7. Approval of a request by the City of Exeter Recreation Department for the closure of the City parking lot adjacent to City Hall located at 13 7 North F Street for a free community Trunk or Treat event on October 31, 2024, between the hours of 4:00pm and 9:00pm subject to the terms and conditions presented (pp. 46 -50)
8. Accept a Notice of Completion for HV AC Upgrades and Replacements RFB 23-007, authorize the City Engineer to sign the Notice of Completion and authorize the City Clerk to file the notice with the Tulare County Recorder's Office (pp. 51 -54)
9. Adoption of Resolution 2024-23, A Resolution of the City Council of the City of Exeter, adopting the Tulare County Multi Jurisdiction Local Hazard Mitigation Plan for the City of Exeter (pp. 55 -102)
10. Affirm the City Administrator's approval for grinding and overlaying the remainder of North Filbert across the frontage of the Yokohl Landing subdivision at a cost of $61,055.20 to be paid for from the Measure P street overlay line item (pp. 103 -104)
11. Authorize the City Administrator to increase the not-to-exceed amount of City of Exeter Purchase Order No. 238049 with Liebert, Cassidy, Whitmore (LCW) of Fresno, California for special services to assist with labor negotiations to $47,979 in order to cover the costs to conclude labor negotiations (pp. 105 -116)
12. Approval of a street closure request from Exeter Unified School District to include Rocky Hill from B Street to C Street, and Pine Street from C Street to G Street, and all associated alley approaches between the hours of 11 :00am and 1 :00pm for the annual Homecoming parade, on Friday, September 06, 2024, subject to the conditions presented (pp. 117 -119) J. INDIVIDUAL BUSINESS ITEMS:
Comments related to Individual Business and Public Hearing Items are limited to three (3) minutes per speaker, for a maximum of 30 minutes per item. The Mayor may reasonably limit or extend the public comment period to preserve the Council's interest in conducting efficient, orderly meetings. l. City of Exeter Draft Active Transportation Program (ATP) Plan presentation (pp. 120 121) Presented by T JKM
2. Consider Authorizing the City Administrator to execute a Work Authorization and Task Order agreement with QK Inc (Contract City Engineer) for the development and preparation of the Exeter Parks and Recreation Master Plan in the amount of $145,670.00 (pp. 122-135) Presented by Adam Ennis, City Administrator
3. Presentation on available streetlight types and options and make replacement selections to be used in the design drawings for bidding the Downtown Street Light Replacement Project (pp. 136 -137)
Presented by Martin Querin, City Engineer
4. Consider Approval of Resolution 2024-24, A Resolution of the City Council of the City of Exeter, authorizing wage and related benefits for employees of the mid-management group (pp. 138 -147)
Presented by Adam Ennis, City Administrator
K. CITY COUNCIL ITEMS OF INTEREST
L. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
RESOLUTION NO. 2024-24
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER AUTHORIZING
WAGE AND RELATED BENEFITS FOR EMPLOYEES OF THE MID-MANAGEMENT GROUP
WHEREAS, the City Council of the City of Exeter ("City" or "City Council") is authorized to set the terms and conditions of employment for unrepresented employees; and WHEREAS, the City Council desires to memorialize in a single Resolution the benefits and compensation currently provided to Mid-Management employees ("MidManagement"); and WHEREAS, this Resolution is intended to and does supersede all previous resolutions and terms and conditions of employment for Mid-Management employees; and WHEREAS, this Resolution may be modified, amended, terminated, or superseded by the City Council at any time; and
WHEREAS, this Resolution shall apply to all Mid-Management employees, which include the following positions: Police Lieutenant, Finance Manager, City Clerk/Human Resources Manager, Deputy City Clerk/Personnel Officer, Operations Manager; and NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council adopts this Resolution, which shall be effective August 27, 2024, and will remain in effect until it is modified, amended, terminated, or superseded by further resolution of the City Council.
SECTION I - INCORPORATION
In the event of a conflict between this Resolution and the City of Exeter Personnel Rules and Regulations ("Personnel Rules and Regulations), this Resolution shall prevail.
Unless otherwise specified in this Resolution or made inapplicable by the terms of the Personnel Rules and Regulations, the Personnel Rules and Regulations are incorporated in this Resolution.
SECTION II – Wages
Effective the first full pay period following City Council approval of this resolution, effective July 1, 2024, the City of Exeter shall adjust the salary schedule for Midmanagement positions as follows:
The City shall grant a 4.0% salary increase for the positions covered by this Resolution.
Effective the first full pay period that includes July 01, 2025, the City of Exeter shall again adjust the salary schedule for the Mid-management positions as follows:
The City shall grant a 4.0% salary increase for positions covered by this Resolution.
SECTION III - HOURS OF WORK AND OVERTIME
SECTION 3.1 HOURS OF WORK
The provisions in this section govern hours of work for employees. However, this provision shall not interfere with the essential services of a department. Midmanagement employees for the City are assigned a schedule of 40 hours per week, but may require additional hours based on assignment and workload. Shifts vary as required to meet the operational requirements of the department where the employee works. When desirable, the Department Head with approval from the City Administrator may designate other working hours for employees whose specific duties require it.
SECTION 3.2 OVERTIME
All Mid-Management employees are classified as exempt employees and are ineligible for overtime pay.
SECTION IV - LEAVES
SECTION 4.1 HOLIDAYS
Holiday leave shall be provided in accordance with Section 419 and 420 of the Personnel Rules and Regulations.
SECTION 4.2 VACATION
Vacation leave shall be provided in accordance with Chapter Six (6) of the Personnel Rules and Regulations. Non-sworn employees may accumulate vacation leave up to two times their annual accrual rate. For example, a non-sworn employee who has worked for the City for six years may accrue up to 224 hours. Sworn employees may accumulate up to 360 hours, regardless of years of service. Once an employee meets the applicable cap, vacation will cease to accrue until the leave balance drops below the maximum accrual.
SECTION 4.3 VACATION REDEMPTION
Mid-management employees covered by this resolution may elect to receive cash in lieu of up to eighty (80) hours of vacation leave accrual each calendar year, subject to the terms and conditions in this section.
To receive cash in lieu of vacation leave accrual, an employee must submit an irrevocable written election form no later than December 31st of the calendar year prior to the calendar year in which the employee wishes to receive cash in lieu of leave. To be eligible, the employee must, as of the December 31 deadline, have at least onehundred sixty (160) hours of vacation leave accrued and must have taken at least forty (40) hours of vacation leave during the previous year. The cash in lieu will be payable in the last pay period of November the following calendar year. Only leave hours already accrued in the calendar year for which an election is made may be cashed out.
Cashouts for leave hours accrued in a prior calendar year are not allowed. If an employee for any reason would not have accrued the full amount elected for cash-out during the current year, the cash-out amount will be reduced accordingly.
SECTION 4.4 SICK LEAVE
Sick leave shall be provided in accordance with Chapter Seven (7) of the Personnel Rules and Regulations.
SECTION 4.5 EXECUTIVE LEAVE
Mid-Management employees receive 80 hours of executive leave every July 1. An employee who is hired in an exempt position after December 31, shall be granted a prorated portion based on number of months remaining in the year of the total hours of Executive Leave for the remainder of the fiscal year. Executive Leave must be used within the fiscal year accumulated and may not be carried over from one fiscal year to another.
SECTION 4.6 OTHER LEAVES
Other leaves, including jury leave, military leave, and medical and family leaves shall be provided in accordance with Chapter 8 of the Personnel Rules and Regulations.
SECTION V - SPECIAL PAYS
SECTION 5.1 BILINGUAL PAY
The City will provide $23.08 bi-weekly in compensation for qualified bilingual employees in designated positions who satisfactorily pass the City’s designated bilingual testing/exam process.
SECTION 5.2 RETENTION PAY
Retention Pay shall be available to all Mid-management employees.
Mid-management employees holding the following positions: Finance Manager, City Clerk/Human Resources Manager, Deputy City Clerk/Personnel Officer and Operations Manager shall receive retention pay based on complete years of City of Exeter full-time employment/service as a percentage of base wages as follows: 2.5% at each of 6, 10, and 15 years (up to a maximum of 7.5%).
Mid-management employees holding the Police Lieutenant position shall receive retention pay based on complete years of City of Exeter full-time, sworn law enforcement officer employment/service as a percentage of base wages as follows:
2.5% at each of 6, 10, and 15 years (up to a maximum of 7.5%). Lateral officers' prior full-time, sworn law enforcement officer employment/service will be counted toward years of service in determining retention pay.
SECTION 5.3 EDUCATION PAY
An educational/training incentive program shall be available to those in the Police Lieutenant position.
The educational/training incentive program shall be as follows:
A 2.5% salary increase, paid bi-weekly, shall be granted with the completion of an Bachelors’ Degree in Public Administration, Criminal Justice and Administration, Business Administration, or related field with a major in Police Science, OR the completion of the Advanced POST training and certification. Compensation will begin after the Employee provides the City with the appropriate documentation showing completion.
SECTION 5.4 CELL PHONE STIPEND
Mid-management employees shall receive a $20.77 bi-weekly stipend to be used towards payment of their personal cellular telephone account if they agree to allow the City to use their personal cellular telephone number to contact them regarding work related issues. Employees may also elect to decline the monthly stipend and instead be provided with a City issued cell phone.
SECTION 5.5 UNIFORM ALLOWANCE
Police Lieutenants shall receive Police Uniforms. Upon hire, Police Lieutenants shall be provided a police uniform. After six months of employment, new Police Lieutenants covered by this resolution will receive a uniform contribution from the City of $1,000.00 for the remainder of the year, paid bi-weekly at a rate of $76.92 with their regular payroll check. After the completion of one year of service, Police Lieutenants covered by this resolution will receive an annual uniform contribution from the City of $1,000.00, paid biweekly at a rate of $38.46 with their regular paycheck.
SECTION 5.6 BOOT ALLOWANCE
Those in the Operations Manager position who have been actively working their regularly assigned shift for the preceding six months, or are a new hire, or are returning to their regular work schedule after an extended absence, the City shall provide a boot allowance of $250.00 per fiscal year to those requiring such footwear. This allowance is not retroactive - it applies to the current fiscal year at the time it is requested. The employee may purchase appropriate boots/shoes from one of the following authorized vendors:
• Boot Barn
• Lehigh Outfitters
• Redwing
• Morris Levin
• Tractor Supply
Any boot or shoe purchased must be certified as “ASTM F2413-05 PT Class 75 Protective Toe" compliant. The employee may request to purchase boots from another vendor by submitting a written request to the Department Head, said request must be approved by the Department Head prior to purchase. If the desired footwear exceeds $250.00 in cost, the employee will be responsible for paying the difference at the time of purchase. Employee shall present the purchased shoes/boots to the Department Head to confirm the appropriateness before use. If the selected work boots do not exceed $250.00, the employee may at their discretion elect to purchase work stockings from the same vendor, and at the same time as the boot purchase, up to a total combined amount of $250.00 for boots/shoes and work stockings.
Employee must submit written request to purchase boots to the Department Head prior to purchase, and said request must be approved by the Department head and Finance Director prior to purchase of any boot.
SECTION VI - RETIREMENT BENEFITS
SECTION 6.1 CalPERS DEFINED BENEFIT PLAN
Mid-Management employees are subject to the following retirement contributions based on the appropriate CalPERS contract:
A. Safety employees who are not defined as "new members" will pay the entire
9.0% employee contribution and an additional 3.0% of their salaries toward the Employer contribution to the plan for a total of 12.0%.
B. Miscellaneous employees who are not defined as "new members" will pay the entire 8.0% employee contribution and an additional 3.0% of their salaries toward the Employer contribution to the plan for a total of 11.0%.
C. Safety employees who are defined as "new members" under PEPRA will be subject to all applicable PEPRA provisions. New members will pay one half of the total normal cost of the retirement benefit, as determined by CalPERS. New members also pay an additional 3.0% of their salaries toward the Employer contribution to the plan.
D. Miscellaneous employees who are defined as "new members" under PEPRA will be subject to all applicable PEPRA provisions. New members will pay one-half of the total normal cost of the retirement benefit, as determined by CalPERS. New members will also pay an additional 3.0% of their salaries toward the Employer contribution to the plan.
Mid-Management employees shall continue to pay 3.0% of the CalPERS employer contribution as cost sharing. If for whatever reason, the cost sharing provisions are deemed not to continue, then Mid-Management employee compensation shall also be reduced by the same percentage as cost sharing is reduced, retroactive to the same date that cost sharing is deemed to have ceased or been reduced.
SECTION 6.2 DEFERRED COMPENSATION PROGRAM
The deferred compensation plan is a voluntary retirement program. Mid-Management employees determine how much of their pay is to be contributed to the deferred compensation plan. The City agrees to match employees’ contribution into the City’s designated deferred compensation program in an amount up to $50.00 per bi-weekly pay period.
SECTION VII - HEALTH AND WELFARE BENEFITS
SECTION 7.1 HEALTH, VISION, AND DENTAL
During the period this Resolution remains in effect, the City will retain a health program (medical/dental/vision benefits) that covers each full-time employee, and their family (if elected) with employee contribution as follows: $80.00 per pay period for the employee, $165.00 per pay period for an employee + 1, and $185.00 per pay period for an employee’s family. Please note that employee contribution amounts are subject to future negotiations and are subject to change.
SECTION 7.2 EMPLOYEE CLINIC
Mid-management employees and their families who participate in the City's health plan, can utilize the Elite Wellness Employee Health Clinic on Mineral King and Johnson Street in Visalia, California at no cost.
SECTION 7.3 LIFE INSURANCE
City employees are covered under the City provided life insurance program as outlined in Section 1915 of the Personnel Rules and Regulations.
SECTION 7.4 EMPLOYEE ASSISTANCE PROGRAM
The City offers an Employee Assistance Program ("EAP"). Employees who believe they may have an alcohol or drug problem are urged to voluntarily seek confidential assistance from the Employee Assistance Program (EAP). EAP is a part of a network of professional counselors and designed to provide help for employees who, among other things, may have an alcohol or drug problem or both.
SECTION VIII – IRC SECTION 125 PLAN & AFLAC SUPPLEMENTAL PROGRAMS The City offers an IRC Section 125 plan to employees as well as AFLAC supplemental programs such as: whole life insurance; individual term life insurance; cancer indemnity insurance, limited benefit health insurance, accidental means-only insurance with a wellness benefit, and hospital confinement indemnity insurance at the employees own cost.
PASSED, APPROVED AND ADOPTED this 27th day of August 2024.
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
Frankie Alves, Mayor
ATTEST:
____________________________
Francesca Quintana, City Clerk