The City Clerk shall be responsible for reserving hotel, airline, and conference reservations on behalf of the Mayor and City Council. The Mayor and Councilmembers will be reimbursed for meals, parking, cabs, and other customary and reasonable expenses upon the submission of receipts and completion of a travel expense report obtained from the City Clerk and/or be issued a per diem amount as established by the Internal Revenue Service.. A copy of the completed and signed travel expense report shall be distributed to the Council as an agenda item prior to repayment.
If the Mayor or a Councilmember must cancel an already scheduled and reserved trip, the individual must notify the Mayor and City Clerk at the earliest possible time to cancel all reservations and obtain refunds. If the arrangements cannot be cancelled, the individual shall attempt, through the City Clerk, to find a substitute member of the City Council. If no one else can go, then the individual who cancelled the trip is personally responsible for any costs incurred by the City. The City Council may waive said obligation upon written request if the cancellation was due to personal illness, illness or death of a family member, unforeseen business necessity, or other valid unavoidable conflict.
In accordance with city travel policies, none of the following expenses can be paid by the City:
Travel paid for by any other organization, alcoholic beverages, valet services, meals or lodging accommodations for family or guest, tour bus fees for sightseeing tours, mileage if traveling as a passenger in a privately-owned car, trip insurance, hosting, tips unless otherwise authorized or any other personal expenses for entertainment or other purposes.
One City credit card shall be issued for use by all members of the City Council for expenses outlined in this policy.
The City Council, by majority vote, may waive any provision of this policy.
XII. CITY OF GREENFIELD COMMUNICATIONS GUIDELINES - MAYOR/COUNCIL – MANAGER – STAFF
Governance of the City of Greenfield relies first upon the City of Greenfield Code of Ordinances and California state law as it applies to the City-authorized framework for doing business and then upon the cooperative efforts of the elected Mayor and City Council who set policy and priorities, the City Manager who directs and manages the affairs of the City, and City staff.
City staff performs the operations required to deliver services, resolve service issues, carry out the assigned tasks designated in department orders and standards, analyze problems and issues, and make recommendations under the direction of the City Manager to the elected Mayor and City Council. All City staff members report through a chain of command and act under the direction of the City Manager through the Department Directors.
Communications among all parties shall be conducted in accordance with the adopted City Council Rules of Order and Protocols, the Greenfield Municipal Code and the California Government Code - without exception. These documents provide the framework and formal basis for the Communications Guidelines listed herein. Within this restrictive framework, it is our cooperative efforts that are our best ally in moving the City forward. Preserving trust in all 142
relationships is paramount to achieving the proper execution of City policy, rules and regulations. Trust provides the most efficient path to getting the job of governance done for the City of Greenfield. Preserving trust in all City matters requires that we exercise a prudent amount of control over how we communicate. The City Manager, staff and Mayor and Council shall strive constantly to affirm the dignity and worth of the services rendered by City government and maintains a constructive, creative, and practical attitude toward local affairs and a deep sense of social responsibility as a trusted public servant. The following guidelines will help maintain effective communications among the Mayor and City Council, the City Manager and City staff. Guidelines cannot cover every situation. When in doubt, the Mayor, City Council and City staff are directed to contact the City Manager or the City Attorney for specific resolution of situations not covered herein.
A. The City Manager has the responsibility to manage the affairs of the City and, as such, shall be included in all communications between City staff and all elected officials. While City staff members are available to answer Mayor and City Council inquiries regarding resident and/or business information, excepting, however, any matter involving a business/client relationship or legal conflict of interest, the City Manager is the primary information liaison between the Mayor/City Council and City staff and must provide direction to staff on completing the inquiry. When the Mayor and City Council request information, that request should be directed to the City Manager. Likewise, when City staff needs information or discussion on matters of inquiry, information, or resolution of a service inquiry, that communication will be to the City Manager.
B. The City manager is the administrative head of the government of the City under the direction and control of the City Council. It is the job of the City Manager to control order and give directions to all heads of departments and to subordinate officers and employees of the City under his or her jurisdiction through their department heads. The City Manager shall keep the City Council at all times fully advised as to the financial condition and needs of the City and to exercise general supervision over all public buildings, public parks and all other public property which is under the control and jurisdiction of the City Council. The City Manager shall keep the community informed on local government affairs; encourage communication between the citizens and all local government officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service.
C. The Mayor and all City Councilmembers should have the same information with which to make decisions and understand the issues and recommendations of Staff related to policy and/or priorities. When an elected official has an inquiry or information request, it will be shared with the Mayor and all members of the City Council. The City Manager shall ensure that all City staff recognize that elected representatives of the people are entitled to the credit for the establishment of local government policies. 143
D. The Mayor and City Council may meet with City staff upon the approval of the City Manager to discuss matters of policy, recommendations for changes in City services, and updates on the status of assigned departmental function, provided that no direction is solicited or offered by the Mayor, City Council, or City staff. The results of all discussions shall be reported to the City Manager and used to create City staff recommendations for Mayor and City Council consideration. At no time shall direction, recommendations or opinions be sought, solicited, or offered. The purpose is to provide information and comment only on the subject at hand. The critical balance, required by law, is to ensure the decision-making of the Mayor and City Council occurs at a public meeting, at which time the City Manager has placed the City staff recommendation before the City Council.
At no time shall the comments, understanding, or concerns from any one meeting be shared or extended in any manner to create or promote a serial or sequential formation of policy direction. The purpose of meetings is to aid in the drafting and development or improvement of proposed policy and policy alternatives by City staff; and to develop recommendations based upon understanding of issues by City staff. Soliciting opinion(s), offering direction, or stating opposition or support shall be avoided at all times to remain within the rules and laws followed by the City.
E. The City Manager will have regular meetings with the Mayor and City Council to update them on various issues confronting the City. The purpose of these meetings is to keep the Mayor and City Council informed on the general state of affairs of the City as well as various issues and priorities established by the City Manager for resolution or consideration at a future City Council meeting. The content of these regular update shall be the same for the Mayor and each City Councilmember and will occur in a similar timeframe. Again, no direction will be offered or solicited by any party. The purpose is for the Mayor and City Council to receive equal treatment that includes the same information and the same understanding of the affairs of the City.
F. The Mayor and City Council depend upon City staff to provide consistent services to all residents and to respond to resident, citizen, and business concerns, complaints, and opportunities as fully, consistently, and expeditiously as practical. A major strength of the City’s organizational culture is providing quality and consistent customer service. To that end, all inquiries shall be coordinated through a central management system within the City Manager’s Office. To ensure efficient and responsive customer service to all, the City Manager’s Office shall respond to the initial inquiry within two business days, except as modified by a state of emergency. All inquiries will be available to the Mayor and City Council, City Manager and Department Directors. It is the responsibility of all Department Directors to assign, monitor, and ensure a response is provided in a timely manner, within the resources of the department and the cost-effective management and delivery of services, and to ensure the issue is returned to the City Manager for closure. 144
G. Respect the will of the entire City Council but honor the right of each City Councilmember to be in a minority on any issue. City staff will make every effort to respond professionally in a timely manner to all requests for information or assistance made by individual City Councilmembers. However, if a request reaches a certain stage in terms of workload, policy, or priority, it may be more appropriate to make the assignment through the direction of the full City Council. If this should occur or is projected to occur based upon resources, the City Manager will prepare a communication to the City Council informing them of the situation and may include the item on a future City Council agenda for direction from the full body. It will always be the prerogative of the Mayor or individual City Councilmember to request a discussion at an upcoming City Council meeting and provide direction to the City Manager by the entire City Council. This guideline helps ensure that City staff resources are allocated in accordance with the direction of the full City Council. It shall be the duty of the City Manager to direct and ensure that City staff carries out the actions and directions of the Council.
H. The Mayor and City Council will depend upon City staff and the City Manager to make independent and objective recommendations. The City Manager and City staff are expected to provide their best professional recommendations on issues, alternatives to recommendations as appropriate, and pros and cons for the recommendations and alternatives. All such recommendations shall first consider the law; then existing or proposed City Ordinances, Resolutions and/or Administrative Policies; then the best practices of the field of study pertaining to the issues, the available resources, and best interests of the City. Sometimes, City staff may make recommendations that will be unpopular with the public, other governmental agencies, or the Mayor and City Council.
However, the City Manager and City staff respect the role of the Mayor and City Council as the policy-makers and final decision-makers for the City and understand the Mayor and City Council must consider a variety of opinions and community values in their decision-making process. It is the express intent of the City Council that their directions and actions are carried out by City staff to the best of their ability without prejudice. The purpose here is to restrict the final authority of the City’s governance to the Mayor and City Council as the elected representatives of the City. Conversely, the City Manager is the final authority of the City staff to the elected officials on all matters placed before the full Council.
I. The City Manager and City staff are supporters and advocates of adopted City Council policy and priorities. Whether or not it was the recommendation of the City Manager or City staff, City staff will always and consistently strongly support the adopted actions of the City Council. In doing so, it is understood this may concern the members of the City Council who voted in the minority on controversial issues. This guideline is intended to 145
honor the role of the full City Council in deciding these issues, and it is the duty of the City Manager and City staff to carry out the direction of the City Council.
Finally, the Mayor and City Council, the City Manager, and City staff, within their respective roles, shall refrain from publicly criticizing any individual employee or elected official. Criticism is differentiated from questioning facts or the opinion of an elected official, the City Manager and City staff. The purpose here is to ensure a fundamental voice of each party in the free practice of City governance by focusing on the issues confronting the City and not upon the opinions or beliefs of any individual. The Mayor and City Council should comment to the City Manager on the performance of the City Manager and/or City staff.
These guidelines shall be followed by all City staff in consideration of the laws of this nation, state, and city, with particular emphasis on compliance with the Brown Act, California ethics in government law, and the City of Greenfield Code of Ordinances. They are intended to serve as the basis for cooperation in the communications used in common day-to-day operations of the City.
XIII. MISCELLANEOUS
Miscellaneous Expenditures of City Resources. No Councilmember shall have the entitlement for obligating, indenturing or otherwise entering into an agreement and/or contract, verbal or written that requires the use of city funds and or equipment, staff time or use of any city resources without one hundred percent (100%) approval of the entire Council. No Councilmember shall have the sole authority to disperse or use City funds or resources without the knowledge and one hundred percent (100%) approval of the Council.
XIV. APPLICABILITY
The City Council further finds and declares that the aforementioned Rules of Order and Protocols will be used and followed by all members of the City Council, and its Commissions and Boards, unless previous adopted rules of conduct exist and apply to that Board. In the case of a Commission or Board, the term “Chairperson” shall be substituted for Mayor and the name of the Commission or Board shall be substituted for City Council or Council.
The intent of the policy for the aforementioned Rules of Order and Protocols will be observed unless one hundred percent (100%) of the Council waives the requirement.
It shall be the responsibility of the City Manager to review the aforementioned Rules of Order and Protocols on an annual basis to ensure compliance with the Brown Act. Any necessary updates for non-compliance issues shall brought to the immediate attention of the full Council.
05.08.2012 Adopted
09.08.2015 Amended
06/25/2024 Amended
146
MEMORANDUM: June 20, 2024
AGENDA DATE: June 25, 2024
TO: Mayor and City Council
FROM: Jamie Tugel, Public Works Director
TITLE: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GREENFIELD
RECLASSIFYING THE CURRENT PUBLIC WORKS SUPERINTENDENT
FTE CLASSIFICATION TO PUBLIC WORKS MANAGER – PARKS &
STREETS FTE CLASSIFICATION AND ASSOCIATED SALARY
SCHEDULE
BACKGROUND:
Earlier this year, an internal evaluation of the Public Works Parks and Street Superintendent salary range was conducted and compared against the positions highest paid subordinate, Fleet Mechanic. Industry standard indicates that a Superintendent or Manager is generally paid at 15% above their highest paid subordinate. It was determined that the current percentage gap is
6.04%.
The proposed job title change/reclassification and salary schedule will provide for a sufficient salary gap of 13.04%, which is 1.96% lower than the industry standard. The Superintendent position is currently salaried, whereas the highest paid subordinate is hourly.
A survey was conducted of nearby Cities and the equivalent position. Results are as follows for Step 1 rates:
City of Soledad $43.26/hr
City of Salinas $48.97/hr
The proposed reclassification of job title from Public Works Parks and Street Superintendent to Public Works Manager- Parks and Streets will place this position in line with surround cities and provide an acceptable salary gap from the positions highest paid subordinate.
City Council Memorandum
599 El Camino Real Greenfield CA 93927 (831) 674-5591
www.ci.greenfield.ca.us
147
The proposed Public Works Manager – Parks & Streets job description is attached to the staff report for reference.
BUDGET AND FINANCIAL IMPACT:
City Council approved the personnel reclassification through the FY 24/25 budget process, there will be no further financial impacts to the City
RECOMMENDATION:
Staff recommends the City Council adopt the proposed Resolution to approve the reclassification of the Public Works Superintendent FTE to Public Works Manager – Parks & Streets FTE and associated salary schedule.
POTENTIAL MOTION:
I MOVE TO ADOPT A RESOLUTION #2024-86, A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF GREENFIELD RECLASSIFYING THE CURRENT PUBLIC WORKS SUPERINTENDENT FTE CLASSIFICATION TO PUBLIC WORKS MANAGER – PARKS &
STREETS FTE CLASSIFICATION AND ASSOCIATED SALARY SCHEDULE 148
RESOLUTION NO. 2024-86
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GREENFIELD
RECLASSIFYING THE CURRENT PUBLIC WORKS SUPERINTENDENT FTE CLASSIFICATION TO PUBLIC WORKS MANAGER – PARKS & STREETS FTE
CLASSIFICATION AND ASSOCIATED SALARY SCHEDULE
WHEREAS, an internal evaluation of the Public Works Parks and Street Superintendent salary rage was conducted and compared against the positions highest paid subordinate, Fleet Mechanic; and
WHEREAS, Industry standard indicates that a Superintendent or Manager is generally paid at 15% above their highest paid subordinate, and it was determined that the current percentage gap is 6.04%; and
WHEREAS, the proposed job title change/reclassification and salary schedule will provide for a sufficient salary gap of 13.04%, which is 1.96% lower than the industry standard; and
WHEREAS, a survey was conducted of nearby Cities and the equivalent position; and WHEREAS, City Council approved the personnel reclassification through the FY 2024/2025 budget process, there will be no further financial impacts to the City; and NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Greenfield that:
1. The recommendation to reclassify the current Public Works Superintendent FTE be reclassified to Public Works Manager – Parks & Streets, and salary as follows:
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 $43.26 $44.99 $46.79 $48.66 $50.61 $52.64 $54.74 $56.93 PASSED AND ADOPTED by the City Council of the City of Greenfield, at a regularly scheduled meeting of the City Council held on the 25th day of June 2024, by the following vote:
AYES, and all in favor, therefore, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Robert White, Mayor
Attest:
Ann F. Rathbun, City Clerk
149
MEMORANDUM: June 20, 2024
AGENDA DATE: June 25, 2024
TO: Mayor and City Council
FROM: Jamie Tugel, Public Works Director
TITLE:
RESOLUTION NO. 2024-87 CANCELLING THE REMAINDER OF THE
WWTP SPRAY FIELDS ENVIRONMENTAL 2022 CIP (503-390-89131) &
SUBSEQUENT CONTRACT WITH DENISE DUFFY & ASSOCIATES,
RELEASING THE REMAINING FUNDING OF $86,219.88.
RESOLUTION NO. 2024-88 AMENDING THE SCOPE OF WORK FOR THE NEW WWTP ENVIRONMENTAL 2022 (503-390-89132) TO INCLUDE A PORTION OF THE SOD FARM (GREENFIELD’S TURF) AND
INCREASING THE PROJECT BUDGET BY $86,219.88
BACKGROUND:
The City issued Request for Proposals (RFPs) for the CEQA/NEPA Review and Documentation on June 6, 2022 for two projects related to the Wastewater Treatment Plant; 1) CEQA/NEPA Review and Documentation for City of Greenfield Wastewater Treatment Plant Effluent Spray Field Expansion Project; and
2) CEQA/NEPA Review and Documentation for City of Greenfield Wastewater Treatment Plant Improvement Project.
Both of the RFP’s had proposal submittal date and time of July 21, 2022. Both project proposals were then evaluated separately and happened to be awarded separately to Denise Duffy & Associates on October 11, 2022.
The two environmental projects were being run in concurrent timeframes with each other, with attention to keeping the work separate. The goal was to complete the environmental process for the Effluent Spray Fields first, in order to push construction of new spray fields to the east of the existing WWTP ponds to provide more capacity.
City Council Memorandum
599 El Camino Real Greenfield CA 93927 (831) 674-5591
www.ci.greenfield.ca.us
150
As the spray fields environmental process was moving in the right direction, the early 2023 atmospheric storms came through town. We observed the Salinas River rise to elevations not seen previously adjacent to Greenfield. The Salinas River rise was so significant it met the WWTP Ponds levee on the East side. The spray fields project was going to install new spray fields to the East of the existing WWTP Ponds.
Soon after the storm, communications with the State Water Board were very clear and they advised the city that the State Water Board would not be in favor of the proposed location of the spray fields. In fact, Water Board staff stated that it was completely off the table as a location.
DISCUSSION
Without the State Water Board’s support to construct spray fields on the east side of the WWTP ponds, an alternative location needed to be identified. After many discussions with the City Engineer, Water Board Staff, and the property owner of the sod farm adjacent to the WWTP, it was determined that a portion of the sod farm would be a suitable alternative location for spray fields. The City obtained permission from the sod farm owner to conduct the appropriate testing on this property to determine whether the land would be suitable for spray fields. Test results indicated that the land would be suitable and it was determined that the scope of work for the New WWTP Environmental 2022 CIP should be amended to reflect this.
It makes the most logical sense to cancel the spray field environmental project and amend the scope to the WWTP Environmental 2022 CIP to include the environmental investigation of the sod farm as potential location for future spray fields.
The funding that will be released from cancelling the Effluent Spray Field Expansion Project will be transferred over to the WWTP Environmental 2022 CIP.
BUDGET AND FINANCIAL IMPACT:
There is no financial impact. The funding released from the cancellation of the WWTP Spray Fields Environmental 2022 CIP will be appropriated to the New WWTP Environmental 2022 CIP.
RECOMMENDATION:
Staff recommends the City Council adopt the proposed Resolutions.
POTENTIAL MOTION:
I MOVE TO ADOPT RESOLUTION NO. 2024-87 CANCELLING THE REMAINDER OF THE WWTP SPRAY FIELDS ENVIRONMENTAL 2022 CIP (503-390-89131) & SUBSEQUENT
CONTRACT WITH DENISE DUFFY & ASSOCIATES, RELEASING THE REMAINING FUNDING OF $86,219.88.
I MOVE TO ADOPT RESOLUTION NO. 2024-88 AMENDING THE SCOPE OF WORK FOR THE NEW WWTP ENVIRONMENTAL 2022 (503-390-89132) TO INCLUDE A PORTION OF THE SOD FARM (GREENFIELD’S TURF) AND INCREASING THE PROJECT BUDGET BY $86,219.88.
151
RESOLUTION NO. 2024-87
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GREENFIELD CANCELLING THE REMAINDER OF THE WWTP SPRAY FIELDS ENVIRONMENTAL 2022 CIP (503-390-89131) &
SUBSEQUENT CONTRACT WITH DENISE DUFFY & ASSOCIATES, RELEASING THE REMAINING FUNDING OF $86,219.88
WHEREAS, the City issued Request for Proposals for the CEQA/NEPA Review and Documentation for City of Greenfield Wastewater Treatment Plant Effluent Spray Field Expansion Project on June 6, 2022; and
WHEREAS, City Council awarded a contract to Denise Duffy and Associates on October 11, 2022; and
WHEREAS, in early 2023, atmospheric storms came through town and the Salinas River waters reached the Eastern exterior levees of the WWTP; and
WHEREAS, following the 2023 storms, the State Water Board stated that they would not be in favor of the proposed location of the spray fields, and in fact, Water Board staff stated that it was completely off the table as a location; and
WHEREAS, after further testing, it was determined that a portion of the sod farm (Greenfield’s Turf) would be a suitable location for future spray fields; and WHEREAS, staff has determined that the project and contract with Denise Duffy and Associates shall be cancelled and the corresponding CIP funds, in the amount of $86,219.88, be released.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Greenfield that:
1. WWTP Spray Fields Environmental 2022 CIP be cancelled.
2. The contract with Denise Duffy and Associated for the WWTP Spray Fields Environmental 2022 CIP be cancelled.
3. That funding, in the amount of $86,219.88, be released from the WWTP Spray Fields Environmental 2022 CIP.
PASSED AND ADOPTED by the City Council of the City of Greenfield, at a regularly scheduled meeting of the City Council held on the 25th day of June 2024, by the following vote:
AYES, and all in favor, therefore, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Robert White, Mayor
Attest:
Ann F. Rathbun
152
RESOLUTION NO. 2024-88
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GREENFIELD AMENDING THE SCOPE OF WORK FOR THE NEW WWTP ENVIRONMENTAL 2022 (503-390-89132) TO INCLUDE A PORTION OF THE SOD FARM (GREENFIELD’S TURF) AND INCREASING THE PROJECT BUDGET BY $86,219.88
WHEREAS, the City issued Request for Proposals for the CEQA/NEPA Review and Documentation for City of Greenfield Wastewater Treatment Plant Improvement Project on June 6, 2022; and
WHEREAS, City Council awarded a contract to Denise Duffy and Associates on October 11, 2022; and
WHEREAS, in early 2023, atmospheric storms came through town and the Salinas River waters reached the Eastern exterior levees of the WWTP, resulting in the State Water Board stating that they would not be in favor of the proposed location of the Spray Fields; and WHEREAS, after further testing, it was determined that a portion of the sod farm (Greenfield’s Turf) would be a suitable location for future spray fields; and WHEREAS, staff is requesting to amend the scope of work for the New WWTP Environmental 2022 CIP to include a portion of the sod farm (Greenfield’s Turf) and increase the project budget by $86,219.88.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Greenfield that:
1. The scope of work for the New WWTP Environmental 2022 CIP be amended to include a portion of the sod farm (Greenfield’s Turf).
2. The project budget be increased by $86,218.88.
PASSED AND ADOPTED by the City Council of the City of Greenfield, at a regularly scheduled meeting of the City Council held on the 25th day of June 2024, by the following vote:
AYES, and all in favor, therefore, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Robert White, Mayor
Attest:
Ann F. Rathbun, City Clerk
153