Item # 7.
APPENDICES
Appendix A: Public Works Department Organization Chart
Appendix B: Emergency Contact Numbers
Appendix C: City of Grass Valley Standby Call Flow Chart Appendix D: Sewer Backup Prevention & Response
Appendix E: Sanitary System Overflow Initial Assessment Form
Appendix F: Example Spill Warning Sign
Appendix G: Instructions for Handling Sewer and Flooding Losses
Item # 7.
APPENDIX A
Public Works Department Organization Chart
Item # 7.
CITY OF GRASS VALLEY December 2022 | A-1
SANITARY SEWER SYSTEM MANAGEMENT PLAN Page 115
Item # 7.
APPENDIX B
Emergency Contact Numbers
Item # 7.
CITY OF GRASS VALLEY December 2022 | B-1
SANITARY SEWER SYSTEM MANAGEMENT PLAN
EMERGENCY CONTACT NUMBERS
Emergency 911
Sheriff Dispatch 530-265-7880
Fire Department 911
Integral Networks 916-626-4000
Nevada Irrigation District 530-273-6185
530-273-3346 (after hours)
Ferguson/Groeniger 916-455-3333
KNCO 530-272-3424
Beekeeper Hotline 530-675-2924
Robinson Enterprises 530-265-5844
Grey Electric 530-273-0686
Mr. Rooter Plumbing 530-802-2407
Contractors
C&D 530-265-6938
Hansen Brothers 530-273-3381 (office)
530-913-3935 (Jeff Hansen)
Rentals
Rain for Rent 530-662-1024
United Rentals 530-743-8989
Pump Trucks
Navo & Sons 530-273-2964
Tall Boots 530-274-78-67
Urke 530-274-3902
Fuel Trucks
JH Petroleum 530-273-6925 (office)
530-432-1791 (Dave Knappen)
Item # 7.
CITY OF GRASS VALLEY December 2022 | B-2
SANITARY SEWER SYSTEM MANAGEMENT PLAN
530-320-4432 (Dean Southerland)
Item # 7.
APPENDIX C
City of Grass Valley Standby Call Flow Chart
Item # 7.
CITY OF GRASS VALLEY December 2022 | C-1
SANITARY SEWER SYSTEM MANAGEMENT PLAN Page 120
Item # 7.
APPENDIX D
Sewer Backup Prevention & Response
Item # 7.
APPENDIX E
Sanitary System Overflow Initial Assessment Form
Item # 7.
APPENDIX F
Example Spill Warning Sign
Item # 7.
CITY OF GRASS VALLEY December 2022 | F-1
SANITARY SEWER SYSTEM MANAGEMENT PLAN Page 124
Item # 7.
APPENDIX G
Instructions for Handling Sewer and Flooding
Losses
Item # 7.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Laboratory Testing and Analytical Services – Authorization to Award Contract CEQA: Not a project
Recommendation: That Council 1) authorize the City Engineer to execute a contract with Cranmer Engineering, Inc., not to exceed $150,000 plus contingency for the initial three year term of the agreement pending legal review, for Laboratory Testing and Analytical Services Prepared by: Bjorn P. Jones, PE, City Engineer
Council Meeting Date: 01/24/2023 Date Prepared: 01/19/2023 Agenda: Consent
Background Information: On December 14, 0222, staff issued a Requests for Proposals (RFP) for laboratory testing and analytical services. The professional services will be utilized to perform regulatory testing at the City’s Wastewater and Water Treatment plants.
Two firms submitted proposals and a review committee reviewed and ranked the proposals. Staff recommends entering into Professional Services Agreements with the top ranking firm, Cranmer Engineering, Inc., The standard professional service agreement will be used.
The initial term will be a three year agreement with optional one year extensions. The annual contract will specify a not to exceed amount based upon the estimated testing required annually. Testing quantities and compounds to be tested for varies with changing regulatory requirements and with supplemental requests from the State Water Board. Currently based on the past testing needs, the annual costs are estimated to be $27,505 for the Wastewater Plant testing portion and $18,880 for the Water Plant.
Staff recommends that Council authorize the City Engineer to execute a contract with Cranmer Engineering, Inc., pending legal review, for Laboratory Testing and Analytical Services
Council Goals/Objectives: Laboratory Testing and Analytical Services executes portions of work tasks towards achieving/maintaining Strategic Plan Goal – Water & Wastewater Systems & Underground Infrastructure
Fiscal Impact: Laboratory Testing and Analytical Services will be fully funded with appropriate Wastewater or Water Rate Funds
Funds Available: Yes Account #: 500-702/ 510-802-51110
Reviewed by: _____ City Manager
Item # 8.
City of Grass Valley
City Council
Agenda Action Sheet
Title: On-Call Striping, Marking and Signing – Authorization to Award Contract CEQA: Exempt – Existing Facilities 15301(c)
Recommendation: That Council 1) authorize the City Engineer to execute a contract with Sierra Traffic Markings Inc., not to exceed $300,000 plus contingency for the initial term of the project, pending legal review, for on-call striping, marking and signing services.
Prepared by: Bjorn P. Jones, PE, City Engineer
Council Meeting Date: 01/24/2023 Date Prepared: 01/19/2023 Agenda: Consent
Background Information: On December 22, 0222, staff issued a Requests for Proposals (RFP) for on-call striping, marking and signing services. The professional services will be utilized as part of the City’s Annual Street Maintenance Project to perform pavement marking and signing and roadside signage work at agreed upon locations citywide.
Three firms submitted proposals and a review committee reviewed and ranked the proposals. Staff recommends entering into Professional Services Agreements with the top ranking firm, Sierra Traffic Markings, Inc. The standard professional service agreement will be used.
The initial term will be a three year agreement with optional one year extensions. The annual contract amount will be established based upon the budget identified in Capital Improvement Program for the Annual Street Maintenance Project. Currently for fiscal year 2022/23, the striping portion of the project budget was set at $60,000.
Staff recommends that Council authorize the City Engineer to execute a contract with Sierra Traffic Markings Inc., pending legal review, for on-call striping, marking and signing services.
Council Goals/Objectives: The Annual Street Maintenance Project executes portions of work tasks towards achieving/maintaining Strategic Plan Goal – City Infrastructure Investment
Fiscal Impact: The Annual Street Maintenance Project was fully funded in the FY 22/23 CIP Budget with Gas Tax and Measure E funds.
Funds Available: Yes Account #: 300-406-63220
Reviewed by: _____ City Manager
Item # 9.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Purchase of Two 2023 Toyota RAV 4 Hybrid SUVs for use by City Staff as part of the City Motor Pool.
CEQA: Not a project.
Recommendation: That Council 1) approve the Fire Chief to enter into an agreement with Freeway Toyota using the California State Contract to purchase two 2023 Toyota RAV 4 Hybrid SUVs not to exceed $69,000 and 2) authorize Administrative Services Director to make any needed budget adjustments and/or budget transfers to complete this procurement.
Prepared by: Mark Buttron, Fire Chief
Council Meeting Date: 01/24/2023 Date Prepared: 01/19/2023 Background Information: The City Staff vehicles are used for a variety of tasks while conducting City business. The new RAV 4 Hybrids will replace outdated vehicles that have exceeded their useful life and are now having mechanic and reliability issues.
Staff researched various procurement options; Freeway Toyota agreed to provide the vehicles through cooperative purchasing under the California State Contract #1-22-23- 23C. The two RAV 4 Hybrid vehicles include a 5 year / 100,000-mile Platinum Extra Care Warranty.
Council Goals/Objectives: The action executes portions of work tasks towards achieving/maintaining Strategic Plan – High-Performance Government and Quality Service.
Fiscal Impact: Funding to complete this purchase is available in the City Contingency Fund.
Funds Available: Yes Account #: 100-601-58000
Reviewed by: City Manager
Attachments: Freeway Toyota Quote
Item # 10.
Item # 10.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Grant writing services for Assistance to Firefighter Grant (AFG) and Staffing for Adequate Fire and Emergency Response (SAFER) Grant.
CEQA: Not a project
Recommendation: That Council 1) approve the Fire Chief to enter into an agreement with BKF Engineering for grant writing services not to exceed $15,000 2) authorize Administrative Services Director to make any needed budget adjustments and/or budget transfers to complete this procurement.
Prepared by: Mark Buttron, Fire Chief
Council Meeting Date: 01/24/2023 Date Prepared: 01/19/2023 Background Information: The AFG was established in 2001 with the primary goal of meeting the firefighting and emergency response needs of fire departments. The SAFER grant was established to provide funding directly to fire departments to help increase or maintain the number of trained firefighters in the community.
The Fire Department is requesting assistance with the development of the grant application and the submission to the Federal Emergency Management Association. BKF Engineering was the most responsive of the three vendors who were contacted and provided a preferable quote.
Council Goals/Objectives: The action executes portions of work tasks towards achieving/maintaining Strategic Plan – High Performance Government and Quality Service.
Fiscal Impact: Funding to complete this purchase is available in the City Contingency Fund not to exceed $15,000.
Funds Available: Yes Account #: 100-601-58000
Reviewed by: City Manager
Attachments: None
Item # 11.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Public Works and Administrative Departments Restructuring CEQA: Not a project
Recommendation: That Council 1) Review and approve the job description and associated salary schedule for the Deputy Public Works Director; 2) review the proposed employment agreement (including Appendix A) for City Clerk position, subject to legal review; 3) approve adding the Deputy Public Works Director and City Clerk positions to the allotted/authorized City positions; 4) authorize the City Manager to execute the agreement and associated promotions; and 5) authorize the Administrative Services Director to make any necessary budget adjustments and/or amendments to complete this action.
Prepared by: Timothy M. Kiser, City Manager
Council Meeting Date: 01/24/23 Date Prepared: 01/19/23
Agenda: Consent
Background Information: With the new pool, and starting back up recreation services post COVID19, there is a need to create an additional mid-level manager to oversee these addition functions and work activities. The City Manager/Public Works Director is proposing to create the position of Deputy Public Works Director to oversee these activities, in addition to overseeing front counter activities associated with recreation and other public works items. The Job Descriptions for Deputy Public Works Director and associated salary schedule are attached for Council review and approval.
Additionally, the City Manager is recommending the Deputy City Clerk be promoted to the City Clerk position. Over the last two years, the Deputy City Clerk Taylor Day has exceeded expectations for the position. Additionally, Taylor currently meets the requirements of the job description for the City Clerk position. The proposed Employment Agreement and Attachment A for the City Clerk are included for Council review and approval.
Council Goals/Objectives: This action executes portions of work tasks towards achieving/maintaining Strategic Plan objectives of Productive and Efficient Workforce.
Fiscal Impact: Salary impacts will be a minimal increase to net neutral as the City Manager looks to promote from within the organization and not backfill the vacated
Item # 12.
positions. Additional funding is also available from budget contingency that could be used to offset any minimal increases.
Funds Available: Yes Account #: Various
Reviewed by: Tim Kiser, City Manager
Attachments:
1. Job Descriptions and Salary Schedule for Deputy Public Works Director
2. Proposed City Clerk agreement including Appendix A
Item # 12.
City of Grass Valley Salary Schedule/Unit
Designations
7/01/2022 to 6/30/2023
Unit #1 - Management/Supervisory Professional &
Confidential
Classification / Title
Minimum Mid Maximum
Deputy Public Works
Director (Proposed)
Hourly $ 42.14 $ 45.78 $ 53.44
Annual
(est.) $ 87,651.20 $ 95,222.40 $ 111,155.20
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
Department: Public Works FLSA Status: Exempt
Reports To: City Manager Unit: 1, Full Time Position
SUMMARY OF JOB PURPOSE
To assist the Director of Public Works in the planning, directing, supervising, and coordinating of departmental functions and operational activities; to assist in the monitoring and preparation of operating and capital improvement budgets and management of personnel assigned to the department; and to provide highly complex staff assistance to the director.
The Deputy Public Works Director is responsible for carrying out the mission of the City in conformance with City of Grass Valley organizational values.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Public Works Director.
Exercises direct supervision over professional, technical clerical staff.
Exercises responsible charge of assigned operations and maintenance functions.
ESSENTIAL FUNCTIONS (include but are not limited to listed tasks)
1. Assist in planning, directing, supervising, and coordinating departmental operations; oversee and participate in the development of departmental strategic planning; assign work activities, projects and programs; monitor workflow; review and evaluate work products, methods and procedures.
2. Appear before the City Council, Council Committees, boards, commissions and numerous civic organizations representing the Department.
3. Assist with the preparation of operating and capital improvement budgets and control of expenditures, including the preparation of long-term maintenance management models.
4. Participate in recommending the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures; recommend employee terminations.
5. Coordinate Department activities with those of other departments and outside agencies and organizations; provide staff assistance to the Public Works Director; prepare and present staff reports and other necessary correspondence.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
6. Manage and develop formal and informal bids, Request for Qualifications (RFQs) and Requests for Proposals (RFPs), ensuring that all applicable legal and contractual provisions are included; work with departments to ensure requirements are clear and understood; gather data and develops specifications and resolves problems and complaints; direct and participate in the solicitation, evaluation and award of RFQs and RFPs; conduct pre-bid briefings; performs or assists others in performing price/cost analyses; negotiate contract provisions; determine appropriate contractual instruments; write contracts and legal documents.
7. Work across departmental lines to ensure long-term infrastructure needs of the city are met.
8. Establish performance expectations and evaluate performance of subordinate personnel.
9. Prepare a variety of correspondence including general and special reports.
10. Serve as a member of the City’s management team; provide information and recommendations regarding operations; assist in making decisions related to all facets of municipal government.
11. Conduct and review analytical studies and surveys in difficult or complex situations which require a high level of skill, judgment and expertise; formulate procedures, policies and program alternatives; make recommendations on a broad spectrum of administrative and program-related topics.
12. Conduct difficult and complex productivity and efficiency studies, performance audits, management reviews and administrative analyses of organization systems and procedures; prepare recommendations and confer with appropriate staff.
13. Conduct special studies in all areas of department as directed; coordinate studies across program areas.
14. Analyze federal and state statutes and regulations; develop required responses and/or proposals for various state departments and various statewide associations applicable to assigned work unit or department.
15. Develop implementation plans relative to new program implementation requirements.
16. Develop statistical tracking systems and reports for application of staff resources, application of funding or others as identified.
17. Recommend and assist in the implementation of goals and objectives; establish schedules and methods for administrative functions; implement policies and procedures.
18. Develop and maintain regulations and operating procedure manuals.
19. Design and recommend systems, procedures, forms and instructions for internal use.
20. Develop grant applications and grant reports.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
21. Administer, monitor and evaluate contracts; participate in negotiating contracts with outside vendors, consultants or organizations; monitor fiscal and legal liabilities of the same.
22. Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary; prepare correspondence as needed.
23. Train and lead subordinate staff.
24. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications to increase work efficiencies.
25. Provide information and direction to the public at the counter, via telephone, e-mail, and written correspondence related to the City’s processes including planning, building, engineering, public works, utility, and zoning matters.
26. Review applications, documents and plan submittals to assure basic submittal requirements are provided based on established criteria.
27. Receives and responds to requests for City records and documents; converts hardcopy records into digital formats; indexes digital records into an electronic records system; maintains electronic and hardcopy files; files and retrieves record copies as necessary.
28. May serve as custodian of petty cash; assumes responsibility for maintaining records of petty cash distributions; reconciles petty cash; ensures ample supply of cash on hand.
29. Monitors work activities to ensure safe practices, quality and accuracy; ensures compliance to applicable rules, policies and procedures.
30. Analyze program activities and develop corrective actions in conjunction with City management staff.
31. Work directly with City vendors to manage customer issues and to improve customer service.
32. Coordinate Departmental activities with City Sports organizations and facility user groups.
33. Promote and publicize recreation programs and activities; prepare and coordinate the development of program and event publicity, including flyers, brochures, news releases, etc.
34. Prepare and maintain records and evaluation reports on new and on-going program offerings.
35. Performs related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
1. Principles of supervision, training, management and public works administration.
2. Principles of budget preparation and expenditure control.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
3. Principles and practices of public administration labor relations and public personnel management.
4. Principles and practices as applied to the field of operating and maintaining the city infrastructure.
5. Technical, legal, and financial issues related to the conduct of municipal public works program.
6. Methods of preparing designs, plans, specifications, estimates, reports and recommendations relating to proposed public works projects.
7. Procedures, materials, equipment and methods used in all areas of public works activities.
8. Functions and organizations of California Local Government.
9. Modern principals of park planning and design.
10. Modern principals and methods for developing and implementing a wide variety of recreational, social and leisure activities for children and adults.
11. Principals of facility supervision, facilitation, and maintenance.
12. Modern principles and practices of office management and supervision.
13. Principles and practices of supervision, training and performance evaluation.
14. Principles and practices of fiscal control.
15. Principles and techniques of administrative analysis, including workload measurement, workflow and layout, work simplification and systems and procedure analysis.
16. Federal and State statutes and local ordinances and rules and regulations relevant to assigned job duties.
17. Office principles, procedures, and methods used in the performance of customer service and other duties.
18. Operations, services and activities of the City.
19. Methods and techniques of proper phone etiquette.
20. Principles and procedures of record keeping and filing.
21. English usage, spelling, grammar and punctuation.
22. Business letter writing and basic report preparation.
23. Planning, building, and public works permit approval processes and procedures.
Skills in:
1. Reviewing, understanding, and implementing provisions of applicable codes, ordinances and regulations enforceable by the City;
2. Applying laws, regulations, codes and departmental policies;
3. Recognizing, prioritizing and accomplishing needed tasks;
4. Researching, preparing and writing clear and concise technical reports.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
Ability to:
1. Oversee and coordinate the activities of a number of sections within the Department.
2. Assist with the preparation of departmental operating and capital improvement budgets and control budget expenditures.
3. Review and interpret cost estimates.
4. Prepare clear and concise written reports and develop appropriate recommendations.
5. Effectively manage assigned areas of the departmental program.
6. Establish and maintain cooperative relationships with those contacted during the course of work.
7. Perform a variety of technical research and prepare reports of findings.
8. On a continuous basis, know and understand all aspects of the job; analyze work papers, reports and special projects; identify and interpret technical and numerical information; know laws, regulations and codes; remember various rules and interpret policy; observe and problem solve operational and technical policy and procedures.
9. Analyze problems; identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
10. Conduct administrative studies in difficult or complex situations, requiring a high level of skill, judgement and expertise.
11. Understand and interpret complex rules and procedures.
12. Maintain administrative systems for facility and program scheduling, calendaring, and other functions.
13. Negotiate agreement between differing individuals and groups; gain cooperation through discussion and persuasion.
14. Develop and implement policies, guidelines and procedures.
15. Analyze administrative and other management problems.
16. Analyze budgets, grants, reports and various proposals.
17. Determine effective method of research; and compile data and present in form most likely to enhance understanding.
18. Prepare effective questionnaires and survey instruments.
19. Design forms and procedures.
20. Obtain information through interview; handle multiple assignments; deal firmly and courteously with the public.
21. Analyze situations quickly and objectively and to determine proper course of action.
22. Communicate clearly and concisely, both orally and in writing.
23. Plan and organize work to meet changing priorities and deadlines.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
24. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
25. Perform a variety of contracting, office accounting, fiscal, and statistical record keeping duties including preparing, maintaining, and reconciling a variety of records and files.
26. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
27. Read, understand, and review documents for accuracy and relevant information.
28. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications at a speed necessary for successful job performance.
29. Adapt to changing technologies and learn functionality of new equipment and systems.
30. Maintain composure and exercise good judgment when answering demanding questions.
31. Establish and maintain effective working relationships with those contacted in the course of work.
32. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
33. Implement more complex principles, procedures, and methods used in the performance of customer service and office duties.
34. Negotiate and administer contracts.
35. Interpret and comply with provisions of applicable codes, ordinances and regulations enforceable by the City.
36. Read and interpret maps, sketches, drawings, specifications and technical manuals.
QUALIFICATIONS
To perform this job successfully, the incumbent must be able to perform each of the essential duties satisfactorily. Reasonable accommodations may be made to enable incumbents with disabilities to perform the essential functions. The requirements listed are representative of the knowledge, skill and/or ability required.
PHYSICAL REQUIREMENTS
1. Must be free from any physical, emotional or mental condition which might adversely affect the ability to perform essential job duties.
2. Must be able to sit at a confined workstation for extended periods or work for extended periods while performing essential duties.
3. On a continuous basis, sit at a desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk, perform simple grasping and fine manipulation, use telephone and communicate through written means.
Item # 12.
City of Grass Valley
JOB DESCRIPTION
Deputy Public Works Director
This job description indicates in general the nature and levels of work, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The City of Grass Valley is an EQUAL OPPORTUNITY EMPLOYER.
4. While performing the duties of this job the incumbent is regularly required to stand, walk, sit, drive, use hands and fingers, handle or feel, reach with hands and arms, grasp, hold, and manipulate tools and talk and hear. The incumbent is occasionally required to climb, balance and stoop, kneel, crouch, or crawl and must frequently lift and/or carry up to 60 pounds alone, and up to 100 pounds with assistance. See in the normal visual range with or without correction. Hear in the normal audio range with or without correction.
EDUCATION AND EXPERIENCE
Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public or business administration, government, political, social science, recreation or a related field.
Experience: Three years of increasingly responsible work experience in a public works environment, developing and administering public agency contracts and/or records management, park facilities planning and design, as well as developing, planning, implementing and facilitating sports programs.
License or Certificate: Must have acceptable driving record and maintain a California Driver’s License (minimum Class C). Additionally, a Certified Playground Safety Inspector (CPSI) and an Aquatic Facility Operator (AFO) Certification are desired but not required.
GENERAL
The City reserves the right to revise or change classification duties and responsibilities as the need arises. This description does not constitute a written or implied contract of employment.
I have read and understand the contents of this job description, and I have received a copy of this job description for my records.
Print Name:
Signature: Date:
Adopted: Revised:
Item # 12.
Page | 1
EMPLOYMENT AGREEMENT BETWEEN THE CITY OF GRASS VALLEY
AND TAYLOR DAY
CITY CLERK
1. Effective Date
This Agreement shall become effective when it has been executed by “Director”, hereinafter referred to as “City Clerk” or Employee, and the City Manager, as duly approved by Resolution of the City Council, has executed it.
2. Term of Employment
City Clerk shall serve at the pleasure of the City Manager and on an “at will” basis during the term of this Agreement, subject to the terms and provision of this Agreement as set forth below.
3. Duties; Hours of Work
A. City Clerk shall perform those functions and duties as specified in job classification and by direction of the City Manager. City Clerk shall perform such duties in accordance with the highest professional and ethical standards of the City Clerk position. City Clerk shall not engage in any activity that is, or which may become, incompatible with the City of Grass Valley, as provided by federal, state, and local law. During the term of this Agreement, City Clerk shall be exclusively employed by the City, unless prior written authorization otherwise is received from the City Manager.
B. City Clerk shall maintain a regular work schedule consistent with that approved for other Directors of the City. Director Title’s duties may involve expenditures in time in excess of eight (8) hours per day and/or forty (40) hours per week and may also include time outside normal office hours such as attendance at City Council and Commission meetings. City Clerk shall not be entitled to additional compensation for this time.
4. Compensation
A. City Clerk shall receive an annual base salary of $97,000.00, payable in equal biweekly payments to be made at the same time as other employees are paid.
B. City Clerk’s compensation shall be reviewed with the City Manager at least annually in connection with the annual review or at any other times as may be determined by the City Manager. Compensation may be increased as determined by the City Manager within the salary range (Compensation and Benefits - Appendix A) for the City Clerk.
C. Salary may be reduced in the event City Clerk receives an unsatisfactory evaluation, either at the annual evaluation or at any additional evaluation completed by the City Manager. Compensation may be reduced as determined by the City Manager within the salary range (Compensation and Benefits - Appendix A) for the City Clerk.
D. As consideration for the annual opportunity to be considered for increased compensation pursuant to sub-paragraph B above, Employee specifically waives any right to a 4/5 vote of the City Council prior to removal from his or her position, as may be provided
Item # 12.
Page | 2
under City Charter Article IX, Section 2. Employee acknowledges that the City Manager is the appointing authority and may also remove Employee from this position without action of the City Council.
5. Health Insurance
The City shall pay the full premium for health insurance for the City Clerk, including their dependents, for health coverage (medical, dental, and vision) benefit options as provided to other employees.
Employees waiving medical insurance coverage shall receive two hundred fifty dollars ($250) per month less the costs of any elected dental or vision insurance per month.
Employees waiving health care coverage must produce evidence of insurance through another source. Any payment due Employees for waiving medical insurance coverage shall be paid in a lump sum once per month and shall be considered taxable compensation; however, such compensation is not PERSable.
6. Annual Leave
City Clerk shall receive vacation benefits equal to those of Department Heads, as set forth in the “Compensation and Benefits - Appendix A”. City Clerk may cash out up to four weeks of Annual Leave and/or vacation each Calendar Year upon City Manager’s prior approval and consistent with Internal Revenue Service rules governing constructive receipt. Vacation and/or Annual Leave time cashed out pursuant to this provision shall be subtracted from the accumulated Vacation and/or Annual Leave balances when paid.
7. Retirement
Employees designated as local public safety (Police) “classic” employees by the City are currently provided retirement benefits under the Public Employee’s Retirement System’s Local Safety (Police) 3% at age 50 formula with a 9% employee contribution. Employees are also provided retirement benefits under Social Security. “Classic” public safety (Police) designated employees will pay a pre-tax contribution for retirement for the employee share under CalPERS retirement plan of 9%. The employee shall pay the full amount of the employee’s contribution rate to Social Security.
Employees designated as local public safety (Fire) “classic” employees by the City are provided retirement benefits under the Public Employees Retirement System’s (PERS) Local Public Safety (Fire) 3% at 55 formula. Employees are also provided retirement benefits under Social Security.
“Classic” public safety (Fire) designated employees will pay a pre-tax contribution for retirement for the employee share under CalPERS retirement plan of 9%. The employee shall pay the full amount of the employee’s contribution rate to Social Security.
New public safety employees hired after January 1, 2013 or “Non Classic” public safety (Fire or Police) designated employees, upon placement in a full-time employment status shall have the PERS 2.7% @ 57 formula, as provided by the terms of the contract in effect between
Item # 12.
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the City and PERS. The employee contribution rate shall be 50 percent of the “normal cost” rounded to the nearest quarter of 1 percent, as determined by PERS.
Miscellaneous employees who are considered “classic” members by PERS will be responsible for paying the full employee contribution to the California Employees Retirement System, which is currently 8%. Miscellaneous employees who are considered “new” members by PERS will be responsible for paying 50 percent of the “normal cost” pursuant to the Pension Reform Act of 2013. The employee shall pay the full amount of the employee’s contribution rate to Social Security.
8. Deferred Compensation
Subsequent to the first year of employment under this contract, City will deposit to City Clerk’s deferred compensation account via bi-weekly payroll a performance bonus contribution of up to $4,000 annually.
The City’s contribution amount shall be based upon job performance and be dependent upon receipt of “Director’s Title” performance evaluation. The City’s contribution amount shall be determined in the sole discretion of the City Manager and may be less than $4,000.
In the event this agreement terminates or is not renewed, City Clerk shall be entitled to retain the amount of deferred compensation accumulated as of the date of termination or nonrenewal.
After such time as City Clerk resigns or is terminated, City shall transfer ownership of any deferred amount on deposit in a deferred compensation plan to succeeding employers upon “Director’s Title” written request.
9. Annual Performance Evaluation
The City Manager and/or their designee shall evaluate City Clerk’s performance at least once annually. The City Manager and City Clerk shall annually develop mutually agreeable performance goals and criteria which the City Manager shall use in reviewing City Clerk’s performance in the following year. It shall be City Clerk’s responsibility to initiate this review each year.
10. Indemnification
City shall defend, hold harmless and indemnify City Clerk against any claim, demand, judgment, or action of any type or kind arising within the course and scope of City Clerk’s employment to the extent required by Government Code Sections 825 and 995.
Notwithstanding anything to the contrary in this section, pursuant to Government Code Section 53243.1, if the City provides funds for the legal criminal defense of Employee, any funds provided for that purpose shall be fully reimbursed by Employee to the City if Employee is convicted of a crime involving an abuse of office or position. Employee recognizes that City shall have the right to compromise and settle all actions or proceedings in which City is providing Employee a defense, even if Employee objects to such compromise or settlement.
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11. Other Terms and Conditions of Employment
A. The City Council may from time to time fix other terms and conditions of employment relating to the performance of City Clerk, provided such terms and conditions are not inconsistent with or in conflict with the provision of this Agreement, the Grass Valley Charter or Municipal Code, or other applicable law.
B. The provisions of the City’s Civil Service Rules and Regulations (“Rules”) shall apply to City Clerk to the extent they explicitly apply to the position of City Clerk, except that if the specific provisions of this Agreement conflict with the Rules, the terms of this Agreement shall prevail. Without limiting the generality of the exception noted in the previous sentence, however, no provision of the Rules or this Agreement shall confer upon City Clerk a property right in his or her employment or a right to be discharged only upon cause. City Clerk is not a member of the competitive/ classified service and is an “at will” employee serving at the pleasure of the City Manager and may be dismissed at any time with or without cause, subject only to the provisions of this Agreement. The provisions of Article IX, Section 2, requiring a 4/5 vote of the City Council to remove a Department Head do not apply to this Agreement and are specifically waived by Employee as provided in Section 4(D) of this Agreement. Notwithstanding any other provision of this Agreement, City Clerk shall not violate any policy prohibiting discrimination, harassment, retaliation, workplace violence, or other similar misconduct as set forth in the Rules and in federal, state law, and local law.
C. City Clerk shall be exempt from paid overtime compensation.
12. Termination
A. City Clerk is not part of the competitive (classified) service and therefore is an “at will” employee. As an “at will” employee, City Clerk may be terminated by the City Manager with or without cause, without right of appeal, and without advance notice or City Council action.
B. If City Clerk is terminated by the City Manager without cause, City Clerk after termination will be entitled to up to three months of severance pay at City Clerk ’s base salary rate plus payment in a lump sum of the following: 1) 100% of any accrued, but unused Personal Leave and vacation leave, if any; and 2) 50% of the value of unused sick leave, if applicable, to the extent not used for PERS Service Credit, if any. City Clerk shall be entitled to severance pay under this subsection only upon execution of a claim waiver and release of liability. Severance pay, if any, shall be paid monthly until Employee is gainfully employed or the 3-month limit has been reached, whichever is less. Employee shall provide notification of gainful employment to City immediately upon commencing such employment if such employment commences within three months of Employee’s termination from City.
Notwithstanding anything to the contrary in this subsection, pursuant to Government Code Section 53243.2, if the Agreement is terminated, any cash settlement related to the termination that Employee may receive from City shall be fully reimbursed to City if Employee is convicted of a crime involving an abuse of his or her office or position.
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C. If City Clerk is terminated by the City for cause, City Clerk is not entitled to any severance pay whether or not advance notice of termination is provided; however, payment for accrued, unused Personal Leave, sick leave and/or vacation leave, if applicable, shall be paid as provided in sub-paragraph B above. If City Clerk is terminated for cause, City Clerk must be given notice of the cause and supporting evidence. City Clerk is entitled to meet with the City Manager at which time City Clerk may reply orally and/or in writing to the cause and supporting evidence. The meeting is not an evidentiary hearing. There is no right to appeal the City Manager’s decision. The City Manager’s decision is final, and nothing in this subsection shall be deemed to impose a “for cause” requirement to terminate Employee’s employment with City. The specification of causes for termination below is solely for the purpose of determining whether Employee is entitled to severance pay. For purposes of this Agreement, the term “for cause” shall include, but is not limited to, any of the following:
(a) use of alcohol or drugs that impedes performance of duties; (b) conviction of a felony or misdemeanor involving moral turpitude (a plea or verdict of guilty or a conviction following a plea of nolo contendere is deemed a conviction for this purpose);
(c) a proven claim of either sexual harassment or abuse of employees in violation of law or adopted City policy;
(d) failure to maintain licenses and professional certifications required of the City Clerk by the job description;
(e) willful and repeated failure to carry out the lawful directives or policy decisions of the City Council; or
(f) willful abandonment of the position or continued and unexcused absence from duty.
D. City Clerk may voluntarily terminate his or her employment, by resignation or retirement or some other similar manner, upon at least one-month notice. In this circumstance, City Clerk is not entitled to any severance pay.
E. In the event an Employee dies while employed by the City, his/her beneficiary or those entitled to his/her estate shall be paid for any earned salary and any in lieu payments for personal leave and any banked vacation or sick leave at the rates established in this Agreement to which the Employee is entitled as of the final day on City payroll. City may request appropriate documentation to ensure such persons are beneficiaries or otherwise entitled to participate in Employee’s estate.
13. Compliance With Law
This Agreement is subject to all applicable provisions of federal, state, and local laws, including the Grass Valley Municipal Code, except for the application of specific provisions of the City Charter which are waived as set forth herein.
14. General Provisions
A. This Agreement constitutes the entire agreement between the parties. City and City Clerk hereby acknowledge that they have neither made nor accepted any other promise or obligation with respect to the subject matter of this Agreement.
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B. If any provision or any portion of this Agreement is held to be unconstitutional, invalid or unenforceable, the reminder of the Agreement shall be deemed severable and shall not be affected and shall remain in full force and effect.
C. Any notice to City pursuant to this Agreement shall be given in writing, either by personal service or by registered or certified mail, postage prepaid, addressed as follows:
Tim Kiser, City Manager
City of Grass Valley
125 East Main Street
Grass Valley, CA 95945
Any notice to City Clerk shall be given in a like manner, and, if mailed, shall be addressed to City Clerk at the address shown in City’s personnel records. For the purpose of determining compliance with any time limit stated in this Agreement, a notice shall be deemed to have duly given (a) on the date of delivery, if served personally, or (b) on the second (2nd) calendar day after mailing, if mailed.
D. If an action at law or in equity is necessary to enforce or interpret this Agreement, the prevailing party in that action shall be entitled to reasonable and actual attorneys’ fees and costs with respect to the prosecution or defense of the action.
E. A waiver of any of the terms and conditions of this Agreement shall not be construed as a general waiver and either party shall be free to enforce any term or condition of this Agreement with or without notice to the other notwithstanding any prior waiver of that term or condition.
15. Amendments
This represents the entire agreement between the parties. Amendments to this agreement may be made at such times as approved by the City Manager and City Clerk and shall be in writing.
Dated:
Tim Kiser, City Manager
Dated:
Taylor Day, City Clerk
Approved as to form:
Dated:
Michael G. Colantuono, City Attorney
Item # 12.
Appendix A - Compensation and Benefits
June 28, 2022
Life Insurance and Long Term Disability, EAP, Retiree Health Plan, other Benefits, and Special Provisions
A. EMPLOYEE CONTRIBUTIONS
Employee contributions towards health benefits are on a pre-tax basis and subject to IRS rules.
B. LIFE INSURANCE
The City shall provide term Life insurance benefits for the Employee, without cost to the Employee, of 1.5 times their annual salary up to two hundred thousand dollars ($200,000) for the Employee, five thousand dollars ($5,000) for the Employee’s spouse and fifteen hundred dollars ($1,500) for eligible dependent children without cost to the employee.
C. LONG TERM DISABILITY INSURANCE
The City shall provide without cost to the Employee an income protection insurance program that shall insure an Employee’s income to a maximum of sixty-six and two thirds (66 2/3%) of monthly earnings with a ceiling of six thousand dollars ($6,000) in calculated base. Conditions of coverage shall be controlled by the master agreement with the insurance company.
D. EMPLOYEE ASSISTANCE PROGRAM
The City has an established Employee Assistance Program. This program provides confidential counseling help for employees and their families. The Employee Assistance program provides for up to 3 visits.
E. RETIREE HEALTH PLAN BENEFIT
Employees who become subject to this Plan on or before July 1, 2011, who retire from the City in good standing, who have at least five years of Grass Valley service, who elect to retain CalPERS medical coverage and who are of full retirement age shall be entitled to payment of up to $500 towards the CalPERS premium for a single party until such time as the Employee is eligible to receive Medicare or is hired and has healthcare coverage available from the new employment.
Employees who become subject to this Plan after July 1, 2011, who retire from the City in good standing, who have at least ten years of Grass Valley service, who elect to retain CalPERS medical coverage and who are of full retirement age shall be entitled to payment
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Appendix A - Compensation and Benefits
June 28, 2022
of up to $250 towards the CalPERS premium for a single party until such time as the Employee is eligible to receive Medicare or is hired and has healthcare coverage available from the new employment.
If the Employee so desires, his/her spouse may be added at the additional cost difference of the Employee plus one and the Employee pays the difference. If the Employee retiree selects a health plan that costs less than the City’s contribution, they will not be eligible to receive the cash difference. All premium contributions must be received one month in advance and it is the responsibility of the Employee retiree to ensure that the City receives payment.
Failure to pay the retiree’s contribution in a timely manner (i.e., within 30 days of due date) will result in the loss of the benefit.
Employees waiving health care coverage shall receive two hundred fifty dollars ($250) per month less the cost of any elected dental or vision insurance per month until eligible for Medicare or is hired and has healthcare coverage available from the new employment.
Employees waiving health care coverage must produce evidence of insurance through another source. Any payment due Employees for waiving medical insurance coverage shall be paid in a lump sum per month.
Personal Leave
The purpose of Personal Leave is to provide Employees the ability to accrue time for vacation, sick leave and personal leave situations.
Employees shall accrue Personal Leave hours at a rate of no less than 256 hours and no more than 336 hours per year based on years of service as set forth below. One twenty-sixth (1/26) of such Personal Leave amount shall accrue each pay period.
No Employee may carry a balance of more than 520 hours of their Personal Leave. Employees who have accumulated 520 hours of Personal Leave will accrue no further Personal Leave until they have used Personal Leave in an amount sufficient to bring their accumulated Personal Leave balance below 520 hours. Employees may convert up to 160 hours of accrued Personal Leave to salary compensation once each year. Personal Leave conversion of a maximum of 160 hours to salary must be submitted by December 20th of each year. 100% of Personal Leave hours in excess of the maximum accrual amount may be converted to banked PERS service credit in accordance with CalPERS regulations.
Employees who become subject to this Plan after July 1, 2011 must convert all accumulated Vacation Leave, Sick Leave to “Personal Leave”. Those hours of Sick Leave or Vacation Leave combined in excess of 520 hours will be placed in a Sick Leave and Vacation Leave bank account to be utilized by the Employee, or paid out upon separation from service as set forth herein, or converted to banked PERS service credit in accordance with CalPERS regulations. Upon separation from service, the City shall pay employee a one-time lump sum calculated on Fifty (50%) Percent of the employee’s banked unused Sick Leave and one hundred (100%) percent of the employee’s banked Vacation Leave. (For example, if an employee is compensated for 450 hours of sick leave at the 50% rate, the uncompensated 225 hours would go to PERS service credit as allowed by PERS.)
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Appendix A - Compensation and Benefits
June 28, 2022
Employees will accrue Personal Leave time at the following rates:
1 to 2 years of city service = 256 hours
2 plus years to 5 years = 272 hours (10.46 hours biweekly) 5 plus years to 10 years = 296 hours (11.38 hours biweekly) 10 plus years to 20 years = 316 hours (12.15 hours biweekly) 20 plus years = 328 hours (12.62 hours biweekly)
After 2 plus years of city service, credit for prior public service may be included for purposes of calculating annual time subject to the City Manager approval. Prior public service shall be similar in nature to the duties being performed by the Employee for City to be eligible for this benefit.
Certifications
The City shall pay the costs associated with obtaining and maintaining special certificates that are required by the State of California, the City of Grass Valley or any governmental agency to obtain and maintain as a condition of employment.
Holidays
Employees are entitled to 12 paid holidays as listed below.
Recognized Holidays shall include:
New Year’s Eve New Year’s Day
Presidents Day Veterans Day
Martin Luther King Day Thanksgiving Day
Memorial Day The Day After Thanksgiving
July 4th Christmas Eve
Labor Day Christmas Day
A paid holiday is equivalent to eight hours, for a total of 96 hours per year. Holiday hours are accrued outside of Personal Leave, must be used within the calendar year accrued. Unused holiday hours may not be carried over into any subsequent calendar year or "cashed out." Special Provisions
A. PUBLIC SAFETY UNIFORM ALLOWANCE
The Police Chief and Fire Chief shall be provided a uniform and cleaning allowance. The amount of the benefit will be the same as established under Unit 6 for the Police Chief and under Unit 8 for the Fire Chief.
B. VEHICLE ALLOWANCE
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Appendix A - Compensation and Benefits
June 28, 2022
The Police Chief, Fire Chief and Public Works Director shall be provided a vehicle. Other Employees may be granted a car allowance subject to the City Manager’s approval and in accordance with City adopted policies. Employees will have access to City “Pool” vehicles for conducting City business or will be eligible for mileage reimbursement for personal vehicle use when conducting City business in accordance with City adopted policies.
C. TRAINING/MEMBERSHIPS
Employees shall be entitled to training, travel, workshops, and professional memberships, for the purpose of personal growth and enrichment subject to the annual amounts budgeted each year in the respective department for this purpose. City agrees to reimburse Employee for reasonable expenses for training, travel, workshops and professional memberships which have been authorized by the City Budget and approved in advance by the City Manager.
Employee must submit expense receipts, statements or personal affidavits, and audit thereof in like manner as other demands against the City.
D. PUBLIC EMPLOYEES RETIREMENT SYSTEM
All Employees will be members of the California Public Employees Retirement System as provided by the terms of the contracts between the City of Grass Valley and the California Public Employees Retirement System.
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Appendix A - Compensation and Benefits
June 28, 2022
Salary Schedule
Annual Salary
Position Min Mid Max
Police Chief $ 147,718.00 $ 168,802.25 $ 203,962.50
Fire Chief $ 135,056.25 $ 154,350.00 $ 187,425.00
Administrative Services Director $ 135,056.25 $ 154,350.00 $ 187,425.00 Community Development Director $ 126,615.25 $ 144,703.00 $ 176,400.00 City Engineer $ 126,615.25 $ 144,703.00 $ 176,400.00
Public Works Director of Operations $ 126,615.25 $ 144,703.00 $ 176,400.00 Utilities Director $ 126,615.25 $ 144,703.00 $ 176,400.00 Deputy Administrative Services
Director
$ 101,291.00 $ 116,795.50 $ 132,300.00
City Clerk $ 84,409.350 $ 97,330.00 $ 110,250.00
Deputy City Clerk/Management
Services Analyst
$ 75,969.00 $ 87,597.00 $ 99,225.00
Item # 12.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Schedule a Special Meeting to discuss potential significant Capital Projects CEQA: Not a Project
Recommendation: That Council schedule a Special Meeting to discuss and provide direction on potential future capital projects.
Prepared by: Timothy M. Kiser, City Manager
Council Meeting Date: 1/24/2023 Date Prepared: 1/19/2023 Agenda: Administrative
Background Information: As the City begins to evaluate capital projects budgets, staff is looking to have a meeting with City Council to discuss prioritizing key potential projects and City Council priorities for the next few fiscal years. Staff will provide a brief budget update with some projections for future years. At the meeting, staff will lead a discussion with City Council to look at various items and potential projects.
Staff would like to finalize a date, time, and location for the Special Meeting.
Tentatively, staff is looking at mid-day on February 9th or 10th.
Council Goals/Objectives: This item executes portions of work tasks towards achieving/maintaining Strategic Plan – High Performance Government and Quality Service. The City of Grass Valley is devoted to providing a safe Place to Live, Work and Play.
Fiscal Impact: N/A
Funds Available: N/A Account #: N/A
Reviewed by: __ City Manager
Attachments: N/A
Item # 13.