GRIDLEY CITY COUNCIL AGENDA: Regular Meeting of 2-21-23 Page 1 of 2 “Our purpose is to continuously enhance our community’s vitality and overall quality of life. We are committed to providing high quality, cost-effective municipal services and forming productive partnerships with our residents and regional organizations. We collectively develop, share, and are guided by a clear vision, values, and meaningful objectives.” The Public is encouraged to attend and participate in person. Comments from the public on agenda items will be accepted until 4 pm on February 21st, 2023, via email to [email protected] or via the payment/document drop box at Gridley City Hall and will be conveyed to the Council for consideration.
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CALL TO ORDER - Mayor Farr
ROLL CALL
PLEDGE OF ALLEGIANCE – Councilmember Roberts
INVOCATION – None
PROCLAMATION – Recognizing Retired Officer Kenneth Klassen
INTRODUCTION OF NEW OR PROMOTED EMPLOYEES
• Maricela Alcantar, Administrative Services Clerk II
COMMUNITY PARTICIPATION FORUM - Members of the public may address the City Council on matters not listed on the agenda. The City Council may not discuss nor take action on any community participation item brought forward by a member of the community. Comments are requested to be limited to three (3) minutes.
CONSENT AGENDA
1. City Council Minutes Dated February 6th, 2023
2. Treasurer’s Reports Ending June 2022, September 2022
ITEMS FOR CONSIDERATION
3. Contract Award for Floor Replacement at Gridley Recreational Center Gridley City Council – Regular Meeting Agenda
Tuesday, February 21, 2023; 6:00 pm
Gridley City Hall, 685 Kentucky Street, Gridley, CA 95948 GRIDLEY CITY COUNCIL AGENDA: Regular Meeting of 2-21-23 Page 2 of 2
4. California Family Rights Act and Family and Medical Leave Act Policy
5. Revision to the City’s Position Classification: Recreation Coordinator
6. Consideration to Add Temporary Recreation Aid Positions for Implementation of the Outdoor Equity Grant Program
7. Resolution No. 2023-R-007: Appointment of Northern California Cities Self Insurance Fund (NCCSIF) Representative and Alternate Representative
8. Resolution No. 2023-R-008: FY 22-23 Mid-Year Budget Review CITY STAFF AND COUNCIL COMMITTEE REPORTS - Brief updates from City staff and brief reports on conferences, seminars, and meetings attended by the Mayor and City Council members, if any.
CITY ADMINISTRATOR REPORTS - Brief updates and reports on conferences, seminars, and meetings attended by the City Administrator, if any.
POTENTIAL FUTURE CITY COUNCIL ITEMS - (Appearing on the Agenda within 30-90 days):
CLOSED SESSION – None
ADJOURNMENT – adjourning to a Regular meeting on March 6th, 2023.
NOTE 1: POSTING OF AGENDA- This agenda was posted on the public bulletin board at City Hall at or before 6:00 p.m., February 17th, 2023. This agenda along with all attachments is available for public viewing online at www.gridley.ca.us and at the Administration Counter in City Hall, 685 Kentucky Street, Gridley, CA.
NOTE 2: REGARDING UNSCHEDULED MATTERS – In accordance with state law, it shall be the policy of this Council that no action shall be taken on any item presented during the public forum or on unscheduled matters unless the Council, by majority vote, determines that an emergency situation exists, or, unless the Council by a two-thirds vote finds that the need to take action arose subsequent to the posting of this agenda.
Broadband Feasibility Study Proposal 3/20/2023
General Plan, Sphere of Influence Amendment Contract Award 3/20/2023 Industrial Park Final Map 3/20/2023
SBFCA Development Fee 4/3/2023
GRIDLEY CITY COUNCIL MINUTES: Regular Meeting of 2-6-23 Page 1 of 5 “Our purpose is to continuously enhance our community’s vitality and overall quality of life. We are committed to providing high quality, cost-effective municipal services and forming productive partnerships with our residents and regional organizations. We collectively develop, share, and are guided by a clear vision, values, and meaningful objectives.”
CALL TO ORDER
Mayor Farr called the meeting to order at 6:00 pm.
ROLL CALL
Councilmembers
Present: Farr, Johnson, Calderon, Roberts
Absent: None
Arriving after roll call: Sanchez
Staff Present: Cliff Wagner, City Administrator
Rodney Harr, Chief of Police
Jake Carter, Utility Director
Landon Little, Deputy City Attorney
Donna Decker, City Planner
Ross Pippitt, Public Works Director
Elisa Arteaga, Finance Director
PLEDGE OF ALLEGIANCE
Councilmember Calderon led the Pledge of Allegiance.
INVOCATION
Deacon Dan Boger of St. Timothy’s Episcopal Church led the invocation.
PROCLAMATION
Police Chief Rodney Harr addressed Council to recognize Officer Clint Massey and Adam Reussery for their actions during an emergency situation which resulted in the saving of a human life.
Mayor Farr thanked the officers for their actions and thanked the entire Gridley Police Department for their continued dedication to the community.
INTRODUCTION OF NEW OR PROMOTED EMPLOYEES
Ross Pippitt introduced the new Public Works Maintenance II employee, Steven Edwards.
Gridley City Council – Regular Meeting Minutes
Monday, February 6, 2023; 6:00 pm
Gridley City Hall, 685 Kentucky Street, Gridley, CA 95948 GRIDLEY CITY COUNCIL MINUTES: Regular Meeting of 2-6-23 Page 2 of 5
COMMUNITY PARTICIPATION FORUM
The forum was open and seeing no one was present to speak, was closed.
CONSENT AGENDA
1. City Council Minutes Dated January 23, 2023.
2. Ordinance No. 843-2023 Second Reading by Title Only: An application to rezone three parcels approximately 4.6 acres from Heavy Industrial (M-2) to General Commercial (C-2). (APN 021- 270-043, -044, and -014)
3. November 2022, December 2022, January 2023 City Expenditure Reports Councilmember Sanchez requested that item #2 be removed from consent agenda and be placed on items of consideration.
Motion to approve items 1 and 3 was made by Vice Mayor Johnson, seconded by Councilmember Roberts.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
ITEMS FOR CONSIDERATION
2. Ordinance No. 843-2023 Second Reading by Title Only: An application to rezone three parcels approximately 4.6 acres from Heavy Industrial (M-2) to General Commercial (C-2). (APN 021- 270-043, -044, and -014)
Planning Director gave a brief overview of the item and stated that the first reading passed 5-0 at the Jan 23 meeting.
Pat Coghlan, resident of Gridley, expressed concerns that there would be a cost to the City with adopting this ordinance, to which Planning Director Decker stated there would not be.
Motion to approve item #2 was made by Vice Mayor Johnson, seconded by Councilmember Roberts.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Calderon, Roberts
Noes: Sanchez
Motion passed, 4-1
4. Informational Update from Cal Fire Chief, Sean Norman GRIDLEY CITY COUNCIL MINUTES: Regular Meeting of 2-6-23 Page 3 of 5 Fire Chief, Sean Norman, presented a power point that showed pictures from a fire that took place at 110 Virginia St. He explained that his crew, who had studied the building as a fire hazard before, caught the fire early and were able to do a great job putting it out.
5. Informational Update from Utility Director, Jake Carter Utility Director, Jake Carter, addressed the Council and spoke on the multiple projects that he has taken on since being with the City.
6. Resolution No. 2023-R-002: Tentative Subdivision Map to Subdivide One Parcel Consisting of Approximately 12.3 Acres into Five Parcels to Develop the Site into Two Highway Commercial Parcels and Three Multi-Family Affordable Housing Developments Located on the West Side of State Highway 99
Planning Director, Donna Decker, gave an in-depth overview of the subdivision map being presented to Council.
Carlos Valdez, from the Carpenters Union, requested the future development at this site be prevailing wages for the contractors.
Written comments from Andrew McClure with Minasian, Meith, Soares, Sexton & Cooper, LLP, were submitted and provided to all Councilmembers and City staff.
Council shared concerns about the canals that border the property and expressed the need to coordinate with Butte Water District to have the canals encased as soon as possible.
Jeff Spence, Butte Water District Engineer, informed Council that previous Gridley subdivisions had water canal encasements conditioned to the developer.
Developer, Jacob Saroudi of AMG & Associates, addressed Council via zoom to inform them that he has applied for the Infill Infrastructure Grant in hopes to obtain funding for canal encasing.
Motion to approve Resolution No. 2023-R-002 with intent to coordinate with the Butte Water Districts to encase the nearby canals as soon as possible was made by Councilmember Calderon, seconded by Councilmember Roberts.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
7. Resolution No. 2023-R-004: A Resolution to Enter into an Agreement with Butte County Related to Parcel Ownership and to Authorize the City Administrator to Execute Agreements, and Contracts on Behalf of the City Council.
Planning Director Decker requested Council approve the resolution for the land swap with Butte County for parcel #9 at the Industrial Park and in return the City of Gridley will obtain 860 Cedar St. and be able to expand the current Public Works yard.
GRIDLEY CITY COUNCIL MINUTES: Regular Meeting of 2-6-23 Page 4 of 5 Pat Coghlan submitted written comments that expressed concerns of the appraisals of each property.
Motion to approve was made by Vice Mayor Johnson, seconded by Councilmember Roberts.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
8. Resolution No. 2023-R-005: General Plan Amendment to amend the Land Use Designation from the Various Residential Land Use Designations of Residential, Very Low Density, Residential, Low Density, Residential, Medium Density, Residential, High Density 1, and residential, High Density 2 to Residential Providing Consistency Related to Recent State Legislation Supporting Increased Housing Densities in All Zones Creating Non-Conformance to the General Plan (City Wide)
Decker respectfully recommended that Council adopt Resolution No. 2023-R-005 which would remove all inconsistency from the zoning and General Plan land use designations.
Motion to approve was made by Councilmember Roberts, seconded by Councilmember Calderon.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
9. Resolution No. 2023-R-006: A Resolution of the City of Gridley Certifying and Adopting Final BEWA Plus Initial Study and Mitigated Negative Declaration Report (Sch#2022090465) and the Mitigation Monitoring and Reporting Program for the Feather River Sewer Crossing Project, Dates January 2023
City Engineer, Dave Harden, requested that City Council adopt Resolution No. 2023-R-006 that would accept the Initial Study and Mitigated Negative Declaration for the Gridley Feather River Sewer Crossing Project prepared by ECORP Consulting Inc.
Motion to accept was made by Vice Mayor Johnson, seconded by Councilmember Sanchez.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
10. Contract Award for Local Roadway Safety Plan Preparation City Administrator Wagner requested authorization for the City to execute a contract with TJKM Transportation Consultants for the Local Roadway Safety Plan.
GRIDLEY CITY COUNCIL MINUTES: Regular Meeting of 2-6-23 Page 5 of 5 Motion to approve was made by Councilmember Calderon, seconded by Vice Mayor Johnson.
ROLL CALL VOTE:
Ayes: Farr, Johnson, Sanchez, Calderon, Roberts
Motion passed, 5-0
CITY STAFF AND COUNCIL COMMITTEE REPORTS
Councilmember Calderon briefly spoke on his attendance at the BCAQM meeting. He also informed Council that he met with two Gridley representatives from Butte County Behavioral Health.
Councilmember Roberts reported on his attendance at the Cal Cities: New Mayors and Councilmembers Seminar.
Vice Mayor Johnson informed Council that he attended the LAFCO meeting.
CITY ADMINISTRATOR REPORTS
City Administrator Wagner informed Council that in alliance with BCAG, the ongoing conversations with CalTrans have been progressing positively. He also reported on his upcoming attendance at the Cal Cities: City Managers, Administrators Seminar.
POTENTIAL FUTURE CITY COUNCIL ITEMS - (Appearing on the Agenda within 30-90 days):
CLOSED SESSION – None
ADJOURNMENT
With no further items left to discuss, Mayor Farr adjourned to the next regular meeting on Tuesday, February 21, 2023.
________________________
Cliff Wagner, City Administrator
Treasurer’s Report ending June 2022 and September 2022 2/21/2023 Compensation Plan Amendment for Recreation Coordinator 2/21/2023 Broadband Feasibility Study Proposal 2/21/2023
General Plan, Sphere of Influence Amendment Contract Award 3/20/2023 Industrial Park Final Map 3/20/2023
City Council Agenda Item #3
Staff Report
Date: February 21, 2023
To: Mayor and City Council
From: Katrina Leishman, Recreation Director
Subject: Contract Award for Floor Replacement at Gridley Recreational Center Recommendation
City staff respectfully recommends that the City Council award contract to Wood Brothers to replace the flooring in the recreation facility. This would include all rooms and storage closets with exception to the female bathroom.
Background
The City of Gridley Recreation facility hosts multiples programs for local senior citizens and children, such as our senior breakfast, bingo, and games as well as a variety of summer programs and camps for children. The facility is available for rent on the weekends for a fee.
Significant water damage resulted in a large number of vinyl tiles lifting from the floor creating a dangerous tripping hazard for seniors and renters. The facility has been closed to renters since November 2022 and furniture has been placed over the unsafe areas in the interest of continuing our senior program Monday thru Thursday.
Competitive bids were sought from area companies providing flooring supplies and installation services at a prevailing wage as required under state law. Three companies were solicited for proposals, and three were received. Wood Brothers was the lowest bid. Staff recommends the Gridley City Council approve the proposal to replace the City of Gridley recreation facility floors.
Fiscal Impact
Total costs of $22,634.81.
Compliance with City Council Strategic Plan or Budget Goals This course of action is consistent with the City of Gidley's commitment to comply with state requirements, exercise best fiscal practices, and ensure that our policy actions are consistent with the goals and objectives of the California Cap-and-Trade Program.
Attachments
1. Bid packets.
2. Bid analysis spreadsheet.
X Regular
Special
Closed
Emergency
1 / 1
Description Quantity Rate Amount
---. LABOR ONLY ---
- LVP install 2150 SF.
- VCT removal 2000 SF, disposal and floor prep as needed. - Vinyl install 288 SF.
- Vinyl removal 288 SF.
- Full cove 6” 145 LF.
- Heat welding 50 LF.
- Rubber Base 500 LF.
1 $11,511.00 $11,511.00
Subtotal $11,511.00
Shipping $0.00
Total $11,511.00
Total $11,511.00
Notes
Green Diamond Flooring, Inc. is commitment to provide excellent work and services to all customers. All work is guaranteed.
For: City Of Gridley Recreation Center
194 Washington St
Gridley, CA, 95948-3120
Ship
To:
194 Washington St
Gridley, CA, 95948-3120
Tracking No
Ship Via
FOB
Estimate
Estimate No: 12570
Date: 01/31/2023
Green Diamond
Flooring Inc.
1645 Jamie Dr
Yuba City, Ca.
95993
(800) 993-3485 Office.
(530) 632-8610 Cell.
[email protected]
www.greendiamondflooring.com
1965 Mitchell Ave
Oroville, CA 95966
(530)534-3753
February 6, 2023
Gridley City Recreation Department
194 Washington St
Gridley, CA 95948
(530)846-3264
BID
Attn: Katrina (530)846-3264 [email protected]
Carpets Galore agrees to supply and install Shaw In The Grain II 20 mil any color with 4 inch burke base any color in rooms: three offices (100 and 101), 2 storage rooms and hallway.
Supply and install AHF Contract commercial vinyl any color full cove with heat welded seams color in kitchen and men’s bathroom.
Pull up and haul away old VCT. Prep floors as needed.
Total: $24,193.00
*Bid is based off prevailing wage
*Bid is based off Monday thru Friday 8-5
DATE: 2/3/23
Harrell Company Inc.
Lic. 415354
1560 Feather River Blvd.
Oroville, CA, 95973
Phone:(530)533-5970
Fax:(530)533-5365
Quote
Quote No.: 69064
BILL TO:
Katrina Leishman
City Of Gridley 685 Kentucky St Gridley, CA
95948
530-846-3264
Project Address: Gridley Recreation Center 194 Washington St Gridley, CA 95948 $901.53
PRICE QTY
GAIA White Series Luxury Vinyl Plank
Elk Horn (hallway, classroom, office, big room)
$70.96 112 $7,947.52
Tarkett Performa Heterogenous Sheet
Stonework (mens bathroom, kitchen)
$43.99 33.33 $1,466.19
Tarkett Weld Rod $87.99 1 $87.99
Tarkett RollSmart Adhesive $107.99 1 $107.99
Burke Rubber Base 4" tall X 4' long
Color to be determined
$172.00 5 $860.00
Mapei ECO575 Cove Base Adhesive $8.99 6 $53.94
Cove Stick 5' $1.99 29 $57.71
Cove Cap Metal Silver 8' $7.49 19 $142.31
Ardex Feather Finish $33.99 6 $203.94
$10,927.59
Subtotal $10,927.59
Tax
Total $11,829.12
All checks must be made to "Carpet Warehouse" or "Harrell Company" Special Orders May Not Be Cancelled No-Return
DATE: 2/3/23
ALL Claims and returned goods MUST be accompanied by this bill. ALL CANCELLATIONS ARE SUBJECT TO A RESTOCKING CHARGE. SEE NEXT
PAGE FOR IMPORTANT TERMS AND CONDITIONS OF SALE LIMITATIONS OF WARRANTY.
DATE: 2/3/23
Sale of any products or services is expressly conditioned on Buyer's assent to Seller's Terms and Conditions of Sale as described to Seller's Proposal and Contract. Any order to perform work or provide material and/or equipment and Seller's performance of work provision of material and/or equipment shall constitute Buyer's assent to those Terms and Conditions. Below is a description of Seller's Terms and Conditions of Sale only as they relate to product returns and warranties.
RETURNS: Buyer may return any good which Seller stocks and which is not a special order item if; (i) it is in new condition, suitable for resale in its undamaged original packaging and with all original parts; and (ii) it has not been used, installed, modified, rebuilt, reconditioned, repaired, altered or damaged. All returns are subject to a restocking fee, unless otherwise agreed to by Seller in writing. Special orders or non-stock goods may be returned only if the manufacturer is willing to accept the return and Buyer agrees to reimburse seller for any restocking or cancellation fees charged by the manufacturer.
WARRANTIES AND LIMITATIONS OF LIABILITY
(A) GOODS: Seller warrants only title to the goods sold to Buyer. All other warranties are those extended by the product manufacturer. Seller assigns to Buyer any and all manufacturing warrantied and will assist Buyer to obtain repair, replacement, or other applicable remedy for a breach of warranty made known to Seller during the warranty period.
(B) SERVICES: Seller warrants that all services provided by Seller as specifically set forth in Seller's Proposal and Contract shall be performed in a professional and workmanlike manner with qualified personnel. Labor guarantee is for one year after substantial completion. Seller is in no way responsible for services provided by contractors or sub-contractors hired by Buyer.
(C) WARRANTY EXCLUSIONS: These warranties shall be void if there has been misuse, accident, modifications, unsuitable physical or operating environment, improper maintenance, storage or installation of the goods. SELLER
DISCLAIMS ALL OTHER EXPRESS OR IMPLIED WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED
WARRANTIES OF MERCHANTIBILITY AND/OR FITNESS FOR USE OR PARTICULAR PURPOSE EVEN IF KNOWN BY SELLER. SELLER MAKES NO REPRESENTATION, WARRANTY, OR PROMISE THAT THE
PRODUCTS OR SERVICES WILL CONFORM TO ANY APPLICABLE LAWS, ORDINANCES, REGULATIONS,
CODES OR STANDARDS, EXCEPT AS SPECIFIED AND AGREED TO IN WRITING BY AN AUTHORIZED REPRESENTATIVE OF SELLER. UNDER NO CIRCUMSTANCES SHALL SELLER BE LIABLE FOR ANY
SPECIAL, INDERECT, INCEDENTAL, LIQUIDATED OR CONSEQUENTAIL DAMAGES CLAIMED BY BUYER OR
ANY THIRD PARTY RELATED TO A BREACH OF WARRANT OR ANY OTHER NON-CONFOMRITY OF THE GOODS OR SERVICES.
(D) REMEDIES: In the event of breach of warranty by Seller, Seller shall refund the purchase price of the goods to Buyer upon return to Seller of the non-conforming goods. This shall be the Buyer's sole remedy for breach of Seller's warranty and such remedy shall be in lieu of any claim for damages including accidental and consequential damages.
CITY OF GRIDLEY
Flooring for Gridley Recreation Building
Bids
Bidder’s List & Project Totals
February 21, 2023
Bidding Company / Firm Bid Price
1 Wood Brothers & Green Diamond Flooring $22,634.81
2 CWI Floors & Green Diamond Flooring $23,340.12
3 Carpets Galore $24,193.00
4 5
6 7
Opened By:
Katrina Leishman _______________________
City Council Item #4
Staff Report
Date: February 21, 2023
To: Mayor and City Council
From: Cliff Wagner, Administrator/Personnel Director
Subject: California Family Rights Act and Family and Medical Leave Act Policy Recommendation
City staff respectfully recommends that the City Council approve the attached California Family Rights Act (CFRA) and Family and Medical Leave Act (FMLA) Policy.
Background
The California Family Rights Act and the Family and Medical Leave Act are State and Federal mandates requiring certain employers to provide eligible employees the opportunity to take unpaid, job-protected leave for certain medical and nonmedical needs for themselves and family members. The FMLA also provides leave for qualifying military exigencies and leave for families of covered military members. This provides qualifying City employees with a balance between the demands of the workplace and the needs of families.
In the world of Human Resources, multiple laws can be applied to the same situation making compliance a paperwork nightmare, leaving employees confused and employers at risk. Policies provide structured processes, clarity, and guidance to employees and to employers enforcing them. They also help to ensure the City is in compliance with State and Federal laws and they assist with fair treatment of all employees, providing them with their protected rights.
Financial Impact
None
Compliance with City Council Strategic Plan or Budget Goals The City Council and City staff are committed to providing quality benefits and fair and equal treatment by way of policies that are clear and informative.
Attachments
CFRA/FMLA Policy
X Regular
Special
Closed
Emergency
City of Gridley
CFRA/FMLA Leave Policy
Purpose/Objective
The federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) provide eligible employees the opportunity to take unpaid, job-protected leave for certain medical and nonmedical needs for themselves and family members. Each of these leaves is explained below. The maximum amount of leave available under this policy is twelve (12) weeks of CFRA leave in a 12-month period and twenty-six (26) weeks of FMLA leave (where military caregiver leave applies) in a 12-month period, some, or all of which may run concurrently.
Eligibility
FMLA regulations allow an employer to condition FMLA-protected leave on the employee's compliance with other company policies and such is the intent of the City. To be eligible for leave under this policy, employees must meet all the following requirements:
1. Have worked at least twelve (12) months for City of Gridley in the preceding seven (7) years (exceptions apply to the seven-year requirement).
2. Have worked at least 1,250 hours for City of Gridley over the twelve (12) months preceding the date the leave would commence.
3. FMLA only: Currently work at a location where there are at least fifty (50) employees within seventy-five (75) miles.
All periods of absence from work due to or necessitated by service in the uniformed services are counted as hours worked in determining eligibility.
Conditions Triggering Leave
The FMLA and CFRA have differing definitions of “family member,” and only the FMLA allows employees to take up to twenty-six (26) weeks of leave to provide care for an injured military family member.
Because of this, FMLA and CFRA leaves may not always run concurrently. In general, CFRA/FMLA leave may be taken for any of the following reasons:
Reasons for Leave (See related definitions at the end of the policy.) CFRA FMLA Both To care for or bond with: An employee’s newborn child or newly place foster or adopted child.
X
A domestic partner’s newborn child
or newly placed foster or adopted
child.
X
To care for a family member with a
serious health condition who is the
employee’s:
Spouse, parent or child under age 18,
or age 18 or older who is incapable of
self-care.
X
Spouse, domestic partner, child or
registered domestic partner’s child of
any age, parent, parent-in-law,
sibling, grandparent, or grandchild.
X
The employee’s own serious health condition that makes the employee unable to perform his or her job, excluding leave for the medical disability related to pregnancy and birth.
X
The employee’s own medical disability related to pregnancy and birth. X A qualifying military exigency related to the covered active duty or call to covered active duty of an employee’s spouse, parent or child in the United States armed forces.
X
Military caregiver leave for a service member with a serious health condition (defined under “Definitions”) who is the employee’s spouse, domestic partner, child, parent or next of kin.*
X
*CFRA leave will run concurrently when the family member, regardless of military status and with the exception of next of kin, meets the standard criteria for a serious health condition.
The 12-Month Measurement Period
City of Gridley measures the period of twelve (12) months in which leave is taken using the rolling method. Using this method, the City will look back over the last 12 months from the date of the request, add all FMLA time the employee has used during the previous 12 months and subtract that total from the employee's 12-week leave allotment. For military caregiver leave, an eligible employee may take up to twenty-six (26) workweeks of leave in a single 12-month period. The single 12-month period begins on the first day leave is taken to care for a covered service member and ends twelve (12) months thereafter, regardless of the method used to determine leave availability for other CFRA/FMLAqualifying reasons.
Intermittent and Reduced-Schedule Leave
Eligible employees may take leave in a single block of time, intermittently (in separate blocks of time) or by reducing the normal work schedule. Employees who require intermittent or reduced-schedule leave must try to schedule their leave so that it will not unduly disrupt City of Gridley’s operations.
Intermittent leave is permitted in the same increments as provided in City of Gridley’s vacation, sick or paid-time-off leave policy.
Interaction with Paid Leave
Depending on the purpose of the leave request, employees may choose (or City of Gridley may require employees) to use accrued paid leave (such as sick leave, vacation or paid time off) concurrently with some or all of the leave taken under this policy. To use paid leave for FMLA/CFRA leave, eligible employees must comply with City of Gridley’s normal procedures (e.g., call-in procedures, advance notice) for the applicable paid-leave policy.
Employee paid-leave accruals (paid time off, vacation, sick leave) will continue while paid leave is being used during periods of FMLA/CFRA absence and in accordance with those individual policies. Employee paid-leave accruals will not continue during unpaid periods of FMLA/CFRA absence or when only disability payments are being received.
Maintenance of Health Benefits
If employees and/or their families participate in City of Gridley’s group health plan, City of Gridley will maintain coverage during FMLA/CFRA leave on the same terms as if employees had continued to work.
If applicable, employees must make arrangements to pay their share of health plan premiums while on leave. In some instances, City of Gridley may recover the premiums it paid to maintain health coverage or other benefits for employees and/or their families while employees were absent. Use of FMLA/CFRA leave will not result in the loss of any employment benefit that accrued prior to the start of leave under this policy. Employees should consult the applicable benefit plan document for information regarding eligibility, coverage and benefits.
Procedures
When seeking leave under this policy, employees must provide the following to Human Resources:
1. Thirty (30) days’ notice of the need to take FMLA/CFRA leave if the need for leave is foreseeable.
In the case of unforeseeable leave, notice must be provided as soon as practicable and in compliance with City of Gridley’s normal call-in procedures, absent unusual circumstances.
2. Medical certification supporting the need for leave due to a serious health condition affecting the requesting employee or a covered family member or service member within fifteen (15) calendar days of City of Gridley’s request for the certification (additional time may be permitted in some circumstances). Second or third medical opinions may also be required when allowed.
3. For qualifying exigency leave: Within fifteen (15) days of the request, an employee requesting qualifying exigency leave may be required to provide appropriate supporting documentation in the form of a copy of the covered military member’s active duty orders or other military documentation indicating the appropriate military status and the dates of active duty status, along with a statement setting forth the nature and details of the specific exigency, the amount of leave needed and the employee’s relationship to the military member.
4. An employee must provide periodic reports as deemed appropriate during the leave regarding the employee’s status and intent to return to work.
5. A return-to-work release before returning to work if the leave was due to the employee's serious health condition.
Failure to comply with these requirements may result in delay or denial of leave or disciplinary action, up to and including termination. Leave under this policy will be governed by and handled in accordance with CFRA- and FMLA-applicable regulations, and nothing within this policy should be construed to be inconsistent with those regulations.
Employer Responsibilities
To the extent required by law, City of Gridley will inform employees whether they are eligible for leave under the FMLA/CFRA. Should employees be eligible for FMLA/CFRA leave, City of Gridley will provide eligible employees with a notice that specifies any additional information required, as well as their rights and responsibilities. City of Gridley will also inform employees if leave will be designated as FMLA/CFRAprotected and, to the extent possible, note the amount of leave counted against employees’ leave entitlement. If employees are not eligible for FMLA/CFRA leave, City of Gridley will provide a reason for the ineligibility.
Job Restoration
Upon returning from FMLA/CFRA leave, employees will typically be restored to their original position or to an equivalent position with equivalent pay, benefits and other employment terms and conditions.
Failure to Return After Leave
If an employee fails to return to work as scheduled after FMLA/CFRA leave or if an employee exceeds the authorized FMLA/CFRA entitlement, the employee will be subject to City of Gridley’s other applicable leave of absence, accommodation and attendance policies. This may result in termination if the employee has no other City of Gridley-provided leave available to her or him that applies to the continued absence. Likewise, following the conclusion of the FMLA/CFRA leave, City of Gridley’s obligation to maintain the employee’s group health plan benefits ends (subject to any applicable COBRA rights).
Military Caregiver Leave
Military caregiver leave is designed to allow eligible employees to care for certain family members who have sustained serious injuries or illness while on active duty. Within the single 12-month period described above, an eligible employee may take a total of twenty-six (26) weeks of CFRA/FMLA leave, including up to twelve (12) weeks of leave for any other CFRA/FMLA-qualifying reason (i.e., birth or adoption of a child, serious health condition of the employee or close family member, or a qualifying exigency). For example, during the single 12-month period, an eligible employee may take up to sixteen (16) weeks of CFRA/FMLA leave to care for a covered service member when combined with up to ten (10) weeks of CFRA/FMLA leave to care for a newborn child.
Military caregiver leave applies on a per-injury basis for each service member. Consequently, an eligible employee may take separate periods of caregiver leave for each covered service member and/or for each serious injury or illness of the same covered service member. A total of no more than twenty-six (26) workweeks of military caregiver leave, however, may be taken within any single 12-month period.
Qualifying Exigency Leave
Employees who meet the eligibility standards set forth above are eligible to request qualifying exigency leave. Although qualifying exigency leave may be combined with leave for other FMLA-qualifying reasons, under no circumstances may the total leave exceed twelve (12) weeks in any 12-month period (with the exception of military caregiver leave as set forth above).
Eligible employees may take unpaid qualifying exigency leave to tend to certain exigencies arising out of the duty under a call or order to active duty of a covered military member (i.e., the employee’s spouse, child, or parent). Up to twelve (12) weeks of qualifying exigency leave is available in any twelve (12) month period, as measured by the same method that governs measurement of other forms of leave within this policy, with the exception of military caregiver leave, which is subject to a maximum of twenty-six (26) weeks of leave in a single 12-month period. The maximum amount of qualifying exigency leave an employee may use to bond with a military member on short-term, temporary rest and recuperation during deployment is fifteen (15) days.
Persons who can be ordered to active duty include active and retired members of the armed forces, certain members of the retired Reserve and various other Reserve members, including in the Ready Reserve, Selected Reserve, Individual Ready Reserve, National Guard, state military, Army Reserve, Navy Reserve, Marine Corps Reserve, Air National Guard, Air Force Reserve and Coast Guard Reserve.
A call to active duty refers to a federal call to active duty, and state calls to active duty are not covered unless under order of the president of the United States pursuant to certain laws.
Qualifying exigency leave is available under the following circumstances:
1. Short-notice deployment: To address any issue that arises out of short notice (within seven (7) days or less) of an impending call or order to active duty.
2. Military events and related activities: To attend any official military ceremony, program or event related to active duty or a call to active-duty status, or to attend certain family-support or assistance programs and informational briefings.
3. Childcare and school activities: To arrange for alternative childcare; to provide childcare on an urgent, immediate-need basis; to enroll a child in or transfer a child to a new school or day care facility; or to attend meetings with staff at a school or day care facility.
4. Financial and legal arrangements: To make or update various financial or legal arrangements or to act as the covered military member’s representative before a federal, state or local agency in connection with service benefits.
5. Counseling: To attend counseling (provided by someone other than a health care provider) for the employee, the covered military member, or a child or dependent, when necessary, as a result of duty under a call or order to active duty.
6. Temporary rest and recuperation: To spend time with a covered military member who is on short-term, temporary rest and recuperation leave during the period of deployment. Eligible employees may take up to fifteen (15) days of leave for each instance of rest and recuperation.
7. Post-deployment activities: To attend arrival ceremonies, reintegration briefings and events, and any other official ceremony or program sponsored by the military for a period of up to ninety (90) days following termination of the covered military member’s active-duty status. This also encompasses leave to address issues that arise from the death of a covered military member while on active-duty status.
8. Mutually agreed leave: Other events that arise from the close family member’s call or order to active duty, provided that City of Gridley and the employee agree that such leave shall qualify as an exigency and agree to both the timing and duration of such leave.
Definitions
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider, and either prevents the employee from performing the functions of his or her job or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing-treatment requirement includes an incapacity of more than three (3) full calendar days and two (2) visits to a health care provider, or one (1) visit to a health care provider and a continuing regimen of care; an incapacity caused by a chronic condition or permanent or long-term conditions; or absences due to multiple treatments. Other situations may also meet the definition of “continuing treatment.”
Qualifying exigencies include activities such as short-notice deployment, military events, arranging alternative childcare, making financial and legal arrangements related to deployment, rest and recuperation, counseling, parental care, and post-deployment debriefings.
A covered service member is either 1) a current service member of the armed forces, including a member of the National Guard or Reserves, with a serious injury or illness incurred in the line of duty for which the service member is undergoing medical treatment, recuperation or therapy; otherwise in outpatient status; or otherwise on the temporary disability retired list; or 2) a covered veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness.
A covered veteran is an individual who was discharged under conditions other than dishonorable during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran. The period between October 28, 2009, and March 8, 2013, is excluded in determining this five-year period.
Next of kin means the nearest blood relative of the service member, other than the service member’s spouse, domestic partner, parent, son or daughter, in the following order of priority:
blood relatives who have been granted legal custody of the service member by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the service member has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave.
The definition of “serious injury or illness” for current service members and veterans is distinct from the definition of “serious health condition” for CFRA/FMLA leave. For purposes of this policy, “serious injury or illness” means an injury or illness incurred by the service member in the line of duty while on active duty in the armed forces that may render the service member medically unfit to perform the duties of the service member’s office, grade, rank or rating or that existed before the beginning of active duty and was aggravated by service while on active duty.
With regard to covered veterans, the serious injury or illness may manifest itself before or after the individual assumed veteran status and is 1) a continuation of a serious injury or illness that was incurred or aggravated when the covered veteran was a member of the armed forces and rendered the service member unable to perform the duties of the service member’s office, grade, rank or rating; 2) a physical or mental condition for which the covered veteran has received a VA servicerelated disability rating of 50 percent or greater, and such rating is based, in whole or in part, on the condition precipitating the need for caregiver leave; 3) a physical or mental condition that substantially impairs the veteran’s ability to secure or follow a substantially gainful occupation by reason of a disability or disabilities related to military service, or would absent treatment; or 4) an injury, including a psychological injury, on the basis of which the covered veteran has been enrolled in the Department of Veterans Affairs Program of Comprehensive Assistance for Family Caregivers.
City Council Agenda Item #5
Staff Report
Date:
Cliff Wagner, City Administrator
To:
From:
Subject:
Recommendation
City Administrator respectfully requests that the City Council consider and approve revising the City's Position Classification Plan to change the position of Recreation Coordinator from part-time hourly to full-time salaried with the proposed salary range outlined on the attached Recreation Coordinator Salary Conversion Table.
Background
The City of Gridley maintains a Position Classification Plan to implement best public employee management practices and meet the changing needs of the residents of Gridley. The City's Position Classification Plan is established in accordance with the City's Municipal Code Section 2.08.030. Section 2.03.050 of the Gridley Municipal Code authorizes the City Administrator to:
"…recommend to the city council such reorganization of officers, departments or divisions as may be indicated in the interest of efficient, effective and economical conduct of the city's business and to effect such reorganization when authorized by appropriate ordinance, resolution or motion of the city council…"
As the City Council is aware, the City of Gridley has been successful in seeking grant funding for the development of the Athletic Sports Complex to be constructed at the Gridley Industrial Park. The city has also received approval of the Outdoor Equity Grants Program through State Parks in the amount of $272,000 that will result in expanded opportunities for Gridley residents. These developments, in addition to a growing local population, place demands on our city recreation programs that necessitate more planning, management and administration. The current part-time status of our Recreation Coordinator position will soon be unable to keep up with demand for programed recreation activities.
To effectively plan for and manage growing demand for recreation services, staff recommends the City Council authorize the Administrator to change the position from part-time hourly to full-time salaried (Mid-management).
Fiscal Impact
Fiscal impact of this proposed change will amount to approximately an additional $30,154 per year in staff salary and benefits.
Compliance with City Council Strategic Plan or Budget Goals This proposal is consistent with the City Council’s ongoing effort to promote financially responsible policies, responsive and transparent services to our residents.
Attachments
• The Recreation Coordinator Job Description
• Recreation Coordinator Salary Conversion Table
X Regular
Special
Mayor and City Council Closed
Consideration and Approval of Proposed Revision to the City's Position Classification Plan
February 21, 2023
Emergency
RECREATION COORDINATOR
Job Description
DEFINITION
Under general supervision, the Recreation Coordinator will organize and coordinate a variety of recreational program activities and special events. The position involves providing skilled leadership; direct participation at various locations; making arrangements regarding the organization; scheduling and staffing of various recreation program activities; recruiting and evaluating instructors; preparation of reports, news releases, advertisements, flyers and brochures to promote activities, special events, programs, classes; assisting in budget preparation and administration; responding to requests for information; and performing related work as assigned. Requires a flexible schedule to accommodate City needs including weekends, evenings and holidays.
SUPERVISION RECEIVED AND EXERCISED
An employee in this classification receives general supervision from the City Administrator or other designated supervisor. The employee may exercise oversight of contracted instructors that provide feebased programs and contracted recreation and program attendants.
EXAMPLES OF DUTIES
Duties may include but are not limited to the following:
Plans, organizes, participates in and coordinates a variety of programs, events and activities at one or more assigned locations; creates, drafts and implements programs; evaluates programs and activities as assigned and makes recommendations for changes; schedules and monitors the use of facilities and ensures center security systems}; monitors the maintenance of facilities assigned including grounds and buildings; coordinates registration for various programs and the work of volunteers; leads assigned staff; explains Parks and Recreation programs, policies and procedures to the public and to staff as applicable; gathers data and prepares correspondence and reports as needed; attends a variety of meetings and makes oral presentations; solicits donations for center use/distribution; orders supplies and equipment and monitors expenditures for assigned activities; assists with budget development and monitoring related to area assigned; interacts with service groups and businesses as needed; operates computer and uses applicable software; maintains computerized and manual records; lifts and carries boxes of supplies weighing 30 pounds or less; drives a vehicle on City business.
EMPLOYMENT STANDARDS
Knowledge of:
• Philosophy, principles and practices of public recreation programs, major sports, games and other recreational activities and programs suitable for all age groups • First aid methods and safety precautions related to recreational settings, athletic fields and basic supervisory practices
• Basic office and purchasing procedures and practices
• Basic project and facility management
• Methods of making effective oral presentations
• English usage and grammar, basic math
• Computer applications related to recreational activities MMCU Adopted 6/20/2022
Ability to:
• Communicate clearly and concisely, oral and written form • Supervise,. coordinate, and train individuals or groups in recreational activities • Establish and maintain cooperative working relationships with those contacted in the course of work
• Meet the public with courtesy and tact
• Maintain accurate financial and other records
TRAINING AND EXPERIENCE
Any combination equivalent to the experience and education that could likely provide the required knowledge and abilities is qualifying. Atypical way to obtain the knowledge and abilities would be:
Training
• Successful completion of the twelfth grade with an ability to read, write and communicate at a level required for successful job performance.
Experience
• Course work at a college level or past experience in Recreation Management, business, or similar field is preferred.
LICENSES AND CERTIFICATES
• Valid California Driver License
• Safe driving record per the City's driving standard policy
TYPICAL PHYSICAL REQUIREMENTS
Work is performed in an office environment and on-site ín parks, recreational facilities, or playground/open space. Incumbent sits, stands, walks, kneels, crouches, twists, climbs stairs and inclines, reaches, bends and grasps, pushes, pulls, drags and lifts supplies and equipment weighing 30 pounds or less. An incumbent uses a computer, keyboard and related equipment, drives a vehicle on City business and may walk and stand on slippery and uneven surfaces.
With or without accommodations, an incumbent must be able to meet the physical requirements of the class and have mobility, balance, coordination, visïon, hearing and dexterity levels appropriate to the duties to be performed. Verbal communication skills are required.
TYPICAL WORKING CONDITIONS
Work is performed both in an office environment and out of doors. Travel by automobile may be required. This position involves interaction with staff, Council, businesses, civic organizations, and the general public.
MMCU Adopted 6/20/2022
Hourly $ 20.26
Monthly $ 3,511.73
5% increase from each step
Step 1 Step 2 Step 3 Step 4 Step 5
Monthly $ 3,512 $ 3,688 $ 3,872 $ 4,066 $ 4,269
Hourly $ 20.26 $ 21.27 $ 22.34 $ 23.46 $ 24.63
Part-Time $ 21,072.00 $ 22,125.60 $ 23,231.88 $ 24,393.47 $ 25,613.15 Full-Time $ 42,144.00 $ 44,251.20 $ 46,463.76 $ 48,786.95 $ 51,226.30 Max Fiscal Impact $ 30,154.30
Recreation Coordinator Current Houly converted to salary Current Part-time position includes contractual benefits - Impact will be on increase of hours City Council Agenda Item #6
Staff Report
Date: February 21, 2023
To: Mayor and City Council
From: Cliff Wagner, City Administrator
Subject: Review and Consideration of Temporary Parks and Recreation Aid Positions for Implementation of the Outdoor Equity Grant Program.
Recommendation
City staff respectfully recommends that the City Council approve Administrator to move forward with hiring two, temporary, half-time Recreation Aid positions to implement the Outdoor Equity Grants Program in accordance with the OEP grant budget.
Background
In 2019, the Outdoor Equity Grants Program (OEP) was enacted when Governor Gavin Newsom signed Assembly Bill 209 (AB 209) – Chapter 675, located in Public Resources Code §5090.75(c)(1.26). On July 1, 2020, the California Legislature authorized funding for OEP.
OEP will increase the ability of residents in underserved communities, to participate in outdoor experiences at state parks and other public lands. OEP’s focus is on providing funding for transportation, logistics, program operations, and capacity costs associated with reaching historically underserved urban and rural communities throughout California.
On January 24, 2023, California State Parks finalized the grant contract between the City of Gridley and the State of California for the implementation of the Outdoor Equity Grants Program.
The City’s plan for Implementation of the Outdoor Equity Grants Program calls for the hiring of two half-time Recreation Aid positions for the duration of the grant funding availability.
Fiscal Impact
The projected annual cost for the two positions is: $28,687.75 which would be paid from grant funds.
Compliance with City Council Strategic Plan or Budget Goals This proposal is consistent with the City Council’s strategic goals to provide cost effective recreation services to city residents and area youth.
Attachment
1. Annual Grant Staffing Budget Forecast
2. Current MMU Compensation Plan
X Regular
Special
Closed
Emergency
Staff Paid Internships
6 Months
Budgeted FTE Estimated
Yearly Salary
Prevailing wages
Monthly Estimated 4
years
Per Diem Clerk
Parks & Rec
Assistants 2 0.50 22,500.00 $ 2,500.00 $
Fringe Benefits $ 6,187.75 $ 687.53
$ 28,687.75 $ 3,187.53
Parks & Rec Asst $ 14,343.88
Parks and Rec Asst $ 14,343.88
$ 114,751.00 28,687.75 $
Attachment 1
Yearly Monthly Weekly Daily Hourly
$ 2,390.65 28,687.75 $ 551.69 $ 110.34 $ 18.39 $
Compensation Plan for Management, Mid-Management, Confidential and Unrepresented Employees Effective 07-01-20ZZ
4%increase
Job Classification Step 1 Step 2 Step 3 Step 4 Step 5
Management:
City Administrator 12,067
Electric Utility Director (20% higher than Elect. Sup) 13,355 Finance Director (Equal to Police Chief) 10,947
Police Chief (15%higher than Police Lieutenant) 10,947
Public Works Director (Equal to Police Chief) 10,947
Mid-Management:
Police Lieutenant (15%higher than Police Sergeant) 8,458 8,711 8,973 9,242 9,519 Assistant Finance Director (23%lower than Police Lieutenant) 6,132 6,316 6,505 6,700 6,901 Human Resource Manager 5,518 5,684 5,855 6,031 6,211
Confidential:
None
Part-Time Unrepresented: Hourly
Recreation Coordinator -hrly w/ benefits per Council action 20.26 Recreation Aid II 15.60
Recreation Aid I 15.60
Information Technology Manager (By Contract) 35.01
Attachment 2
City Council Agenda Item #7
Staff Report
Date: February 21, 2023
To: Mayor and City Council
From: Elisa Arteaga, Finance Director
Subject: Resolution No. 2023-R-007: Appointment of Northern California Cities Self Insurance Fund (NCCSIF) Representative and Alternate Representative Recommendation
Staff respectfully requests the City Council approve Resolution 2023-R-007, “A Resolution of the City Council of the City of Gridley appointing Representative and Alternate Representative for the Northern California Cities Self Insurance Fund” by reading of title only.
Background
The City of Gridley is a member of the Northern California Cities Self Insurance Fund (NCCSIF).
NCCSIF is a Joint Powers Authority formed in 1979, an association of twenty-two (22) municipalities joined together to protect resources by providing risk services, management, and programs. Within the structure of the organization there are regular meetings and committees (Executive, Risk Management and Claims) reviewing programs and voting on issues relating to the resources, coverages, and programs (General Liability, Workers’ Compensation, Crime/Bond, Property, Mobile Equipment, Auto Physical Damage, Employee Assistance & Training, Special Events, Vendor/Contractors). The city being a member of NCCSIF, a larger pool comprised of Northern California cities, allows for a mechanism to self-fund a layer of workers compensation. The city also has access to group purchases of excess insurances. Generally, the Finance Director is the primary representative and, in the event, the primary representative cannot attend a meeting, his/her designee (Alternate Representative) will attend. Staff is recommending Council re-appoint both the Finance Director as the primary representative and the Human Resource Manager as the Alternate Representative.
Financial Impact
Appoint is a formality required by the JPA, there are no fiscal impacts. All fiscal impacts are part of the budgetary process on a fiscal year basis.
Attachment: Resolution No. 2023-R-007
X Regular
Special
Closed
Emergency
RESOLUTION NO. 2023-R-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRIDLEY APPOINTING REPRESENTATIVE
AND ALTERNATE REPRESENTATIVE FOR NORTHERN CALIFORNIA CITIES SELF INSURANCE FUND
WHEREAS, it is desirable and necessary to appoint agents for the City of Gridley to act for and in its behalf in the Northern California Cities Self Insurance Fund (NCCSIF) which provides insurance coverage for the City of Gridley.
WHEREAS, the City of Gridley Finance Director is the primary representative and it is required to have an alternate appointed;
NOW, THEREFORE, IT IS HEREBY RESOLVED, Elisa Arteaga, Finance Director is the City of Gridley Representative and Jodi Molinari, HR Manager be appointed as Alternate Representative.
I HEREBY CERTIFY that the foregoing resolution was introduced, passed and adopted by the City Council of the City of Gridley at a regular meeting held on the 21st day of February, 2023, by the following vote:
AYES: COUNCILMEMBERS ________________________________
NOES: COUNCILMEMBERS ________________________________
ABSTAIN: COUNCILMEMBERS ________________________________ ABSENT: COUNCILMEMBERS ________________________________ ATTEST: APPROVE:
________________________________ ________________________________ Cliff Wagner, City Clerk Michael Farr, Mayor
City Council Agenda Item #8
Staff Report
Date: February 21, 2023
To: Mayor and City Council
From: Elisa Arteaga, Finance Director
Subject: Resolution No. 2023-R-008: FY 22-23 Mid-Year Budget Review Recommendation
Staff respectfully requests the City Council approve Resolution 2023-R-008, “A Resolution of the City of Gridley Authorizing the Modification of the 2022-2023 Budget by Appropriating Supplemental Funds.”
Background
Finance staff is proposing a single round of mid-year budget revisions and has met with Department Directors in a series of meetings to review current budgets and discuss anticipated activity for the remainder of FY 22/23. There were major changes to the general fund Capital Improvement Projects which were rolled forward due to the lack of availability of supplies. This assisted with accommodating other changes relating to labor costs and professional services.
Several recent actions have had an effect on the overall budget increases. Some of those being the costs for electrical power, maintenance of the Lodi Energy Center contracts, increase of supplies and fuel and increase of cost of living which required changes to the three labor contracts (Memorandum of Understanding Agreements). In addition, several items previously approved in prior supplemental funds requests are also reflected in the mid-year review.
Following is a summary of budget revisions prepared by the Finance Department. The adjustments reflect several categories of requests including the following:
• Revisions to include previous supplemental appropriations requested during FY 22/23 • Revisions to reflect more accurate estimates. By way of example, the additional appropriations for rising fuel prices, contrary to prior years that were substantially lower than they are now. Several accounts (Admin, Public Works, Electric, Fire, Transit and Traffic Safety) have a fuel component and several of them have recommended supplemental appropriations to reflect the actual costs incurred through January and expected additional costs through June.
• Revisions based on existing labor Memorandum of Understandings- The City has three labor agreements. The adjustments incorporate the recent bargaining agreements which included a cost-of-living adjustment for labor and increase to health benefits which were provided after the approval of the working budget. • Costs for emergency repairs such as HVAC systems for city facilities and museum repairs.
• Supplemental requests from Department Heads, previously approved, are now included in this mid-year revision.
X Regular
Special
Closed
Emergency
The Finance Department staff will continue to review general ledger activity to provide department heads with timely and accurate budgetary and expenditure information to allow them to monitor their department financial activity. The new financial software will allow for directors to have immediate budget balances through the general ledger module. An example of this is the combination of salary and part time expenditures in the Police Department. The Police Chief monitors labor costs and is able to manage staff in total to stay within budget for salary (regular time, overtime, part time, etc.). Police has recently filled vacant position to allow for minimum staffing. Unfortunately, due to unforeseen events overtime may increase in order to fill shifts for other officers working on special investigations or on leave.
Finance Staff will continue to work with departments to monitor expenditures on a proactive basis. In the Administrative sectors (Finance, Council, Admin) there has been a shift due to rising expenses and labor contracts. During the height of the Covid-19 pandemic, Finance was running with very low staffing, experiencing staffing turnover and because of closures and low staffing the audits were delayed. Due to the delay, the prior fiscal year expense for the account and auditing services were lower than anticipated. The FY 22/23 increase is due majority of audit (19/20) work being completed in the current year. Also, there is current audit activity for FY 20/21 (close to completion) as well as anticipation of moving into FY 21/22 audit before the end of year which will then allow to be on regular schedule for audit of FY 22/23.
Due to the number of recommended changes and roll forward of major CIP projects there is not increase to overall budget. Attached is a summary of those individual adjustments that have been identified through the purchase order system as well as a list of other CIP projects and programs rolled forward due to the delays in equipment availability, staff is recommending Council approve the attached resolution to better reflect anticipated costs for the remainder of FY 22/23.
Financial Impact
Financial reporting requirements being met by approval allows reinvestment of current funds historically earmarked for investment activity and no increase to overall budget.
Attachment:
Resolution 2023-R-008
RESOLUTION NO.
2023-R-008
A RESOLUTION OF THE CITY OF GRIDLEY AUTHORIZING THE MODIFICATION OF THE 2022-2023
BUDGET BY APPROPRIATING SUPPLEMENTAL FUNDS
WHEREAS, the City of Gridley has Memorandums of Understanding (MOU) with labor groups representing city employees; and
WHEREAS, the MOU’s have provisions for mid year adjustments in the salaries or benefit structure based on cost-of-living indexes or other criteria that are estimated at the time of the initial budget preparation; and
WHEREAS, additional changes have occurred since the implementation of the current budget that has adversely affected expenditures such as communications, fuel costs, professional services, supplies and additional services that are unavoidable per consumer price index; and
WHEREAS, a listing of the recommended adjustments has been provided to the Council for review;
NOW, THEREFORE, BE IT RESOLVED BY THE GRIDLEY CITY COUNCIL to approve the supplemental appropriation from the stated chart of account codes for the funding of mid-year adjustments per Exhibit “A’ attached hereto.
I HEREBY CERTIFY that the foregoing resolution was duly introduced and passed at a regular meeting of the City Council of the City of Gridley held on the 21st of February, 2022, by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ATTEST: APPROVE:
CITY CLERK, Cliff Wagner Mike Farr, Mayor
EXHIBIT "A" Decrease Increase
Reserve
060-4060-56300 Equipment - 151,065.71
Total Reserve - 151,065.71 151,065.71 Increase
Gas Tax 2105 - -
390-4392-51002 Overtime - 1,500.00
390-4396-51300 Health Insurance (14,145.00) -
390-4396-51310 Health Insuranc - 14,145.00
Total Gas Tax 2105 (14,145.00) 15,645.00 1,500.00 Increase Gas Tax 2103 - -
395-4392-51300 Health Insurance (14,202.00) -
395-4392-51310 Health Insuranc - 14,202.00
Total Gas Tax 2103 (14,202.00) 14,202.00 - Balanced
Gas Tax 2106 - -
400-4400-51310 Health Insuranc - 1,700.00
400-4400-51904 Physical Fitness (30.00) -
400-4400-53000 Equipment Mtnc. - 4,000.00
400-4400-54000 Special Dept. (4,000.00) -
Total Gas Tax 2106 (4,030.00) 5,700.00 1,670.00 Increase Gas Tax 2107 - -
410-4412-51000 Salaries - 8,000.00
410-4412-51904 Physical Fitness (135.00) -
Total Gas Tax 2107 (135.00) 8,000.00 7,865.00 Increase
Recreation - -
495-4360-51300 Health Insurance (26,970.00) -
495-4360-51310 Health Insuranc - 26,970.00
495-4360-52100 Communications - 400.00
495-4360-53600 Professional - 2,000.00
495-4360-53700 Publications - 1,500.00
495-4360-54000 Special Dept. (1,663.00) -
495-4360-54300 Trans. & Travel (1,787.00) -
495-4360-56300 Equipment (450.00) -
Total Recreation (30,870.00) 30,870.00 - Balanced
Planning - -
500-4500-51000 Salaries - 10,000.00
500-4500-51300 Health Insurance (2,387.00) -
500-4500-51310 Health Insuranc - 2,387.00
500-4500-51800 Disability Insr - 130.00
500-4500-51900 Medicare Tax - 140.00
500-4500-51904 Physical Fitness (39.00) -
500-4500-53000 Equipment Mtnc. (6,400.00) -
500-4500-53500 Office - 2,000.00
500-4500-53600 Professional (to include recoverable invoicing) - 30,000.00 500-4500-53700 Publications - 2,000.00
500-4500-53800 Rents-Equipment - 200.00
500-4500-54000 Special Dept. - 6,000.00
500-4500-54300 Trans. & Travel - 5,000.00
Total Planning (8,826.00) 57,857.00 49,031.00 Increase
Fire Fuel (2,400.00)
-
010-4210-54300 Trans. & Travel
- 2,400.00
Total Fire (2,400.00) 2,400.00 - Balanced
Administration - -
010-4010-51000 Salaries
- 3,000.00
010-4010-51001 Extra Help
- 4,000.00
010-4010-51200 Retirement
- 1,000.00
010-4010-51300 Health Insuranc
- 3,000.00
010-4010-51310 Health Insuranc (3,000.00)
-
010-4010-51900 Medicare Tax
- 400.00
010-4010-51902 Social Security
- 500.00
010-4010-52100 Communications
- 1,000.00
010-4010-53000 Equipment Mtnc. (600.00)
-
010-4010-53300 Memberships (2,000.00)
-
010-4010-53500 Office (300.00)
-
010-4010-53600 Professional (24,000.00)
-
010-4010-53700 Publications (60.00)
-
010-4010-54000 Special Dept. (4,000.00)
-
010-4010-54300 Trans. & Travel
- 3,000.00
010-4010-55000 Contributions
- 11,500.00
010-4010-56300 Equipment (300.00)
-
010-4011-51000 Salaries (19,000.00)
-
010-4011-51100 Workmans Comp. (2,900.00)
-
010-4011-51200 Retirement (2,028.00)
-
010-4011-51300 Health Insurance (6,540.00)
-
010-4011-51400 Health Insurance (1,150.00)
-
010-4011-51800 Health Insurance (196.00)
-
010-4011-51900 Medicare Tax (284.00)
-
010-4011-51903 Employee Assistance Program (22.00)
-
010-4011-51904 Physical Fitness (150.00)
-
010-4011-52400 Insurance (1,876.31)
-
010-4011-54000 Special Dept.
- 100.00
010-4020-51000 Salaries
- 61,000.00
010-4020-51200 Retirement
- 4,600.00
010-4020-51300 Health Insuranc (9,947.00)
-
010-4020-51310 Health Insuranc
- 15,000.00
010-4020-51311 Retiree Health
- 100.00
010-4020-51800 Disability Insr
- 1,200.00
010-4020-51900 Medicare Tax
- 1,000.00
010-4020-51903 EAP
- 100.00
010-4020-51904 Physical fitnes
- 900.00
010-4020-52400 Insurance (500.00)
-
010-4020-53000 Equipment Mtnc. (3,000.00)
-
010-4020-53300 Memberships
- 2,500.00
010-4020-53500 Office
- 1,500.00
010-4020-53600 Professional (10,000.00)
-
010-4020-53700 Publications
- 5,000.00
010-4020-54000 Special Dept.
- 7,000.00
010-4020-54300 Trans. & Travel
- 6,000.00
010-4020-56300 Equipment
- 42,000.00
010-4020-57512 ADM/CLERK COSTS
- 100.00
010-4030-53600 Professional
- 80,000.00
010-4100-53600 Professional
- 16,000.00
010-4100-54000 Special Dept. (10,000.00)
-
010-4180-51001 Extra Help - 5,000.00
010-4180-51300 Health Insurance (5,249.00) -
010-4180-51310 Health Insuranc - 12,000.00
010-4180-51800 Disability Insr - 100.00
010-4180-51900 Medicare Tax - 300.00
010-4180-51902 Social Security - 900.00
010-4180-52100 Communications - 900.00
010-4180-53000 Equipment Mtnc. - 4,000.00
010-4180-53500 Office - 3,000.00
010-4180-53600 Professional (Audit/Acctg.) - 350,000.00 010-4180-53800 Rents-Equipment - 200.00
010-4180-54000 Special Dept. - 5,000.00
010-4180-54300 Trans. & Travel - 6,000.00
Total Administration (107,102.31) 658,900.00 551,797.69 Increase Electric - -
600-4600-52000 Safety Clothing (5,000.00) -
600-4600-52100 Communications (2,000.00) -
600-4600-52300 Household Exp. (1,000.00) -
600-4600-53500 Office (1,500.00) -
600-4600-53600 Professional - 3,000.00
600-4600-53800 Rents-Equipment (2,000.00) 2,000.00
600-4600-54000 Special Dept. - 20,000.00
600-4600-54101 Power Purchase - 100,000.00
600-4600-54300 Trans. & Travel - 6,000.00
600-4600-54650 Taxes/Permits (2,700.00) -
600-4600-56100 Struct.&Improve - 20,000.00
600-4600-56404 Inventory Capital Outlay - 20,000.00
Total Electric (14,200.00) 171,000.00 156,800.00 Increase Public Benefit - -
610-4610-51310 Health Insuranc - (1,500.00)
610-4610-54000 Special Dept. - 92,000.00
610-4610-56100 Struct.&Improve (4,318.84) -
Total Public Benefit (4,318.84) 90,500.00 86,181.16 Increase Sewer Capital - -
660-4652-56100 Struct.&Improve - 4,000.00
Total Sewer Capital - 4,000.00 4,000.00 Increase
Transit - -
700-4700-51000 Salaries - 20,000.00
700-4700-51001 Extra Help (4,000.00) -
700-4700-51002 Overtime (550.00) -
700-4700-51300 Health Insurance (13,747.00) -
700-4700-51310 Health Insuranc - 13,747.00
700-4700-51800 Disability Insr - 600.00
700-4700-51900 Medicare Tax - 300.00
700-4700-51902 Social Security - 300.00
700-4700-51903 EAP - 30.00
700-4700-51904 Physical Fitness (300.00) -
700-4700-53000 Equipment Mtnc. - 1,500.00
700-4700-53500 Office (128.83) -
700-4700-54000 Special Dept. (500.00) -
Total Transit (19,225.83) 36,477.00 17,251.17 Increase
Streets - -
010-4310-51900 Medicare Tax - 1,000.00
010-4310-51902 Social Security - 3,000.00
010-4310-51904 Physical Fitness (330.00) -
010-4310-52100 Communications (392.00) -
Total Streets (722.00) 4,000.00 3,278.00 Increase
Engineering - -
010-4320-53600 Professional (to include recoverable invoicing) - 50,000.00 Total Engineering - 50,000.00 50,000.00 Increase
Corp Yard - -
010-4340-51000 Salaries - 12,000.00
010-4340-51002 Overtime - 4,000.00
010-4340-51300 Health Insurance (22,393.00) -
010-4340-51310 Health Insuranc - 20,000.00
010-4340-51800 Disability Insr - 300.00
010-4340-51900 Medicare Tax - 300.00
010-4340-51904 Physical fitnes (234.00) -
010-4340-53700 Publications - 3,000.00
010-4340-53950 Small Tools - 301.00
010-4340-53960 Fuel - 25,000.00
010-4340-54300 Transportation and Travel (1,000.00) -
Total Corp Yard (23,627.00) 64,901.00 41,274.00 Increase Parks - -
010-4350-51001 Extra Help (11,125.00) -
010-4350-51002 Overtime - 1,200.00
010-4350-51300 Health Insurance (15,487.00) -
010-4350-51310 Health Insuranc - 15,487.00
010-4350-51904 Physical Fitness (375.00) -
010-4350-52000 Safety Clothing - 730.00
010-4350-52100 Communications (2,026.00) -
010-4350-52300 Household Expense (366.00) -
010-4350-53000 Equipment Mtnc. (3,000.00) -
010-4350-53200 Mtnce-Structure (2,000.00) -
010-4350-53800 Rents - Equipment (333.00) -
010-4350-53950 Small Tools (950.00) -
010-4350-56100 Struct.&Improve (1,000,000.00) -
010-4350-56300 Equipment (1,000,000.00) -
Total Parks (2,035,662.00) 17,417.00 (2,018,245.00) Decrease Water - -
630-4630-51000 Salaries - 100,000.00
630-4630-51001 Extra Help - 12,000.00
630-4630-51300 Health Insuranc (50,717.00) -
630-4630-51310 Health Insuranc - 50,717.00
630-4630-51311 Retiree Health - 15,000.00
630-4630-51400 Dental Insur. - 1,000.00
630-4630-51800 Disability Insr - 1,800.00
630-4630-51900 Medicare Tax - 2,000.00
630-4630-51902 Social Security - 1,200.00
630-4630-51904 Physical Fitness (971.00) -
630-4630-53500 Office - 1,500.00
630-4630-53600 Professional (12,000.00) -
630-4630-53960 Fuel (8,000.00) -
630-4630-53975 Testing and Lab - 12,000.00
630-4630-54300 Trans. & Travel (500.00) -
630-4630-54650 Taxes/Permits - 3,000.00
630-4630-56100 Struct.&Improve (35,000.00) -
630-4630-56300 Equipment - 35,000.00
630-4630-56403 Equipment C/O (16,210.00) -
Total Water (123,398.00) 235,217.00 111,819.00 Increase Sewer Operating - -
650-4650-51000 Salaries - 55,000.00
650-4650-51001 Extra Help - 11,000.00
650-4650-51300 Health Insuranc (21,512.00) -
650-4650-51310 Health Insuranc - 21,512.00
650-4650-51400 Dental Insur. - 900.00
650-4650-51800 Disability Insr - 1,100.00
650-4650-51900 Medicare Tax - 1,100.00
650-4650-51902 Social Security - 632.00
650-4650-54000 Special Dept. - 8,000.00
650-4650-55901 Debt svce - int - 80,000.00
Total Sewer Operating (21,512.00) 179,244.00 157,732.00 Increase Sewer Plant - -
650-4651-51000 Salaries - 25,000.00
650-4651-51001 Extra Help (3,555.00) -
650-4651-51300 Health Insuranc (16,951.00) -
650-4651-51310 Health Insuranc - 16,951.00
650-4651-51311 Retiree Health - 17,000.00
650-4651-51800 Disability Insr - 500.00
650-4651-51900 Medicare Tax - 700.00
650-4651-51904 Physical Fitness (243.00) -
650-4651-52000 Safety Clothing (2,000.00) -
650-4651-53500 Office - 1,000.00
650-4651-53975 Testing and Lab - 2,000.00
650-4651-54300 Trans. & Travel (640.00) -
650-4651-54650 Taxes/Permits - 5,000.00
Total Sewer Plant (23,389.00) 68,151.00 44,762.00 Increase Sewer Town - -
650-4652-51000 Salaries - 27,000.00
650-4652-51904 Physical Fitness (586.00) -
650-4652-53300 Memberships - 111.00
650-4652-53500 Office - 1,000.00
650-4652-53700 Publications (155.00) -
650-4652-53975 Testing and Lab (22.00) -
650-4652-56300 Equipment - 40,000.00
Total Sewer Town (763.00) 68,111.00 67,348.00 Increase
Police - -
010-4200-51000 Salaries - 250,000.00
010-4200-51001 Extra Help (70,000.00) -
010-4200-51002 Overtime - 50,000.00
010-4200-51300 Health Insuranc (238,557.00) -
010-4200-51310 Health Insuranc - 238,557.00
010-4200-51311 Retiree Health - 95,000.00
010-4200-51800 Disability Insr - 10,000.00
010-4200-51900 Medicare Tax - 4,000.00
010-4200-51902 Social Security - 2,000.00
010-4200-52100 Communications (10,000.00) -
010-4200-53200 Mtnce-Structure - 2,000.00
010-4200-53800 Rents-Equipment - 5,000.00
010-4200-54000 Special Dept. - 10,000.00
Total Police (318,557.00) 666,557.00 348,000.00 Increase
BINTF - -
010-4207-51300 Health Insurance (17,817.00) -
010-4207-51310 Health Insuranc - 17,817.00
010-4207-51800 Disability Insr - 200.00
Total BINTF (17,817.00) 18,017.00 200.00 Increase
Animal Control - -
010-4230-51000 Salaries - 40,000.00
010-4230-51002 Overtime - 500.00
010-4230-53600 Professional - 500.00
Total Animal Control - 41,000.00 41,000.00 Increase
Total Mid Year Budget Adjustments (2,784,901.98) 2,659,231.71 (125,670.27) Decrease Adjustments do not affect GANN Limit Amounts