Goleta City Council
December 3, 2024

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systems which it determines to be in violation of this Policy.

The City may access information contained on its information systems under numerous circumstances, including, but not limited to, the following circumstances:

1. Under the California Public Records Act (CPRA), electronic files are treated in the same way as paper files. Public documents are subject to inspection through CPRA. In responding to a request for information under the CPRA, the City may access and provide such data without the knowledge or consent of the user.

2. The City will cooperate appropriately, upon the advice of legal counsel, with any local, state, or federal officials investigating an alleged crime committed by an individual affiliated with a City info rmation system resource, and may release information to such officials without the knowledge or consent of the user.

3. The contents of electronic messages may be viewed by a System Administrator or supervisor in the course of routine maintenance, or as needed for City administrative purposes, including investigation of possible violations of this policy, or other disciplinary provisions.

4. The contents of electronic messages may be accessed unlawfully by others (“hackers”) during the course of their transmission. It is therefore impossible for the City to ensure the privacy of any e -mail communication. Users sending confidential or private information should elect other more secure methods of communication if they wish to ensure privacy.

Users agree to represent themselves according to their true and accurate identities in all electronic messages, files and transactions at all times.

D. Legal and Ethical Limitations on the Use of City Information System Resources

While the City recognizes and respects users’ rights to freedom of speech, such rights are not absolute. Speech which is fraudulent, libelous, obscene, harassing, or threatening is not permitted under state or federal law or City policy. Users are expressl y prohibited from using the City’s information systems to engage in such conduct. Users violating this section will be subject to revocation of their user accounts, and in appropriate circumstances, a referral for prosecution for the violation of criminal laws. Employees will be further subject to disciplinary action up to and including termination.

For purposes of this Policy, the terms “fraud” and “libel” are given their legal meaning as developed by the courts of this state and of the United States.

1. “Obscenity” means words, images or sounds which a reasonable person, applying contemporary community standards, when considering the contents as a whole, would 189
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conclude that they appeal to prurient sexual/physical shall interests or violently subordinating behavior rather than an intellectual or communicative purpose, and materials that, taken as a whole regarding their content and their particular usage or application, lack any redeeming literary, scientific, political, artistic or social value.

2. “Threatening” means communications which result in an individual being fearful of imminent bodily harm and/or emotional/mental disruption of the individual’s daily life.

3. “Harassing” means to engage in a knowing and willful course of conduct directed at another which seriously alarms or annoys another, and which serves no legitimate purpose.

In addition, “harassment” shall also mean to subject another to unwelcome sexual advances, requests for sexual favors, and other verbal, visual or physical conduc t of such a nature which has the purpose or effect of creating an intimidating and/or hostile work environment, or as otherwise provided pursuant to state and/or federal law or in violation of City policy.

Other conduct which is prohibited by this Polic y is that which would constitute discrimination on the basis of race, religion, sex, national origin, disability, marital status, sexual orientation or any other classification recognized by state and/or federal law.

E. Use of City Information Systems Resources

All users are required to behave in a responsible, ethical and legal manner as defined by this policy, and other existing City policies and guidelines which govern employee conduct. The following sections define appropriate and inappropriate use.

F. Appropriate Use

Activities deemed to be appropriate uses of City information systems include, but are not necessarily limited to, carrying out City-related assignments and activities requiring access to and use of information systems, including:

1. Authorized access to and use of computer programs and applications licensed by the City available on or access from stand-alone and networked computing stations, tablets or other mobile devices.

2. User access to authorized City e-mail accounts for the purpose of sending work-related communications.

3. Development of work-related materials.

4. Communication with other users and entities for purposes of performing City -related work.
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5. Administrative use.

G. Inappropriate Use

Users are specifically prohibited f rom using the City’s information system resources in any manner identified in this section.

Users who violate this section of the Policy by engaging in inappropriate use of the City’s information systems shall be subject to revocation or suspension of user privileges, disciplinary action up to and including termination, and may also be subject to criminal or civil sanctions permitted by law. Such violations include, but are not limited to:

1. Destruction or damage to equipment, software, or data belonging to the City or others.

2. Disruption or unauthorized use of accounts, access codes, usernames or identification numbers.

3. Use of the City’s information systems to defraud, threaten, libel, or harass others.

4. Use of the City’s information systems in ways which impede the activities of others. Such activities include, but are not limited to: disrupting another’s use of information systems by game playing; sending an excessive numbe r of messages or e -mail, making or printing excessive copies of documents, files, data, or programs, or introducing computer viruses of any type onto the City’s computer resources.

5. Use of the City’s information systems which violate copyrights trademarks, and/or license agreements.

6. Use of the City’s information systems to violate another’s privacy, including but not limited to, accessing or using another user’s account, username, identification number, password, electronic files, data, or e-mail.

7. Impersonation of any person or communication under a false or unauthorized name.

8. Transmission of any unsolicited advertising, promotional materials, or other forms of solicitation.

9. Using City resources for commercial purposes or personal financial gain.

10. Sending or storing messages and/or materials with the intent to defraud, harass, defame, or threaten others.

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11. Inappropriate mass mailing, “spamming” or “mail bombing.”

12. Tampering with any software protections or restrictions placed on computer applications or files.

13. Knowingly or carelessly introducing any invasive or destructive programs (i.e., viruses, worms, Trojan Horses, malware, etc.) into City computers or networks.

14. Attempting to circumvent local or network system security measures.

15. Altering or attempting to alter system software or hardware configurations on network systems and/or local computing or other devices.

16. Installing unauthorized software programs on City local computing devices, tablets, mobile devices or network systems and/or using such programs.

17. Ignoring or disobeying policies and procedures established for specific network systems.

18. Copying system files, utilities and applications that expressly belong to the City without written authorization from the City Manager or designee.

19. Accessing internet sites which are “adult-oriented” in nature, or which require the user to be over the age of 18 years, or which offer gambling services, or which contain obscene content of any nature.

H. Reporting and Consequences:

The System Administrator or department directors may informally resolve unintentional or isolated minor violations of use policies through e -mail or face -to-face discussion and education with the user or users concerned.

Individuals should report a suspected violation of this Policy by information system users to the System Administrator or the accused employee’s department director who will immediately refer the complaint to Personnel Officer for review. If the City determines that a violation has occurred, it may take immediate action to suspend or revoke the user’s privileges. In the event users’ privileges are suspende d or revoked, the City will, if appropriate under the circumstances, provide the user with written notice of the suspension or revocation, and provide a statement of reasons for the actions taken. Possible sanctions also include deletion of material found to be in violation of this Policy and loss of user privileges. Disciplinary action against employees may also be taken pursuant to the City’s personnel rules, or other rules and regulations.

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SEC. 19.3 SOCIAL MEDIA POLICY

The City understands that its employees use social media sites to share events in their lives, to communicate, and to discuss their opinions with others, including family, friends and co - workers. However, the use of social media may present certain risks and carries with it certain responsibilities. To assist employees in making responsible decisions about their use of social media, the City has established this policy and guidelines for appropriate use of social media.

In the rapidly expanding world of electronic communication, social media can mean many things. In general, social media encompasses the various activities that integrate technology, social interaction, and content creation. Through social media, individuals can create web content, organize, edit or comment on content, as well as combine and share content on their own web site or on someone else’s. Social media uses many technologies and forms, including web feeds, blogs, wikis, photography and video sharing, journals, diaries, chat rooms, bulletin boards, affinity web sites, podcasts, social networking, fan sites, mashups, and virtual worlds.

A. Rights and Responsibilities in Using Social Media Technology

1. Employees should use good and ethical judgment when using social media. To the extent social media use impacts City employees and clients, employees must follow City policies and regulations as applicable, including but not limited to those that protec t individual privacy rights, anti -discrimination and harassment policies, the anti -workplace violence policy and other relevant City policies.

2. The City may take disciplinary action against the employee, up to and including termination, if employee use of social media:

a. Is detrimental to the mission or function of the City;

b. Adversely affects another employee;

c. Adversely affects members of the public served by the City, people who work on behalf of the City or its legitimate business interests.

3. Examples of prohibited conduct include, but are not limited to:

a. Using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, or threatening, or that might constitute harassment or bullying.

b. Offensive posts that could contribute to a hostile work environment on the basis of race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender ident ity, gender expression, age, sexual orientation or any other status protected by law or City 193
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policy.

c. Material that would make a reasonable person afraid for the person’s safety or the safety of the person’s family.

d. Employees should strive for a ccuracy and full disclosure in any blog or post, and include links to sources of information. If an employee makes a mistake, the information should be corrected or retracted promptly. Information or rumors that known by an employee to be false about the City, your co-workers, or people working on behalf of the City should never be posted.

e. Information that may violate City, client or employee rights should not be disclosed.

For example, another individual’s social security number, medical information or financial information must not be disclosed in a manner that violates that person’s rights.

f. If an employee publishes a blog or posts online related to the work or subjects associated with the City, the employee must make it clear that they are not speaking on behalf of the City. It is best to include a disclaimer such as “The postings on this site are my own and are not intended to reflect the views of the City.” The City’s Public Information Officer will not be required to post such disclaime rs while posting information on social media platforms on the City’s behalf.

g. Employees should keep their personal lives separate from professional or work life, by using privacy settings to restrict personal information on public sites. Employees should consider who they invite or accept to join a social network as those indivi duals will have access to your profile, photographs, etc.

h. Employees should understand that even if private settings are in place, those invited into a network can easily, print, save, cut, paste, modify or publish anything posted, including material subsequently removed from your network. Material can be archived on the Internet even after it is removed.

B. Using Social Media at Work

1. Employees must never use City Information Systems Resources, or work time, for personal social media activities.

2. Employees must not use City email addresses to register on social networks, blogs or other online tools utilized for personal use. Use of City email addresses to register on professional association networks, websites and listservs is acceptable if use of such networks enhances the employee’s ability to perform assigned duties and conforms to all pertinent sections of these Personnel Rules.

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3. Limited use of the City’s internal Nextdoor platform is acceptable, as it aids in the dissemination of work-related information among employees and fosters positive working relationships. However, use of Nextdoor must not interfere with employees’ ability to complete tasks and assignments in an efficient and effective manner, and must conform to all of the pertinent sections of the City’s Personnel Rules.

C. Media Contacts

All media inquiries should be directed to the Public Information Officer (i.e., the Community Relations Manager). Employees should not speak to the media on the City’s behalf wit hout contacting the City Manager and the City’s Public Information Officer or other designee.

RULE XX -TRANSPORTATION

SEC. 20.1 TRANSPORTATION DEMAND MANAGEMENT PROGRAM

A. Purpose and Goals

The purpose of the City of Goleta Transportation Demand Management (TDM) program is to encourage employees to use alternative means of transportation when they travel between their residence and the workplace. The primary goals of the program are: 1) To reduce single passenger vehicle trips on local and regional street and highway systems; 2) Reduce air pollution; 3) Reduce traffic congestion; 4) Enhance organization -wide efforts to be more environmentally responsible; and, 5) Increase employees’ work-to-life balance by taking some of the stress and expense out of commuting.

B. Program Components

The City’s TDM program is comprised of two primary components: 1) Organizational efforts to reduce vehicle trips; and, 2) Accommodations and incentives to enc ourage employee use of alternative modes of transportation in place of single-rider vehicle trips.

C. Organization-Wide Vehicle Trip Reduction:

At the administrative level, the City has enacted the following policies and practices that focus on redu cing vehicle trips generated in the course of conducting City business, while maintaining effective service levels:

1. 9/80 Work Schedule: In addition to the traditional eight hour per day, five days a week schedule, the City also offers a “9/80” work schedule wherein employees work a total of 80 hours over a nine day period and then take the tenth day off from work. This modified schedule results in a reduction of approximately 26 round trips to and from City Hall per employee, per year. This equates to 38,595 pounds of reduced emissions in a year. Details 195
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of the City’s 9/80 work schedule are outlined in the City’s Nine/Eighty (9/80) Plan Administrative Policy.

2. Telecommuting: Telecommuting is defined as working from a remote location, usually a home office, by connecting electronically to the workplace using telecommunication devices such as phones, faxes and computers. Because of the connectivity employees have to the workplace, they can participate in meetings, take calls, work on documents, send and receive emails in much the same way they would if they were present in the workplace. This allows employees to work effectively without having to travel to work, and as such, contributes to the reduction of vehicle t rips and associated emissions and air pollution.

3. The City offers the option of telecommuting to approved employees as determined by the City Manager, City Attorney and department directors where applicable. Details of the procedures related to telecommuting are outlined in the City’s Telecommuting Policy.

D. Accommodations to Increase Employee Use of Alternative Modes of Transportation The City has developed the following accommodations in order to support employees’ efforts to use alternative modes of transportation:

1. Pool Vehicle Use for Personal Errands during Standard Break Periods: Whenever possible, the City will make two pool vehicles available during the lunch hour (12:00 p.m. to 1:00 p.m.) for the use of employees who have utilized an alternative means of transportation to travel to work and do not have their personal vehicle available at the worksite. The purpose is to provide a means for employees to run personal errands, attend appointments or pick up lunch. The use of pool vehicles must be reserved and coordinated through the front reception desk staff.

2. Guaranteed Ride Home: The City is committed to ensuring that employees are not stranded at work in the event of a personal emergency as a result of having used an alternative mode of transportation to get to the workplace. Therefore, the City has contracted with Traffic Solutions to provide an Emergency Ride Home program to all individuals registered on the Traffic Solutions on-line database. There is no cost to the City associated with this service, and employees are reimbursed by Traffic Solutions up to $55.00 for the cost of taking a taxi or rental car home and may receive this reimbursement up to four times per year. Costs over $55.00 may be the responsibility of the employee.

Unplanned personal emergencies are defined as personal or family illness, a family crisis, or when an employee’s carpool, vanpool, or public transit is unavailable. Situations that are not considered personal emergencies include overtime (unexpected or planned), personal errands, pre-planned medical or dental appointments, business -related travel, or regional disasters, such as earthquake or flood.
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In the event that the use of Traffic Solutions’ Emergency Ride Home program is not feasible for the employee, the City may, at its discretion, allow the employee to use a City vehicle to return home in the case of a personal emergency. Such use of City vehicles will be subject to vehicle availability and approval by the employee’s supervisor.

3. Bike Racks: The City has invested in a number of bike racks in order to support and encourage bicycle commuting. A bike rack which holds up to four standard sized bikes is located near the rear employee entrance to City Hall, while two bike pods with the capacity to contain two bikes per pod, have been installed in the parking lot behind City Hall. Two internal bike racks, with a holding capacity of four standard sized bikes, have also been provided to employees and are located in the garage storage area at City Hall.

4. Improvements to Restrooms to Enhance Privacy of Changing Facilities: Privacy curtains have been installed in the City Hall restrooms to provide employees with additional privacy when using the showers and lockers. The curtains will par tition off the showering and changing areas in the restrooms to the maximum extent possible.

5. Bicycle Safety Training for Employees: The City will provide employees with periodic bike safety training workshops in order to support safe bicycle commutin g as well as safe use of City -owned bicycles during standard break times to run personal errands. Traffic Solutions and League Cycling Instructors (LCI) will provide either a one or two hour -long bike safety training classes to City employees, as needed. Employees who use City-owned bicycles, both standard and electric, are required to participate in at least one bike safety training workshop and may be required to sign a waiver of liability prior to being granted permission to use said bicycles.

The City will provide employees with bike helmets to be worn while City-owned bicycles are being used. Use of said helmets is mandatory and failure to wear a helmet while riding a City-owned bike may result in the revocation of permission to use the bikes in the future.

E. Per-Diem Benefit Incentive for Employee Use of Alternative Transportation

1. Employees who chose to use an approved alternative means of transportation to and from work will receive a per -diem cash benefit to offset the costs of commuting . A list of approved transportation alternatives is listed below in Section F.

This program relies on employee self -reporting. To be eligible for the per -diem cash benefit, employees are required to log their trips in the Traffic Solutions online database for each day they complete an alternative commute. At the end of each month, employees must print out and sign a copy of the summary of their alternative commute activity provided 197
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by the Traffic Solutions online Commute Tracker feature. That summary mu st then be presented to the Human Resources Division for processing.

In recognition of their alternative commute trips, employees will receive a cash allowance for every day that they utilize only approved alternative modes of transportation when traveling both to and from work. This cash benefit will be distributed once a month through the City’s payroll process and will be reflected in employee paychecks for the last pay - period of the month. The per -diem cash benefit will be subject to all Internal Rev enue Service rules regarding Qualified Transportation Benefits and may be deemed taxable wages. The amount of the per-diem cash benefit will be adopted with the City’s Two -Year Budget Plan.

2. At some point in the future, the City may consider providing additional incentives to enhance overall TDM program participation. Such incentives may include, but are not limited to, transit vouchers, gift cards, bicycle accessories or bike helmets.

F. Approved Alternative Transportation Modes:

In order for employees to receive the alternative transportation cash benefit detailed above, the following alternative means of transportation must be used both to and from work in the same day.

1. Walking and Biking: Employees can use these forms of commuting either point-to-point for local employees who live within a few miles of City Hall, or in combination with other alternative modes of transportation.

2. Public Transit (Buses): MTD, Vista Coastal Express, Coastal Express Limited, and Clean Air Express buses provide daily local and regional bus service to and from the Goleta area.

The Clean Air Express service commuters coming from North Santa Barbara County, with the Coastal Express Limited and Vista Coastal Express offer service to riders coming from Ventura County to the South Coast region. MTD provides local service for Santa Barbara and Goleta. Employees can pay per trip or can purchase 10 -day or monthly pass which are offered at a discounted rate through MTD.

3. Rail: Amtrak’s Pacific Surfliner has several daily stops in Goleta from points north, such as San Luis Obispo, Grover Beach, Guadalupe, Santa Maria and near Lompoc, and points south such as Simi Valley, Camarillo, Oxnard, Ventura and Carpinteria. Employees can pay for t his option per trip or can purchase 10 -day passes for a discounted rate through Amtrak.

4. Vanpooling: There are three different vanpool companies which can be used by employees for the establishment of an employee vanpool. Vanpools are considered qualified commute highway vehicles and can hold up to 14 employees per vehicle. There 198
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are multiple sizes of vanpools depending on the demand and pricing options.

5. Employee Ridesharing: Traffic Solutions provides online rideshare matching tools for staff to determine ridesharing opportunities. This service matches commuters with carpools and vanpools traveling to similar destinations. Users of this system must register and provide information about their commutes to work including where they live, where th ey work and their work schedules. The system then generates a free match list of people enrolled in the program who live and work nearby and have similar schedules. Employees sharing a vehicle trip to and from the workplace with at least one other individ ual are considered to be ridesharing.

Approved modes of alternative transportation may be used in combination. For example, an employee may bike to work in the morning, but use public transportation to return home at the end of the day.

Single passenger vehicle trips traveling to and from a carpool or vanpool meeting site, rail or bus stop are allowed, as they assist employees who also use an alternative mode of transportation to travel to and from the workplace. The use of approved mode s of transportation which convey employees both to and from the workplace in the same day, will qualify for the per-diem cash benefit.

G. Employee Eligibility

All employees of the City of Goleta are encouraged to participate in the TDM program.

However, some employees may be restricted from receiving TDM program incentives, as noted in the Sections below pertaining to Auto Allowance and City of Goleta Travel Policy.

Aside from those exceptions, most employees, whether full -time or part-time, may be eligible for TDM program incentives, including the per -diem benefit, if they comply with all TDM program requirements, subject to the terms and conditions contained herein.

H. Coordination with Other City Benefits and Policies

While use of alternative modes of transportation is encouraged for all City employees, certain conditions may affect an employee’s participation in the program.

1. Auto Allowance: Employees who, as a condition of their employment, compensation package or employment agreement, receive an Automobile Allowance shall be subject to the terms and conditions of the City’s Auto Allowance Policy. However, should such an employee choose to participate in the TDM program while receiving the allowance, said employee shall not be eligible to receive both the TDM program per-diem cash benefit and the auto allowance. Recipients of the Auto Allowance will still be allowed to telecommute on a limited basis when feasible, and as such will be considered as contributing to the City’s vehicle trip reduction efforts on those occasions.

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2. City of Goleta Travel Policy: While travelling for the purpose of conducting City business, employees shall comply with all terms of the City’s Travel Policy. Employees will not be eligible to receive the per -diem cash benefit for days that they receive mileage reimbursement or have transportation expenses, including, but not limited to, airfare, bus fare, or taxi fare, paid by the City, unless they can demonstrate that they used an approved alternative mode of transportation to travel between their residence and the workplace on that day.

3. City of Goleta Vehicle Usage Policy: Use of City vehicles by employees in connection with the terms of the TDM program shall be subject at all times to the terms and conditions of the City’s Vehicle Usage Policy.

4. City of Goleta Telecommuting Policy: The act of telecommuting by City employees in connection with the terms of the TDM program shall be subject at all times to the terms and conditions of the City’s Telecommuting Policy. Employees who are engaged in telecommuting will not be eligible to receive the per -diem cash benefit as that benefit is meant to discourage single -occupant vehicle trips when travel is requir ed. By its nature, telecommuting does not require travel and results in the employee avoiding the costs of vehicle commuting.

I. Program Performance Measurement

City staff will conduct annual reviews of the Transportation Demand Management Program to determine if progress is being made toward achieving the program’s goals. Specifically, staff will quantify the reduction in single passenger vehicle trips, miles driven, fuel consumed, and emissions generated. Statistics gathered through Traffic Solution s’ online Commute Tracker will be used as the primary data source for this analysis.

As part of the annual review, staff will also determine whether any adjustment is needed in TDM program incentives or benefits. Employee participation rates as well as costs and available funds for the program will be considered in this assessment. Staff will advise the City Council if any changes to the TDM program are recommended. The City Council maintains the right to modify, suspend or discontinue the TDM program at any time if it deems the program to be unfeasible, unsustainable or unsuccessful.

SEC. 20.2 TELECOMMUTING POLICY/ HYBRID WORKPLACE

A. Purpose

Telecommuting is defined as the process of working at home or at an alternative work site for some portion of an employee’s work hours. The City of Goleta considers this option, when appropriately undertaken, to be of value to both the City and the individual employee.

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Telecommuting is a cooperative venture between the Department and employee based on the needs of the Department and the past and present performance of the employee.

Telecommuting is neither a right nor an entitlement, but a tool to allow flexibility in work options.

The Transportation Demand Management (TDM) Program for the City of Gole ta was developed to encourage employees to use alternative forms of transportation to get to and from work to reduce the number of single -passenger vehicle trips. This Policy will allow selected employees to participate in the City’s TDM Program and will help to improve air quality, help increase an employees’ work-to-life balance and provide alternative work sites in case of disaster.

Terms and conditions of employment with the City of Goleta remain the same regardless of the employee’s work site. No employee is required to telecommute , unless specifically so directed by the City Manager for public health or emergency purposes . A telecommuting agreement is a voluntary, joint decision between Department and employee and may be terminated by either the Department or the employee upon written notice.

B. Goals

The goals of the City of Goleta Telecommuting Policy are as follows:

1. To assist in traffic reduction and the improvement of air quality;

2. To promote the efficient use of resources;

3. To increase the effective use of employee work hours;

4. Provide flexibility to employees to meet unique circumstances.

C. Selection Criteria

Four areas of selection criteria should be considered when assessing the feasibility of telecommuting in a particular work group:

1. Characteristics of the job;

2. The skills and workload of individual;

3. Experience of the Employee;

4. The needs and oversight abilities of the supervisor;

5. The proposed remote work site.
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D. Job Characteristics

The requirements of the employee’s job classification must meet the following criteria:

1. Communication requirements which can be met by telephone, voicemail or electronic mail at a minimum cost to the City, rather than face to face communication;

2. An individual presently working alone with information such as writing, reading, planning, computer programming, word processing and data entry;

3. Work products with identifiable time frames and measurable work activities with clearly defined tasks;

4. Tasks that require concentration and/or blocks of time when the employee works independently;

5. Minimal special equipment requirements.

E. Employee Characteristics

Ideal telecommuters are strong performers with a high knowledge of job requirements and who are self-disciplined, highly motivated, and comfortable working alone with little supervision.

Employees must also possess:

1. High job knowledge and proven high productivity and reliability;

2. Self-discipline, self-direction and motivation;

3. Above average skills in planning, organizing, managing time and meeting objectives;

4. Ability to maintain regular work relationships and close communication with supervisor and co-workers;

5. A desire to make telecommuting work.

F. Supervisor Characteristics

The role of the supervisor is a third criterion essential to the success o f a telecommuting arrangement. The following traits have been found to be helpful for supervisors:

1. Good management skills, flexibility in management style, ability to manage by results 202
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rather than by the clock;

2. Above average organization and planning skills;

3. Ability to provide regular feedback to employees;

4. Ability to establish mutual trust and respect with the telecommuter;

5. Ability to establish and communicate clear objectives and performance criteria;

6. An open, positive attitude toward telecommuting.

G. Remote Site Related Criteria

All remote work sites must possess:

1. Adequate office space with appropriate lighting;

2. Internet access and remote connection with the City’s system;

3. Computer equipment and software provided by the employee;

4. If City equipment is provided to the employee, the employee is responsible for ensuring that the equipment is properly used, maintained, and safely secured when not in use. City equipment shall only be used by the employee. No other person including, b ut not limited to, family members or household guests may use City equipment for any reason;

5. Telephone service to the remote site with effective answering machine or voicemail capabilities;

6. If the employee is unable to meet work obligations due to equipment issues, the employee agrees to notify the employee’s supervisor and may be required to travel to the workplace to perform the job functions until the issues have been resolved;

7. Minimal interruptions.

H. Program Management Guidelines

1. Telecommuting is voluntary and may be terminated by employees, supervisor, department director or the Personnel Officer at any time. Approval of the privilege of participating is at the discretion of the Personnel Officer or the Personnel Officer’s designee. Approval of the privilege of participation by employees of the City Attorney’s Office is at the discretion of the City Attorney. Telecommuting arrangements shall not be terminated for arbitrary or 203
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capricious reasons.

2. Telecommuters and thei r supervisors remain obligated to comply with all City of Goleta rules, regulations, policies procedures and the Fair Labor Standards Act (FLSA). The violation of any of the above or the misuse of City time or any City-provided equipment may result in pre clusion from telecommuting and/or disciplinary action, up to and including termination of employment.

3. Telecommuting shall occur on a part-time or periodic basis. No employee shall be allowed to telecommute on a full -time basis. A telecommuting schedule must be agreed upon with the telecommuter’s department director and the employee.

Irrespective o f the above, on an exception basis, and upon the recommendation of the department director, the City Manager may approve a full -time telecommuting arrangement for an employee for personal reasons for a period not to exceed a total of eight (8) weeks per fiscal year where the employee’s job duties may be accomplished remotely . An employee may also be approved to telecommute temporarily while under orders from a health care provider or public health official to quarantine or isolate from others.

4. Requests to work overtime and use of leave balances (i.e. sick, vacation, management leave, or other types of leave) must be pre-approved by the telecommuter’s supervisor in the same manner as when working on City premises.

5. The duties, obligations and responsibilities of a telecommuter are not changed by telecommuting. The employee’s salary and benefits do not change as a result of telecommuting.

6. Telecommuters shall be accessible during their agreed upon regular business hours, regardless of work location. Arrangements for flexible work schedules are subject to supervisor’s approval. Telecommuters and their supervisors must agree on how the telecommuter can ensure accessibility to departmental staff, and the expected response time for returning phone calls, emails and texts. The telecommuter will provide a home or mobile telephone number to the telecommuter’s supervisor, as well as to other essential departmental staff.

7. The telecommuters’ home address and telephone number will remain confidential and will not be released to the public or any other unauthorized persons unless required by law.

8. Telecommuters who work at home will have a designated workspace maintained by the telecommuter. Telecommuters will be responsible for the ergonomics of their remote offices as well as maintain a safe condition free from hazards.

9. Telecommuting is not a substitute for dependent care. If a person (child, spouse, elder or 204
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other person) is relying on the employee for physical or emotion al care, then the employee is likely to be unable to fully and effectively devote the employee’s time to work assignments.

The telecommuter must ensure that dependent care is provided in a way that allows the telecommuter to successfully fulfill the telecommuter’s job responsibilities.

10. Telecommuters will work at the designated location during the hours agreed upon.

Employees will not work elsewhere unless prior approval is obtained from the Department.

11. During telecommuting hours, telecommuters agree to engage in only City assignments or other employment activities approved by their department director.

12. The employee’s personal vehicle shall not be used for City business unless specifically authorized by the supervisor/manager.

13. Telecommuters will take all precautions necessary to secure privileged information and prevent unauthorized access to any City of Goleta system.

14. Telecommuters may need equipment such as a computer, modem, pri nter, FAX or telephone line, as well as ergonomic workstations, chairs etc. The department director , at the department director’s discretion, may provide employees with such equipment/furnishings and/or may pay for telecommunications expenses. If the City agrees to provide the equipment/furniture at the City’s expense, then such equipment/furniture will remain the property of the City of Goleta.

15. Telecommuter’s tax implications related to the home workspace are the responsibility of the employee. Telecommuters are advised to discuss any issues with their tax advisor.

16. The City’s Worker’s Compensation liability for job-related accidents will continue to exist during the employee’s telecommuting work hours. Any work related injury should be immediately reported to the telecommuter’s supervisor and/or the Human Resources Division.

17. The telecommuter remains liable for injuries to third persons or members of the employee’s family on the employee’s premises. The telecommuter agrees to indemnify and hold the City harmless from any damage to the employee’s real property or injuries t o third parties as a result of the telecommuting.

18. Telecommuting expenses not specifically covered in this policy will be dealt with on a case-by-case basis between employee and Department.

19. Telecommuters and their Department will jointly sign a Telecommuting Agreement that can be terminated at any time by either the Department or the employee. Telecommuters and supervisors should identify specific goals, completion dates and measurements for 205
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success. Both the telecommuter and the supervisor have the responsibility of ensuring that the identified tasks are completed in the same quality manner and with the same timeliness commensurate to the work done in the office.

20. Each telecommuting arrangement should be mutually agreed upon by the depar tment and the employee.

21. The department may, at any time, change any or all of the conditions under which employees are permitted to telecommute.

I. Timekeeping, Reporting and Liability

All City of Goleta policies regarding attendance and hours worked also apply to telecommuting employees.

The telecommuter and the telecommuter’s supervisor should agree upon a work schedule.

Unless a different work schedule is designated, telecommuters are assumed to be available from 8 a.m. to 5 p.m. or 7:30 a.m. to 5:30 p.m. depending if they are on a 9/80 schedule.

Telecommuters generally spend the entire telecommuting day at the same remote work location. Only travel specifically authorized by the telecommuters’ supervisor will be considered business travel eligible for reimbursement. Establishing a remote work location in the telecommuter’s home does not make the telecommuter’s regular commute to the primary employment location a business travel eligible for reimbursement.

J. Performance Guidelines

A major concern for some will be the supervising and performance evaluation of off -site employees. When it comes to evaluating off-site employees work, primary criteria should be:

1. Quality of work;

2. Timely and accurate/thorough completion of projects;

3. Maintenance of close communication.

K. Security

Data and information used by telecommuters must be treated with the same caution and respect that confidential material is given in the office. The telecommuter should be particularly aware of the following areas regarding security:

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1. Any and all papers with confidential information must be treated accordingly;

2. Any confidential data stored on a computer at the employee’s home must be protected as appropriate;

3. Access must be via a City-authorized software system and network;

4. If the employee will be transferring data from a PC located at home to one located at the office, the employee must be aware of the potential to spread computer viruses from home to office;

5. If the employee uses a computer at home to remotely access a computer or computer system at the office, the employee must be aware of the risks associated with the transfer of or access to confidential data;

6. It is incumbent upon the employee to protect any passwords or secure access devices associated with the City’s computer system;

7. Access to City computers and computer networks from remote, non-City locations must be protected against unauthorized use. Some examples of unauthorized use are:

a. Copying any City owned or City licensed software onto a non-City owned computer;

b. Using City owned resources for profit;
c. Copying non-licensed software onto City owned equipment, or infecting City owned equipment or software with a virus.

If the employee uses a computer workstation owned by the employee or the City, the employee agrees to take responsible steps regarding data security including:

a. Keeping security configurations up to date to protect the workstation from intrusions;

b. Ensuring communication between the workstation and City is appropriately secure. The employee should consult with the City’s Administrative Services staff;

c. The employee must have anti -virus software installed on the employee’s computer regardless of ownership. The anti-virus software should be set up to automatically receive updates as they are released by the software vendor.

SEC. 20.3 TRAVEL POLICY

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Staff, Councilmembers, other appointed City officials, and Commissioners are encouraged to attend meetings and conferences of professional organizations and associations to increase knowledge of and to identify resources for effective municipal management. Attendance at such conferences and meetings shall depend upon availability of fiscal resources as allocated in the City's budget.

Only travel/attendance which serves a municipal purpose and is deemed necessary and/or advantageous to the City of Goleta shall be approved by an employee’s supervisor or the Personnel Officer. Travel shall be by the most economical means available, taking into consideration scheduling and other coordination issues. It is expected that sound judgment will be exercised in the expenditure of all public funds.

For the purposes of this policy, "travel" is used to indicate the movement, by normal modes of transportation, of an individual(s) from their customary place of business to another place of business as required and authorized to attend conferences and meetings. “Travel” includes local and non-local movements as follows:

1. Local Travel - Official travel performed within a distance of 100 miles from the City of Goleta or the traveler’s residence and accomplished within one day.

2. Non -Local Travel - Official travel requiring at least one overnight absence from the traveler’s residence or the City of Goleta and to a location more than 100 miles distance from the City of Goleta or the traveler’s residence.

3. A n overnight stay may be permitted for local travel in instances where travel would otherwise have to occur after 10:00 p.m., or in such cases as an overnight stay is required for unanticipated health and safety reasons.

The purpose of this policy is to establish guidelines for: 1) the approval of business travel; and, 2) the reimbursement of reasonable expenses which are incurred while conducting official City business.

SEC. 20.4 TRAVEL POLICY PROCEDURES

A. Authorization

1. The Personnel Officer, City Attorney, or department directors must authorize attendance, travel and reimbursement of all normal and necessary expenses incurred by employees in the conduct of official City business prior to departure.

2. Personnel Officer authorization is not required for travel undertaken by City Councilmembers or the City Attorney, or for any reimbursement of associated expenses.

However, reimbursements are limited to budget allocations for each Councilmember.

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3. Planning Commissioners must coordinate all travel requests through the Administrative Assistant in the Planning Department. All travel and/or expense reimbursement requests by Commissioners must be approved by the Planning Director.

4. Employees must obtain authorization by submitting a Travel Authorization Form to their department director (or City Attorney or Personnel Officer when appropriate) prior to traveling. On this form employees must indicate the travel destination, purpose of the trip, the d ate/time of their departure and return, estimated costs for registration, lodging, transportation and mileage, as well as the account number (s) to be charged for travel expenses.

5. The approved Travel Authorization Form must then be submitted to the F inance Department prior to travel.

6. Travel must be approved in order for employees to be reimbursed for any out -of-pocket travel expenses or mileage reimbursement.

7. In areas not specifically covered by these guidelines, the Personnel Officer’s de cision shall govern.

B. Types of Authorized Travel Expenses

1. Registration - Registration fees charged for any authorized convention, conference, seminar or meeting. A receipt or some other proof of the fee amount, such as a copy of the conference program setting forth the fee rate, shall be provided with any reimbursement request.

2. Transportation - All travel will be by the mode most economical to the City. In arriving at the most economical mode, practical factors such as time, schedule coordination, distance traveled and cost of type of transportation mode must be considered.

3. Air and Rail - Round-trip fare for coach class or by the method least costly to the City are required. Special efforts shall be made to take advantage of discounts and special fares when such fares and discounts produce "real savings" to the City. If other travel arrangements are made, or are made in conjunction with approved personal leave, reimbursement shall be computed at the coach rate, using the shortest and most direct route to and from the location of the City business.

4. City Vehicles - Departmentally assigned or pool vehicles may be used for travel, when scheduling permits, to and from designated places outside the local area. No allowance or reimbursement for transportation is authorized when a City-owned vehicle is used. All City Vehicles have a gasoline credit card located in the glove box. However, any out-of-pocket expenses incurred in operating the vehicle shall be reimbursed only if receipts are provided.

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5. Personal Vehicles - Unless authorized by the Personnel Officer or department director, no employee shall be reimbursed for the use of a privately -owned vehicle for travel, if a suitable City owned vehicle or bicycle is available for such use, unless the employee receives a vehicle allowance. City Councilmembers may request mileage reimbursement for the use of personal vehicles without authorization b y the City Manager subject to availability of budget allocation.

Mileage for the use of a private vehicle shall be reimbursed at the current rate set by the Internal Revenue Service. Personnel receiving automobile allowances or unless otherwise covered by contract will not be entitled to mileage reimbursement in addition to the monthly allowance except for non -local travel (defined as travel more than 100 miles from the traveler’s residence). In all cases, reimbursement for travel mileage shall be det ermined by the most direct route from point of departure or City Hall to point of return or City Hall with mileage calculated from the shortest distance.

6. Pool Travel - Whenever the use of motor vehicles occurs, every effort shall be made to pool travel. The traveler(s) accompanying the owner of a privately owned motor vehicle in which the official travel is performed, shall not be entitled to any reimbursement for mileage.

7. License and Insurance - Employees, City Councilmembers or other City off icials operating city-owned vehicles or using privately-owned vehicles traveling on City business must possess a valid California Driver’s License as well as automobile insurance coverage with limits of not less than those required by state law.

California Insurance Code §11580.9 states that where two or more policies affording valid and collectible liability insurance apply to the same motor vehicle in an occurrence out of which a liability loss shall arise, it shall be conclusively presumed that the insurance afforded by that policy in which the motor vehicle is described or rated as an owned vehicle is primary and the insurance afforded by any other policy shall be excess.

If an accident occurs while an employee, City Councilmember or other City o fficial is operating a City -owned vehicle in the course of conducting City business, the City’s insurance will be the primary insurance as per the requirements of California Insurance Code §11580.9. If an accident occurs while an employee, City Councilmem ber or other City official is operating a privately -owned vehicle while conducting City business, that individual’s insurance will be the primary insurance as per the requirements of California Insurance Code §11580.9.

8. General Aviation - Travel by Gene ral Aviation as opposed to Commercial Aviation is allowed if it is the most economical mode of transportation.

9. Taxi, Car Rental, Bus Fare – Expenses may be reimbursed where use of such conveyances is reasonable and necessary in the conduct of City business. Receipts must be provided. The use of rental vehicles will be permitted when alternate transportation 210
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would be more expensive or impractical. Economy vehicles and corporate rates shall be requested for vehicle rentals. Whenever possible, trave lers should utilize hotel courtesy buses or local shuttle services. Taxi service should be used only when no other convenient, less costly transportation which would accommodate the needs of the travel is available.

10. Garage and Parking Expense - Charges for parking and storage for private or City vehicles are reimbursable. Valet parking is not reimbursable unless self -parking is not offered at the location. Receipts must be submitted with requests for reimbursement.

11. Accommodations - Actual lodging expenses for single accommodations at out-of-town conferences or meetings are reimbursable. Lodging shall be obtained at the most economical rate available for safe, clean and quality accommodations. Lavish or oversized accommodations are not allo wed. Whenever possible, single rooms at corporate/government rates are to be secured. Receipts for accommodation charges must be provided after travel.

Special efforts shall be made to obtain accommodations at or near the facility where official City business is to take place to reduce the costs of transportation between meetings and conference sites. Employee’s lodging charges for conferences occurring within one hundred (100) miles of the employee’s residence will not be paid for by the City, except when authorized by the Personnel Officer.

12. Meal Allowance, Non-Local Travel (Per Diem) - Employees, City Councilmembers and City officials will receive a Per Diem allowance as set by the State of California for the County of Santa Barbara to cover the cost of meals while conducting non-local travel.

13. The City’s Finance Department will calculate current Per Diem allowance rates for each travel request. If an advance for a Per Diem meal allowance is submitted, payment will be made by check to the individual traveling (see section regarding Advances below).

14. In the event that the individual is not on City business for the entire day, the Per Diem allowance will be prorated according to the following formula:

a. Breakfast - 20% of the Per Diem allowance if traveling one (1) hour prior to the normal commute time on a regular workday.

b. Lunch - 30% of the Per Diem allowance if departing or arriving more than 1 hour before or after their normal lunch break.

c. Dinner - 50% of the Per Diem allowance if traveling 1 hour after the end of norma l workday hours.

15. Per Diem shall be issued for days actually spent on City business. For conferences, 211
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Per Diem shall be computed for the days of the conference attended and for travel days not to exceed one day before and after the conference.

16. The Per Diem meal allowance will be adjusted for those meals included in the cost of the conferences and seminars. It is not the intent for the City to pay twice for the same meal. In the case of employee travel, it will be the department director’s re sponsibility to monitor the time of departure and arrival to ensure proper payment of meal allowances.

17. Meal Allowance, Local Travel - Employees, City Councilmembers and City officials may request a meal allowance for meals relating to local travel for City business purposes. The meal allowance will be determined according to the following formula:

a. Breakfast - Actual costs not to exceed 20% of the Per Diem allowance if traveling one (1) hour prior to the normal travel time on a regular workday.

b. Lunch - Actual costs not to exceed 30% of the Per Diem allowance if departing or arriving more than 1 hour before or after their normal lunch break.

c. Dinner - Actual costs not to exceed 50% of the Per Diem allowance if traveling 1 hour after the end of normal workday hours.

18. Reimbursement of Other Meal Expenses – Employees, City Councilmembers and City officials who, during the normal course of performing their duties, must provide for meals for representatives of governmental agencies or other non -City officials or non -City employees doing business with or for the City in order to most effectively execute their responsibilities, may, be reimbur sed for expenses associated with such meals. City employees who wish to receive reimbursement for such expenses must first obtain authorization from the appropriate department director or Personnel Officer if applicable.

No reimbursement will be allowed for alcoholic beverages. Tips not to exceed 20% will be allowed. When requesting reimbursement, documentation must be provided which includes: copy of receipt(s) with description of purchased items; statement of the purpose of meal; a listing identifying all persons partaking of the meals indicating organizations and title.

Expenses submitted for reimbursement by City employees for other meals such as awards luncheons and dinners, retirement luncheons and dinners and meals associated with service club meetings shall not be authorized for reimbursement unless specifically approved by the Personnel Officer.

19. Telephone, Fax and Internet Access – Telephone, fax and Internet Access expenses may be reimbursed only for the conduct of official business.

C. Claims for Reimbursement
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In order to be reimbursed for the allowable travel expenses described above, employees, City Councilmembers and other City officials must submit an approved Travel Reimbursement Claim Form (Attachment 2) to the City’s Finan ce Department. The department directors (or City Manager if applicable) shall review and approve all claims for the reimbursement to employees prior to submittal to the Finance Department. Supporting receipts and invoices, including those for prepaid expenses, must be attached to the reimbursement claim form. The Finance Director at the Finance Director’s sole discretion may accept other documentation to support expenditures in lieu of receipts, when receipts are not available. Reimbursement of costs sh all be based on the minimum number of days and hours required to transact City business.

D. Advances

Employees, City Councilmembers and other City officials may secure a travel advance based upon estimated travel costs or Per Diem meal rates. Tra vel advances will include Per Diem for meals, lodging and conference registration charges only. In order to accommodate timely issuance of an advance, the request must be included on the Travel Authorization Form and must be submitted to Finance in a normal Accounts Payable Cycle prior to travel. It is therefore a good rule of thumb to submit requests at least two weeks prior to travel. Special checks for travel advances will not be issued. The actual cash advance will be available on the last business day before departure.

Travel advances are authorized so that personnel do not have to use their own money while on City business. However, all expenses paid from advanced funds (with the exception of the meal Per Diem) must be properly documented by re ceipts, or other evidence of expenditure, upon completion of the travel.

E. Credit Cards

A City credit card is available through the Finance Department for reservation or advanced payment of acceptable charges related to employee travel. Cards are not to be removed from City Hall. Receipts for all charges on the cards must be submitted to the Finance Department with the reimbursement claim form. The cards may only be used for transactions covered under this policy. Personal use of these cards is strictly prohibited.

Pursuant to the City’s Credit Card Policy, City Councilmembers may use c redit cards issued to them for reservation or advanced payment of travel expenses, as well as payment of expenses while traveling. Receipts for all charges on the cards must be submitted to the Finance Department with the reimbursement claim form.

Planning Commissioners must work with the Planning Department’s Administrative Assistant in order to make travel reservations or advanced payments using a City credit card. 213
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F. Reconciliation

Upon submission of the reimbursement claim form, the estimated and actual expenses incurred must be reconciled on the Travel Reimbursement Claim Form. If actual costs are greater than the amount advanced, the difference will be paid to the traveler. If the actual costs are less than the amount advanced, the difference must be reimbursed to the City.

The reimbursement claim form shall be submitted to the Finance Department (accompanied by receipts and remittance or requisition) within ten (10) working days after returning to work.

In no case shall claims for rei mbursement be submitted more than 30 days after travel is completed or in a different fiscal year than the travel occurred.

Furthermore, no new or additional claims for reimbursement shall be paid to an employee until all prior claims have been reconciled.

G. Non-Eligible Travel Expenses

Personal expenses, meaning those not directly related to official City business, are not eligible for reimbursement.

If City-related travel is preceded by or extended because of personal travel, only the portion of a trip that pertains to official City business will be considered an eligible travel expense.

Participation of spouses at appropriate official functions is encouraged by the City; however no reimbursement for spouse’s expenses will be made by the City.

No reimbursement to any individual will be provided for travel that does not take place. In the case of pre-booked travel which does not occur, individuals are encouraged to seek credits or reimbursement from the entity with which travel is booked and to do so in a timely manner.

H. Compatibility with Transportation Demand Management (TDM) Program

While travelling for the purpose of conducting City business employees will not be eligible to receive the per-diem cash benefit (as defined in the City’s TDM Program) for days that they receive mileage reimbursement or have transportation expenses, including, but not limited to, airfare, bus fare, or taxi fare, paid by the City, unless they can demonstrate that they used an approved alternative mode of transportation to travel between their residence and the workplace on that day.

I. Exceptions

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or authorized by the City Council for non-employees.

J. Pay For Travel Time

Nonexempt (overtime-eligible) employees who are required to travel for work-related purposes during the workday will be paid for such travel time at their regular rate of pay as provided under state and federal wage and hour law . Employees are expected to record work-related travel time on their timesheets in the following circumstances:

1. Travel During Regular Working Hours. If the travel time related to attending required training occurs during normal working hours, then the time is considered to be compensable.

2. Special One-Day, Out-of-Town Travel. Travel time associated with special one-day, out- of-town training is required to be paid for irrespective of the mode of transportation utilized or whether the employee drives or is a passenger. Time that can be e xcluded from payment is normal home-to-work travel time and time spent eating while traveling.

3. Non-local (Overnight) Travel. If an employee travels overnight on business (for more than one day), the employee must be paid for time spent in traveling (except for meal periods) during his/her normal working hours on non-working days, such as Saturday, as well as on his/her regular working days. Travel time as a passenger on an airplane, train, boat, bus, or automobile outside of these regular working hours is not considered work time, provided however, that any work which an employee is required to perform while traveling shall be considered as hours worked. If an employee is offered public transportation but requests permission to drive his/her car instead, the City shall count as hours worked, the time spent driving the car or the time the employee would have had to count as hours.

Non-exempt employees and their supervisors are encouraged to contact the Personnel Officer to ensure that the employee is paid correctly for travel time.

Overtime exempt employees are paid on a salary basis and do not receive additional pay for travel time falling outside of their work hours.

SEC. 20.5 VEHICLE USE POLICY

It is recognized that City employees and elected or appointed officials may require the use of City vehicles to assist them in conducting official City business. Therefore, a fleet of pool vehicles have been made available for this purpose. The City of Gol eta is committed to assisting City personnel in performing their job duties in a safe and efficient manner, and, therefore, has established a Vehicle Usage Policy and associated procedures for designated employees to follow when using said pool vehicles. For purposes of this policy “pool vehicles” refers to all vehicles owned or controlled by the City.

A. City Responsibilities

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1. The City may make available one or more City -owned vehicle(s) for the purpose of transporting designated employees and other authorized personnel from their normal worksite to locations where they will be conducting official City business. Said vehicle(s), once returned to the worksite, will be available for others to use in the same manner.

2. Vehicles will be utilized only for City business by individuals authorized to use such vehicles during the course of their work. An exception to this rule may apply for employees participating in the City’s Transportation Demand Management (TDM) program. Under the terms and conditions of the TDM program, employees who use alternative means of transportation to and from work (such as carpooling, vanpooling, public transit or biking to work) are eligible to use City pool vehicles during their regularly schedul ed noon time breaks in order to assist them in obtaining lunch or running personal errands. .

3. Under no circumstances shall the vehicle be driven by any individuals other than authorized City of Goleta employees, elected or appointed officials.

4. The City shall be responsible for the scheduled maintenance and repair of said vehicles, as well as fuel costs. Vehicles will be kept operable and in good working condition by the City. In the event that a vehicle is rendered inoperable during a trip, the City will attempt to provide transport of employees to their destinations.

5. Provision of a vehicle to authorized personnel is at the discretion of the City Manager and should not be viewed as a perk or fringe benefit to which personnel are entitled. The City Manager may suspend or revoke use of the pool vehicle(s) for any reason. Availability of a vehicle to the pool shall be at the City Manager’s discretion.

B. User Responsibility

1. Employees and elected or appointed officials utilizing pool vehicles must possess and maintain a valid California Driver’s License. A copy of said license must be presented annually to the City for verification and record-keeping purposes.

2. Individuals utilizing pool vehicles also must possess and maintain valid proof of insurance in conformance with the minimum coverage levels set by California law. Proof of current, valid insurance must be maintained on file with the City for verification and record-keeping purposes.

California Insurance Code §11580.9 (d) states that “…where two or more policies affording valid and collectible liability insurance apply to the same motor vehicle in an occurrence out of which a liability loss shall arise, it shall be conclusively presumed that the insurance afforded by that policy in which the motor vehicle is described or rated as an owned vehicle is primary and the insurance afforded by any other policy shall be excess.”

If an accident occurs while an employee, City Councilmember or other City official is 216
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operating a C ity-owned vehicle in the course of conducting City business, the City’s insurance will be the primary insurance as per the requirements of California Insurance Code §11580.9 (d). If an accident occurs while an employee, City Councilmember or other City of ficial is operating a privately -owned vehicle while conducting City business, that individual’s insurance will be the primary insurance as per the requirements of California Insurance Code §11580.9 (d).

3. Individuals using pool vehicles must follow the Pool Car Checkout and Return Procedures as further detailed in this policy. After each use of a pool vehicle, users must return the vehicle to the point of origin at City Hall and the keys to the Receptionist. Under no circumstances shall the keys to said vehicle be kept by an employee after use, or given to any individual other than an employee of the City of Goleta.

4. Pool vehicle users shall be responsible for keeping the interior and exterior of t he City vehicle in a clean and orderly condition while it is in their care. Personal belongings, refuse and other items must be removed from the vehicle at the end of each use. The City is not responsible for any personal items left in the vehicle.

5. When a pool vehicle is being shared by two or more individuals, all users must respect and observe the Pool Vehicle Rules of Etiquette described herein:

a. Adhere to the established time schedule for departure from and return to City Hall.

Inform other riders of any deviations to the predetermined schedule.

b. Use courtesy when making seating arrangements. Be considerate of the comfort of others by making arrangements such as larger passengers in the front and smaller passengers in the back.

c. Decide on radio use jointly with the other passengers. Volume should be kept at a moderate level at all times.

d. Avoid having lengthy cell phone conversations while riding in pool vehicles.

e. Under no circumstances shall the driver of a pool vehicle use a cellular phone without a hands-free device or engage in any texting activities.

f. Limit the use of perfume or cologne as others may be sensitive to fragrance when sharing a vehicle.

g. Consult with other passengers on heat/air conditioning settings and whether windows are to be open or closed.

C. Other
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1. In order to participate in this Program, participants must sign the Vehicle Usage Policy and Procedures Acknowledgement Form agreeing to defend, indemnify and hold harmless the City, its officers, agents and employees from and against any loss, personal injury, property damage, claims, suits, proceedings (including reasonable attorney’s fees), judgments or liabilities arising fro m negligent or willful acts or omissions of pool vehicle users in connection with the use of the City vehicle for the purpose of business -related travel.

2. Pool Vehicle Users shall not be impaired by or have in their biological system, or be in possession of, alcohol or drugs (whether elicit or unauthorized prescription drugs) while operating a City vehicle. Individuals who are under the care of a physician and have received authorized prescription drugs that impair their ability to safely operate a veh icle shall not be allowed to operate a City vehicle. All of the provisions of the City of Goleta Alcohol and Drug Use Policy shall apply to employees’ use of pool vehicles.

3. Smoking is not allowed in City vehicles at any time; therefore, Pool vehicle users shall not smoke while operating or riding in a City vehicle.

4. Pool vehicle users must abide by all rules of traffic safety at all times . Drivers and passengers must wear seat belts. Drivers must maintain the legal speed limit and avoid distracting activities such as talking and texting on cell phones, eating, drinking and engaging in personal grooming. Riders must not distract the driver by engaging in activities such as loud or raucous conversations, lengthy cell phone calls or adjusting the radio volume.

5. If a collision involving a City vehicle occurs, the following protocol must be followed:

a. The accident must be reported immediately to the law enforcement by calling 911.

b. If a City employee was operating the pool vehicle at the time of the collision, the supervisor of the employee on must be notified as soon as is possible. If an elected or appointed official was operating the vehicle at the time of the collision, the City Manager must be notified as soon as possible.

c. The driver of the vehicle will be subject to an immediate drug screen , as directed by the Personnel Officer, and must complete an incident report as soon as possible after the accident.

d. The driver of the vehicle at the time of the collision will also be required to attend Driver Awareness Training provided by the California Joint Powers Insurance Authority.

D. Pool Vehicle Check Out and Return Procedures
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1. In order to obtain a pool vehicle for use in conducting official City business, users must first reserve the vehicle in the City Pool Vehicle Reservations Calendar. This should be done with the assistance of the City Hall Receptionist.

2. All reservations must contain the employee’s full name and the date and time slot for which the pool vehicle is being reserved, as well as a brief description of the purpose of the trip.

3. Keys for pool vehicles will be kept by the Receptionist. Pool car users will pick up keys from the Receptionist prior to each trip, and return them immediately after the conclusion of each trip.

4. All pool vehicles must be returned with at least half a tank of fuel after each use. Pool vehicles have a gasoline credit card located in the glove box. However, any out-of-pocket expenses incurred in in relation to operating the vehicle shall be reimbursed provided that receipts are submitted.

5. Vehicles are made available on a first -come, first-served basis. If scheduling conflicts arise and no other pool cars are available, the reservation first received will be honored.

Exceptions may be made if an emergency or sufficiently urgent need for use of the pool car arises. In such an event, the requesting party w ith the emergency or urgent need will be permitted to check out the pool car.

6. Employees who receive Auto Allowances for the purpose of using their personal vehicles in the conduct of City business will not be eligible to use pool vehicles unless expr ess permission to do so on a limited basis or for an extenuating circumstance is granted by the Personnel Officer.

SEC. 20.6 AUTO ALLOWANCE POLICY

It is recognized that, certain executive level City employees are required to use their personal vehicles to assist them in conducting City business. Additionally, automobile allowances are common executive level perquisites in public and private sectors and may be necessary to recruit and retain high caliber employees. Therefore, the City has established a program whereby designated employees may receive an auto allowance to facilitate their ability to engage in activities such as, but not limited to:
• Attending community events and meetings;

• Responding to emergency operations or incidents and coordinating with public safety officials;

• Conducting off-site inspections and site visits;
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• Meeting with elected or appointed officials, customers, stakeholders or representatives from other agencies;

• Attending professional training and development; and

• Meeting other obligations related to officially sanctioned City business; and

• Participating in offsite City-related activities.

The terms, responsibilities, procedures and requirements related to the Auto Allowance Policy follow below.

A. Auto Allowance Eligibility

The following employees, due to either contractual obligations or requirements stated in the adopted Classification Specification for their position, are eligible to receive an Auto Allowance:

1. City Manager, Assistant City Manager

2. City Attorney, Assistant City Attorney

3. Department Directors

B. Employee Responsibilities

Employees receiving an Auto Allowance are required to:

1. Possess and maintain a valid California Driver’s License. A copy of said license must be presented annually to the City’s Human Resources Division for verification and record - keeping purposes.

2. Possess and maintain valid proof of insurance in conformance with the minimum coverage levels set by California law. Proof of current, valid insurance must be maintained on file with the City’s Human Resources Division for verification and record -keeping purposes.

3. If an accident occurs while an employee is operating a privately -owned vehicle while conducting City business, that individual’s insurance will be the primary insurance as per the requirements of California Insurance Code §11580.9 (d).

C. City Responsibilities

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1. The City is not responsible for any costs of operation, repair, damage, or payment of insurance deductibles for the employee’s vehicle.

2. Fixed rate monthly auto allowances are considered reportable income and are subjec t to federal and state laws. Therefore, the City will report the Auto Allowance as income to the IRS and the California State Franchise Tax Board.

3. Auto allowances are not considered reportable income under the CalPERS retirement system. Therefore, the City will not report the Auto Allowance to CalPERS.

4. The driving record of all employees who drive their personal vehicles in performing their duties on behalf of the City will be monitored on an annual basis using the California Department of Motor Vehicles’ Employer Pull Notice Program.

D. Authorization

1. The City Council shall have the authority to grant an Auto Allowance to the City Manager and the City Attorney as a provision of the employment contracts for these positions.

2. The City Manager shall have the authority to grant Auto Allowances to Department Directors at the time of their appointment as a part of their total compensation package.

E. Allowance Level
Auto Allowance rates paid to authorized employees shall be adopted as part of the City’s Two- Year Budget Plan and reflected in the Funded Positions Compensation Plan Schedule.

Adjustments to these rates are at the discretion of the City Council.

F. Authorized Transportation Expenses
Recipients of the Auto A llowance shall be eligible to receive reimbursement for the following transportation expenses in addition to the allowance:

1. Parking fee reimbursement;

2. Reimbursement for mileage or other transportation expenses for non-local travel, which is defined in the City of Goleta Travel Policy as travel beyond a distance of 100 miles from the City of Goleta or the traveler’s residence and which requires at least one overnight absence.

3. In order to be reimbursed for the allowable transportation expenses described above, employees receiving an Auto Allowance must follow all terms and conditions of the City of Goleta Travel Policy and must submit an approved Travel Reimbursement Claim Form to 221
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the City ’s Finance Department. Supporting receipts and invoices, including those for prepaid transportation expenses, must be attached to the reimbursement claim form. The Finance Director at the Finance Director’s sole discretion may accept other documentation to support expenditures in lieu of receipts, when receipts are not available.

G. Conformance with the Transportation Demand Management Program

Per the terms of the City of Goleta Transportation Demand Management (TDM) program, employees who receive an Auto Allowance are not eligible to receive the TDM per diem cash benefit.

222
ATTACHMENT 6:

A R
esolution of the City Council of the City of Goleta,
California, Amending the Wage Schedule for Hourly
Employees and Intern Assignments for Fiscal Year
2024/25
223
Attachment 6
RESOLUTION NO. 24-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

GOLETA, CALIFORNIA, AMENDING THE WAGE SCHEDULE

FOR HOURLY EMPLOYEES AND INTERN ASSIGNMENTS FOR
FISCAL YEAR 2024/25
WHEREAS, the City of Goleta has had a long -standing paid internship program in the non-classified service providing local students with the opportunity for on-the-job experience and training in public service; and WHEREAS, the City hires certain short -hour part-time employees to work on an hourly basis as extra help at less than half time in several different departments; and
WHEREAS, the City wished to establish a regular and transparent method for Council to approve and amend wage schedules and benefits related to these hourly employees and interns; and
WHEREAS, on March 5, 20 24, Council adopted Resolution No. 24-09 entitled, “ A Resolution of the City Council of the City of Goleta, California, Amending the Wage Schedule for Hourly Employees and Intern As signments Effective February 24, 2024”; and
WHEREAS, the City Council has subsequently amended the Wage Schedule for Hourly and Intern Assignments contained therein from time to time; and
WHEREAS, Council now wishes to adopt a Wage Schedule for Fiscal Year 2024/25.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GOLETA, AS FOLLOWS:

SECTION 1.

The category of “Hourly” employment will apply to those part -time, intern, temporary, and seasonal employees in hourly classifications identified herein. Such employment may not exceed 999 hours in any July through June fiscal year without the prior written approval of the City Manager. The hourly rates contained in this Resolution shall supersede any other previously approved hourly rates for hourly and intern assignments. 224
Attachment 6
SECTION 2.

Wage ranges for hourly employees and interns shall be as follows:

New Schedule and Wage Rates Effective December 28, 2024 Position Adopted Proposed
Title 2/24/2024 12/28/2024
Entry
Rate
Maximum
Rate
Entry
Rate
Maximum
Rate
Custodian, Community Center $19.50 $23.50 $20.00 $24.00 Event Monitor/Bldg. Attendant,
Community Center $16.30 $20.30 $16.80 $22.35
Library Page $16.30 N/A $16.80 N/A
Department Aide $16.30 $20.30 $16.80 $20.80
Intern I $16.00 N/A $16.50 N/A
Intern II $16.50 $20.30 $16.80 $20.80
Intern III $21.30 N/A $21.80 N/A
Legal Intern I $21.30 N/A $21.80 N/A
Legal Intern II $22.30 $25.30 $22.80 $25.80
Maintenance Assistant* N/A N/A $16.50 N/A
Principal Project Manager, Extra
Help Retired Annuitant $66.89 $85.37 $66.89 $85.37
Executive – Extra Help Retired
Annuitant $72.91 $93.05 $73.41 $93.55
* New position requested for FY24/25
These rates will remain in effect until changed by the City Council.

SECTION 3.

Where no wage range exists, employees will be appointed at the identified entry wage rate. Where a wage range exists, the City Manager or his/her designee may assign an employee at any wage level within the range based on qualifications and tenure.

SECTION 4.

Such employees serve in the non-classified service and will receive benefits only as required by state and federal law , or as may be subsequently established for these employees by resolution of the City Council. 225
Attachment 6
SECTION 5
The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

PASSED, APPROVED AND ADOPTED this 3rd day of December, 2024. __________________________

PAULA PEROTTE
MAYOR
ATTEST: APPROVED AS TO FORM:
_________________________ __________________________
DEBORAH S. LOPEZ ISAAC ROSEN

CITY CLERK ACTING CITY ATTORNEY
226
Attachment 6

STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA ) ss.

CITY OF GOLETA )
I, DEBORAH S. LOPEZ, City Clerk of the City of Goleta, California, DO HEREBY CERTIFY that the foregoing Resolution No. 24-__ was duly adopted by the City Council of the City of Goleta a t a regular meeting held on the 3rd day of December, 2024 by the following vote of the Council:

AYES:

NOES:

ABSENT:
(SEAL)
_________________________
DEBORAH S. LOPEZ

CITY CLERK
227
ATTACHMENT 7:

Fi
scal Year 2024/25 First Quarter
Financial Review Presentation
228
Fiscal Year 2024/25
First Quarter
Financial Review
City Council Meeting
December 3, 2024
Presentation by:

Luke Rioux, Finance Director
229
General Fund Budget Summary
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 2  FY 24/25 Adopted Budget at $51.4 Million
 FY 24/25 Current Budget at $74.01 Million
 Includes FY 23/24 final carryover of $19.6 million
 New appropriations since July 1, approximately $3 million  Recommending revenue adjustments of $912 K
 Recommending expenditure adjustments of $733 K
Category
2023/24
Actuals
2024/25
Adopted Budget
2024/25
Current Budget
Recommended
Amendments
2024/25
Amended Budget
Revenues and Other Sources 45,613,120$ 49,924,350$ 50,174,350$ 912,383$ 51,086,733$ Operating Expenditures 38,289,351$ 49,439,240$ 56,258,726$ 513,300$ 56,772,026$ Capital Expenditures 2,077,239$ 2,001,900$ 17,800,120$ 220,000$ 18,020,120$ Total Expenditures 40,366,590$ 51,441,140$ 74,058,846$ 733,300$ 74,792,146$ Net Change to Fund Balance 5,246,530$ (1,516,790)$ (23,884,496)$ 179,083$ (23,705,413)$ Beginning Fund Balance 39,483,690$ 44,615,788$ 44,615,788$ -$ 44,615,788$ Ending Fund Balance 44,730,221$ 43,098,998$ 20,731,292$ 179,083$ 20,910,375$ 230
Summary of Revenue Adjustments
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 3 (1)
Property Taxes 9,793,500 - 9,793,500 29,342 0% - 9,793,500 Sales Taxes 9,026,800 - 9,026,800 1,167,585 13% - 9,026,800 Transaction and Use Tax 11,000,000 - 11,000,000 1,016,238 9% - 11,000,000 Transient Occupancy Tax 13,800,000 - 13,800,000 2,200,482 16% - 13,800,000 Cannabis Tax 630,000 - 630,000 - 0% - 630,000 Franchise Fee 1,681,050 - 1,681,050 199,419 12% - 1,681,050 License & Service Charges 2,279,000 - 2,279,000 518,124 23% 942,400 3,221,400 Fines & Penalties 166,500 - 166,500 36,268 22% - 166,500 Interest & Rent Income 1,030,000 - 1,030,000 351,725 34% - 1,030,000 Reimbursements 342,900 - 342,900 75,656 22% - 342,900 Other Revenues 120,500 250,000 370,500 83,691 23% - 370,500 Other Sources 54,100 - 54,100 4,997 9% (30,017) 24,083 Total Revenues 49,924,350 250,000 50,174,350 5,683,526 11% 912,383 51,086,733 General Fund Statement of Revenue and Expenditures
City of Goleta
Amended Budget Recommended
RevisionsOriginal Budget Prior Revisions Current Budget 9/30/2024 Actuals % of Budget
Budget to Actual Comparison
For the Quarter Ended September 30, 2024
Revenues
231
Summary of Expenditure Adjustments
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 4 General Government 7,124,940 123,855 7,248,795 1,914,735 26% - 7,248,795 General Services 3,925,900 465,980 4,391,880 1,099,272 25% 40,000 4,431,880 Library 679,400 41,708 721,108 118,639 16% 33,600 754,708 Finance 2,069,000 - 2,069,000 432,780 21% - 2,069,000 Planning & Env. Review 5,570,500 224,030 5,794,530 992,029 17% 659,700 6,454,230 Public Works 14,281,100 5,940,555 20,221,655 2,055,432 10% (220,000) 20,001,655 Neighborhood Services 3,345,400 23,358 3,368,758 920,936 27% - 3,368,758 Public Safety 11,548,800 - 11,548,800 1,961,900 17% - 11,548,800 Non-Departmental 894,200 - 894,200 14,550 2% - 894,200 Capital Improvement Projects 2,001,900 15,798,220 17,800,120 115,982 1% 220,000 18,020,120 Total Expenditures 51,441,140 22,617,706 74,058,846 9,626,254 13% 733,300 74,792,146 Net Change in Fund Balance (1,516,790) (22,367,706) (23,884,496.0) (3,942,728) 179,083 (23,705,413) Beginning Fund Balance 44,615,787.97 44,615,788 44,615,788 44,615,788 Ending Fund Balance 43,098,998 20,731,292 40,673,060 20,910,375 General Fund Statement of Revenue and Expenditures
City of Goleta
Budget to Actual Comparison
For the Quarter Ended September 30, 2024
Amended BudgetExpenditures % of BudgetOriginal Budget Prior Revisions Current Budget 9/30/2024 Actuals
Recommended
Revisions
232
Personnel Updates
5December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review Department Program Title FTE
Change
Net Change
Annualized Cost
Neighborhood
Services
Parks and Recreation R eclassifying Management Assistant (Grade 133) to Recreation Supervisor (Grade 134)

0.0 $3,500
Neighborhood
Ser
vices
Administration R eclassifying Department Aide (Hourly) to Program Technician (Grade 112)

0.5 $22,500
Public Works Transportation and
Development Eng
ineering
Reclassifying Assistant Engineer (Grade 134) to
Associate Engineer (Grade 140)

0.0 $19,500
Public Works Parks and Open Spaces New – Lead Maintenance Worker (30% Splash Pad Maintenance)

1.0 $97,000
Public Works Street Maintenance New – Lead Maintenance Worker (30% Splash Pad Maintenance)

1.0 $97,000
Total 2.5 $239,5 00
5  Total FTE will increase from 122.125 FTE to 124.625 FTE Note: Costs are expected to be net neutral in FY 24/25, with reductions in contract staff or temporary services, including other budgeted items. 233
Personnel Updates
6December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 6  Public Works to provide an update on Splash Pad Maintenance  Recommended to be supported by Two Lead Maintenance Worker positions that would allocate 30% of their time to splash
pad maintenance
 During recruitment, staff will continue to contact pool maintenance providers  The proposed changes are anticipated to be net neutral, as $200k was originally programmed for splash pad contract maintenance
 Costs associated with splash pad maintenance will be tracked and reported back in future budget years on actual costs experienced
234
Other Personnel Updates
7December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review  Salary Schedule Updates
 Will need to bring back another schedule on consent to ratify Council adjustments  Wage Schedule for Hourly and Intern Assignments
 Includes adding an Hourly Maintenance Assistant classification  Adjusting to California Minimum Wage Law
Other Personnel-Related Updates
 Hiring Incentive Policy
 Personnel Rules Updates:
• Cleanup language on trainee appointments, cell phone allowance, authority for disciplinary action, and vacation accrual caps • Updating supplemental pay for parental leave language to match State law • Updated language to reflect practices with City Information Systems Use and Transportation Demand Management  Severance pay provisions in employment contracts
7 235
Fund Balance and Reserves
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 8 Classification
FY 23/24
Ending Fund
Balance Increase Decrease
FY 24/25
Est. Ending Fund
Balance
Recommended
Reserve
Adjustments
FY 24/25 Revised
Est. Ending Fund
Balance
Prepaids and Deposit 92,635 (92,635) (0) 0 - City Hall Solar Removal 94,500 94,500 94,500 Public Facilities/Building
Maintenance 756,993 756,993 243,674 1,000,667 Capital Equipment 832,388 832,388 - 832,388 Compensated Leave 515,169 515,169 - 515,169 Risk Management 200,000 200,000 200,000 Litigation Defense Fund 600,000 600,000 600,000 Contingency 14,473,766 (492,376) 13,981,390 13,981,390 Street Maintenance - - - Sustainability - - -

OPEB UAL - - - CalPERS Pension UAL - - - Sherrif's Contract - 150,000 150,000 150,000 CIP Project Funding (Next Year) - 2,423,700 2,423,700 2,423,700 IT Reserve 160,000 160,000 157,582 317,582 CIP Project Funding (Prior Year) 14,295,683 (14,295,683) - - Encumbrances 5,319,486 (5,319,486) - - FMV Adjustment 412,596 (306,075) 106,521 106,521 Unassigned Fund Balance -
Adjustment for FY 24/25 5,281,900 (4,881,900) 400,000 400,000 Unassigned Fund Balance 1,580,672 - (1,070,041) 510,631 (222,173) 288,458 Total Fund Balance 44,615,787.97 2,081,324$ (25,965,820)$ 20,731,292$ 179,083$ 20,910,375$ 236
Capital Improvement Program (CIP) and
Other Special Revenue Funds
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 9  Special revenue funds evaluated and provided in summary (Attachment 3)  CIP Summary by project reviewed for adequate funds (Attachment 4)  CIP budget balances for all funds have been reviewed for carryovers and posted  Various recommended adjustments to special revenue funds, details can be seen in Attachment 5 –
Exhibit A.
237
Looking Ahead
December 3, 2024 City of Goleta – FY 2024/25 First Quarter Financial Review 10 Tentative Dates Description
February 18, 2025
Council Meeting
FY 24/25 Second Quarter (Mid-Year) Financial Review
May 6, 2025
Council Meeting
FY 24/25 Third Quarter Financial Review
September 16, 2025
Council Meeting
FY 24/25 Fourth Quarter Financial Review
238