Fairfield City Council
July 5, 2022

1. EXECUTIVE SUMMARY
A. Introduction
The City of Fairfield has been classified as an entitlement city by the U.S. Department of Housing and Urban Development (HUD) since 1975. It receives approximately $850,000 annually through the Community Development Block Grant (CDBG) program. An entitlement city must be a principal city within a Metropolitan Statistical Area (MSAs) with over 50,000 citizens. HUD determines the amount of each annual entitlement grant by a formula that uses several objective measures of community needs, including the extent of poverty, population, housing overcrowding, age of housing, and population growth lag in relation to other metropolitan areas. Other factors are considered as well.

The CDBG program entitles qualifying cities to receive federal funding through HUD to achieve federal goals. The overall goal of the community planning and development programs covered by this part is to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities for low- and moderate-income persons.

Decent housing includes:
 Assisting homeless persons to obtain appropriate housing  Assisting persons at risk of becoming homeless
 Retention of the affordable housing stock;
 Increasing the availability of permanent housing in standard condition and affordable cost to low-income and moderate-income families, particularly to members of disadvantaged minorities, without discrimination based on race, color, religion, sex, national origin, familial status, or disability.
 Increasing the supply of supportive housing, which combines structural features and services needed to enable persons with special needs, including persons with HIV/AIDS and their families, to live with dignity and independence; and  Providing housing affordable to low-income persons accessible to job opportunities.

A suitable living environment includes:
 Improving the safety and livability of neighborhoods;  Increasing access to quality public and private facilities and services; Packet Page 323 of 1243Attachment 4 Page 6 of 72

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 Reducing the isolation of income groups within a community or geographical area through the spatial deconcentration of housing opportunities for persons of lower- income and the revitalization of deteriorating or deteriorated neighborhoods;  Restoring and preserving properties of special historic, architectural, or aesthetic value; and
 Conservation of energy resources.

Expanded economic opportunities includes:
 Job creation and retention;
 Establishment, stabilization, and expansion of small businesses (including microbusinesses);
 The provision of public services concerned with employment;  The provision of jobs involved in carrying out activities under programs covered by this plan to low-income persons living in areas affected by those programs and activities;  Availability of mortgage financing for low-income persons at reasonable rates using nondiscriminatory lending practices;
 Access to capital and credit for development activities that promote the long -term economic and social viability of the community; and
 Empowerment and self-sufficiency opportunities for low-income persons to reduce generational poverty in federally assisted and public housing.

The program was authorized under Title I of the Federal Housing and Community Development Act of 1974, as amended by Title I of the Housing and Community Development Act of 1977 and the Cranston-Gonzalez National Affordable Housing Act of 1990.

B. Scope and Purpose of the CPP
This Citizen Participation Plan (CPP) encompasses the City of Fairfield FY 2022-27 Five-Year Consolidated Plan period. It describes the public participation process of the City of Fairfield to provide for and encourage public participation in the development of key federally -funded planning documents and any substantial amendments to the documents and the opportunity to comment on progress being made in achieving the goals of the documents.

The federal planning documents covered by the CPP are the:

1. Citizen Participation Plan
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2. Analysis of Impediments to Fair Housing Choice (or Analysis of Fair Housing, as applicable)

3. Consolidated Plan

4. Annual Action Plan

5. Consolidated Annual Performance Evaluation Report (CAPER) and

6. any other applicable plans and reports for which HUD may require citizen participation.

Citizen participation and stakeholder consultation are critical components of the City of Fairfield Consolidated Plan process. It helps the City:
 Incorporate local data into the planning process and validate the accuracy of this data  Gather input on priority needs and target areas
 Increase coordination among consultation partners
 Leverage Consolidated Plan activities with other public and private funding sources and programs
 Expand upon the outreach efforts of existing planning processes, and  Increase citizen feedback, buy-in, and support of Consolidated Plan activities The CPP outlines how the City of Fairfield works to obtain a broad perspective of housing and community development needs from citizens and organizations involved in affordable housing, fair housing, homeless programs, and other community development activities. It ensures opportunities for the involvement of affected persons and other concerned residents in the planning process. It provides transparency in the methods and freedom of access to the draft plans. Finally, the CPP guides the public’s submission of comments and the standards for the City’s response. 1
C. Goals of the CPP
The five primary goals of the City of Fairfield citizen participation process are to:

1. Provide residents with adequate and timely information about the range of activities that may be undertaken through its CDBG programs, the kinds of activities previously funded in the City, the level of funding available to carry out these activities, and the estimated amount of funds that will benefit very low- and low-income persons;

1 eCon Planning Suite-Citizen Participation Toolkit. P.5 Packet Page 325 of 1243Attachment 4 Page 8 of 72

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2. Ensure that very low-low-income residents, persons with disabilities, and persons with limited English speaking are encouraged to participate in program planning and implementation efforts of the CDBG program. The continuity of these individuals and agencies that represent them must be present throughout all stages of the program planning.

3. Provide residents with an adequate opportunity to articulate needs, express preferences about proposed activities, assist in the selection of priorities, and the development of the programs, the Analysis of Impediments to Fair Housing Choice, the 5-Year Consolidated Plan, the Annual Action Plan, and the Consolidated Annual Performance Evaluation Report (CAPER);

4. Provide residents with the opportunity to assess and submit comments on all aspects of program performance; and

5. Conduct meetings and respond to information requests in a manner consistent with the Ralph M. Brown Act, California Public Records Act.

D. Requirements of HUD
HUD requires all jurisdictions receiving HUD funding to develop and maintain a Citizen Participation Plan consistent with HUD Consolidated Plan rules 24 CFR Parts 91 and 570. Before utilizing these federal funds to address community needs, HUD requires that the City develop a three- to five-year Consolidated Plan (ConPlan). The ConPlan establishes:
 a unified vision for housing and community development actions;  sets forth the policy of each jurisdiction for allocating investment of various resources to housing and non-housing activities;
 is a statement of specific long-term and short-term housing and community development objectives and priority non-housing community development needs;  is a strategy to be followed in carrying out HUD programs.

On some occasions, HUD may issue a Waiver to reduce the public comment period associated with the various plans and documents. If HUD does issue a Waiver to reduce the public comment period for a specific plan or document, the CPP will be presumed to comply with any waiver authority that HUD issues.

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2. COMMUNITY OUTREACH & ENGAGEMENT
A. Demographic Profile
The City of Fairfield, California, is an established and diverse community. It has been the County of Solano seat since 1858 and is home to approximately 115,282 residents. Solano County is one of the five most racially and culturally diverse counties in the nation. The median income of Fairfield residents is $84,557, which is higher than the state average, and the poverty rate is 8.6%. The City currently has 38,372 total housing units.

Language - Over 22% of Fairfield residents were foreign-born, and 34% of residents speak a language other than English at home, which is much higher than the national average of

21.6%. In Fairfield, 20.3% of residents speak Spanish, and 6.3% speak Tagalog, and these languages are predominant amongst those who indicate that they speak English “less than well.”
Race and Ethnicity - The City’s population is about 50% White, 15% Black/African American, .05% American Indian/Alaskan Native, almost 17% Asian, 1.3% Native Hawaiian/Other Pacific Islander, with nearly 17% reporting some other race or two or more races (2019 American Community Survey 5-Year Estimates. Approximately 27.6% identify as Hispanic or Latino.

Veterans - The City has been home to Travis Air Force Base since 1942, and almost 7% of the population are Veterans. The base complex is located only three miles east of the central business district of Fairfield. It includes approximately 7,260 active U.S. Air Force (USAF) military personnel, 4,250 AF Reserve personnel, and 3,770 civilians. A large 265-bed military hospital serves both in-service and retired military personnel.

Persons with Disabilities – Eleven-point four percent (11.4%) of Fairfield residents live with a disability, and 8% of those are under the age of 65 years. Of the total population of persons with disabilities:
 24.5% have a hearing difficulty
 12.5% have a vision difficulty
 36% have a cognitive difficulty
 52% have an ambulatory (movement) difficulty
 19% have self-care difficulty, and
 30% have an independent living difficulty.

Note that some people
have more than one
disability so the total
exceeds 100%
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Lower Income Block Groups – The City is comprised of 68 census tract block groups. Of these, 26 block groups are 51% or more populated by persons with lower income, as defined by HUD to mean having an income of 80% or less than the area median income. These lower- income block groups have a total population of 38,575 people or 35% of Fairfield’s total population. The number of lower-income people living in these lower-income block groups is 26,000, or 24% of the City’s population. The total number of lower income residents throughout the city (not limited to the identified lower income block groups) is 69,240, or

62.8% of the population. HUD funding must target individuals with lower-incomes, or areas (block groups) that are predominantly (>51%) occupied by lower-income individuals. The table identifies the block groups and percentages below:

Census
Tract
Block
Group
Number of Lower
Income Residents
Total of all who live in
the Block Group
% of lower
income
2525.02 2 830 990 83.84%
2524.02 3 1,505 1,855 81.13%
2526.05 3 1,240 1,580 78.48%
2526.11 3 1,015 1,295 78.38%
2525.02 1 535 685 78.10%
2526.07 2 2,365 3,115 75.92%
2526.04 2 1,040 1,415 73.50%
2526.06 3 1,855 2,565 72.32%
2526.05 1 2,090 2,960 70.61%
2523.14 2 485 695 69.78%
2525.01 2 1,565 2,245 69.71%
2526.04 3 650 950 68.42%
2524.01 4 780 1,190 65.55%
2526.06 2 585 905 64.64%
2528.01 4 855 1,335 64.04%
2524.01 1 555 905 61.33%
2525.01 1 345 565 61.06%
2526.08 2 2,130 3,520 60.51%
2523.13 1 675 1,120 60.27%
2527.07 2 915 1,560 58.65%
2524.02 1 640 1,100 58.18%
2526.11 1 695 1,205 57.68%
2526.04 1 315 555 56.76%
2526.07 1 620 1,115 55.61%
2526.06 1 1,330 2,405 55.30%
2526.08 1 385 745 51.68%
Total: 26,000 38,575 67.4%

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As can be seen from the demographic profile of Fairfield residents in this section, the City is highly diverse. It has a significant number of persons (67%) with incomes lower than the median for the area. It has a substantial number of residents who speak Spanish and Tagalog and do not speak English well, so they have limited English access . They may need language translation, as well as those that speak other languages. And over 11% of residents have some form of severe disability that may limit their access to information and programs.

The Citizen Participation Plan endeavors to reach out to, engage, and provide meaningful information to ALL residents, no matter their physical, language , or other abilities.

B. Community Outreach and Engagement Plan
Before the development of the CPP, the City conducted an ADA Programmatic Self-Evaluation, which assessed the level of accessibility of Fairfield programs for individuals with disabilities and provided methods the City will implement to ensure equal access and opportunity for ALL Fairfield residents. Based on this analysis, the City created a comprehensive Community Outreach and Engagement Plan to ensure equal access to all residents who may be eligible for the City’s federally funded programs, including Community Development Block Grant funds.

The strategies for reaching all residents, including those with multiple impediments, such as a physical disability and/or limited English proficiency, are outlined below.

In addition, Fairfield CDBG staff maintains an extensive database of community partners to provide for and encourage citizens to participate in the development of CDBG plans and reports. This comprehensive database includes stakeholder contact information for the following: Local Continuum of Care, Business Representatives, Community Stakeholders, Nonprofit Organizations, Faith-Based Organizations, Housing Authority, Local Government including Health & Social Services, and agencies that are specifically affiliated with or primarily serve persons with: Disabilities, Minorities, Limited English Proficiency, Veterans, Mental Health, Youth, Homeless, Domestic Violence, Addiction, and other Organizations and Service Providers.

Residents, community stakeholders, agency representatives, and other interested parties may request to be added to this list to receive CDBG notifications. Please email or call staff listed on the back of the cover to this document.

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Community Engagement Strategies
The City uses a combination of community outreach and engagement activities, both general and specific, to inform and solicit public input from the community. Specific strategies include, but are not limited to:
 Public Notice:
o A published legal advertisement/notice in at least one newspaper of general circulation serving Fairfield residents, published in English, Spanish, and Tagalog o A published legal advertisement/notice in a Spanish and Tagalog publication of general circulation serving Fairfield residents
 Formal Press Release – distributed by the City’s Communications Division to media agencies
 Translation. Notices posted at City Hall, Fairfield Library, and Fairfield Transit Center in English, Spanish, and Tagalog
 Social Media. Announcements and notices published utilizing the City’s various social media tools, such as Facebook, Instagram, and NextDoor in English, Spanish, and Tagalog
 Website. Publication on the City’s Website: www.fairfield.ca.gov  Email. Email Announcements to those on the CDBG Interest List General strategies include, but are not limited to:
 Community Events. Attend various community events to solicit input from residents regarding funding priorities.
 City Council Meetings. Announce the new CDBG funding cycle at a Public, Community, or City Council Meetings.
 Community Bulletin Boards. Advertise in related community bulletin boards.  Local & Regional Institutions. Encourage the participation of local and regional institutions, Continuums of Care, and other organizations in developing and implementing the Assessment of Fair Housing and the Consolidated Plan.  Residents of Assisted Housing. Encourage the participation of residents of assisted housing developments (including resident advisory boards, resident councils, and resident management corporations) in the process of developing and implementing the Assessment of Fair Housing (AFH) and Consolidated Plan. In addition, other low- income residents of targeted revitalization areas in which the developments are Packet Page 330 of 1243Attachment 4 Page 13 of 72

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located. Provide information to the public housing agency about the AFH strategy and Consolidated Plan activities related to its developments and surrounding communities so that the public housing agency can make this information available at the annual public hearing(s) required for the Public Housing Authority Plan.  Alternative Modes of Contact. Explore alternative ways for public involvement and ways to measure efforts that encourage citizen participation in communities, and the review of program performance.
 Share Information Promptly. Provide the HUD-provided data and any other supplemental information incorporated into the AFH available to residents, public agencies, and other interested parties as soon as feasible after the start of the public participation process.
 Promote CDBG Activities. Promote the activities of the CDBG program whenever possible. This includes the local newspaper and other media that highlight the contribution and success of the program.
 Interested Parties List. The City will endeavor to directly notify interested parties of scheduled public hearings by utilizing the CDBG Interest List, maintained by the CDBG staff.

C. Reasonable Accommodation
The City will make every effort to ensure that all persons are able to participate in hearings.

Non-English-speaking persons or persons with hearing impairments can be provided an interpreter at public hearings at no cost if a request is made at least forty-eight (48) hours prior to the scheduled meeting date. Special accommodations will be made for persons with physical disabilities at public hearings if the request is made at least forty-eight (48) hours prior to the scheduled meeting date. Meetings will always be held at an accessible site.

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3. COMMUNITY STAKEHOLDERS & ROLES
This section offers guidance to the various stakeholders in the activities required to develop and implement the Consolidated Plan, the Annual Action Plan, the Assessment of Fair Housing, and the Consolidated Annual Performance and Evaluation Report. These guidelines are in place to be inclusive and protect the fairness and integrity of the Community Development Block Grant program. They are not intended to exclude or restrict access to the process in any way.

The following section describes the roles of key stakeholders in developing and evaluating progress toward the implementation of the Consolidated Plan. These stakeholders include:
 Residents of Fairfield
 Public and private agency services providers and clients  Affordable housing providers
 Business and industry
 CDBG Advisory Committee
 City Council
 Staff
A. Residents of Fairfield
ALL residents of Fairfield are encouraged to participate in the development, oversight, and analysis of the effectiveness of the plans outlined in this document. Residents are invited to provide comments and input to staff and City Council at any stage of the development and execution of these plans. The City and HUD recognize community input as a vital element in identifying high-priority needs in the community and ensuring that CDBG funds are used for activities that address those issues and concerns.

The City is particularly interested in hearing the voice of residents who could benefit from the investment of CDBG funding that include:
 Lower-income residents with household incomes at 80% or less of the area median income
 Residents that HUD generally presumes to be principally lower-income, including:
o Abused children
o Battered spouses
o Elderly persons
o Severely disabled adults
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o Homeless persons, including:
 chronically homeless individuals
 families,
 families with children
 Veterans and their families
 Unaccompanied youth
 Persons at risk of homelessness
o Illiterate adults
o Persons living with AIDS; and
o Migrant farm workers
 Residents living in lower-income areas (census tracts and block groups) identified in this Citizen Participation Plan.
o Including any Neighborhood associations, Neighborhood Watch groups, etc.  Non-English-speaking persons
 Persons with disabilities
 Public Housing residents
 Special needs populations

Residents are encouraged to provide comments or ask questions of CDBG staff listed behind the cover page of this document.

B. Public and Private Agency Service Providers and Clients In accordance with 24 CFR 91.100, the City seeks the knowledge and input of service providers when preparing the Consolidated Plan. Those service providers help the City identify the highest priority needs for residents that benefit from the program. The City targets service providers that provide assisted housing, health services, social and fair housing services, victim services, employment, or educational services to Fairfield residents. To understand issues around homelessness, it includes the homeless Continuum of Care that serves Solano County and the City of Fairfield, healthcare facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions. It also includes consultation with the City’s own departments that provide services, such as the Parks and Recreation Department, Community Development, Public Works Department, Finance Department, Human Resources Department, and Housing Services Department.

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When preparing the portion of the Consolidated Plan concerning lead -based paint hazards, the City shall consult with state or local health and child welfare agencies as well as examine existing data related to lead-based paint hazards and poisonings. This will include the health department data on the addresses of housing units in which children have been identified as lead poisoned.

The City will also consult with adjacent cities and the county and any other entities with County-wide planning responsibilities, particularly for problems and solutions beyond the City of Fairfield alone, as specified in 24 CFR 91.100 (local government). This also includes regional government associations and mass transportation providers.

C. Affordable Housing Providers
To help ensure adequate housing for lower-income residents, especially for those with incomes from 0 to 30% of the area median income, the City will consult and wishes to partner with2:
 County and State HOME Investment Partnership Program administrators and Participating Jurisdictions. The HOME Program intends to increase the supply of decent, affordable housing to low- and very low-income households, expand the capacity of nonprofit housing providers, strengthen the ability of state and local governments to provide housing, and leverage private sector participation.  Community Housing Development Organizations (CHDOs), which are private, nonprofit organization that meets a series of qualifications prescribed in the HOME regulations  Bay Area affordable housing developers, owners, and sponsors. These may be nonprofit or for-profit entities. Developers are the entities responsible for putting the housing deal together. Owners are the entities that hold title to the property after rehabilitation, construction, or acquisition. Sponsors work with other organizations— such as other nonprofits—to assist them in developing and owning housing. At project completion, they turn over the title to the property to the other organization.  Public Housing Agency (PHA). The City’s PHA is a division of the Housing Services Department. CDBG staff will consult with the PHA concerning public housing needs and planned programs and activities. This consultation will help provide a better basis for the certification by the authorized official that the PHA Plan is consistent with the consolidated plan. It will also ensure that the local government's description of how it will address the needs of public housing and, where necessary, how it will provide

2 Home and CDBG Guidebook
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financial or other assistance to a troubled PHA to improve its operations and remove such designation.

Consulting with the PHA will help ensure that activities concerning local drug elimination, neighborhood improvement programs, and resident programs and services funded under a PHA's program and covered by the consolidated are fully coordinated to achieve comprehensive community development goals. If a PHA is required to implement remedies under a Section 504 Voluntary Compliance Agreement to provide accessible units for persons with disabilities, the City should consult with the PHA and identify actions it may take, if any, to assist the PHA in implementing the required remedies.

D. Business and Industry
Small businesses are the backbone of our state and local economies. Roughly two -thirds of all new jobs come from small businesses. The City seeks to engage civic leaders, leaders in the Fairfield business community, and key regional businesses and employers of Fairfield residents.

This includes the:
 Fairfield Chamber of Commerce
 Fairfield Main Street Association
 Fairfield Downtown Association
 Solano Small Business Development Center (SBDC)
 Workforce Development Board of Solano County (WDB)
 Solano Hispanic Chamber of Commerce
 Solano Filipino-American Chamber of Commerce
 Major employers of Fairfield residents
 Key institutional employers (including hospitals, schools, military)  Businesses interested in employing lower-income residents of the City E. CDBG Advisory Committee
The CDBG Advisory Committee (CAC) is a body of community-wide representatives appointed by the City Council. It serves as an advisory body to the Council on issues related to the CDBG program. The purpose of the CAC is to:

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 Provide engaged resident participation in an advisory capacity in the assessment, planning, development, implementation, and amendment of CDBG programs  Assist in outreach efforts to residents to obtain resident input  Review and aid in the development of the Consolidated Plan, AI, Action Plan , and Citizen Participation Plan
 Review all applications for CDBG funding, interview applicants, and make recommendations for the investment of CDBG funding for public services, infrastructure, economic development, housing, and other projects and programs to benefit lower-income persons and areas in the city following strategies and high priorities identified in the Consolidated Plan
 Review the Consolidated Annual Performance Evaluation Report (CAPER detailing the City’s progress in accomplishing the goals outlined in the Consolidated Plan  Attend Public Hearings regarding CDBG plans regarding proposals and recommendations for the CDBG program and use of funds and make recommendations to staff and City Council for the use of Public Service and Non- Public Service funds.

Composition – The CDBG Advisory Committee shall consist of seven (7) members. A member is defined as a person who is a full-time resident and registered voter of Fairfield. The CDBG Advisory Committee will reflect Fairfield's racial, ethnic, and economic composition to the greatest extent possible.

Terms – Committee members may serve terms of varying lengths, as follows:
 Two-Year Term: The Planning Commission and Youth Services Commission will each appoint one (1) CDBG Advisory Committee Member for a two-year term.  Four-Year Term: Five (5) Public Interest Members will have four-year terms, selected from applications submitted to the City Clerk, selected by two (2) City Council Members, and appointed by the Mayor.
 One-Year Term: Two alternate Public Interest Members.  All Committee Members shall serve at the pleasure of the Mayor for no more than two (2) terms plus any unexpired term to which they are appointed but not for more than ten (10) years in total.

Quorum – Attendance by four (4) of the seven (7) CDBG Advisory Committee members will constitute a quorum. If a scheduled meeting will not have a quorum, staff has the authority to adjourn the meeting and reschedule it to the soonest available date.

Chair and Vice-Chair – The CDBG Advisory Committee Members will elect a Chairperson and Vice-Chairperson at the first meeting of the CDBG funding cycle. The Chairperson and Vice- Packet Page 336 of 1243Attachment 4 Page 19 of 72

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Chairperson will be elected for a one-year term. A CDBG Advisory Committee Member cannot be elected Chairperson for more than two (2) consecutive terms.

F. City Council
The Fairfield City Council is comprised of seven city council members. Six of them are voted by district, and the mayor is elected at large. They all serve for four -year staggered terms.

Council members are responsible for addressing policy issues related to the Community Development Block Grant programs. City Council must hear and consider all public comments as outlined in this document pertaining to CDBG funding and reporting and approve the various plans required by HUD before submission.

G. Staff
Administration of the CDBG program is conducted in the Housing Services Department. The CDBG Administrator and staff facilitate the CDBG Advisory Committee in their roles, conduct community outreach engagement, and report to City Council. CDBG Staff are critical in ensuring that the City meets its obligations and responsibilities as an entitlement city of the U.S.

Department of Housing and Urban Development Community Development Block Grant program.
 Staff roles that involve the CAC include:
 Researching and developing the various HUD-required plans detailed in the CPP with input from the CAC
 Outreaching, engaging, and obtaining meaningful feedback from the various lower- income community members who can benefit from CDBG-funded services and projects.  ensuring that resident feedback is reflected in Plan strategies and goals  Supporting the CAC in its processes, including:
o Reviewing all funding applications for eligibility and conducting a risk assessment o Conducting or ensuring completion of NEPA environmental review o Coordinating the agency interview process with CAC
o Ensuring the integrity of the rating, ranking, and funding recommendation process
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o Writing staff reports to Council
o Writing HUD required Consolidated Plan, Action Plan, CAPER, CPP, and other plans and reports for submission to HUD, and ensu ring CAC review before adoption by City Council
o Reviewing staff recommendations for substantial amendments for Consolidated Plan, Action Plan or CPP with CAC and obtaining their recommendation Staff roles generally outside of CAC roles include performing other CDBG management duties, such as:
 Developing all HUD required plans and reports outlined in this Citizen Participation Plan  General management, oversight, and coordination of CDBG processes to administer the program within federal requirements, including performing risk analyses and monitoring subrecipients, performing Davis Bacon oversight as necessary on construction projects, ensuring Section 3 compliance, and completing various HUD reports, reviewing subrecipient invoices and reports, and paying subrecipients  Ensure City CDBG, and subrecipient financial management meets standards set forth in 2 CFR Part 200
 Ensure compliance with Fair Housing and Equal Opportunity requirements, including funding Fair Housing activities
 Determine and manage CDBG administration activities and costs which are subject to HUD caps and constraints
 Ensure timely expenditure of CDBG funds and not exceed 1.5 times the City’s annu al CDBG allocation in its line of credit at the U.S. Treasure each April 30th  Provide technical assistance and give information to agencies and community members Packet Page 338 of 1243Attachment 4 Page 21 of 72

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4. S TANDARD PROCEDURES FOR NOTIC ES & MEETINGS
A. Description
All actions related to the plans and reports described by the Citizen Participation Plan will meet the following standard processes outlined in this section:
 Brown Act
 Meetings & Posting
 Public Notices
 Access and Availability
 Accommodation, Translation, Interpretation
 Complaints
 Grievance Procedure Under ADA and Section 504
 Displacement Policy
B. Brown Act
All meetings related to the CDBG program are considered public meetings and are subject to the requirements of the Brown Act, which includes, but is not limited to:
 The public is allowed to comment on items under consideration  Non-discriminatory facilities, the public must not pay to attend  No secret ballots, all votes cast in public
 Materials provided to the board must be made available to the public C. Meetings & Posting
Times and Locations – Meetings will be held at times and locations convenient to potential and actual beneficiaries of CDBG funding. Meetings will be publicized in advanced notice through Public Notices, with sufficient information published about the subject of the hearings. Meetings will be held in facilities accessible to persons with mobility impairments.

Electronic Meetings – Electronic meetings may be permitted by special action of the State to amend the Brown Act rules and HUD to allow a special exception. The City of Fairfield may conduct electronic/remote meetings in such instances. When an electronic meeting is being Packet Page 339 of 1243Attachment 4 Page 22 of 72

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held, the information for remote access will be included at the time that the agenda is posted.

Meeting Publishing Requirements - Meetings will be published per the Citizen Participation Plan and will include the following:
 Description of the activity
 Which entity is conducting the meeting
 Amount and source of funding
 Where and how information may be obtained
 The date, time, and location of the public meetings
 Timeframe for the public to submit public comments
 How and what format comments will be accepted
 Contact person for additional information
Meeting Agendas – The type of meeting determines the timing for posting agendas:
 Regular Meeting: A brief description of items posted 72 hours before the meeting  Special Meeting: 24-hour notice to board and media with a brief description  Emergency Meeting: One-hour notice except in cases of a dire emergency Posting Locations – Meeting agendas will be posted at the following locations  City Clerk’s Office, City, 1000 Webster Street, 4th Floor, Fairfield, CA  City Hall 1st Floor Lobby, 1000 Webster Street, Fairfield, CA  Community Development Dept., 1000 Webster Street, 2nd Floor, Fairfield, CA  Fairfield Civic Center Library, 1150 Kentucky Street, Fairfield, CA  Fairfield Housing Authority, 823-B Jefferson Street, Fairfield, CA  Fairfield Transportation Center, 2000 Cadenasso Drive, Fairfield, CA  City of Fairfield Website: www.fairfield.ca.gov
D. Public Notices
Public Notices – Notices will be published once as a legal advertisement in the local newspaper in English, Spanish, and Tagalog. When published, the notice will be posted in the 1st Floor Lobby of City Hall, Fairfield, 1000 Webster Street, Fairfield, CA 94533. Public Notices Packet Page 340 of 1243Attachment 4 Page 23 of 72

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may also be posted on the City of Fairfield’s website, on the local access television station, and direct mailing to interested citizens upon request. The Public Notice will include language that informs the public that reasonable accommodations and language services are available upon request. The Public Notices will also inform the public, that meeting locations are accessible to persons with disabilities and that hearing-impaired individuals may call the California Relay Service at (800) 735-2929 or TDD (707) 399-5623 for assistance.

Posting Locations - Documents that require a Public Comment Period will be available for review at the following locations, which are the same as above for meeting agendas:
 City Clerk’s Office, City, 1000 Webster Street, 4th Floor, Fairfield, CA  City Hall 1st Floor Lobby, 1000 Webster Street, Fairfield, CA  Community Development Dept., 1000 Webster Street, 2nd Floor, Fairfield, CA  Fairfield Civic Center Library, 1150 Kentucky Street, Fairfield, CA  Fairfield Housing Authority, 823-B Jefferson Street, Fairfield, CA  Fairfield Transportation Center, 2000 Cadenasso Drive, Fairfield, CA  City of Fairfield Website: www.fairfield.ca.gov
E. Access and Availability
Access to Records – As required by law, the City of Fairfield will provide the public with reasonable and timely access to information and records relating to the data or content of the Consolidated Plan, as well as the proposed, actual, and past use of funds covered by this Citizen Participation Plan. The City will also provide reasonable public access to records about any uses of these funds during the previous five years. Also, the City will provide the public with reasonable and timely access to local meetings relating to the proposed or actual use of funds (such as City Council meetings, Planning Commission meetings, and other City committee and commission meetings, etc.).

Availability - As required by federal regulations, the City of Fairfield will provide the public with reasonable and timely access to information and records relating to the data or content of the Consolidated Plan, as well as the proposed, actual, and past use of funds covered by this Citizen Participation Plan. The City will also provide reasonable public access to records about any uses of these funds during the previous five years. Also, the City will provide the public with reasonable and timely access to local meetings relating to the proposed or actual use of funds (such as City Council meetings, Planning Commission meetings, and other City committee and commission meetings, etc.). The materials are available at no cost and can be obtained at the Packet Page 341 of 1243Attachment 4 Page 24 of 72

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City of Fairfield, 1000 Webster Street, Fairfield, CA 94533, and is accessible at the City’s website at www.fairfield.ca.gov .

F. Accommodation, Translation , Interpretation
Reasonable Accommodation – Reasonable accommodations will be made for persons with disabilities at all meeting locations, when requested at least forty-eight (48) hours before the scheduled meeting date. Materials provided at the meeting will be available in a format accessible to persons with disabilities and Limited English Proficiency upon request.

Translations and Interpretation Services – Translations and Interpretation Services The City must provide language assistance at no charge to limited English-speaking residents.

Depending on the language and nature or importance of a program, service, or activity, the City shall provide access to oral interpretation, written translation, or in some cases, access to both.

The City’s Language Assistance Plan (LAP) identifies Spanish and Tagalog's most frequently encountered languages other than English. The LAP also identifies vital documents, including public notices of public hearings/meetings and other important documents, which must be translated into Spanish and Tagalog.

The City will provide translation services when it can be reasonably expected that a significant number of non- English-speaking persons will participate in public meetings. The City will also provide translation services when a request is made at least forty-eight (48) hours before the scheduled meeting date. These services will be free of charge to attendees.

G. Complaints
Staff and the CDBG Advisory Committee welcome any review and improvement of the CDBG application and funding process. While it is important to protect the integrity of the existing procedures, it is equally important to include a fair grievance process for all parties to address valid complaints and grievances.

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Process
Note: All complaints must be received in writing within ten days of the alleged offense.

Below are the steps t o file a complaint, to be conducted in the order listed:

Step 1. Request in writing a meeting with CDBG Administrator to address the problem.

CDBG Administrator will review the concerns and reply in writing within ten business days of the meeting.

Step 2. Submit a written complaint to CDBG Administrator regarding the problem. CDBG Administrator will review the concerns and reply in writing within ten days of the postmark.

Step 3. Request to address the City Council at the next scheduled City Council meeting.  CDBG Administrator will add the request to the meeting agenda.

Step 4. City Council will hear and review the concerns.  City Council will make a motion and vote their decision.

Step 5. CDBG Administrator will provide meeting minutes within 14 days of the meeting date.

H. Complaint and Grievance Procedure s
Description
The City of Fairfield Complaint and Grievance Procedure is established to meet the general needs of residents and meet the requirements of the Americans with Disabilities Act of 1990 (“ADA”) and Section 504 of the Rehabilitation Act of 1973. The City has instituted two processes: one for general complaints or feedback on the CDBG program and one for persons with disabilities who have a grievance about access to services or allegations of discrimination based on disability. The processes can be used by anyone who wishes to file a complaint or file a grievance alleging discrimination based on disability in providing services, activities, programs, or benefits by the City of Fairfield.

The City wants to hear concerns and complaints from residents in order to meet the standards set in this Citizen Participation Plan and provide accessible programs, services, and activities. A concerned party can call with a comment, concern, or complaint without filing a formal grievance. They can also file a formal grievance using the steps below.

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Complaints.

Residents of Fairfield and agencies serving them and all other interested parties have an opportunity to register complaints by letter, telephone , email, or in-person directly to staff at the contact information given on the page behind the cover of this Citizen Participation Plan.

Process. Anyone who wishes to register a complaint is encouraged to begin by calling the CDBG staff listed in this document. Often complaints will be resolved satisfactorily at this level. Staff will investigate complaints and respond within fifteen working days, where practicable. Staff will respond in writing to all written complaints within fifteen (15) working days of their receipt, where practicable.

Any person not satisfied by the staff's response may request further review of their complaint by the Director of Housing Services. The Director will respond in writing to all written complaints within thirty (30) working days of their receipt, where practicable.

Any person may also file a complaint directly to HUD. Per HUD procedures, HUD will forward the complaint to the Office of the City Manager. A copy of the letter accompanying the complaint will be sent to the complainant. The City has fifteen (15) working days from the date of the HUD letter to respond directly to the complainant and must forward a copy of the response to HUD for their review.

The City will retain all documentation, including the final disposition of the complaint, for no less than four (4) years from the date of the disposition.

Grievance based on Disability or Access to Services
The City of Fairfield has adopted a Complaint and Grievance Procedure for a prompt and equitable resolution to meet the requirements of the ADA and Section 504. This procedure may be used by anyone who wishes to file a complaint alleging discrimination by the City of Fairfield on the basis of disability in the provision of programs, services, activities, or benefits. Please see the process below to file a Grievance and/or Complaint based on ADA and/or Section 504. The Grievance Form is included as Attachment A. The Complaint and Grievance Procedure may be revised at any time to meet CDBG and federal regulations and to best serve residents. Any revisions are approved by the U.S. Department of Housing and Urban Development (HUD) prior to implementation.

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assistance.” These requirements include CDBG funding from the Department of Housing and Urban Development.

Issues for which a person can file a Grievance include, but are not limited to:
 Denial of a Reasonable Accommodation
 Denial of Reasonable Modification
 Inadequacy of an accommodation/modification
 Inaccessibility of a program or activity due to a disability, or  Discrimination or harassment based on disability.

It is always best to try to resolve these issues as informally and as locally as possible. This usually results in the quickest and most satisfactory resolution. The City’s ADA Coordinator for Grievances and Complaints is available to assist you with this process. He is the person responsible for investigating any grievance, complaint or communication to the City alleging non-compliance with the Section 504/ADA. All such complaints or grievances should be addressed to:

Christian Carmona, 504/ADA Lead Coordinator & Risk Manager Finance Department, City of Fairfield
1000 Webster Street, 1st Floor
Fairfield CA 94355
Telephone: (707) 399-5623
Mobile/Texting: (530) 524-2626
[email protected]
Process.

Step 1. Whenever possible, the complaint should be in writing. All complaints or grievances submitted must contain specific information about the alleged violation or discrimination including:
 Name
 Address
 Telephone number and/or email address of the complainant and  The location, date, and a complete description of the circumstances giving rise to the compliant.
 The complaint should be submitted by the grievant and/or his/her designee as soon as possible, but no later than 60 calendar days after the alleged violation.

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Upon request, the 504/ADA Coordinator will make appropriate arrangements to ensure that individuals with disabilities are provided Reasonable Accommodations, if needed, to participate in the grievance process. Such arrangements may include, but are not limited to, providing the opportunity for a person who has trouble writing to make the complaint verbally; providing interpreters for people who are hearing impaired; providing taped cassettes of materials for people who are visually impaired; or assuring a barrier-free location for people who are mobility impaired.

The grievance form can be found in this document as Attachment A and may also be obtained from the City’s website ( www.fairfield.ca.gov ) under Quick Links; in person at the Finance Department customer service window; and by email or US Postal Service by emailing:

[email protected].

Anonymous complaints or grievances will not be accepted. Unless ordered released by a court of competent jurisdiction, complaints or grievances will be kept confidential to the greatest extent possible. If you wish to file a complaint, you can provide grievance information via alternative means to the ADA Coordinator, but you must include all re quired information. Upon request, these may be submitted by telephone, e-mail (confidentiality cannot be assured), letter, personal interview, or other methods. All complaints must be submitted to the City by the complainant or his/her designee as soon as possible, but no later than 60 calendar days after the alleged violation or discriminatory act.

Step 2. Within 15 calendar days of the City’s receipt of the grievance, the complainant will receive a confirmation that it has been received and is being investigated. If the complainant does not receive a confirmation within 15 business days, they should contact the ADA Coordinator previously listed. Within 20 business days of receiving the grievance, the ADA Coordinator or his/her designee will contact the claimant to discuss the grievance and possible resolutions. Absent extenuating circumstances, all grievances will be investigated, and a response will be issued within 45 days of receiving the grievance. If a delay is expected, the ADA Coordinator will notify the complainant in writing of the reason(s) for the delay and the date by which the complainant will receive a response. If it is not possible for the complainant to obtain the resolution requested, the ADA Coordinator shall identify the reason(s) why that is not possible and engage in an interactive process about alternative accommodations or modifications to address disability-related needs. The ADA Coordinator will work with the complainant to explore options agreeable to the parties involved. The complainant may bring an advocate for the discussion(s). Upon request, the results will be provided in an accessible format (e.g., large print, audio tape, Braille etc.).

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Step 3. If the complainant is not satisfied with the investigation results, s/he/they may submit a verbal or written appeal within 20 days of the complainant’s receipt of the findings. The appeal should be directed to the City Manager. The appeal should describe why the complainant believes the findings are incorrect. Within 20 days of the day the complainant submits the appeal, the City Manager will contact you to discuss the matter. A written response to the appeal will be issued within 45 days of the day the complainant submits the appeal.

Retention. The City of Fairfield will retain all written complaints and responses for at least four years.

Confidentiality. To the extent possible, confidentiality will be maintained throughout the investigation of a complaint of unlawful discrimination.

Other Remedies. The right of an individual with a disability to a prompt and equitable resolution of the grievance shall not be delayed by the individual’s pursuit of other remedies such as filing a disability complaint with a responsible federal or state agency. Use of the City’s grievance procedure is not a prerequisite to an individual’s pursuit of other remedies.

Concurrently, the individual with a disability has a right to file a grievance with any or all of the following:
 FHEO Intake Specialist 1-800-669-9777 or online in English or Spanish at:
https://www.hud.gov/program_offices/fair_housing_equal_opp/complaint- process
US Dept of Housing & Urban Development
Office of Fair Housing & Equal Opportunity
One Sansome Street, Ste 1200
San Francisco, CA 94104
Phone: (800) 347-3739 or (415) 489-6524; TTY: (415) 489-6564  CA Department of Fair Employment & Housing 2218
Kausen Drive, Ste 100
Elk Grove, CA 95758
Phone: (800) 884-1684; TTY: (800) 700-2320
 California Department of Fair Employment & Housing (DFEH) Communication Center
2218 Kausen Drive, Suite 100
Elk Grove, CA 95758
Phone: (800) 884-1684
TTY: (800) 700-2320
Email: [email protected]

 Fair Housing of Northern California, 415-457-5025
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City of Fairfield Policies:

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA") and Section 504 of the Rehabilitation Act of 1973, the City of Fairfield will not discriminate against qualified individuals with disabilities based on disability in its services, programs, or activities.

ADA/Section 504 Compliance
Employment: The City of Fairfield does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under Title II of the ADA and Section 504.

Effective Communication: The City of Fairfield will, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disa bilities so they can participate equally in the City of Fairfield’s programs, services, and activities, including qualified sign language interpreters, documents in Braille, and other ways of making information and communications accessible to people who have speech, hearing, or vision impairments.

Modifications to Policies, Programs, and Procedures: The City of Fairfield will make all reasonable modifications to policies, programs, and procedures to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Auxiliary Aids/Services. Anyone who requires an auxiliary aid or service for effective communication or a modification of policies or procedures to participate in a program, service, or activity of the City of Fairfield, should contact the Office of Human Resources at (707) 428- 7679 as soon as possible but no later than 48 hours before the scheduled event. Please allow three business days for the City to obtain an ASL interpreter.

No surcharge. The City of Fairfield will not place a surcharge on a particular individual with a disability or any group of individuals with disabilities to cover the cost of providing auxiliary aids/services or reasonable modifications of policy, such as retrieving items from locations that are open to the public but are not accessible to persons who use wheelchairs.

Undue Burden. Section 504 and the ADA do not require the City of Fairfield to take any action that would fundamentally alter the nature of its programs or services or impose an undue financial or administrative burden.

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I. Displacement Policy
All jurisdictions receiving CDBG and other federal funding sources are subject to the Uniform Relocation Act (URA) and must comply with its requirements. The purpose of the URA is to provide displaced persons with fair, equitable treatment and protection from disproportionate injury by projects designed to benefit the public as a whole. This includ es displacement resulting from the acquisition, demolition, or rehabilitation for HUD-assisted projects carried out with CDBG, HOME, HOPWA, ESG, NSP, and other federal HUD funds, and displacement from real property acquisition for HUD-assisted projects, whether publicly or privately undertaken. The URA protects all persons who are displaced by a federally assisted project, regardless of their income.

As part of this CPP and in accordance with HUD regulations, Section 104(d) of the Housing and Community Development Act of 1974, as amended, 24 CFR Part 42, and other federal and State of California relocation laws and guidelines, the City must maintain a displacement policy. The City will minimize the displacement of persons from their homes and alleviate the problems caused by displacement by:

1. Evaluating projects submitted for CDBG, HOME or other HUD funding that might involve displacement of low/moderate-income households and advising the sponsor/developer of the relocation and replacement housing obligations.

2. Encouraging the funding of projects that will not involve the displacement of low/moderate-income households.

3. Encouraging sponsors/developers of projects that will involve the displacement of low/moderate-income households to seek alternative sites for development.

4. Requiring the sponsor/developer of low/moderate-income housing to give preference to displaced low/moderate-income households in the new projects if the person or family qualifies for the project.

Because the City utilizes these strategies, it does not anticipate any displacement of individuals under the Consolidated Plan. In the event temporary displacement should occur, such persons will be provided with relocation assistance under the City's General Relocation Plan. A copy of this plan is available for review at the City's Housing Authority.

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J. Commitment to Provide Relocation Assistance
The City shall provide relocation assistance as described in 24 CFR 570.606 to each low/moderate-income household in their jurisdiction that is displaced by the demolition of housing or by the conversion of a low/moderate-income dwelling to another use as a direct result of assisted activities. This includes the levels of the assistance outlined in Section 104(d) of the Housing and Community Development Act of 1974 and further defined in 24 CFR 42.350 , which provide for rental assistance over 60 months.
 The City shall provide each household with the option of receiving assistance as described in 49 CFR 24, which includes rental assistance over 42 months if it is determined that such assistance is in the household’s best interest.  Temporarily displaced households shall be provided with assistance to cover reasonable out-of-pocket expenses during displacement. This can include advisory aid and monetary assistance for increased rent, moving costs, security deposits, and increased utility costs. In rare cases, a per-diem may be provided for food costs if comparable housing is unavailable.
 Displaced persons shall be relocated into comparable, decent, safe, and sanitary dwellings that are adequate in size to accommodate the dwelling occupants.

Replacement dwellings shall be functionally equivalent to the acquired dwellings and shall not be subject to unreasonably adverse environmental conditions.  Displaced persons shall have the right to appeal a claim denied by the City or by its subrecipient.
 Distribution of relocation assistance payments shall be made on a timely basis in a minimum of two installments. A displaced household may elect to receive a lump - sum amount equal to the capitalized value of the relocation assistance payment to allow for the purchase of replacement housing in accordance with program restrictions.

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K. Commitment to Provide One -For -One Replacement
The City shall replace all occupied and vacant occupiable low/moderate-income dwelling units demolished or converted to a use other than low/moderate-income housing as a direct result of activities assisted with funds provided under the Housing and Community Development Act of 1974, as amended, as described in 24 CFR 570.606(b)(1) and 24 CFR 42.375. Dwellings shall be provided within the jurisdiction and shall be designed to remain affordable to persons of low and moderate-income for ten years from the date of initial occupancy.

All replacement housing will be provided within three years of the commencement of the demolition and rehabilitation relating to conversion. Before obligating or expending funds that will directly result in such demolition or conversion, the City will publicize and submit to the HUD Field Office the following information in writing:

1. A description of the proposed assisted activity;

2. The general location on a map and approximate number of dwelling units by size (number of bedrooms) that will be demolished or converted to a use other than low/moderate-income dwelling units as a direct result of the assisted activity;

3. A schedule for the commencement and completion of the demolition or conversion;

4. The general location on a map and approximate number of dwelling units by size (number of bedrooms) that will be provided as replacement dwelling units;

5. The source of funding and a schedule for the provision of replacement dwelling units; and

6. The basis for concluding that each replacement dwelling unit will remain a low/moderate-income dwelling unit for at least ten years from the date of the initial occupancy.

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5. PLANS & REPORTS COVE RED BY THE CPP
The City of Fairfield Citizen Participation Plan covers and applies to the following Plans and Reports, which will be discussed in greater detail in the following sections:
 Citizen Participation Plan
 Analysis of Impediments to Fair Housing Choice or Analysis of Fair Housing  5-Year Consolidated Plan
 1-Year Action Plan
 1-Year Consolidated Annual Performance Evaluation Report A. Citizen Participation Plan
Description
Ensuring citizen participation is integral to all components of the planning processes for the Analysis of Impediments, Consolidated Plan process, and in the very development of, or revisions to, the Citizen Participation Plan itself. The City of Fairfield is committed to reaching out and involving residents of all abilities, languages, and locations within the City.

The CPP specifically outlines efforts to be made by the City to encourage participation by3:
 Low- and moderate-income persons residing in any area of the City;  Low- and moderate-income persons living in areas designated as a revitalization area or in a slum or blighted area (as defined by the City);
 Low- and moderate-income persons living in areas where CDBG and other HUD funds are proposed to be used;
 Residents of predominantly low- and moderate-income neighborhoods;  All residents in general, including minorities and non-English speaking persons;  Persons with limited English proficiency, and
 Persons with disabilities.

3 eCon Citizen Participation Toolkit p.6
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The CPP also details the ways in which the City seeks input from other public and private agencies that provide4:
 emergency housing for those who are homeless
 assisted housing for special needs populations,
 transitional housing,
 health services,
 social services, and
 infrastructure needs,
 compliance with fair housing and equal opportunity Civil Rights laws and regulations.

Planning P rocess
The planning cycle, which occurs every five years, begins with a Citizen Participation and Consultation Self-Assessment and follows the following five steps5:

Step Objective
1: Identify Prior Citizen
Participation and Consultation
Activities
Create a list of past citizen participation and consultation activities, compare to the CPP, and document quantitative and qualitative results of the activities.
2: Identify the Principal Goals
of Activities Listed in Step 1
Determine the principal goals of past citizen participation and consultation activities identified in Step 1.
3: Identify Gaps in Past
Activities
Assess which goals identified in Step 2 were adequately met; Determine which citizen participation and consultation goals, if any, were not accounted for by past activities; Note any major strengths or weaknesses of past activities.
4: Assess Current Resources
Available to Perform Citizen
Participation Activities
Conduct an accurate assessment of the monetary, personnel, and other resources available to perform various citizen participation and consultation activities.
5: Establish Citizen
Participation and Consultation
Goals
Establish goals for the jurisdiction’s citizen participation and consultation activities based on the goals and resources identified in Steps 3 and 4.

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Before initiating the AI and ConPlan processes, staff meets in planning sessions to conduct a self-assessment and review the timeline and summation of activities from the prior AI/ConPlan cycle. New technologies, such as advances in translation software, apps for persons with disabilities, and advances in data visualization techniques, are introduced, researched, and explored. Jurisdictional financial and monetary resources are discussed, and constraints noted.

The prior outreach efforts undergo a SWOT (Strength, Weakness, Opportunities, Threats) analysis to identify areas for improvement and generate ideas to address gaps and weaknesses.

Finally, a new Outreach Plan is created.

With a plan for outreach and engagement of Fairfield residents in place, staff begin s to develop a draft timeline for the AI and ConPlan processes. Care should be taken to ensure adequate time is allocated to translation of public notices, time from submission of notices to posting in the newspaper, and adequate time for public comment and summary for City Council.

Before the plan is adopted by City Council, residents will be provided reasonable opportunity to comment on the original and revised CPP. The City will make the plan public for a minimum of 30 days and will make it available in a format that is accessible to per sons with disabilities, upon request.

Participation, Posting, Meeting Requirements
The City must make the Citizen Participation Plan public and provide residents with a reasonable opportunity to comment on both the original and amended versions of the Plan.

The CPP must be in a format accessible to persons with disabilities and translated into Spanish and Tagalog as requested. The CPP is not submitted to HUD for approval but may be reviewed upon request.

Public Review Requirements for ORIGINAL Citizen Participation Plan  The City will conduct a public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to the final adoption of the CPP by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the CPP prior to City Council Action.
 A summary of all public comments or views and a summary of any comments or views not accepted and the reasons why, shall be accessible and retained for the five-year period of the CPP.
 The CPP will be available on the City’s CDBG website.

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Amendments
The CPP is reviewed and updated as part of the five-year process to develop a new Analysis of Impediments and Consolidated Plan. The CPP review occurs first in the process to guide stakeholder engagement. Any change to the Citizen Participation Plan will be subject to the public review requirements. Publishing, posting, meeting, and other processes to encourage resident participation are detailed in Section 4, Standard Processes.

HUD Citizen Participation Waivers
Under the CARES Act, CDBG grantees may amend their Citizen Participation Plan to establish and implement expedited procedures, with a comment period of no less than five (5) days. The following language is added to the current Fairfield CDBG Citizen Participation Plan:

In the event of local, state, and national natural disasters, existing and new funding may be allocated or re-allocated in an expedited timeframe. The City may be required to streamline the allocation process and reduce delays in accessing grant funds pursuant to HUD notices, waivers, executive orders, award letters or other HUD communication. The process will be revised to comply with citizen participation requirements per HUD notices, waivers, award letters, or other HUD communication to the Consolidated Plan and/or substantially amended Action Plan(s). Therefore, public meetings and noticing requirements contained herein may be temporarily modified by the authority of special HUD directives or executive orders issued in response to emergency circumstances. These changes would take effect without a formal amendment to the Citizen Participation Plan.

Public Review Requirements for AMENDED Citizen Participation Plan  The City will conduct a public review period of not less than fifteen (15) days (not including the day of publication) to receive public comments prior to the final adoption of the REVISED CPP by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the CPP prior to City Council Action.
 A summary of all public comments or views and a summary of any comments or views not accepted and the reasons why, shall be accessible and retained for the five-year period of the CPP.
 The CPP will be available on the City’s CDBG website.

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B. Analysis of Impediments/Assessment of Fair Housing & Affirmatively Furthering Fair Housing
Description
Equal and free access to residential housing (housing choice) is fundamental to meeting essential needs and pursuing personal, educational, employment, or other goals of Fairfield residents. An Analysis of Impediments (AI) is an assessment of a state or a unit of local government’s laws, ordinances, statutes, and administrative policies and local conditions that affect the location, availability, and accessibility of housing. The development of an AI is part of the consolidated planning process required for all entitlement communities, such as the City of Fairfield, that receive housing and community development funds from HUD.

From its inception, the Fair Housing Act of 1968 (and subsequent laws reaffirming its principles) outlawed discrimination and set out steps that needed to be taken proactively to overcome the legacy of segregation through the obligation of affirmatively furthering fair housing. The Fair Housing Act requires jurisdictions receiving federal funds for housing and urban development to affirmatively further fair housing. The Fair Housing Act not only makes it unlawful for jurisdictions to discriminate but also requires jurisdictions to take actions to undo historic patterns of segregation and other types of discrimination, as well as to promote fair housing choice and foster inclusive communities6.

HUD requires the City to assess fair housing determinants, prioritize fair housing issues for response, take meaningful actions to affirmatively further fair housing, and maintain records reflecting the analysis and efforts taken in this regard. The City must:
 Conduct an analysis of impediments to fair housing choice within the jurisdiction;  Take appropriate actions to overcome the effects of any impediments identified through that analysis, and
 Maintain records reflecting that analysis and actions in this regard.

The intent of the AI is to identify and work to eliminate “impediments” and “barriers”.

Impediments restrict a person’s housing choice or the availability of housing choice because of race, color, religion, gender, disability, familial status, or national origin. Such a limitation to fair housing choice constitutes housing discrimination. The AI also identifies “barriers” to housing choice, which are factors that limit a person’s ability to choose from a variety of housing types and may not constitute housing discrimination. Factors may include housin g

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supply and location, physical accessibility, zoning for group homes, source of income, accessibility of financing, and limited English proficiency.

Planning Process
The AI must be revised or rewritten at a minimum every five years as the first step in the research and data gathering process that informs the eventual development of the Consolidated Plan. The AI and Consolidated Plan are transparent and robust public processe s to assess needs and link data and public input to public investment plans (e.g., Consolidated Plans, PHA Plans, and Capital Fund Plans). A consultant is often engaged to provide an analysis of the many factors included in the AI/AFFH. Meetings are conducted with diverse stakeholder groups. The process for development of a new AI consists of the following steps:
 Planning
o Develop timeline

1. Conclude process one year before ConPlan due date, with AI to cover same five-year period as ConPlan.
o Procure consultant, as needed
o Identify stakeholders and interested parties, including those on City’s Outreach and Interested Parties list, Public Housing Authorities, Fair Housing organizations, tenants’ rights organizations, human relations groups, representatives of landlords/owners, homeless Continuum of Care, persons with disabilities and disability advocacy and services agencies, outreach to groups with limited English proficiency, etc., following the outreach plan identified in this document.  Data Gathering
o Demographic and statistical
o Experiential (feedback from stakeholders, residents, agencies, etc.)

1. Outreach in newspapers, City’s website(s) and publicity mechanisms, email, television, and social media

2. Public meetings focus groups, interviews
 Analysis of Information
o Prepare draft AI
o Review and formatting
 Data Dissemination and Comment Integration
o Public Comment on draft AI requested from stakeholders

1. Outreach in newspapers, City’s website(s) and publicity mechanisms, email, television, and social media

2. Public meetings
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3. Consideration and integration of comments and suggestions  Adoption and Submission of AI
o City Council considers all public comments, adopts
o AI submitted to HUD
Reporting on Actions. Reporting on actions taken to affirmatively further fair housing and progress on goals established in the AI/AFFH occurs in the annual Consolidated Annual Performance Evaluation Report (CAPER) at the end of every fiscal year. Additionally, the City signs a certification annually that it will affirmatively further fair housing as part of the Action Plan/CDBG Application process. This includes, at minimum, funding Fair Housing services to assist residents in reporting discrimination incidents and conducting investigations.

Participation, Posting, Meeting Requirements
Publishing, posting, meeting, and other processes to encourage resident participation are detailed in Section 4, Standard Processes. Public review requirements are outlined in the box below. The City must provide residents with a reasonable opportunity to comment on the original or any amendments to the AI/AFH and must make the amendments to the Plan public.

The AI/AFH must be in a format accessible to persons with disabilities and translated into Spanish and Tagalog upon request.

Public Review Requirements Before Submitting ORIGINAL AI/AFH to HUD  A public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to adoption of the revised AI/AFH by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the AI/AFFH prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons why, will be attached to the document.
 The AI/AFH will be available on the City’s CDBG website.

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Amendments
If an AI/AFFH has to be revised, publishing, posting, meeting, and other processes to encourage resident participation are detailed in Section 4, Standard Processes.

The City must provide residents with a reasonable opportunity to comment on any amendments to the AI/AFH and must make the amendments to the Plan publ ic. The AI/AFH must be in a format accessible to persons with disabilities and translated into Spanish and Tagalog upon request.

Public Review Requirements Before Submitting REVISED AI/AFH to HUD  A public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to adoption of the revised AI/AFH by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the AI/AFFH prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons, therefore, will be attached to the document.  The AI/AFH will be available on the City’s CDBG website.

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C. CONSOLIDATED PLAN
Description
The Consolidated Plan serves the following functions 7:
 A planning document for the City, which builds on a participatory process among citizens, organizations, businesses, and other stakeholders;  A submission for federal funds under HUD's formula grant programs for the City;  A strategy to be followed in carrying out HUD programs; and  A management tool for assessing performance and tracking results.

The Consolidated Plan outlines the City’s process for community inclusion in developing the five-year Consolidated Plan. This plan defines the City’s local objectives for the CDBG program.

It includes an assessment of Fairfield’s housing, homeless, and community development requirements, provides a housing market analysis, and creates a viable strategy to address the needs identified. This plan reflects HUD’s emphasis on outcomes instead of outputs when addressing community needs.

The Consolidated Plan is part of a larger grants management and planning proce ss that can be divided into six phases, with citizen participation, consultation, and engagement are incorporated throughout8:

1. Determining needs

2. Setting priorities

3. Determining resources

4. Setting goals

5. Administering the program

6. Evaluating performance
The fifth phase (Administering
the Programs) encompasses all
the actions the City undertakes
throughout the program year. The

7 24 CFR 91.1(a)(1)(b)
8 eCon Planning Suite Desk Guide p.7
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final phase (evaluation performance) is
documented in the CAPER, the annual progress report submitted to HUD.

The City makes every effort to involve the community in determining appropriate CDBG activities that meet the highest needs of the community by gaining input from a wide range of service providers, resident advocacy groups, public and private agencies, and community leaders, and incorporates their input into the development and implementation of the Consolidated Plan.

Approved activities must provide services that benefit low- and moderate-income persons or are located in a low- and moderate-income census tract and serve the surrounding community. In determining appropriate CDBG activities, the City will also make every effort to involve any disabled residents in the community and the organizations that offer services to the disabled.

Before the Consolidated Plan is adopted, persons of low- and moderate-income residents, public agencies, and other interested parties will be notified. The information regarding the amount of assistance the City is expected to receive and the range of activities that may be undertaken will be provided as part of the Consolidated Plan notification . All comments received in writing or verbally will be considered when preparing the final Consolidated Plan.

A summary of the comments or views and a summary of the comments or views not accepted and the reasons, therefore, will be attached to the document.

Process
The Fairfield Housing Services Department has responsibility for the Consolidated Plan process to prepare all documents covered by the Citizen Participation Plan. The Consolidated Plan is prepared every five years. This revision to the CPP and the Consolidated Plan and AI covers the five-year period of FY 2022-27, and the processes for both are similar in many ways. Key differences include broader community outreach with a broader array of stakeholders for the Consolidated Plan development. This also includes a robust community survey administered throughout the City, special population-based focus groups, and numerous consultations with key stakeholders to help determine the community needs and set priorities for funding those needs.

Technical assistance is provided to group representatives of persons of low- and moderate- income that request such assistance in commenting on the Analysis of Impediments or in developing proposals for funding assistance under any of the programs covered by the Consolidated Plan, with the level and type of assistance determined by the City.

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Planning
The planning phase to develop a new ConPlan involves the following processes:

1. Develop timeline – Staff develops the ConPlan timeline in conjunction with the AI timeline, before the beginning of both processes and after revision of the CPP. The Consolidated Plan processes begin a little over a year before the Plan is due to gather sufficient public feedback throughout the entire process. The timeline includes a schedule to ensure that both the AI and the Consolidated Plan data are available to residents, public agencies, and interested parties as soon as feasible after starting the public participation process.

2. Procure consultant – The City may or may not choose to procure a consultant to handle some aspects of the Consolidated Plan process. The AI consultant may be paid to complete certain housing sections of the Consolidated Plan or a separate consultant hired to conduct various processes, including some Citizen Participation duties. These decisions are reached during the CPP Self-Assessment, and depend on such factors as the human and financial assets available, the cost of various types of public outreach, the advancement of technology that may simplify outreach to certain populations, etc.

If a decision is made to hire a consultant, the City conducts the RFP process , secures responses, reviews proposals, and selects according to federal procurement regulations.

The City then enters into the contract and makes progress payments after reviewing and approving content at each step.

3. Identify stakeholders and interested parties – Most stakeholders are identified during the planning phase before the AI process. However, the outreach of stakeholders in the ConPlan process is broader than that of the AI. The ConPlan has greater involvement with the Homeless Continuum of Care providers and general public services providers .

Especially those serving special needs populations such as elderly and frail elderly, persons with disabilities, abused children, battered spouses and their children, illiterate adults, and migrant farmworkers. In addition to services for lower-income families, immigrants, and other social services agencies. Jurisdictions also plan outreach to identify lower-income target areas and lower-income census tracts and block groups to the extent that they are able. Additionally, consultation with Broadband service providers and agencies and those involved in helping create resilient communities in the face of climate change and disasters are added to the ConPlan list.

4. Update Community Needs Survey questions from prior ConPlan cycle and create plan for types of collateral materials that will promote the survey and ConPlan participation.

5. Determine the number and type of focus groups to be conducted, key contacts for notification.

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6. Identify groups/agencies/individuals for consultation.

Step 1: Determining Needs
The first step in the process outlined above is to determine the varying needs within the community in the areas of affordable housing, community development, and homelessness.

The Consolidated Plan regulations at 24 CFR 91 explicitly list the Needs Assessment and Market Analysis requirements. The overall purpose of this phase is to scan the universe of needs and identify high-priority needs that the Strategic Plan will address.

Two different processes are conducted in the City of Fairfield during this phase. One involves gathering the required demographic and other data unique to the ConPlan. The second process is an extensive outreach effort to the community and identified stakeholders. This involves:

1. Widely distributing the Community Needs Assessment Surveys to stakeholders:
a. Staff will email the updated “Interested Parties” list, which includes agencies serving: persons who are blind, deaf, physically, and mentally disabled, LGBTQ, elderly, frail elderly, and lower-income families and individuals; as well as those serving immigrants, especially those who predominantly speak Spanish, or Tagalog. b. Data from the Public Housing Authority gathered during the AI process is used in the ConPlan, and the PHA is asked to participate in and comment on the ConPlan . The Housing Authority may assist in coordinating and arranging public meetings for those living in project-based Section 8 developments or other HA investment locations.
c. Fair housing organizations, including tenants’ rights organizations, human relations commissions and nonprofit organizations focusing on fair housing and tenant/landlord problems, as well as representatives of landlords/owners, are asked to complete the Community Needs survey to help determine community needs and review and comment on the ConPlan and to distribute to clients. d. Update list of housing provider representatives, in particular, those who are informed of and can speak to the problems of providing moderate- and low-cost housing in the community, and conduct focus groups with these representatives, this time with a slightly different focus than the AI meetings; e. Contact members of the Solano County Homeless Continuum of Care, including the governing board and the Continuum participating nonprofit providers, to be involved in writing the Homeless Needs section of the ConPlan. The surveys and collateral materials are then distributed to the homeless providers. They will be asked to distribute to clients in paper or electronic format to gather detailed Packet Page 363 of 1243Attachment 4 Page 46 of 72

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information about the needs of homeless persons. They will also be invited to participate in all aspects of the ConPlan process.
f. Contact residents, resident advisory boards, resident councils, and resident management corporations of HUD-, state- and locally-assisted housing developments that have financially assisted -restricted units for lower-income residents. Also include residents who either participated in the AI process or took the Needs Survey in the ConPlan process.
g. Contact residents of housing development sites or revitalization areas that were identified and/ or noticed of the Community Needs Survey and ConPlan processes. i. Email or mail information about the Survey and ConPlan to neighborhood organizations and representatives, service organizations such as Kiwanis and Rotary, faith-based organizations, and interested residents.
j. Identify and add to list for consultation Broadband internet services providers and organizations engaged in narrowing the digital divide,
k. Identify and add to the list of state and local agencies engaged in emergency management, hazard mitigation, management of flood-prone areas, public land, or water resources.
l. Email other organizations (including businesses, developers, nonprofits, philanthropic organizations, schools, and communities-based and faith-based organizations) with collateral materials and the Survey.

2. Conduct focus groups with Executive Directors (and/or lead program staff) and clients to understand the needs they see in their respective populations . Prioritize those needs in these key areas:
 Affordable Housing
 Persons with Disabilities
 Seniors/Frail Elderly
 Homelessness
 Economic Development
 Youth and Families

3. Conduct consultations with numerous stakeholders to obtain information and insight, gather data, and invite them to participate in the Community Needs Survey with their clients.

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Step 2: Setting Priorities
The second step in the process is to determine priorities. The level of need in the community will always be greater than the limited resources available to meet the need. Therefore, the first step of the Strategic Plan is to identify the City’s priority needs. Priority needs are the needs that will be addressed by the goals outlined in the Strategic Plan. The rationale should flow logically from the Analysis of Impediments to the statistical data obtained from the Consolidated Plan template and other sources to the consultations with key stakeholders, t he population survey data, and the Needs Assessment and Market Analysis.

The process of determining priorities may involve public meetings, public hearings, and one or more meetings with City Council. At least one public meeting must be held in this phase of the Consolidated Plan development.

Ideally, City Council reviews discusses, and adopts the Priority Needs before the Grant Cycle begins (see Action Plan year 1 section) so that applicants are aware of the City’s priorities. If that does not occur, the City will accept applications for all types of services. Priorities must be set before rating and ranking of the applications begin.

Step 3: Determining Resources
The level of resources available plays a crucial role in determining strategies and goals. It is important to ensure that goals are realistic given the annual allocation of CDBG funds expected.

The City should also consider all resources within its control that can be reasonably expected to be available, including federal, state, and local resources. Federal resources could include Section 8 funds, Low-Income Housing Tax Credits, and competitive McKinney-Vento Homeless Assistance Act funds, expected to address priority needs, and specific objectives identified in the Strategic Plan.

Step 4: Setting Goals
Once priorities are established, the City develops a set of goals based on the availability of resources and capacity of CDBG/City staff. The goals will specifically address the highest priority needs and serve as a management tool to help the City track and monitor performance throughout the term of the Consolidated Plan. Such goals are:

1. Specific – Provide enough detail to establish what the City wants to accomplish.

2. Measurable – Use a numeric goal. For the Consolidate Plan, each goal can include multiple Goal Outcome Indicators.

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projects, the template provided by HUD in IDIS includes a section for planned activities.

4. Realistic – Understand the limitations of the situation, including those set by available resources, capacity, and political will.

5. Time-Bound – Establish a deadline. Each goal includes a start date and an end date for the Consolidated Plan.

Completion of Consolidated Plan after Year 1 Action Plan Development Once the above Steps 1-4 are complete, the Consolidated Planning process moves to the development of the first year Action Plan, which is integrated into the Consolidated Plan. The Consolidated Plan consists of the following sections:

1. Administration
 AD-25 Administration
 AD-50 Verify Grantee Information
 AD-55 Verify Grantee Program Contacts

2. Executive Summary
 ES-05 Executive Summary

3. The Process
 PR-05 Lead & Responsible Agencies
 PR-10 Consultation
 PR-15 Citizen Participation

4. Needs Assessment
 NA-05 Overview
 NA-50 Non-Housing Community
Development Needs

5. Market Analysis
 MA-05 Overview
 MA-45 Non-Housing Community
Development Assets
 MA-50 Needs and Market Analysis
Discussion
 MA-60 Broadband Needs of Housing
 MA-65 Hazard Mitigation

6. Strategic Plan
 SP-05 Overview
 SP-10 Geographic Priorities
 SP-25 Priority Needs
 SP-35 Anticipated Resources
 SP-40 Institutional Delivery
Structure
 SP-45 Goals
 SP-65 Lead-based paint Hazards
 SP-70 Anti-Poverty Strategy
 SP-80 Monitoring

7. Annual Action Plan
 AP-15 Expected Resources
 AP-20 Annual Goals and Objectives
 AP-35 Projects
 AP-50 Geographic Distribution
 AP-85 Other Actions
 AP-90 Program Specific
Requirements

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Once Steps 1-4 are complete, the process moves to developing the first year Action Plan portion of the Consolidated Plan. Please see Section E. Annual Action Plan, Action Plan Grant Cycle Process (Year 1 & 3) for the remaining steps.

Participation, Posting , Meeting Requirements
Once the Consolidated Plan (with its accompanying Year 1 Action Plan) is complete, it undergoes the public review requirement before submitting the Consolidated Plan to HUD for approval. Publishing, posting, meeting, and other processes utilized to encourage resident participation are further detailed in Section 4, Standard Processes.

Public Review Requirements Before Submitting Consolidated Plan to HUD The City must provide residents with a reasonable opportunity to comment on the Consolidated Plan and must make the Plan public. The Consolidated Plan must be in a format accessible to persons with disabilities, and translated into Spanish and Tagalog, upon request.
 A Public Notice
 At least one Public Hearing during the development of the Consolidated Plan  A public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to the final adoption of the Consolidated Plan by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the Consolidated Plan prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons why, will be attached to the document.
 The Consolidated Plan will be available on the City’s CDBG website.

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D. SUBSTANTIAL AMENDMENT TO THE CONSOLIDATED PLAN
Description
HUD regulations at 24 CFR 91.505 require the City to identify the criteria it will use for determining what constitutes a substantial amendment in its citizen participation plan . These substantial amendments are subject to a citizen participation process in accordance with the City’s citizen participation plan.

NOTE: The requirements below cover any changes to an Action Plan, as such changes constitute a de facto change to the Consolidated Plan.

The City of Fairfield defines a Substantial Amendment as any of the four actions below):

1. To make a change in its allocation priorities or a change in the method of distribution of funds;

2. To carry out an activity, using funds from any program covered by the consolidated plan (including program income, reimbursements, repayment, recaptures, or reallocations from HUD), not previously described in the action plan; or

3. To change the purpose, scope, location, or beneficiaries of an activity.

4. To change the CDBG funding for any project by more than 20 percent of the project’s original approved allocation. This includes moving funding from one funded activity to another in an amount that exceeds 20% of either project’s initial allocation of CDBG funds.

According to 24 CFR 91.505,HUD regulations require the City to amend its approved Consolidated Plan whenever actions 1-3 above occur. Action 4 is established by the City in this Citizen Participation Plan.

The need for a Substantial Amendment to the Consolidated Plan or an Action Plan can arise from several sources, which can include but are not limited to:
 A change in Priorities or Goals in response to substantially shifting community need.  An influx of unexpected federal HUD funding, such as CDBG-COVID (CV) funding, CDBG Disaster Recovery funds, or other sources.
 Actions by engaged citizen groups or others who may believe that their needs or neighborhoods were not sufficiently addressed in the development of the Consolidated Plan (ideally this occurs in the resident engagement portion of the development of the Consolidated Plan, not after.)
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 When projects do not expend some or all of the funding allocated, the City must reprogram those funds to stay under the HUD limit on funds on hand each year.  When program income from loan repayments (or other sources) is unexpectedly high and must be reprogrammed to stay under the HUD limits.

Determining When a Substantial Amendment is Required
The actions described in this section fall into one of four categories: 1) Actions would trigger a Substantial Amendment; 2) Actions would trigger the need to conduct a new Request for Proposals (RFP) process AND a Substantial Amendment; 3) Actions would NOT trigger a Substantial Amendment; and 4) Actions that are prohibited. These actions are described in greater detail below.

1. Actions that trigger a Substantial Amendment:
 New HUD allocation of funding within a program year (such as CDBG-CV, Disaster funding, etc.)
 Changing the City’s Priorities or changing the method of distribution of funds.  Adding any projects or activities using funds covered by the Consolidated Plan (such as CDBG grant funds, program income, reimbursements, repayments, recaptures, or reallocations) that were not previously described in the Action Plan but that submitted an RFP in the grant funding cycle process for the year.  Changing the purpose, scope, location, or beneficiaries of an activity.  Changing the amount of funding for any project more than 20% of the original allocation up to the maximum request of the application.  Reprogramming funds in excess of $25,000 in any category requires the review and recommendation of the CDBG Advisory Committee. o CAC meeting must be a public meeting, with usual posting notices and requirements. Public comments will be invited and recorded to be kept as part of the record.
o The CAC cannot recommend funding to any project that did not apply during the previous RFP process without conducting a new RFP process.

2. Actions that trigger a Substantial Amendment AND Request for Proposals (RFP) process:

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 Changing the amount of funding for any project that exceeds the maximum request of the original application.
 Reprogramming funds for a project or program that is new and did not submit an application in the grant cycle.
o The City can issue a new Request for Proposals at any time in the funding cycle (see Action Plan section)
o The RFP can be broad or narrowly targeted to meet a specific need. o The RFP must be for a High or Medium priority need identified in the Consolidated Plan unless the Substantial Amendment is changing the Plan priorities. o The RFP process must adhere to federal procurement standards found in 2 CFR 200.318 – 320.
o The City’s established citizen participation processes must be followed, including review by the CDBG Advisory Committee for all categories of applications.

3. Actions that do NOT trigger a Substantial Amendment:
 Reprogramming funds of 20% or less of the original, approved allocation to the project/program but not to exceed the maximum request of the original application.

4. Actions that are prohibited:
 Under no circumstances can funding exceed any caps established by HUD on Public Services or Administration:
a. Public Service Cap - Funding for Public Services cannot exceed the cap HUD has placed on this category, which is a maximum of 15% of the City’s annual CDBG grant amount plus 15% of the prior year program income.
b. Administration Cap – Funding for Administration cannot exceed the cap HUD has placed on this category, which is a maximum of 20% of the City’s annual CDBG grant amount plus 20% of the current year program income.

Reprogramming Funds less than or equal to $25,000 - The City Manager is authorized or can designate a CDBG staff person to reprogram up to $25,000 of program funds to an approved CDBG project. As long as the amount does not exceed 20% or more of the project’s initial allocation and does not exceed the initial request (see above guidelines), the project does not constitute a Substantial Amendment.

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Reprogramming Funds over $25,000 - Reprogramming funding in excess of $25,000 can only occur if the guidelines are met for reprogramming, and the action does not constitute a Substantial Amendment (see guidelines above.)
o Applies to funding for any category, including Public Services, Housing, Infrastructure, Economic Development, etc.
o The request must be submitted in writing to the CDBG Administrator and approved by the City Manager.

In all cases of reprogramming funding of any amount:
 Documentation must be submitted in writing to the CDBG staff, which support the need for an increase in funding
 Staff must review the NEPA Environmental assessment to see if changes to the project's scope are substantial enough to warrant changes to the NEPA determination.  No public comment period is needed if the action does not constitute a Substantial Amendment.
 Additional funding is available once all steps are complete.  Expenses cannot be incurred prior to the date that City Council or the City Manager approves the funding
Participation, Posting, Meeting Requirements
The City must provide residents with a reasonable opportunity to comment on any amendments to the Consolidated Plan and make the amendments to the Plan public. The Consolidated Plan must be in a format accessible to persons with disabilities and translated into Spanish and Tagalog upon request. The Publishing, posting, meeting, and other processes utilized to encourage resident participation are detailed in Section 4, Standard Processes
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E. ANNUAL ACTION PLAN
Description
The Consolidated Plan is carried out through the Annual Action Plans (AAP). The Action Plan provides a concise summary of the actions, activities, and specific federal and non -federal resources to be used each year to address the priority needs and specific goals identified by the Consolidated Plan.9 The AAP must be submitted to HUD 45 days before the start of the Fiscal Year (due May 15, effective July 1) unless HUD provides a waiver that changes the due date.

Beginning with the FY 2022-27 Consolidated Plan process, the City is moving from an annual grant cycle to a multi-year cycle to procure applications for funding services that fulfill the Consolidated Plan goals. This structure provides stability to nonprofit agency budgets at a critical time post-COVID and allows for two-year planning. It also frees City CDBG staff from the demands of conducting an annual procurement process with the same relatively small

9 https://www.hudexchange.info/programs/consolidated-plan/con-plans-aaps-capers/ Public Review Requirements Before Submitting REVISED
Consolidated Plan to HUD
 A Public Notice
 At least one Public Hearing
 A public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to adoption of the revised Consolidated Plan by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the Consolidated Plan prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons why, will be attached to the document.
 A letter transmitting the revised Consolidated Plan must be signed by the City Manager or designee.
 The revised Consolidated Plan will be available on the City’s CDBG website.

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pool of agencies. It provides additional time for monitoring, compliance, and planning. Other cities in the Bay Area have operated with this format for decades with excellent results. This includes several cities in Alameda County and all CDBG jurisdictions in Contra Costa County.

In this model, two major grant cycles are conducted within each 5-year Consolidated Plan to seek and procure programs and projects that will fulfill the priorities of the Consolidated Plan.

Years 1 and 2 constitute the first grant cycle, and years 3, 4, and 5 constitute the second.

Projects and programs selected in this process are funded for the rest of the cycle year(s) if the project is meeting contract goals and subject to funding availability. The City may, at its discretion, conduct an annual Grant Cycle process as needed to secure new applications for Housing and/or infrastructure or other projects if funding becomes available.

Action Plan Grant Cycle Process (Years 1 & 3)
The first-year Action Plan is developed and submitted to HUD in conjunction with the Consolidated Plan. It builds on that momentum of community participation that originated within the context focus groups, consultations, community meetings, and other efforts to determine community needs. For the Year 1 Action Plan, the contacts in the interested parties list will have been recently updated as a part of the Community Participation Plan and Consolidated Plan process. This effort should also be undertaken before the Year 3 Grant Cycle to keep community outreach and engagement as fresh and broad as possible.

Notice of Funding Availability. The Annual Action Plan process begins with a Notice of Funding Availability (NOFA) for CDBG funds. The NOFA announces the annual public “Kickoff” meeting for the CDBG funds. The NOFA is posted on the City website, distributed to the CDBG Interest List, published in the non-legal section of a newspaper of general circulation, and published as a legal ad.

The Notice also encourages very low- and low-income persons, members of minority groups, members of non-English speaking groups, and other residents to express their views and ideas about community development and housing needs in all areas of the City.

The NOFA process must meet federal procurement regulations outlined in 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Kickoff. The widely publicized public meeting is held to advise residents and nonprofit organizations of program requirements and processes to be followed in developing and approving applications. Key information shared at the meeting includes:

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 Amount and source of funding to be made available for housing and community development activities, planning and administrative activities  Range of activities that may be undertaken with these funds  City needs and High priority goals in the Consolidated Plan  Explanation of the application, evaluation, and approval process  Key HUD regulations and requirements for compliance
 Due date of the application
 Availability of technical assistance
 Timeline to facilitate citizen participation.

Type of Meeting. The Grant Cycle Kickoff meeting can be held as a remote/electronic meeting or an in-person meeting in a space that is handicap accessible, or some combination of electronic and in-person. One example would be to produce a video of the introduction and basics of the agenda, then host a live question and answer session, either electronically or in person. The video segment can be closed captioned and translated, furthering the accessibility of CDBG information.

Technical Assistance. Following the Kickoff for a period of at least four (4) weeks, the staff is available to provide technical assistance to parties interested in applying for or knowing more about CDBG funding in Fairfield. The goal of technical assistance is to help agencies present their best proposal to serve residents of the City most effectively and efficiently. It is important to acquaint new agencies with the demands of CDBG funding, bookkeeping and financial reporting, and other federal compliance elements to prepare them for receiving funding. It is also essential to fund agencies at a sufficient level to make it worth the increased reporting and documentation processes. For this reason, staff suggests that a minimum grant is not less than $10,000.
 The first cycle consists of years one (1) and two (2) of the Consolidated Plan, FY 2022 -23 and 2023-24. Public Services and other types of projects funded in the first year are automatically eligible to be funded in the second year if they are meeting contract requirements and subject to available funding. Housing, Infrastructure, and Economic Development projects may be identified for first- or second-year funding, or both.  The second cycle consists of years three (3), four (4), and five (5) of the 5-year Consolidated Plan, which are FY 2024-25, 2025-26, and 2026-27. Again, Public Services and other types of projects funded in the first year are automatically eligible to be Packet Page 374 of 1243Attachment 4 Page 57 of 72

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funded in the second year subject to available funding and if they meet contract requirements. Housing, Infrastructure and Economic Development projects may be identified for funding in any of the three years or for multiple years.  At the CDBG Administrator’s discretion, the City can conduct additional procurement processes as needed throughout the Consolidated Plan. These can occur at any time of the year when the need arises. Examples are:
o When returned, residual or revolving loan funds reach critical levels and need to be programmed to meet HUD timeliness or other requirements. o When a specific or urgent community need arises, and sufficient funds are available to pursue proposals to meet the need.

The CDBG Advisory Committee (CAC) reads, evaluates, and scores all applications and makes funding recommendations to the City Council. City Council will consider all public comments and the CAC recommendations and make the final decision on funding.

The grant processes are described in detail below.

Types of Activities. In budgeting HUD CDBG funding, there are three key categories of activities – Public Services, Non-public Services, and Administration. The CAC will review applications for Public Services and Non-public services only.
 Public Services. Funding for public service activities is limited to a maximum of 15% of the annual CDBG entitlement grant plus 15% of the previous year’s program income. Public service activities are typically implemented by local non-profit organizations and provide social and supportive services to low- and moderate-income persons. o Funding of public services is optional and NOT required by HUD. o High priorities for services are determined by community needs in the Consolidated Plan and adopted by City Council. Council may choose to determine the percentage of funding to be directed to the various types of needs.
o If HUD should reduce or increase the total federal funding of the CDBG program, the percent of the change will be distributed among all public service grantees receiving funds.
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the total CDBG entitlement grant. The types of projects generally funded include economic development, housing rehabilitation, community facilities, and public infrastructure. Some activities in this category are administered or implemented by City departments; however, applications are still available to and accepted from outside organizations.
 Administration. Adequate and competent administration of the CDBG program is vital to the City’s continued status as an Entitlement city for CDBG funds. The City will fund administration at the HUD maximum of 20% of the annual grant plus 20% of the program income received for the funded year. Any unused funds will be returned for project allocation in the following year. Administration funding is not subject to CAC review and recommendation but is included in the Action Plan budget.

Application Eligibility Screening. Once applications are received, they are reviewed by CDBG staff to determine the eligibility of all applications. Eligibility Criteria include the ability to meet the following: Consolidated Plan Priority, Goal, National Objective, Eligible Activity Citation, and Preliminary NEPA Determination.

Application Acceptance. Applications will be submitted by a specific date and time as stated in the NOFA. All applications are currently submitted electronically. Applications are date and time-stamped when submitted. Applications submitted after the due date and time will not be considered for funding EXCEPT in the case of verified malfunction of the application software.

Application Review by Community Advisory Committee (CAC). Public Service and Non-Public Service applications will be reviewed, ranked, and considered for funding by the CDBG Advisory Committee (CAC). The CAC meetings are considered public meetings and will meet Brown act and other public requirements. The public is invited to attend.  Agency Presentations. After the CDBG Advisory Committee reviews the applications, the Public Service and Non-Public Service applicants are invited to present their projects to the CAC. After the presentation, the CDBG Advisory Committee may comment and ask questions of the applicant to ensure they have the necessary information to judge the merits of the project. This is a Public Meeting, and the public is invited to attend.  Scoring and Ranking. The CAC uses a score sheet to evaluate the Public Service and Non-Public Service applications. The score sheet is available to applicants and CDBG Advisory Committee Members. The CDBG Advisory Committee members score each activity individually and submit their score sheets to CDBG staff, who will then tally the composite score and determine the applicant’s ranking.

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 Funding Recommendations. Projects competing for Public Services and Non-Public Services funding will be recommended for funding by the CAC in descending order (highest scoring applicants first).
o The CAC must award funding in the order of scoring. If, for some compelling reason, the CAC wishes to skip funding a program to fund a lower-ranking program, the compelling reason must be documented in writing and submitted to HUD in the Action Plan.
o The CAC may employ different strategies, such as funding all higher-ranking proposals at the same minimum $10k level to maximize the variety of services available to residents or recommend proportionally more money to higher- scoring applicants, or other strategies.
o The CAC may not award more funding than has been requested by the agency and may not award funding to a program/project that has not completed an application solicited in an RFP or HUD-compliant procurement process. o This meeting is a public meeting, and the applicants and interested citizens are encouraged to attend.

Draft Action Plan. When funding recommendations have been finalized by the CAC for Public Service and Non-Public Service projects, staff will prepare the Draft CDBG Annual Action Plan.  The Annual Action Plan will be available for review during a 30-day Public Comment Period PRIOR to the City Council meeting to approve the Action Plan.

Approval of the Annual Action Plan - After the 30-day Public Comment Period, the Draft Action Plan will go before the City Council in a Public Hearing, the final opportunity for public comment, and City Council review and approval. The final Annual Action Plan is submitted to HUD for approval.

Participation, Posting, Meeting Requirements
The City must provide residents with a reasonable opportunity to comment on any amendments to the Consolidated Plan and must make the amendments to the Plan public. The Consolidated Plan must be in a format accessible to persons with disabilities and translated int o Spanish and Tagalog upon request. Publishing, posting, meeting, and other processes utilized to encourage resident participation are detailed in Section 4, Standard Processes.

For Request for Proposal/Grant Kickoff Process:

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1. Public Notice – An announcement of the Grant Kickoff is published by the city in a newspaper of general circulation, Daily Republic, or any other newspaper. The Notice will contain:
a. Type of federal funding sources, amount of funding available, and categories of funding
b. Grant cycle years covered
c. Date, time, and address of or link to the Kickoff meeting d. RSVP email and a deadline to respond if physical meeting location has capacity limitations
e. Application due date
f. Contact person and contact information
g. Information on handicap accessibility if at a physical location, reasonable accommodation, translation services for those with limited English proficiency, and other assistance and/or support services, with a contact number to make such requests
h. Notice will be published at least thirty (30) days (not including the day of publication) before the public hearing or meeting(s):
 In a newspaper of general circulation, in English, Spanish and Tagalog.  In Spanish and Filipino newspapers as available.
 Public notices will advise Spanish-speaking residents of the availability of translation services and how to access them.

2. Website Notice – Notice of the Grant Kickoff will be posted to the City CDBG website

3. Email Notice to Interested Parties – Agencies and interested parties on the Interested Parties List will be emailed a notice with a link to the City website.

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Action Plan Grant Cycle Process (Years 2, 4 & 5)
The Years 2, 4 and 5 Action Plans can take two forms: 1) Renewal of Existing Applications where there is no new solicitation of grant applications, OR 2) Limited Grant Cycle where new solicitation occurs for some types of grant applications, usually housing, infrastructure, or other non-Public Services categories.

No matter which of the two types of participation process processes occur, public input and comment are solicited at least twice in each Action Plan process at two different stages - one during the development stage and once during the draft stage before adoption by the City Council. For the final process before adopting the Action Plan, all noticing provides a minimum of 30-days of public comment (not including the day of the notice publication), consideration of public comment, and inclusion of comments in the final report.  Renewal of Existing Applications (no new solicitation). The City can choose NOT to procure new applications for funding in the second or fourth and fifth. This usually occurs if:

1. Funding from HUD remains relatively unchanged, and sub-recipients are performing satisfactorily and eligible for renewal of their contracts;

2. The City has not received sufficient program income to cause it to exceed the HUD cap on funds on hand and does not need to seek new projects; Public Review Requirements Before Submitting Action Plan to HUD  A Public Notice
 At least one Public Hearing
 A public review period of not less than thirty (30) days (not including the day of publication) to receive public comments prior to adoption of the revised Consolidated Plan by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the Consolidated Plan prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons, therefore, will be attached to the document.  The revised Consolidated Plan will be available on the City’s CDBG website.

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3. The City has not canceled projects or excess funds for any reason that need s to be reprogrammed by seeking new projects for funding.

4. Housing, Economic Development, and Public Facilities/Infrastructure projects were funded for the multiple-year periods OR were staggered to cover all years, and no further need or funding remains.

 Limited or Targeted Grant Cycle. If a jurisdiction does not need to solicit new applications, it is still required by HUD regulations to plan for public input in the decision-making stage about any changes that may need to be made based on experiences encountered in the program year.
o An excellent time for this public involvement is during the development of the CAPER year-end report when the accomplishments of agencies for the year are reviewed. The City can utilize that data to help consider any course corrections or changes that the jurisdiction believes are emerging needs in the community. o In this case, noticing for the CAPER includes an opportunity for the public to comment on the prior year's accomplishments and the plans and changes for the following year. See the following CAPER section for detail on that process. o The jurisdiction may also choose to conduct a meeting or meetings separate from the CAPER to gain public input in developing the Action Plan for the following year.

F. CAPER
Description
The Consolidated Annual Performance and Evaluation Report (CAPER) summarizes the performance of CDBG activities during the program year. This report includes information on the activities conducted, the populations served, and an analysis of the expected and achieved outcomes. It must include a description of the resources made available, the investment of available resources, the geographic distribution and location of investments, the families and persons assisted (including the racial and ethnic distribution of persons assisted), the actions taken to affirmatively further fair housing, and other activities indicated in the Consolidated Plan and Action Plan.

The CAPER must be received by the HUD field office no later than 90 days after the close of the Fiscal Year (by September 30) unless HUD issues a waiver for the submission date. City Council must review the CAPER, accept public comment, and accept the CAPER for submission. HUD will review the CAPER and determine if it is satisfactory. If a satisfactory Packet Page 380 of 1243Attachment 4 Page 63 of 72

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report is not submitted, HUD may suspend funding until a satisfactory report is submitted; or withdraw and reallocate funding if HUD determines, after notice and opportunity to comment, that the grantee will not submit a satisfactory report.

Following submission, the City must make copies of the report submitted to HUD available for examination by the public upon request. The copies made available must include a summary of comments received due to the public participation process.

Process
Once all final (4th quarter) reports and requests for reimbursement have been submitted, on or around July 15, the staff takes the following actions:
 Upload data from CDS to IDIS (HUD software)
 Finalize accomplishment narrative for each funded activity.  Include amount funded, expended, and returned in the narrative.  Approve Finance vouchers for each funded activity and wait until the next day before closing out.
 If the activity is complete and final reimbursements have been drawn in IDIS, run clearance check on IDIS pathway and then close the activity  Once all drawdowns have cleared, and all activities have been closed and submitted in IDIS, wait until IDIS has been updated overnight.
 The next day, staff can generate the CAPER template in IDIS. Check to ensure that the total number of people served matches, indicating that the CAPER form has correctly uploaded all final statistics.
 Staff completes the CAPER template and prepares it for public review.  The CAPER is advertised for 15 days before the Council meeting. Public comments are accepted and submitted to Council in the staff report or before the meeting.

Participation, Posting, Meeting Requirements
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The City must provide residents with a reasonable opportunity to comment on the Consolidated Plan and make the Plan public. The Consolidated Plan must be in a format accessible to persons with disabilities and translated into Spanish and Tagalog upon request.

Publishing, posting, meeting, and other processes to encourage resident participation are detailed in Section 4, Standard Processes.

Public Review Requirements Before Submitting CAPER to HUD  A Public Notice
 A public review period of not less than fifteen (15) days (not including the day of publication) to receive public comments prior to the final adoption of the Consolidated Plan by City Council.
 The City will consider comments and views expressed by residents and other interested parties either in writing or orally at public meetings regarding the Consolidated Plan prior to City Council Action.
 A record of all public comments shall be retained and a summary of these comments or views and a summary of the comments or views not accepted and the reasons, therefore, will be attached to the document.  The CAPER will be available on the City’s CDBG website.

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City of Fairfield Appendix A – ADA Grievance and Section 504 Form

File Grievance With:

Office of City Clerk
City of Fairfield
1000 Webster Street, 4th Floor
Fairfield, CA 94533
(707) 428-7394

ADA GRIEVANCE and
SECTION 504 FORM

Received Stamped City Clerk
If additional space is needed to provide your information, please attach sheets identifying the paragraph(s) being answered. For questions concerning this form or the information requested, please contact Chris Carmona, Risk Manager/Lead ADA Coordinator for Grievances, at the following:
(530) 524-2626 mobile/text
(707) 399-5623 TTD or [email protected]

1. Name and contact information of the Complainant:

Name of Complainant: Date of Birth:

Address: Home Phone:

Cell Phone:

Email:

2. Representative of Complainant:

Name: Organization:

Address: Telephone:

Relationship:

Email:

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City of Fairfield Appendix A – ADA Grievance and Section 504 Form

3. The date, place and other circumstances which gave rise to the complaint asserted.

Date of Occurrence: Time of Occurrence:

Location:

Circumstances giving rise to the complaint:

4. If known, the name of the public employee(s) who have information regarding the complaint.

5. Names and addresses of all witnesses, hospitals, doctors, or other individuals having knowledge relevant to the complaint:

6. If the complaint is for a physical location, please attach photographs or draw a diagram:

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City of Fairfield Appendix A – ADA Grievance and Section 504 Form

Signature:_____________________________________________________Date: _________________ Please Print
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City of Fairfield Appendix B – Limited English Proficiency Table

City of Fairfield Limited English Proficiency Table
B16001: LANGUAGE SPOKEN AT HOME BY ABILITY TO
SPEAK ENGLISH FOR THE POPULATION 5 YEARS AND OVER
- Universe: Population 5 years and over
2011-2015 American Community Survey 5-Year Estimates

Fairfield city, California Estimate %
Total Population 109,468 100.0%
Total: 101,904 93.1%
Speak only English 66,539 65.3%
Spanish or Spanish Creole: 20,411 20.0%
Speak English "very well" 12,013 11.8%
Speak English less than "very well" 8,398 8.2%
French (incl. Patois, Cajun): 154 0.2%
Speak English "very well" 117 0.1%
Speak English less than "very well" 37 0.0%
French Creole: 9 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 9 0.0%
Italian: 118 0.1%
Speak English "very well" 97 0.1%
Speak English less than "very well" 21 0.0%
Portuguese or Portuguese Creole: 114 0.1%
Speak English "very well" 104 0.1%
Speak English less than "very well" 10 0.0%
German: 296 0.3%
Speak English "very well" 260 0.3%
Speak English less than "very well" 36 0.0%
Yiddish: 16 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 16 0.0%
Other West Germanic languages: 45 0.0%
Speak English "very well" 45 0.0%
Speak English less than "very well" 0 0.0%
Scandinavian languages: 24 0.0%
Speak English "very well" 24 0.0%
Speak English less than "very well" 0 0.0%
Greek: 101 0.1%
Speak English "very well" 60 0.1%
Speak English less than "very well" 41 0.0%
Russian: 140 0.1%
Speak English "very well" 87 0.1%
Speak English less than "very well" 53 0.1%
Polish: 0 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%
Serbo-Croatian: 0 0.0%
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City of Fairfield Appendix B – Limited English Proficiency Table

Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%
Other Slavic languages: 0 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%
Armenian: 0 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%
Persian: 203 0.2%
Speak English "very well" 126 0.1%
Speak English less than "very well" 77 0.1%
Gujarati: 127 0.1%
Speak English "very well" 72 0.1%
Speak English less than "very well" 55 0.1%
Hindi: 887 0.9%
Speak English "very well" 704 0.7%
Speak English less than "very well" 183 0.2%
Urdu: 561 0.6%
Speak English "very well" 464 0.5%
Speak English less than "very well" 97 0.1%
Other Indic languages: 953 0.9%
Speak English "very well" 579 0.6%
Speak English less than "very well" 374 0.4%
Other Indo-European languages: 56 0.1%
Speak English "very well" 23 0.0%
Speak English less than "very well" 33 0.0%
Chinese: 775 0.8%
Speak English "very well" 489 0.5%
Speak English less than "very well" 286 0.3%
Japanese: 369 0.4%
Speak English "very well" 172 0.2%
Speak English less than "very well" 197 0.2%
Korean: 644 0.6%
Speak English "very well" 338 0.3%
Speak English less than "very well" 306 0.3%
Mon-Khmer, Cambodian: 3 0.0%
Speak English "very well" 3 0.0%
Speak English less than "very well" 0 0.0%
Hmong: 103 0.1%
Speak English "very well" 68 0.1%
Speak English less than "very well" 35 0.0%
Thai: 129 0.1%
Speak English "very well" 43 0.0%
Speak English less than "very well" 86 0.1%
Laotian: 138 0.1%
Speak English "very well" 46 0.0%
Speak English less than "very well" 92 0.1%
Vietnamese: 731 0.7%
Speak English "very well" 414 0.4%
Speak English less than "very well" 317 0.3%
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City of Fairfield Appendix B – Limited English Proficiency Table

Other Asian languages: 509 0.5%
Speak English "very well" 288 0.3%
Speak English less than "very well" 221 0.2%
Tagalog: 6,389 6.3%
Speak English "very well" 4,068 4.0%
Speak English less than "very well" 2,321 2.3%
Other Pacific Island languages: 708 0.7%
Speak English "very well" 514 0.5%
Speak English less than "very well" 194 0.2%
Navajo: 4 0.0%
Speak English "very well" 4 0.0%
Speak English less than "very well" 0 0.0%
Other Native North American
languages: 13 0.0%
Speak English "very well" 13 0.0%
Speak English less than "very well" 0 0.0%
Hungarian: 46 0.0%
Speak English "very well" 23 0.0%
Speak English less than "very well" 23 0.0%
Arabic: 473 0.5%
Speak English "very well" 317 0.3%
Speak English less than "very well" 156 0.2%
Hebrew: 0 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%
African languages: 116 0.1%
Speak English "very well" 16 0.0%
Speak English less than "very well" 100 0.1%
Other and unspecified languages: 0 0.0%
Speak English "very well" 0 0.0%
Speak English less than "very well" 0 0.0%

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City of Fairfield Appendix C – Sample CDBG Process Calendar

September Issue Request for Proposals (Funding Availability) October/November Conduct Funding Kickoff Meeting
December Applications due
January/February Applicant Interviews
March/April Applications / Staff Recommendations considered by Committees May Governing Body review and approval of Action Plan Submit Action Plan to HUD
June Subrecipient Meeting and Contract Negotiations
July Start of new Fiscal Year
August Program monitoring (ongoing through May)
Public Notice of CAPER
September CAPER submitted to HUD
October Semi-annual labor standards report, MBE/WBE Report

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Agenda Item No: 7.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022­149 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Estaire Subdivision
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the resolution will accept the subdivision improvements for the Estaire Subdivision as complete.

DISCUSSION
MCG­Estaire, LLC has completed all the required subdivision improvements at Estaire Subdivision in accordance with the subdivision improvement agreement approved by City Council on November 17, 2020, by Resolution No. 2020­214. This residential project consisted of 16 single­family condominium lots and 9 mixed­use commercial/residential units located on the northeast corner of the Pittman Road and Link Road intersection. The project was completed on June 6, 2022.

The staff has inspected the subdivision improvements and found them to be complete in accordance with City standards and the requirements of the Subdivision Improvement Agreement. The proposed resolution accepts the subdivision improvements as being complete, except for the obligation of MCG­ Estaire, LLC to repair or reconstruct defective work for a period of one year after final acceptance.

FINANCIAL IMPACT
Acceptance of the public improvements obligates the City to maintain improvements, which include sidewalks and additional streetlights along Pittman Road and Link Road, on­site water and sewer, and appurtenant facilities. All interior landscaping will be maintained by the homeowner’s association or various fronting property owners. The development was annexed to Community Facilities District (CFD) 2012­2 to provide funding for public safety services, open space operation, and park maintenance.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
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Agenda Item No: 7.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022­149 of the City Council of the City of Fairfield Accepting theSubdivision Improvements for the Estaire SubdivisionRECOMMENDED ACTIONAdopt resolution. STATEMENT OF ISSUEThe adoption of the resolution will accept the subdivision improvements for the Estaire Subdivision ascomplete.DISCUSSIONMCG­Estaire, LLC has completed all the required subdivision improvements at Estaire Subdivision inaccordance with the subdivision improvement agreement approved by City Council on November 17,2020, by Resolution No. 2020­214. This residential project consisted of 16 single­family condominiumlots and 9 mixed­use commercial/residential units located on the northeast corner of the Pittman Roadand Link Road intersection. The project was completed on June 6, 2022.The staff has inspected the subdivision improvements and found them to be complete in accordancewith City standards and the requirements of the Subdivision Improvement Agreement. The proposedresolution accepts the subdivision improvements as being complete, except for the obligation of MCG­Estaire, LLC to repair or reconstruct defective work for a period of one year after final acceptance.FINANCIAL IMPACTAcceptance of the public improvements obligates the City to maintain improvements, which includesidewalks and additional streetlights along Pittman Road and Link Road, on­site water and sewer, andappurtenant facilities. All interior landscaping will be maintained by the homeowner’s association orvarious fronting property owners. The development was annexed to Community Facilities District (CFD)2012­2 to provide funding for public safety services, open space operation, and park maintenance.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION N/A
ALTERNATIVE ACTION
If the council has any questions, acceptance may be delayed so that staff may provide the necessary additional information.

STAFF CONTACT
Roger Dunham, Public Works Construction Manager
(707) 428­7047
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Kaushal, Paul Approved 6/20/2022 ­ 6:52 PM
Beavers, Esther Approved 6/20/2022 ­ 6:59 PM
Beavers, Esther Approved 6/20/2022 ­ 7:00 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-149

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION

IMPROVEMENTS FOR THE ESTAIRE SUBDIVISION AS COMPLETE

WHEREAS, the City Council approved a subdivision improvement agreement with MCG-Estaire, LLC for the required subdivision improvements for the Estaire Subdivision on November 17, 2020, by Resolution No. 2020-214; and

WHEREAS, MCG-Estaire, LLC has completed all of the required improvements in accordance with the Subdivision Improvement Agreement approved by council.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield hereby accepts the subdivision improvements as complete pursuant to the agreement between the City of Fairfield and MCG-Estaire, LLC, approved by council on November 17, 2020.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

Packet Page 392 of 1243Attachment 1 Page 1 of 1

Agenda Item No: 8.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022­150 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Koros Subdivision as Complete; and Resolution 2022­151 of the City Council of the City of Fairfield Accepting the Landscape Improvements for the Koros Subdivision as Complete RECOMMENDED ACTION
Adopt resolutions.

STATEMENT OF ISSUE
The adoption of the resolutions will accept the subdivision and landscape improvements for the Koros Subdivision as complete.

DISCUSSION
Velleity Property, LLC, has completed all the required subdivision and landscape improvements at the Koros Subdivision in accordance with the subdivision and landscape improvement agreements approved by City Council on January 17, 2017, by Resolution Nos. 2017­06 and 2017­07. This residential project consisted of 39 single­family lots located west of Suisun Valley Road, and north of the Turnstone Subdivision and Westamerica Drive.

The staff has inspected the subdivision and landscape improvements and found them to be complete in accordance with City standards and the requirements of the Subdivision and Landscape Improvement Agreements. The proposed resolutions accept the subdivision and landscape improvements as being complete, except for the obligation of Velleity Property, LLC, to repair or reconstruct defective work for a period of one year after final acceptance.

FINANCIAL IMPACT
Acceptance of the public improvements obligates the City to maintain the improvements, which include water and sewer lines. Water and sewer rates, and sewer service fees will be used to offset costs of services provided by the City. The development area was annexed to the following districts: Community Facilities District (CFD) 2012­2 to provide funding for public safety services, open space operation, and park maintenance; CFD #2 for the acquisition of land and maintenance of open space within the Packet Page 393 of 1243

Agenda Item No: 8.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022­150 of the City Council of the City of Fairfield Accepting theSubdivision Improvements for the Koros Subdivision as Complete; and Resolution 2022­151 of the City Council of the City of Fairfield Accepting theLandscape Improvements for the Koros Subdivision as CompleteRECOMMENDED ACTIONAdopt resolutions.STATEMENT OF ISSUEThe adoption of the resolutions will accept the subdivision and landscape improvements for the KorosSubdivision as complete.DISCUSSIONVelleity Property, LLC, has completed all the required subdivision and landscape improvements at theKoros Subdivision in accordance with the subdivision and landscape improvement agreementsapproved by City Council on January 17, 2017, by Resolution Nos. 2017­06 and 2017­07. Thisresidential project consisted of 39 single­family lots located west of Suisun Valley Road, and north ofthe Turnstone Subdivision and Westamerica Drive. The staff has inspected the subdivision and landscape improvements and found them to be complete inaccordance with City standards and the requirements of the Subdivision and Landscape ImprovementAgreements. The proposed resolutions accept the subdivision and landscape improvements as beingcomplete, except for the obligation of Velleity Property, LLC, to repair or reconstruct defective work for aperiod of one year after final acceptance.FINANCIAL IMPACTAcceptance of the public improvements obligates the City to maintain the improvements, which includewater and sewer lines. Water and sewer rates, and sewer service fees will be used to offset costs ofservices provided by the City. The development area was annexed to the following districts: Community Facilities District (CFD) 2012­2 to provide funding for public safety services, open space operation, and park maintenance; CFD #2 for the acquisition of land and maintenance of open space within the North Cordelia area; CFD #3 for the acquisition of land and maintenance of public facilities serving the Cordelia area; and Lighting and Landscape Maintenance District (LLMD) #13 – North Cordelia for the maintenance of the public lighting and landscaping within the North Cordelia area. All interior landscaping is maintained by the various fronting property owners and the Homeowner’s Association.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If the council has any questions, acceptance may be delayed so that staff may provide the necessary additional information.

STAFF CONTACT
Roger Dunham, Public Works Construction Manager
(707) 428­7478
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution ­ Subdivision
Proposed Resolution ­ Landscape
REVIEWERS:

Reviewer Action Date
Kaushal, Paul Approved 6/20/2022 ­ 6:53 PM
Beavers, Esther Approved 6/20/2022 ­ 7:01 PM
Beavers, Esther Approved 6/20/2022 ­ 7:02 PM
Packet Page 394 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022-150

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION

IMPROVEMENTS FOR THE KOROS SUBDIVISION AS COMPLETE

WHEREAS, the City Council approved a Subdivision Improvement Agreement with Velleity Property, LLC, for the required subdivision improvements for the Koros Subdivision on January 17, 2017, by Resolution No. 2017-06; and

WHEREAS, Velleity Property, LLC, has completed all of the required improvements in accordance with the Subdivision Improvement Agreement approved by council.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield hereby accepts the subdivision improvements as complete pursuant to the agreement between the City of Fairfield and Velleity Property, LLC, approved by council on January 17, 2017.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 395 of 1243Attachment 1 Page 1 of 1

CITY OF FAIRFIELD

RESOLUTION NO. 2022-151

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE LANDSCAPE

IMPROVEMENTS FOR THE KOROS SUBDIVISION AS COMPLETE

WHEREAS, the City Council approved a Landscape Improvement Agreement with Velleity Property, LLC, for the required landscape improvements for the Koros Subdivision on January 17, 2017, by Resolution No. 2017-07; and

WHEREAS, Velleity Property, LLC, has completed all of the required improvements in accordance with the Landscape Improvement Agreement approved by council.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield hereby accepts the landscape improvements as complete pursuant to the agreement between the City of Fairfield and Velleity Property, LLC, approved by council on January 17, 2017.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 396 of 1243Attachment 2 Page 1 of 1

Agenda Item No: 9.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022 ­152 of the City Council of the City of Fairfield Approving Amendment No. 1 to the Consultant Services Agreement Between the City of Fairfield and Koff & Associates
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The Human Resources Department would like to amend its current agreement with Koff & Associates for as­needed recruitment services by extending the agreement term, increasing the not­to­exceed amount, and revising the payment structure.

DISCUSSION
Koff & Associates is one of several consultants that the Human Resources Department utilizes for as­ needed recruitment services. They are well­qualified and have a vast amount of experience with public sector recruitments.

The City of Fairfield entered into an agreement with Koff & Associates on August 2, 2021, with an end date of June 30, 2022, and a not­to­exceed amount of $100,000. Koff & Associates assisted with many recruitments during this past year. A few are still in progress and will not be completed by the agreement’s end date. In addition, the amount for services rendered year­to­date is approaching the not­to­exceed amount. Therefore the Human Resources Department would like to extend the agreement by one year to June 30, 2023, and increase the not­to­exceed amount from $100,000 to $200,000 in order to continue current recruitments and have funds available for immediate and future recruitment needs.

In addition, Koff & Associates has provided an additional payment structure of a flat­fee rate of $11,000 – $14,000 per recruitment plus up to $2,000 for pass­through advertising expenses for recruitments initiated after July 1, 2022. Billing for the recruitments in progress will continue to be billed at the hourly rate until concluded.

FINANCIAL IMPACT
Packet Page 397 of 1243

Agenda Item No: 9.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022 ­152 of the City Council of the City of Fairfield Approving AmendmentNo. 1 to the Consultant Services Agreement Between the City of Fairfield and Koff &AssociatesRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe Human Resources Department would like to amend its current agreement with Koff & Associatesfor as­needed recruitment services by extending the agreement term, increasing the not­to­exceedamount, and revising the payment structure.DISCUSSIONKoff & Associates is one of several consultants that the Human Resources Department utilizes for as­needed recruitment services. They are well­qualified and have a vast amount of experience with publicsector recruitments. The City of Fairfield entered into an agreement with Koff & Associates on August 2, 2021, with an enddate of June 30, 2022, and a not­to­exceed amount of $100,000. Koff & Associates assisted with manyrecruitments during this past year. A few are still in progress and will not be completed by theagreement’s end date. In addition, the amount for services rendered year­to­date is approaching thenot­to­exceed amount. Therefore the Human Resources Department would like to extend theagreement by one year to June 30, 2023, and increase the not­to­exceed amount from $100,000 to$200,000 in order to continue current recruitments and have funds available for immediate and futurerecruitment needs.In addition, Koff & Associates has provided an additional payment structure of a flat­fee rate of $11,000– $14,000 per recruitment plus up to $2,000 for pass­through advertising expenses for recruitmentsinitiated after July 1, 2022. Billing for the recruitments in progress will continue to be billed at the hourlyrate until concluded.

FINANCIAL IMPACT
The proposed amendment is an increase of $100,000. The funds for this amendment are accounted for in the General Fund (Fund 11, Division and Responsibility Code 15001). However, the expenses will be charged to the departments for which consulting services are provided.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Council may choose not to approve the amendment; however, completion of recruitments in progress and future recruitments may be delayed.

STAFF CONTACT
Angela Broaddus, Human Resources Manager
(707) 428­7396
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Proposed Resolution
Proposed Amendment
REVIEWERS:

Reviewer Action Date
Broaddus, Angela Approved 6/21/2022 ­ 7:45 PM
Beavers, Esther Approved 6/21/2022 ­ 7:51 PM
Beavers, Esther Approved 6/22/2022 ­ 11:37 AM
Packet Page 398 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022-152

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING AMENDMENT NO. 1 TO THE CONSULTANT SERVICES AGREEMENT BETWEEN

THE CITY OF FAIRFIELD AND KOFF & ASSOCIATES

WHEREAS, on August 2, 2021, the parties entered into an agreement with an ending date of June 30, 2022, for as-needed recruitment services with Koff & Associates (Consultant) for a total contract price not to exceed $100,000; and

WHEREAS, current recruitments and those needing to begin immediately will not be completed by the agreement’s end date of June 30, 2022; and

WHEREAS, the City wishes to continue utilizing Consultant’s recruitment services; and

WHEREAS, services used to date are nearing the initial $100,000 not-to-exceed amount; and

WHEREAS, the Consultant has provided an additional pricing option to provide for greater flexibility in providing services responsive to the City’s needs.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The end-of-term date will be extended to June 30, 2023.

Section 2. The agreement’s not-to-exceed amount will be increased from $100,000 to $200,000.

Section 3. The city manager is authorized to execute all necessary agreements with the Consultant and take other action as necessary and proper to implement this resolution.

Packet Page 399 of 1243Attachment 1 Page 1 of 2

RES. NO. 2022-152

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 400 of 1243Attachment 1 Page 2 of 2

Packet Page 401 of 1243Attachment 2 Page 1 of 2

AMENDED EXHIBIT “B”

PAYMENT

1) The total contract price for services rendered by CONSULTANT under this Agreement shall not exceed $200,000, including expenses.
2) Payment shall be made to CONSULTANT based on hours worked in accordance with the hourly rate specified below for recruitments initiated prior to June 30, 2022:

Personnel Hourly Rate
Recruitment Manager $ 165.00
Recruiter $ 155.00
Recruitment Coordinator $ 75.00

For recruitment services provided on or after July 1, 2022, payments shall be provided on a flat-fee basis, according to the recruitment level as specified below:

Flat-Fee Rate
General (Professional/Administrative): $11,000.00
Middle Management/Specialized: $14,000.00
Executive Level: $25,000.00

If expenses such as advertising, brochure design, printing and shipping, associated consultant travel, and background are incurred for each/any recruitment, a pass-through expense of not-to-exceed $2,000 will be billed to the City. Expenses do not include candidate travel.

For each recruitment, the HR manager and consultant will jointly agree on the appropriate recruitment level.

3) Payment shall be made to CONSULTANT on a time and materials basis, or for flat-fee recruitments, three equal installments plus expenses, and CONSULTANT shall submit monthly invoices to the Human Resources Department for the same to:
[email protected]
4) Any additional meetings or work required beyond that set forth in Exhibit “A” Shall be mutually agreed to in writing by the CITY and CONSULTANT, and shall be billed on a time and materials basis to the CITY:

City of Fairfield
Human Resources Department
1000 Webster Street, 4th Floor
Fairfield, CA 94533-4836

Packet Page 402 of 1243Attachment 2 Page 2 of 2

Agenda Item No: 10.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Continued Resolution 2022­132 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Four (4) Year Lease Agreement with PNC Equipment, LLC Finance for Replacement of Golf Carts at Rancho Solano and Paradise Valley Golf Courses
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The golf carts at both Rancho Solano and Paradise Valley golf courses have surpassed their lifecycle. Staff is requesting City Council approval to authorize the city manager to enter into a 4­year lease agreement with PNC Equipment Finance, LLC to replace 160 golf carts (80 for each course) and 4 Marshall carts (2 for each course).

DISCUSSION
In 2018, the City purchased new Yamaha branded golf cart fleets for both golf courses, all equipped with lead­acid batteries. Dependent upon the actual use, this type of golf cart typically has an average useful life between five and seven years. The current golf cart fleets at Rancho Solano and Paradise Valley Golf Courses have reached the end of their useful life, primarily due to the substantial increase in golf activity during the pandemic.

During this fiscal year alone, both golf courses have incurred more than $40,000 in battery replacement costs to keep the fleets running. In addition, the current overall condition of the carts has deteriorated through normal wear and tear and falls below the City’s preferred quality standard. Therefore, replacing the existing fleet will improve operational cost efficiency and aesthetic value.

The contracted course operator, KemperSports, solicited bids from the three primary golf cart manufacturers, and E­Z­GO provided the best value over Club Car and Yamaha branded carts. Staff and KemperSports agree moving to lithium technology is prudent as they are in effect less expensive than lead­acid in the long run due to their performance ­ reduced energy requirement and extended life expectancy. E­Z­GO is a preferred vendor of KemperSports, and this helps to facilitate a higher service response if global parts or service issue needs vendor support. E­Z­GO also offers a vendor rebate that allows these higher­end lithium carts to be price competitive against the carts from the other vendors.

Packet Page 403 of 1243

Agenda Item No: 10.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Continued Resolution 2022­132 of the City Council of the City of Fairfield Authorizingthe City Manager to Execute a Four (4) Year Lease Agreement with PNC Equipment,LLC Finance for Replacement of Golf Carts at Rancho Solano and Paradise Valley GolfCoursesRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe golf carts at both Rancho Solano and Paradise Valley golf courses have surpassed theirlifecycle. Staff is requesting City Council approval to authorize the city manager to enter into a 4­yearlease agreement with PNC Equipment Finance, LLC to replace 160 golf carts (80 for each course) and4 Marshall carts (2 for each course).DISCUSSIONIn 2018, the City purchased new Yamaha branded golf cart fleets for both golf courses, all equipped withlead­acid batteries. Dependent upon the actual use, this type of golf cart typically has an average usefullife between five and seven years. The current golf cart fleets at Rancho Solano and Paradise ValleyGolf Courses have reached the end of their useful life, primarily due to the substantial increase in golfactivity during the pandemic.During this fiscal year alone, both golf courses have incurred more than $40,000 in battery replacementcosts to keep the fleets running. In addition, the current overall condition of the carts has deterioratedthrough normal wear and tear and falls below the City’s preferred quality standard. Therefore, replacingthe existing fleet will improve operational cost efficiency and aesthetic value.The contracted course operator, KemperSports, solicited bids from the three primary golf cartmanufacturers, and E­Z­GO provided the best value over Club Car and Yamaha branded carts. Staffand KemperSports agree moving to lithium technology is prudent as they are in effect less expensivethan lead­acid in the long run due to their performance ­ reduced energy requirement and extended life expectancy. E­Z­GO is a preferred vendor of KemperSports, and this helps to facilitate a higher service response if global parts or service issue needs vendor support. E­Z­GO also offers a vendor rebate that allows these higher­end lithium carts to be price competitive against the carts from the other vendors.

The following considerations were used in determining the lease option versus purchase:

Consistency with industry standard
Appropriate alignment with recognizing carts as an operating expense and not a capital expense Fixed cost with payments spread over 48 months allows better management of direct expenses and reduces large one­time outlay of funds every four 4 years and reliance on General Fund subsidy
Provides inherent overall reduction in general maintenance costs ­ both with time and replacement parts
Due to recent delays with equipment and vehicle manufacturers, we are now bringing this item to the council for approval with the expectation of delivery within 10 months of signed agreements.

This item was continued from the June 21, 2022, City Council meeting.

FINANCIAL IMPACT
The initial 4­year lease will be substantially less than future leases as there is a one­time trade­in value of $390,000 for the existing Yamaha carts.Regardless of how the City decides to replace future cart fleets, either through continued lease rollovers or moving back to a capital purchase every four to five years, a cart replacement account will be established and proactively funded utilizing anticipated fund balances over the next four­plus operating years. Again, the intent is to have the Enterprise Fund cover operating and capital expenses and mitigate the need for General Fund support.

Until the lease is initiated, the City will use current Enterprise Fund balance to offset the added expense of replacing batteries and covering increases in general maintenance of the existing fleet. The increase in revenues experienced over the last two years has allowed the Enterprise Fund balance reserves to cover the cart replacement and fund other priorities within the capital improvement plan (which are included in the 2022­2023 budget).

The total cost for the 48­month lease equates to $287,430 or approximately $3,000 per month for each golf course. Cost will be recognized and budgeted as an ongoing annualized operating expense. Lease payments will commence upon receipt of the new carts.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
At the May 5, 2022, regular Golf Advisory Board meeting, staff reviewed the golf cart lease option and at the June 24, 2022, Special meeting, the Golf Advisory Board unanimously supported staff’s recommendation to seek Council approval of the 4­year lease.

ALTERNATIVE ACTION

1. Continue status quo of using existing cart fleet ­ replace batteries, incur added maintenance expenses (energy cost and parts) for a minimum estimated operating expense impact of $50,000 per golf course per year. This will also depreciate the trade­in value of the fleet each year beyond the proposed savings proposed in this cart fleet exchange.

2. Purchase new carts, one­time cost of approximately $630,000 + tax and delivery (this reflects the one­time trade­in value and KemperSports preferred pricing for E­Z­GO branded carts).

STAFF CONTACT
Kristina Chamberlin, Director of Parks & Recreation
(707) 428­7470
[email protected]
Packet Page 404 of 1243

Agenda Item No: 10.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Continued Resolution 2022­132 of the City Council of the City of Fairfield Authorizingthe City Manager to Execute a Four (4) Year Lease Agreement with PNC Equipment,LLC Finance for Replacement of Golf Carts at Rancho Solano and Paradise Valley GolfCoursesRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe golf carts at both Rancho Solano and Paradise Valley golf courses have surpassed theirlifecycle. Staff is requesting City Council approval to authorize the city manager to enter into a 4­yearlease agreement with PNC Equipment Finance, LLC to replace 160 golf carts (80 for each course) and4 Marshall carts (2 for each course).DISCUSSIONIn 2018, the City purchased new Yamaha branded golf cart fleets for both golf courses, all equipped withlead­acid batteries. Dependent upon the actual use, this type of golf cart typically has an average usefullife between five and seven years. The current golf cart fleets at Rancho Solano and Paradise ValleyGolf Courses have reached the end of their useful life, primarily due to the substantial increase in golfactivity during the pandemic.During this fiscal year alone, both golf courses have incurred more than $40,000 in battery replacementcosts to keep the fleets running. In addition, the current overall condition of the carts has deterioratedthrough normal wear and tear and falls below the City’s preferred quality standard. Therefore, replacingthe existing fleet will improve operational cost efficiency and aesthetic value.The contracted course operator, KemperSports, solicited bids from the three primary golf cartmanufacturers, and E­Z­GO provided the best value over Club Car and Yamaha branded carts. Staffand KemperSports agree moving to lithium technology is prudent as they are in effect less expensivethan lead­acid in the long run due to their performance ­ reduced energy requirement and extended lifeexpectancy. E­Z­GO is a preferred vendor of KemperSports, and this helps to facilitate a higher serviceresponse if global parts or service issue needs vendor support. E­Z­GO also offers a vendor rebate thatallows these higher­end lithium carts to be price competitive against the carts from the other vendors.The following considerations were used in determining the lease option versus purchase:Consistency with industry standardAppropriate alignment with recognizing carts as an operating expense and not a capital expenseFixed cost with payments spread over 48 months allows better management of direct expensesand reduces large one­time outlay of funds every four 4 years and reliance on General FundsubsidyProvides inherent overall reduction in general maintenance costs ­ both with time andreplacement partsDue to recent delays with equipment and vehicle manufacturers, we are now bringing this item to thecouncil for approval with the expectation of delivery within 10 months of signed agreements.This item was continued from the June 21, 2022, City Council meeting.FINANCIAL IMPACTThe initial 4­year lease will be substantially less than future leases as there is a one­time trade­in valueof $390,000 for the existing Yamaha carts.Regardless of how the City decides to replace future cartfleets, either through continued lease rollovers or moving back to a capital purchase every four to fiveyears, a cart replacement account will be established and proactively funded utilizing anticipated fundbalances over the next four­plus operating years. Again, the intent is to have the Enterprise Fund coveroperating and capital expenses and mitigate the need for General Fund support.Until the lease is initiated, the City will use current Enterprise Fund balance to offset the added expenseof replacing batteries and covering increases in general maintenance of the existing fleet. The increasein revenues experienced over the last two years has allowed the Enterprise Fund balance reserves tocover the cart replacement and fund other priorities within the capital improvement plan (which areincluded in the 2022­2023 budget).The total cost for the 48­month lease equates to $287,430 or approximately $3,000 per month for eachgolf course. Cost will be recognized and budgeted as an ongoing annualized operating expense. Leasepayments will commence upon receipt of the new carts.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONAt the May 5, 2022, regular Golf Advisory Board meeting, staff reviewed the golf cart lease option andat the June 24, 2022, Special meeting, the Golf Advisory Board unanimously supported staff’srecommendation to seek Council approval of the 4­year lease.ALTERNATIVE ACTION1. Continue status quo of using existing cart fleet ­ replace batteries, incur added maintenanceexpenses (energy cost and parts) for a minimum estimated operating expense impact of $50,000per golf course per year. This will also depreciate the trade­in value of the fleet each year beyondthe proposed savings proposed in this cart fleet exchange.2. Purchase new carts, one­time cost of approximately $630,000 + tax and delivery (this reflects theone­time trade­in value and KemperSports preferred pricing for E­Z­GO branded carts).STAFF CONTACTKristina Chamberlin, Director of Parks & Recreation(707) 428­7470 [email protected]
COORDINATED WITH
City Manager's Office, Finance Department
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution
Attachment 2: Lease Agreement 80 Golf Carts ­ Rancho Solano Golf Course Attachment 3: Lease Agreement 2 Marshall Carts ­ Rancho Solano Golf Course Attachment 4: Lease Agreement 80 Golf Carts ­ Paradise Valley Golf Course Attachment 5: Lease Agreement 2 Marshall Carts ­ Paradise Valley Golf Course REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/27/2022 ­ 11:52 AM
Packet Page 405 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022 - 132

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE CITY MANAGER TO EXECUTE A FOUR (4) YEAR LEASE AGREEMENT WITH PNC EQUIPMENT , LLC

FINANCE FOR REPLACEMENT OF GOLF CARTS AT RANCHO SOLANO AND PARADISE VALLEY

GOLF COURSES

WHEREAS, the City owns two municipal golf courses known as Paradise Valley Golf Course and Rancho Solano Golf Course (together, the “Golf Courses”); and WHEREAS, the City desires to replace the current aging fleet of 160 golf carts with 160 new carts and 4 Marshall carts (Equipment); and
WHEREAS, KemperSports Management, Inc. (Kemper), which has carried out the operation and maintenance of the Golf Courses pursuant to its Management Agreement with the City since 2002, possesses well-established expertise in golf course management and operation; and WHEREAS, Kemper has authority to negotiate and procure equipment for the Golf Courses on behalf on the City under the Management Agreement; and
WHEREAS, staff, working with Kemper, solicited quotes from three vendors of golf carts with well-established reputations for quality and dependability, and received three bids, of which E- Z-GO bid had superior product, terms and price; and
WHEREAS, this item is continued from the June 21, 2022, City Council meeting.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City Council hereby approves the lease of the Equipment and authorizes the city manager to enter into a lease agreement with PNC Equipment for an amount not to exceed $287,430 under the terms outlined in the lease agreements associated with this item and in a form that shall be approved by the city attorney.

Section 2. The council hereby authorizes use of Golf Course Enterprise Fund for lease payments.

Packet Page 406 of 1243Attachment 1 Page 1 of 2

RES. NO. 2022-132

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

_________________________

CITY CLERK

Packet Page 407 of 1243Attachment 1 Page 2 of 2

10/15 SE Welcome Letter
March 16, 2022

CITY OF FAIRFIELD
Course Name: Rancho Solano Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
RE: Lease Number 10339133-1
To Whom It May Concern:

Thank you for choosing PNC Equipment Finance, LLC as your financing source. Enclosed you will find the following documentation:
Lease Agreement: Please sign, print name, title and date. Schedule A (if applicable): Please initial at the bottom of the page. Insurance:Please note the page detailing instructions regarding the certificate of insurance required under the terms of the lease.

Simply forward a copy of the signed page to your insurance carrier,so that they may issue the appropriate certificate on a timely basis.
Certificate of Acceptance: Please date, sign and insert title. Resolution and Certificate of Incumbency:Please have all authorized signers (including the individual who signed the documents)sign in the middle section along with the Corporate Secretary or Assistant Secretary,who should complete the bottom section of the document.This person must complete the top and bottom sections of the document.If you have a corporate resolution available,please include that in the return of your documents.If this document does not apply to your business structure, please send a copy of your Operating Agreement, Partnership Agreement or Incorporating documents. Customer Information Form: Please complete and return. Notification of Tax Treatment: Please complete and return.

We appreciate this opportunity to serve you and look forward to working with you in the future.Should you have any questions before sending the documents, please feel free to contact me at [email protected].

Sincerely,
Gillian Wixted
Sales Specialist
C03
Packet Page 408 of 1243Attachment 2 Page 1 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
E04
Lease Agreement
Dated as of March 16, 2022
Lease Number: 10339133-1
Lessor: PNC Equipment Finance, LLC
655 Business Center Drive
Horsham, Pennsylvania 19044
Lessee:LESSEE FULL LEGAL NAME FEDERAL TAX ID
CITY OF FAIRFIELD 946000331
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Equipment Description:

Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
Lease Term is for 48 months, with Rent payments due monthly plus applicable tax; each in the amount of $2,578.60 beginning ______________________.

Lessee shall pay Rent payments exclusively from legally available funds in U.S. currency to Lessor in the amounts and on the dates set forth herein, without notice or demand.

TERMS AND CONDITIONS

1.LEASE.Subject to the terms of this Lease,Lessee agrees to lease from Lessor the equipment (the “Equipment”)described above when Lessor accepts this Lease. Lessee agrees to be bound by all the terms of this Lease.

2.DELIVERY AND ACCEPTANCE OF EQUIPMENT.Acceptance of the Equipment occurs upon delivery.When Lessee receives the Equipment,Lessee agrees to inspect it and to verify by telephone or in writing such information as Lessor may require.Delivery and installation costs are Lessee’s responsibility.If Lessee signed a purchase contract for the Equipment,by signing this Lease Lessee assigns its rights, but none of its obligations under the purchase contract, to Lessor.

3.RENT.Lessee agrees to pay Lessor Rent (plus applicable taxes)in the amount and frequency stated above.If Lessee’s Rent payments are due in Advance,Lessee’s first Rent payment is due on the date Lessee accepts the Equipment under the Lease.Lessor will advise Lessee as to (a)the due date of each Rent payment,and (b)the address to which Lessee must send payments.Rent is due whether or not Lessee receives an invoice from Lessor.Lessee will pay Lessor any required advance rent when Lessee signs this Lease.Lessee authorizes Lessor to change the Rent by not more than 15%due to changes in the Equipment configuration,which may occur prior to Lessor’s acceptance of this Lease.Restrictive endorsements on checks Lessee sends to Lessor will not reduce Lessee’s obligations to Lessor.

NON-APPROPRIATION OF FUNDS.Lessee intends to remit all Rent and other payments to Lessor for the full Lease Term if funds are legally available.In the event Lessee is not granted an appropriation of funds at any time during the Lease Term for the Equipment subject to this Lease and operating funds are not otherwise available to Lessee to pay the Rent and other payments due and to become due under this Lease,and there is no other legal procedure or available funds by or with which payment can be made to Lessor,and the non- appropriation did not result from an act or omission by Lessee,Lessee shall have the right to return the Equipment as provided herein and terminate this Lease on the last day of the fiscal period for which appropriations were received without penalty or expense to Lessee,except as the portion of Rent for which funds shall have been appropriated and budgeted.At least 30 days prior to the end of Lessee’s fiscal year, Lessee’s chief executive officer (or legal counsel)shall certify in writing that (a)funds have not been appropriated for the upcoming fiscal period,(b)such non-appropriation did not result from any act or failure to act by Lessee,and (c)Lessee has exhausted all funds legally available for the payment of Rent.

4.UNCONDITIONAL OBLIGATION.LESSEE AGREES THAT IT IS UNCONDITIONALLY OBLIGATED TO PAY ALL RENT AND ANY

OTHER AMOUNTS DUE UNDER THIS LEASE IN ALL FISCAL YEARS IN WHICH FUNDS HAVE BEEN APPROPRIATED NO MATTER

WHAT HAPPENS,EVEN IF THE EQUIPMENT IS DAMAGED OR DESTROYED,IF IT IS DEFECTIVE OR IF LESSEE HAS TEMPORARY OR PERMANENT LOSS OF ITS USE.LESSEE IS NOT ENTITLED TO ANY REDUCTION OR SET-OFF AGAINST RENT OR OTHER AMOUNTS DUE UNDER THIS LEASE FOR ANY REASON WHATSOEVER.

5.DISCLAIMER OF WARRANTIES.THE EQUIPMENT IS BEING LEASED TO LESSEE IN “AS IS”CONDITION.LESSEE AGREES

THAT LESSOR HAS NOT MANUFACTURED THE EQUIPMENT AND THAT LESSEE HAS SELECTED THE EQUIPMENT BASED UPON LESSEE’S OWN JUDGMENT.LESSEE HAS NOT RELIED ON ANY STATEMENTS LESSOR OR ITS EMPLOYEES HAVE MADE.LESSOR HAS NOT MADE AND DOES NOT MAKE ANY EXPRESS OR IMPLIED REPRESENTATIONS OR WARRANTIES WHATSOEVER,INCLUDING WITHOUT LIMITATION,THE EQUIPMENT’S MERCHANTABILITY,FITNESS FOR A PARTICULAR

PURPOSE,SUITABILITY,DESIGN,CONDITION,DURABILITY,OPERATION,QUALITY OF MATERIALS OR WORKMANSHIP,OR COMPLIANCE WITH SPECIFICATIONS OR APPLICABLE LAW.Lessee is aware of the name of the Equipment manufacturer.If the manufacturer has provided Lessor with a warranty,Lessor assigns its rights to such warranty to Lessee and Lessee may enforce all warranty rights directly against the manufacturer of the Equipment.Lessee agrees to settle any dispute regarding performance of the Equipment directly with the manufacturer of the Equipment.

Packet Page 409 of 1243Attachment 2 Page 2 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109

6.TITLE AND SECURITY INTEREST.Unless otherwise required by the laws of the state where Lessee is located,Lessor shall have title to the Equipment during the Lease Term.

7.USE,MAINTENANCE AND REPAIR.Lessee will not move the Equipment from the Equipment Location without Lessor’s advance written consent.Lessee will give Lessor reasonable access to the Equipment Location so that Lessor can check the Equipment’s existence, condition and proper maintenance.Lessee will use the Equipment in the manner for which it was intended,as required by all applicable manuals and instructions,and keep it eligible for any manufacturer’s certification and/or standard full service maintenance contract.At Lessee’s own cost and expense,Lessee will keep the Equipment in good repair,condition and working order,ordinary wear and tear excepted.Lessee will not make any permanent alterations to the Equipment and will remove any alterations or markings from the Equipment before returning to Lessor.

8.TAXES.Unless a proper exemption certificate is provided,applicable sales and use taxes will be added to the Rent.Lessee agrees to pay Lessor,when invoiced,all taxes (including any sales,use and personal property taxes),fines,interest and penalties relating to this Lease and the Equipment (excluding taxes based on Lessor’s net income).Lessee agrees to file any required personal property tax returns and,if Lessor asks, Lessee will provide Lessor with proof of payment. Lessor does not have to contest any tax assessments.

9.INDEMNITY.Lessor is not responsible for any injuries,damages,penalties,claims or losses,including legal expenses,incurred by Lessee or any other person caused by the transportation,installation,manufacture,selection,purchase,lease,ownership,possession,modification, maintenance,condition,operation,use,return or disposition of the Equipment.To the extent permitted by law,Lessee agrees to reimburse Lessor for and defend Lessor against any claims for such losses,damages,penalties,claims,injuries,or expenses.This indemnity continues even after this Lease has expired, for acts or omissions that occurred during the Lease Term.

10.IDENTIFICATION.Lessee authorizes Lessor to insert or correct missing information on this Lease,including serial numbers and any other information describing the Equipment.

11.LOSS OR DAMAGE.Lessee is responsible for any loss of the Equipment from any cause at all,whether or not insured,from the time the Equipment is shipped to Lessee until it is returned to Lessor.If any item of Equipment is lost,stolen or damaged,Lessee will promptly notify Lessor of such event.Then,at Lessor’s option,Lessee will either (a)repair the Equipment so that it is in good condition and working order, eligible for any manufacturer’s certification,or (b)pay Lessor an amount equal to the Net Book Value (as defined herein)of the lost,stolen or damaged Equipment.If Lessee has satisfied their obligations herein,Lessor will forward to Lessee any insurance proceeds which Lessor receives for lost,damaged,or destroyed Equipment.If Lessee is in default,Lessor will apply any insurance proceeds Lessor receives to reduce Lessee’s obligations pursuant to this Lease.

12.INSURANCE.Lessee agrees to (a)keep the Equipment fully insured against loss,naming Lessor as loss payee,and (b)obtain a general public liability insurance policy covering both personal injury and property damage in amounts not less than Lessor may tell Lessee,naming Lessor as additional insured,until Lessee has met all their obligations under this Lease.Lessor is under no duty to tell Lessee if Lessee’s insurance coverage is adequate.The policies shall state that Lessor is to be notified of any proposed cancellation at least 30 days prior to the date set for cancellation.Upon Lessor’s request,Lessee agrees to provide Lessor with evidence of insurance acceptable to Lessor.If Lessee does not provide Lessor with evidence of proper insurance within ten days of Lessor’s request or Lessor receives notice of policy cancellation,Lessor may (but Lessor is not obligated to)obtain insurance on Lessor’s interest in the Equipment at Lessee’s expense.

Lessee will pay all insurance premiums and related charges.

13.DEFAULT.Lessee will be in default under this Lease if any of the following happens:(a)Lessor does not receive any Rent or other payment due under this Lease within ten days after its due date,(b)Lessee fails to perform or observe any other promise or obligation in this Lease and does not correct the default within ten days after Lessor sends Lessee written notice of default,(c)any representation, warranty or statement Lessee has made in this Lease shall prove to have been false or misleading in any material respect,(d)any insurance carrier cancels or threatens to cancel any insurance on the Equipment,(e)the Equipment or any part of it is abused,illegally used,misused,lost,destroyed,or damaged beyond repair,(f)a petition is filed by or against Lessee under any bankruptcy or insolvency laws, or (g) Lessee defaults on any other agreement between it and Lessor (or Lessor’s affiliates).

14.REMEDIES.Upon the occurrence of a default,Lessor may,in its sole discretion,do any or all of the following:(a)provide written notice to Lessee of default,(b)as liquidated damages for loss of a bargain and not as a penalty,declare due and payable,the present value of (i)any and all amounts which may be then due and payable by Lessee to Lessor under this Lease,plus (ii)all Rent payments remaining through the end of the then current fiscal year,discounted at the higher of 3%or the lowest rate allowed by law plus the Fair Market Value (as defined herein)of the Equipment (collectively,the “Net Book Value”)and (c)require Lessee to immediately return the Equipment to Lessor.

Lessor has the right to require Lessee to make the Equipment available to Lessor for repossession during reasonable business hours or Lessor may repossess the Equipment,so long as Lessor does not breach the peace in doing so,or Lessor may use legal process in compliance with applicable law pursuant to court order to have the Equipment repossessed.Lessee will not make any claims against Lessor or the Equipment for trespass,damage or any other reason.If Lessor takes possession of the Equipment Lessor may (a)sell or lease the Equipment at public or private sale or lease without notice,and/or (b)exercise such other rights as may be allowed by applicable law.Although Lessee agrees that Lessor has no obligation to sell the Equipment,if Lessor does sell the Equipment,Lessor will reduce the Net Book Value by the amounts Lessor receives.Lessee will immediately pay Lessor the remaining Net Book Value.Lessee agrees (a)to pay all of the costs Lessor incurs to enforce Lessor’s rights against Lessee,including attorney’s fees,and (b)that Lessor will retain all of Lessor’s rights against Lessee even if Lessor does not choose to enforce them at the time of Lessee’s default.

15.LESSEE’S OPTION AT END OF LEASE.Notwithstanding anything contained in the Lease to the contrary,so long as no default shall have occurred and be continuing,Lessee may,at Lessee's option,purchase the Equipment leased pursuant to this Lease on an "as is,where is" basis,without representation or warranty,express or implied,at the end of the Lease Term at a price equal to the Fair Market Value thereof, plus applicable taxes.Fair Market Value shall be the retail in-place value of the Equipment as determined solely by Lessor.This purchase option as applicable shall only be available if Lessee gives Lessor 90 days’prior written notice of Lessee's irrevocable intent to exercise such option and Lessor and Lessee shall have agreed to all terms and conditions of such purchase prior to the expiration date of the Lease Term.Until the Equipment is returned as required below,all terms of the Lease shall remain in full force and effect including the obligation to pay Rent calculated on a monthly basis.

16.RETURN OF EQUIPMENT.If (a)default occurs,(b)a non-appropriation of funds occurs as provided herein,or (c)Lessee does not exercise its purchase option at the end of the Lease Term,Lessee will immediately return the Equipment to any location(s)in the continental United States and aboard any carriers(s)Lessor may designate.The Equipment must be properly packed for shipment in accordance with the manufacturer’s recommendations or specifications,freight prepaid and insured,maintained in accordance with this Lease,and in “Average Saleable Condition.”“Average Saleable Condition”means that all of the Equipment is immediately available for use by a third party buyer,user or lessee,other than Lessee named in this Lease,without the need for any repair or refurbishment.Lessee will pay Packet Page 410 of 1243Attachment 2 Page 3 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
Lessor for any missing or defective parts or accessories.Lessee will continue to pay Rent calculated on a monthly basis until the Equipment is received and accepted by Lessor.

17.LESSEE’S REPRESENTATIONS AND WARRANTIES.Lessee hereby represents and warrants to Lessor that as of the date of this Lease, and throughout the Lease Term:(a)Lessee is the entity indicated in this Lease;(b)Lessee is a state or a fully constituted political subdivision or agency of the State in which Lessee is located;(c)Lessee is duly organized and existing under the constitution and laws of the state in which they are located;(d)Lessee is authorized to enter into and carry out Lessee’s obligations under this Lease,any documents relative to the acquisition of the Equipment and any other documents required to be delivered in connection with this Lease (collectively,the “Documents”);(e)the Documents have been duly authorized,executed and delivered by Lessee in accordance with all applicable laws,rules,ordinances,and regulations,the Documents are valid,legal,binding agreements,enforceable in accordance with their terms and the person(s)signing the Documents have the authority to do so,are acting with the full authorization of Lessee’s governing body,and hold the offices indicated below their signature,each of which are genuine;(f)the Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority;(g)Lessee intends to use the Equipment for the entire Lease Term for such function and shall take all necessary action to include in Lessee’s annual budget any funds required to fulfill Lessee’s obligations for each fiscal year during the Lease Term;(h)Lessee has complied fully with all applicable law governing open meetings,public bidding and appropriations required in connection with this Lease and the acquisition of the Equipment;(i) Lessee’s obligations to remit Rent under this Lease constitutes a current expense and not a debt under applicable state law and no provision of this Lease constitutes a pledge of Lessee’s tax or general revenues,and any provision which is so constructed by a court of competent jurisdiction is void from the inception of this lease;and (j)all financial information Lessee has provided to Lessor is true and accurate and provides a good representation of Lessee’s financial condition.

18.LESSEE’S PROMISES.In addition to the other provisions of this Lease,Lessee agrees that during the term of this Lease (a)Lessee will promptly notify Lessor in writing if it moves its principal office or changes its name or legal structure,(b)Lessee will provide to Lessor such financial information as may reasonably request from time to time,and (c)Lessee will take any action Lessor reasonably requests to protect Lessor’s rights in the Equipment and to meet Lessee’s obligations under this Lease.

19.ASSIGNMENT.LESSEE WILL NOT SELL,TRANSFER,ASSIGN,PLEDGE,SUB-LEASE OR PART WITH POSSESSION OF THE EQUIPMENT OR FILE OR PERMIT A LIEN TO BE FILED AGAINST THE EQUIPMENT.Lessee will not attach any of the Equipment to any real estate.

20.ASSIGNMENT BY LESSOR.This Lease,and the rights of Lessor hereunder and in and to the Equipment,may be assigned and reassigned in whole or in part to one or more assignees by Lessor or its assigns at any time without the necessity of obtaining the consent of Lessee Upon an assignment,Lessee agrees to make all payments as designated in the assignment,notwithstanding any claim,defense, setoff or counterclaim whatsoever (whether arising from a breach of this Lease or otherwise)that Lessee may from time to time have against Lessor or Lessor's assigns.

21.COLLECTION EXPENSES,OVERDUE PAYMENT.Lessee agrees that Lessor can,but does not have to,take on Lessee’s behalf any action which Lessee fails to take as required by this Lease,and Lessor’s expenses will be in addition to that of the Rent which Lessee owes Lessor.If Lessor receives any payment from Lessee after the due date,Lessee shall pay Lessor on demand as a late charge 5%of such overdue amount, limited, however, to the maximum amount allowed by law.

22.MISCELLANEOUS.This Lease contains the entire agreement and supersedes any conflicting provision of any equipment purchase order or any other agreement.TIME IS OF THE ESSENCE IN THIS LEASE.If a court finds any provision of Lease to be unenforceable,the remaining terms of this Lease shall remain in effect.THIS LEASE IS A “FINANCE LEASE”AS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE.Lessee authorizes Lessor (or Lessor’s agent)to (a)obtain credit reports,(b)make such other credit inquires as Lessor may deem necessary,and (c)furnish payment history information to credit reporting agencies.To the extent permitted by law, Lessor may charge Lessee a fee of $250.00 to cover Lessor’s documentation and investigation costs.

23.NOTICES.All of Lessee’s written notices to Lessor must be sent by certified mail or recognized overnight delivery service,postage prepaid, to Lessor at Lessor’s address stated in this Lease,or by facsimile transmission to Lessor’s facsimile telephone number,with oral confirmation of receipt.All of Lessor’s notices to Lessee may be sent first class mail,postage prepaid,to Lessee’s address stated in this Lease.At any time after this Lease is signed,Lessee or Lessor may change an address or facsimile telephone number by giving notice to the other of the change.

24.ANTI-MONEY LAUNDERING/INTERNATIONAL TRADE COMPLIANCE.Lessee represents,warrants and covenants to Lessor,as of the date of this Lease,the date of each advance of proceeds under the Lease,the date of any renewal,extension or modification of this Lease, and at all times until this Lease has been terminated and all amounts thereunder have been indefeasibly paid in full,that:(a)no Covered Entity (i)is a Sanctioned Person;(ii)has any of its assets in a Sanctioned Jurisdiction or in the possession,custody or control of a Sanctioned Person;(iii)does business in or with,or derives any of its operating income from investments in or transactions with,any Sanctioned Jurisdiction or Sanctioned Person;(b)the proceeds of this Lease will not be used to fund any unlawful activity;(c)the funds used to repay the Lease are not derived from any unlawful activity;(d)each Covered Entity is in compliance with,and no Covered Entity engages in any dealings or transactions prohibited by,any laws of the United States,including but not limited to any Anti-Terrorism Laws; and (e)no Equipment is or will become Embargoed Property.Lessee covenants and agrees that (a)it shall immediately notify Lessor in writing upon the occurrence of a Reportable Compliance Event;and (b)if,at any time,any Equipment becomes Embargoed Property,in addition to all other rights and remedies available to Lessor,upon request by Lessor,Lessee shall provide substitute Equipment acceptable to Lessor that is not Embargoed Property.

As used herein:“Anti-Terrorism Laws”means any laws relating to terrorism,trade sanctions programs and embargoes,import/export licensing,money laundering,or bribery,all as amended,supplemented or replaced from time to time;“Compliance Authority”means each and all of the (a)U.S.Treasury Department/Office of Foreign Assets Control,(b)U.S.Treasury Department/Financial Crimes Enforcement Network,(c)U.S.State Department/Directorate of Defense Trade Controls,(d)U.S.Commerce Department/Bureau of Industry and Security,(e)U.S.Internal Revenue Service,(f)U.S.Justice Department,and (g)U.S.Securities and Exchange Commission;“Covered Entity”means Lessee,its affiliates and subsidiaries,all other obligors,all owners of the foregoing,and all brokers or other agents of Lessee acting in any capacity in connection with this Lease;“Embargoed Property”means any property (a)in which a Sanctioned Person holds an interest;(b)beneficially owned,directly or indirectly,by a Sanctioned Person;(c)that is due to or from a Sanctioned Person;(d)that is located in a Sanctioned Jurisdiction;or (e)that would otherwise cause any actual or possible violation by Lessor of any applicable Anti- Terrorism Law if Lessor were to obtain an encumbrance on,lien on,pledge of or security interest in such property or provide services in consideration of such property;“Reportable Compliance Event”means (1)any Covered Entity becomes a Sanctioned Person,or is indicted,arraigned,investigated or custodially detained,or receives an inquiry from regulatory or law enforcement officials,in connection Packet Page 411 of 1243Attachment 2 Page 4 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
with any Anti-Terrorism Law or any predicate crime to any Anti-Terrorism Law,or self-discovers facts or circumstances implicating any aspect of its operations with the actual or possible violation of any Anti-Terrorism Law;(2)any Covered Entity engages in a transaction that has caused or may cause Lessor to be in violation of any Anti-Terrorism Laws,including a Covered Entity’s use of any proceeds of the Lease to fund any operations in,finance any investments or activities in,or,make any payments to,directly or indirectly,a Sanctioned Jurisdiction or Sanctioned Person;or (3)any Equipment becomes Embargoed Property;“Sanctioned Jurisdiction”means a country subject to a sanctions program maintained by any Compliance Authority;and “Sanctioned Person”means any individual person,group, regime,entity or thing listed or otherwise recognized as a specially designated,prohibited,sanctioned or debarred person or entity,or subject to any limitations or prohibitions (including but not limited to the blocking of property or rejection of transactions),under any order or directive of any Compliance Authority or otherwise subject to,or specially designated under,any sanctions program maintained by any Compliance Authority.

25.USA PATRIOT ACT NOTICE.To help the government fight the funding of terrorism and money laundering activities,Federal law requires all financial institutions to obtain,verify and record information that identifies each lessee that opens an account.What this means:when the Lessee opens an account,Lessor will ask for the business name,business address,taxpayer identifying number and other information that will allow the Lessor to identify Lessee,such as organizational documents.For some businesses and organizations,Lessor may also need to ask for identifying information and documentation relating to certain individuals associated with the business or organization.

26.WAIVERS.LESSOR AND LESSEE EACH AGREE TO WAIVE,AND TO TAKE ALL REQUIRED STEPS TO WAIVE,ALL RIGHTS TO A JURY TRIAL.To the extent Lessee is permitted by applicable law,Lessee waives all rights and remedies conferred upon a lessee by Article 2A (Sections 508-522)of the Uniform Commercial Code.To the extent Lessee is permitted by applicable law,Lessee waives any rights they now or later may have under any statute or otherwise which requires Lessor to sell or otherwise use any Equipment to reduce Lessor’s damages,which requires Lessor to provide Lessee with notice of default,intent to accelerate amounts becoming due or acceleration of amounts becoming due,intent to sale the Equipment at a public or private sale,or which may otherwise limit or modify any of Lessor’s rights or remedies.Lessor will not be liable for specific performance of this Lease or for any losses,damages,delay or failure to deliver Equipment.

27.IMPORTANT INFORMATION ABOUT PHONE CALLS.By providing telephone number(s)to Lessor,now or at any later time,Lessee authorizes Lessor and its affiliates and designees to contact Lessee regarding Lessee account(s)with Lessor or its affiliates,whether such accounts are Lessee individual accounts or business accounts for which Lessee is a contact,at such numbers using any means,including but not limited to placing calls using an automated dialing system to cell,VoIP or other wireless phone number,or leaving prerecorded messages or sending text messages,even if charges may be incurred for the calls or text messages.Lessee consents that any phone call with Lessor may be monitored or recorded by Lessor.

IMPORTANT:READ BEFORE SIGNING.THE TERMS OF THIS LEASE SHOULD BE READ CAREFULLY BECAUSE ONLY THOSE TERMS IN WRITING ARE ENFORCEABLE.TERMS OR ORAL PROMISES WHICH ARE NOT CONTAINED IN THIS WRITTEN AGREEMENT MAY NOT BE LEGALLY ENFORCED.THE TERMS OF THIS LEASE MAY ONLY BE CHANGED BY ANOTHER WRITTEN AGREEMENT BETWEEN LESSEE AND LESSOR.LESSEE AGREES TO COMPLY WITH THE TERMS AND CONDITIONS OF THIS LEASE.LESSEE AGREES THAT THE EQUIPMENT WILL BE USED FOR BUSINESS PURPOSES ONLY AND NOT FOR PERSONAL, FAMILY OR HOUSEHOLD PURPOSES.

LESSEE CERTIFIES THAT ALL THE INFORMATION GIVEN IN THIS LEASE AND LESSEE’S APPLICATION WAS CORRECT AND COMPLETE WHEN THIS LEASE WAS SIGNED.THIS LEASE IS NOT BINDING UPON LESSOR OR EFFECTIVE UNLESS AND UNTIL LESSOR EXECUTES THIS LEASE. THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE OF THE LESSEE.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
Packet Page 412 of 1243Attachment 2 Page 5 of 10

8/21 SE Insurance Letter (Lease)
March 16, 2022

CITY OF FAIRFIELD
Course Name: Rancho Solano Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Attn:

RE:Insurance Coverage Requirements for Equipment Financing Transaction between PNC Equipment Finance, LLC and CITY OF FAIRFIELD
Before funding your transaction,PNC Equipment Finance,LLC requires evidence of appropriate insurance coverage on the equipment described in your transaction documents.Please forward this request to your insurance company,agent or broker as soon as possible and ask for the evidence of insurance to be sent to the address below.

PNC Equipment Finance, LLC will have an insurable interest in the following equipment:

Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
As a condition to entering into the equipment financing transaction,PNC Equipment Finance,LLC requires the following at all times during the term of the transaction:

1.All of the equipment must be insured for its full insurable value on a 100% replacement cost basis.

2.PNC Equipment Finance,LLC must be named as lender loss payee under a property insurance policy insuring all risks to the equipment, including fire, theft, and other customary coverage under an "extended coverage" endorsement.

3.For leases only,PNC Equipment Finance,LLC must receive evidence that a comprehensive general liability insurance policy is in place with a minimum coverage of $1,000,000. PNC Equipment Finance, LLC must be named as an additional insured under the liability policy.

4.Each property insurance policy must contain a lender's loss payable clause,or special endorsement,in which the insurer agrees that any loss will be payable in accordance with the policy terms, notwithstanding any act or negligence of the insured.

5.Each policy must provide for 30 days’ written notice to PNCEF prior to any cancellation, non-renewal or amendment of the policy.

6.If vehicles, please include comprehensive and collision deductible on certificate.

The evidence of insurance can consist of a Certificate of Insurance form,Evidence of Insurance form,Memorandum of Insurance,binder for insurance, declarations page, or the actual policy and endorsements, in each case naming PNC Equipment Finance, LLC as follows:

PNC Equipment Finance, LLC, and its successors and assigns, as lender loss payee Attn: Insurance Department
655 Business Center Drive, Suite 250
Horsham, PA 19044
When completed, the evidence of insurance should be emailed to: [email protected] Request for Insurance
Insurance
Attachment
Packet Page 413 of 1243Attachment 2 Page 6 of 10

E23

CERTIFICATE OF ACCEPTANCE
Lease Number 10339133-1
Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
Rancho Solano Golf Course
3250 Rancho Solano Parkway
Fairfield, CA 94534
Lessee, through its authorized representative, hereby certifies to Lessor that:

1.The Equipment has been delivered to the location where it will be used, which is the Equipment Location given in the Lease Agreement (“Lease”);

2.All of the Equipment has been inspected and is (a) complete, (b) properly installed, (c) functioning, and (d) in good working order;

3.Lessee accepts the Equipment for all purposes under the Lease as of _________________, 20__ (the “Acceptance Date”), which is the date on which the Equipment was delivered and installed;

4.The Equipment is of a size, design, capacity and manufacture acceptable to Lessee and suitable for Lessee’s purposes; and

5.Lessee is not in default under the Lease, no Non-Appropriation of Funds (as described in the Lease) has occurred, and all of Lessee’s statements and promises set forth in the Lease are true and correct.

Lessor is hereby authorized to insert serial numbers on the Lease.

THIS CERTIFICATE OF ACCEPTANCE IS SIGNED THIS ____ DAY OF _______________________, 20__.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Packet Page 414 of 1243Attachment 2 Page 7 of 10

E24
7/19 SE Muni Resolution and Cert of Incumbency

RESOLUTION AND CERTIFICATE OF INCUMBENCY
Lease Number 10339133-1
Lessee: CITY OF FAIRFIELD
WHEREAS,Lessee,a body politic and corporate duly organized and existing as a political subdivision,municipal corporation or similar public entity of the State or Commonwealth (“State”)is authorized by the laws of the State to purchase,acquire and lease certain equipment and other property for the benefit of the Lessee and its inhabitants and to enter into contracts with respect thereto; and WHEREAS,pursuant to applicable law,the governing body of the Lessee (“Governing Body”)is authorized to acquire,dispose of and encumber real and personal property, including, without limitation, rights and interest in property, leases and easements necessary to the functions or operations of the Lessee.

WHEREAS,the Governing Body hereby finds and determines that the execution of one or more Lease Agreements or lease schedules (“Leases”)in the amount not exceeding the amount stated above for the purpose of acquiring the property (“Equipment”)to be described in the Leases is appropriate and necessary to the functions and operations of the Lessee.

WHEREAS, PNC Equipment Finance, LLC (“Lessor”) shall act as Lessor under said Leases.

NOW, THEREFORE, Be It Ordained by the Governing Body of the Lessee:

Section 1.Either one of the _______________________OR _______________________(each an “Authorized Representative”)acting on behalf of the Lessee, is hereby authorized to negotiate,enter into,execute,and deliver one or more Leases in substantially the form set forth in the document presently before the Governing Body,which document is available for public inspection at the office of the Lessee.Each Authorized Representative acting on behalf of the Lessee is hereby authorized to negotiate,enter into,execute,and deliver such other documents relating to the Lease as the Authorized Representative deems necessary and appropriate. All other related contracts and agreements necessary and incidental to the Leases are hereby authorized.

Section 2.By a written instrument signed by any Authorized Representative,said Authorized Representative may designate specifically identified officers or employees of the Lessee to execute and deliver agreements and documents relating to the Leases on behalf of the Lessee.

Section 3.The Lessee’s obligations under the Leases shall be subject to annual appropriation or renewal by the Governing Body as set forth in each Lease and the Lessee’s obligations under the Leases shall not constitute general obligations of the Lessee or indebtedness under the Constitution or laws of the State.

Section 4. This resolution shall take effect immediately upon its adoption and approval.

NAMES AND TITLES OF AUTHORIZED REPRESENTATIVES: AUTHORIZED LEASE SIGNORS ONLY _______________________________
Name
________________________________
Title
_______________________________
Name
________________________________
Title
ADOPTED AND APPROVED on this ________________, 20__.

Section 5.I,the undersigned Secretary/Clerk identified below,does hereby certify that I am the duly elected or appointed and acting Secretary/Clerk of the above Lessee,a political subdivision duly organized and existing under the laws of the State where Lessee is located,that I have the title stated below,and that,as of the date hereof, the individuals named above are the duly elected or appointed officers of the Lessee holding the offices set forth opposite their respective names.

The undersigned Secretary/Clerk of the above-named Lessee hereby certifies and attests that the undersigned has access to the official records of the Governing Body of the Lessee,that the foregoing resolutions were duly adopted by said Governing Body of the Lessee at a meeting of said Governing Body and that such resolutions have not been amended or altered and are in full force and effect on the date stated below.

LESSEE: CITY OF FAIRFIELD
________________________________________________________ Signature of Secretary/Clerk of Lessee
Print Name:_______________________________________________ Official Title:______________________________________________ Date:________________________________________________
Packet Page 415 of 1243Attachment 2 Page 8 of 10

PNC Equipment Finance, LLC
655 Business Center Drive, Suite 250 · Horsham, PA 19044 Questions? Call (800) 559-2755
1/08/2021 SE Customer Information Form
Lease # 10339133-1
Please provide the following information. By providing such information, you will enable us to ensure prompt payment of your vendor and the correct processing of your lease transaction.

Thank you.

Lessee Information
Full Business Legal Name: CITY OF FAIRFIELD Federal Tax ID Number: 946000331 Invoices should be directed to:Attention:

Address City:State:Zip:

Preferred Method of Payment: (Please check)
Monthly Invoice (Mail)
Invoices should be directed to:

Customer 1 Text
Attention:

Customer 1 Text
Address
Customer 1 Text
City:

Customer 1 Text
Monthly Invoice (Email)
Email:

Customer 1 Text
Billing Contact: Customer 1 Text
Contact Information
In order to verify receipt of equipment and review terms and conditions of the lease,please provide contact information for one or more staff that can assist in this process.

Contact 1:

Contact 1 info 1
Phone:

Contact 1 info 2
Email:

Contact 1 info 3
Contact 2:

Contact 2 info 1
Phone:

Contact 2 info 2
Email:

Contact 2 info 3
Signature
X Customer 1 Signature
Date
Customer 1 Date Signed
I hereby attest the above information is accurate.

Email:

Customer 1 Email
Customer Information
Packet Page 416 of 1243Attachment 2 Page 9 of 10

PLEASE COMPLETE AND SIGN FORM
01/05/2021 SE Tax Notification
PNC Equipment Finance,LLC a Delaware limited liability company (“PNC”),is required to collect and remit sales/use tax in the taxing jurisdiction where your equipment will be located.If you select that you are exempt by marking one of the checkboxes below,you must provide a valid exemption certificate.If you do not provide this certificate prior to the booking of your transaction, you will be responsible for sales tax on all accrued payments. If tax has been remitted up front and financed into your lease payment,your account will not be marked sales tax exempt if you provide an exemption certificate after your transaction has been booked. If your tax is remitted on a monthly basis,your lease may be marked sales tax exempt for the remaining payments left to be invoiced if you provide a valid exemption certificate after your transaction has been booked. In the event we do not receive a valid sales tax exemption certificate prior to the date your lease commences,you will be charged sales/use tax.

Personal property tax returns will be filed as required by local law.In the event that any tax abatements or special exemptions are available on the equipment you will be leasing from us,please notify us as soon as possible and forward the related documentation to us. This will ensure that your leased equipment will be reported correctly.

Please indicate below if your lease is subject to tax or whether a valid exemption exists.

Sales Tax
¨ I agree that my lease is subject to sales/use tax.
¨ I am exempt from sales/use tax and I have attached a completed exemption certificate to PNC. ¨I am claiming a partial exemption from tax.I have attached a completed exemption certificate or other documented proof of this partial exemption.
¨I agree that my business is subject to sales/use tax and I have attached a completed resale certificate.This certificate indicates that I will be responsible for collection and remittance of sales/use tax based on the subsequent re-rental of the property.

If applicable to the tax rates in your state, are you outside the city limits or in an unincorporated area? ¨ Inside city limits ¨ Outside city limits ¨ Unincorporated area Property Tax
¨ I have a valid abatement or property tax exemption (documentation attached). ¨ Location:State
Taxing District
Additional comments:
_____________ ______

Lease Number 10339133-1
Lessee: CITY OF FAIRFIELD
Signature:

X Customer 1 Signature
Print Name:

Customer 1 Full Name
Title:

Customer 1 Title
Date:

Customer 1 Date Signed
Notification of Tax Treatment
Packet Page 417 of 1243Attachment 2 Page 10 of 10

10/15 SE Welcome Letter
March 16, 2022

CITY OF FAIRFIELD
Course Name: Rancho Solano Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
RE: Lease Number 10339133-2
To Whom It May Concern:

Thank you for choosing PNC Equipment Finance, LLC as your financing source. Enclosed you will find the following documentation:
Lease Agreement: Please sign, print name, title and date. Schedule A (if applicable): Please initial at the bottom of the page. Certificate of Acceptance: Please date, sign and insert title. Resolution and Certificate of Incumbency:Please have all authorized signers (including the individual who signed the documents)sign in the middle section along with the Corporate Secretary or Assistant Secretary,who should complete the bottom section of the document.This person must complete the top and bottom sections of the document.If you have a corporate resolution available,please include that in the return of your documents.If this document does not apply to your business structure, please send a copy of your Operating Agreement, Partnership Agreement or Incorporating documents. Insurance:Please note the page detailing instructions regarding the certificate of insurance required under the terms of the lease.

Simply forward a copy of the signed page to your insurance carrier,so that they may issue the appropriate certificate on a timely basis.
Customer Information Form: Please complete and return. Notification of Tax Treatment: Please complete and return.

We appreciate this opportunity to serve you and look forward to working with you in the future.Should you have any questions before sending the documents, please feel free to contact me at [email protected].

Sincerely,
Gillian Wixted
Sales Specialist
C03
Packet Page 418 of 1243Attachment 3 Page 1 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
E04
Lease Agreement
Dated as of March 16, 2022
Lease Number: 10339133-2
Lessor: PNC Equipment Finance, LLC
655 Business Center Drive
Horsham, Pennsylvania 19044
Lessee:LESSEE FULL LEGAL NAME FEDERAL TAX ID
CITY OF FAIRFIELD 946000331
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Equipment Description:

Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
Lease Term is for 48 months, with Rent payments due monthly plus applicable tax; each in the amount of $184.16 beginning ___________________.

Lessee shall pay Rent payments exclusively from legally available funds in U.S.currency to Lessor in the amounts and on the dates set forth herein, without notice or demand.

TERMS AND CONDITIONS

1.LEASE.Subject to the terms of this Lease,Lessee agrees to lease from Lessor the equipment (the “Equipment”)described above when Lessor accepts this Lease. Lessee agrees to be bound by all the terms of this Lease.

2.DELIVERY AND ACCEPTANCE OF EQUIPMENT.Acceptance of the Equipment occurs upon delivery.When Lessee receives the Equipment,Lessee agrees to inspect it and to verify by telephone or in writing such information as Lessor may require.Delivery and installation costs are Lessee’s responsibility.If Lessee signed a purchase contract for the Equipment,by signing this Lease Lessee assigns its rights, but none of its obligations under the purchase contract, to Lessor.

3.RENT.Lessee agrees to pay Lessor Rent (plus applicable taxes)in the amount and frequency stated above.If Lessee’s Rent payments are due in Advance,Lessee’s first Rent payment is due on the date Lessee accepts the Equipment under the Lease.Lessor will advise Lessee as to (a)the due date of each Rent payment,and (b)the address to which Lessee must send payments.Rent is due whether or not Lessee receives an invoice from Lessor.Lessee will pay Lessor any required advance rent when Lessee signs this Lease.Lessee authorizes Lessor to change the Rent by not more than 15%due to changes in the Equipment configuration,which may occur prior to Lessor’s acceptance of this Lease.Restrictive endorsements on checks Lessee sends to Lessor will not reduce Lessee’s obligations to Lessor.

NON-APPROPRIATION OF FUNDS.Lessee intends to remit all Rent and other payments to Lessor for the full Lease Term if funds are legally available.In the event Lessee is not granted an appropriation of funds at any time during the Lease Term for the Equipment subject to this Lease and operating funds are not otherwise available to Lessee to pay the Rent and other payments due and to become due under this Lease,and there is no other legal procedure or available funds by or with which payment can be made to Lessor,and the non- appropriation did not result from an act or omission by Lessee,Lessee shall have the right to return the Equipment as provided herein and terminate this Lease on the last day of the fiscal period for which appropriations were received without penalty or expense to Lessee,except as the portion of Rent for which funds shall have been appropriated and budgeted.At least 30 days prior to the end of Lessee’s fiscal year, Lessee’s chief executive officer (or legal counsel)shall certify in writing that (a)funds have not been appropriated for the upcoming fiscal period,(b)such non-appropriation did not result from any act or failure to act by Lessee,and (c)Lessee has exhausted all funds legally available for the payment of Rent.

4.UNCONDITIONAL OBLIGATION.LESSEE AGREES THAT IT IS UNCONDITIONALLY OBLIGATED TO PAY ALL RENT AND ANY

OTHER AMOUNTS DUE UNDER THIS LEASE IN ALL FISCAL YEARS IN WHICH FUNDS HAVE BEEN APPROPRIATED NO MATTER

WHAT HAPPENS,EVEN IF THE EQUIPMENT IS DAMAGED OR DESTROYED,IF IT IS DEFECTIVE OR IF LESSEE HAS TEMPORARY OR PERMANENT LOSS OF ITS USE.LESSEE IS NOT ENTITLED TO ANY REDUCTION OR SET-OFF AGAINST RENT OR OTHER AMOUNTS DUE UNDER THIS LEASE FOR ANY REASON WHATSOEVER.

5.DISCLAIMER OF WARRANTIES.THE EQUIPMENT IS BEING LEASED TO LESSEE IN “AS IS”CONDITION.LESSEE AGREES

THAT LESSOR HAS NOT MANUFACTURED THE EQUIPMENT AND THAT LESSEE HAS SELECTED THE EQUIPMENT BASED UPON LESSEE’S OWN JUDGMENT.LESSEE HAS NOT RELIED ON ANY STATEMENTS LESSOR OR ITS EMPLOYEES HAVE MADE.LESSOR HAS NOT MADE AND DOES NOT MAKE ANY EXPRESS OR IMPLIED REPRESENTATIONS OR WARRANTIES WHATSOEVER,INCLUDING WITHOUT LIMITATION,THE EQUIPMENT’S MERCHANTABILITY,FITNESS FOR A PARTICULAR

PURPOSE,SUITABILITY,DESIGN,CONDITION,DURABILITY,OPERATION,QUALITY OF MATERIALS OR WORKMANSHIP,OR COMPLIANCE WITH SPECIFICATIONS OR APPLICABLE LAW.Lessee is aware of the name of the Equipment manufacturer.If the manufacturer has provided Lessor with a warranty,Lessor assigns its rights to such warranty to Lessee and Lessee may enforce all warranty rights directly against the manufacturer of the Equipment.Lessee agrees to settle any dispute regarding performance of the Equipment directly with the manufacturer of the Equipment.

Packet Page 419 of 1243Attachment 3 Page 2 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109

6.TITLE AND SECURITY INTEREST.Unless otherwise required by the laws of the state where Lessee is located,Lessor shall have title to the Equipment during the Lease Term.

7.USE,MAINTENANCE AND REPAIR.Lessee will not move the Equipment from the Equipment Location without Lessor’s advance written consent.Lessee will give Lessor reasonable access to the Equipment Location so that Lessor can check the Equipment’s existence, condition and proper maintenance.Lessee will use the Equipment in the manner for which it was intended,as required by all applicable manuals and instructions,and keep it eligible for any manufacturer’s certification and/or standard full service maintenance contract.At Lessee’s own cost and expense,Lessee will keep the Equipment in good repair,condition and working order,ordinary wear and tear excepted.Lessee will not make any permanent alterations to the Equipment and will remove any alterations or markings from the Equipment before returning to Lessor.

8.TAXES.Unless a proper exemption certificate is provided,applicable sales and use taxes will be added to the Rent.Lessee agrees to pay Lessor,when invoiced,all taxes (including any sales,use and personal property taxes),fines,interest and penalties relating to this Lease and the Equipment (excluding taxes based on Lessor’s net income).Lessee agrees to file any required personal property tax returns and,if Lessor asks, Lessee will provide Lessor with proof of payment. Lessor does not have to contest any tax assessments.

9.INDEMNITY.Lessor is not responsible for any injuries,damages,penalties,claims or losses,including legal expenses,incurred by Lessee or any other person caused by the transportation,installation,manufacture,selection,purchase,lease,ownership,possession,modification, maintenance,condition,operation,use,return or disposition of the Equipment.To the extent permitted by law,Lessee agrees to reimburse Lessor for and defend Lessor against any claims for such losses,damages,penalties,claims,injuries,or expenses.This indemnity continues even after this Lease has expired, for acts or omissions that occurred during the Lease Term.

10.IDENTIFICATION.Lessee authorizes Lessor to insert or correct missing information on this Lease,including serial numbers and any other information describing the Equipment.

11.LOSS OR DAMAGE.Lessee is responsible for any loss of the Equipment from any cause at all,whether or not insured,from the time the Equipment is shipped to Lessee until it is returned to Lessor.If any item of Equipment is lost,stolen or damaged,Lessee will promptly notify Lessor of such event.Then,at Lessor’s option,Lessee will either (a)repair the Equipment so that it is in good condition and working order, eligible for any manufacturer’s certification,or (b)pay Lessor an amount equal to the Net Book Value (as defined herein)of the lost,stolen or damaged Equipment.If Lessee has satisfied their obligations herein,Lessor will forward to Lessee any insurance proceeds which Lessor receives for lost,damaged,or destroyed Equipment.If Lessee is in default,Lessor will apply any insurance proceeds Lessor receives to reduce Lessee’s obligations pursuant to this Lease.

12.INSURANCE.Lessee agrees to (a)keep the Equipment fully insured against loss,naming Lessor as loss payee,and (b)obtain a general public liability insurance policy covering both personal injury and property damage in amounts not less than Lessor may tell Lessee,naming Lessor as additional insured,until Lessee has met all their obligations under this Lease.Lessor is under no duty to tell Lessee if Lessee’s insurance coverage is adequate.The policies shall state that Lessor is to be notified of any proposed cancellation at least 30 days prior to the date set for cancellation.Upon Lessor’s request,Lessee agrees to provide Lessor with evidence of insurance acceptable to Lessor.If Lessee does not provide Lessor with evidence of proper insurance within ten days of Lessor’s request or Lessor receives notice of policy cancellation,Lessor may (but Lessor is not obligated to)obtain insurance on Lessor’s interest in the Equipment at Lessee’s expense.

Lessee will pay all insurance premiums and related charges.

13.DEFAULT.Lessee will be in default under this Lease if any of the following happens:(a)Lessor does not receive any Rent or other payment due under this Lease within ten days after its due date,(b)Lessee fails to perform or observe any other promise or obligation in this Lease and does not correct the default within ten days after Lessor sends Lessee written notice of default,(c)any representation, warranty or statement Lessee has made in this Lease shall prove to have been false or misleading in any material respect,(d)any insurance carrier cancels or threatens to cancel any insurance on the Equipment,(e)the Equipment or any part of it is abused,illegally used,misused,lost,destroyed,or damaged beyond repair,(f)a petition is filed by or against Lessee under any bankruptcy or insolvency laws, or (g) Lessee defaults on any other agreement between it and Lessor (or Lessor’s affiliates).

14.REMEDIES.Upon the occurrence of a default,Lessor may,in its sole discretion,do any or all of the following:(a)provide written notice to Lessee of default,(b)as liquidated damages for loss of a bargain and not as a penalty,declare due and payable,the present value of (i)any and all amounts which may be then due and payable by Lessee to Lessor under this Lease,plus (ii)all Rent payments remaining through the end of the then current fiscal year,discounted at the higher of 3%or the lowest rate allowed by law plus the Fair Market Value (as defined herein)of the Equipment (collectively,the “Net Book Value”)and (c)require Lessee to immediately return the Equipment to Lessor.

Lessor has the right to require Lessee to make the Equipment available to Lessor for repossession during reasonable business hours or Lessor may repossess the Equipment,so long as Lessor does not breach the peace in doing so,or Lessor may use legal process in compliance with applicable law pursuant to court order to have the Equipment repossessed.Lessee will not make any claims against Lessor or the Equipment for trespass,damage or any other reason.If Lessor takes possession of the Equipment Lessor may (a)sell or lease the Equipment at public or private sale or lease without notice,and/or (b)exercise such other rights as may be allowed by applicable law.Although Lessee agrees that Lessor has no obligation to sell the Equipment,if Lessor does sell the Equipment,Lessor will reduce the Net Book Value by the amounts Lessor receives.Lessee will immediately pay Lessor the remaining Net Book Value.Lessee agrees (a)to pay all of the costs Lessor incurs to enforce Lessor’s rights against Lessee,including attorney’s fees,and (b)that Lessor will retain all of Lessor’s rights against Lessee even if Lessor does not choose to enforce them at the time of Lessee’s default.

15.LESSEE’S OPTION AT END OF LEASE.Notwithstanding anything contained in the Lease to the contrary,so long as no default shall have occurred and be continuing,Lessee may,at Lessee's option,purchase the Equipment leased pursuant to this Lease on an "as is,where is" basis,without representation or warranty,express or implied,at the end of the Lease Term at a price equal to the Fair Market Value thereof, plus applicable taxes.Fair Market Value shall be the retail in-place value of the Equipment as determined solely by Lessor.This purchase option as applicable shall only be available if Lessee gives Lessor 90 days’prior written notice of Lessee's irrevocable intent to exercise such option and Lessor and Lessee shall have agreed to all terms and conditions of such purchase prior to the expiration date of the Lease Term.Until the Equipment is returned as required below,all terms of the Lease shall remain in full force and effect including the obligation to pay Rent calculated on a monthly basis.

16.RETURN OF EQUIPMENT.If (a)default occurs,(b)a non-appropriation of funds occurs as provided herein,or (c)Lessee does not exercise its purchase option at the end of the Lease Term,Lessee will immediately return the Equipment to any location(s)in the continental United States and aboard any carriers(s)Lessor may designate.The Equipment must be properly packed for shipment in accordance with the manufacturer’s recommendations or specifications,freight prepaid and insured,maintained in accordance with this Lease,and in “Average Saleable Condition.”“Average Saleable Condition”means that all of the Equipment is immediately available for use by a third party buyer,user or lessee,other than Lessee named in this Lease,without the need for any repair or refurbishment.Lessee will pay Packet Page 420 of 1243Attachment 3 Page 3 of 10

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Lessor for any missing or defective parts or accessories.Lessee will continue to pay Rent calculated on a monthly basis until the Equipment is received and accepted by Lessor.

17.LESSEE’S REPRESENTATIONS AND WARRANTIES.Lessee hereby represents and warrants to Lessor that as of the date of this Lease, and throughout the Lease Term:(a)Lessee is the entity indicated in this Lease;(b)Lessee is a state or a fully constituted political subdivision or agency of the State in which Lessee is located;(c)Lessee is duly organized and existing under the constitution and laws of the state in which they are located;(d)Lessee is authorized to enter into and carry out Lessee’s obligations under this Lease,any documents relative to the acquisition of the Equipment and any other documents required to be delivered in connection with this Lease (collectively,the “Documents”);(e)the Documents have been duly authorized,executed and delivered by Lessee in accordance with all applicable laws,rules,ordinances,and regulations,the Documents are valid,legal,binding agreements,enforceable in accordance with their terms and the person(s)signing the Documents have the authority to do so,are acting with the full authorization of Lessee’s governing body,and hold the offices indicated below their signature,each of which are genuine;(f)the Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority;(g)Lessee intends to use the Equipment for the entire Lease Term for such function and shall take all necessary action to include in Lessee’s annual budget any funds required to fulfill Lessee’s obligations for each fiscal year during the Lease Term;(h)Lessee has complied fully with all applicable law governing open meetings,public bidding and appropriations required in connection with this Lease and the acquisition of the Equipment;(i) Lessee’s obligations to remit Rent under this Lease constitutes a current expense and not a debt under applicable state law and no provision of this Lease constitutes a pledge of Lessee’s tax or general revenues,and any provision which is so constructed by a court of competent jurisdiction is void from the inception of this lease;and (j)all financial information Lessee has provided to Lessor is true and accurate and provides a good representation of Lessee’s financial condition.

18.LESSEE’S PROMISES.In addition to the other provisions of this Lease,Lessee agrees that during the term of this Lease (a)Lessee will promptly notify Lessor in writing if it moves its principal office or changes its name or legal structure,(b)Lessee will provide to Lessor such financial information as may reasonably request from time to time,and (c)Lessee will take any action Lessor reasonably requests to protect Lessor’s rights in the Equipment and to meet Lessee’s obligations under this Lease.

19.ASSIGNMENT.LESSEE WILL NOT SELL,TRANSFER,ASSIGN,PLEDGE,SUB-LEASE OR PART WITH POSSESSION OF THE EQUIPMENT OR FILE OR PERMIT A LIEN TO BE FILED AGAINST THE EQUIPMENT.Lessee will not attach any of the Equipment to any real estate.

20.ASSIGNMENT BY LESSOR.This Lease,and the rights of Lessor hereunder and in and to the Equipment,may be assigned and reassigned in whole or in part to one or more assignees by Lessor or its assigns at any time without the necessity of obtaining the consent of Lessee Upon an assignment,Lessee agrees to make all payments as designated in the assignment,notwithstanding any claim,defense, setoff or counterclaim whatsoever (whether arising from a breach of this Lease or otherwise)that Lessee may from time to time have against Lessor or Lessor's assigns.

21.COLLECTION EXPENSES,OVERDUE PAYMENT.Lessee agrees that Lessor can,but does not have to,take on Lessee’s behalf any action which Lessee fails to take as required by this Lease,and Lessor’s expenses will be in addition to that of the Rent which Lessee owes Lessor.If Lessor receives any payment from Lessee after the due date,Lessee shall pay Lessor on demand as a late charge 5%of such overdue amount, limited, however, to the maximum amount allowed by law.

22.MISCELLANEOUS.This Lease contains the entire agreement and supersedes any conflicting provision of any equipment purchase order or any other agreement.TIME IS OF THE ESSENCE IN THIS LEASE.If a court finds any provision of Lease to be unenforceable,the remaining terms of this Lease shall remain in effect.THIS LEASE IS A “FINANCE LEASE”AS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE.Lessee authorizes Lessor (or Lessor’s agent)to (a)obtain credit reports,(b)make such other credit inquires as Lessor may deem necessary,and (c)furnish payment history information to credit reporting agencies.To the extent permitted by law, Lessor may charge Lessee a fee of $250.00 to cover Lessor’s documentation and investigation costs.

23.NOTICES.All of Lessee’s written notices to Lessor must be sent by certified mail or recognized overnight delivery service,postage prepaid, to Lessor at Lessor’s address stated in this Lease,or by facsimile transmission to Lessor’s facsimile telephone number,with oral confirmation of receipt.All of Lessor’s notices to Lessee may be sent first class mail,postage prepaid,to Lessee’s address stated in this Lease.At any time after this Lease is signed,Lessee or Lessor may change an address or facsimile telephone number by giving notice to the other of the change.

24.ANTI-MONEY LAUNDERING/INTERNATIONAL TRADE COMPLIANCE.Lessee represents,warrants and covenants to Lessor,as of the date of this Lease,the date of each advance of proceeds under the Lease,the date of any renewal,extension or modification of this Lease, and at all times until this Lease has been terminated and all amounts thereunder have been indefeasibly paid in full,that:(a)no Covered Entity (i)is a Sanctioned Person;(ii)has any of its assets in a Sanctioned Jurisdiction or in the possession,custody or control of a Sanctioned Person;(iii)does business in or with,or derives any of its operating income from investments in or transactions with,any Sanctioned Jurisdiction or Sanctioned Person;(b)the proceeds of this Lease will not be used to fund any unlawful activity;(c)the funds used to repay the Lease are not derived from any unlawful activity;(d)each Covered Entity is in compliance with,and no Covered Entity engages in any dealings or transactions prohibited by,any laws of the United States,including but not limited to any Anti-Terrorism Laws; and (e)no Equipment is or will become Embargoed Property.Lessee covenants and agrees that (a)it shall immediately notify Lessor in writing upon the occurrence of a Reportable Compliance Event;and (b)if,at any time,any Equipment becomes Embargoed Property,in addition to all other rights and remedies available to Lessor,upon request by Lessor,Lessee shall provide substitute Equipment acceptable to Lessor that is not Embargoed Property.

As used herein:“Anti-Terrorism Laws”means any laws relating to terrorism,trade sanctions programs and embargoes,import/export licensing,money laundering,or bribery,all as amended,supplemented or replaced from time to time;“Compliance Authority”means each and all of the (a)U.S.Treasury Department/Office of Foreign Assets Control,(b)U.S.Treasury Department/Financial Crimes Enforcement Network,(c)U.S.State Department/Directorate of Defense Trade Controls,(d)U.S.Commerce Department/Bureau of Industry and Security,(e)U.S.Internal Revenue Service,(f)U.S.Justice Department,and (g)U.S.Securities and Exchange Commission;“Covered Entity”means Lessee,its affiliates and subsidiaries,all other obligors,all owners of the foregoing,and all brokers or other agents of Lessee acting in any capacity in connection with this Lease;“Embargoed Property”means any property (a)in which a Sanctioned Person holds an interest;(b)beneficially owned,directly or indirectly,by a Sanctioned Person;(c)that is due to or from a Sanctioned Person;(d)that is located in a Sanctioned Jurisdiction;or (e)that would otherwise cause any actual or possible violation by Lessor of any applicable Anti- Terrorism Law if Lessor were to obtain an encumbrance on,lien on,pledge of or security interest in such property or provide services in consideration of such property;“Reportable Compliance Event”means (1)any Covered Entity becomes a Sanctioned Person,or is indicted,arraigned,investigated or custodially detained,or receives an inquiry from regulatory or law enforcement officials,in connection Packet Page 421 of 1243Attachment 3 Page 4 of 10

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with any Anti-Terrorism Law or any predicate crime to any Anti-Terrorism Law,or self-discovers facts or circumstances implicating any aspect of its operations with the actual or possible violation of any Anti-Terrorism Law;(2)any Covered Entity engages in a transaction that has caused or may cause Lessor to be in violation of any Anti-Terrorism Laws,including a Covered Entity’s use of any proceeds of the Lease to fund any operations in,finance any investments or activities in,or,make any payments to,directly or indirectly,a Sanctioned Jurisdiction or Sanctioned Person;or (3)any Equipment becomes Embargoed Property;“Sanctioned Jurisdiction”means a country subject to a sanctions program maintained by any Compliance Authority;and “Sanctioned Person”means any individual person,group, regime,entity or thing listed or otherwise recognized as a specially designated,prohibited,sanctioned or debarred person or entity,or subject to any limitations or prohibitions (including but not limited to the blocking of property or rejection of transactions),under any order or directive of any Compliance Authority or otherwise subject to,or specially designated under,any sanctions program maintained by any Compliance Authority.

25.USA PATRIOT ACT NOTICE.To help the government fight the funding of terrorism and money laundering activities,Federal law requires all financial institutions to obtain,verify and record information that identifies each lessee that opens an account.What this means:when the Lessee opens an account,Lessor will ask for the business name,business address,taxpayer identifying number and other information that will allow the Lessor to identify Lessee,such as organizational documents.For some businesses and organizations,Lessor may also need to ask for identifying information and documentation relating to certain individuals associated with the business or organization.

26.WAIVERS.LESSOR AND LESSEE EACH AGREE TO WAIVE,AND TO TAKE ALL REQUIRED STEPS TO WAIVE,ALL RIGHTS TO A JURY TRIAL.To the extent Lessee is permitted by applicable law,Lessee waives all rights and remedies conferred upon a lessee by Article 2A (Sections 508-522)of the Uniform Commercial Code.To the extent Lessee is permitted by applicable law,Lessee waives any rights they now or later may have under any statute or otherwise which requires Lessor to sell or otherwise use any Equipment to reduce Lessor’s damages,which requires Lessor to provide Lessee with notice of default,intent to accelerate amounts becoming due or acceleration of amounts becoming due,intent to sale the Equipment at a public or private sale,or which may otherwise limit or modify any of Lessor’s rights or remedies.Lessor will not be liable for specific performance of this Lease or for any losses,damages,delay or failure to deliver Equipment.

27.IMPORTANT INFORMATION ABOUT PHONE CALLS.By providing telephone number(s)to Lessor,now or at any later time,Lessee authorizes Lessor and its affiliates and designees to contact Lessee regarding Lessee account(s)with Lessor or its affiliates,whether such accounts are Lessee individual accounts or business accounts for which Lessee is a contact,at such numbers using any means,including but not limited to placing calls using an automated dialing system to cell,VoIP or other wireless phone number,or leaving prerecorded messages or sending text messages,even if charges may be incurred for the calls or text messages.Lessee consents that any phone call with Lessor may be monitored or recorded by Lessor.

IMPORTANT:READ BEFORE SIGNING.THE TERMS OF THIS LEASE SHOULD BE READ CAREFULLY BECAUSE ONLY THOSE TERMS IN WRITING ARE ENFORCEABLE.TERMS OR ORAL PROMISES WHICH ARE NOT CONTAINED IN THIS WRITTEN AGREEMENT MAY NOT BE LEGALLY ENFORCED.THE TERMS OF THIS LEASE MAY ONLY BE CHANGED BY ANOTHER WRITTEN AGREEMENT BETWEEN LESSEE AND LESSOR.LESSEE AGREES TO COMPLY WITH THE TERMS AND CONDITIONS OF THIS LEASE.LESSEE AGREES THAT THE EQUIPMENT WILL BE USED FOR BUSINESS PURPOSES ONLY AND NOT FOR PERSONAL, FAMILY OR HOUSEHOLD PURPOSES.

LESSEE CERTIFIES THAT ALL THE INFORMATION GIVEN IN THIS LEASE AND LESSEE’S APPLICATION WAS CORRECT AND COMPLETE WHEN THIS LEASE WAS SIGNED.THIS LEASE IS NOT BINDING UPON LESSOR OR EFFECTIVE UNLESS AND UNTIL LESSOR EXECUTES THIS LEASE. THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE OF THE LESSEE.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
Packet Page 422 of 1243Attachment 3 Page 5 of 10

8/21 SE Insurance Letter (Lease)
March 16, 2022

CITY OF FAIRFIELD
Course Name: Rancho Solano Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Attn:

RE:Insurance Coverage Requirements for Equipment Financing Transaction between PNC Equipment Finance, LLC and CITY OF FAIRFIELD
Before funding your transaction,PNC Equipment Finance,LLC requires evidence of appropriate insurance coverage on the equipment described in your transaction documents.Please forward this request to your insurance company,agent or broker as soon as possible and ask for the evidence of insurance to be sent to the address below.

PNC Equipment Finance, LLC will have an insurable interest in the following equipment:

Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
As a condition to entering into the equipment financing transaction,PNC Equipment Finance,LLC requires the following at all times during the term of the transaction:

1.All of the equipment must be insured for its full insurable value on a 100% replacement cost basis.

2.PNC Equipment Finance,LLC must be named as lender loss payee under a property insurance policy insuring all risks to the equipment, including fire, theft, and other customary coverage under an "extended coverage" endorsement.

3.For leases only,PNC Equipment Finance,LLC must receive evidence that a comprehensive general liability insurance policy is in place with a minimum coverage of $1,000,000. PNC Equipment Finance, LLC must be named as an additional insured under the liability policy.

4.Each property insurance policy must contain a lender's loss payable clause,or special endorsement,in which the insurer agrees that any loss will be payable in accordance with the policy terms, notwithstanding any act or negligence of the insured.

5.Each policy must provide for 30 days’ written notice to PNCEF prior to any cancellation, non-renewal or amendment of the policy.

6.If vehicles, please include comprehensive and collision deductible on certificate.

The evidence of insurance can consist of a Certificate of Insurance form,Evidence of Insurance form,Memorandum of Insurance,binder for insurance, declarations page, or the actual policy and endorsements, in each case naming PNC Equipment Finance, LLC as follows:

PNC Equipment Finance, LLC, and its successors and assigns, as lender loss payee Attn: Insurance Department
655 Business Center Drive, Suite 250
Horsham, PA 19044
When completed, the evidence of insurance should be emailed to: [email protected] Request for Insurance
Insurance
Attachment
Packet Page 423 of 1243Attachment 3 Page 6 of 10

E23

CERTIFICATE OF ACCEPTANCE
Lease Number 10339133-2
Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
Rancho Solano Golf Course
3250 Rancho Solano Parkway
Fairfield, CA 94534
Lessee, through its authorized representative, hereby certifies to Lessor that:

1.The Equipment has been delivered to the location where it will be used, which is the Equipment Location given in the Lease Agreement (“Lease”);

2.All of the Equipment has been inspected and is (a) complete, (b) properly installed, (c) functioning, and (d) in good working order;

3.Lessee accepts the Equipment for all purposes under the Lease as of _________________, 20__ (the “Acceptance Date”), which is the date on which the Equipment was delivered and installed;

4.The Equipment is of a size, design, capacity and manufacture acceptable to Lessee and suitable for Lessee’s purposes; and

5.Lessee is not in default under the Lease, no Non-Appropriation of Funds (as described in the Lease) has occurred, and all of Lessee’s statements and promises set forth in the Lease are true and correct.

Lessor is hereby authorized to insert serial numbers on the Lease.

THIS CERTIFICATE OF ACCEPTANCE IS SIGNED THIS ____ DAY OF _______________________, 20__.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Packet Page 424 of 1243Attachment 3 Page 7 of 10

E24
7/19 SE Muni Resolution and Cert of Incumbency

RESOLUTION AND CERTIFICATE OF INCUMBENCY
Lease Number 10339133-2
Lessee: CITY OF FAIRFIELD
WHEREAS,Lessee,a body politic and corporate duly organized and existing as a political subdivision,municipal corporation or similar public entity of the State or Commonwealth (“State”)is authorized by the laws of the State to purchase,acquire and lease certain equipment and other property for the benefit of the Lessee and its inhabitants and to enter into contracts with respect thereto; and WHEREAS,pursuant to applicable law,the governing body of the Lessee (“Governing Body”)is authorized to acquire,dispose of and encumber real and personal property, including, without limitation, rights and interest in property, leases and easements necessary to the functions or operations of the Lessee.

WHEREAS,the Governing Body hereby finds and determines that the execution of one or more Lease Agreements or lease schedules (“Leases”)in the amount not exceeding the amount stated above for the purpose of acquiring the property (“Equipment”)to be described in the Leases is appropriate and necessary to the functions and operations of the Lessee.

WHEREAS, PNC Equipment Finance, LLC (“Lessor”) shall act as Lessor under said Leases.

NOW, THEREFORE, Be It Ordained by the Governing Body of the Lessee:

Section 1.Either one of the _______________________OR _______________________(each an “Authorized Representative”)acting on behalf of the Lessee, is hereby authorized to negotiate,enter into,execute,and deliver one or more Leases in substantially the form set forth in the document presently before the Governing Body,which document is available for public inspection at the office of the Lessee.Each Authorized Representative acting on behalf of the Lessee is hereby authorized to negotiate,enter into,execute,and deliver such other documents relating to the Lease as the Authorized Representative deems necessary and appropriate. All other related contracts and agreements necessary and incidental to the Leases are hereby authorized.

Section 2.By a written instrument signed by any Authorized Representative,said Authorized Representative may designate specifically identified officers or employees of the Lessee to execute and deliver agreements and documents relating to the Leases on behalf of the Lessee.

Section 3.The Lessee’s obligations under the Leases shall be subject to annual appropriation or renewal by the Governing Body as set forth in each Lease and the Lessee’s obligations under the Leases shall not constitute general obligations of the Lessee or indebtedness under the Constitution or laws of the State.

Section 4. This resolution shall take effect immediately upon its adoption and approval.

NAMES AND TITLES OF AUTHORIZED REPRESENTATIVES: AUTHORIZED LEASE SIGNORS ONLY _______________________________
Name
________________________________
Title
_______________________________
Name
________________________________
Title
ADOPTED AND APPROVED on this ________________, 20__.

Section 5.I,the undersigned Secretary/Clerk identified below,does hereby certify that I am the duly elected or appointed and acting Secretary/Clerk of the above Lessee,a political subdivision duly organized and existing under the laws of the State where Lessee is located,that I have the title stated below,and that,as of the date hereof, the individuals named above are the duly elected or appointed officers of the Lessee holding the offices set forth opposite their respective names.

The undersigned Secretary/Clerk of the above-named Lessee hereby certifies and attests that the undersigned has access to the official records of the Governing Body of the Lessee,that the foregoing resolutions were duly adopted by said Governing Body of the Lessee at a meeting of said Governing Body and that such resolutions have not been amended or altered and are in full force and effect on the date stated below.

LESSEE: CITY OF FAIRFIELD
________________________________________________________ Signature of Secretary/Clerk of Lessee
Print Name:_______________________________________________ Official Title:______________________________________________ Date:________________________________________________
Packet Page 425 of 1243Attachment 3 Page 8 of 10

PNC Equipment Finance, LLC
655 Business Center Drive, Suite 250 · Horsham, PA 19044 Questions? Call (800) 559-2755
1/08/2021 SE Customer Information Form
Lease # 10339133-2
Please provide the following information. By providing such information, you will enable us to ensure prompt payment of your vendor and the correct processing of your lease transaction.

Thank you.

Lessee Information
Full Business Legal Name: CITY OF FAIRFIELD Federal Tax ID Number: 946000331 Invoices should be directed to:Attention:

Address City:State:Zip:

Preferred Method of Payment: (Please check)
Monthly Invoice (Mail)
Invoices should be directed to:

Customer 1 Text
Attention:

Customer 1 Text
Address
Customer 1 Text
City:

Customer 1 Text
Monthly Invoice (Email)
Email:

Customer 1 Text
Billing Contact: Customer 1 Text
Contact Information
In order to verify receipt of equipment and review terms and conditions of the lease,please provide contact information for one or more staff that can assist in this process.

Contact 1:

Contact 1 info 1
Phone:

Contact 1 info 2
Email:

Contact 1 info 3
Contact 2:

Contact 2 info 1
Phone:

Contact 2 info 2
Email:

Contact 2 info 3
Signature
X Customer 1 Signature
Date
Customer 1 Date Signed
I hereby attest the above information is accurate.

Email:

Customer 1 Email
Customer Information
Packet Page 426 of 1243Attachment 3 Page 9 of 10

PLEASE COMPLETE AND SIGN FORM
01/05/2021 SE Tax Notification
PNC Equipment Finance,LLC a Delaware limited liability company (“PNC”),is required to collect and remit sales/use tax in the taxing jurisdiction where your equipment will be located.If you select that you are exempt by marking one of the checkboxes below,you must provide a valid exemption certificate.If you do not provide this certificate prior to the booking of your transaction, you will be responsible for sales tax on all accrued payments. If tax has been remitted up front and financed into your lease payment,your account will not be marked sales tax exempt if you provide an exemption certificate after your transaction has been booked. If your tax is remitted on a monthly basis,your lease may be marked sales tax exempt for the remaining payments left to be invoiced if you provide a valid exemption certificate after your transaction has been booked. In the event we do not receive a valid sales tax exemption certificate prior to the date your lease commences,you will be charged sales/use tax.

Personal property tax returns will be filed as required by local law.In the event that any tax abatements or special exemptions are available on the equipment you will be leasing from us,please notify us as soon as possible and forward the related documentation to us. This will ensure that your leased equipment will be reported correctly.

Please indicate below if your lease is subject to tax or whether a valid exemption exists.

Sales Tax
¨ I agree that my lease is subject to sales/use tax.
¨ I am exempt from sales/use tax and I have attached a completed exemption certificate to PNC. ¨I am claiming a partial exemption from tax.I have attached a completed exemption certificate or other documented proof of this partial exemption.
¨I agree that my business is subject to sales/use tax and I have attached a completed resale certificate.This certificate indicates that I will be responsible for collection and remittance of sales/use tax based on the subsequent re-rental of the property.

If applicable to the tax rates in your state, are you outside the city limits or in an unincorporated area? ¨ Inside city limits ¨ Outside city limits ¨ Unincorporated area Property Tax
¨ I have a valid abatement or property tax exemption (documentation attached). ¨ Location:State
Taxing District
Additional comments:
_____________ ______

Lease Number 10339133-2
Lessee: CITY OF FAIRFIELD
Signature:

X Customer 1 Signature
Print Name:

Customer 1 Full Name
Title:

Customer 1 Title
Date:

Customer 1 Date Signed
Notification of Tax Treatment
Packet Page 427 of 1243Attachment 3 Page 10 of 10

10/15 SE Welcome Letter
March 16, 2022

CITY OF FAIRFIELD
Course Name: Paradise Valley Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
RE: Lease Number 10339133-3
To Whom It May Concern:

Thank you for choosing PNC Equipment Finance, LLC as your financing source. Enclosed you will find the following documentation:
Lease Agreement: Please sign, print name, title and date. Schedule A (if applicable): Please initial at the bottom of the page. Insurance:Please note the page detailing instructions regarding the certificate of insurance required under the terms of the lease.

Simply forward a copy of the signed page to your insurance carrier,so that they may issue the appropriate certificate on a timely basis.
Certificate of Acceptance: Please date, sign and insert title. Resolution and Certificate of Incumbency:Please have all authorized signers (including the individual who signed the documents)sign in the middle section along with the Corporate Secretary or Assistant Secretary,who should complete the bottom section of the document.This person must complete the top and bottom sections of the document.If you have a corporate resolution available,please include that in the return of your documents.If this document does not apply to your business structure, please send a copy of your Operating Agreement, Partnership Agreement or Incorporating documents. Customer Information Form: Please complete and return. Notification of Tax Treatment: Please complete and return. Return Rider: Please complete and return.

We appreciate this opportunity to serve you and look forward to working with you in the future.Should you have any questions before sending the documents, please feel free to contact me at [email protected].

Sincerely,
Gillian Wixted
Sales Specialist
C03
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Muni Short Form Lease Pkg FMV (Taxable $500k under)
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E04
Lease Agreement
Dated as of March 16, 2022
Lease Number: 10339133-3
Lessor: PNC Equipment Finance, LLC
655 Business Center Drive
Horsham, Pennsylvania 19044
Lessee:LESSEE FULL LEGAL NAME FEDERAL TAX ID
CITY OF FAIRFIELD 946000331
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Equipment Description:

Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
Lease Term is for 48 months, with Rent payments due monthly plus applicable tax; each in the amount of $2,578.40 beginning ___________________.

Lessee shall pay Rent payments exclusively from legally available funds in U.S.currency to Lessor in the amounts and on the dates set forth herein, without notice or demand.

TERMS AND CONDITIONS

1.LEASE.Subject to the terms of this Lease,Lessee agrees to lease from Lessor the equipment (the “Equipment”)described above when Lessor accepts this Lease. Lessee agrees to be bound by all the terms of this Lease.

2.DELIVERY AND ACCEPTANCE OF EQUIPMENT.Acceptance of the Equipment occurs upon delivery.When Lessee receives the Equipment,Lessee agrees to inspect it and to verify by telephone or in writing such information as Lessor may require.Delivery and installation costs are Lessee’s responsibility.If Lessee signed a purchase contract for the Equipment,by signing this Lease Lessee assigns its rights, but none of its obligations under the purchase contract, to Lessor.

3.RENT.Lessee agrees to pay Lessor Rent (plus applicable taxes)in the amount and frequency stated above.If Lessee’s Rent payments are due in Advance,Lessee’s first Rent payment is due on the date Lessee accepts the Equipment under the Lease.Lessor will advise Lessee as to (a)the due date of each Rent payment,and (b)the address to which Lessee must send payments.Rent is due whether or not Lessee receives an invoice from Lessor.Lessee will pay Lessor any required advance rent when Lessee signs this Lease.Lessee authorizes Lessor to change the Rent by not more than 15%due to changes in the Equipment configuration,which may occur prior to Lessor’s acceptance of this Lease.Restrictive endorsements on checks Lessee sends to Lessor will not reduce Lessee’s obligations to Lessor.

NON-APPROPRIATION OF FUNDS.Lessee intends to remit all Rent and other payments to Lessor for the full Lease Term if funds are legally available.In the event Lessee is not granted an appropriation of funds at any time during the Lease Term for the Equipment subject to this Lease and operating funds are not otherwise available to Lessee to pay the Rent and other payments due and to become due under this Lease,and there is no other legal procedure or available funds by or with which payment can be made to Lessor,and the non- appropriation did not result from an act or omission by Lessee,Lessee shall have the right to return the Equipment as provided herein and terminate this Lease on the last day of the fiscal period for which appropriations were received without penalty or expense to Lessee,except as the portion of Rent for which funds shall have been appropriated and budgeted.At least 30 days prior to the end of Lessee’s fiscal year, Lessee’s chief executive officer (or legal counsel)shall certify in writing that (a)funds have not been appropriated for the upcoming fiscal period,(b)such non-appropriation did not result from any act or failure to act by Lessee,and (c)Lessee has exhausted all funds legally available for the payment of Rent.

4.UNCONDITIONAL OBLIGATION.LESSEE AGREES THAT IT IS UNCONDITIONALLY OBLIGATED TO PAY ALL RENT AND ANY

OTHER AMOUNTS DUE UNDER THIS LEASE IN ALL FISCAL YEARS IN WHICH FUNDS HAVE BEEN APPROPRIATED NO MATTER

WHAT HAPPENS,EVEN IF THE EQUIPMENT IS DAMAGED OR DESTROYED,IF IT IS DEFECTIVE OR IF LESSEE HAS TEMPORARY OR PERMANENT LOSS OF ITS USE.LESSEE IS NOT ENTITLED TO ANY REDUCTION OR SET-OFF AGAINST RENT OR OTHER AMOUNTS DUE UNDER THIS LEASE FOR ANY REASON WHATSOEVER.

5.DISCLAIMER OF WARRANTIES.THE EQUIPMENT IS BEING LEASED TO LESSEE IN “AS IS”CONDITION.LESSEE AGREES

THAT LESSOR HAS NOT MANUFACTURED THE EQUIPMENT AND THAT LESSEE HAS SELECTED THE EQUIPMENT BASED UPON LESSEE’S OWN JUDGMENT.LESSEE HAS NOT RELIED ON ANY STATEMENTS LESSOR OR ITS EMPLOYEES HAVE MADE.LESSOR HAS NOT MADE AND DOES NOT MAKE ANY EXPRESS OR IMPLIED REPRESENTATIONS OR WARRANTIES WHATSOEVER,INCLUDING WITHOUT LIMITATION,THE EQUIPMENT’S MERCHANTABILITY,FITNESS FOR A PARTICULAR

PURPOSE,SUITABILITY,DESIGN,CONDITION,DURABILITY,OPERATION,QUALITY OF MATERIALS OR WORKMANSHIP,OR COMPLIANCE WITH SPECIFICATIONS OR APPLICABLE LAW.Lessee is aware of the name of the Equipment manufacturer.If the manufacturer has provided Lessor with a warranty,Lessor assigns its rights to such warranty to Lessee and Lessee may enforce all warranty rights directly against the manufacturer of the Equipment.Lessee agrees to settle any dispute regarding performance of the Equipment directly with the manufacturer of the Equipment.

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Muni Short Form Lease Pkg FMV (Taxable $500k under)
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6.TITLE AND SECURITY INTEREST.Unless otherwise required by the laws of the state where Lessee is located,Lessor shall have title to the Equipment during the Lease Term.

7.USE,MAINTENANCE AND REPAIR.Lessee will not move the Equipment from the Equipment Location without Lessor’s advance written consent.Lessee will give Lessor reasonable access to the Equipment Location so that Lessor can check the Equipment’s existence, condition and proper maintenance.Lessee will use the Equipment in the manner for which it was intended,as required by all applicable manuals and instructions,and keep it eligible for any manufacturer’s certification and/or standard full service maintenance contract.At Lessee’s own cost and expense,Lessee will keep the Equipment in good repair,condition and working order,ordinary wear and tear excepted.Lessee will not make any permanent alterations to the Equipment and will remove any alterations or markings from the Equipment before returning to Lessor.

8.TAXES.Unless a proper exemption certificate is provided,applicable sales and use taxes will be added to the Rent.Lessee agrees to pay Lessor,when invoiced,all taxes (including any sales,use and personal property taxes),fines,interest and penalties relating to this Lease and the Equipment (excluding taxes based on Lessor’s net income).Lessee agrees to file any required personal property tax returns and,if Lessor asks, Lessee will provide Lessor with proof of payment. Lessor does not have to contest any tax assessments.

9.INDEMNITY.Lessor is not responsible for any injuries,damages,penalties,claims or losses,including legal expenses,incurred by Lessee or any other person caused by the transportation,installation,manufacture,selection,purchase,lease,ownership,possession,modification, maintenance,condition,operation,use,return or disposition of the Equipment.To the extent permitted by law,Lessee agrees to reimburse Lessor for and defend Lessor against any claims for such losses,damages,penalties,claims,injuries,or expenses.This indemnity continues even after this Lease has expired, for acts or omissions that occurred during the Lease Term.

10.IDENTIFICATION.Lessee authorizes Lessor to insert or correct missing information on this Lease,including serial numbers and any other information describing the Equipment.

11.LOSS OR DAMAGE.Lessee is responsible for any loss of the Equipment from any cause at all,whether or not insured,from the time the Equipment is shipped to Lessee until it is returned to Lessor.If any item of Equipment is lost,stolen or damaged,Lessee will promptly notify Lessor of such event.Then,at Lessor’s option,Lessee will either (a)repair the Equipment so that it is in good condition and working order, eligible for any manufacturer’s certification,or (b)pay Lessor an amount equal to the Net Book Value (as defined herein)of the lost,stolen or damaged Equipment.If Lessee has satisfied their obligations herein,Lessor will forward to Lessee any insurance proceeds which Lessor receives for lost,damaged,or destroyed Equipment.If Lessee is in default,Lessor will apply any insurance proceeds Lessor receives to reduce Lessee’s obligations pursuant to this Lease.

12.INSURANCE.Lessee agrees to (a)keep the Equipment fully insured against loss,naming Lessor as loss payee,and (b)obtain a general public liability insurance policy covering both personal injury and property damage in amounts not less than Lessor may tell Lessee,naming Lessor as additional insured,until Lessee has met all their obligations under this Lease.Lessor is under no duty to tell Lessee if Lessee’s insurance coverage is adequate.The policies shall state that Lessor is to be notified of any proposed cancellation at least 30 days prior to the date set for cancellation.Upon Lessor’s request,Lessee agrees to provide Lessor with evidence of insurance acceptable to Lessor.If Lessee does not provide Lessor with evidence of proper insurance within ten days of Lessor’s request or Lessor receives notice of policy cancellation,Lessor may (but Lessor is not obligated to)obtain insurance on Lessor’s interest in the Equipment at Lessee’s expense.

Lessee will pay all insurance premiums and related charges.

13.DEFAULT.Lessee will be in default under this Lease if any of the following happens:(a)Lessor does not receive any Rent or other payment due under this Lease within ten days after its due date,(b)Lessee fails to perform or observe any other promise or obligation in this Lease and does not correct the default within ten days after Lessor sends Lessee written notice of default,(c)any representation, warranty or statement Lessee has made in this Lease shall prove to have been false or misleading in any material respect,(d)any insurance carrier cancels or threatens to cancel any insurance on the Equipment,(e)the Equipment or any part of it is abused,illegally used,misused,lost,destroyed,or damaged beyond repair,(f)a petition is filed by or against Lessee under any bankruptcy or insolvency laws, or (g) Lessee defaults on any other agreement between it and Lessor (or Lessor’s affiliates).

14.REMEDIES.Upon the occurrence of a default,Lessor may,in its sole discretion,do any or all of the following:(a)provide written notice to Lessee of default,(b)as liquidated damages for loss of a bargain and not as a penalty,declare due and payable,the present value of (i)any and all amounts which may be then due and payable by Lessee to Lessor under this Lease,plus (ii)all Rent payments remaining through the end of the then current fiscal year,discounted at the higher of 3%or the lowest rate allowed by law plus the Fair Market Value (as defined herein)of the Equipment (collectively,the “Net Book Value”)and (c)require Lessee to immediately return the Equipment to Lessor.

Lessor has the right to require Lessee to make the Equipment available to Lessor for repossession during reasonable business hours or Lessor may repossess the Equipment,so long as Lessor does not breach the peace in doing so,or Lessor may use legal process in compliance with applicable law pursuant to court order to have the Equipment repossessed.Lessee will not make any claims against Lessor or the Equipment for trespass,damage or any other reason.If Lessor takes possession of the Equipment Lessor may (a)sell or lease the Equipment at public or private sale or lease without notice,and/or (b)exercise such other rights as may be allowed by applicable law.Although Lessee agrees that Lessor has no obligation to sell the Equipment,if Lessor does sell the Equipment,Lessor will reduce the Net Book Value by the amounts Lessor receives.Lessee will immediately pay Lessor the remaining Net Book Value.Lessee agrees (a)to pay all of the costs Lessor incurs to enforce Lessor’s rights against Lessee,including attorney’s fees,and (b)that Lessor will retain all of Lessor’s rights against Lessee even if Lessor does not choose to enforce them at the time of Lessee’s default.

15.LESSEE’S OPTION AT END OF LEASE.Notwithstanding anything contained in the Lease to the contrary,so long as no default shall have occurred and be continuing,Lessee may,at Lessee's option,purchase the Equipment leased pursuant to this Lease on an "as is,where is" basis,without representation or warranty,express or implied,at the end of the Lease Term at a price equal to the Fair Market Value thereof, plus applicable taxes.Fair Market Value shall be the retail in-place value of the Equipment as determined solely by Lessor.This purchase option as applicable shall only be available if Lessee gives Lessor 90 days’prior written notice of Lessee's irrevocable intent to exercise such option and Lessor and Lessee shall have agreed to all terms and conditions of such purchase prior to the expiration date of the Lease Term.Until the Equipment is returned as required below,all terms of the Lease shall remain in full force and effect including the obligation to pay Rent calculated on a monthly basis.

16.RETURN OF EQUIPMENT.If (a)default occurs,(b)a non-appropriation of funds occurs as provided herein,or (c)Lessee does not exercise its purchase option at the end of the Lease Term,Lessee will immediately return the Equipment to any location(s)in the continental United States and aboard any carriers(s)Lessor may designate.The Equipment must be properly packed for shipment in accordance with the manufacturer’s recommendations or specifications,freight prepaid and insured,maintained in accordance with this Lease,and in “Average Saleable Condition.”“Average Saleable Condition”means that all of the Equipment is immediately available for use by a third party buyer,user or lessee,other than Lessee named in this Lease,without the need for any repair or refurbishment.Lessee will pay Packet Page 430 of 1243Attachment 4 Page 3 of 11

Muni Short Form Lease Pkg FMV (Taxable $500k under)
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Lessor for any missing or defective parts or accessories.Lessee will continue to pay Rent calculated on a monthly basis until the Equipment is received and accepted by Lessor.

17.LESSEE’S REPRESENTATIONS AND WARRANTIES.Lessee hereby represents and warrants to Lessor that as of the date of this Lease, and throughout the Lease Term:(a)Lessee is the entity indicated in this Lease;(b)Lessee is a state or a fully constituted political subdivision or agency of the State in which Lessee is located;(c)Lessee is duly organized and existing under the constitution and laws of the state in which they are located;(d)Lessee is authorized to enter into and carry out Lessee’s obligations under this Lease,any documents relative to the acquisition of the Equipment and any other documents required to be delivered in connection with this Lease (collectively,the “Documents”);(e)the Documents have been duly authorized,executed and delivered by Lessee in accordance with all applicable laws,rules,ordinances,and regulations,the Documents are valid,legal,binding agreements,enforceable in accordance with their terms and the person(s)signing the Documents have the authority to do so,are acting with the full authorization of Lessee’s governing body,and hold the offices indicated below their signature,each of which are genuine;(f)the Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority;(g)Lessee intends to use the Equipment for the entire Lease Term for such function and shall take all necessary action to include in Lessee’s annual budget any funds required to fulfill Lessee’s obligations for each fiscal year during the Lease Term;(h)Lessee has complied fully with all applicable law governing open meetings,public bidding and appropriations required in connection with this Lease and the acquisition of the Equipment;(i) Lessee’s obligations to remit Rent under this Lease constitutes a current expense and not a debt under applicable state law and no provision of this Lease constitutes a pledge of Lessee’s tax or general revenues,and any provision which is so constructed by a court of competent jurisdiction is void from the inception of this lease;and (j)all financial information Lessee has provided to Lessor is true and accurate and provides a good representation of Lessee’s financial condition.

18.LESSEE’S PROMISES.In addition to the other provisions of this Lease,Lessee agrees that during the term of this Lease (a)Lessee will promptly notify Lessor in writing if it moves its principal office or changes its name or legal structure,(b)Lessee will provide to Lessor such financial information as may reasonably request from time to time,and (c)Lessee will take any action Lessor reasonably requests to protect Lessor’s rights in the Equipment and to meet Lessee’s obligations under this Lease.

19.ASSIGNMENT.LESSEE WILL NOT SELL,TRANSFER,ASSIGN,PLEDGE,SUB-LEASE OR PART WITH POSSESSION OF THE EQUIPMENT OR FILE OR PERMIT A LIEN TO BE FILED AGAINST THE EQUIPMENT.Lessee will not attach any of the Equipment to any real estate.

20.ASSIGNMENT BY LESSOR.This Lease,and the rights of Lessor hereunder and in and to the Equipment,may be assigned and reassigned in whole or in part to one or more assignees by Lessor or its assigns at any time without the necessity of obtaining the consent of Lessee Upon an assignment,Lessee agrees to make all payments as designated in the assignment,notwithstanding any claim,defense, setoff or counterclaim whatsoever (whether arising from a breach of this Lease or otherwise)that Lessee may from time to time have against Lessor or Lessor's assigns.

21.COLLECTION EXPENSES,OVERDUE PAYMENT.Lessee agrees that Lessor can,but does not have to,take on Lessee’s behalf any action which Lessee fails to take as required by this Lease,and Lessor’s expenses will be in addition to that of the Rent which Lessee owes Lessor.If Lessor receives any payment from Lessee after the due date,Lessee shall pay Lessor on demand as a late charge 5%of such overdue amount, limited, however, to the maximum amount allowed by law.

22.MISCELLANEOUS.This Lease contains the entire agreement and supersedes any conflicting provision of any equipment purchase order or any other agreement.TIME IS OF THE ESSENCE IN THIS LEASE.If a court finds any provision of Lease to be unenforceable,the remaining terms of this Lease shall remain in effect.THIS LEASE IS A “FINANCE LEASE”AS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE.Lessee authorizes Lessor (or Lessor’s agent)to (a)obtain credit reports,(b)make such other credit inquires as Lessor may deem necessary,and (c)furnish payment history information to credit reporting agencies.To the extent permitted by law, Lessor may charge Lessee a fee of $250.00 to cover Lessor’s documentation and investigation costs.

23.NOTICES.All of Lessee’s written notices to Lessor must be sent by certified mail or recognized overnight delivery service,postage prepaid, to Lessor at Lessor’s address stated in this Lease,or by facsimile transmission to Lessor’s facsimile telephone number,with oral confirmation of receipt.All of Lessor’s notices to Lessee may be sent first class mail,postage prepaid,to Lessee’s address stated in this Lease.At any time after this Lease is signed,Lessee or Lessor may change an address or facsimile telephone number by giving notice to the other of the change.

24.ANTI-MONEY LAUNDERING/INTERNATIONAL TRADE COMPLIANCE.Lessee represents,warrants and covenants to Lessor,as of the date of this Lease,the date of each advance of proceeds under the Lease,the date of any renewal,extension or modification of this Lease, and at all times until this Lease has been terminated and all amounts thereunder have been indefeasibly paid in full,that:(a)no Covered Entity (i)is a Sanctioned Person;(ii)has any of its assets in a Sanctioned Jurisdiction or in the possession,custody or control of a Sanctioned Person;(iii)does business in or with,or derives any of its operating income from investments in or transactions with,any Sanctioned Jurisdiction or Sanctioned Person;(b)the proceeds of this Lease will not be used to fund any unlawful activity;(c)the funds used to repay the Lease are not derived from any unlawful activity;(d)each Covered Entity is in compliance with,and no Covered Entity engages in any dealings or transactions prohibited by,any laws of the United States,including but not limited to any Anti-Terrorism Laws; and (e)no Equipment is or will become Embargoed Property.Lessee covenants and agrees that (a)it shall immediately notify Lessor in writing upon the occurrence of a Reportable Compliance Event;and (b)if,at any time,any Equipment becomes Embargoed Property,in addition to all other rights and remedies available to Lessor,upon request by Lessor,Lessee shall provide substitute Equipment acceptable to Lessor that is not Embargoed Property.

As used herein:“Anti-Terrorism Laws”means any laws relating to terrorism,trade sanctions programs and embargoes,import/export licensing,money laundering,or bribery,all as amended,supplemented or replaced from time to time;“Compliance Authority”means each and all of the (a)U.S.Treasury Department/Office of Foreign Assets Control,(b)U.S.Treasury Department/Financial Crimes Enforcement Network,(c)U.S.State Department/Directorate of Defense Trade Controls,(d)U.S.Commerce Department/Bureau of Industry and Security,(e)U.S.Internal Revenue Service,(f)U.S.Justice Department,and (g)U.S.Securities and Exchange Commission;“Covered Entity”means Lessee,its affiliates and subsidiaries,all other obligors,all owners of the foregoing,and all brokers or other agents of Lessee acting in any capacity in connection with this Lease;“Embargoed Property”means any property (a)in which a Sanctioned Person holds an interest;(b)beneficially owned,directly or indirectly,by a Sanctioned Person;(c)that is due to or from a Sanctioned Person;(d)that is located in a Sanctioned Jurisdiction;or (e)that would otherwise cause any actual or possible violation by Lessor of any applicable Anti- Terrorism Law if Lessor were to obtain an encumbrance on,lien on,pledge of or security interest in such property or provide services in consideration of such property;“Reportable Compliance Event”means (1)any Covered Entity becomes a Sanctioned Person,or is indicted,arraigned,investigated or custodially detained,or receives an inquiry from regulatory or law enforcement officials,in connection Packet Page 431 of 1243Attachment 4 Page 4 of 11

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with any Anti-Terrorism Law or any predicate crime to any Anti-Terrorism Law,or self-discovers facts or circumstances implicating any aspect of its operations with the actual or possible violation of any Anti-Terrorism Law;(2)any Covered Entity engages in a transaction that has caused or may cause Lessor to be in violation of any Anti-Terrorism Laws,including a Covered Entity’s use of any proceeds of the Lease to fund any operations in,finance any investments or activities in,or,make any payments to,directly or indirectly,a Sanctioned Jurisdiction or Sanctioned Person;or (3)any Equipment becomes Embargoed Property;“Sanctioned Jurisdiction”means a country subject to a sanctions program maintained by any Compliance Authority;and “Sanctioned Person”means any individual person,group, regime,entity or thing listed or otherwise recognized as a specially designated,prohibited,sanctioned or debarred person or entity,or subject to any limitations or prohibitions (including but not limited to the blocking of property or rejection of transactions),under any order or directive of any Compliance Authority or otherwise subject to,or specially designated under,any sanctions program maintained by any Compliance Authority.

25.USA PATRIOT ACT NOTICE.To help the government fight the funding of terrorism and money laundering activities,Federal law requires all financial institutions to obtain,verify and record information that identifies each lessee that opens an account.What this means:when the Lessee opens an account,Lessor will ask for the business name,business address,taxpayer identifying number and other information that will allow the Lessor to identify Lessee,such as organizational documents.For some businesses and organizations,Lessor may also need to ask for identifying information and documentation relating to certain individuals associated with the business or organization.

26.WAIVERS.LESSOR AND LESSEE EACH AGREE TO WAIVE,AND TO TAKE ALL REQUIRED STEPS TO WAIVE,ALL RIGHTS TO A JURY TRIAL.To the extent Lessee is permitted by applicable law,Lessee waives all rights and remedies conferred upon a lessee by Article 2A (Sections 508-522)of the Uniform Commercial Code.To the extent Lessee is permitted by applicable law,Lessee waives any rights they now or later may have under any statute or otherwise which requires Lessor to sell or otherwise use any Equipment to reduce Lessor’s damages,which requires Lessor to provide Lessee with notice of default,intent to accelerate amounts becoming due or acceleration of amounts becoming due,intent to sale the Equipment at a public or private sale,or which may otherwise limit or modify any of Lessor’s rights or remedies.Lessor will not be liable for specific performance of this Lease or for any losses,damages,delay or failure to deliver Equipment.

27.IMPORTANT INFORMATION ABOUT PHONE CALLS.By providing telephone number(s)to Lessor,now or at any later time,Lessee authorizes Lessor and its affiliates and designees to contact Lessee regarding Lessee account(s)with Lessor or its affiliates,whether such accounts are Lessee individual accounts or business accounts for which Lessee is a contact,at such numbers using any means,including but not limited to placing calls using an automated dialing system to cell,VoIP or other wireless phone number,or leaving prerecorded messages or sending text messages,even if charges may be incurred for the calls or text messages.Lessee consents that any phone call with Lessor may be monitored or recorded by Lessor.

IMPORTANT:READ BEFORE SIGNING.THE TERMS OF THIS LEASE SHOULD BE READ CAREFULLY BECAUSE ONLY THOSE TERMS IN WRITING ARE ENFORCEABLE.TERMS OR ORAL PROMISES WHICH ARE NOT CONTAINED IN THIS WRITTEN AGREEMENT MAY NOT BE LEGALLY ENFORCED.THE TERMS OF THIS LEASE MAY ONLY BE CHANGED BY ANOTHER WRITTEN AGREEMENT BETWEEN LESSEE AND LESSOR.LESSEE AGREES TO COMPLY WITH THE TERMS AND CONDITIONS OF THIS LEASE.LESSEE AGREES THAT THE EQUIPMENT WILL BE USED FOR BUSINESS PURPOSES ONLY AND NOT FOR PERSONAL, FAMILY OR HOUSEHOLD PURPOSES.

LESSEE CERTIFIES THAT ALL THE INFORMATION GIVEN IN THIS LEASE AND LESSEE’S APPLICATION WAS CORRECT AND COMPLETE WHEN THIS LEASE WAS SIGNED.THIS LEASE IS NOT BINDING UPON LESSOR OR EFFECTIVE UNLESS AND UNTIL LESSOR EXECUTES THIS LEASE. THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE OF THE LESSEE.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
Packet Page 432 of 1243Attachment 4 Page 5 of 11

8/21 SE Insurance Letter (Lease)
March 16, 2022

CITY OF FAIRFIELD
Course Name: Paradise Valley Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Attn:

RE:Insurance Coverage Requirements for Equipment Financing Transaction between PNC Equipment Finance, LLC and CITY OF FAIRFIELD
Before funding your transaction,PNC Equipment Finance,LLC requires evidence of appropriate insurance coverage on the equipment described in your transaction documents.Please forward this request to your insurance company,agent or broker as soon as possible and ask for the evidence of insurance to be sent to the address below.

PNC Equipment Finance, LLC will have an insurable interest in the following equipment:

Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
As a condition to entering into the equipment financing transaction,PNC Equipment Finance,LLC requires the following at all times during the term of the transaction:

1.All of the equipment must be insured for its full insurable value on a 100% replacement cost basis.

2.PNC Equipment Finance,LLC must be named as lender loss payee under a property insurance policy insuring all risks to the equipment, including fire, theft, and other customary coverage under an "extended coverage" endorsement.

3.For leases only,PNC Equipment Finance,LLC must receive evidence that a comprehensive general liability insurance policy is in place with a minimum coverage of $1,000,000. PNC Equipment Finance, LLC must be named as an additional insured under the liability policy.

4.Each property insurance policy must contain a lender's loss payable clause,or special endorsement,in which the insurer agrees that any loss will be payable in accordance with the policy terms, notwithstanding any act or negligence of the insured.

5.Each policy must provide for 30 days’ written notice to PNCEF prior to any cancellation, non-renewal or amendment of the policy.

6.If vehicles, please include comprehensive and collision deductible on certificate.

The evidence of insurance can consist of a Certificate of Insurance form,Evidence of Insurance form,Memorandum of Insurance,binder for insurance, declarations page, or the actual policy and endorsements, in each case naming PNC Equipment Finance, LLC as follows:

PNC Equipment Finance, LLC, and its successors and assigns, as lender loss payee Attn: Insurance Department
655 Business Center Drive, Suite 250
Horsham, PA 19044
When completed, the evidence of insurance should be emailed to: [email protected] Request for Insurance
Insurance
Attachment
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E23

CERTIFICATE OF ACCEPTANCE
Lease Number 10339133-3
Quantity Description Serial No.
80 (80) 2023 E-Z-GO RXV Elite
Paradise Valley Golf Course
3950 Paradise Valley Drive
Fairfield, CA 94533
Lessee, through its authorized representative, hereby certifies to Lessor that:

1.The Equipment has been delivered to the location where it will be used, which is the Equipment Location given in the Lease Agreement (“Lease”);

2.All of the Equipment has been inspected and is (a) complete, (b) properly installed, (c) functioning, and (d) in good working order;

3.Lessee accepts the Equipment for all purposes under the Lease as of _________________, 20__ (the “Acceptance Date”), which is the date on which the Equipment was delivered and installed;

4.The Equipment is of a size, design, capacity and manufacture acceptable to Lessee and suitable for Lessee’s purposes; and

5.Lessee is not in default under the Lease, no Non-Appropriation of Funds (as described in the Lease) has occurred, and all of Lessee’s statements and promises set forth in the Lease are true and correct.

Lessor is hereby authorized to insert serial numbers on the Lease.

THIS CERTIFICATE OF ACCEPTANCE IS SIGNED THIS ____ DAY OF _______________________, 20__.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Packet Page 434 of 1243Attachment 4 Page 7 of 11

E24
7/19 SE Muni Resolution and Cert of Incumbency

RESOLUTION AND CERTIFICATE OF INCUMBENCY
Lease Number 10339133-3
Lessee: CITY OF FAIRFIELD
WHEREAS,Lessee,a body politic and corporate duly organized and existing as a political subdivision,municipal corporation or similar public entity of the State or Commonwealth (“State”)is authorized by the laws of the State to purchase,acquire and lease certain equipment and other property for the benefit of the Lessee and its inhabitants and to enter into contracts with respect thereto; and WHEREAS,pursuant to applicable law,the governing body of the Lessee (“Governing Body”)is authorized to acquire,dispose of and encumber real and personal property, including, without limitation, rights and interest in property, leases and easements necessary to the functions or operations of the Lessee.

WHEREAS,the Governing Body hereby finds and determines that the execution of one or more Lease Agreements or lease schedules (“Leases”)in the amount not exceeding the amount stated above for the purpose of acquiring the property (“Equipment”)to be described in the Leases is appropriate and necessary to the functions and operations of the Lessee.

WHEREAS, PNC Equipment Finance, LLC (“Lessor”) shall act as Lessor under said Leases.

NOW, THEREFORE, Be It Ordained by the Governing Body of the Lessee:

Section 1.Either one of the _______________________OR _______________________(each an “Authorized Representative”)acting on behalf of the Lessee, is hereby authorized to negotiate,enter into,execute,and deliver one or more Leases in substantially the form set forth in the document presently before the Governing Body,which document is available for public inspection at the office of the Lessee.Each Authorized Representative acting on behalf of the Lessee is hereby authorized to negotiate,enter into,execute,and deliver such other documents relating to the Lease as the Authorized Representative deems necessary and appropriate. All other related contracts and agreements necessary and incidental to the Leases are hereby authorized.

Section 2.By a written instrument signed by any Authorized Representative,said Authorized Representative may designate specifically identified officers or employees of the Lessee to execute and deliver agreements and documents relating to the Leases on behalf of the Lessee.

Section 3.The Lessee’s obligations under the Leases shall be subject to annual appropriation or renewal by the Governing Body as set forth in each Lease and the Lessee’s obligations under the Leases shall not constitute general obligations of the Lessee or indebtedness under the Constitution or laws of the State.

Section 4. This resolution shall take effect immediately upon its adoption and approval.

NAMES AND TITLES OF AUTHORIZED REPRESENTATIVES: AUTHORIZED LEASE SIGNORS ONLY _______________________________
Name
________________________________
Title
_______________________________
Name
________________________________
Title
ADOPTED AND APPROVED on this ________________, 20__.

Section 5.I,the undersigned Secretary/Clerk identified below,does hereby certify that I am the duly elected or appointed and acting Secretary/Clerk of the above Lessee,a political subdivision duly organized and existing under the laws of the State where Lessee is located,that I have the title stated below,and that,as of the date hereof, the individuals named above are the duly elected or appointed officers of the Lessee holding the offices set forth opposite their respective names.

The undersigned Secretary/Clerk of the above-named Lessee hereby certifies and attests that the undersigned has access to the official records of the Governing Body of the Lessee,that the foregoing resolutions were duly adopted by said Governing Body of the Lessee at a meeting of said Governing Body and that such resolutions have not been amended or altered and are in full force and effect on the date stated below.

LESSEE: CITY OF FAIRFIELD
________________________________________________________ Signature of Secretary/Clerk of Lessee
Print Name:_______________________________________________ Official Title:______________________________________________ Date:________________________________________________
Packet Page 435 of 1243Attachment 4 Page 8 of 11

PNC Equipment Finance, LLC
655 Business Center Drive, Suite 250 · Horsham, PA 19044 Questions? Call (800) 559-2755
1/08/2021 SE Customer Information Form
Lease # 10339133-3
Please provide the following information. By providing such information, you will enable us to ensure prompt payment of your vendor and the correct processing of your lease transaction.

Thank you.

Lessee Information
Full Business Legal Name: CITY OF FAIRFIELD Federal Tax ID Number: 946000331 Invoices should be directed to:Attention:

Address City:State:Zip:

Preferred Method of Payment: (Please check)
Monthly Invoice (Mail)
Invoices should be directed to:

Customer 1 Text
Attention:

Customer 1 Text
Address
Customer 1 Text
City:

Customer 1 Text
Monthly Invoice (Email)
Email:

Customer 1 Text
Billing Contact: Customer 1 Text
Contact Information
In order to verify receipt of equipment and review terms and conditions of the lease,please provide contact information for one or more staff that can assist in this process.

Contact 1:

Contact 1 info 1
Phone:

Contact 1 info 2
Email:

Contact 1 info 3
Contact 2:

Contact 2 info 1
Phone:

Contact 2 info 2
Email:

Contact 2 info 3
Signature
X Customer 1 Signature
Date
Customer 1 Date Signed
I hereby attest the above information is accurate.

Email:

Customer 1 Email
Customer Information
Packet Page 436 of 1243Attachment 4 Page 9 of 11

PLEASE COMPLETE AND SIGN FORM
01/05/2021 SE Tax Notification
PNC Equipment Finance,LLC a Delaware limited liability company (“PNC”),is required to collect and remit sales/use tax in the taxing jurisdiction where your equipment will be located.If you select that you are exempt by marking one of the checkboxes below,you must provide a valid exemption certificate.If you do not provide this certificate prior to the booking of your transaction, you will be responsible for sales tax on all accrued payments. If tax has been remitted up front and financed into your lease payment,your account will not be marked sales tax exempt if you provide an exemption certificate after your transaction has been booked. If your tax is remitted on a monthly basis,your lease may be marked sales tax exempt for the remaining payments left to be invoiced if you provide a valid exemption certificate after your transaction has been booked. In the event we do not receive a valid sales tax exemption certificate prior to the date your lease commences,you will be charged sales/use tax.

Personal property tax returns will be filed as required by local law.In the event that any tax abatements or special exemptions are available on the equipment you will be leasing from us,please notify us as soon as possible and forward the related documentation to us. This will ensure that your leased equipment will be reported correctly.

Please indicate below if your lease is subject to tax or whether a valid exemption exists.

Sales Tax
¨ I agree that my lease is subject to sales/use tax.
¨ I am exempt from sales/use tax and I have attached a completed exemption certificate to PNC. ¨I am claiming a partial exemption from tax.I have attached a completed exemption certificate or other documented proof of this partial exemption.
¨I agree that my business is subject to sales/use tax and I have attached a completed resale certificate.This certificate indicates that I will be responsible for collection and remittance of sales/use tax based on the subsequent re-rental of the property.

If applicable to the tax rates in your state, are you outside the city limits or in an unincorporated area? ¨ Inside city limits ¨ Outside city limits ¨ Unincorporated area Property Tax
¨ I have a valid abatement or property tax exemption (documentation attached). ¨ Location:State
Taxing District
Additional comments:
_____________ ______

Lease Number 10339133-3
Lessee: CITY OF FAIRFIELD
Signature:

X Customer 1 Signature
Print Name:

Customer 1 Full Name
Title:

Customer 1 Title
Date:

Customer 1 Date Signed
Notification of Tax Treatment
Packet Page 437 of 1243Attachment 4 Page 10 of 11

1 of 1
SE Return Rider (SME-Muni)
V20210825
Return Rider (Cars and Turf)
This Rider is executed and delivered by the undersigned Lessor and the undersigned Lessee regarding the Customer No 10339133 (“Agreement”).

Pursuant to the Agreement,Lessee may return all,but not less than all,of the Equipment at the expiration of the lease term with respect thereto,at Lessee’s expense to such location as Lessor may designate,in the condition required pursuant to the Agreement and any applicable Rider.If,in the opinion of Lessor,any item of the Equipment fails to meet the standards set forth in the Agreement,any applicable Rider,Lessee agrees to pay on demand all costs and expenses incurred in connection with repairing the Equipment and restoring it to such condition, including its assembly and delivery.

Until Lessee has fully complied with the notice and purchase requirements set forth herein,Lessee’s Rent payment obligation and all other obligations under the Agreement shall continue from month to month notwithstanding the expiration or termination of the term of the Agreement. Lessor may terminate Lessee’s right to use the Equipment upon ten days’ notice to Lessee.

In addition to the requirements of the Agreement relating to the condition of the Equipment upon return thereof by the Lessee to Lessor, the following return conditions shall apply to the Equipment:
(a)all safety equipment must be in place and meet applicable federal,state and other governmental standards;(b)all covers and guards must be in place with no sheet metal,plastic or cowling damage;(c)all parts,pieces,components and optional equipment must be present,installed and operational;(d)all accessories shall be returned in proper order;(e)all electronic controls shall operate per manufacturer’s specifications and controls which bypass normal operations shall be repaired at Lessee’s expense;(f)all electrical systems shall be able to provide electrical output as specified by the manufacturer;(g)all Equipment must have a relatively clean appearance;(h)all Equipment shall be free from excessive wear necessitating major component repair or replacement caused by lack of recommended maintenance as detailed in customer operation/maintenance manuals;(i)all Equipment shall be free from structural damage or bent frames;(j)any usage or metering devices must not have been altered in any way;and (k)all Equipment attachments,if any,must be in good operating condition;:(l)all motors shall operate smoothly without overheating and shall have good bearings and bushings;(m)all batteries shall be in good,safe operating condition with no dead cells or cracked cases and all batteries shall hold a charge and provide adequate power to operate the Equipment;(n)all Equipment shall have serviceable tires, with 50%remaining tread,retaining proper air pressure,and without repair patches;(o)all oil and grease seals must contain lubrication in the manufacturers designed reservoir;and (p)all hydraulic cylinders must not be bent,nicked, gouged or leaking.In addition,each item of Equipment regardless of type must be able to complete the following tests:(q) have all functions and controls work in normal manner;and (r)perform its designed functions in a satisfactory manner.In addition,if this Agreement involves the leasing of Turf Equipment,such Equipment must be able to complete the following tests:(s)operate normally in forward and reverse directions through all its speed ranges or gears;(t)steer normally right and left in both forward and reverse;(u)be able to stop with its service brakes in a safe distance in both forward and reverse;(v)operate without leaking any fluids;and (w)all cutting units (if applicable)must be able to lower,turn on,run, raise and shut off as they are designed to do.

In addition,for leases involving Turf Equipment the hours of use of an item of Equipment shall be determined by the hour meter attached to said item of Equipment with usage as is limited to 600 hours per year with a $10.00 per hour on each item of Equipment for each hour of excess use.

If any item of Equipment is damaged or does not meet the standards set forth above for the return condition of such Equipment or if the Lessee fails to discharge Lessee’s obligations set forth above with regard to any item of Equipment,Lessee shall pay to Lessor, immediately upon demand, the Net Book Value of such item of Equipment.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
Packet Page 438 of 1243Attachment 4 Page 11 of 11

10/15 SE Welcome Letter
March 16, 2022

CITY OF FAIRFIELD
Course Name: Paradise Valley Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
RE: Lease Number 10339133-4
To Whom It May Concern:

Thank you for choosing PNC Equipment Finance, LLC as your financing source. Enclosed you will find the following documentation:
Lease Agreement: Please sign, print name, title and date. Schedule A (if applicable): Please initial at the bottom of the page. Insurance:Please note the page detailing instructions regarding the certificate of insurance required under the terms of the lease.

Simply forward a copy of the signed page to your insurance carrier,so that they may issue the appropriate certificate on a timely basis.
Certificate of Acceptance: Please date, sign and insert title. Resolution and Certificate of Incumbency:Please have all authorized signers (including the individual who signed the documents)sign in the middle section along with the Corporate Secretary or Assistant Secretary,who should complete the bottom section of the document.This person must complete the top and bottom sections of the document.If you have a corporate resolution available,please include that in the return of your documents.If this document does not apply to your business structure, please send a copy of your Operating Agreement, Partnership Agreement or Incorporating documents. Customer Information Form: Please complete and return. Notification of Tax Treatment: Please complete and return.

We appreciate this opportunity to serve you and look forward to working with you in the future.Should you have any questions before sending the documents, please feel free to contact me at [email protected].

Sincerely,
Gillian Wixted
Sales Specialist
C03
Packet Page 439 of 1243Attachment 5 Page 1 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
E04
Lease Agreement
Dated as of March 16, 2022
Lease Number: 10339133-4
Lessor: PNC Equipment Finance, LLC
655 Business Center Drive
Horsham, Pennsylvania 19044
Lessee:LESSEE FULL LEGAL NAME FEDERAL TAX ID
CITY OF FAIRFIELD 946000331
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Equipment Description:

Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
Lease Term is for 48 months, with Rent payments due monthly plus applicable tax; each in the amount of $184.16 beginning _____________________.

Lessee shall pay Rent payments exclusively from legally available funds in U.S.currency to Lessor in the amounts and on the dates set forth herein, without notice or demand.

TERMS AND CONDITIONS

1.LEASE.Subject to the terms of this Lease,Lessee agrees to lease from Lessor the equipment (the “Equipment”)described above when Lessor accepts this Lease. Lessee agrees to be bound by all the terms of this Lease.

2.DELIVERY AND ACCEPTANCE OF EQUIPMENT.Acceptance of the Equipment occurs upon delivery.When Lessee receives the Equipment,Lessee agrees to inspect it and to verify by telephone or in writing such information as Lessor may require.Delivery and installation costs are Lessee’s responsibility.If Lessee signed a purchase contract for the Equipment,by signing this Lease Lessee assigns its rights, but none of its obligations under the purchase contract, to Lessor.

3.RENT.Lessee agrees to pay Lessor Rent (plus applicable taxes)in the amount and frequency stated above.If Lessee’s Rent payments are due in Advance,Lessee’s first Rent payment is due on the date Lessee accepts the Equipment under the Lease.Lessor will advise Lessee as to (a)the due date of each Rent payment,and (b)the address to which Lessee must send payments.Rent is due whether or not Lessee receives an invoice from Lessor.Lessee will pay Lessor any required advance rent when Lessee signs this Lease.Lessee authorizes Lessor to change the Rent by not more than 15%due to changes in the Equipment configuration,which may occur prior to Lessor’s acceptance of this Lease.Restrictive endorsements on checks Lessee sends to Lessor will not reduce Lessee’s obligations to Lessor.

NON-APPROPRIATION OF FUNDS.Lessee intends to remit all Rent and other payments to Lessor for the full Lease Term if funds are legally available.In the event Lessee is not granted an appropriation of funds at any time during the Lease Term for the Equipment subject to this Lease and operating funds are not otherwise available to Lessee to pay the Rent and other payments due and to become due under this Lease,and there is no other legal procedure or available funds by or with which payment can be made to Lessor,and the non- appropriation did not result from an act or omission by Lessee,Lessee shall have the right to return the Equipment as provided herein and terminate this Lease on the last day of the fiscal period for which appropriations were received without penalty or expense to Lessee,except as the portion of Rent for which funds shall have been appropriated and budgeted.At least 30 days prior to the end of Lessee’s fiscal year, Lessee’s chief executive officer (or legal counsel)shall certify in writing that (a)funds have not been appropriated for the upcoming fiscal period,(b)such non-appropriation did not result from any act or failure to act by Lessee,and (c)Lessee has exhausted all funds legally available for the payment of Rent.

4.UNCONDITIONAL OBLIGATION.LESSEE AGREES THAT IT IS UNCONDITIONALLY OBLIGATED TO PAY ALL RENT AND ANY

OTHER AMOUNTS DUE UNDER THIS LEASE IN ALL FISCAL YEARS IN WHICH FUNDS HAVE BEEN APPROPRIATED NO MATTER

WHAT HAPPENS,EVEN IF THE EQUIPMENT IS DAMAGED OR DESTROYED,IF IT IS DEFECTIVE OR IF LESSEE HAS TEMPORARY OR PERMANENT LOSS OF ITS USE.LESSEE IS NOT ENTITLED TO ANY REDUCTION OR SET-OFF AGAINST RENT OR OTHER AMOUNTS DUE UNDER THIS LEASE FOR ANY REASON WHATSOEVER.

5.DISCLAIMER OF WARRANTIES.THE EQUIPMENT IS BEING LEASED TO LESSEE IN “AS IS”CONDITION.LESSEE AGREES

THAT LESSOR HAS NOT MANUFACTURED THE EQUIPMENT AND THAT LESSEE HAS SELECTED THE EQUIPMENT BASED UPON LESSEE’S OWN JUDGMENT.LESSEE HAS NOT RELIED ON ANY STATEMENTS LESSOR OR ITS EMPLOYEES HAVE MADE.LESSOR HAS NOT MADE AND DOES NOT MAKE ANY EXPRESS OR IMPLIED REPRESENTATIONS OR WARRANTIES WHATSOEVER,INCLUDING WITHOUT LIMITATION,THE EQUIPMENT’S MERCHANTABILITY,FITNESS FOR A PARTICULAR

PURPOSE,SUITABILITY,DESIGN,CONDITION,DURABILITY,OPERATION,QUALITY OF MATERIALS OR WORKMANSHIP,OR COMPLIANCE WITH SPECIFICATIONS OR APPLICABLE LAW.Lessee is aware of the name of the Equipment manufacturer.If the manufacturer has provided Lessor with a warranty,Lessor assigns its rights to such warranty to Lessee and Lessee may enforce all warranty rights directly against the manufacturer of the Equipment.Lessee agrees to settle any dispute regarding performance of the Equipment directly with the manufacturer of the Equipment.

Packet Page 440 of 1243Attachment 5 Page 2 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109

6.TITLE AND SECURITY INTEREST.Unless otherwise required by the laws of the state where Lessee is located,Lessor shall have title to the Equipment during the Lease Term.

7.USE,MAINTENANCE AND REPAIR.Lessee will not move the Equipment from the Equipment Location without Lessor’s advance written consent.Lessee will give Lessor reasonable access to the Equipment Location so that Lessor can check the Equipment’s existence, condition and proper maintenance.Lessee will use the Equipment in the manner for which it was intended,as required by all applicable manuals and instructions,and keep it eligible for any manufacturer’s certification and/or standard full service maintenance contract.At Lessee’s own cost and expense,Lessee will keep the Equipment in good repair,condition and working order,ordinary wear and tear excepted.Lessee will not make any permanent alterations to the Equipment and will remove any alterations or markings from the Equipment before returning to Lessor.

8.TAXES.Unless a proper exemption certificate is provided,applicable sales and use taxes will be added to the Rent.Lessee agrees to pay Lessor,when invoiced,all taxes (including any sales,use and personal property taxes),fines,interest and penalties relating to this Lease and the Equipment (excluding taxes based on Lessor’s net income).Lessee agrees to file any required personal property tax returns and,if Lessor asks, Lessee will provide Lessor with proof of payment. Lessor does not have to contest any tax assessments.

9.INDEMNITY.Lessor is not responsible for any injuries,damages,penalties,claims or losses,including legal expenses,incurred by Lessee or any other person caused by the transportation,installation,manufacture,selection,purchase,lease,ownership,possession,modification, maintenance,condition,operation,use,return or disposition of the Equipment.To the extent permitted by law,Lessee agrees to reimburse Lessor for and defend Lessor against any claims for such losses,damages,penalties,claims,injuries,or expenses.This indemnity continues even after this Lease has expired, for acts or omissions that occurred during the Lease Term.

10.IDENTIFICATION.Lessee authorizes Lessor to insert or correct missing information on this Lease,including serial numbers and any other information describing the Equipment.

11.LOSS OR DAMAGE.Lessee is responsible for any loss of the Equipment from any cause at all,whether or not insured,from the time the Equipment is shipped to Lessee until it is returned to Lessor.If any item of Equipment is lost,stolen or damaged,Lessee will promptly notify Lessor of such event.Then,at Lessor’s option,Lessee will either (a)repair the Equipment so that it is in good condition and working order, eligible for any manufacturer’s certification,or (b)pay Lessor an amount equal to the Net Book Value (as defined herein)of the lost,stolen or damaged Equipment.If Lessee has satisfied their obligations herein,Lessor will forward to Lessee any insurance proceeds which Lessor receives for lost,damaged,or destroyed Equipment.If Lessee is in default,Lessor will apply any insurance proceeds Lessor receives to reduce Lessee’s obligations pursuant to this Lease.

12.INSURANCE.Lessee agrees to (a)keep the Equipment fully insured against loss,naming Lessor as loss payee,and (b)obtain a general public liability insurance policy covering both personal injury and property damage in amounts not less than Lessor may tell Lessee,naming Lessor as additional insured,until Lessee has met all their obligations under this Lease.Lessor is under no duty to tell Lessee if Lessee’s insurance coverage is adequate.The policies shall state that Lessor is to be notified of any proposed cancellation at least 30 days prior to the date set for cancellation.Upon Lessor’s request,Lessee agrees to provide Lessor with evidence of insurance acceptable to Lessor.If Lessee does not provide Lessor with evidence of proper insurance within ten days of Lessor’s request or Lessor receives notice of policy cancellation,Lessor may (but Lessor is not obligated to)obtain insurance on Lessor’s interest in the Equipment at Lessee’s expense.

Lessee will pay all insurance premiums and related charges.

13.DEFAULT.Lessee will be in default under this Lease if any of the following happens:(a)Lessor does not receive any Rent or other payment due under this Lease within ten days after its due date,(b)Lessee fails to perform or observe any other promise or obligation in this Lease and does not correct the default within ten days after Lessor sends Lessee written notice of default,(c)any representation, warranty or statement Lessee has made in this Lease shall prove to have been false or misleading in any material respect,(d)any insurance carrier cancels or threatens to cancel any insurance on the Equipment,(e)the Equipment or any part of it is abused,illegally used,misused,lost,destroyed,or damaged beyond repair,(f)a petition is filed by or against Lessee under any bankruptcy or insolvency laws, or (g) Lessee defaults on any other agreement between it and Lessor (or Lessor’s affiliates).

14.REMEDIES.Upon the occurrence of a default,Lessor may,in its sole discretion,do any or all of the following:(a)provide written notice to Lessee of default,(b)as liquidated damages for loss of a bargain and not as a penalty,declare due and payable,the present value of (i)any and all amounts which may be then due and payable by Lessee to Lessor under this Lease,plus (ii)all Rent payments remaining through the end of the then current fiscal year,discounted at the higher of 3%or the lowest rate allowed by law plus the Fair Market Value (as defined herein)of the Equipment (collectively,the “Net Book Value”)and (c)require Lessee to immediately return the Equipment to Lessor.

Lessor has the right to require Lessee to make the Equipment available to Lessor for repossession during reasonable business hours or Lessor may repossess the Equipment,so long as Lessor does not breach the peace in doing so,or Lessor may use legal process in compliance with applicable law pursuant to court order to have the Equipment repossessed.Lessee will not make any claims against Lessor or the Equipment for trespass,damage or any other reason.If Lessor takes possession of the Equipment Lessor may (a)sell or lease the Equipment at public or private sale or lease without notice,and/or (b)exercise such other rights as may be allowed by applicable law.Although Lessee agrees that Lessor has no obligation to sell the Equipment,if Lessor does sell the Equipment,Lessor will reduce the Net Book Value by the amounts Lessor receives.Lessee will immediately pay Lessor the remaining Net Book Value.Lessee agrees (a)to pay all of the costs Lessor incurs to enforce Lessor’s rights against Lessee,including attorney’s fees,and (b)that Lessor will retain all of Lessor’s rights against Lessee even if Lessor does not choose to enforce them at the time of Lessee’s default.

15.LESSEE’S OPTION AT END OF LEASE.Notwithstanding anything contained in the Lease to the contrary,so long as no default shall have occurred and be continuing,Lessee may,at Lessee's option,purchase the Equipment leased pursuant to this Lease on an "as is,where is" basis,without representation or warranty,express or implied,at the end of the Lease Term at a price equal to the Fair Market Value thereof, plus applicable taxes.Fair Market Value shall be the retail in-place value of the Equipment as determined solely by Lessor.This purchase option as applicable shall only be available if Lessee gives Lessor 90 days’prior written notice of Lessee's irrevocable intent to exercise such option and Lessor and Lessee shall have agreed to all terms and conditions of such purchase prior to the expiration date of the Lease Term.Until the Equipment is returned as required below,all terms of the Lease shall remain in full force and effect including the obligation to pay Rent calculated on a monthly basis.

16.RETURN OF EQUIPMENT.If (a)default occurs,(b)a non-appropriation of funds occurs as provided herein,or (c)Lessee does not exercise its purchase option at the end of the Lease Term,Lessee will immediately return the Equipment to any location(s)in the continental United States and aboard any carriers(s)Lessor may designate.The Equipment must be properly packed for shipment in accordance with the manufacturer’s recommendations or specifications,freight prepaid and insured,maintained in accordance with this Lease,and in “Average Saleable Condition.”“Average Saleable Condition”means that all of the Equipment is immediately available for use by a third party buyer,user or lessee,other than Lessee named in this Lease,without the need for any repair or refurbishment.Lessee will pay Packet Page 441 of 1243Attachment 5 Page 3 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
Lessor for any missing or defective parts or accessories.Lessee will continue to pay Rent calculated on a monthly basis until the Equipment is received and accepted by Lessor.

17.LESSEE’S REPRESENTATIONS AND WARRANTIES.Lessee hereby represents and warrants to Lessor that as of the date of this Lease, and throughout the Lease Term:(a)Lessee is the entity indicated in this Lease;(b)Lessee is a state or a fully constituted political subdivision or agency of the State in which Lessee is located;(c)Lessee is duly organized and existing under the constitution and laws of the state in which they are located;(d)Lessee is authorized to enter into and carry out Lessee’s obligations under this Lease,any documents relative to the acquisition of the Equipment and any other documents required to be delivered in connection with this Lease (collectively,the “Documents”);(e)the Documents have been duly authorized,executed and delivered by Lessee in accordance with all applicable laws,rules,ordinances,and regulations,the Documents are valid,legal,binding agreements,enforceable in accordance with their terms and the person(s)signing the Documents have the authority to do so,are acting with the full authorization of Lessee’s governing body,and hold the offices indicated below their signature,each of which are genuine;(f)the Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority;(g)Lessee intends to use the Equipment for the entire Lease Term for such function and shall take all necessary action to include in Lessee’s annual budget any funds required to fulfill Lessee’s obligations for each fiscal year during the Lease Term;(h)Lessee has complied fully with all applicable law governing open meetings,public bidding and appropriations required in connection with this Lease and the acquisition of the Equipment;(i) Lessee’s obligations to remit Rent under this Lease constitutes a current expense and not a debt under applicable state law and no provision of this Lease constitutes a pledge of Lessee’s tax or general revenues,and any provision which is so constructed by a court of competent jurisdiction is void from the inception of this lease;and (j)all financial information Lessee has provided to Lessor is true and accurate and provides a good representation of Lessee’s financial condition.

18.LESSEE’S PROMISES.In addition to the other provisions of this Lease,Lessee agrees that during the term of this Lease (a)Lessee will promptly notify Lessor in writing if it moves its principal office or changes its name or legal structure,(b)Lessee will provide to Lessor such financial information as may reasonably request from time to time,and (c)Lessee will take any action Lessor reasonably requests to protect Lessor’s rights in the Equipment and to meet Lessee’s obligations under this Lease.

19.ASSIGNMENT.LESSEE WILL NOT SELL,TRANSFER,ASSIGN,PLEDGE,SUB-LEASE OR PART WITH POSSESSION OF THE EQUIPMENT OR FILE OR PERMIT A LIEN TO BE FILED AGAINST THE EQUIPMENT.Lessee will not attach any of the Equipment to any real estate.

20.ASSIGNMENT BY LESSOR.This Lease,and the rights of Lessor hereunder and in and to the Equipment,may be assigned and reassigned in whole or in part to one or more assignees by Lessor or its assigns at any time without the necessity of obtaining the consent of Lessee Upon an assignment,Lessee agrees to make all payments as designated in the assignment,notwithstanding any claim,defense, setoff or counterclaim whatsoever (whether arising from a breach of this Lease or otherwise)that Lessee may from time to time have against Lessor or Lessor's assigns.

21.COLLECTION EXPENSES,OVERDUE PAYMENT.Lessee agrees that Lessor can,but does not have to,take on Lessee’s behalf any action which Lessee fails to take as required by this Lease,and Lessor’s expenses will be in addition to that of the Rent which Lessee owes Lessor.If Lessor receives any payment from Lessee after the due date,Lessee shall pay Lessor on demand as a late charge 5%of such overdue amount, limited, however, to the maximum amount allowed by law.

22.MISCELLANEOUS.This Lease contains the entire agreement and supersedes any conflicting provision of any equipment purchase order or any other agreement.TIME IS OF THE ESSENCE IN THIS LEASE.If a court finds any provision of Lease to be unenforceable,the remaining terms of this Lease shall remain in effect.THIS LEASE IS A “FINANCE LEASE”AS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE.Lessee authorizes Lessor (or Lessor’s agent)to (a)obtain credit reports,(b)make such other credit inquires as Lessor may deem necessary,and (c)furnish payment history information to credit reporting agencies.To the extent permitted by law, Lessor may charge Lessee a fee of $250.00 to cover Lessor’s documentation and investigation costs.

23.NOTICES.All of Lessee’s written notices to Lessor must be sent by certified mail or recognized overnight delivery service,postage prepaid, to Lessor at Lessor’s address stated in this Lease,or by facsimile transmission to Lessor’s facsimile telephone number,with oral confirmation of receipt.All of Lessor’s notices to Lessee may be sent first class mail,postage prepaid,to Lessee’s address stated in this Lease.At any time after this Lease is signed,Lessee or Lessor may change an address or facsimile telephone number by giving notice to the other of the change.

24.ANTI-MONEY LAUNDERING/INTERNATIONAL TRADE COMPLIANCE.Lessee represents,warrants and covenants to Lessor,as of the date of this Lease,the date of each advance of proceeds under the Lease,the date of any renewal,extension or modification of this Lease, and at all times until this Lease has been terminated and all amounts thereunder have been indefeasibly paid in full,that:(a)no Covered Entity (i)is a Sanctioned Person;(ii)has any of its assets in a Sanctioned Jurisdiction or in the possession,custody or control of a Sanctioned Person;(iii)does business in or with,or derives any of its operating income from investments in or transactions with,any Sanctioned Jurisdiction or Sanctioned Person;(b)the proceeds of this Lease will not be used to fund any unlawful activity;(c)the funds used to repay the Lease are not derived from any unlawful activity;(d)each Covered Entity is in compliance with,and no Covered Entity engages in any dealings or transactions prohibited by,any laws of the United States,including but not limited to any Anti-Terrorism Laws; and (e)no Equipment is or will become Embargoed Property.Lessee covenants and agrees that (a)it shall immediately notify Lessor in writing upon the occurrence of a Reportable Compliance Event;and (b)if,at any time,any Equipment becomes Embargoed Property,in addition to all other rights and remedies available to Lessor,upon request by Lessor,Lessee shall provide substitute Equipment acceptable to Lessor that is not Embargoed Property.

As used herein:“Anti-Terrorism Laws”means any laws relating to terrorism,trade sanctions programs and embargoes,import/export licensing,money laundering,or bribery,all as amended,supplemented or replaced from time to time;“Compliance Authority”means each and all of the (a)U.S.Treasury Department/Office of Foreign Assets Control,(b)U.S.Treasury Department/Financial Crimes Enforcement Network,(c)U.S.State Department/Directorate of Defense Trade Controls,(d)U.S.Commerce Department/Bureau of Industry and Security,(e)U.S.Internal Revenue Service,(f)U.S.Justice Department,and (g)U.S.Securities and Exchange Commission;“Covered Entity”means Lessee,its affiliates and subsidiaries,all other obligors,all owners of the foregoing,and all brokers or other agents of Lessee acting in any capacity in connection with this Lease;“Embargoed Property”means any property (a)in which a Sanctioned Person holds an interest;(b)beneficially owned,directly or indirectly,by a Sanctioned Person;(c)that is due to or from a Sanctioned Person;(d)that is located in a Sanctioned Jurisdiction;or (e)that would otherwise cause any actual or possible violation by Lessor of any applicable Anti- Terrorism Law if Lessor were to obtain an encumbrance on,lien on,pledge of or security interest in such property or provide services in consideration of such property;“Reportable Compliance Event”means (1)any Covered Entity becomes a Sanctioned Person,or is indicted,arraigned,investigated or custodially detained,or receives an inquiry from regulatory or law enforcement officials,in connection Packet Page 442 of 1243Attachment 5 Page 4 of 10

Muni Short Form Lease Pkg FMV (Taxable $500k under)
V20211109
with any Anti-Terrorism Law or any predicate crime to any Anti-Terrorism Law,or self-discovers facts or circumstances implicating any aspect of its operations with the actual or possible violation of any Anti-Terrorism Law;(2)any Covered Entity engages in a transaction that has caused or may cause Lessor to be in violation of any Anti-Terrorism Laws,including a Covered Entity’s use of any proceeds of the Lease to fund any operations in,finance any investments or activities in,or,make any payments to,directly or indirectly,a Sanctioned Jurisdiction or Sanctioned Person;or (3)any Equipment becomes Embargoed Property;“Sanctioned Jurisdiction”means a country subject to a sanctions program maintained by any Compliance Authority;and “Sanctioned Person”means any individual person,group, regime,entity or thing listed or otherwise recognized as a specially designated,prohibited,sanctioned or debarred person or entity,or subject to any limitations or prohibitions (including but not limited to the blocking of property or rejection of transactions),under any order or directive of any Compliance Authority or otherwise subject to,or specially designated under,any sanctions program maintained by any Compliance Authority.

25.USA PATRIOT ACT NOTICE.To help the government fight the funding of terrorism and money laundering activities,Federal law requires all financial institutions to obtain,verify and record information that identifies each lessee that opens an account.What this means:when the Lessee opens an account,Lessor will ask for the business name,business address,taxpayer identifying number and other information that will allow the Lessor to identify Lessee,such as organizational documents.For some businesses and organizations,Lessor may also need to ask for identifying information and documentation relating to certain individuals associated with the business or organization.

26.WAIVERS.LESSOR AND LESSEE EACH AGREE TO WAIVE,AND TO TAKE ALL REQUIRED STEPS TO WAIVE,ALL RIGHTS TO A JURY TRIAL.To the extent Lessee is permitted by applicable law,Lessee waives all rights and remedies conferred upon a lessee by Article 2A (Sections 508-522)of the Uniform Commercial Code.To the extent Lessee is permitted by applicable law,Lessee waives any rights they now or later may have under any statute or otherwise which requires Lessor to sell or otherwise use any Equipment to reduce Lessor’s damages,which requires Lessor to provide Lessee with notice of default,intent to accelerate amounts becoming due or acceleration of amounts becoming due,intent to sale the Equipment at a public or private sale,or which may otherwise limit or modify any of Lessor’s rights or remedies.Lessor will not be liable for specific performance of this Lease or for any losses,damages,delay or failure to deliver Equipment.

27.IMPORTANT INFORMATION ABOUT PHONE CALLS.By providing telephone number(s)to Lessor,now or at any later time,Lessee authorizes Lessor and its affiliates and designees to contact Lessee regarding Lessee account(s)with Lessor or its affiliates,whether such accounts are Lessee individual accounts or business accounts for which Lessee is a contact,at such numbers using any means,including but not limited to placing calls using an automated dialing system to cell,VoIP or other wireless phone number,or leaving prerecorded messages or sending text messages,even if charges may be incurred for the calls or text messages.Lessee consents that any phone call with Lessor may be monitored or recorded by Lessor.

IMPORTANT:READ BEFORE SIGNING.THE TERMS OF THIS LEASE SHOULD BE READ CAREFULLY BECAUSE ONLY THOSE TERMS IN WRITING ARE ENFORCEABLE.TERMS OR ORAL PROMISES WHICH ARE NOT CONTAINED IN THIS WRITTEN AGREEMENT MAY NOT BE LEGALLY ENFORCED.THE TERMS OF THIS LEASE MAY ONLY BE CHANGED BY ANOTHER WRITTEN AGREEMENT BETWEEN LESSEE AND LESSOR.LESSEE AGREES TO COMPLY WITH THE TERMS AND CONDITIONS OF THIS LEASE.LESSEE AGREES THAT THE EQUIPMENT WILL BE USED FOR BUSINESS PURPOSES ONLY AND NOT FOR PERSONAL, FAMILY OR HOUSEHOLD PURPOSES.

LESSEE CERTIFIES THAT ALL THE INFORMATION GIVEN IN THIS LEASE AND LESSEE’S APPLICATION WAS CORRECT AND COMPLETE WHEN THIS LEASE WAS SIGNED.THIS LEASE IS NOT BINDING UPON LESSOR OR EFFECTIVE UNLESS AND UNTIL LESSOR EXECUTES THIS LEASE. THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE OF THE LESSEE.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
PNC Equipment Finance, LLC
(“Lessor”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:
655 Business Center Drive
Horsham, PA 19044
Packet Page 443 of 1243Attachment 5 Page 5 of 10

8/21 SE Insurance Letter (Lease)
March 16, 2022

CITY OF FAIRFIELD
Course Name: Paradise Valley Golf Course
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Attn:

RE:Insurance Coverage Requirements for Equipment Financing Transaction between PNC Equipment Finance, LLC and CITY OF FAIRFIELD
Before funding your transaction,PNC Equipment Finance,LLC requires evidence of appropriate insurance coverage on the equipment described in your transaction documents.Please forward this request to your insurance company,agent or broker as soon as possible and ask for the evidence of insurance to be sent to the address below.

PNC Equipment Finance, LLC will have an insurable interest in the following equipment:

Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
As a condition to entering into the equipment financing transaction,PNC Equipment Finance,LLC requires the following at all times during the term of the transaction:

1.All of the equipment must be insured for its full insurable value on a 100% replacement cost basis.

2.PNC Equipment Finance,LLC must be named as lender loss payee under a property insurance policy insuring all risks to the equipment, including fire, theft, and other customary coverage under an "extended coverage" endorsement.

3.For leases only,PNC Equipment Finance,LLC must receive evidence that a comprehensive general liability insurance policy is in place with a minimum coverage of $1,000,000. PNC Equipment Finance, LLC must be named as an additional insured under the liability policy.

4.Each property insurance policy must contain a lender's loss payable clause,or special endorsement,in which the insurer agrees that any loss will be payable in accordance with the policy terms, notwithstanding any act or negligence of the insured.

5.Each policy must provide for 30 days’ written notice to PNCEF prior to any cancellation, non-renewal or amendment of the policy.

6.If vehicles, please include comprehensive and collision deductible on certificate.

The evidence of insurance can consist of a Certificate of Insurance form,Evidence of Insurance form,Memorandum of Insurance,binder for insurance, declarations page, or the actual policy and endorsements, in each case naming PNC Equipment Finance, LLC as follows:

PNC Equipment Finance, LLC, and its successors and assigns, as lender loss payee Attn: Insurance Department
655 Business Center Drive, Suite 250
Horsham, PA 19044
When completed, the evidence of insurance should be emailed to: [email protected] Request for Insurance
Insurance
Attachment
Packet Page 444 of 1243Attachment 5 Page 6 of 10

E23

CERTIFICATE OF ACCEPTANCE
Lease Number 10339133-4
Quantity Description Serial No.
2 (2) 2023 E-Z-GO RXV Elite
Paradise Valley Golf Course
3950 Paradise Valley Drive
Fairfield, CA 94533
Lessee, through its authorized representative, hereby certifies to Lessor that:

1.The Equipment has been delivered to the location where it will be used, which is the Equipment Location given in the Lease Agreement (“Lease”);

2.All of the Equipment has been inspected and is (a) complete, (b) properly installed, (c) functioning, and (d) in good working order;

3.Lessee accepts the Equipment for all purposes under the Lease as of _________________, 20__ (the “Acceptance Date”), which is the date on which the Equipment was delivered and installed;

4.The Equipment is of a size, design, capacity and manufacture acceptable to Lessee and suitable for Lessee’s purposes; and

5.Lessee is not in default under the Lease, no Non-Appropriation of Funds (as described in the Lease) has occurred, and all of Lessee’s statements and promises set forth in the Lease are true and correct.

Lessor is hereby authorized to insert serial numbers on the Lease.

THIS CERTIFICATE OF ACCEPTANCE IS SIGNED THIS ____ DAY OF _______________________, 20__.

CITY OF FAIRFIELD
(“Lessee”)
X
Authorized Signature
_______________________________________
Print Name
_______________________________________
Title:

Date
1000 WEBSTER STREET
FAIRFIELD, CA 94533
Packet Page 445 of 1243Attachment 5 Page 7 of 10

E24
7/19 SE Muni Resolution and Cert of Incumbency

RESOLUTION AND CERTIFICATE OF INCUMBENCY
Lease Number 10339133-4
Lessee: CITY OF FAIRFIELD
WHEREAS,Lessee,a body politic and corporate duly organized and existing as a political subdivision,municipal corporation or similar public entity of the State or Commonwealth (“State”)is authorized by the laws of the State to purchase,acquire and lease certain equipment and other property for the benefit of the Lessee and its inhabitants and to enter into contracts with respect thereto; and WHEREAS,pursuant to applicable law,the governing body of the Lessee (“Governing Body”)is authorized to acquire,dispose of and encumber real and personal property, including, without limitation, rights and interest in property, leases and easements necessary to the functions or operations of the Lessee.

WHEREAS,the Governing Body hereby finds and determines that the execution of one or more Lease Agreements or lease schedules (“Leases”)in the amount not exceeding the amount stated above for the purpose of acquiring the property (“Equipment”)to be described in the Leases is appropriate and necessary to the functions and operations of the Lessee.

WHEREAS, PNC Equipment Finance, LLC (“Lessor”) shall act as Lessor under said Leases.

NOW, THEREFORE, Be It Ordained by the Governing Body of the Lessee:

Section 1.Either one of the _______________________OR _______________________(each an “Authorized Representative”)acting on behalf of the Lessee, is hereby authorized to negotiate,enter into,execute,and deliver one or more Leases in substantially the form set forth in the document presently before the Governing Body,which document is available for public inspection at the office of the Lessee.Each Authorized Representative acting on behalf of the Lessee is hereby authorized to negotiate,enter into,execute,and deliver such other documents relating to the Lease as the Authorized Representative deems necessary and appropriate. All other related contracts and agreements necessary and incidental to the Leases are hereby authorized.

Section 2.By a written instrument signed by any Authorized Representative,said Authorized Representative may designate specifically identified officers or employees of the Lessee to execute and deliver agreements and documents relating to the Leases on behalf of the Lessee.

Section 3.The Lessee’s obligations under the Leases shall be subject to annual appropriation or renewal by the Governing Body as set forth in each Lease and the Lessee’s obligations under the Leases shall not constitute general obligations of the Lessee or indebtedness under the Constitution or laws of the State.

Section 4. This resolution shall take effect immediately upon its adoption and approval.

NAMES AND TITLES OF AUTHORIZED REPRESENTATIVES: AUTHORIZED LEASE SIGNORS ONLY _______________________________
Name
________________________________
Title
_______________________________
Name
________________________________
Title
ADOPTED AND APPROVED on this ________________, 20__.

Section 5.I,the undersigned Secretary/Clerk identified below,does hereby certify that I am the duly elected or appointed and acting Secretary/Clerk of the above Lessee,a political subdivision duly organized and existing under the laws of the State where Lessee is located,that I have the title stated below,and that,as of the date hereof, the individuals named above are the duly elected or appointed officers of the Lessee holding the offices set forth opposite their respective names.

The undersigned Secretary/Clerk of the above-named Lessee hereby certifies and attests that the undersigned has access to the official records of the Governing Body of the Lessee,that the foregoing resolutions were duly adopted by said Governing Body of the Lessee at a meeting of said Governing Body and that such resolutions have not been amended or altered and are in full force and effect on the date stated below.

LESSEE: CITY OF FAIRFIELD
________________________________________________________ Signature of Secretary/Clerk of Lessee
Print Name:_______________________________________________ Official Title:______________________________________________ Date:________________________________________________
Packet Page 446 of 1243Attachment 5 Page 8 of 10

PNC Equipment Finance, LLC
655 Business Center Drive, Suite 250 · Horsham, PA 19044 Questions? Call (800) 559-2755
1/08/2021 SE Customer Information Form
Lease # 10339133-4
Please provide the following information. By providing such information, you will enable us to ensure prompt payment of your vendor and the correct processing of your lease transaction.

Thank you.

Lessee Information
Full Business Legal Name: CITY OF FAIRFIELD Federal Tax ID Number: 946000331 Invoices should be directed to:Attention:

Address City:State:Zip:

Preferred Method of Payment: (Please check)
Monthly Invoice (Mail)
Invoices should be directed to:

Customer 1 Text
Attention:

Customer 1 Text
Address
Customer 1 Text
City:

Customer 1 Text
Monthly Invoice (Email)
Email:

Customer 1 Text
Billing Contact: Customer 1 Text
Contact Information
In order to verify receipt of equipment and review terms and conditions of the lease,please provide contact information for one or more staff that can assist in this process.

Contact 1:

Contact 1 info 1
Phone:

Contact 1 info 2
Email:

Contact 1 info 3
Contact 2:

Contact 2 info 1
Phone:

Contact 2 info 2
Email:

Contact 2 info 3
Signature
X Customer 1 Signature
Date
Customer 1 Date Signed
I hereby attest the above information is accurate.

Email:

Customer 1 Email
Customer Information
Packet Page 447 of 1243Attachment 5 Page 9 of 10

PLEASE COMPLETE AND SIGN FORM
01/05/2021 SE Tax Notification
PNC Equipment Finance,LLC a Delaware limited liability company (“PNC”),is required to collect and remit sales/use tax in the taxing jurisdiction where your equipment will be located.If you select that you are exempt by marking one of the checkboxes below,you must provide a valid exemption certificate.If you do not provide this certificate prior to the booking of your transaction, you will be responsible for sales tax on all accrued payments. If tax has been remitted up front and financed into your lease payment,your account will not be marked sales tax exempt if you provide an exemption certificate after your transaction has been booked. If your tax is remitted on a monthly basis,your lease may be marked sales tax exempt for the remaining payments left to be invoiced if you provide a valid exemption certificate after your transaction has been booked. In the event we do not receive a valid sales tax exemption certificate prior to the date your lease commences,you will be charged sales/use tax.

Personal property tax returns will be filed as required by local law.In the event that any tax abatements or special exemptions are available on the equipment you will be leasing from us,please notify us as soon as possible and forward the related documentation to us. This will ensure that your leased equipment will be reported correctly.

Please indicate below if your lease is subject to tax or whether a valid exemption exists.

Sales Tax
¨ I agree that my lease is subject to sales/use tax.
¨ I am exempt from sales/use tax and I have attached a completed exemption certificate to PNC. ¨I am claiming a partial exemption from tax.I have attached a completed exemption certificate or other documented proof of this partial exemption.
¨I agree that my business is subject to sales/use tax and I have attached a completed resale certificate.This certificate indicates that I will be responsible for collection and remittance of sales/use tax based on the subsequent re-rental of the property.

If applicable to the tax rates in your state, are you outside the city limits or in an unincorporated area? ¨ Inside city limits ¨ Outside city limits ¨ Unincorporated area Property Tax
¨ I have a valid abatement or property tax exemption (documentation attached). ¨ Location:State
Taxing District
Additional comments:
_____________ ______

Lease Number 10339133-4
Lessee: CITY OF FAIRFIELD
Signature:

X Customer 1 Signature
Print Name:

Customer 1 Full Name
Title:

Customer 1 Title
Date:

Customer 1 Date Signed
Notification of Tax Treatment
Packet Page 448 of 1243Attachment 5 Page 10 of 10

Agenda Item No: 11.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Minute Action Approving Mayor’s Appointments to the Poet Laureate, Youth Commission, and Planning Commission
RECOMMENDED ACTION
Approve appointments. Perform oath of office.

STATEMENT OF ISSUE
The City Council is being asked to approve the appointments as follows:

Poet Laureate
Term 7/1/2022 – 6/30/2024

1. Suzanne Bruce
Youth Commission
Term 1/1/2022 – 12­31/2023

1. Gurmehar Atwal

2. Lucas Hulett

3. Wayne Lathrop
Planning Commission
Term 7/1/2022 – 6/30/2026

1. Don Greve

2. Shashi Paul

DISCUSSION
One seat is available for the Poet Laureate position for a two­year term of July 1, 2022, through June 30, 2024.

Eight seats are available for the Youth Commission for a two­year term of January 1, 2022, through December 31, 2023.

Two seats are available for the Planning Commission for a four­year term of July 1, 2022, through June 30, 2026.

Packet Page 449 of 1243

Agenda Item No: 11.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Minute Action Approving Mayor’s Appointments to the Poet Laureate, YouthCommission, and Planning CommissionRECOMMENDED ACTIONApprove appointments. Perform oath of office.STATEMENT OF ISSUEThe City Council is being asked to approve the appointments as follows:Poet LaureateTerm 7/1/2022 – 6/30/20241. Suzanne BruceYouth CommissionTerm 1/1/2022 – 12­31/20231. Gurmehar Atwal2. Lucas Hulett3. Wayne LathropPlanning CommissionTerm 7/1/2022 – 6/30/20261. Don Greve2. Shashi PaulDISCUSSIONOne seat is available for the Poet Laureate position for a two­year term of July 1, 2022, through June30, 2024.Eight seats are available for the Youth Commission for a two­year term of January 1, 2022, throughDecember 31, 2023.

Two seats are available for the Planning Commission for a four­year term of July 1, 2022, through June 30, 2026.

Councilmembers Moy and Panduro interviewed eight applicants on June 7, 2022. All the interviewed applicants listed above were recommended for appointment, and the recommendations were submitted to Mayor Harry Price for consideration.

Mayor Price agreed with the recommendations provided.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the mayor’s appointments, thereby leaving vacancies.

STAFF CONTACT
Esther Beavers, City Manager’s Office Assistant
(707) 428­7400
[email protected]
COORDINATED WITH
N/A
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/14/2022 ­ 2:29 PM
Packet Page 450 of 1243

Agenda Item No: 12.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022­153 of the City Council of the City of Fairfield Adopting a Successor Memorandum of Understanding between the City and the Fairfield Fire Managers' Association
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Adopt resolution for the new successor memorandum of understanding (MOU) between the City and Fairfield Fire Managers’ Association (FFMA) to reflect the amendments made to the agreement as a result of successful bargaining between the parties.

DISCUSSION
Bargaining was postponed for the MOU between the City and FFMA in the summer of 2021. The parties agreed that negotiations would be difficult because of the disruptions caused by the COVID­19 pandemic.  The parties agreed to extend the expiration date of the MOU from June 30, 2021, to June 30, 2022.

In September 2021, City and FFMA representatives began negotiating a successor MOU. The parties came to a negotiated settlement for the successor MOU and the members of FFMA have voted to ratify this new agreement.  Therefore, staff recommends the City Council adopt the resolution for the new successor MOU with FFMA. This report provides a summary of the amendments made to the successor MOU:

The new term of this successor MOU will begin in July 1, 2022, and expire on June 30, 2025.

Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are the following:
ꞏJuly 2022: 4.0%
ꞏJuly 2023: 3.0%
ꞏJuly 2024: 6.5%
Enhancements and clarifications were made to the following contract provisions:
ꞏBereavement Leave
ꞏHolidays
ꞏBedding
Packet Page 451 of 1243

Agenda Item No: 12.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022­153 of the City Council of the City of Fairfield Adopting a SuccessorMemorandum of Understanding between the City and the Fairfield Fire Managers'AssociationRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAdopt resolution for the new successor memorandum of understanding (MOU) between the City andFairfield Fire Managers’ Association (FFMA) to reflect the amendments made to the agreement as aresult of successful bargaining between the parties. DISCUSSIONBargaining was postponed for the MOU between the City and FFMA in the summer of 2021. Theparties agreed that negotiations would be difficult because of the disruptions caused by the COVID­19pandemic.  The parties agreed to extend the expiration date of the MOU from June 30, 2021, to June30, 2022.In September 2021, City and FFMA representatives began negotiating a successor MOU. The partiescame to a negotiated settlement for the successor MOU and the members of FFMA have voted to ratifythis new agreement.  Therefore, staff recommends the City Council adopt the resolution for the newsuccessor MOU with FFMA. This report provides a summary of the amendments made to thesuccessor MOU:The new term of this successor MOU will begin in July 1, 2022, and expire on June 30, 2025.Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are thefollowing:ꞏJuly 2022: 4.0%ꞏJuly 2023: 3.0%ꞏJuly 2024: 6.5%Enhancements and clarifications were made to the following contract provisions:
ꞏBereavement Leave
ꞏHolidays
ꞏBedding
ꞏPlans Examiner Certification
ꞏEducation Incentive
ꞏBattalion Chief Overtime Provisions
ꞏRetiree Healthcare Savings
The redlined successor MOU is attached to this report.

FINANCIAL IMPACT
The total cost over three years for the amendments made to the successor MOU between the City and FFMA is $609,781 mainly paid from the General Fund.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
City Council may not approve the new successor MOU between the City and FFMA and direct for City staff to negotiate different terms than stated above.

STAFF CONTACT
Farbod Pirouzmand, Director of Department of Human Resources (707) 428­7397
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office, Finance Department ATTACHMENTS:

Description
Proposed Resolution
FFMA Redlined MOU
REVIEWERS:

Reviewer Action Date
Pirouzmand, Farbod Approved 6/18/2022 ­ 2:40 PM
Romie, Patty Approved 6/20/2022 ­ 8:55 PM
Pirouzmand, Farbod Approved 6/21/2022 ­ 2:00 AM
Beavers, Esther Approved 6/21/2022 ­ 11:18 AM
Beavers, Esther Approved 6/21/2022 ­ 11:19 AM
Packet Page 452 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022-153

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD

ADOPTING A SUCCESSOR MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF FAIRFIELD FIRE MANAGERS’ ASSOCIATION

WHEREAS, the City Council of the City of Fairfield enacted the Employer-Employee Relations Resolution No. 2001-185, pursuant to the Meyers-Milias-Brown Act (MMBA), California Government Code Section 3500, et. Seq, and representatives of the city manager have met an d conferred in good faith with representatives of the Fairfield Fire Managers’ Association, the recognized employee organization for certain employees; and

WHEREAS, the Fairfield Fire Managers’ Association has held a successful ratification vote.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council approves the Memorandum of Understanding as outlined in Exhibit A for the Fairfield Fire Managers’ Association.

Section 2. The city manager is authorized and directed to do all things necessary to implement this resolution.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
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CITY OF FAIRFIELD

&
FAIRFIELD   FIRE MANAGERS’

ASSOCIATION
July 01, 2022 -
June 30, 2025

MEMORANDUM

OF UNDERSTANDING

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Table of Contents
Title                   Page Number
Article 1  Recognition        1
Article 2  Term         1
Article 3    Non Discrimination        1
Article 4  Dues Checkoff        2
Article 5  Probationary Period and Merit Review    2
Probationary Period       2
Merit/Review       2
Promotion/Demotion/Merit Dates    2
Article 6    Compensation/Wages      2
Article 7    Additional Compensation       3
Education Incentive      3
EMT Compensation       3
Extra Shifts       3
Meetings beyond normal week schedule    3
Call‐Outs       3
Strike Team        3
HazMat Team Leader      4
Plans Examiner      4
Article 8  Hours of Work/Shift Trades      4
Article 9  Leave         4
Holidays       4
Personal Leave      5
Vacation        6
Sick Leave       6
Bereavement Leave      7
Article 10  Health /Life Insurance, Other Benefits    8 Medical/Dental Program      8
Unused Contribution Distribution     8
Unreimbursed Medical Expenses and Childcare Expenses 8
Vision Care       9
Retiree Medical      9
Medicare       9
Life Insurance       9
Short Term Disability      10
Long Term Disability      10
Employees’ Deferred Savings Accounts    10
Car Allowance       10
Direct Deposit       10
Financial Consulting Service     10
Retiree Medical Expense Program    11
Article 11  Uniforms and Safety Equipment     11
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Uniform/Boot/Bedding Allowance/Meals    11
Article 12  Tuition Reimbursement      11
Article 13  Retirement/PERS       11
Article 14  Light Duty        12
Article 15  Grievance Procedure       13
Definition of Grievance     13
Purpose       14
Process       14
General Provisions      14
Article 16  Discipline Procedure       15
Definitions       15
Notice Procedures      16
Appeal of a Punitive Action     16
Response to a Proposed Disciplinary Action    18
Appeal of a Disciplinary Decision    19
Article 17  Drug and Alcohol Testing      20
Article 18  Employee Assistance Program (EAP)     20
Article 19  Layoff Procedure       20
Statement of Intent      20
Notification        20
Vacancy and Demotion     20
Seniority       21
Employment Status      21
Re‐employment List      21
Duration of Re‐employment List    21
Article 20  No Strike        22
Article 21  Management Rights       22
Article 22  Employee and Association Rights     23
Article 23  Separability and Integration       25
Article 24  Re‐Opener        25
Article 25  Me Too Clause       25
Signature Page          26

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MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF FAIRFIELD AND THE
FAIRFIELD FIRE MANAGERS ASSOCIATION
WHEREAS, the Fairfield Fire Managers Association (“FFMA” or the “Association”) represents all fire managers and supervisors, excluding the Fire Chief; and WHEREAS, the authorized representatives of the City and the authorized representatives of the Association have met and conferred pursuant to California Government Code Section 3500 et seq., and the City’s Resolution No. 2001‐185, in order to reach an agreement concerning wages, hours, and working conditions within the scope of representation; and
WHEREAS, the Association and the City hereby acknowledge that the provisions of this agreement are not intended to abrogate the authority and responsibility of the City Government provided for under the laws of the State of California or the ordinances and resolutions of the City Council; and
NOW THEREFORE, the City and the Association agree to this MOU as follows:

ARTICLE 1.  RECOGNITION
The Association is recognized by the City as the exclusive representative of sworn managers and supervisors at or above the rank of Battalion Chief, excluding the Fire Chief, in the Fairfield Fire Department. As such, the Association has the exclusive right to serve as the negotiating representative for all such employees, on matters within the scope of representation as defined by California Government Code section 3504.

The City’s Employee Relations Resolution shall govern City employment, unless the MOU conflicts, in which case the MOU shall control.

ARTICLE 2.  TERM
The terms of this agreement shall commence from, July 1, 2017  July 1, 20022 and end on June 30, 2021 June 30, 2025.

ARTICLE 3.    NON DISCRIMINATION
In the administration of this agreement, no person covered by this MOU shall be discriminated against because of race, national origin, religion, sex, sexual orientation, disability, age, marital status or on the basis of membership or non‐membership in the Association, or participation of the activities of the Association.

This MOU shall be administered and applied in a manner that complies with provisions of the federal, state and local disability and anti‐discrimination statutes. The City reserves the right to administer and interpret the agreement to ensure compliance with such laws.

This MOU provision shall not be interpreted to grant rights in addition to those conferred by federal, state and local laws
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ARTICLE 4.  DUES CHECKOFF
The City and the Association acknowledge that a dues checkoff procedure will be adopted pursuant to City Resolution No. 2001‐185.

ARTICLE 5.  PROBATIONARY PERIOD AND MERIT REVIEW
A.  Probationary Period
Fire Managers and Supervisors shall serve a probationary period of twelve months.

B.  Merit/Review
If appointed at (or promoted to) Step 1, employees are eligible for a merit review six months after the date the action becomes effective. If appointed above Step 1, the merit review will be twelve months from effective date.

C.   Promotion/Demotion/Merit Dates

1.    Promotion
Upon promotion the employee will receive the salary step of the new classification closest to 5% without going under 5%.

A promotion is defined as moving from one classification to another classification where the top step salary of the new classification exceeds the top step salary of the previous classification. Employees who are promoted will serve a 6 month probationary period.

2.    Demotion
Upon demotion, employees will go to the same step as they had in their previous classification prior to the promotion. Employees who are being demoted and have not held a previous classification with the City will be placed at the same step in the new classification as that held in the previous classification. A demotion is defined as moving from one classification to another where the top step salary of the new classification is less than the top step salary of the previous classification.

3.      Merit Date
the annual review date will change to correspond to the effective date of the promotion or demotion.

ARTICLE 6.    COMPENSATION/WAGES
A.   Wage Increases for the term of this MOU are effective as follows:

8.0% effective the first full pay period following City Council adoption of the successor MOU4.0% effective the first full pay period 4.0% effective the first full pay period in July, 2020.

A 4% wage increase to be paid on the first full pay period in July of 2022 A 3% wage increase to be paid on the first full pay period in July of 2023 Packet Page 458 of 1243Attachment 2 Page 5 of 31

A 6.5% wage increase to be paid on the first full pay period in July of 2024

B.   Total Compensation
The process for market comparison compensation adjustments ended with the final negotiated adjustment in 2007. The parties agree that the process for market comparison compensation adjustments, as described below expired June 30, 2008, and will not be implemented during the term of this MOU. The parties agree to leave in language from the expired MOU to describe the process for market comparison compensation adjustments, in the event the parties negotiate such compensation adjustments in a subsequent MOU. Retaining a reference to language for market comparison compensation adjustments is not grievable and does not obligate the City to implement such adjustments absent an explicit future agreement.

The City will gather compensation data for a top step Fairfield firefighter from each of the survey agencies listed in the policy adopted by Resolution No. 2000‐156. The internal salary relationships specified in Resolution No. 2000‐156 will be used in analyzing compensation for the FFMA classifications. If Fairfield firefighters’ total compensation is below the mean of the survey agencies, an adjustment will be made to bring total compensation to the mean of the survey agencies. The intent is for any adjustment to total compensation to go first toward salary and to maintain the internal salary relationships for Fire Managers.

If, as of March 31st of the year in which Total Compensation is analyzed, Fairfield Firefighters’ Total Compensation is 5.5% or more above the mean of the survey agencies, no adjustment will be made to Fairfield fie managers’ total compensation. If, as of March 31st of the year in which total compensation is analyzed and is less than

5.5% above the mean of the survey agencies, total compensation will be adjusted to

5.5% above the mean of the survey agencies.

The City will inform the FFMA on or between March 1st and May 31st whether or not an adjustment for that year is required under the MOU and the reason therefore. This total compensation adjustment will be effective the first full pay period of July of the year in which the adjustment is made. The parties agree that their intent is for the adjustment to go toward salary and to maintain internal salary relationships.

The FFMA and FPFA shall receive equivalent percentage adjustments to their total compensation during the effective dates of this MOU.

C.     Internal Alignments
The City agrees to maintain the following internal alignments:

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 Minimum of 15% between Fire Captain and Battalion Chief with comparable education.

 Minimum of 15% between Battalion Chief and Deputy Fire Chief.

ARTICLE 7.    ADDITIONAL COMPENSATION
Additional compensation to be paid to members represented by FFMA as follows:

A. Education Incentive

1.   Battalion Chiefs, and Deputy Fire Chiefs, and Fire Marshal who successfully complete all the
required courses for the Fire Officer Certificate or Fire Prevention Officer II  Fire Inspector 1 certification shall receive an educational incentive of 5% of base pay.

2.    Battalion Chiefs, and Deputy Fire Chiefs, and Fire Marshal who successfully complete all the
required courses for the Chief Fire Officer Certificate or Fire Prevention Officer III Fire Inspector 2 certification shall receive an educational incentive of 5% of base pay.

Maximum educational incentive shall be 10%.

B.          EMT compensation
Employees who maintain their EMT certification will receive 2.5% EMT pay which is paid on their base compensation including education incentives.

C.          Extra Shifts
Hour‐per‐hour pay, or CTO at the straight time rate.  Incumbents in the Battalion Chief position shall receive one and a half times the hourly rate of pay for working extra shifts or CTO at the premium rate.

D.          Meetings beyond normal work schedule
Hour‐per‐hour pay, or CTO at the straight time rate.

E.          Call‐outs
Hour‐per‐hour pay, or CTO with a four hour minimum at the straight time rate.

Incumbents in the Battalion Chief position shall receive one and one half times the hourly rate of pay or CTO at the premium rate for responding to call‐outs.

F.           Strike Team
Employees who are called out for strike team duty that is reimbursable by the State will receive their pay at time and a half while working on the strike team provided t Packet Page 460 of 1243Attachment 2 Page 7 of 31

that the City is reimbursed at the time and a half rate of pay. Should the State not reimburse the City at the time and a half rate, then the employee will be paid in accordance with the MOU at the straight time rate. Incumbents in the Battalion Chief position shall receive their pay at one and one‐half times their hourly rate of pay, regardless of State reimbursement for strike team duty.

Employee can choose whether they want CTO or pay at the straight time rate.

Employee may cash‐out CTO upon request.

G.           HazMat Team Leader
If a FFMA member fills the Solano County HazMat Team Leader position, that member will be paid a non‐PERS reportable stipend of $100 per month. The stipend will be paid in $50 increments in the first two pay periods of each month.

The stipend will be received indefinitely until the assignment ends. This compensation is conditioned on the City receiving reimbursement from Solano County.

The Solano County HazMat Board will evaluate the Solano County HazMat Team Leader appointment annually and will notify the City if there is a change in this assignment for any reason.

H.              Plans Examiner
Employees who successfully complete all the required courses for a Fire Plans Examiner Certification will receive 2.5% pay which is paid on their base compensation including education incentives.  This pay is in lieu of the EMT compensation.

ARTICLE 8.  HOURS OF WORK/SHIFT TRADES
Shift Trades
Battalion Chiefs will be allowed to have unlimited shift trades with the approval of their supervisor.

ARTICLE 9.  LEAVE
A.  Holidays
The following is a list of holidays that all employees of the bargaining unit are eligible to take from the date of hire: Those scheduled for a forty (40) hour work week may receive the  following paid holidays:

 New Year’s Day
 Martin Luther King Day
 President’s Day
 Memorial Day
 Juneteenth (Observed June 19)
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 Independence Day
 Labor Day
 Veterans Day (Observed Nov 11)
 Thanksgiving
 Day after Thanksgiving
 Christmas Eve
 Christmas Day
 New Year’s Eve
Holidays that fall on Saturday shall be observed on the previous Friday and holidays that fall on Sunday shall be observed on a succeeding Monday. Sequential holidays falling on Friday/Saturday or a Sunday/Monday shall be celebrated on a Friday and Monday.

1.  Paid Holidays Employees are eligible for paid holidays beginning the first date of hire.

To be eligible for holiday compensation (in‐lieu holiday credit), a new hire must be in a paid status on the regularly scheduled workday immediately preceding the observed holiday.

Classifications of employees who are required to work on holidays accrue holidays as cash payment, which shall be paid annually in the first regular paycheck in November. The accrual rate is 40 48 hours per year. (1.54  1.846 hours/pay period.) Fire Marshall will receive the paid holiday accrual pro‐rated at 50%.

Effective the first full pay period following City Council adoption of the successor MOU, Battalion Chiefs required to work on holidays will be compensated with an additional 6.4% of actual salary plus educational incentive.

Effective the first full pay period following City Council adoption of the successor MOU, the Fire Marshall, Deputy Chief and any other classifications who are assigned to an administrative schedule, will be compensated with an additional 6.4% of actual salary, plus educational incentive in lieu of receiving paid holidays or a vacation in lieu bank.

Compensation will be paid on a bi‐weekly basis. Employees who do not work the holiday will be required to use vacation or personal leave to cover the holiday.

Employees in this unit will receive 8 hours of time off to be used in lieu of the Columbus Day holiday. Up to 8 hours will be placed in this bank, the maximum accrual in this bank will be 8 hours per calendar year.

Employees in this unit who are subject to a 2080‐hour schedule will receive 16 hours of time off to be used in lieu of the Indigenous People’s Day/Columbus Day and Juneteenth holidays.  Up to 16 hours will be placed in this bank, the maximum accrual in this bank will be 16 hours per calendar year and these hours will not be subject to payout on an annual basis or at the time of an employee’s separation.  Employees in this unit that are subject to a 2912‐hour schedule shall receive a maximum bank of Packet Page 462 of 1243Attachment 2 Page 9 of 31

24 hours for the above two holidays and these hours will not be subject to pay out on an annual basis or allat the time of separation.

B.  Personal Leave
Employees are eligible to use personal leave as it is accrued, subject to the discretion of The Fire Chief. Annual amount available is 144.86 hours for Deputy Chiefs and Fire Marshal in lieu of premium overtime (accrues at 5.57 hours/pay period). Incumbents in the Battalion Chief position on suppression shift will have a maximum of 55.9 hours of personal leave.  Incumbents in the Battalion Chief position on administrative shift will have an annual maximum of 40 hours of personal leave. All personal leave accrued shall be 100% cashable. Upon separation from the City, employee is paid for any unused personal leave. The Fire Department will calculate and adjust hours to reflect shift differences.

C. Vacation
Vacation leave with pay shall accrue on the following basis.

Years of Service:     Number of Vacation Days Per Year:

From date of hire through 3rd      3.08 hours per pay period (ten (10) days per year)
Beginning 4th through 10th     4.62 hours per pay period (fifteen (15) days per year)
Beginning the 11th through 15th      6.15 hours per pay period (twenty (20) days per year)
Beginning the 16th through 20th    7.07 hours per pay period (twenty three (23) days per year)
Beginning the 21st and over    7.69 hours per pay period (twenty five (25) days per year)
The maximum vacation hours that may be accrued are 2.0 times the employee’s current annual rate.

During the first twelve (12) months of employment, no vacation may be taken. Upon completion of twelve (12) months of continuous full‐time service, vacation accrued during the previous twelve (12) month period may be taken. Vacation credits are earned during each anniversary year at the rate indicated above.

Upon separation from the City, employees shall be paid for any unused vacation credit.

D.  Sick Leave

1.  Accrual and Use
Employees shall receive twelve (12) working days of sick leave with pay for each full year, accrued biweekly at a rate of 3.70 hours per pay period. Employees are eligible to use sick leave as it is accrued. There shall be no limit on the amount of accumulated Packet Page 463 of 1243Attachment 2 Page 10 of 31

sick leave.

Sick leave shall be allowed and used solely for cases of actual personal sickness or disability, medical or dental treatment, or as authorized for other necessary health reasons and may be used by the employee for attendance upon a member of his/her immediate family seriously ill and requiring the care and attention by the employee.

Immediate family is defined as mother, mother‐in‐law, father, father‐in‐law, spouse, domestic partner, son, daughter, step child, brother, sister, grandparent, grandchild, foster parent, foster child, or a child for whom the employee is legal guardian. An employee intending to use sick leave for medical/dental appointments shall notify his/ her immediate supervisor in advance of the appointment.

Yearly Payoff: Except as herein provided, all employees may be paid annually on the first regular paycheck in November, twenty‐five percent (25%) of the unused sick leave earned during the previous twelve (12) month period, ending the last pay period in October.

Employees leaving City service at their own request shall be compensated for twenty‐ five percent (25%) of unused sick leave earned between the end of the past pay period the previous November and the date of termination. If an employee dies while in City service, his/her beneficiary shall be entitled to the same. Employees discharged from City service shall not be eligible for benefits as outlined in this paragraph.

2.   On an annual basis, for hours accrued above 500, employees must elect to receive a distribution of sick leave hours in cash or make a contribution to qualifying deferred compensation account or a Retiree Health Savings account (RHS), determined by employee.

If employees elect to receive cash for their excess hours, they will receive 50% of the value of those hours at their corresponding hourly base rate of pay.

If employees elect to contribute excess hours to a qualifying deferred compensations or RHS account, they will receive 75% of the value of those hours at their corresponding hourly base rate of pay.

3. Payoff with Death: If any employee dies after completing five (5) full years of employment, his/her beneficiary shall be entitled to reimbursement for fifty percent (50%) of his/her accumulated siSick Leave Cash Out upon Retirement
Employees who retire from City service have the following options for their sick leave balance upon retirement:

A. Employees may elect to receive cash for 50% of their current sick leave balance.

The remaining 50% of their bank will be credited to their CalPERS pension account for service credit.

B. Employees may elect to receive 75% of their sick leave balance in CalPERS service credit and receive the remaining 25% in cash.

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C. Employees may elect to receive 100% of their sick leave balance in CalPERS service credit.

D. Retiring employees who have reached maximum service credit will be eligible to receive 75% of their sick leave balance in cash.

4.    Payoff with Duties Related to Death: If an employee dies due to a duty‐related death, his beneficiary shall be entitled to reimbursement for one hundred percent (100%) of accumulated unused sick leave as approved by the Director of Human Reso      Sick Leave Cash Out upon Separation
Employees who separate from City service for any reason other than retirement shall receive 50% of their sick leave balance upon separation in cash.  Employees terminated or who resign in lieu of termination are not eligible for this benefit.

3 Separation Payoff:

i) 15 – 24 years of service    2.5% for each year of service ii) 25 years of service or more  3.0% for each year of service, up to 75%

5. Sick Leave Cash Out with Death
If an employee dies after completing one (1) full year of employment, his/her beneficiary shall be entitled to 50% of accumulated unused sick leave in cash.

6.   Sick Leave Cash Out with Duties Related to Death
If an employee dies due to a duty‐related death, his/her beneficiary shall be entitled to 100% of accumulated unused sick leave in cash.

An employee is eligible for an additional incentive payment of 10% if he or she has accrued a minimum of 8.1 days of sick leave for each year of service. In no event will the maximum cash out exceed 85%.

This calculation shall not be affected by “early distribution” sick leave credits made pursuant to section

20.D.6.

Early Distribution: Notwithstanding any other provision of this section, an employee with over 500 hours of sick leave as of the first regular paycheck in December shall receive a sick leave credit equal to the product of the hours over 500 and the pay rate then in effect, and such amount shall be contributed by the City to the Retiree Medical Expense Program pursuant to Section 13.N. The FFMA may change the threshold number of hours of sick leave in future years by notifying the Human Resources Department by December 1. At the time the employee’s separation payoff is computed pursuant to section 19.D.5, the difference between 100% and the computed separation payoff shall be multiplied by the number of “early distribution” sick leave hours that such employee received in previous years, and the product of the resulting numbers of hours and pay rate in effect upon separation shall be subtracted from the sick leave separation payoff computed pursuant to section 19.D.5. If insufficient sick leave hours remain at separation, resulting in an overpayment of sick leave hours previously transferred, the employee’s RHS account balance will be debited to reimburse the City for the over payment.

E.  Bereavement Leave
For employees that are assigned to a suppression shift, the Fire Chief may grant up to six Packet Page 465 of 1243Attachment 2 Page 12 of 31

(6) scheduled 24‐hour 24 hour shifts (144 hours total) of bereavement leave in the event of death
or serious traumatic injury in an employee’s immediate family. For purposes of this section immediate family is defined as mother, father, step‐mother, step‐father, mother‐ in‐law, father‐in‐law, spouse, domestic partner, son, daughter, brother, sister, foster, parent, foster child, stepchild, and child for whom the employee is the legal guardian, grandchild, or grandparents. Bereavement leave shall not be deducted from sick leave and shall not accrue to any employee as vested leave. The number of authorizations that may be made to an employee are not limited. For employees who are assigned to an administrative schedule, the Fire Department will calculate and adjust hours to reflect shift differences.

A “serious traumatic injury or illness” is defined as a sudden and unexpected event which requires prompt and immediate attention from the employee without delay. It may also include attending to the need of an immediate family member who is expected to die in the immediate future. Bereavement leave shall be taken immediately  within 30 days in conjunction with the event of the death or
serious traumatic injury or illness.

ARTICLE 10.  HEALTH/LIFE INSURANCE, OTHER BENEFITTS
A.   Medical/Dental Program
Full‐time employees are eligible for health and dental coverage beginning the first day, of the first month, after date of hire.

For the medical plan contribution: For the plan years of 2018, 2019 and 2020 the City will base its increase of monthly contribution to the employees medical plan on 50% of the increase or decrease of premium for the Kaiser $35 copay plan.

For the dental plan contribution: For the plan years of 2018, 2019 and 2020 the City will base its increase of monthly contribution to the employees dental plan on 50% of the increase of premium for the base Dental HMO plan.

The City shall not automatically assume responsibility for the increase in employee medical and dental premiums after the expiration of this Agreement.

The City will advise the bargaining unit of healthcare premium renewals and will schedule a meeting with the City’s Broker of Record to allow the unit to ask questions about the rates and plans.

B.   Unused Contribution Distributions
Any unused monthly health/dental premium contributions will be paid out with regular salary, or may be used for unreimbursed medical expenses or dependent care.

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Employees providing proof of other coverage may drop health/dental coverage and receive taxable income, at the January 2008 amount of $518.00 per month. Employees electing dental only receive $518.00 per month less the cost of the premium for the dental plan in which they have enrolled. Employees electing medical only do not receive any payments.

C.   Unreimbursed Medical Expenses and Childcare Expenses The City’s Cafeteria Plan provides for reimbursement of medical and dependent care expenses are to be paid on a non‐taxable basis. Allocation amounts must be determined at the beginning of the plan period. Services must be received during the plan period and any unused allocation will be lost. Coverage is extended to IRS approved medical and/or dependent care expenses.

D.   Vision Care
The City will pay the premium for vision care coverage under the VSP basic plan.

E.   Retiree Medical
Employees may continue enrollment in City retiree health plans at their option, and at their cost, upon retirement. Employees will be allowed a one‐time irrevocable election at the time of retirement to elect retiree coverage. Retirees may be enrolled in either the health or dental plans, or both. Retirement shall mean employees who retired from the City of Fairfield with a PERS retirement at the time of separation and who remain continuously retired under PERS.

Retirees are responsible for paying the full cost of the premium by the due date set by the City. If payment is not timely received, the retiree and any spouse or dependent, shall be terminated from the program without right to re‐enroll at a later date.

Retirees must enroll in a Medicare‐supplement plan when they become eligible for Medicare, presently at age 65. Failure to enroll in a Medicare‐supplement plan will result in termination from the program. The Medicare premium is the responsibility of the retiree.

In the event of a death of a retired employee, the surviving spouse and dependents who are participating in the city plan at the time of death of the retired employee, may continue on the City health insurance plan at his/her own cost under COBRA regulations only, subject to plan restrictions and conditions.

For all retirees, once health and dental coverage is terminated, it cannot be later reinstated.

F.   Medicare
All employees hired on or after April 1, 1986 shall contribute a portion of their gross salary (1 45%) for Medicare coverage as determined by federal regulations.

G.   Life Insurance
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For Basic life insurance, employees covered by this MOU will be eligible the first day of the first month after date of hire. The City will pay in full an amount equal to 1.5 times the annual salary rounded to the next $1,000 for a Life and Accidental Death/Dismemberment insurance policy to a maximum of $150,000.

Employees covered by this MOU will be able to purchase coverage equal to six times their annual salary of basic life insurance and supplemental life insurance combined.

Health questionnaires are required for the purchase of the Supplemental Life Insurance.

H.   Short Term Disability
The City administers the self‐funded Short‐Term Disability (STD) plan. The STD benefit schedule shall match the State Disability Insurance (SDI) benefit schedule. The benefit commences after a 7‐day waiting period, or immediately, if hospitalized. Coverage is for non‐industrial injuries for a maximum of 180 days. The current premium is $6.00/month paid on an after‐tax basis by the employee. An employee is eligible the first of the month after three (3) months continuous employment. STD payments received are non‐ taxable, as permitted by law. The premium may be adjusted annually based upon an actuarial study.

I.    Long Term Disability
Employees will be eligible the first day of the first month after date of hire. There will be a 180 day waiting period after the date of the injury or illness causing the disability before employees are eligible for benefits. The maximum benefit will be equal to 60% of salary, subject to the benefit maximum. Coverage will be continuous to age 65+.

J.    Employees’ Deferred Savings Accounts
401(a)
Employees will be eligible effective on their date of hire. Total contributions are limited to the amount specified by Federal law. If an employee elects to enroll in the 401(a) plan, the City contribution is 4.00% and the employee mandatory contribution is 4.10%. 457
Employees will be eligible effective on their date of hire. Total contributions are limited to the amount specified by Federal law. The City’s contribution to the 457 will be 3.20%; the employee contribution will be optional. However, if an employee chooses not to participate in the 401(a), the City 4.00% contribution will be added to the 457 contribution, but only if the employee contributes at least 4.10%.

K.   Car Allowance
Chief Officers shall receive a $200 per month automobile allowance, or at the Chief’s discretion a take home vehicle provided by the City. The purpose of the take home vehicle is to provide emergency coverage chief officer coverage as necessary. This designation will not impact the auto allowance.

L.   Direct Deposit
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Upon written request from an employee, their paycheck shall be directly deposited in an approved bank, savings and loan or credit union.

M.   Financial Consulting Service
Optional enrollment; enrollment irrevocable while employed with the City; current services provided through the Association with Benefits Communication Network (BCN); employee pays $24 per year.

N.   Retiree Medical Expense Program
The City provides a Retiree Medical Expense Program via ICMA VantageCare. The Retiree Medical Expense Program shall have the following attributes: tax‐free treatment of health benefits, tax‐deferred treatment of earnings and payments, ability to charge any health premiums and unreimbursed health costs (not just City health plans), assets remaining after employee’s death go to spouse/dependents. During the term of this agreement, the City shall contribute $50.00 per month per employee toward this program. During the term of this agreement, the City will work with ICMA for FFMA employees to contribute 2.3% of their base salary toward this program.

ARTICLE 11.  UNIFORMS AND SAFETY EQUIPMENT
Uniforms damaged in the line of duty shall be replaced or repaired in accordance with existing policy.

Equipment which is damaged or lost will be replaced or repaired in accordance with existing policy.

Uniform/Boot/Bedding Allowance/Meals
A.  The annual uniform allowance is $1,250 and is paid on a prorated basis each pay period. The uniform allowance shall be reported to PERS for Classic members as special compensation pursuant to PERS regulations.

B.   The City will provide the Battalion Chiefs and Deputy Chiefs assigned to 24‐hour shifts with an initial issue of two (2) sets of fitted sheets and pillow covers, two (2) blankets, and one (1) pillow. The City will pay each Battalion Chief assigned to 24‐hour shifts $150 per year, on a bi‐weekly basis, for the cost of cleaning and replacement of the bedding.

C.   Employees who work two consecutive 24 hour shifts understand that their meals are not provided by the City. Employees are required to contribute to their Station’s “meal mess fund” to provide themselves with meals during their shifts.

ARTICLE 12.  TUITION REIMBURSEMENT
The City will provide a tuition and books reimbursement program for educational activities which are directly job‐related and approved in advance by the Fire Chief, subject to reimbursement guidelines established by the City’s Director of Human Resources.

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Employees shall be entitled to tuition reimbursement for undergraduate courses in pursuit of a BA or BS degree and graduate courses in pursuit of a Master’s Degree. The amount for reimbursement shall be a maximum of $4,000 annually.

ARTICLE 13.  RETIREMENT/PERS
A.   For employees hired by the City before August 26, 2012, the City’s contract with the Public Employees’ Retirement System (PERS) provides for the following benefits to the extent provided by the Public Employee Retirement Law (“PERL”):
 3.0% @ 50 retirement formula (GC 21362.2)
 Death Benefits — Basic Level (GC 21532)
 1959 Survivor’s Benefits (Level IV) (GC 21574)
 Continuation of Pre‐Retirement Death Benefits After Remarriage of Survivor (GC 21551)
 PERS unused sick leave credit option (GC 20965)
 Single highest year coverage (GC 20042)
 Military service credit as public service (GC 21024)
 Employee Sharing Cost of Additional Benefits (GC 20516) Subject to the agreement in advance by all bargaining agents representing employees classified by PERS as Fire Safety, the City will amend its contract with CalPERS to provide new hires (as described below) with the following PERS retirement features:
 3.0% @ 55 retirement formula (GC 21363.1)
 Death benefits — Basic Level (GC 21532)
 1959 Survivor’s benefit (Level IV) (GC 21574)
 Continuation of Pre‐Death Retirement Death Benefits After Remarriage of Survivor (GC 21551)
 PERS unused sick leave credit option (GC 20965)
 Three Year Average (GC 20037)
 Military service credit as public service (GC 21024)
The foregoing benefits apply to employees hired on or after the effective date (August 26, 2012) on which the City PERS contract amendment providing such benefit takes effect and will apply to the extent provided by PERS and the PERL.

A.    The employee contribution rate shall be 11.25%. Effective in the first full pay period upon Council adoption, the employee will pay an additional 2.5% of pensionable wages to fund the Classic employee contribution for a total of 9.25%, and an additional 1% beginning the first full pay period in July 2019 and July 2020.

At the end of the contract the total employee contribution will be 11.25%.

B. Employer paid member contribution (EPMC) is reported to PERS as salary for PERS retirement purposes only
C. Employee contributions will be paid pre‐tax under IRS section 414 (h) (2).

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ARTICLE 14.  Light Duty
Light duty may be provided for employees who are unable to work due to injury or illness from either industrial or non‐industrial causation. Further, workers’ compensation law and disability plans provide that an employee is not entitled to temporary disability benefits if suitable light duty work is available. The basic principles are as follows:
 The employee is temporarily not able to resume full duty, but is capable of performing some work duties.
 The employer may develop a light duty work assignment commensurate with the employee’s temporary work restriction.
 If the employer is unable to offer light duty work, the employee is entitled to continued temporary disability benefits until the employee is able to resume normal duties, or is permanent and stationary, whichever is earlier.  If the employee declines suitable light duty work, the employee is no longer entitled to temporary disability benefits.

It is the City’s policy to temporarily provide light or modified duty work assignments, when possible to all injured employees until they can return to full work status. However, the City is under no obligation to provide light or modified duty if there is none available.

A physician may return an injured employee to duty with work restrictions prior to releasing the employee to his/her regular full work duties. It is important that the treating physician understand the physical job demands of the injured worker in order to prescribe the proper work restrictions. The City must communicate to the treating physician the essential functions of the job classification is that necessary work restrictions may be determined. Risk Management consults with the physicians to provide this information on an as needed basis.

A “light duty” assignment is made when an employee’s work restriction (s) can be temporarily accommodated within his/her normal duties. A “modified duty” assignment is made when an employee’s work restrictions(s) is considered to be permanent and their position duties are accommodated to allow for the work restriction.

Under this policy, Supervisors have the added responsibility to ensure that any and all work restrictions specified by the treating physician are rigidly adhered to and enforced during the period of light or modified duty assignment, and employees are required to adhere to the work restrictions.

Light and/or modified duty assignments shall be considered flexible and adaptable to meeting the particular needs of both the disabled employee and the department. This may include assignments of less than eight (8) hours a day, frequent breaks, the use of modified work stations, and so forth. Each situation will be evaluated on an as‐needed basis. The assignment of a light or modified duty position shall not be considered a permanent job placement.

If an employee is released by his or her treating physician to light or modified duty, Risk Management follows up with the department to determine whether the employee can be returned to work in a light duty mode. If the department does not have a light or modified duty assignment for the employee, the employee receives temporary disability payments for Packet Page 471 of 1243Attachment 2 Page 18 of 31

industrial injury or illness, and may be eligible for short term disability benefits for non‐ industrial injury. The City may assign employees to light duty work in other departments or divisions provided that the work duties are appropriate for the skills of the employee and the work restrictions.

ARTICLE 15.  GRIEVANCE PROCEDURE
A.  Definition of Grievance
A grievance is defined as an allegation by the Association or an individual covered by the Memorandum of Understanding (MOU) that the City has violated: (a) an express term of the MOU; (b) a written personnel rule or regulation in the City; or, (c) an established City policy governing personnel practices or working conditions.

B.  Purpose
It is the intent of the parties to deal with and settle grievances informally, promptly and fairly, and at the nearest practical organizational level.

C.  Process
In any instance of a grievance, the employee or employees concerned shall first make efforts to resolve such grievance informally with their immediate supervisor within twenty (20) calendar days following the occurrence of the events on which the grievance is based.

1.   First Step
If a mutually satisfactory solution of a grievance is not reached after informal discussion with the immediate supervisor then the aggrieved party shall submit a formal written grievance to the immediate supervisor within five (5) working days.

The immediate supervisor must submit a written response within five (5) working days.

2.  Second Step
If the grievant is not satisfied with the supervisor’s response, the grievant(s) may advance the grievance to the second level supervisor within five (5) working days.

The second level supervisor shall consider the matter and submit a written response within five (5) working days after receiving the grievance.

3.   Third Step
If the grievant is not satisfied with the second level supervisor’s response, the grievant may advance the grievance to the Fire Chief within five (5) working days after receiving the second level supervisor’s response. The Fire Chief shall consider the matter and submit a written response within five (5) working days after receiving the grievance.

4.   Fourth Step
If the grievant is not satisfied with the Fire Chief’s response, the grievant may Packet Page 472 of 1243Attachment 2 Page 19 of 31

advance the grievance to the City Manager within five (5) working days after receiving the Fire Chiefs response. The City Manager (or designate) shall consider the matter, and may hold a hearing at his/her discretion and submit a written response within ten (10) days after receiving the grievance. The decision of the City Manager shall be final.

D. General Provisions

1.   Consolidation of Grievances
In order to avoid the necessity of processing numerous similar grievances, a single “class grievance” may be filed by employees who are within a single department. The City also reserves the right to consolidate responses to such grievances.

2. Requirements for Written Grievances
Grievances must contain the following information in order to be considered: (a) the grievant’s name, signature and classification; (b) a list of those specific policies or MOU provisions alleged to have been violated; (c) a statement of the facts and circumstances supporting the grievances; (d) a description of all relief requested; and (e) the address where the grievant wishes the grievance to be postmarked.

3.   Receipt of Grievance
A grievance shall be considered “received” within five (5) days of being postmarked to the address specified by the grievant.

4.   Time Limitations
Any time limit or stage of procedure specified in this section may be waived or modified upon the written consent of all parties involved. If a grievant fails to advance the grievance to the next step, as specified in this procedure, the grievance shall be considered withdrawn. If the City fails to respond within the time specified in this procedure, the grievance shall be considered advanced to the next step.

5.   Scheduling
During the determination of a grievance herein, there shall be no interruption of scheduled work relating to the grievance. Whenever reasonably feasible, grievances shall be handled during the regularly scheduled working day hours of the parties involved, and at a mutually convenient time for all affected parties.

6.   Advances
With the written consent of the City, grievances may be submitted directly at Step 3 or 4 of the grievance procedure.

ARTICLE 16.  DISCIPLINE PROCEDURE
The following discipline and administrative appeal procedure is adopted pursuant to Government Code § 3254.5 of the Firefighters Procedural Bill of Rights Act (“Act”). It is intended Packet Page 473 of 1243Attachment 2 Page 20 of 31

to be interpreted and applied consistent with the Act. This procedure does not apply to any employee who has not completed the established probationary period.

A.   Definitions

1.   For purposes of this procedure, the term “firefighter” means an employee who is considered a “firefighter” under Government Code § 3251(a) except for the Fire Chief. The classifications of employees who are firefighters include: Battalion Chief, Fire Marshall and Deputy Fire Chief.

2.   The term “punitive action” means any action defined as such by Government Code § 3251(c). At the time this procedure was adopted, “punitive action” was defined to mean any action that may lead to dismissal, demotion, suspension, reduction in salary, written reprimand, or transfer for purposes of punishment. Punitive Action does not include counseling, instruction, or informal verbal admonishment by, or other routine or unplanned contact with, a supervisor or any other firefighter.

3.   “Day” for purposes of this procedure shall refer to Monday through Friday working days, excluding City Holidays, of the party whose response or action is pending, except as otherwise indicated.

B.   Notice Procedures

1.   The immediate supervisor shall meet with an employee to discuss a proposed punitive or discipline action after notifying the employee in writing that such a meeting is being held for the purposes of ascertaining whether action is appropriate.

2.   After any meeting held under paragraph B.1, the supervisor shall notify the employee of the proposed punitive or disciplinary action in writing containing at least the following:
a. A description of the action proposed to be taken;

b. A statement of the reasons for such action, including the acts or omissions on which the disciplinary action is based;

c. A statement advising the employee of the right to respond, either verbally or in writing, to the proposed discipline; and

d. A statement that a copy of the materials upon which the action is based is attached or available for inspection upon request.

e. If the employee disagrees with the proposed disciplinary action, the employee may, within five (5) days of receiving the written notice, respond and/or appeal, as provided below.

C.   Appeal of a Punitive Action Not Involving Discharge, Demotion or Suspension of a Firefighter for More than One (1) Shift.

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Pursuant to Government Code § 11445.20, the following informal hearing procedure will be utilized for an appeal by a firefighter of a punitive action not involving a discharge, demotion or a suspension greater than one (1) shift.

1.   Notice of Appeal
Within five (5) days of receipt by a firefighter of notification of punitive action as set forth above, the firefighter shall notify the Fire Chief or his/her designee in writing of the firefighter's intent to appeal the punitive action. The notice of appeal shall specify the action being appealed and the substantive and procedural grounds for the appeal. The firefighter may waive the informal hearing provided under this Section C of Article 40 and request the Presiding Officer to issue a decision based on the written record.

2.   Presiding Officer
In an informal hearing, the Fire Chief or his/her designee shall be the Presiding Officer. The Fire Chief or his/her designee shall conduct the informal hearing in accordance with these procedures. The determination of the Fire Chief shall be final and binding. If the Fire Chief cannot serve as the Presiding Officer because of actual bias, prejudice or interest as defined by Government Code §11425.40, then the City Manager or his/her designee shall serve as the Presiding Officer. In such cases, the determination of the City Manager or designee shall be final and binding.

3.   Burden of Proof
The Department shall bear the burden of proof at the hearing. a. If the action being appealed does not involve allegations of misconduct by the employee, the limited purpose of the hearing shall be to provide the firefighter the opportunity to establish a record of the circumstances surrounding the action. The Department's burden of proof shall be satisfied if the Department establishes by a preponderance of the evidence that the action was reasonable. The Department's burden of proof may be satisfied even though reasonable persons may disagree about the appropriateness of the action.

b. However, if the punitive action involves charges of misconduct, the Department shall have the burden of proving, by a preponderance of the evidence, the facts which form the basis for the charge and that the punitive action was reasonable under the circumstances.

4.   Conduct of Hearing
a.   The formal rules of evidence do not apply, although the Presiding Officer shall have discretion to exclude evidence which is incompetent, irrelevant or cumulative, or the presentation of which will otherwise consume undue time.

b.  The parties may present opening statements.

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c.  The parties may present evidence through documents and testimony. 1) Witnesses, if any, shall testify under oath.

2) Subpoenas may be issued pursuant to Government Code §§ 11450.05 — 11450.50.

3) The parties shall not be entitled to confront and cross‐examine witnesses. The Presiding Officer may question or request clarification from any witness.

4) Following the presentation of evidence, if any, the parties may submit oral and/or written closing arguments for consideration by the Presiding Officer.

d. Recording of the Hearing
The hearing may be recorded electronically, including recording by tape recorder. Upon mutual agreement the hearing will be stenographically recorded by a certified court reporter. The per diem cost of the court reporter shall be borne equally by the parties. The cost to receive a transcript of the hearing shall be borne by the party requesting the transcript.

e. Representation
The firefighter, at his or her request, may be represented by an association representative or attorney at all stages of the proceedings. All costs associated with such representation shall be borne by the firefighter. The firefighter’s choice of representative will only be limited as permitted by law.

f. Decision
The decision shall be in writing pursuant to Government Code §11425.50. The decision shall be served by first class mail, postage pre‐paid, upon the firefighter as well as his/her attorney or representative, shall be accompanied by an affidavit or certificate of mailing, and shall advise the firefighter that the time within which judicial review of the decision may be sought is governed by Code of Civil Procedure § 1094.6.

D.   Response to a Proposed Disciplinary Action Involving Discharge, Demotion or Suspension for More than One (1) Shift.

1. Pre‐Disciplinary Response
In those instances where the procedures in Government Code §§ 11400, et seq., are inapplicable, a firefighter may respond to a proposed disciplinary action to the Fire Chief or designee orally, in writing or both. If the firefighter requests a meeting to orally respond to the proposed discipline, the Fire Chief or his/her designee shall meet with the employee within ten (10) days of receiving the request.

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2. Decision
The Fire Chief or his/her designee shall issue his/her decision in writing within ten (10) days of the later occurrence of (a) receipt of the employee’s written response or (b) meeting with the employee to hear the employee’s oral response to the proposed discipline. If the employee fails to timely respond either orally or in writing to the notice of proposed discipline, the employee will be deemed to have waived his/her right to respond to the proposed discipline. The Fire Chief or his/her designee shall issue a written decision regarding the proposed discipline, even if the employee fails to timely respond to the proposed discipline.

3. Post Disciplinary Appeal
If the decision of the Fire Chief or his/her designee is to proceed with disciplinary action involving discharge, demotion or suspension of a firefighter for more than one (1) shift, the discipline may be imposed not sooner than 48 hours after notifying the firefighter, subject to the right of appeal under Section E of this Article 40.

E.   Appeal of a Disciplinary Decision Involving Discharge, Demotion or Suspension of Firefighter for More than One (1) Shift.

In those instances where the procedures in Government Code §§ 11400, et seq., are inapplicable to an administrative appeal, the administrative appeal shall be conducted in accordance with Chapter 5 (commencing with Section 11500) of Part 1 of Division 3 of Title 2 of the California Government Code.

1. Notice of Discipline as Accusation
The final notice of discipline which may be issue at the conclusion of any pre‐ disciplinary procedures shall serve as the Accusation as described in Government Code §§ 11500, et seq. The notice shall be prepared and served in conformity with the requirements of Government Code §§11500, et seq.

2. Administrative Law Judge
Except as otherwise mutually agreed, an administrative law judge will preside over and will hear the appeal case sitting alone, pursuant to Government Code § 11512 (a). The administrative law judge shall rule on the admission and exclusion of evidence and shall exercise all other powers relating to the conduct of the hearing.

3. Waiver of Administrative Law Judge
Pursuant to Government Code § 11445.40, the firefighter may waive use of an administrative law judge and elect to have the hearing conducted by a neutral hearing officer. The parties may mutually agree to a hearing office or may select a hearing officer from a list of seven (7) potential hearing officers provided by the California State Mediation and Conciliation Service. If a list is secured, a coin flip will determine which party will strike the first name from the list and then the parties will alternate strike until only one name remains. That person shall be designated as the hearing officer. Except as otherwise mutually agreed, the hearing officer will Packet Page 477 of 1243Attachment 2 Page 24 of 31

preside over and hear the appeal case sitting alone.

4. Time and Place of Hearing
Pursuant to Government Code § 11508, unless otherwise mutually agreed, a hearing shall be conducted in the City of Fairfield, at an appropriate City facility.

5. Notice of the Hearing
Notice of the hearing shall be provided to the parties pursuant to Government Code § 11509.

6. Expenses
Except as otherwise required by law, the fees and expenses of the hearing officer/administrative law judge and court reporter shall be borne equally by the parties. Other expenses shall be borne by the party incurring them and neither party shall be responsible for the expenses of witnesses called by the other. A party requesting a transcript to the hearing shall bear the cost thereof.

7. City Manager’s Decision
The hearing officer/administrative law judge shall make a recommendation to the City Manager or designee to sustain, modify, or reverse the disciplinary action, pursuant to Government Code § 11517(c). A copy of the recommendation will be given to the employee. The City Manager or designee may accept, reject or modify the recommendation of the hearing officer/administrative law judge. Such acceptance, rejection, or modification taken shall be final. Judicial review of the City Manager's decision may be had pursuant to Government Code § 11523.

ARTICLE 17.  DRUG AND ALCOHOL TESTING
The parties will follow the City of Fairfield Reasonable Suspicion Drug and Alcohol Testing Policy and Procedure as specified for City of Fairfie1d employees.

ARTICLE 18.     EMPLOYEE ASSISTANCE PROGRAM (EAP)
The Fire Chief and department managers may require employees covered by the Association to attend an EAP counseling session(s) during working hours. The purpose of the session(s) is to assist the employee in receiving advice about workplace issues.

ARTICLE 19.  LAYOFF PROCEDURE
A.   Statement of Intent
If it becomes necessary for the City to abolish any position, the employee holding such position or employment may be laid off or demoted. Such layoffs shall not be considered disciplinary actions for appeal purposes.

B.  Notification
Employee to be laid off or demoted shall be given, whenever possible,  at least thirty (30) calendar days prior written notice. In lieu of the thirty days written notice, the City may Packet Page 478 of 1243Attachment 2 Page 25 of 31

choose to give the laid off employee up to 30 days severance pay.

C.  Vacancy and Demotion
Except as otherwise provided, whenever there is a reduction in the work force, the appointing authority shall first demote to a vacancy, if any, in a lower class for which the employee is qualified. All persons so demoted shall have their names placed on the re‐ employment list.

When the Director of Human Resources believes that the best interest of the City requires the retention of employees with special qualifications, characteristics, skills and fitness for the work, the Director of Human Resources may prepare a written request to the City Manager to grant an exception to the order of layoff after consultation with representative of the recognized employee association.

An employee affected by the layoff shall have retreat rights to displace an employee in the same department who has less seniority in a lower class in the same class series or in a lower classification in which the affected employee once had permanent status. For the purpose of this section, seniority includes all periods of full‐time service at or above the classification level where the layoff is to occur.

D.  Seniority
In order to retreat to a lower class an employee must request displacement action in writing to the Human Resources Department within five (5) business days of receipt of the notice of layoff.

Employees retreating to a lower or similar class shall be placed at the salary step representing the least loss of pay. In no case shall the salary be increased above that received in the class from which the employee was laid off. Employees retreating to a lower or similar class shall serve a probationary period in the new class unless they have previously successfully completed a probationary period in the class.

E.   Employment Status
In each of the positions, employees shall be laid off according to employment status in the following order: temporary, provisional, probationary, and permanent.

Temporary, provisional, and probationary employees shall be laid off according to the needs of the service as determined by the appointing authority.

Employees shall be laid off in inverse order of seniority in City service.

F.   Re‐employment List
The names of persons laid off or demoted in accordance with these rules shall be entered upon a re‐employment list. Such list shall be used by the appointing authority when a vacancy arises in the same or lower class position before certification is made from the Packet Page 479 of 1243Attachment 2 Page 26 of 31

eligible list.

G.  Duration of Re‐employment List
Names of persons laid off shall be carried on a re‐employment list for two (2) years, except that persons appointed to permanent position of the same level as that which laid off, shall, upon such appointments, be dropped from the list. Persons who refuse re‐employment shall be dropped from the list. Persons re‐ employed in a lower class shall be continued on the list for a higher position for two (2) years. All persons re‐ employed after one (1) year shall be required to serve a new probation period.

ARTICLE 20.  NO STRIKE
The Association, on its own behalf and on behalf of the unit employees it represents, agrees that during the term of this MOU, and throughout all periods when there is any effort or procedure underway to arrive at a successor Agreement, and during any period when the law prohibits strike activity, there will be no strike, work stoppage, concerted unauthorized absences, slow‐down, or refusal to cross picket lines of any sort, and that the Association will not directly or indirectly encourage or condone such actions by unit employees.

Any bargaining unit member violating this provision shall be subject to disciplinary action, up to and including termination of employment.

This provision may be specifically enforced in any court of competent jurisdiction.

ARTICLE 21.  MANAGEMENT RIGHTS
A.  The Association recognizes that the City retains, whether exercised or not, solely and exclusively, all express and inherent rights and authority pursuant to law with respect to determining the level of and the manner in which the City’s fire protection activities are conducted, managed, and administered, and the Association recognizes the exclusive rights of the City to establish and maintain Departmental rules and procedures for the administration of the Fire Department during the term of this Agreement, provided that such rules and procedures do not violate any of the specified express provisions herein.

B.  The City retains the exclusive right and authority to schedule work and/or overtime work as required in the manner most advantageous to the City.

C.  It is understood by the parties that every incidental duty connected with operations enumerated in job descriptions is not always specifically described, nevertheless, it is intended that all such duties shall be performed by the employee.

D.  The City reserves the right to discipline or discharge employees for cause, subject to the City’s discipline procedures. The City reserves the right to lay off personnel in accordance with the City’s procedures, and as established in this MOU.

E.  The City shall determine work assignments, and establish methods and processes by Packet Page 480 of 1243Attachment 2 Page 27 of 31

which assignments are performed.

F.  The City shall have the right to transfer or reassign employees within the Fire Department in a manner most advantageous to the City.

G.  Except as otherwise specifically provided in this Agreement, the City retains unqualifiedly all rights and authority to which by law the City is entitled.

H.  The City shall have the authority to affect reorganization of the Fire Department.

I.   The Association recognizes that the City has rights and obligations in contracting for matters related to municipal operations. The right of contracting or subcontracting is vested exclusively in the City.23

J.  The Association pledges cooperation to increasing Departmental efficiency and effectiveness. Any and all rights concerning the management, organization, and direction of the Fire Department shall be exclusively the right of the City unless otherwise provided by the express terms of this Agreement as permitted by law.

ARTICLE 22.  EMPLOYEE AND ASSOCIATION RIGHTS
A.   The Association and covered employees shall have those rights conferred by the Meyers‐ Milias‐Brown Act, Government Code section 3500, et seq.

B.   Employees shall not have any formal punitive personnel action taken which will result in any loss of pay or benefits, unless the employee is notified in writing as to the reason or reasons thereof and given reasonable opportunity to respond. Nothing in this clause shall prevent the City from rejecting without cause an employee during probationary status.

C.   Formally recognized employee organizations may select not more than two (2) employee members of such organizations to attend scheduled meetings with the Municipal Employee Relations Officer or other management officials on subjects within the scope or representation during regular work hours without loss of compensation.

Where circumstances warrant, the Municipal Employee Relations Officer may approve the attendance of additional employee representatives with or without the loss of compensation. The employee organization shall, whenever practicable, submit the names of all such employee’s representatives to the Municipal Employee Relations Officer at least three (3) calendar days in advance of such meetings. Provided further:

1. that no organization representative, who is a City employee, shall leave his or her duty or work station without specific approval of the Department Head or other authorized City Management official;

Packet Page 481 of 1243Attachment 2 Page 28 of 31

2. that any such meeting is subject to scheduling by City management in a manner consistent with operations and work schedules; and,

3. nothing provided herein, however, shall limit or restrict City management from scheduling such meetings before or after regular duty or work hours under appropriate circumstances. No compensation shall be paid City employees for any meetings or related work conducted out of the normal working hours.

D.  Reasonable access to employee work locations shall be granted officers of recognized employee organizations and their officially designated representatives, for the purpose of processing grievances or contacting members of the organization concerning business within the scope of representation. Such officers or representatives shall not enter any work location during normal duty hours without the consent of the Department Head or the Municipal Employee Relations Officer. Such consent shall not be unreasonably withheld. Access shall be restricted so as not to interfere with the normal operations of the department or with established safety or security requirements.

Solicitation of membership and activities concerned with the internal management of an employee organization, such as collecting dues, holding membership meetings, campaigning for office, conducting elections and distributing literature, shall not be conducted during normal business hours.

E.   Recognized employee organizations may, with prior approval of the Municipal Employee Relations Officer or Fire Chief, be granted use of the City facilities during off‐duty hours for meetings of City employees provided such space is available. All such requests shall be in writing and shall state the purpose or purposes of the meeting. The City reserves the right to assess reasonable charges for the use of such facilities.

The use of City equipment other than items normally used in the conduct of business meetings, such as desks, chairs and blackboards, is strictly prohibited, the presence of such other equipment in approved City facilities notwithstanding.

F.   Recognized employee organizations may use portions of City bulletin boards under the following conditions:

1.   Prior to posting, all materials must receive the approval of the Department or Division head in charge of the departmental bulletin board. Should the department head not approve any item for posting, and if after discussing the matter with the employee organization representative a disagreement still remains, then the matter shall be referred to the Municipal Employee Relations Officer for determination.

2.   All materials must be dated and must identify the organization that published same.

3.   Unless special arrangements are made, materials posted must be removed thirty‐ Packet Page 482 of 1243Attachment 2 Page 29 of 31

one (31) days after publication date.

4.   The City reserves the right to determine where bulletin boards shall be placed and what portion of them are to be allocated to employee organizations’ material.

5.   An employee organization that does not abide by these rules shall forfeit its right to have materials posted on city bulletin boards.

G.   The parties recognize that a substantial body of statutory and case law has developed relative to the rights and obligations of an employer and the employees pursuant to the Meyers‐Milias‐Brown Act. It is agreed by both parties that each will be bound by applicable statutory and case law. It is also agreed in the interest of maintaining improved employer/employee relations, that each party will make a good faith effort to respect the rights of the other party at all times during the life of the Agreement.

ARTICLE 23  SEPARABILITY AND INTEGRATION
Except as specifically provided herein, if any article or provision of this Agreement, or any portion thereof is in conflict or inconsistent with applicable laws, or otherwise held to be invalid or unenforceable by any tribunal of competent jurisdiction, such article or provisions, or portion thereof shall be suspended and superseded by such applicable law and the remainder of such article, provision, or portion thereof of the Agreement shall not be affected thereby.

ARTICLE 24  RE‐OPENER
The City will meet and confer with FFMA representatives, upon request, in the event that the City makes any changes in the FPFA agreement during the term of the FFMA agreement in any of the following MOU provisions: Wages; Health and Dental; PERS; Uniform Allowance; Life Insurance; Sick Leave; Vacation. Such requests to meet and confer must be made within the earlier of 30 calendar days following (1) the effective date of a covered change or (2) knowledge of a covered change by any officer, steward or representative of FFMA. An FPFA MOU change will not have an impact on the FFMA MOU, and will not be subject to the duty to meet and confer, if it does not reduce internal wage alignments below the agreed minimum as defined in Section 8. Wages, or result in less favorable benefits to FFMA members, as compared to FPFA, in the listed areas.

ARTICLE 25  ME TOO CLAUSE
The City will increase FFMA salary and/or benefits by the same amount as it negotiates any increases in wages and/or benefits for FPFA after the conclusion of the negotiations between the City and FFMA for this MOU. This “Me Too” provision therefore applies to increases to wages and/or benefits that the City negotiates with FPFA between the date that the City Council adopts this MOU and the date that the FFMA and the City begin negotiations for a successor MOU. The definition of salary and benefit are those items traditionally thought of at the bargaining table such as medical contributions, PERS contributions, time off, incentive pays, and salary increases. This Article does not apply to the changes in Retiree Health Packet Page 483 of 1243Attachment 2 Page 30 of 31

Contributions and the $750.00 per employee lump sum payment in the 2017‐2021 FPFA MOU.

1. Labor Management Meetings

During the term of the Agreement, the Association and the City agree that the Parties will continue to meet to discuss compensation for extra shifts, meetings beyond the normal work schedule, call‐outs and to negotiate language revisions for the MOU for the purpose of intent clarity. No changes will be made without mutual agreement.

SIGNATURE PAGE FOR MEMORANDUM OF UNDERSTANDING
REACHED BETWEEN
THE REPRESENTATIVES OF THE CITY AND
THE FAIRFIELD FIRE MANAGERS’ ASSOCIATION

City of Fairfield      Fairfield Fire Managers’ Association

___________________________  ______________________________ David J. Gassaway     John Sturdee
Interim City Manager    President

___________________________  ______________________________ Date      Date

Packet Page 484 of 1243Attachment 2 Page 31 of 31

Agenda Item No: 13.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022­154 of the City Council of the City of Fairfield Adopting a Successor Memorandum of Understanding between the City and the Fairfield Professional Firefighters' Association
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Adopt resolution for the new successor memorandum of understanding (MOU) between the City and Fairfield Professional Firefighters’ Association (FPFA) to reflect the amendments made to the agreement as a result of successful bargaining between the parties.

DISCUSSION
Bargaining was postponed for the Memorandum of Understanding (MOU) between the City and FPFA in the summer of 2021. The parties agreed that negotiations would be difficult because of the disruptions caused by the COVID­19 pandemic.  The parties agreed to extend the expiration date of the MOU from June 30, 2021, to June 30, 2022.

In September 2021, City and FPFA representatives began negotiating a successor MOU. The parties came to a negotiated settlement for the successor MOU and the members of FPFA have voted to ratify this new agreement.  Therefore, staff recommends the City Council adopt the resolution for the new successor MOU with FPFA. This report provides a summary of the amendments made to the successor MOU:

The new term of this successor MOU will begin in July 1, 2022, and expire on June 30, 2025.

Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are the following:
ꞏJuly 2022: 3.75%
ꞏJuly 2023: 3.75%
ꞏJuly 2024: 6.00%
Enhancements and clarifications were made to the following contract provisions:
ꞏBilingual Pay
ꞏHolidays
Packet Page 485 of 1243

Agenda Item No: 13.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022­154 of the City Council of the City of Fairfield Adopting a SuccessorMemorandum of Understanding between the City and the Fairfield ProfessionalFirefighters' AssociationRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAdopt resolution for the new successor memorandum of understanding (MOU) between the City andFairfield Professional Firefighters’ Association (FPFA) to reflect the amendments made to theagreement as a result of successful bargaining between the parties. DISCUSSIONBargaining was postponed for the Memorandum of Understanding (MOU) between the City and FPFAin the summer of 2021. The parties agreed that negotiations would be difficult because of thedisruptions caused by the COVID­19 pandemic.  The parties agreed to extend the expiration date ofthe MOU from June 30, 2021, to June 30, 2022.In September 2021, City and FPFA representatives began negotiating a successor MOU. The partiescame to a negotiated settlement for the successor MOU and the members of FPFA have voted to ratifythis new agreement.  Therefore, staff recommends the City Council adopt the resolution for the newsuccessor MOU with FPFA. This report provides a summary of the amendments made to the successorMOU:The new term of this successor MOU will begin in July 1, 2022, and expire on June 30, 2025.Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are thefollowing:ꞏJuly 2022: 3.75%ꞏJuly 2023: 3.75%ꞏJuly 2024: 6.00% Enhancements and clarifications were made to the following contract provisions:
ꞏBilingual Pay
ꞏHolidays
ꞏBereavement Leave
ꞏUniform Allowance
ꞏEducation Incentive
ꞏOut of County Assignments
ꞏHazmat Team Incentive
The redlined successor MOU is attached to this report.

FINANCIAL IMPACT
The total cost over three years for the amendments made to the successor MOU between the City and FPFA is $3,302,206 mainly paid from the General Fund.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
City Council may not approve the new successor MOU between the City and FPFA and direct for City staff to negotiate different terms than stated above.

STAFF CONTACT
Farbod Pirouzmand, Director of Department of Human Resources (707) 428­7397
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office, Finance Department ATTACHMENTS:

Description
Proposed Resolution
Redlined FPFA MOU
REVIEWERS:

Reviewer Action Date
Pirouzmand, Farbod Approved 6/18/2022 ­ 2:41 PM
Pirouzmand, Farbod Approved 6/20/2022 ­ 1:38 PM
Pirouzmand, Farbod Approved 6/20/2022 ­ 1:39 PM
Beavers, Esther Approved 6/20/2022 ­ 2:36 PM
Beavers, Esther Approved 6/20/2022 ­ 2:36 PM
Packet Page 486 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022-154

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD

ADOPTING A SUCCESSOR MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF FAIRFIELD PROFESSIONAL FIREFIGHTERS’ ASSOCIATION

WHEREAS, the City Council of the City of Fairfield enacted the Employer-Employee Relations Resolution No. 2001-185, pursuant to the Meyers-Milias-Brown Act (MMBA), California Government Code Section 3500, et. Seq, and representatives of the city manager have met an d conferred in good faith with representatives of the Fairfield Professional Firefighters’ Association, the recognized employee organization for certain employees; and

WHEREAS, the Fairfield Professional Firefighters’ Association has held a successful ratification vote.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council approves the Memorandum of Understanding as outlined in Exhibit A for the Fairfield Professional Firefighters’ Association.

Section 2. The city manager is authorized and directed to do all things necessary to implement this resolution.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 487 of 1243Attachment 1 Page 1 of 1

CITY OF FAIRFIELD
&

FAIRFIELD PROFESSIONAL
FIREFIGHTERS’

ASSOCIATION
July 01, 2022 - June 30, 2025

MEMORANDUM OF UNDERSTANDING

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TABLE OF CONTENTS
Title Page Number
Article 1. Recognition 1
Article 2. Term 2
Article 3. Non Discrimination 2
Article 4. Dues Check Off 2
Article 5. Probationary Period and Merit Review 2 Probationary Period 2
Merit/Review 2
Promotions/Demotions/Merit Dates 3
Article 6. Compensation/Wages 3
Wage Increases 3
Total Compensation 3
Internal Alignments 4
Survey Agencies 4
Overtime and Compensatory Time Off 5
Article 7. Additional Compensation 56
Out of Grade Pay 65
Shift Differential 65
EMT Pay 65
Paramedic Pay 65
Preceptor Pay 6
Education Incentive 7
Strike Team Pay 87
Hazmat Incentive Pay 8
Bilingual Pay 9
Return from Strike Team/Single Resource Deployment 98
Off-Duty Service Compensation 9
Special Assignment by Solano County HazMat Board 9

Article 8. Hours of Work/Shift Trades 98
Hours of Work 98
Hours Exchanged 1109
Fair Labor Standards Act 110

Article 9. Leave 110
Holidays 1110
Holiday Pay 1211
Vacation 1211
Vacation Accrual 12
Vacation Scheduling 1312
Personal Leave 13411
Sick Leave (pre-July 2022) 1413
Sick Leave (Effective July 2022 forward) 16
Sick Leave Accrual Rates 14
Yearly Payoff 15
Payoff with Death 15
Payoff with Duty-Related Death 15
Annual Sick Leave Conversion 15
Sick Leave Conversion Upon Retirement 15
Sick Leave Conversion Upon SeparationSick Leave - Yearly Payoff 16 16 Sick Leave Cash Out with Death 16
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Sick Leave Cash Out with Duties Related to Death 16
Sick Leave Cash Out Upon Retirement 16
Sick Leave Cash Out Upon Separation 17
Bereavement Leave 16175 Military Leave 175 Union Business Leave 17
15 Article 10. Health, Life Insurance, Other Benefits 1785 Medical/Dental 1785
Retiree Medical 1786
Dental 186
Vision 186
Deferred Compensation Accounts 1896
Life Insurance 1897
Short Term Disability 197
Long Term Disability 197
Retiree Medical Expense ProgramICMA-RHS (VantageCare) 197 Article 11. Uniform/Boot Allowance/Meals 19207
Article 12. Tuition Reimbursement 208
Article 13. Retirement/PERS 208
Retirement Formula 2018
Survivor Benefit 21018
Employer Paid Member Contribution (EPMC) 21018
IRS Section 414 (h)(2) 2120
Social Security 2120
Article 14. Light Duty 220
Article 15. Grievance Procedure 231
Definition of Grievance 231
Purpose 231
Exclusions from Grievance Procedure 231
Steps in the Grievance Procedure 2341
General Provisions 242
Article 16. Discipline Procedure 253
Definitions 2563
Notice Procedures 2563
Appeal of a Letter of Reprimand 2674
Response to a Proposed Disciplinary Action 2785
Appeal of Disciplinary Action 2896
Article 17. Drug and Alcohol Testing 29307
Article 18. Employee Assistance Program (EAP) 29307 Article 19. Layoffs 3008
Article 20. Overtime Callback 30129
Article 21. Jury Duty 31229
Article 22. Access to Work Locations 31229
Article 23. No Strike 31229
Article 24. Contracting Out 31229
Article 25. Mutual Obligations and Responsibilities 31230 Article 26. Separability 32230
Article 27. Conclusions of Agreement 32328
Article 28. Agency Shop 32328
Article 29. One-Time Payment for Uniform/Boot 3328 Allowance OR Contribution to Deferred
Comp/401a Account
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Article 30. Fatigue Mitigation Measures 32 Signature Page 3441 Formatted: Line spacing: single
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1 MEMORANDUM OF UNDERSTANDING BETWEEN

THE CITY OF FAIRFIELD AND THE
FIREFIGHTERS LOCAL 1186, INTERNATIONAL

ASSOCIATION OF FIREFIGHTERS, AFL-CIO,

FOR THE FAIRFIELD PROFESSIONAL FIREFIGHTERS

THIS MEMORANDUM OF UNDERSTANDING made and entered into at Fairfield, California, by and between the CITY OF FAIRFIELD, a municipal corporation, hereinafter referred to as the "City," and the FIREFIGHTERS LOCAL 1186, INTERNATIONAL ASSOCIATION OF FIREFIGHTERS, AFL-CIO, FOR THE FAIRFIELD PROFESSIONAL FIREFIGHTERS, hereinafter referred to as "Local 1186," is intended to define the wages, hours, and working conditions of that group of employees hereinafter identified during the term hereof and upon ratification and approval of the City Council of the City of Fairfield.

WHEREAS, the Fairfield Professional Firefighters' Association (FPFA or the "Association") represents all classifications of sworn fire safety employees listed under Section 1. "Recognition"; and

WHEREAS, the authorized representatives of the City and the authorized representatives the Association have met and conferred pursuant to California Government Code Section 3500 et seq., and Resolution No. 2001-185, in order to reach an agreement concerning wages, hours, and working conditions within the scope of representation; and

WHEREAS, the Association and the City hereby acknowledge that the provisions of this agreement are not intended to abrogate the authority and responsibility of the City Government provided for under the laws of the State of California or the ordinances and resolutions of the City Council; and

NOW THEREFORE, the City and the Association agree to this MOU, as follows:

ARTICLE 1. RECOGNITION
The City recognizes Local 1186 as the representative for the following classifications in matters pertaining to wages, hours, and other conditions of employment.

Firefighter
Fire Engineer
Fire Captain

If the Fire Chief determines a need to change the existing rank structure during the term of this agreement, the parties agree to meet and confer on the proposed change.

A. A minimum of 51 54 FPFA personnel will be maintained by the City.

A.

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2 B. The Fire Chief or designee will develop options for paramedic de-certification for Fire Engineers, as long as the minimum number of paramedics per shift is maintained. Currently, 21 paramedics are required. Engineers will have priority in de-certification.

B.

C. City will operate stations with a minimum daily staffing of 15 21 FPFA members excluding chief officers and volunteers.

B.

D. If the City implements an ambulance program, the City and FPFA will meet and confer on the daily minimum staffing of emergency response personnel.

C.

D.E. Minimum staffing will consist of a range of personnel per each Company. The range will consist of staffing each engine and/or truck company with 3 members qualified to function in the following roles, (1) Captain, (1) Engineer, (1) Firefighter Paramedic.

ARTICLE 2. TERM
This MOU becomes effective July 1, 20172022 and shall continue in effect through June 30, 20212025.

ARTICLE 3. NON DISCRIMINATION
Neither the City nor Local 1186 shall discriminate against any bargaining unit employee on the basis of race, color, national origin, ancestry, religious creed, physical handicap, marital status, sex, or union membership.

ARTICLE 4. DUES CHECKOFF
Upon receipt of written authorization from the bargaining unit employee, the City will deduct from the bi-weekly paycheck of the unit members an amount equal to the regular monthly dues for Local 1186. Said deduction should be made bi-weekly for the accrued wages of each bargaining unit member after all other required deductions have been made. The deduction authorization may be canceled and dues check-off payroll discontinued at any time by the member upon voluntary written notice to the City's Director of Human Resources. The deduction authorization or cancellation shall be made on the forms provided by the City’s Human Resources Department.

Dues withheld by the City shall be transmitted to the officer designated in writing by Local 1186 as the person authorized to receive said fund. Local 1186 shall indemnify, defend and hold the City of Fairfield harmless against any claims made and any suit instituted against the City of Fairfield on account of check-off or employee organization dues.

ARTICLE 5. PROBATIONARY PERIOD AND MERIT REVIEW
A. Probationary Period
Classifications represented by the Fairfield Professional Firefighters' Association shall serve a probationary period of twelve months.

B. Merit/Review
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3 Employees are eligible for a merit review increase twelve (12) months after date of hire as recommended by the supervisor's evaluation.

C. Promotions/Demotions/Merit Dates

1. Promotion
Upon promotion the employee will receive the salary step of the new classification closest to 5% without going under 5%.

A promotion is defined as moving from one classification to another classification where the top step salary of the new classification exceeds the top step salary of the previous classification. Employees who are promoted will serve a 6-month probationary period.

2. Demotion
Upon demotion, employees will go to the same step as they had in their previous classification prior to the promotion. Employees who are being demoted and have not held a previous classification with the City will be placed at the same step in the new classification as that held in the previous classification.

A demotion is defined as moving from one classification to another where the top step salary of the new classification is less than the top step salary of the previous classification.

3. Merit Date
The annual review date will change to correspond to the effective date of the promotion, demotion or flexing of the position.

ARTICLE 6. COMPENSATION/WAGES
A. Wage Increases
Effective in the first full pay period following City Council approval, employees will receive a 4% base wage increase. In the first full pay period of July 2018, July 2019, and July 2020, employees will receive 4% base wage increases.Following City Council adoption of the successor MOU, the City will increase base wages for all represented classifications in the bargaining unit as follows:

• Effective the first full pay period of July 2022, employees will receive a 3.75% base wage increase.
•
• Effective the first full pay period of July 2023, employees will receive a 3.75% base wage increase.
• Effective the first full pay period of July 2024, employees will receive a 6.0&% base wage increase.

B. Total Compensation

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4 The process for market comparison compensation adjustments ended with the final negotiated adjustment in 2007. The parties agree that the process for market comparison compensation adjustments, as described below expired June 30, 2008, and will not be implemented during the term of this MOU. The parties agree to leave in language from the expired MOU to describe the process for market comparison compensation adjustments, in the event the parties negotiate such compensation adjustments in a subsequent MOU.

Retaining a reference to language for market comparison compensation adjustments is not grievable and does not obligate the City to implement such adjustments absent an explicit future agreement.

The City will gather compensation data for a top step Fairfield Firefighter from the survey agencies listed in Section 8 of the MOU. The elements of compensation that will be gathered shall be the same as used by consultant Johnson & Associates in its chart entitled, "Predicted Total Compensation; No Insurances; Max Longevity" (hereafter, "Total Compensation") in his 2000 survey of firefighter compensation. "Predicted" means increases known to be implemented through July 31st. The internal relationships between Firefighter, Fire Engineer and Fire Captain will be as specified in Section 11 of the MOU. If, as of March 31st of the year in which Total Compensation is analyzed, Fairfield firefighters' Total Compensation is 5.5% or more above the mean of the survey agencies, no adjustment will be made to Fairfield firefighters' Total Compensation. If, as of March 31st of the year in which Total Compensation is analyzed, Fairfield Firefighters' Total Compensation is less than 5.5% above the mean of the survey agencies, Fairfield Firefighters' Total Compensation will be adjusted to 5.5% above the mean of the survey agencies. The City will inform FPFA on or between March 1st and May 31st whether or not an adjustment for that year is required under the MOU and the reasons therefore. The Total Compensation adjustment will be effective the first full pay period of July of the year in which the adjustment is made. The parties agree that their intent is for the adjustment to go toward firefighters' salary and toward maintaining internal salary relationships, unless some other element of Total Compensation has fallen significantly behind the survey agencies.

C. Internal Alignments
The internal alignments among the classifications covered by this MOU will be as follows:

2.1. The internal alignment between Firefighter and Fire Engineer at comparable educational levels will be approximately 10%.

2. The internal alignment between Fire Engineer and Fire Captain at comparable education levels will be approximately 15%.

D. Survey Agencies
The ten (10) agencies below shall be used as a guide for future negotiations and reclassification purposes, for members of the bargaining unit.

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5 1. Alameda

2. Davis

3. Hayward

4. Livermore-Pleasanton Fire Protection District

5. Napa

6. Richmond

7. Contra Costa County FPD Berkeley

8. San Ramon Valley Fire Protection District

9. Vacaville

10. Vallejo

The following criteria has been agreed upon in the selection of comparable agencies:

1. 1. Employer Size
--pPopulation range: 50,000 to 150,000
• --
• Eemployee range: 250-1,200

4.2. Geographic Proximity
• --Aagencies with whom City competes to recruit and retain staff • --Ggenerally reflective of cost of living 7 counties on I-80 corridor:
• --Solano, Alameda, Napa, Contra Costa, Yolo, Sacramento, Placer

5.3. Nature of service provided
• --Ffull service cities with Fire Departments

4. 4. Specialized markets
• --fFire districts (e.g., Pleasanton/Livermore merger)

E. Overtime and Compensatory Time Off

1. 1. Overtime shall be considered all time worked other than regularly scheduled hours.

2. 2. Overtime is calculated to the nearest quarter hour and shall be paid at one and one half (1 1/2) times the hourly rate of persons assigned to 40-hour work week adjusted according to shift assignment as referenced in section 8.

3. 3. Callbacks shall be at overtime rate with four (4) hour minimum paid regardless of when the
callback occurs and calculated to appropriate rate according to shift assignment as referenced in section 8.

4. Solely upon the employee's request, compensatory time off at time and one-half may be granted by the Department in lieu of overtime pay with a maximum allowable accumulation of 480 hours for 56 hour/week personnel and 171 hours for 40 hour/week

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6 personnel. If personnel change between 56 hour/week and 40 hour/week shift schedules, their comp time accruals shall be adjusted by a factor of 1.4.

5. Effective with the implementation of the Tyler Munis payroll system, the regular hourly rate for cash payment of overtime will be an individual unit member’s standard hourly rate plus any premium pays identified in this MOU for which a unit member receives, and as set forth in the Fair Labor Standards Act. Implementation of Tyler Munis is expected to occur with the first full pay period of January 2023. In the event this implementation is delayed, the City and FPFA will meet and confer on this item.

At the employee's option, the City shall pay all or a portion of the accumulated compensatory time within 30 days of the request date.

ARTICLE 7. ADDITIONAL COMPENSATION
A. Out of Grade Pay
In instances where the Chief or designee determines that an out of grade assignment is appropriate, the employee filling the slot will receive a minimum of five percent (5%) beginning from the 12th hour that the shift has been worked. By January 2017 this will change to become hour for hour acting pay. If a Fire Captain or Fire Engineer eligibility list exists, only employees on the list shall be eligible for out of grade pay.

B. Shift Differential
The City will pay $100.00 shift differential per month for those employees assigned to a regular forty-hour work week, excluding employees attending training and on light duty assignments. Assignments consisting of 11 or more working days shall constitute one month.

C. EMT Pay
Every Firefighter, Fire Engineer and Fire Captain are required to maintain EMT-B certification (including the defibrillator module) in accordance with all applicable State laws, county ordinances and other rules and regulations. The City will incur the cost of the recertification program. The City will make all decisions regarding administration of the training program including scheduling, location and type of classes. EMT pay of 2.5% of base salary will be paid to every eligible member of the bargaining unit with EMT-B certification.

D. Paramedic Pay
The paramedic pay will be 10% of top step Firefighter for Firefighter/Paramedics. The paramedic pay will be 7.5% of actual step for Fire Engineers and 5.0% of actual step for Fire Captains. The City will pay all out-of-pocket costs for employees maintaining paramedic certification and continuous training in accordance with all applicable State laws, County ordinances, City policies, and other rules and regulations. Courses are subject to City approval.

The City will pay for off-duty hours spent in the pre-approved paramedic training classes at time and one-half the employee's regular rate of pay. Paramedics receiving paramedic pay will also receive 2.5% EMT pay.

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7 E. Preceptor Pay

1. 40-call Internship
Paramedics shall receive $20 per shift per student for precepting an EMT-P trainee for his or hertheir 40-call internship. A Paramedic preceptor shall also receive the compensation described above for precepting an EMT-P trainee who splits his or hertheir training time between the Fairfield Fire Department and another advanced life support (ALS) provider. If an EMT-P trainee fails to complete his/hertheir 40-call internship, the Paramedic preceptor shall receive $20 for each shift he or she precepted the trainee. Paramedics shall receive a $200 minimum for less than 10 shifts, and $400 for 11 through 20 shifts. If the precepting extends beyond 20 shifts, a Paramedic preceptor will continue to receive $20 per shift for precepting the student.

2. 5-call Process
Paramedic preceptors shall receive $100 for precepting each EMT-P for his or hetheirr Solano County accreditation. A Paramedic preceptor shall receive the full amount, even if the accreditation is not awarded. A Paramedic preceptor shall not receive an additional $100 if the accreditation criteria is met by using the calls obtained within the 40-call internship.

F. Education incentive
Employees represented by this unit will be eligible for the following incentive pays, with appropriate verification of certificates and education. Degrees must be from an accredited institution approved by the Director of Human Resources or designee.

Incentive pay is PERS reportable as Special Compensation.

Eligible employees may qualify for an award of incentive pay as follows:

1. Firefighters, Engineers and/or Captains who earn 60 units in an Associates Degree Program or an Associates Degree shall receive an educational incentive of 2.5% of base pay.Bargaining unit members who earn 60 units in an Associate’s Degree Program or an Associate’s Degree shall receive an educational incentive of 2.5% of base pay.

2. Firefighters, Engineers and/or Captains who earn a Bachelors Degree shall receive an educational incentive of 5.0% of base pay.Bargaining unit members who hold an Associate’s Degree (or have earned 60 units in an Associate’s Degree Program) who then earn a Bachelor’s Degree shall receive an additional educational incentive of 2.5 % of base pay. Bargaining unit members who hold only a Bachelor’s Degree receive an education incentive of 5.0% of base pay.

3. Firefighters, Engineers and/or Captains who successfully complete all the required courses for the Fire Officer Certificate shall receive an educational incentive of 2.5% of base pay. The courses which are required for the Fire Officer certificate shall be determined by the California State Fire Marshall. In the instance where the California State Fire Marshall changes, add, or subtracts classes; any past curriculum where the employee earned the incentive shall be honored. Therefore, once the incentive is earned, it shall not be withdrawn due to curriculum changes to the

Packet Page 498 of 1243Attachment 2 Page 11 of 41

8 certificate program. The incentive is based on completion of the courses; actual possession of the Fire Officer Certificate is not necessary to receive the incentive.Bargaining unit members who successfully complete all the required courses for any of the following California State Fire Training (SFT) certificates shall receive an educational incentive of 2.5% of base pay per certificate:

• Fire Fighter 2 Certificate
• Company Officer Certificate
• Chief Fire Certificate

The courses required for the above-listed certificates shall be determined by the State of California office of the State Fire Marshal (OFSM). Once an incentive is earned, it shall not be withdrawn due to curriculum changes made by the OFSM to the certificate program. The incentive is based on documented completion of the coursework required by the OFSM; actual possession of said certificate is not necessary to receive the incentive.

Firefighters, Engineers and/or Captains who successfully complete all the required courses for the Chief Officer Certificate shall receive an educational incentive of 2.5% of base pay.

The courses which are required for the Chief Officer certificate shall be determined by the California State Fire Marshall. In the instance where the California State Fire Marshall changes, add, or subtracts classes; any past curriculum where the employee earned the incentive shall be honored. Therefore, once the incentive is earned, it shall not be withdrawn due to curriculum changes to the certificate program. The incentive is based on completion of the courses; actual possession of the Chief Officer Certificate is not necessary to receive the incentTotal maximum incentive pay that may be awarded is 7.5%.

A represented employee with both an Associate of Arts Degree and a Bachelors Degree would receive an incentive 5.0%. As an example, a represented employee with a Bachelors Degree, who successfully completed the required courses for a Fire Officer Certificate and who successfully completed the required courses for a Chief Officer Certificate would be entitled to an incentive of The total maximum incentive pays that maybe awarded shall not exceed 10.0%. For example, a bargaining unit member with both an Associate’s Degree and a Bachelor’s Degree would receive a total incentive of 5.0%. Likewise, a bargaining unit member with a Bachelor’s Degree and two qualifying certificates would be entitled to a total incentive of 10.0%

G. Strike Team Pay
Subject to reimbursement by the State, Strike Team pay shall begin upon the member’s departure from home and shall continue until such time the strike team member returns home.

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9 H. Hazmat Incentive Pay

1. The City has committed five six members from the Fairfield Fire Department to participate in the Solano County Hazmat Team.

2. Represented employees' participation in the Solano County Hazmat Team shall be voluntary.

3. Employees on the Hazmat team shall participate for a minimum of two (2) years. If an employee on the Team endures a hardship that he/she feels justifies discontinuing their assignment prior to the two (2) year commitment, he/she can submit a hardship request to the Fire Chief. The Decision of the Fire Chief is final and not grievable or appealable.

4. Employees who have filled the role for two (2) years or more may resign if they choose to do so. They must submit a resignation letter to the Fire Chief and provide 90 days advance notification. The Hazmat incentive pay will end the first pay period following the employee's resignation from the team.

5. The City shall be responsible for all initial training, including off-site sessions, and all on-going training that may be necessary or required.

6. When there is a vacancy on the Hazmat team, the Fire Chief shall determine the selection process and will choose who to place on the Team. The Fire Chiefs decision is final and is not subject to grievance.

7. The City will pay for and ensure that each team member is provided an annual physical which meets the requirements set forth in the code of Federal Regulations (CFR).

8. Each shift will have at least one Hazmat team member assigned beginning at the completion of the January 2006 bid process.

9. Compensation for Team members shall be paid as follows:

All current active members of the Hazmat team, regardless of the level trained in Hazmat response (Technician, Specialist and/or Incident Commander) shall receive incentive pay of 5% of actual step. Actual step includes educational incentives.

The Hazmat incentive pay shall be effective April 1, 2005. The incentive pay including retroactive amounts, shall be reflected in the employees’ paychecks as soon as possible following Council approval of Hazmat Pay.

The Hazmat incentive pay will be paid on a bi-weekly basis to all active Hazmat team members effective April 1, 2005.

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10 I. Bilingual Pay

Each employee who meets the City’s certification and eligibility requirements shall be compensated an additional $75.00 per month beginning the pay period following the testing and certification. The city will choose the languages qualifying for bilingual pay.

J. Return From Strike Team/Single Resource Deployment
When returning from an extended out of county deployment, members serving on a Strike Team or as a Single Resource, will be given the remainder of the duty day off when the completion of their individual assignment falls on their normal scheduled duty day.

For purposes of this section, an extended deployment is defined as a minimum of seven consecutive days. If the completion of an assignment occurs at any point on the seventh consecutive day, a member shall still be entitled to this leave benefit.

K. Off-Duty Service Compensation
When off duty within the Fairfield City limits, employees represented by this unit may take appropriate action on any emergency fire department matter coming to their attention at any time. Any action taken by the off-duty employee must be done so in a safe manner. When so engaged, employees shall have the same status as during regular scheduled duty with respect to protections under Worker’s Compensation should they be injured in the course/scope of rendering aid. Compensation for off-duty service shall be at the overtime rate with a one (1) hour minimum or actual time if greater than one hour.

Off-duty emergency service shall be logged on a “Patient Care Report” submitted to the employee’s supervisor to qualify for compensation.

L. Special Assignment by Solano County HazMat Board
If a FPFA member fills the Solano County Assistant HazMat Team Leader position, that member will be paid a non-PERS reportable stipend of $200 per month. The stipend will be paid in $100 increments in the first two pay periods of each month. The stipend will be received indefinitely until the assignment ends. This compensation is conditioned on the City receiving reimbursement from Solano County. The Solano County HazMat Board will evaluate the Solano County HazMat Assistant Team Leader appointment annually and will notify the City if there is a change in this assignment for any reason.

ARTICLE 8. HOURS OF WORK/SHIFT TRADES
A. Hours of Work
The City has a 2912-hour payroll basis for fire personnel working 24-hour shifts.

1. General: Firefighters will be assigned to 8, 10 or 24-hour shifts. a. Firefighters assigned to 24 hour shifts (56 hour work week) will provide the minimum level of emergency response functions for all stations. Firefighters assigned to a 24-hour shift will remain on that schedule until they request an 8 or 10-hour shift, if one is available.

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Packet Page 501 of 1243Attachment 2 Page 14 of 41

11 b. Additional personnel who are needed to accomplish tasks will be assigned to an 8 or 10-hour shift (40 hour work week). Firefighters working the 24-hour shift may be temporarily assigned to an 8 or 10-hour shift for purposes of training or light duty.

c. When exigent circumstances occur, a firefighter may be assigned to the 8, 10 or 24-hour shift.

2. For 8 or 10-hour shifts, breaks for mealtimes are not included as hours worked, if provided in the shift. Callout during mealtime shall be paid as overtime at actual time worked to the nearest 15 minutes.

3. 40-hour work week employees shall be scheduled for consecutive days off except with agreement of employee.

4. Shifts shall be scheduled by no later than the 25th of each month for the next succeeding month except for rescheduling due to training or reassignment between suppression and non-suppression duties.

5. There shall be no pay increase, pay decrease, shift extension or reduction upon periodic changes to and from Standard time to Daylight Savings time.

6. Work after 5:00 p.m.

Continue with existing practice.

7. For payroll record-keeping purposes only, biweekly paychecks and the records showing accrual rate and accrued leave time (vacation and sick leave) and overtime payments will be as if all bargaining unit members are assigned to a 40-hour work week. When leave time is used or overtime paid, it shall be charged against the accrual records based on the following ratios by assigned work shift.

WORK WEEKS
Persons Assigned to 40-Hour Week Persons Assigned to 56-Hour Week One (1) hour = 1 hour One (1) hour = .7143 Hours

EXAMPLES:
a. A bargaining unit member assigned to 56-hour work week takes four (4) hours vacation. The calculation of vacation time is as follows:
4 hours x .7143 = 2.8572

b. A bargaining unit member assigned to 56-hour work week works four (4) hours overtime. The calculation of overtime is as follows:
4 hours x .7143 = 2.8572 hours x 1.5 x hourly rate of
persons assigned to 40-hour work week = Total

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Packet Page 502 of 1243Attachment 2 Page 15 of 41

12 EXAMPLE:
56-hour week: 4 hours x 1.5 = 6 hours x (56 hourly rate [$19.741 x .7143 =$14.1010] of $14.1010) = $84.606
40-hour week: 4 hours x .7143 = 2.8572 x 1.5 = 4.2858 x (40 hourly rate of $19.741) = $84.606

B. Hours Exchanged

1. Shift trades shall be made without restriction and without giving rise to an "overtime pay" obligation if the following procedure is met:
a. The Employee agrees to substitute during scheduled work hours for another employee. This agreement is evidenced by the filling out of a shift trade request. b. The substitution is undertaken solely at the option of the Employee. c. Supervisor approval is received.

2. If these conditions are met, the hours traded shall not be added to, or subtracted from, either Employees' total hours worked in a work period.

3. The voluntary shift trade records shall be kept for record keeping purposes only.

4. An unexcused failure by the substitute to work the approved shift trade will be considered as a failure of the substitute to report to duty.

C. Fair Labor Standards Act
Any change in the work period from the currently existing 24-day FLSA "7k" work period shall be subject to meet and confer.

ARTICLE 9. LEAVE
A. Holidays
FPFA Bargaining unit members assigned to a forty-hour work week shall have the choice of (1) taking the holidays listed below and receiving eight hours of pay for each holiday or (2) working holidays and receiving holiday pay as set forth inunder Article 9 A.1. “Holiday Pay” Section 9A:

New Year’s Day Indigenous People’s Day/Columbus Day
Martin Luther King Day Veteran’s Day
Washington’s Birthday Thanksgiving Day
Memorial Day Day after Thanksgiving
Juneteenth Day Christmas Eve
Independence Day Christmas Day
Labor Day New Year’s Eve

All other FPFA members shall not have a right to take these holidays. Instead, they shall receive holiday pay.

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Packet Page 503 of 1243Attachment 2 Page 16 of 41

13 Beginning the first pay period following Council approval, employees in this unit will receive 8 hours of time off to be used in lieu of the Columbus Day holiday. Starting in January 2015, up to 8 hours will be placed in this bank, the maximum accrual in this bank will be 8 hours per calendar year.

On Easter, Thanksgiving, Christmas Eve, and Christmas, employees may select the holiday for vacation but the vacancy it creates must be filled on a voluntary basis. Employees will not be mandated to fill the vacancy. When selecting any one of the four holidays employees may not use a furlough day for the time off.

Bargaining unit members subject to a 2912-hour schedule working in positions that require reporting to work on holidays are eligible to receive holiday pay from date of hire. These employees will be compensated with an additional 6.4% of actual salary plus educational incentive. Holiday pay will be paid on a bi-weekly basis.

To be eligible for holiday compensation (including in-lieu holiday credit, a new hire must be in a paid status on the regularly scheduled workday immediately preceding the observed holiday.

All bargaining unit members subject to a 2912-hour schedule shall receive 24 hours floating holiday time off to be used in lieu of the Juneteenth Day and Indigenous People’s Day/Columbus Day holidays (12 hours per holiday). The addition of the Juneteenth floating holiday shall be provided to bargaining unit members beginning the first pay period following Council approval of the successor MOU. The maximum balance in the floating holiday bank shall be 24 hours per calendar year and will not be subject to payout on an annual basis or at the time of an employee’s separation.

The Association and Department management shall work together to modify the existing vacation policy that provides a list of holidays that when vacation vacancies create overtime, the overtime must be filled on a voluntary basis. Employees will not be mandated to fill the vacancy.

Employees who sign up for voluntary overtime to cover holidays will be scheduled to work in their current classification.

C.1. Holiday Pay
Employees who work in positions that require reporting to work on holidays are eligible t to receive holiday pay from date of hire. These employees will be compensated with an additional 6% of actual salary plus educational incentive. Holiday Pay will be paid on a bi- weekly basis.

D.1. Personal Leave
Employees are eligible to use accrued personal leave, subject to the discretion of the Fire Chief or designee. Eligibility and hours are described below.

Fire Captains:

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Packet Page 504 of 1243Attachment 2 Page 17 of 41

14 The annual accrual rate for Fire Captains on an admin shift is currently 40 hours. The annual accrual rate for Fire Captains on a suppression shift will be 55.9 hours.

Firefighters and Fire Engineers: Firefighters and Fire Engineers on an admin shift will be eligible to accrue personal leave at a rate of 24 hours annually. Firefighters and Fire Engineers on a suppression shift will accrue 33.592 hours annually.

Employees eligible for personal leave may cash out up to 40 hours per calendar year of accrued personal leave hours. All personal leave shall be capped at 2.0 times the annual accrual rate. Upon separation from the City, employees will be paid for any unused personal leave.

B. C.Vacation
Vacation Accrualal

1. 1. Vacation leave with pay shall be accrued on the following basis:

The following table demonstrates vacation leave accrued on a shift assignment basis for
informational purposes only.

YEARS/SERVICE ACCRUAL RATE
56-Hour Work Week 40-Hour Work Week
From date of hire thruu 3rd 4.3077 hrs/pay
period (112 hrs
/year)

3.0769 hrs/pay
period (80 hrs/year)
Beginning of 4th thru 10th 6.4615 hrs/pay
period (168 hrs
per year)

4.6154 hrs/pay
period (120 hrs/year)
Beginning of 11th thru 15th 8.6154 hrs/pay
period (224 hrs
per year)

6.1538 hrs/pay
period (160 hrs/year)
Beginning of 16th thru 20th 9.898 hrs/pay
period (257.6 hrs
per year)

7.07 hrs/pay period
(184 hrs/year)
Effective the first full pay
period of January 2003
Beginning of 21st and over 10.766 hrs/pay
period (280 hrs
per year)

7.69hrs/pay period
(200 hrs/year)
Effective the first full pay
period of January 2005

The maximum vacation hours that may be accrued are 2.0 times the employee's current annual accrual rate, plus in-lieu holiday hours.

2. The employee shall accrue vacation from the date of hire. Employees who are newly hired will not be eligible to take vacation until successful completion of the Fire Academy.

After completion of the Fire Academy probationary employees will only be allowed to take vacation upon approval of their Battalion Chief.

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Packet Page 505 of 1243Attachment 2 Page 18 of 41

15 3.

4. Upon separation from the City, employees shall be paid for all unused vacation credit hours at the current hourly rate.

5. Yearly Cash-out Option: All employees shall, at the option of the employee, be paid annually on or before the twelfth day of December, twenty-five (25) percent of the balance of unused vacation at the regular hourly rate. The vacation balance shall be reduced by the amount of hours cashed out. New employees shall not be eligible to cash- out vacation accrued during the first twelve (12) months of service.

6. The City shall continue to notify employees who will reach their maximum accumulation at least 3 pay periods in advance of the date when such maximum accumulation shall occur.

2. D. Vacation Scheduling

1. The vacation list is to be established by seniority. Seniority shall be determined by time served within the Fire Department (including time when Fire was part of Public Safety Department). An employee who is promoted mid-year will surrender their vacation dates for the remainder of the year and can only select from the slots that are available on their shift within their classification.

2. Three (3) regular vacation slots per shift will be available to bargaining unit members both in the initial bidding and throughout each calendar year.

3. Each bargaining unit member will get two (2) selections during the initial bidding.

b.• First round pick shall be no greater than six (6) shifts. c.• There shall be no limit on the second round picks.
d.• A bargaining unit member may pass his/hertheir selections.

4. The Department shall contact each bargaining unit member according to the s seniority list.

5. After the initial bidding on vacation slots, vacation selection will be open to all bargaining unit members.

b.• As a courtesy, vacation requests should be submitted before the 20th day of the previous month.

d.• Selection will be granted according to section 2956 of the Department's Procedure Manual.

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Packet Page 506 of 1243Attachment 2 Page 19 of 41

16 • If the three (3) vacation slots are not filled, vacation will be granted as late as twenty-four (24) hours prior to the day off requested.

A fourth (4th) vacation slot that will be available for 90 shifts only. After the four (4) vacation slots are filled for 90 shifts, only (3) regular vacation slots per shift will be available again for the rest of the calendar year.f

h.

C. Personal Leave
Employees are eligible to use accrued personal leave, subject to the discretion of the Fire Chief or designee. Eligibility and hours are described below.

Fire Captains:

The annual accrual rate for Fire Captains on an admin shift is currently 40 hours. The annual accrual rate for Fire Captains on a suppression shift will be 55.9 hours.

Firefighters and Fire Engineers: Firefighters and Fire Engineers on an admin shift will be eligible to accrue personal leave at a rate of 24 hours annually. Firefighters and Fire Engineers on a suppression shift will accrue 33.592 hours annually.

Employees eligible for personal leave may cash out up to 40 hours per calendar year of accrued personal leave hours. All personal leave shall be capped at 2.0 times the annual accrual rate. Upon separation from the City, employees will be paid for any unused personal leave.

ED. Sick Leave

1. Employees accrue sick leave hours from date of hire. Accrued sick leave may be used from date of hire

2. Sick Leave Accrual Rates

40-hour week 3.6923 hours per pay period/96 hours per year 56-hour week 5.1692 hours per pay period/134.4 hours per year

Employees are eligible to use sick leave as it is accrued. There shall be no limit on the amount of accumulated sick leave. Sick leave shall be allowed and used solely for cases of actual person sickness or disability, medical or dental treatment, or as authorized for other necessary health reasons and may be used by the employee for attendance upon a member of his/hertheir immediate family who is seriously ill and requires care and attention by the employee, or for medical/dental appointments. For purposes of this section immediate family is defined as mother, father, step-mother, step-father, mother- in-law, father-in-law, spouse, domestic partner, son, daughter, brother, sister, foster

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Packet Page 507 of 1243Attachment 2 Page 20 of 41

17 parent, foster child, step child and child for whom the employee is the legal guardian, grandchild, or grandparents.

3. Yearly Payoff
The City shall continue the current system of sick leave payoff:

a. Except as herein provided, all employees shall be paid, at the election of the employee, annually on or before the twelfth day of December, twenty-five (25) percent of unused sick leave earned during the previous 12 month period, ending the last pay period in November. New employees shall not be paid for sick leave accumulated during the first six (6) months of service.
a.
b. Employees leaving City service at their own request shall be compensated for twenty- five (25) percent of unused sick leave earned between the end of the last pay period of the previous November and the termination date. If an employee dies while in City service, theirhis beneficiary shall be entitled to the same. Employees discharged from City service shall not be eligible for benefits as outlined in this paragraph.

d.

5.4. Payoff with Death
If an employee dies after completing five (5) full years of employment, his their beneficiary shall be entitled to reimbursement for fifty (50) percent of accumulated unused sick leave after the calculation of the annual unused sick leave buy back. This amount is to be paid at the earliest date possible to the beneficiary.

6.5. Payoff with Dutiy-es Related to Death
If the employee dies due to a duty-related death, his their beneficiary shall be entitled to reimbursement of one hundred percent (100%) of accumulated unused sick leave.

7.6. Annual Sick Leave Conversion
Effective the first pay period of each December, sick leave hours in excess of 650 in each employee's leave balance shall be converted at the regular hourly rate and transferred to the ICMA Vantage Care Retiree Health Savings Plan. The maximum amount of hours that can be transferred shall be inclusive with subsection 7 and 8 of this Section. The FPFA may request to change the threshold number of hours of sick leave to be transferred in future years by notifying the Human Resources Department by December 1 of each year.

8.7. Sick Leave Conversion Upon Retirement
Upon normal PERS retirement, the existing sick leave balance shall be distributed as follows:

a. The retiring employee shall receive sick leave credit equal to 3% per year of employment of all unused sick leave up to a maximum of 75% (including previously advanced amounts in accordance with subsection F) which shall be converted at the regular hourly rate and transferred to the ICMA Vantage Care Retiree Health Savings

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Packet Page 508 of 1243Attachment 2 Page 21 of 41

18 Plan. If previously advanced amounts exceed the maximum 75% distribution, the excess advanced hours shall be deducted from the employee's ICMA account and returned to the employee's sick leave bank.
a.

b. The remaining sick leave balance shall be reported to PERS as unused sick leave credit.
b.

9.8. Sick Leave Conversion Upon Separation
Upon separation from the City after 15 years continuous service, or upon PERS disability retirement, the existing sick leave balance shall be distributed as follows:

a. The employee shall receive sick leave credit equal to 3% per year of employment of all unused sick leave up to a maximum of 75% (including previously advanced amounts in accordance with subsection F) which shall be converted at the regular hourly rate and transferred to the ICMA Vantage Care Retiree Health Savings Plan. If previously advanced amounts exceed the maximum 75% distribution, the excess advanced hours shall be deducted from the employee's ICMA account and returned to the employee's sick leave bank.
a.
b. The remaining sick leave balance shall be reported to PERS as unused sick leave credit for disability retirements only.

c. The benefits under this paragraph 7 shall not be cumulative with the benefits under paragraph 8 of this section.

F. F. Bereavement Leave

The Fire Chief may grant up to six (6) scheduled 24 hour shifts (144 hours total) of bereavement leave in the event of death or serious traumatic injury in the employee's immediate family. For purposes of this section immediate family is defined as mother, father, step-mother, step-father, mother-in-law, father-in-law, spouse, domestic partner, son, daughter, brother, sister, foster parent, foster child, step child and child for whom the employee is the legal guardian, grandchild, or grandparents, brother-in-law, or sister-in-law. Bereavement leave shall not be deducted from sick leave and shall not accrue to any employee as vested leave. The number of authorizations that may be made to an employee are not limited.

A "serious traumatic injury or illness" is defined as a sudden and unexpected event which requires prompt and immediate attention from the employee without delay. It may also include attending to the need of an immediate family member who is expected to die in the immediate future. Bereavement leave shall be taken immediately in conjunction with the Formatted: Line spacing: single, Tab stops: 0.75", Left + Not at 0.25"
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19 event of death or serious traumatic injury or illness. The six (6) shifts do not need to be taken in concessionconsecutively.

E.D. Military Leave
The City acknowledges its responsibilities to follow state law and court decisions regarding military leave.

F.E. Union Business Leave
The City and FPFA agree to establish and maintain a bank of 350 hours annually for union members to utilize in lieu of their own leave bank to attend functions on behalf of the union. The hours will be funded by FPFA members, via payroll deduction. FPFA members will contribute 15 minutes (0.25 hours) per pay period, or 6.5 hours annually, of vacation leave per member, per year. Union business leave (UBL) shall be scheduled in advance and taken at a time convenient to the department. Members must receive approval from a Battalion Chief or designee, prior to taking such leave. Once hours are contributed to UBL by FPFA members, employees will not have any entitlement to such hours other than participating in union business.

1. Two (2) employees who are members of the Union Negotiating Committee shall be granted leave from duty with full pay for all meetings between the City and the Union, for the purpose of negotiating the terms of an agreement when such meetings take place at a time during which such Employees are to be on duty. This number may be increased on approval of the Employee Relations Officer.

2. Unlimited shift trades shall be authorized for officers of the Union to participate in official Union business.

ARTICLE 10: HEALTH, LIFE INSURANCE, OTHER BENEFITS
A. Medical/Dental
Full-time employees are eligible for health and dental coverage beginning the first day, of the first month, after date of hire. Effective July 1, 2017 the City contribution on medical for the 2017 benefit plan year will be based on 50% of the increase of premium of the Kaiser $35 copay plan; for dental the City will base its increase in contribution on 50% of the increase of premium for the Cigna Dental HMO plan. Future contributions will be adjusted based on a 50/50 split of the increase or decrease in premium for the Kaiser $35 copay plan and the Dental HMO plan. This 50/50 sharing between the City and the employee for changes in premium to medical and dental plans will continue in the 2018, 2019, and 2020 plan years.

Employees providing proof of other coverage may drop health/dental coverage and receive taxable income, of $518 per month. Employees electing dental only receive $518 per month less the cost of the premium for the dental plan in which they have enrolled. Employees electing medical only do not receive any payments.

B. Retiree Medical

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20 Retirees are responsible for paying the full cost of the premium by the due date set by the City. If payment is not timely received, the retiree and any spouse or dependent, shall be terminated from the program without right to re-enroll at a later date.

Retirees must enroll in a Medicare-supplement plan when they become eligible for Medicare, presently at age 65. Failure to enroll in a Medicare-supplement plan will result in termination from the program. The Medicare premium is the responsibility of the retiree.

In the event of a death of a retired employee, the surviving spouse and dependents who are participating in the city plan at the time of death of the retired employee, may continue on the City health insurance plan at his/hertheir own cost under COBRA regulations only, subject to plan restrictions and conditions.

For all retirees, once health and dental coverage is terminated, it cannot be later reinstated.

C. Dental
The City shall offer at least one plan with orthodontic coverage for bargaining unit members and their dependents. Such a plan will not result in additional cost to the City.

D. Vision
The City will pay the premium for vision care coverage under the VSP basic plan.

E. Deferred Compensation Accounts

1. 457 Deferred Compensation Plan
The City contribution to the 457 plan for Firefighters and Fire Engineers iunit members is $85.00 $160.00 per
month. The employee contribution will be optional.

2. 401(a) PlanTo the extent allowed by law, the Fire Captains may continue participation in the 401

(a) plan. If the Fire Captains choose to continue participation, as allowed by law, the City contribution would be $85.00 per month into the 401 (a), in lieu of the contribution to the 457, and the employee contribution would be the minimum amount required by lawTo the extent allowed by law, unit members may participate in the 401 (a) plan. If unit members choose to participate, as allowed by law, the City contribution would be $160.00 per month into the 401 (a), in lieu of the contribution to the 457, and the employee contribution would be the minimum amount required by law.

3. Roth 457
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21 To the extent allowed by law, unit members may contribute to a Roth 457 plan on an after- tax basis. Participation in the Roth 457 plan is optional and shall not include any City contribution.

F. Life Insurance
For basic life insurance, employees covered by this MOU will be eligible the first day of the first month after date of hire. The City will pay in full an amount equal to 1.5 times the annual salary rounded to the next $1,000 for a Life and Accidental Death / Dismemberment insurance policy to a maximum of $150,000.

For additional life insurance, employees covered by this MOU will be able to purchase coverage equal to six (6) times their annual salary. Health questionnaires are required for the purchase of the additional life insurance.

G. Short Term Disability
The City administers the self-funded Short-Term Disability (STD) plan. The STD benefit schedule shall match the State Disability Insurance (SDI) benefit schedule. The benefit commences after a 7-day waiting period, or immediately, if hospitalized. Coverage is for non-industrial injuries for a maximum of 180 days. An employee is eligible the first of the month after three (3) months continuous employment. The employee will pay the monthly premium, which may be adjusted annually based on an actuarial study.

H. Long Term Disability
Employees will be eligible the first day of the first month after date of hire. There will be a 180-day waiting period after the date of the non-industrial injury or illness causing the disability before employees are eligible for benefits. The maximum benefit will be equal to 60% of salary, subject to the benefit maximum. The City reserves the right to change insurers at its sole discretion.

G.I. ICMA-RHS (VantageCare)Retiree Medical Expense Program The City provides a Retiree Medical Expense Program via ICMA VantageCare. The Retiree Medical Expense Program shall have the following attributes: tax-free treatment of health benefits, tax-deferred treatment of earnings and payments, ability to charge any health premiums and unreimbursed health costs (not just City health plans), assets remaining after employee’s death go to spouse/dependents. During the term of this agreement, the City shall contribute $150.00 $75.00 per month per employee toward this program.

ARTICLE 11 UNIFORM/BOOT ALLOWANCE/MEALS
Beginning with the first pay period after Council approval, the annual uniform allowance will be increased by $240$210 for a total annual allowance of $1,040$1250.

The City will pay each represented employee an annual boot allowance of $210.00$350, to be paid on a bi-weekly basis.

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Packet Page 512 of 1243Attachment 2 Page 25 of 41

22 The City will provide each represented employee, upon the employee’s acceptance Of full-time employment with the City, an initial issue of two (2) uniform shirts, two (2) pants, one (1) jacket, and one (1) pair of boots.

The City shall provide all other required safety and personal protective equipment.

The City will provide each represented employee with an initial issue of two (2) sets of fitted sheets and pillow covers, two (2) blankets, and one (1) pillow. The City will pay each represented employee $150.00 $250 per year, on a bi-weekly basis, for the cost of cleaning and replacement of this bedding.

If at such time the uniform requirements are altered or changed, the City and the Association shall meet and confer on the issue.

Employees who work two consecutive 24-hour shifts understand that their meals are not provided by the City. Employees are required to contribute to their Station's "meal mess fund" to provide themselves with meals during their shifts.

ARTICLE 12. TUITION REIMBURSEMENT
The City will provide a tuition and books reimbursement program for educational activities which are directly job-related and approved in advance by the Fire Chief, subject to reimbursement guidelines established by the City’s Director of Human Resources.

Employees shall be entitled to tuition reimbursement for undergraduate courses in pursuit of a BA or BS degree and graduate courses in pursuit of a Master's Degree. The amount for reimbursement shall be a maximum of $4,000 annually.

The parties intend the incentive pays for the required courses for the Fire Officer Certificate and Chief Fire Officer Certificate to be the same as the State educational requirements for these certifications.

ARTICLE 13. RETIREMENT/PERS
A. Retirement Benefits
Tier 1
Retirement benefits for Classic members hired on or prior to August 25, 2012 shall receive the following:
• 3.0% @ age 50 retirement formula (GC 21362.2)
• Death Benefits — Basic Level (GC 21532)
• 1959 Survivor's Benefits (Level IV) (GC 21574)
• Continuation of Pre-Retirement Death Benefits After Remarriage of Survivor (GC 21551)
• PERS unused sick leave credit option (GC 20965)
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Packet Page 513 of 1243Attachment 2 Page 26 of 41

23 • Single highest year coverage (GC 20042)
• Military service credit as public service (GC 21024)
• Employee Sharing Cost of Additional Benefits (GC 20516)

Tier 2
Retirement benefits for Classic members hired effective August 26, 2012, shall receive the following.
• 3.0% @ age 55 retirement formula (GC 21362.1)
• Death benefits — Basic Level (GC section 21532)
• 1959 survivor's benefit (Level IV) (GC section 21574) • Continuation of Pre-Death Retirement Death Benefits After Remarriage of Survivor (GC Section 21551)
• PERS unused sick leave credit option (GC Section 20965) • Three Year Average (GC Section 20042)
• Military service credit as public service (GC Section 21024)

Tier 3
Retirement benefits as defined by PERS, hired on or after January 1, 2013, shall receive the following:
• 2.7% @ age 57 retirement formula (GC 21362.2)
• Three year average of final compensation (GC 20042)
• Other benefits as defined by PEPRA 2013

B. Survivor Benefit
The employee will pay the employee's portion of the survivor benefit.

C. Employer Paid Member Contribution
The employee contribution rate shall be 11.25%. At the beginning of the term of the MOU, the City paid 4.5% and each Classic employee paid 6.75%. Effective the first full pay period following Council adoption of this MOU, each Classic employee shall pay an additional 1.25% of pensionable wage to fund the Classic employee contribution for a total of 8.0%

Effective in the first full pay period in July 2018, each Classic employee shall pay an additional 1.25% of pensionable wage to fund the Classic employee contribution for a total of 9.25%.

Effective in the first full pay period in July 2019, each Classic employee shall pay an additional 1.0% of pensionable wage to fund the Classic employee contribution for a total of 10.25%.

Effective in the first full pay period in July 2020, each Classic employee shall pay an additional

1.0% of pensionable wage to fund the Classic employee contribution for a total of 11.25%.

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24 Employer paid member contribution (EPMC) is reported to PERS as salary for PERS retirement purposes only.

New Members (PEPRA)
The employee contribution shall be half the normal cost of the retirement plan as defined by CalPERS.

D. IRS Section 414(h)(2)
Employee contributions will be paid pre-tax under IRS section 414(h)(2).

E. Social Security
If the City is forced to join social security, any new firefighters that it hires will be placed in a 3% @ 50 PERS retirement plan that coordinates its benefits with social security. The parties further agree to meet and confer for no more than sixty (60) days for the purpose of implementing this section of the agreement.

ARTICLE 14. LIGHT DUTY
Light duty may be provided for employees who are unable to work due to injury or illness from either industrial or non-industrial causation. Further, workers' compensation law and disability plans provide that an employee is not entitled to temporary disability benefits if suitable light duty work is available. The basic principles are as follows:

• The employee is temporarily not able to resume full duty, but is capable of performing some work duties.
• The employer may develop a light duty work assignment commensurate with the employee's temporary work restriction.
• If the employer is unable to offer light duty work, the employee is entitled to continued temporary disability benefits until the employee is able to resume normal duties, or is permanent and stationary, whichever is earlier. • If the employee declines suitable light duty work, the employee is no longer entitled to temporary disability benefits.

It is the City’s policy to temporarily provide light or modified duty work assignments, when possible to all injured employees until they can return to full work status. However, the City is under no obligation to provide light or modified duty if there is none available.

A physician may return an injured employee to duty with work restrictions prior to releasing the employee to his/hertheir regular full work duties. It is important that the treating physician understand the physical job demands of the injured worker in order to prescribe the proper work restrictions. The City must communicate to the treating physician the essential functions of the job classification so that necessary work restrictions may be determined. Risk Management consults with the physicians to provide this information on an as needed basis.

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25 A “light duty” assignment is made when an employee’s work restriction(s) can be temporarily accommodated within his/hertheir normal duties. A “modified duty” assignment is made when an employee’s work restriction(s) is considered to be permanent and their position duties are accommodated to allow for the work restriction.

Under this policy, Supervisors have the added responsibility to ensure that any and all work restrictions specified by the treating physician are rigidly adhered to and enforced during the period of light or modified duty assignment, and employees are required to adhere to the work restrictions.

Light and/or modified duty assignments shall be considered flexible and adaptable to meeting the particular needs of both the disabled employee and the department. This may include assignments of less than eight (8) hours a day, frequent breaks, the use of modified workstations, and so forth.

Each situation will be evaluated on an as-needed basis. The assignment of a light or modified duty position shall not be considered a permanent job placement.

If an employee is released by his or her their treating physician to light or modified duty, Risk Management follows up with the department to determine whether the employee can be returned to work in a light duty mode. If the department does not have a light or modified duty assignment for the employee, the employee receives temporary disability payments for industrial injury or illness, and may be eligible for short term disability benefits for non-industrial injury. The City may assign employees to light duty work in other departments or divisions provided that the work duties are appropriate for the skills of the employee and the work restrictions.

ARTICLE 15. GRIEVANCE PROCEDURE
A. Definition of Grievance
A grievance is defined as an allegation by an individual covered by the Memorandum of Understanding (MOU) that the City has violated: (a) an express term of the MOU; (b) a written personnel rule or regulation in the City; or, (c) an established City policy governing personnel practices or working conditions.

B. Purpose
The purpose of this grievance procedure is to ensure an orderly method whereby employee complaints are considered and resolved rapidly and fairly.

C. Exclusions from Grievance Procedure
Disciplinary actions (including without limitation dismissals, reprimands, suspensions, demotions or disputes concerning pay increases), performance appraisals and layoffs are not subject to the grievance procedure.

D. Steps in the Grievance Procedure
It is the intent of the parties to deal with and settle grievances informally, promptly and fairly, and at the lowest practical organizational level. In any instance of grievance, the employee or employees concerned shall first make efforts to resolve such grievance informally with their immediate fire supervisor within twenty (20) calendar days following the occurrence of the events on which the grievance is based.

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26 1. First Step
If a mutually satisfactory solution of a grievance is not reached after informal discussion with the immediate fire supervisor, then the aggrieved party shall submit a formal written grievance with the immediate fire supervisor within ten (10) calendar days. The immediate fire supervisor must submit a written response within ten (10) calendar days.

2. Second Step
If the grievant is not satisfied with the fire supervisor's response, the grievant(s) may advance the grievance to the shift battalion chief within ten (10) calendar days. The shift battalion chief shall consider the matter and submit a written response within ten (10) calendar days after receiving the grievance.

3. Third Step
If the grievant is not satisfied with the shift battalion chief's response, the grievant may advance the grievance to the Fire Chief within ten (10) calendar days after receiving the shift battalion chief's response. The Fire Chief (or designee) shall consider the matter and submit a written response within ten (10) calendar days after receiving the grievance.

4. Fourth Step
If the grievant is not satisfied with the Fire Chief's response, the grievant may advance the grievance to the City Manager within ten (10) calendar days after receiving the Fire Chief’s response. The City Manager (or designee) shall consider the matter, may hold a hearing in his/hertheir discretion. The City Manager will submit the matter to mediation if requested by either party (with expenses to be borne equally among the parties). The City Manager shall issue a final decision and submit a written response within twenty (20) calendar days after receiving the grievance.

E. General Provisions

1. Requirements for Written Grievances
Grievances must contain the following information in order to be considered: (a) the grievant's name, signature, and classification; (b) a list of those specific policies or MOU provisions alleged to have been violated; (c) a statement of the facts and circumstances supporting the grievance; (d) a description of all relief requested; and (e) the address where the grievant wishes grievance responses to be postmarked.

2. Receipt of Grievance
A grievance shall be considered "received" within five (5) days of being postmarked to the address specified by the grievant.

3. Time Limitations
If a grievant fails to advance the grievance to the next step, or timely initiate the process, as specified in this procedure, the grievance shall be considered withdrawn. If

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27 the City fails to respond within the time specified in this procedure, the grievance shall be considered advanced to the next step.

Notwithstanding any provision in this section, any time limit or stage of procedure specified in this section may be waived or modified upon the written consent of all parties involved.

4. Consolidation of Grievances
In order to avoid the necessity of processing numerous similar grievances at one time, a single "class" grievance may be filed. The City also has the right to consolidate responses to grievances. If the grievant is a group of three (3) or more employees, the group shall appoint up to two (2) employees, who signed the grievance, to speak for the collective group throughout the grievance process.

5. Representation
The grievant shall have the right to be represented. The grievant may request the assistance of another person of their choice, including their bargaining representative, in presenting an appeal to any level of review.

6. Schedules
During the determination of a grievance herein, there shall be no interruption of scheduled work relating to the grievance. Whenever reasonably feasible, grievances shall be handled during the regularly scheduled working day hours of the parties involved, and at a mutually convenient time for all affected persons.

7. Advancement
With the written consent of the Department Head or City Manager, grievances may be submitted directly at Step 3 or 4 of the grievance procedure.

8. Other Rights
This grievance procedure is without prejudice to any existing independent legal rights of FPFA regarding contract enforcement.

ARTICLE 16. DISCIPLINE PROCEDURE
The following discipline and administrative appeal procedure is adopted pursuant to Government Code § 3254.5 of the Firefighters Procedural Bill of Rights Act ("Act"). It is intended to be interpreted and applied consistent with the Act. This procedure does not apply to any employee who has not completed the established probationary period.

A. Definitions

1. “Firefighter: For purposes of this procedure, the term "firefighter" means an employee who is considered a "firefighter" under Government Code § 3251(a) except for the Fire Chief. The classifications of employees who are firefighters include: Firefighter, Fire Engineer, and Fire Captain.

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28 2. “Punitive Action”: The term "punitive action" means any action defined as such by Government Code § 3251(c). At the time this procedure was adopted, "punitive action" was defined to mean any action that may lead to dismissal, demotion, suspension, reduction in salary, written reprimand, or transfer for purposes of punishment.

Punitive Action does not include counseling, instruction, or informal verbal admonishment by, or other routine or unplanned contact with, a supervisor or any other firefighter.

1.3. "Day" for purposes of this procedure shall refer to Monday through Friday working days, excluding City Holidays, of the party whose response or action is pending, except as otherwise indicated.

B. Notice Procedures

1. After the completion of any investigation and once the supervisor determines that discipline may be warranted, the supervisor or manager shall notify the employee of the proposed punitive or disciplinary action in a writing containing at least the following:

a. A description of the action proposed to be taken;

b. A statement of the reasons for such action, including the acts or omissions on which the disciplinary action is based;

c. A statement advising the employee of the right to respond, either verbally or in writing, to the proposed discipline; and

d. A statement that a copy of the materials upon which the action is based is attached or available for inspection upon request.

2. If the employee disagrees with the proposed disciplinary action, the employee may, within fourteen (14) days of receiving the written notice, respond and/or appeal, as provided below. In instances where the action is a written reprimand, the employee may choose to either appeal the action as specified under Section C, or the employee may attach a statement to the written reprimand. The employee will have thirty (30) days to attach the written statement.

C. Appeal of a Letter of Reprimand
Pursuant to Government Code § 11445.20, the following informal hearing procedure will be utilized for an appeal by a firefighter of a letter of reprimand.

1. Notice of Appeal
Within fourteen (14) days of receipt by a firefighter of notification of punitive action as set forth above, the firefighter shall notify the Fire Chief in writing of the firefighter's intent to appeal the punitive action. The notice of appeal shall

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29 specify the action being appealed and the substantive and procedural grounds for the appeal. The firefighter may waive the informal hearing provided under this Section C of Article 40 and request the Presiding Officer to issue a decision based on the written record.

2. Presiding Officer
In an informal hearing, the Fire Chief or his/her their designee shall be the Presiding Officer. The Fire Chief or his/hertheir designee shall conduct the informal hearing in accordance with these procedures. The determination of the Fire Chief shall be final and binding. If the Fire Chief cannot serve as the Presiding Officer because of actual bias, prejudice or interest as defined by Government Code §11425.40, then the City Manager or his/hetheirr designee shall serve as the Presiding Officer.

In
such cases, the determination of the City Manager or designee shall be final and binding.

3. Burden of Proof
The Department shall have the burden of proving, by a preponderance of the evidence, the facts which form the basis for the charge and that the punitive action was reasonable under the circumstances.

4. Conduct of Hearing
a. The formal rules of evidence do not apply, although the Presiding Officer shall have discretion to exclude evidence which is incompetent, irrelevant or cumulative, or the presentation of which will otherwise consume undue time.

b. The parties may present opening statements.

c. The parties may present evidence through documents and testimony.

1) Witnesses, if any, shall testify under oath.
1)2) Subpoenas may be issued pursuant to Government Code §§ 11450.05 — 11450.50. Discovery may be requested pursuant to Government Code section 11507.6.
2)3) The parties shall not be entitled to confront and cross-examine witnesses.

The Presiding Officer may question or request clarification from any witness. 3)4) Following the presentation of evidence, if any, the parties may submit oral and/or written closing arguments for consideration by the Presiding Officer.

5. Recording of the Hearing
The hearing may be recorded electronically, including
recording by tape recorder. Upon mutual agreement the hearing will be stenographically recorded by a certified court reporter. The per diem cost of the court reporter shall be borne equally by the parties. The cost to receive a transcript of the hearing shall be borne by the party requesting the transcript.

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30 6. Representation
The firefighter, at his or hertheir request, may be represented by an association representative or attorney at all stages of the proceedings. All costs associated with such representation shall be borne by the firefighter. The firefighter's choice of representative will only be limited as permitted by law.

7. Decision
The decision shall be in writing pursuant to Government Code §11425.50. The decision shall be served by first class mail, postage pre-paid, upon the firefighter as well as his/hertheir attorney or representative, shall be accompanied by an affidavit or certificate of mailing, and shall advise the firefighter that the time within which judicial review of the decision may be sought is governed by Code of Civil Procedure § 1094.6.

D. Response to a Proposed Disciplinary Action Involving Discharge, Demotion or Suspension, Reduction in Salary, or Involuntary Transfers which Result in a Loss of Pay

1. Pre-Disciplinary Response
In those instances where the procedures in Government Code §§ 11400, et seq., are inapplicable, a firefigherfirefighter may respond to a proposed disciplinary action to the
Fire Chief or designee orally, in writing or both. If the firefighter requests a meeting to orally respond to the proposed discipline, the Fire Chief or his/her their designee shall meet with the employee within fourteen (14) days of receiving the request.

2. Decision
The Fire Chief or his/her their designee shall issue his/hertheir decision in writing within
fourteen (14) days of the later occurrence of (a) receipt of the employee's written response or (b) meeting with the employee to hear the employee's oral response to the proposed discipline. If the employee fails to timely respond either orally or in writing to the notice of proposed discipline, the employee will be deemed to have waived his/hertheir right to respond to the proposed discipline.

The Fire Chief or his/hertheir designee shall issue a written decision regarding the proposed discipline, even if the employee fails to timely respond to the proposed discipline.

5.3. Post Disciplinary Appeal
If the decision of the Fire Chief or his/hertheir designee is to proceed with disciplinary
action involving discharge, demotion, reduction in salary, suspension, or involuntary transfer which results in a loss of pay, the discipline may be imposed

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31 not sooner than 48 hours after notifying the firefighter, subject to the right of appeal under Section E of this Article 40.

E. Appeal of a Disciplinary Decision Action Involving Discharge, Demotion, Suspension of a Firefighter, Reduction in Salary or Involuntary Transfers that Result in a Loss of Pay The administrative appeal shall be conducted in accordance with Chapter 5 (commencing with Section 11500) of Part 1 of Division 3 of Title 2 of the California Government Code.

1. Notice of Discipline as Accusation
The final notice of discipline which may be issued at the conclusion of any pre- disciplinary procedures shall serve as the Accusation as described in Government Code §§ 11500, et seq. The notice shall be prepared and served in conformity with the requirements of Government Code §§11500, et seq.

2. Administrative Law Judge
Except as otherwise mutually agreed, an administrative law judge will preside over and will hear the appeal case sitting alone, pursuant to Government Code § 11512 (a). The administrative law judge shall rule on the admission and exclusion of evidence and shall exercise all other powers relating to the conduct of the hearing.

3. Waiver of Administrative Law Judge
Pursuant to Government Code § 11445.40, the firefighter may waive use of an administrative law judge and elect to have the hearing conducted by a neutral hearing officer. The parties may mutually agree to a hearing office or may select a hearing officer from a list of seven (7) potential hearing officers provided by the California State Mediation and Conciliation Service. If a list is secured, determination of the party striking the first name will be made using a coin toss with the Association calling heads or tails. The party winning the coin toss will make the first strike of names from the list. The parties will alternate strikes until only one name remains. That person shall be designated as the hearing officer.

Except as otherwise mutually agreed, the hearing officer will preside over and hear the appeal case sitting alone.

4. Time and Place of Hearing
Pursuant to Government Code § 11508, unless otherwise mutually agreed, a hearing shall be conducted in the City of Fairfield, at an appropriate City facility.

5. Notice of the Hearing
Notice of the hearing shall be provided to the parties pursuant to Government Code § 11509.

6. Expenses
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32 Except as otherwise required by law, the fees and expenses of the hearing officer/administrative law judge and court reporter shall be borne equally by the parties. Other expenses shall be borne by the party incurring them and neither party shall be responsible for the expenses of witnesses called by the other. A party requesting a transcript to the hearing shall bear the cost thereof.

7. City Manager's Decision
The hearing officer/administrative law judge shall make a recommendation to the City Manager or designee to sustain, modify, or reverse the disciplinary action, pursuant to Government Code § 11517(c). A copy of the recommendation will be given to the employee. The City Manager or designee may accept, reject or modify the recommendation of the hearing officer/administrative law judge. Such acceptance, rejection, or modification taken shall be final. Judicial review of the City Manager's decision may be had pursuant to Government Code § 11523 and Code of Civil Procedure Section 1094.6.

ARTICLE 17. DRUG AND ALCOHOL TESTING
The parties will follow the City of Fairfield’s Reasonable Suspicion Drug and Alcohol testing policies and procedures as specified for FPFA.

ARTICLE 18. EMPLOYEE ASSISTANCE PROGRAM (EAP)
The Fire Chief and department managers may require employees covered by the Association to attend an EAP counseling session(s) during working hours. The Fire Chief or designee will contact the FPFA President or designee prior to the mandatory referral. The purpose of the session(s) is to assist the employee in receiving advice about workplace issues.

ARTICLE 19. LAYOFFS
Any employee(s) serving in a permanent position(s) may be laid off when the position is no longer necessary, or for reasons of economy, lack of work, lack of funds.

The City will give employees scheduled for layoff at least sixty (60) calendar days' notice prior to their last day of employment.

The order of layoff shall be based on inverse seniority in the class.

A laid-off of displaced employee shall displace an employee in the next lower classification in the job series provided the employee meets the minimum qualifications for the classification, and is more senior.

Layoff lists are in effect for three (3) years from the date of layoff and contain the name(s) of person(s) laid-off, displaced or voluntarily demoted in lieu of layoff. There will be no

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33 appointments from other employment lists until the Layoff list for the class is exhausted or the remaining eligibles are not interested in the position. The employee must meet any current minimum qualifications for the position to be eligible for re-hire.

An eligible may be removed from a Layoff list for:
• Failure to respond to a written or telephone notice of referral within fifteen (15) calendar days;
• Failure to keep the Fire Chief advised of a correct mailing address or telephone number; and • Declining an offer of employment in the same job classification from which they were laid off, more than once.

An employee's seniority within a class for layoff and displacement purposes shall be determined by adding the employee's length of service in the particular class in question to the employee's length of service in other classes at the same or higher level in the job series.

Service for layoff and displacement purposes includes only the employee's last continuous permanent City employment. In the event of ties in seniority right in the particular class in question, such ties shall be broken by length of continuous permanent City employment.

An employee returning from layoff shall have their seniority dates adjusted by the period of layoff separation.

An employee who is demoted due to non-disciplinary matters will be granted their position back in inverse order of the demotions. There will be no expiration for the promotion being reinstated.

ARTICLE 20. OVERTIME CALLBACK
For scheduled and unscheduled overtime, the classification creating the overtime should fill the vacancy. In the event several FPFA members respond to the call, the member in the classification creating the overtime with the least overtime hours worked will fill the vacancy. If no one responds, the shift Battalion Chief will direct an FPFA member to fill the vacancy on mandatory overtime. (This person will come from the classification that created the vacancy.) The process for filling the vacancy will be per the Fairfield Fire Department Policy and Procedures manual.

For emergency overtime described above, every effort shall be made to fill the vacancy with the classification creating the overtime. If this is not possible, then the Battalion Chief may approve filling the vacancy with a qualified FPFA member from another classification. If there is no response to an emergency page/call, the Battalion Chief will assume an engine company officer role temporarily until a more permanent replacement can be arranged.

For mandatory overtime the City will follow current department procedures as outlined in the Fairfield Fire Department Policy and Procedures Manual.

ARTICLE 21. JURY DUTY
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34 The City will grant a leave of absence to bargaining unit employees to serve on a jury. The leave of absence shall be with pay up to the amount of the difference between the employee’s regular earnings and any amount received for jury fees.

ARTICLE 22. ACCESS TO WORK LOCATIONS
• Local 1186 will be granted the reasonable use of City facilities during off-duty hours for meetings of Local 1186 bargaining unit members provided that there is prior approval by the on-duty Battalion Chief.

• The union shall have reasonable access to bargaining unit members for the purpose of processing grievances of official union business. This access shall not interfere with the normal work flow or impede the emergency response of employees or equipment.

Local 1186 shall be granted an area not to exceed two (2) feet by three (3) feet of the City bulletin boards in each work station for the posting of material relating solely to official union business.

ARTICLE 23. NO STRIKE
The Union acknowledges its responsibility to follow State law and court decisions regarding the subject of firefighters' right to strike.

ARTICLE 24. CONTRACTING OUT
The City and FPFA agree that the effect of any existing or future contracts between the City and any other party shall not result in the layoff of any FPFA member.

The City agrees to meet and confer with FPFA concerning the effect of any consolidation of Fire Services with any other jurisdiction prior to the City Council taking final action on any recommended consolidation.

ARTICLE 25. MUTUAL OBLIGATIONS AND RESPONSIBILITIES
The parties recognize that a substantial body of statutory and case law has developed relative to the rights and obligations of an employer and the employees pursuant to the Meyers-Milias-Brown Act.

It is agreed by both parties that each will be bound by all applicable statutory and case law at all times. It is also agreed in the interests of maintaining improved employer/employee relations, that each party will make a good faith effort to respect the rights of the other party at all times during the life of the Agreement.

ARTICLE 26. SEPARABILITY
Except as specifically provided herein, if any article or provision of this Agreement, or any portion thereof is in conflict or inconsistent with applicable laws, or is otherwise held to be invalid or unenforceable by any tribunal of competent jurisdiction, such article or provision, or portion thereof shall be suspended and superseded by such applicable law and the remainder of such article, provision, or portion thereof of the Agreement shall not be affected thereby.

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35 ARTICLE 27. CONCLUSIONS OF AGREEMENT
The parties shall observe the rules and regulations of the Department, administrative policies and housekeeping practices not in conflict with any of the terms of the Agreement. Except as provided here-in-above, all existing Employee benefits and agreements subject to meeting and conferring which are not in effect and provided by the City's Ordinances, resolutions or written rules, orders or regulations, shall remain in full force and effect except as amended by the parties through procedures set forth in the Mutual Obligations section of this agreement.

ARTICLE 28. AGENCY SHOP
The parties agree to meet and conclude discussions on a new article to implement Agency Shop by June 30, 2018.

ARTICLE 29. ONE-TIME PAYMENT FOR UNIFORM/BOOT ALLOWANCE OR

CONTRIBUTION TO DEFERRED COMPENSATION
The City shall make a one-time lump sum contribution of $750 for uniform/boot expenses (taxable) in a separate check OR a contribution to the employee's existing 457 or 401a deferred compensation plan. This non-taxable contribution to either the 457 or 401a account is in addition to the $85 monthly City contribution provided in Article 10 E above. Each employee must designate their selection by February 16, 2018 in writing and the deposit will occur in the following pay period.

ARTICLE 2930. LABOR MANAGEMENT AND MEETINGS
During the term of the Agreement, the Association and the City agree that the Parties will continue to meet to negotiate language revisions for the MOU for the purpose of intent clarity. No changes will be made without mutual agreement.

ARTICLE 30. FATIGUE MITIGATION MEASURES
The following measures should be taken to limit and reverse the effects of fatigue:

• Allow represented employees to take a nap
• Represented employees may be on duty up to a maximum of 120 hours consecutively.

After being on duty for 120 hours consecutively, represented employees must be off duty for a minimum of 24 hours before returning to work.
• In extreme cases of fatigue, represented employee(s) may need to be temporarily removed from service by the Fire Department and to have a mandatory rest period before returning to work.
• Represented employees who have been on duty for 120 hours consecutively and then are assigned to Strike Team duty shall not drive the vehicle to the assignment. Another member of the Strike Team will have to drive the vehicle. If no other member is qualified or able to drive the vehicle, the represented employee who has been on duty for 120 hours consecutively will be replaced with an employee who has not met the 120 hour maximum on duty threshold.

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36 At the discretion of the Fire Department, represented employees may be exempted from the 120 maximum on duty hours for the following assignment during an extended city or county emergency

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Packet Page 527 of 1243Attachment 2 Page 40 of 41

37 SIGNATURE PAGE FOR MEMORANDUM OF UNDERSTANDING

REACHED BETWEEN

THE REPRESENTATIVES OF THE CITY AND
THE FAIRFIELD PROFESSIONAL FIREFIGHTER’S ASSOCIATION

City of Fairfield Fairfield Professional Firefighters’ Association ___________________________ ______________________________ David J. Gassaway Cory Stinnett
Interim City Manager President

___________________________ ______________________________ Date Date

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Packet Page 528 of 1243Attachment 2 Page 41 of 41

Agenda Item No: 14.

AGENDA REPORT
DATE:July 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022­155 of the City Council of the City of Fairfield Adopting a Successor Memorandum of Understanding Between the City and the Fairfield Part­Time Employees’ Association
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Adopt the resolution for the new successor memorandum of understanding (MOU) between the City and Fairfield Part­Time Employees’ Association (FPTEA) to reflect the amendments made to the agreement as a result of successful bargaining between the parties.

DISCUSSION
Bargaining was postponed for the successor MOU between the City and FPTEA in the summer of 2021. The parties agreed that bargaining would be difficult because of the disruptions caused by the COVID­19 pandemic. The parties agreed to extend the expiration date of the MOU from June 30, 2021, to June 30, 2022.

In September 2021, City and FPTEA representatives began negotiating a successor MOU. The parties came to a negotiated settlement for the successor MOU, and the members of FPTEA have voted to ratify this new agreement. Therefore, the staff recommends the City Council to adopt the resolution for the new successor MOU with FPTEA. This report provides a summary of the agreements made to the successor MOU:

The new term of this successor MOU will begin on July 1, 2022, and expire on June 30, 2025.

Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are the following:
ꞏJuly 2022: 6%
ꞏJuly 2023: 2.5%
ꞏJuly 2024: 5%
Enhancements and clarifications were made to the following contract provisions:
ꞏStandby/Call Back
ꞏOvertime
Packet Page 529 of 1243

Agenda Item No: 14.AGENDA REPORTDATE:July 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022­155 of the City Council of the City of Fairfield Adopting a SuccessorMemorandum of Understanding Between the City and the Fairfield Part­TimeEmployees’ AssociationRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAdopt the resolution for the new successor memorandum of understanding (MOU) between the City andFairfield Part­Time Employees’ Association (FPTEA) to reflect the amendments made to theagreement as a result of successful bargaining between the parties. DISCUSSIONBargaining was postponed for the successor MOU between the City and FPTEA in the summer of2021. The parties agreed that bargaining would be difficult because of the disruptions caused by theCOVID­19 pandemic. The parties agreed to extend the expiration date of the MOU from June 30, 2021,to June 30, 2022.In September 2021, City and FPTEA representatives began negotiating a successor MOU. The partiescame to a negotiated settlement for the successor MOU, and the members of FPTEA have voted toratify this new agreement. Therefore, the staff recommends the City Council to adopt the resolution forthe new successor MOU with FPTEA. This report provides a summary of the agreements made to thesuccessor MOU:The new term of this successor MOU will begin on July 1, 2022, and expire on June 30, 2025.Effective the first pay period of each fiscal year, the cost of living adjustments agreed to are thefollowing:ꞏJuly 2022: 6%ꞏJuly 2023: 2.5%ꞏJuly 2024: 5% Enhancements and clarifications were made to the following contract provisions:
ꞏStandby/Call Back
ꞏOvertime
ꞏCompensation Study
ꞏTuition/Boot Reimbursements
The redlined successor MOU is attached to this report.

FINANCIAL IMPACT
The total three­year cost of the amendments made to the successor MOU between the City and FPTEA is $155,562; $117,460 paid from the General Fund and the remaining $38,102 paid from Enterprise and Internal Service Funds.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may not approve the new successor MOU between the City and FPTEA and direct City staff to negotiate different terms than recommended above.

STAFF CONTACT
Farbod Pirouzmand, Director of Human Resources
(707) 428­7397
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office, Finance Department ATTACHMENTS:

Description
Proposed Resolution
Redlined FPTEA MOU
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/22/2022 ­ 10:12 AM
Packet Page 530 of 1243

CITY OF FAIRFIELD

RESOLUTION NO. 2022-155

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD

ADOPTING A SUCCESSOR MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF FAIRFIELD PART-TIME EMPLOYEES’ ASSOCIATION

WHEREAS, the City Council of the City of Fairfield enacted the Employer-Employee Relations Resolution No. 2001-185, pursuant to the Meyers-Milias-Brown Act (MMBA), California Government Code Section 3500, et. Seq, and representatives of the city manager have met an d conferred in good faith with representatives of the Fairfield Part-Time Employees’ Association, the recognized employee organization for certain employees; and

WHEREAS, the Fairfield Part-Time Employees’ Association has held a successful ratification vote.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council approves the Memorandum of Understanding as outlined in Exhibit A for the Fairfield Part-Time Employees’ Association.

Section 2. The city manager is authorized and directed to do all things necessary to implement this resolution.

PASSED AND ADOPTED this 5th day of July, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 531 of 1243Attachment 1 Page 1 of 1

MEMORANDUM OF UNDERSTANDING

CITY OF FAIRFIELD
&

FAIRFIELD
PART-TIME EMPLOYEES’

ASSOCIATION

July 01, 2022 - June 30, 2025

00000

Packet Page 532 of 1243Attachment 2 Page 1 of 29

i

Table of Contents

Page Number

1 Recognition  1
2 MOU Controlling  1
3 Term of Agreement  1
4 Management Rights 2
5 Compensation and Wages  2
Wage Adjustments
Wage Scale
Merit Increase
Bi‐Lingual Pay
Compensation Study
2 2
2 3
3 6 Differentials and Premium Pay 3
7 Probation, Accrued Hours, Merit &
Performance Appraisals

6 Probationary Period     6
Accrued Hours     6
Merit Date & Promotion/ Demotion/Flexible
Staffing

7 Performance Appraisal      7
8 Leave  7
Vacation 8
Compensatory Time Off      8
Work Schedules      8
Sick Leave Accrual and Use  8
Bereavement Leave 9
Union Business Time 10
9 Health/Life Insurance/Other Benefits 10
10 Uniform Allowance/Boot Reimbursement 10
Uniforms  10
Boot Reimbursement 11
Tools & Tool Allowance 11
Prescription Safety Glasses 11
11 Tuition Reimbursement 11
12 Certification/License Fee 11
13 Retirement/PERS 12
Social Security  12
Medicare  13
14 Light Duty 13
15 Grievance Procedure 14
Definition of Grievance 14
Purpose  14
Exclusions from Grievance Procedure 14
Steps In the Grievance Procedure 14
General Provisions 15
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ii

16 Weingarten Rights  16
17 Discipline Procedures  16
Written Reprimands 16
Suspensions  16
Suspensions/Demotions/Terminations 17
Time Limitations 18
18 Layoffs  18
19 Seniority  19
20 Transfer & Promotion  19
21 Miscellaneous Items 19
Union Access to employee orientation 19
Payroll Deduction and Pay Over 20
Productivity  20
Health and Safety 20
Compliance with ADA
Joint Labor Management Committee
21 21
22 Reasonable Suspicion Drug & Alcohol Testing 21
23 Severability Provision 21
24 25
Union Security
Signature Page
21 24

Appendix A: Schedule of FPTEA classifications
Appendix B: Schedule of FEA classifications

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1 MEMORANDUM OF UNDERSTANDING

MEMORANDUM OF UNDERSTANDING REACHED BETWEEN
THE REPRESENTATIVES OF THE CITY OF FAIRFIELD AND
SEIU 1021 (FAIRFIELD PART TIME EMPLOYEES' ASSOCIATION)
__________________________________________________  ______________________

ARTICLE 1.  RECOGNITION
Whereas, the Service Employee’s International Union, Local 1021(SEIU) represents Career Part‐Time and Temporary Part‐Time general employees and:

Whereas, the SEIU and the City have agreed the benefits set forth in this Memorandum of Understanding (MOU) shall apply to employees represented by the SEIU;

Now, therefore, the City of Fairfield and the SEIU agree to this MOU as follows:

A. The City hereby recognizes SEIU, Local 1021 CTW, CLC as the exclusive bargaining agent and representative of City employees represented in the Fairfield Part Time Employee’s Association (FPTEA) bargaining unit.

B.  FPTEA consists of two distinct types of part‐time worker as defined below:

 Career Part‐Time: Employees who work a total of 2,340 hours.  Temporary Part‐Time: Employees who have not worked 2340 hours.

PERS annuitants are not covered by this MOU.  FPTEA represents classifications specifically included on Appendix A and Appendix B when utilized on a part time basis.

C. No Discrimination: In the administration of this Agreement, no person covered by this MOU shall be discriminated against because of race, national origin, religion, sex sexual orientation, disability, age marital status or on the basis of membership or non‐membership in the Union, or participation in the activities of the Union.

ARTICLE 2.  MOU CONTROLLING
The City’s Employee Relations Resolution shall govern City employment, unless the MOU conflicts, in which case the MOU shall control. All City management employees will be provided a copy of this MOU, with instructions that the MOU should be reviewed and followed for all FPTEA bargaining unit employees, except where a specific section states that this MOU only applies to a certain specific group of FPTEA bargaining unit employees.

ARTICLE 3.  TERM OF AGREEMENT
A. The term of this Agreement shall be from July 1, 202218 through June 30, 20225.

B. Modification of Agreement: Either party may serve written notice to the other not later than ninety (90) days prior to the expiration of this Agreement, of its desire to amend this Agreement.

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2 ARTICLE 4.  MANAGEMENT RIGHTS
The City shall retain the sole right and authority at its discretion to maintain the order and efficiency of the public service entrusted to it, and to operate and manage the affairs of the City government in all aspects, including, but not limited to, all rights and authority held by the City prior to the signing of this Agreement, except where abridged by a provision or provisions of this Agreement.  The  Union recognizes that the rights of the City through its Council and Management include, but are not limited to, the exclusive right to determine the mission of its constituent departments and commissions; set standards of service; determine the procedures and standards of selection for employment and promotion; direct its employees, take disciplinary action; relieve its employees from duty because of fiscal limitations, lack of work or for other legitimate reasons; maintain the efficiency of government operations, determine the methods, means and personnel by which government operations are to be conducted; determine the content of job classifications; take all necessary actions to carry out its mission in emergencies; and to exercise complete control and discretion over its organization and the technology of performing its work, including but not limited to, the creation and management of limited‐term classifications.

ARTICLE 5.  COMPENSATION/WAGES

A. Wage Adjustments:
 Effective the first full pay period in July 2022, the City will increase base wages for all represented classifications in the bargaining unit by 6.0%

 Effective the first full pay period in July 2023, the City will increase base wages for all represented classifications in the bargaining unit by 2.5%

 Effective the first full pay period in July 2024, the City will increase base wages for all represented classifications in the bargaining unit by 5.0%

B. Wage Scale:

Wage scales are attached as Appendix A and B. The initial wage adjustment for classifications listed on Appendix A will occur in the pay period following Council Approval of the MOU.  Subsequent increases will occur in the first full pay period of July in 2019, 2020, and 2021.

1. The wage scale is attached as Appendix A shall include all classifications covered under this MOU that are represented solely by FPTEA.

2. The wage scale attached as Appendix B shall include the classifications covered under this MOU that have full‐time equivalents covered by FEA.

1.3. The Appendix B wage scale shall be adjusted accordingly upon the adjustment of the full‐time equivalent of such classifications.

C. B. Merit Increase:

Merit increases are based on the full‐time equivalent hours worked. Hours worked shall include the accumulation of all hours worked in multiple classifications when applicable.

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3 1.(1) Employees Hired at Step 1

An employee who starts at Step 1 at their date of hire shall be eligible for a merit increase after 1040 hours worked. The employee will be eligible for future merit increases each additional 2080 hours worked thereafter until they have reached the top step.

Date of Hire After 1040
Hours Worked
After 3120
Hours Worked
After 5200
Hours Worked
After 7280
Hours Worked
Step 1 Step 2 Step 3 Step 4 Step 5

2.(2) Employees Hired at Step 2 or Above

An employee who starts at Step 2 or above shall be eligible for a merit increase after 2080 hours worked and at each 2080 hours thereafter until they have reached the top step.

Example:

Date of Hire After 2080
Hours Worked
After 4,160
Hours Worked
After 6240
Hours Worked
Step 2 Step 3 Step 4 Step 5

D. Bi‐Lingual Differential Pay:

Each employee who meets the City’s certification and eligibility requirements shall receive a 5% differential in pay for each hour worked following certification.  Employees should not be requested to use bilingual skills prior to being certified.  In the event there is a request for an employee to use bilingual skills prior to certification, the employee shall be compensated as described in this section.  Such request shall only be made by the employee’s Supervisor or Manager. The City will choose the languages qualifying for bilingual pay. Department Heads will designate the positions eligible for bi‐lingual pay. Compensation shall occur only during pay periods when an employee has hours worked.

E. Compensation Study
The City agrees to conduct a third‐party compensation study for all FPTEA classifications. The results of the equity study shall be implemented no later than the term of this agreement. Prior to conducting the compensation study, the parties agree to meet and negotiate on the definitions of total compensation, the consultant both parties use and agree on the benchmark classifications for which the study will be conducted.  The Union agrees to pay for half of the study.

ARTICLE 6. DIFFERENTIALS AND PREMIUM PAY
The following language applies to classifications identified in Appendix B when utilized on a part‐ time basis.

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4 A. Shift Differential:

Shifts Defined:
 Shifts starting at 4:00 am or later, but before 12:00 noon, are considered day shift.  Shifts starting at 12:00 noon or later, but before 6:00 p.m., are considered swing shift.  Shifts starting at 6:00 p.m., or later, but before 4:00 a.m., are considered grave shifts.

A shift is a work period consisting of a minimum of eight (8) consecutive hours.

The City will pay a shift differential of 2.5% of salary to FPTEA employees in Dispatcher, Lead Dispatcher, and Water Plant Operator I, II, III and Senior Water Plant Operator and Custodian classifications, who perform shift work that includes swing or graveyard.

The Records Assistant I & II will receive a 5% shift differential. Shift differentials shall be included as part of gross pay for purposes of computing overtime.

Base salary, excluding shift differential, will be used for market surveys and internal alignments.

The City will provide a 2.5% shift differential for Community Service Officers and Equipment Mechanics who are working a swing or grave shift as defined in paragraph D above.

Base salary, excluding shift differential, will be used for market surveys and internal alignments

B. Certification Premium Pay:  Effective the first full pay period in January 2009, the City will compensate employees $100 per month who are required by the City to have and maintain the following certifications: Certified Playground Inspector and Qualified Applicator Certificate.

C. Dispatcher Training Pay: The City will provide a 2.5% differential for those Dispatchers who are assigned to provide training to new employees under the Department training program.

Employees shall only receive the differential for those pay periods where the majority of their shifts are assigned for training.

D. Dispatcher Proficiency Bonus: Dispatchers who have been at the top step in their pay scale for at least one year and who have all eligibility requirements will receive a lump sum proficiency bonus equal to 5% of salary at top step. Eligibility certification exams are conducted twice a year. The certification period is for a period of three years and begins accruing the first of the month following the dispatcher’s completion of six months at top step.

The bonus, accrued on monthly basis, will be paid the on the first pay date in December (covering the period of December 1 of the previous year to November 30 of the current year).

Lead dispatchers do not receive a bonus pursuant to this provision.