the ability to communicate effectively, tactfully, and both orally and in writing, as well as establish and maintain effective and cooperative working relationships with staff and the public. The Community Services Leader performs no supervision duties over other staff.

CLASS CHARACTERISTICS
The Community Services Leader helps to set the stage for some of the most important events within the city, coordinating with vendors and performing the full range of recreation support, ensures facilities are properly maintained as well as assisting in the facilitation of private events for those interested in utilizing the facilities at the city and parks. Incumbents are expected to work independently.

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 the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Monitor facility security to include opening and closing the facility for scheduled functions and training activities and in accordance with policies and procedures. • Open, secure, set up, take down, and clean areas before and after facility use, prepare areas for rentals and community events.
• Maintain a safe environment and conduct safety checks; administer first aid as required. • Perform routine administrative duties including phone and counter reception and cash handling.
• Issue, receive and collect equipment and supplies.

EXHIBIT A
Community Services Leader

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• Must work well with the public and work well independently and as a collaborative member of a team.
• Monitor the operation and public activity during hours of operation and assist in the operation, set up, and breakdown of special events.
• Inspect assigned areas and equipment and report issues in a timely manner to appropriate higher-level staff.
• Interact with clients and the public, respond to questions, concerns, and complaints from patrons, determine the issue, resolve or refer to higher level staff. • Ability to communicate effectively orally and in writing in English. • Maintain facilities per city standards, will be required to work weekends, evenings, and holidays.
• Performs other duties as assigned.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Knowledge of:
• Proper care and use of recreation equipment, materials, and supplies. • Organization and operation of the assigned area and related facilities. • Principles and practices of custodial and facility operations. • Cash handling, accounting and record keeping techniques. • Provide high level customer service to both city personnel and the public • Applicable federal and state regulations including but not limited to California Occupational and Health Administration, (Cal/OSHA).
• Safety Practices and equipment related to the work.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the phone.
• Modern office practices, methods, and computer equipment and applications related to the work.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:
• Perform work as directed in an efficient, effective, safe, and timely manner. • Coordinate and organize group activities, maintain respect and discipline, enforce rules and procedures.
• Interact with city staff, customers, and the public tactfully and effectively. • Use, operate and maintain a variety of custodial, cleaning equipment and materials, maintain audio visual equipment, lighting and furnishings.

EXHIBIT A
Community Services Leader

Page 3 of 4 ends

• Develop and distribute promotional and marketing information and assist the public with questions and problems that arise.
• Demonstrate good work ethic, including promptness, neat and clean appearance. • Understand city policies and procedures related to assigned duties and agreements for use, learn daily operations, and make sound decisions, work under limited supervision. • Ability to evaluate emergency situations and act decisively and effectively to resolve conflicts, administer first aid as needed.
• Use computer applications to assist in performing duties, e.g., Microsoft word, Excel, databases, and presentation applications.
• Demonstrate strong customer service skills and establish, maintain, and foster positive and effective working relationships.
• Communicate in English clearly, concisely, and effectively, both verbally and in writing.

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:
• High school diploma or G.E.D equivalent
And
• One (1) year of verifiable experience in working with the public in the areas of customer service, event set up, recreation, janitorial services or comparable experience which provides the knowledge, skills, and abilities described above.

Licenses and Certifications:
• Possession of a Valid California class C driver license upon appointment. • Ability to obtain valid certificates for Cardiopulmonary Resuscitation (CPR). First aid, and Automated External Defibrillator (AED). Certificates must be obtained within one year of appointment and maintained for the duration of employment.

Special Requirements:
• Ability to travel to different sites and locations, work assigned schedules that include weekdays, weekend, evenings and holidays.

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit, stand, walk, kneel, crouch, crawl, squat, stoop reach and lift weights of 50 lbs plus.

EXHIBIT A
Community Services Leader

Page 4 of 4 ends

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 a standard office environment and at indoor and outdoor recreational facilities, travel to different locations. Incumbents may be exposed to inclement weather conditions work on various types of surfaces, including slippery or uneven surfaces. Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing City policies and procedures.

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT A
City of Clayton Class Specification
FLSA Status: Non-Exempt
Date Revised: November 19, 2024

CLASS TITLE

COMMUNITY SERVICES LEADER

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 the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Monitor facility security to include opening and closing the facility for scheduled functions and training activities and in accordance with policies and procedures. • Open, secure, set up, take down, and clean areas before and after facility use, prepare areas for rentals and community events.
• Maintain a safe environment and conduct safety checks; administer first aid as required. • Perform routine administrative duties including phone and counter reception and cash handling.
• Issue, receive and collect equipment and supplies.

EXHIBIT A
Community Services Leader

Page 2 of 4 ends

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

EXHIBIT A
Community Services Leader

Page 3 of 4 ends

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:
• High school diploma or G.E.D equivalent
And
• One (1) year of verifiable experience in working with the public in the areas of customer service, event set up, recreation, janitorial services or comparable experience which provides the knowledge, skills, and abilities described above.

Special Requirements:
• Ability to travel to different sites and locations, work assigned schedules that include weekdays, weekend, evenings and holidays.

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit, stand, walk, kneel, crouch, crawl, squat, stoop reach and lift weights of 50 lbs plus.

EXHIBIT A
Community Services Leader

Page 4 of 4 ends

ENVIRONMENTAL AND WORKING CONDITIONS
These described work environment characteristics are representative of those an employee encounters while performing the essential functions of this job:

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT E
City Council Agenda Item 8f Page 1 of 4 November 19, 2024 City Council Agenda Item 8f

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Assistant City Manager
DATE: November 19, 2024
SUBJECT: Adopt a Resolution authorizing the addition of a full-time classification for Senior Management Analyst and the related specifications, pay ranges and benefits from the FY 2024-25 annual budget.
___________________________________________________________________________

RECOMMENDATION
Adopt a Resolution authorizing the addition of a full-time classification of Senior Management Analyst to include the related job specification, benefit package and pay range with a low annual salary of $126,267 and a high annual salary of $153,478.

PREVIOUS ACTION
On June 4, 2024, the City Council approved the FY 2024-25 budget, which did not allocated funds for a Senior Management Analyst position; this role was discussed in the budget planning process but was decided that the new City Manager would do their own analysis and later offer additional recommendations for the realignment of the City’s administrative staff.

BACKGROUND
The City's Classification and Compensation Plan, along with the publicly accessible Master Pay Schedule and approved Position List, provides comprehensive details on job descriptions, classifications, pay ranges, and allocated positions for all City employees.

While developing and approving the FY 2024-25 budget, significant discussion arose around staffing vacancies, including the potential addition of a Senior Management Analyst to support high-level administrative responsibilities including but not limited to backfilling of the Accountant, Assistant City Manager/Administrative Services Director and City Clerk/Assistant to the City Manager roles when said employees were on vacation or away from the office for extended periods.
(Back to Agenda)

DISCUSSION
The City currently does not have anyone fulfilling this role. From May 2024 through October 31, 2024, the City was using an outside consultant, Muchmore Than Consulting, to provide a small portion of this service. That contract has since expired and it has been determined by staff that fulfilling this position with a city employee is more desirable and better serves the community.

The Senior Management Analyst will be responsible for the following duties:
• Assists with the management responsibility for assigned services and activities of the City's Human Resources Department including recruitment and selection, employer-employee relations, performance management, classification and compensation, workforce training and development, benefits administration, and workers' compensation.
• Prepares and administers various grants for the department; monitors active grants to ensure that all stipulations and regulations regarding the use of funds are met.
• Develop and manage training program for city staff.
• Prepares City Council agenda reports.
• Will staff Planning Commission and City Council meetings as needed. • Assists with the preparation of the annual budget.
• Analyze and monitor legislation and regulatory controls, and ensure compliance with local, State and Federal requirements; prepare and file government-mandated reports in accordance with associated regulations and funding agency requirements in a timely manner.
• Administer and monitor a variety of contractual services, leases and agreements; review, negotiate and coordinate the finalization of contracts/agreements; monitor timelines, progress and quality of performance.
• Conduct studies for organizational and administrative issues; review and analyze processes, procedures, and work methods; develop funding proposals, policy alternatives, and strategies; prepare and present reports and recommendations.

Staff are prepared to recruit for this position; the Senior Management Analyst will be responsible for administrative and Human Resources tasks and will report to the Assistant City Manager/Administrative Services Director. Additionally, this role will provide vacation coverage for the Accountant, Assistant City Manager/Administrative Services Director, and City Clerk/Assistant to the City Manager.

Since this role has recently been staffed by a consultant, CalPERS has newly enacted a ruling that prohibits the City from employing annuitants in ongoing consulting capacities.

Currently, there is no established pay range for this position on the City’s publicly accessible pay schedule. Consequently, it is both customary and essential to propose a salary recommendation for such a role. This recommendation should align with industry standards and the City’s compensation framework, ensuring transparency and consistency across similar positions while fulfilling operational needs.

When making a salary recommendation, we first look to the regional labor market and the City’s comparable entities; normally we would look at all cities in Contra Costa County with populations less than 40,000 however, there were not enough agencies to provide a representative data set, so we used cities in Contra Costa County with populations less than 100,000 to find classifications that are most similar to Clayton’s classification. Then we look internally at parity throughout the City’s compensation plan.

The market survey for the Senior Management Analyst (below) shows the average top monthly wage for full-time Management Analyst position at $159,274.

Once market average and mean are established, staff reviewed how the pay aligned with other similar classifications and class levels in the compensation plan. Because there are no similar classifications currently in use in the City, staff recommends setting pay at the market average for the full-time Senior Management Analyst as show below and approved benefits package as stated in the “Terms and Conditions of Employment for the Undesignated Miscellaneous City Employees Unit Effective the Fiscal Years of 2023-24 and 2024-25.

Agency Class Title
Min Max
Brentwood Sr. Management Analyst 130,034 158,057
Danville
Discovery Bay
El Cerrito
Hercules
Lafayette
Martinez Sr. Management Analyst 119,448 160,111
Moraga
Oakley
Orinda
Pleasant Hill Sr. Management Analyst 137,232 182,496
Pinole
Pittsburg Sr. Management Analyst 117,576 142,920
San Pablo
San Ramon Sr. Administrative Analyst 121,148 151,414
Walnut Creek Program Manager 132,167 160,644
Number of Matches 6
Median of Comparators 125,591 159,084
Average of Comparators 126,267 159,274
Senior Management Analyst
Annual
Senior Management Analyst Salary Steps:

FISCAL IMPACT
This position will require a budget adjustment in the amount of $89,132 for 6 months of salary and benefits and in out years, this position will be part of the City’s annual budget process. It is estimated for FY 2024-25, the cost of Muchmore than Consulting will exceed $80,000; this does not include a full-time employee, nor does it include any additional administrative support other than basic human resources needs. We anticipate, if the City Council approves the motion tonight, that this position will be staffed for the last six months of the fiscal year.

CEQA IMPACT
None.

Attachment(s):

1. Resolution Approving the Addition of the Position of Senior Management Analyst and the Related Specifications and Pay Ranges to the FY 2024-25 Budget Exhibit A – Senior Management Analyst Specifications
Exhibt B – FY 2024-25 Org. Chart
Exhibit C – Proposed Mid-Year FY 2024-25 Org. Chart
Exhibit D – Functional Org. Chart
Exhibit E - Total Financial Analysis

A B C D E
126,267 132,580 139,209 146,170 153,478
City of Clayton Class Specification
FLSA Status: Exempt
Date Revised: November 19, 2024

CLASS TITLE

SENIOR MANAGEMENT ANALYST

DEFINITION
Under general direction from the Assistant City Manager, the Senior Management Analyst performs a wide variety of complex and highly responsible professional-level duties involving programs, projects and the coordination/oversight of assigned programs including implementation of policies and procedures, development and administration of personnel budgets, recruitment and selection, classification, training, employee relations and the negotiation and administration of contracts. Conducts organizational and other complex studies and analysis, including policy development, strategic planning, legislative analysis, preparation of analytical studies of administrative and operational issues, coordination of activities of the City Manager’s department with other departments, divisions, and outside agencies to enhance operational efficiency. Also provides liaison with the City Council and commissions.

CLASS CHARACTERISTICS
The incumbent performs complex assignments requiring a high level of independent judgment and provides expertise and advance technical support to the City Manager, Assistant City Manager and department heads in areas such as budget, personnel, policy development, and program management. Employees in this job class are subject experts in designated operations, programs, or departmental activities including research analysis and project management related to the implementation and administration of various programs and projects. The incumbent is required to be fully trained in procedures related to the assigned area of responsibility.

EXHIBIT A
Senior Management Analyst

Page 2 of 5 ends

• Provides leadership and technical guidance as a recognized subject matter expert and advisor in assigned area of responsibility using initiative and resourcefulness in deviating from traditional methods or analyzing unique issues or problems without precedent and/or structure; researches trends and patterns to develop new standards, models, methods, criteria, or proposed new policies and procedures related to assigned area of responsibility; oversees quality assurance and quality control activities within area(s) of expertise. • Plans, coordinates, and participates in the recruitment and selection process; prepares advertisements; conducts initial screening of applications; proctors or assts with applicant testing; schedules pre-employment examinations; participates in the interview process as requested by department directors; drafts interview questions with input from hiring department; obtains signed background release forms and submits background investigation forms for processing; discusses starting salary with hiring department; prepares and obtains signed offer letters and contacts candidate to make offer. • Assists the Assistant City Manager in researching and assembling information for classification and compensation purposes; assists in the maintenance of classification and compensation plans; responds to salary and benefit surveys. • Conducts new employee benefits orientations; oversees the preparation and processing of employee payroll and benefit forms and records; oversees the enrollment of employees into various benefit programs via the Human Resources Information System (HRIS) and various benefit carriers' websites; maintains confidential records; prepares COBRA notices for existing employees' status changes and terminating employees; troubleshoots problems and questions regarding benefits and provides assistance to employees when benefit problems arise.
• Processes Worker's Compensation and Short-term/Long-term Disability claims; responds to claimant complaints and provides claim related information; conducts follow-up with employee while off the job; participates in evaluation processes with regard to vocational rehabilitation; conducts training sessions with departments on proper claim process; prepares and distributes letters regarding protected leave. • Analyzes alternatives and makes recommendations regarding such matters as organizational structure, administration, contract oversight, grants and statistical research. • Assumes operational authority of areas of assigned responsibility including administrative operations; trains and supervises assigned support staff; maintains administrative, financial and human resources processes and records, monitors contracts and performs customer service functions.
• Negotiates, prepares, and monitors agreements and assists city staff with understanding and complying with city requirements. Monitors and ensures human resources practices are compliant with the city personnel rules and regulations. • Assists the executive team in determining priorities, methods, standards and work sequences necessary to achieve objectives. Advises the executive team on labor contracts, employment law, applicable City ordinances and rules, policies and procedures, and employee performance management.
• Assists the Accounting, City Clerk, and Assistant City Manager roles during staff absences due to vacation, training, or extended leave.
• Conducts advanced benefit reviews, prepares Requests for Proposals for benefit providers and other program vendors, conducts cost benefit analyses, proposal evaluations, and prepares details for review by the Assistant City Manager.

EXHIBIT A
Senior Management Analyst

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• Participates in the development and implementation of immediate and long-term strategies, goals, objectives, plans, and programs; interprets and applies federal, state, and other legislation and regulations that apply to assigned functions. • Conducts complex studies and surveys; collects, compiles and analyzes information; develops and evaluates options, prepares and presents recommendations for review by Assistant City Manager.
• Provides high-level administrative and analytical support to the City Manager and Assistant City Manager on special projects; conducts research and prepares reports and makes recommendations in relation to assigned projects. • Participates in the strategic planning and establishment of assigned program objectives and performance evaluation program operations and activities related to effectiveness and compliance; implements improvements and modifications as necessary and adjusts overall goals and objectives in response to changing program directives and/or City needs and priorities.
• Maintains a positive working relationship with co-workers and the community utilizing accepted principles of effective customer service.
• Performs other duties as assigned.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Knowledge of:
• The theory, principles, and practices of accounting, human resources and their application in the public sector.
• Manual and automated fiscal and human resources management systems. • Principles, practices and methods of organizational analysis and public administration. • Research techniques, project management and administration methods and procedures. • Principles and practices of supervision, training, management consultation and program analysis.
• Principles and practices of budget development and implementation; operating policies and procedures and functions of assigned department, division or program areas; local, state, and federal laws, rules, regulations and codes relevant to assigned duties. • Methods and techniques of effective technical report preparation and presentation. • Current literature, research methods, and sources of information related to assigned area of work.
• Report preparation, research methods, statistical concepts and methods. • Program development and administration; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Customer service and public relations methods and techniques.

EXHIBIT A
Senior Management Analyst

Page 4 of 5 ends

• English usage, spelling, grammar, and punctuation.

Ability to:
• Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Review and analyze reports, articles, studies and administrative activities and recommend an effective course of action.
• Independently apply the principles and practices of public administration as assigned, analyze systems and administrative and management practices and identify opportunities for improvement.
• Perform analytical research and prepare clear and concise technical, administrative, and financial reports, statements, and correspondence.
• Assist with preparation of large and complex budgets. • Understand, interpret, and apply administrative policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations. • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Research, analyze, and compile data, maintain accurate records and files. • Negotiate contracts and demonstrate sound judgement.
• Respond to public inquiries in a courteous manner; provide information within area of assignment; resolve complaints in an efficient and timely manner. • Communicate effectively with City staff, elected and appointed officials, and the public. • Maintain effective work relationships and demonstration of skills when dealing with the city staff and the public.
• Establish and maintain effective working relationships with those contacted in the performance of assigned duties.

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:
• A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field that pertains to the scope of work.

A Master’s degree is desirable.

And
• Four years of professional experience preferably in local government, administrative experience involving program research, analysis of comprehensive administrative concerns, development of policies and procedures and supervising an administrative activity including budget preparation responsibilities.

Licenses and Certifications:
• Possession of a Valid California class C driver license upon appointment.

EXHIBIT A
Senior Management Analyst

Page 5 of 5 ends

Special Requirements:
• Ability to travel to different sites and locations.

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit for prolonged periods of time, stand, walk, kneel, crouch, stoop and twist to lift, carry, push and/or pull light to moderate amounts of weight. While performing the duties of this class employees are required to talk or hear in person and by telephone, use hands to finger, handle, feel or operate standard office equipment. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter, or calculator and to verbally communicate to exchange information.

ENVIRONMENTAL AND WORKING CONDITIONS
These described work environment characteristics are representative of those an employee encounters while performing the essential functions of this job:

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT E
City Council Agenda Item 8g Page 1 of 4 November 19, 2024 City Council Agenda Item 8g

STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Regina Rubier, Assistant City Manager
DATE: November 19, 2024
SUBJECT: Adopt a Resolution Authorizing the Addition of a Full-Time Classification for Senior Planner and the Related Specifications, Pay Ranges and Benefits and Delete the Full-Time Community Development Director and Full-Time Assistant Planner From the FY 2024-25 Annual Budget.
___________________________________________________________________________

RECOMMENDATION
Adopt a Resolution authorizing the addition of a full-time classification of Senior Planner to include the related job specification, benefit package and pay range with a low annual salary of $108,021 and a high annual salary of $131,300. And to delete the full-time Community Development Director and full-time Assistant Planner positions from the FY 2024-25 annual budget.

PREVIOUS ACTION
On June 4, 2024, the City Council approved the FY 2024-25 budget, which included funding for a Community Development Director and an Associate Planner position. The Community Development Department has been operating utilizing a contract employee for the last several months. Following an evaluation of administrative office staffing needs, the City Manager determined that a single Senior Planner position would be more effective in fulfilling the intended role.

BACKGROUND
The City’s Classification and Compensation Plan, publicly accessible Master Pay Schedule, and approved Position List provide job descriptions, classifications, pay ranges, and details on allocated positions for all City personnel. At the time the FY 2024- 25 budget was developed and approved, there were significant staffing vacancies, including the Community Development Director and Associate Planner positions.

Additionally, the City’s use of a consultant for the Community Development Department has proven less effective than anticipated. To address this, it is recommended that the (Back to Agenda)
Community Development Department be restructured by eliminating the Community Development Director and Associate Planner roles and introducing a Senior Planner to enhance departmental efficiency and outcomes.

DISCUSSION
The City currently does not have anyone fulfilling this role. From June 2024 through current, the City is using an outside consultant, 4 Leaf Consulting, to provide this service.

That contract has since expired and it has been determined by staff that fulfilling this position with a city employee is more cost effective, more desirable and better serves the community.

The Senior Planner will be responsible for the follow duties • Reviews projects and development proposals for conformance with the City’s regulatory ordinances including Zoning, Design Review, LCP, and Accessory Dwelling Units (ADUs)
• Acts as a project manager to secure the zoning entitlements and environmental clearances for significant current development projects and long-range planning programs.
• Researches, writes and presents zoning code and general plan amendments; CEQA review and represents the Community Development Department at public meetings and in matters before the Planning Commission and City Council. • Review, approve, and calculate appropriate fees for residential improvements • Reviews, analyzes, and makes recommendations on applications such as Design Review Permits, Conditional Use Permits, Variances, and Tentative Parcel/Tract Maps; reviews drawings or blueprints for structural conformity, proposed uses and aesthetics; conducts site evaluations and analyses.

Staff are prepared to recruit for this position; the Senior Planner will be responsible for administrative Community Development tasks and will report to the City Manager.

Since this role has recently been staffed by a consultant, CalPERS has newly enacted a ruling that prohibits the City from employing annuitants in ongoing consulting capacities.

Currently, there is no established pay range for this position on the City’s publicly accessible pay schedule. Consequently, it is both customary and essential to propose a salary recommendation for such a role. This recommendation should align with industry standards and the City’s compensation framework, ensuring transparency and consistency across similar positions while fulfilling operational needs.

The market survey for the Senior Planner (below) shows the average top monthly wage for a full-time Senior Planner position at $139,501.

Once market average and mean are established, staff reviewed how the pay aligned with other similar classifications and class levels in the compensation plan. Because there are no similar classifications currently in use in the City, staff recommends setting pay at the market average for the full-time Senior Planner as shown below and approved benefits package as stated in the “Terms and Conditions of Employment for the Undesignated Miscellaneous City Employees Unit Effective the Fiscal Years of 2023-24 and 2024-25.

Senior Planner Salary Steps

FISCAL IMPACT
There is cost savings in year one of $173,621 and in out years, this position will be part of the City’s annual budget process. The cost savings are due to the Community Development Director and the Assistant Planner, wages and benefits being budgeted for the full year and positions remain vacant. However, the City is using consultants to staff these positions at a cost of approximately $68,000 a year to date with 4 Leaf Consulting an estimated additional $30,000 to bridge the gap with another consultant for this fiscal year. We anticipate, if the City Council approves the motion tonight, that this position will be staffed for the last six months of the fiscal year.

Agency Class Title
Min Max
Discovery Bay
El Cerrito Senior Planner 95,448 119,316
Hercules Senior Planner 104,649 133,578
Lafayette Senior Planner 106,548 148,944
Martinez Senior Planner 116,229 148,339
Moraga Senior Planner 109,448 133,031
Orinda Senior Planner 117,276 140,744
Pleasant Hill Senior Planner 106,548 152,556
Pinole
San Pablo
Number of Matches 7
Median of Comparators 106,548 140,744
Average of Comparators 108,021 139,501
Senior Planner
Annual

A B C D E
108,021 113,422 119,093 125,048 131,300

CEQA IMPACT
None.

Attachment(s):

1. Resolution Approving the Addition of the Position of Senior Planner and the Related Specifications and Pay Ranges and Remove the Community Development Director and Associate Planner Positions From the FY 2024-25 Budget Exhibit A – Senior Planner Specifications
Exhibt B – FY 2024-25 Org. Chart
Exhibit C – Proposed Mid-Year FY 2024-25 Org. Chart
Exhibit D – Functional Org. Chart
Exhibit E - Total Financial Analysis
Sr. Planner Salary (6 mo. at Step C) 61,880
Sr. Planner Benefits (6 mo.) 23,130
Less: Community Development Dir Annual Sala (167,624)
Community Development Dir Benefits (46,261)
Associate Planner Salary (99,599)
Associate Planner Benefits (42,798)
4 Leaf Expense To Date 67,650
New contract to bridge between 4 Leaf & staff 30,000
Total Cost Savings 173,621
Resolution No. XX-2024 Page 1 of 2 November 19, 2024
RESOLUTION NO. XX-2024

APPROVING THE ADDITION OF THE POSITION OF SENIOR PLANNER AND THE

RELATED SPECIFICATIONS AND PAY RANGES AND REMOVE THE COMMUNITY

DEVELOPMENT DIRECTOR AND ASSOCIATE PLANNER POSITIONS FROM THE FY 2024-25 BUDGET

THE CITY COUNCIL
City of Clayton, California
WHEREAS, The City has established Classification and Compensation Plans, a Master Pay Schedule, and a Position Allocation Table detailing all job classifications, salary ranges, and allocations of personnel; and
WHEREAS, The City has completed classification review to add one new class, related specifications and page ranges; and
WHEREAS, The City desires to add the classification of a full-time position of Senior Planner and the related salary ranges and specifications included and incorporated herein as Exhibit A; and
WHEREAS, The modification of this position will provide additional means for accomplishment of the City’s mission in an efficient and cost-effective manner; and WHEREAS, the net fiscal impact of these changes have a salary savings for FY 2024-2025 in the amount of $173,621; and
WHEREAS, It is necessary to authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule effective November 20, 2024, to incorporate the above changes.

WHEREAS, The City finds it more efficient to staff the Community Development Department with a Senior Planner and remove the Community Development Director and Associate Planner positions from the FY 2024-25 budget.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Clayton does hereby approve the full-time position of Senior Planner, the related specifications and authorize the City Manager to amend the City’s Classification and Compensation Plans and Master Salary Schedule, effective November 20, 2024, as follows:

Senior Planner

A B C D E
108,021 113,422 119,093 125,048 131,300
8g Attachment 1
Resolution No. XX-2024 Page 2 of 2 November 19, 2024
BE IT FURTHER RESOLVED that the City of Clayton determines that it is more efficient to staff the Community Development Department with a Senior Planner and remove the Community Development Director and Associate Planner positions from the FY 2024-25 budget.

PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 19th day of November 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

THE CITY COUNCIL OF CLAYTON, CA

Jim Diaz, Mayor
ATTEST:

Stephanie Cabrera-Brown, City Clerk
8g Attachment 1
City of Clayton Class Specification
FLSA Status: Exempt
Date Revised: November 19, 2024

CLASS TITLE

SENIOR PLANNER

DEFINITION
Under general direction, of the City Manager, the Senior Planner performs a wide variety of complex and highly responsible and varied professional, programmatic, administrative, and technical work in support of current and long-range planning programs and projects, assists and coordinates public policy development and implementation including serving as a project manager for complex and special projects. The position creates and updates long-range planning documents such as the General Plan and Zoning Ordinance; conducts initial studies and coordinates activities of consultants in the preparation of reports required by the California Environmental Quality Act.

The Senior Planner will exercise considerable judgment and initiative when independent action is required.

CLASS CHARACTERISTICS
The incumbent serves as project manager for assigned major projects, which includes responsibility for conceiving planning projects, developing analysis and work methods, and may include reviewing the daily work of professional and technical staff. Performance of work requires the use of considerable independence, initiative, and discretion within established guidelines.

Incumbents are expected to independently complete the most complex and difficult professional planning assignments and are responsible for all departmental functions and for developing, implementing, and interpreting public policy.

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 the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class. • Coordinates and performs research and analyses pertaining to the General Plan, area plans, grant programs, related municipal ordinances and policy; prepares related reports and recommendations, and renders professional advice regarding planning issues. • Serves as project manager for multiple complex current and long-range planning projects and special planning studies, including in-depth application and plan review, preparation

EXHIBIT A
Senior Planner

Page 2 of 5 ends

of legal notices, posting notices on sites, background research, preparing staff reports, attending public hearings and making presentations.
• Reviews various plans and applications for complex subdivision, housing and commercial developments; determines conformity with laws, regulations, policies and procedures; recommends approval or identifies problems and analyzes alternatives. • Reviews and approves administrative discretionary current planning permits and California Environmental Quality Act (CEQA) related documents. Prepare staff studies and reports on more complex planning issues/applications.
• Review, approve, and calculate appropriate fees for residential improvements. • Reviews, analyzes, and makes recommendations on applications such as Design Review Permits, Conditional Use Permits, Variances, and Tentative Parcel/Tract Maps; reviews drawings or blueprints for structural conformity, proposed uses and aesthetics; conducts site evaluations and analyses.
• Prepares and updates various planning documents such as the City’s General Plan, specific plans, ordinances, resolutions, codes, and related planning studies and reports. • Attends, coordinates and participates in committee, staff, City Council, Redevelopment Agency Board and other public agency meetings and conferences. Makes presentations to groups such as the City Council, Redevelopment Agency Board, boards and commissions, citizen groups and other public agencies.
• Conducts plan check of building permit-level plan submittals associated with complex projects to verify compliance with project approvals and zoning requirements. • Participates in General Plan amendments and updates, making recommendations regarding policy development.
• Reviews projects and development proposals for conformance with the City’s regulatory ordinances including Zoning, Design Review, LCP, and Accessory Dwelling Units (ADUs)
• Acts as a project manager to secure the zoning entitlements and environmental clearances for significant current development projects and long-range planning programs. • Prepares or supervises preparation of GIS maps, charts, diagrams and other documents for reports and public hearing notices.
• Provides work coordination and project direction for other planning personnel and contract consultants, prepares and manages consultant agreements and supervises consultant teams performing work for the City.
• Analyzes statistical data, such as long-range transportation, population characteristics, growth trends and other data.
• Provides front counter and phone support; provides information and assistance to developers, property owners, the public, other departments, and outside agencies regarding laws and regulations; investigates and answers the more complex questions from the public regarding planning and zoning; responds to complaints of zoning code violations.
• Maintains a positive working relationship with co-workers and the community utilizing accepted principles of effective customer service.
• Performs other duties as assigned.

EXHIBIT A
Senior Planner

Page 3 of 5 ends

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Knowledge of:
• Principles and practices of research methods and statistical analysis. • Site planning and architectural design principles.
• Applicable Federal, State and local laws, codes, and regulations including California Environmental Quality Act (CEQA). and California laws relating to subdivisions, annexations, zoning and land use,
• Federal, state and local laws, regulations and court decisions relating to city planning, land use, zoning and the environment.
• Working knowledge of the objectives, principles, procedures, standards, practices, and trends in the field of city planning, physical design, economic, environmental, and social concepts as well as project management techniques.
• Recent developments, current literature and sources of information related to planning, zoning, and environmental review.
• Statistical and research methods applied to the collection and analysis of data pertinent to planning.
• Methods and techniques of effective technical report preparation and presentation. • Effectively represent the City in contacts with governmental agencies, community groups, and various agencies.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. • Principles of advanced mathematics and their application to planning work. • Provide high level customer service when dealing with the public, vendors, contractors and City staff.

Ability to:
• Read interpret, apply, and explain technical written material and complex Federal, State, and local laws, regulations, ordinances, and City planning policies and procedures. • Perform and coordinate activities, such as the collection, analysis, and preparation of reports and recommendations pertaining to complex issues. • Ability to speak effectively before City Council, Planning Commission, public groups and other relevant stakeholders.
• Analyze projects and potential projects for consistency with planning regulations, general planning principles, and architectural quality.
• Analyze site design, terrain constraints, and land use compatibility and other urban services.

EXHIBIT A
Senior Planner

Page 4 of 5 ends

• Prepare concise reports, maps, charts and other graphic materials for effective presentations. Organize and conduct research studies.
• Engage in complex planning design and plan, organize, and coordinate complex planning activities.
• Prepare visual displays, such as maps, graphs, and illustrations. • Communicate effectively, orally and in writing; to understand and carry out oral and written instructions.
• Maintain a variety of filing, record keeping and tracking systems. • Provide high level customer service when dealing with the public, vendors, contractors and City staff.
• Organize and coordinate assigned activities with other departments and agencies respectively.
• Ability to read plans and specifications and make effective site visits. • Perform varied and responsible assignments to interpret and explain planning and zoning programs to the public, identify and respond to issues and concerns of the public, City Council and other boards and commissions.
• Exercise sound independent judgment within established guidelines. • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Represent the City effectively in meetings with commissions, community groups, governmental bodies, the media and the public.
• Establish and maintain effective working relationships with those contacted in the course of city planning 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:
• A Bachelor’s degree from an accredited college or university with major course work in urban or regional planning, architecture or a related field.
• A Master’s degree is desirable,
And
• Four years of professional experience in city or regional planning. One year of supervisory experience is desirable.

Licenses and Certifications:
• Possession of a Valid California class C driver license upon appointment. • Possession of American Institute of Certified Planners (AICP) Certificate is desirable.

Special Requirements:
• Ability to travel to different sites and locations.

EXHIBIT A
Senior Planner

Page 5 of 5 ends

PHYSICAL DEMANDS
These physical demands may be performed with or without reasonable accommodation:

Ability to sit for prolonged periods of time, stand, walk, kneel, crouch, stoop and twist to lift, carry, push and/or pull light to moderate amounts of weight. While performing the duties of this class employees are required to talk or hear in person and by telephone, use hands to finger, handle, feel or operate standard office equipment. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter, or calculator and to verbally communicate to exchange information.

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 a standard office setting with controlled temperature conditions and natural and fluorescent lighting at a desk and in front of a computer. Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing City policies and procedures. Occasional exposure to an outdoor field setting and travel from site to site. Incumbents may be required to work extended hours including evenings and weekends as needed

ADDITIONAL REQUIREMENTS
Positions in this classification require the following pre-employment screening measures before an offer of employment can be made:
• Background screening (Livescan)

EXHIBIT E

Clayton City CouncilNovember 19, 2024

Clayton City Council
November 19, 2024