Guadalupe City Council
April 11, 2023

M E M O R A N D U M
To: Todd Bodem, City Administrator, City of Guadalupe
From: Cori Takkinen, Vice President, Townsend Public Affairs, Inc.

Alex Gibbs, Grants Manager, Townsend Public Affairs, Inc.

Christine Rose, Senior Associate, Townsend Public Affairs, Inc.

Date: April 6, 2023
Subject: Grants and Funding Monthly Report
Overview
The purpose of this memo is to provide a monthly outline of upcoming funding opportunities and grant programs that could potentially meet the City’s funding needs in the near future. This memo is not a comprehensive list of all grants that are currently available, but ones that you may be able to submit competitive applications for relevant priority projects.

Future Opportunities
The month of March included a keen focus on policy progression, with lawmakers working to refer and consider the over 2,600 pieces of legislation introduced this Session. In the coming weeks, the Legislature will once again shift its focus back onto budgetary matters. Legislators will submit their district-specific funding requests to their house’s budget committee by April 28. Following that process, the Governor’s Administration will release the May Revision of the State’s preliminary budget proposal, which traditionally reflects revenue data collected during tax season.

However, the recent decision made by the Franchise Tax Board and the Internal Revenue Service to extend the tax filing deadline to October 16, 2023 as a result of the severe winter storms may impact the State’s budget framework. This delay suspends the collection of revenue basis data the State typically includes in its annual spending plan, which is constitutionally required to be passed by the Legislature on June 15 and signed into law by July 1. As a result, spending programs may not be finalized until later in the year, or as late as early 2024. Despite these delays, legislative leaders have emphasized that the state is positioned to weather any uncertainty with reserve funds.

As the state moves out of its budget expansionary period and into a potential deficit, there is a renewed focus on creating new bonds to fund priority issues. As of March 31, the Legislature has proposed a total of 6 new statewide bonds ranging from the hundreds of millions to tens of billions ATTACHMENT 2

of dollars. These proposed bonds seek to address issues ranging from housing production to climate resiliency and infrastructure projects. Should these pass through the legislative process, they will be considered by voters in the upcoming statewide election. While it is unlikely that all of these bonds will be effectively implemented, it reveals a sense of urgency to maintain and expand upon priority spending programs throughout the state. TPA advocates are working behind the scenes to ensure any bonds passed include specific dedicated funding programs for priority projects.

TPA advocates will keep the City apprised of pertinent state budget information and opportunities to communicate comments and concerns to the Legislature and Governor’s Administration when necessary.

Looking Ahead: Grant Program Highlights
Transportation
Name Awards & Match Description Timeline
Department of
Transportation
Charging and
Fueling
Infrastructure
Discretionary Grant
Program
Community
Program:

Minimum Award:
$500,000
Max Award: $15
million
Match: Minimum
20%
Corridor Program:

Minimum Award: $1
million
No Max
The CFI Program is divided into
two distinct grant funding
categories:

The Community Program provides
$350 million to strategically deploy
publicly accessible EV charging
infrastructure, and hydrogen,
propane, or natural gas fueling
infrastructure in communities.

Infrastructure may be located on
any public road or in other publicly
accessible locations such as
parking facilities at public buildings,
public schools, and public parks, or
in publicly accessible parking
facilities owned or managed by a
private entity.

The Corridor Program provides
$350 million to strategically deploy
publicly accessible EV charging
infrastructure and hydrogen,
propane, and natural gas fueling
infrastructure along designated
alternative fuel corridors (AFCs).

May 30, 2023
Public Safety
Name Awards & Match Description Timeline
Firehouse Subs $10-25K Average
Award
The Firehouse Subs Program
provides funding to purchase
equipment or provide training for
Next
application

Firehouse Subs
Grant Program
No Match
Required
firefighters in areas where the
restaurant chain operates.
opens April 6,
2023
(First 600
applications
accepted)
Department of Justice
COPS Law
Enforcement Mental
Health and Wellness
Act Program
$200,000
maximum award
amount, $9.5
million total
available
nationwide
The LEMHWA Implementation
Projects solicitation aims to support
state, local, tribal, or territorial law
enforcement agencies seeking to
implement new or enhance existing
programs that offer training and
services on officer emotional and
mental health, peer mentoring,
suicide prevention, stress
reduction, and support services for
officers and their families Proposed
projects may serve one agency, a
consortium of agencies, or
personnel from agencies located
within a county or state.

Grants.gov
deadline April
14, 2023
JustGrants
deadline April
21, 2023
US Department of
Justice
Preparing for Active
Shooter Situations
(PASS) Grant
Program
>$11,000,00
Available Funding
No Maximum
Award
No Required
Match
This program will provide funding
for one provider who can train at
least 20,000 first responders over
the course of the award through
scenario-based, multidisciplinary
training classes. The training
should be available to any
jurisdiction in the U.S. and
delivered in the desired location of
the requesting law enforcement
agency.

Grants.gov
Deadline: April
14, 2023
JustGrants
Deadline: April
21, 2023
US Department of
Justice
Community Policing
Development (CPD)
Microgrants
Program
>$35,000,00
Available Funding
No Maximum
Award
No Required
Match
The Community Policing
Development Microgrants Program
is a competitive grant program
designed to advance the practice
of community policing by providing
funding to local agencies.

Applicants are invited to propose
demonstration or pilot projects to
be implemented in their agency
that offer creative ideas to advance
crime fighting, community
engagement, problem solving, or
organizational changes to support
community policing, with special
consideration for “Community
Violence Intervention Resources”.

Grants.gov
Deadline: May
1, 2023
JustGrants
Deadline: May
8, 2023

US Department of
Justice
Community Policing
Development (CPD)
Program
>$35,000,00
Available Funding
No Maximum
Award
No Required
Match
This program is designed to
advance the practice of community
policing by providing guidance on
promising practices through the
development and testing of
innovative strategies; building
knowledge about effective
practices and outcomes; and
supporting new, creative
approaches to preventing crime
and promoting safe communities,
with special consideration for
“Crisis Intervention Teams, DeEscalation Training, & Tolerance, Diversity and Anti-Bias Training”.

Grants.gov
Deadline: May
1, 2023
JustGrants
Deadline: May
8, 2023
US Department of
Justice
COPS Hiring
Program
No Maximum
Award
25% Match
Required
The Community Oriented Policing
(COPS) Hiring Program provides
funding to hire and re-hire entry
level career law enforcement
officers in order to preserve jobs,
increase community policing
capacities and support crime
prevention efforts. Officers hired as
a part of the COPS grant must be
retained for additional 24-36
months after the grant performance
period ends.

Grants.gov
Deadline: May
4, 2023
JustGrants
Deadline: May
11, 2023
US Department of
Justice
COPS School
Violence Prevention
Program (SVPP)
Maximum award
$500,000
25% Match
SVPP funding will provide up to
75% funding for the following
school safety measures in and
around K-12 (primary and
secondary) schools and school
grounds:
• Coordination with law
enforcement
• Training for local law
enforcement officers to
prevent student violence
against others and self
• Metal detectors, locks,
lighting, and other deterrent
measures
• Technology for expedited
notification of local law
enforcement during an
emergency
Grants.gov
Deadline: May
10, 2023
JustGrants
Deadline: May
17, 2023

Any other measure that the COPS
Office determines may provide a
significant improvement in security.

Parks and Recreation
Name Awards & Match Description Timeline
California Department
of Parks and
Recreation
Land Water
Conservation Fund
(LWCF)
No Min Award
$6M Max Award
($30M Total
Available)
50% Match
Required
Land and Water Conservation
Fund (LWCF) grants provide
funding for the acquisition or
development of land to create new
outdoor recreation opportunities for
the health and wellness of
Californians.

June 1, 2023
California Department
of Parks and
Recreation
Habitat
Conservation Fund
(HCF)
No Min. Award
$2M Max Award
50% Match
Required
The Habitat Conservation Fund
provides grants to local entities to
protect fish, wildlife, and native
plant resources, to acquire or
develop wildlife corridors and trails,
and to provide for nature
interpretation programs and other
programs which bring urban
residents into park and wildlife
areas.

June 15, 2023
California Department
of Parks and
Recreation
Recreational Trails
Program (RTP)
No Min. Award
$2M Max Award
12% Match
Required
Administered by the Department of
Parks and Recreation and the
California Department of
Transportation, the program
provides funding for recreational
trails and trails-related projects.

June 15, 2023
California Department
of Parks and
Recreation
Outdoor Equity
Program
$700,000
Maximum
$20,000 Minimum
No Match
Required
Awarded through the new Outdoor
Equity Grants Program, the funding
helps establish hubs for local
activities and trips to natural areas
for underserved communities. The
program also empowers youth and
families with outdoor leadership
education, career pathways,
environmental justice engagement,
and access to nature.

Draft guidelines
to be released
Spring 2023,
with a Fall 2023
deadline

Community Development
Name Awards & Match Description Timeline
California Interagency
Council on
Homelessness
Encampment
Resolution Fund
Total Program
Funding available:
$50,000,000
These grant program funds are
available to assist local
jurisdictions in ensuring the
wellness and safety of people
experiencing homelessness in
encampments by providing
services and supports that address
their immediate physical and
mental wellness and result in
meaningful paths to safe and
stable housing. Projects also focus
on sustainable restoration of public
spaces to their intended uses while
safeguarding the needs of the
unhoused people seeking shelter.

Ongoing until
June 30, 2023
or funds are
exhausted
Wave 2 Due
April 30, 2023
California Department
of Transportation
Clean California
Local Grant Program
$3,000,000 Max
Grant Award
Up to 50% Match
Required
The Clean California Local Grant
Program funds projects to beautify
and improve local streets and
roads, parks, pathways, and transit
centers to clean and enhance
public spaces. Through the
combination of adding
beautification measures and art in
public spaces along with the
removal of litter and debris, this
effort will enhance communities
and improve spaces for walking
and recreation.

April 28, 2023
California State
Library
Building Forward
Library
Infrastructure Grant
$10 Million
maximum request
amount
Match varies by
LIPC
The Building Forward Library
Infrastructure Grant Program
provides California’s public
libraries with support for capital
projects addressing critical
maintenance needs, improving
energy efficiency and
sustainability, and expanding
access digitally and physically.

May 18, 2023

CA Department of
Housing and
Community
Development
Project Homekey
Round 3
Project Max Varies
No Match
Required
Homekey is an opportunity for
state, regional, and local public
entities to develop a broad range of
housing types, including but not
limited to hotels, motels, hostels,
single- family homes and
multifamily apartments, adult
residential facilities, and
manufactured housing, and to
convert commercial properties and
other existing buildings to
Permanent or Interim Housing.

Application
Opens April 24,
2023
(first-come,
first-serve)
Deadline July
28, 2023
Pre-application
Project survey
is required.

WalMart
Local Community
Grant Program
$250 Minimum
Award
$5,000 Max Award
The Local Community Grant
program funds projects in the
areas of Community/Economic
Development, Diversity/Inclusion,
Education, Environmental
Sustainability, Health and Human
Service, Hunger Relief, Public
Safety, Quality of Life.

Organizations may submit a total
number of 25 applications and/or
receive up to 25 grants within the
2022 grant cycle.

Ongoing
Agenda Item No. 9

Code Compliance Zones
ZONE Y Capt. Mack ZONE Z Capt. Schmitz ZONE X Capt. Garcia Agenda Item No. 10

REPORT TO THE CITY COUNCIL OF THE CITY OF GUADALUPE
Agenda of April 11, 2023
_Hannah Sanchez_______________ __________________________________ Prepared by: Approved by:

Hannah Sanchez, Recreation Services Manager Todd Bodem, City Administrator SUBJECT: Social Media Use Policy
RECOMMENDATION:

It is recommended that the Council adopt Resolution No. 2023-27 approving a Social Media Use Policy.

BACKGROUND:

The purpose of this proposed Social Media Use Policy (“policy”) is to establish guidelines for the City of Guadalupe’s (“City”) participation in and City staff use of third-party platforms commonly known as social media sites, channels, networks, and technology such as Facebook, Google+, MySpace, LinkedIn, Foursquare, Twitter, Instagram, Pinterest, Snapchat, Nextdoor, YouTube, and similar social media platforms or in similar kinds of electronic networking services (collectively, “social media networks”) for City business. The purpose of this policy is also to establish guidelines and standards for all City employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity and who are authorized to post information (“posts”) on social media websites on behalf of the City, and to provide guidelines for the use of social media networks for any employee, volunteer, consultant, provider, and contractor with access to social media during working hours, non-working hours (subject to the limitations set forth in this policy), and/or at the workplace.

The policy would require use of any social media site to relate solely to matters of City business and is not, in any way, intended to nor actually create general public forums.

Social media networks offer substantial opportunities to communicate to a significant segment of the population, and if used properly, may provide a benefit to the City of Guadalupe by providing an additional avenue of public outreach and dissemination of information. However, as with other interactive uses of the internet, posting information on social media networks is not without risks. Use of such networks for official City purposes raises legal issues that are unique to the City and generally do not affect private persons or entities. When posting on social media networks on behalf of the City, authorized employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity are, in effect, serving as the voice of the City. The City has an overriding interest and

expectation in deciding what is “announced” or “spoken” on behalf of the City on social media platforms.

Therefore, all participation on social media must be in accordance with the provisions set forth in the policy.

DISCUSSION:

The City’s insurer, the California Joint Powers Insurance Authority (CJPIA0, developed a sample Social Media Use Policy (policy), to assist its member cities minimize risks associated with a city’s use of social media. Staff made some non-substative, minor revisions to this sample policy but it remains largely consistent with the policy recommended by CJPIA.

This policy, if adopted by the Council, would apply to all employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity who utilize social media networks on behalf of the City for the following City business purposes:

1. To establish guidelines for posting of information on social media networks.

2. To establish guidelines for user policies of social media networks.

3. To provide a uniform policy that will be implemented by all departments which utilize social media as an informational tool.

4. To establish guidelines for the use of social media for all employees who observe and monitor postings of others as part of their work assignment.

Creation of any such social media network must be proposed, in writing, by the department head to the City Administrator (or designee). The City Administrator (or designee) may, in his/her sole discretion, approve, deny, or modify the creation of such social media networks or pages. A department may not create a social media network or page without the prior written authorization of the City Administrator (or designee). Consideration shall be given to the overall nature and theme of the network or page, and its suitability for use for City purposes. The City Administrator’s Office would have ultimate authority over all City participation on social media networks and may order the deactivation of all or part of a department’s social media networks if the City Administrator, in his/her sole discretion, determines that the content or social media network is not in the best interests of the City.

Only City employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity who utilize social media networks on behalf of the City authorized in writing by his/her department head or the City Administrator (“authorized employees”) are permitted to maintain, administer, and/or post on authorized social media networks on behalf of the City of Guadalupe. While City-approved social media sites are to be used for City business and for the purposes stated, herein, they are not intended to replace nor serve as the primary means of the City’s communication with anyone. The City has an official website. This website shall remain the primary means of online communication with the public.

In addition to these main points, the policy outlines the following topics in detail: prohibited content, account settings guidelines, personal use of social media, and comments and posts by the public.

FISCAL IMPACT:

There is no fiscal impact as City social media accounts will use only the free capabilities of social media platforms.

ATTACHMENTS:

1. Resolution No. 2023-27
RESOLUTION NO. 2023-27

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GUADALUPE ADOPTING A

SOCIAL MEDIA USE POLICY
WHEREAS, social media networks offer substantial opportunities to communicate to a significant segment of the population, and if used properly, may provide a benefit to the City of Guadalupe by providing an additional avenue of public outreach and dissemination of information, however, as with other interactive uses of the internet, posting information on social media networks is not without risks; and
WHEREAS, the use of such networks for official City purposes raises legal issues that are unique to the City and generally do not affect private persons or entities, because when posting on social media networks on behalf of the City, authorized employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity are, in effect, serving as the voice of the City, and for that reason, the City has an overriding interest and expectation in deciding what is “announced” or “spoken” on behalf of the City on social media platforms; and WHEREAS, to minimize risks and possible legal issues, a policy concerning and controlling all participation on social media for City business is advisable and necessary; and WHEREAS, the City’s insurer, the California Joint Powers Insurance Authority (CJPIA), developed a sample Social Media Use Policy to assist its member cities minimize risks associated with a city’s use of social media, which sample policy was used by City of Guadalupe staff to develop a Social Media Use Policy for the City of Guadalupe, attached to this resolution as Exhibit 1.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Guadalupe as follows:

SECTION 1. The Social Media Use Policy attached hereto as Exhibit 1 is hereby approved.

SECTION 2. The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained.

In doing so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.

PASSED, APPROVED AND ADOPTED at a regular meeting on the 11th day of April 2023 by the following vote:

MOTION:

AYES:

NOES:

ABSENT:

ABSTAINED:

ATTACHMENT 1
I, Amelia M. Villegas, City Clerk of the City of Guadalupe DO HEREBY CERTIFY that the foregoing Resolution, being C.C. Resolution No. 2023-27, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held April 11, 2023, and that same was approved and adopted.

ATTEST:
______________________________ ____________________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
______________________________
Philip F. Sinco, City Attorney
Guadalupe Administrative Policy
Policy No:

Original Policy Approval Date:

Social Media Use Policy
Definition Social Media is a variety of online sources that allow people to communicate, share information, share photos, share videos, share audio, and exchange text and other multimedia files with others via some form of online or cellular network platform.

Purpose The purpose of this Social Media Use Policy (“policy”) is to establish guidelines for the City of Guadalupe’s (“City”) participation in and City staff use of third-party platforms commonly known as social media sites, channels, networks, and technology such as Facebook, Google+, MySpace, LinkedIn, Foursquare, Twitter, Instagram, Pinterest, Snapchat, Nextdoor, YouTube, and similar social media platforms or in similar kinds of electronic networking services (collectively, “social media networks”) for City business. The purpose of this policy is also to establish guidelines and standards for all City employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity and who are authorized to post information (“posts”) on social media websites on behalf of the City, and to provide guidelines for the use of social media networks for any employee, volunteer, consultant, provider, and contractor with access to social media during working hours, non-working hours (subject to the limitations set forth in this policy), and/or at the workplace.

The City intends for its use of any social media site to relate solely to matters of City business and does not, in any way, intend to nor actually create general public forums.

Social media networks offer substantial opportunities to communicate to a significant segment of the population, and if used properly, may provide a benefit to the City of Guadalupe by providing an additional avenue of public outreach and dissemination of information. However, as with other interactive uses of the internet, posting information on social media networks is not without risks. Use of such networks for official City purposes raises legal issues that are unique to the City and generally do not affect private persons or entities. When posting on social media networks on behalf of the City, authorized employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity are, in effect, serving as the voice of the City. The City has an overriding interest and expectation in deciding what is “announced” or “spoken” on behalf of the City on social media platforms. Therefore, all participation on social media must be in accordance with the provisions set forth herein.

General Policy This policy applies to all employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity who utilize social media networks on behalf of the City for the following City business purposes:

A. To establish guidelines for posting of information on social media networks.

B. To establish guidelines for user policies of social media networks.

EXHIBIT 1
C. To provide a uniform policy that will be implemented by all departments which utilize social media as an informational tool.

D. To establish guidelines for the use of social media for all employees who observe and monitor postings of others as part of their work assignment.

All City employees, officers, volunteers, and any consultants, providers, and contractors shall comply with this policy in all respects. This policy is subject to revision at any time. In the event of a revision to this policy, the City will attempt to provide prior notice of any such change. However, this policy may be changed without prior notice when deemed necessary to fully protect the City’s interests and/or the public’s interests. If it is necessary to change this policy without providing prior notice to employees, the City shall notify the employees of the change at the earliest possible time. All City employees, officers, volunteers, and any consultants, providers, and contractors who have been authorized for social media access shall sign an acknowledgement of receipt of this policy indicating that he or she has read and understands all of its provisions and agrees to be bound by the same. Before posting anything on social media networks, the employee must check the most current policy to ensure compliance.

While this policy acknowledges that social media is a way to engage with others, this policy is not intended to require the City, nor any City employee, nor contractor acting in an official agency capacity to actually use social media. The City will periodically conduct a risk assessment of the use of social media technology and sites and determine whether the use of social media sites is appropriate and whether appropriate risk mitigation controls can be implemented.

Ownership and Adherence to Other City Policies

1. All social media communications composed, sent, or received on City equipment are the property of the City.

2. The use of City computers, City-issued smartphones, City-issued tablets, or any other City-issued electronic device to post information on a social media network are subject to all applicable policies of the City.

3. This policy is in addition to the City’s Personnel System Rules and Administrative Policies.

Creation of Social Media Pages

4. The City Administrator’s Office may establish official “City of Guadalupe” social media networks and pages. The City Administrator’s Office will maintain a written list of all approved social media networks and pages along with the user name and passwords of each page.

5. Each established department within the City may create departmental social media networks and/or social media pages for a City-related purpose or a specific City event or purpose. Any social media page that is created for a City-related purpose or a specific City-related event or purpose is subject to the following limitations:
a. Creation of any such social media network must be proposed, in writing, by the department head to the City Administrator (or Designee). The City Administrator (or Designee) may, in his/her sole discretion, approve, deny, or modify the creation of such social media networks or pages. A department may not create a social media network or page without the prior written authorization of the City Administrator (or Designee).

Consideration shall be given to the overall nature and theme of the network or page, and its suitability for use for City purposes.
b. Generally, new social media networks should not be created for a specific purpose or event. Information about specific purposes or events should be streamlined through the City’s Facebook page or another primary social media page. Any request to establish a page for a specific purpose or event should be requested in writing to the City Administrator’s Office for consideration.

6. Each department is responsible for the creation, administration, posting and deactivation of their social media account(s).
a. If there is an existing social media network that has not been used for 12 months or longer, it should be deleted or taken down if it is not being utilized on an ongoing basis. The department must provide written confirmation to the City Administrator’s office if it intends to delete or not use a social media page before deactivation.
b. The City Administrator’s Office shall have ultimate authority over all City participation on social media networks and may order the deactivation of all or part of a department’s social media networks if the City Administrator, in his/her sole discretion, determines that the content or social media network is not in the best interests of the City.

7. For the purpose of this policy, an “authorized social media network” is one that has been approved and created in accordance with this policy.

Administration and Maintenance of Authorized Social Media Networks

8. Only City employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity who utilize social media networks on behalf of the City authorized in writing by his/her department head or the City Administrator (“authorized employees”) are permitted to maintain, administer, and/or post on an authorized social media networks on behalf of the City of Guadalupe. a. In approving an authorized social media network, the City Administrator, or his/her designee, shall designate at least one authorized employee that will be responsible for the regular monitoring and maintenance of that particular social media page or pages.
b. Authorized employees shall only address issues within the scope of their specific authorization.
c. Authorized employees must conduct themselves at all times as a representative of the City and in accordance with all City policies.

9. Social medial networks often have their own polices, terms of use, conditions of use, and/or legal restrictions. These terms could have significant legal and financial implications for the City. Therefore, prior to signing and/or agreeing to adhere to any polices, terms of use, conditions of use, and/or legal restrictions for social media networks, authorized employees must obtain the City Administrator’s or his/her designee’s written approval. In addition, prior to posting any content on an authorized social media page, authorized employees must review, become familiar with, and comply with the designated social media network policies and terms and conditions.

10. While City-approved social media sites are to be used for City business and for the purposes stated, herein, they are not intended to replace nor serve as the primary means of the City’s communication with anyone.

The City has an official website. This website shall remain the primary means of online communication with the public.

11. Any and all information posted on behalf of the City by authorized employees who utilize social media networks for City business must:
a. Directly pertain to the City;
b. Contain factual information that is freely available to the public and that is not made confidential by any policy of the City, or by local, state, or federal law;
c. Not include any proprietary, confidential, sensitive, personally identifiable information and intellectual property;
d. Comply with all other City rules and policies, including but not limited to, the City’s harassment prevention policy; and e. Present the City in a positive light.

12. Authorized employees who utilize social media networks on behalf of the City are prohibited from posting the following content on any authorized social media networks:
a. A photograph, video, or image of any non-employee who can be readily identified by the naked eye in the photograph, video, or image without first obtaining the depicted person’s written consent. If the person depicted in the photograph, video, or image is a minor or someone incapable of providing consent, the City must obtain the consent of the depicted person’s parent or legal guardian before posting the photograph, video, or image to an authorized social media page;
b. Language that is sexually explicit, lewd, obscene, racially offensive, promotes religious beliefs, political, illegal, or that expresses a personal opinion (except as provided under the “Comments and Posts by the Public” guidelines listed below); c. Actual or perceived threats to public health, safety or property unless the authorized employee has authorization from the City Administrator to post such content;
d. Actual or potential legal claims, lawsuits or other legal issues, unless approved in advance in writing by the City Attorney; e. Personnel or medical matters;
f. Testing materials or matters related to the evaluation of employment applicants (this does not prohibit the City from advertising vacancies on social media networks);
g. Budget planning and priorities, unless approved in advance in writing by the City Administrator;
h. Criminal investigations and content regarding crime scenes; i. Solicitation, engaging in or endorsing any commercial, products or activities unless it is for the sole purpose of promoting the City with upcoming events, sponsorship or promotional in nature (like National Donut Day, where all donut companies in the City are represented). This provision is intended not to limit the City’s ability to support business in Guadalupe generally, but to refrain from supporting one particular business or a particular commercial enterprise or sole business;
j. Comments in support of or in opposition to elected and appointed City officials, political candidates, political campaigns, ballot measures, and matters that may reasonably be agenized for consideration by the City Council, Guadalupe and/or any City commission, agency, or board. No City social media site may be linked to any private web site related to a candidate’s campaign for elective office, but they may link directly to the home page of the Office of the City Clerk’s election-related pages where general election and candidate information can be found; and
k. Comments regarding the position of any City Council member or member of any City commission, agency, or board regarding a City-related issue or comments regarding, or speculating about, a potential decision by the City Council or any City commission, agency, or board. Comments reflecting the
author’s personal opinion or beliefs.

13. Following City Administrator approval of an authorized social media network, authorized employees who utilize social media networks on behalf of the City must adhere to the following rules:
a. Authorized social media networks shall utilize account names or user names that are clearly identifiable as City social media platforms. Examples include, but are not limited to:
@GuadalupeCity @planningGuadalupe @GuadalupePolice
@GuadalupeFire
b. City account profiles must contain a valid City username, address, website and phone number.
c. Authorized social media networks must clearly indicate the City department or organization it represents on the home page. d. If possible, authorized employees who utilize social media networks on behalf of the City may disable any feature of an authorized social media post to not allow members of the public to post content or comment on authorized employees’ postings to the authorized social media network. If
commenting on the post is allowed, the authorized employees are not allowed to hide, delete, or otherwise alter comments except as may otherwise be permitted in this policy. The City Administrator may grant an exception to this upon the request of the Department Head. Any social media network that
permits members of the public to post content or comment on authorized employee’s postings on a social media network is subject to the provisions set forth in the “Comments and Posts by the Public” listed below.
e. Authorized employees may not use or include personal email addresses or any other personal information in the user profiles and/or posted content for authorized City social media
networks. Instead, authorized employees may use their name, title, and a city email address. If an authorized employee wishes, he/she may request a “common” email address from the IT department (i.e. “[email protected]”) or other similar email address that is received by the authorized employee managing a social media page. In order to manage any of the City’s social media networks, it is required that an employee be assigned as an administrator or editor of the page. f. The City logo (with or without the department name) shall be used as the account profile picture. If a department wishes to use an image as the cover photo, the department must obtain approval from the Department Head before changing the
existing photo.
g. Authorized employees shall enable, set, or configure all accessibility features available on authorized social media networks to help ensure that the content of such social media platforms are accessible to as many people as possible with the understanding that City and authorized employees have no control over particular social media provider algorithms nor can City nor any authorized employee guarantee how or when content is accessed by others.
h. If an approved social network requires account administrative approval to join, everyone who requests access must work with the City Administrator on approval in order to be added. The City Administrator may also delegate this approval authority to a Department Head or other designee.
i. In order to maintain the security of the City’s network, authorized employees who manage social media pages shall use different passwords for authorized social media networks.

These passwords will be kept with the City Administrator and IT Manager.
j. Authorized employees shall follow the City’s IT department password guidelines when selecting passwords for social media networks.
k. An authorized employee may not share an authorized social media network account password with anyone who is not an authorized employee as to that particular authorized social media network. The only exception is when the different social media pages are being promoted by a professional marketing company to boost and promote event information. Access has to have the oversite and approval from the City Administrator or designee in charge of the promotion.

14. Authorized employees may only work on authorized social media networks during City business hours and on City-owned computers, unless (a) otherwise directed and authorized by the City Administrator or his/her designee or (b) after-hours and/or off-site work is necessary to avoid and/or remedy a violation of this policy and that, in the authorized employee’s best judgment, waiting for approval by the City Administrator or his/her designee would cause harm to the City’s interest and/or the public’s interests. In the event that an authorized employee performs after-hours and/or off-site work on an authorized social media networks, the authorized employee must report such work in writing to his/her department head and the City Administrator or his/her designee at the earliest possible time following such work.

15. Except as expressly provided in this policy, employees accessing any authorized social media networks shall comply with all applicable policies of the City, including, but not limited to those policies that pertain to use of the internet by employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity, including email content.

Personal Use of Social Media

16. The following rules and guidelines apply to all employees, officers, volunteers, and any consultants, providers, and contractors acting in an official capacity of the City of Guadalupe:
a. While employees may voluntarily choose to engage with the City on its social media pages, the City does not encourage or require any employee to follow or “like” City social media networks.
b. The City does not condone the personal use by City employees of social media sites during the working hours by any means, including by using City-owned equipment. Employees are
permitted to use social media sites for personal use during their breaks and at lunch. City employees have no right or
expectation of privacy when using City issued devices or systems. The City reserves the right to monitor, search, or disclose employee use of City resources.
c. When an employee, officer, volunteer, consultant, provider, or contractor uses social media in a personal capacity, they are doing so for themselves and they are not speaking nor
communicating on behalf of the City. Employees and
contractors should make certain that it does not appear that they are speaking or posting for the City unless authorized to do so.
d. Employees, officers, volunteers, consultants, providers, and contractors are reminded and cautioned that nothing posted on the internet is private. Content can easily be shared,
forwarded, and distributed to broader audiences without your knowledge or permission.
e. Information posted on any social media site may be used as evidence in disciplinary, administrative or legal proceedings.

The City will not require you to provide a password or other security information for your personal sites that are password protected or otherwise non-public.
f. The personal use of social media by a City employee, officer, volunteer, consultant, provider, or contractor in a manner that violates any City policy or procedure will not be tolerated, and may be grounds for disciplinary action, up to and including termination. Employees, officers, volunteers, consultants, providers, and contractors are expected to comply with the same ethical and performance standards on-line as in the workplace. Using social media in a way that adversely impacts a job, co-workers, the City, or the public is prohibited. An employee’s use of social media in a manner that violates the City’s policies and procedures, including, but not limited to, the City’s workplace harassment, discrimination, and
retaliation policies, will not be tolerated, and may be grounds for disciplinary action, up to and including termination. g. Employees, officers, and volunteers may not use their official City email addresses to create or maintain any personal social media page(s).
h. Employees, officers, volunteers, consultants, providers, and contractors may not post any content on the internet or social media that constitutes or contains City confidential,
proprietary, privileged, private, personnel, or other non-public information.
i. Employees, officers, volunteers, consultants, providers, and contractors are prohibited from using the City logo or informal logo, representing the City, or representing that they speak on behalf of the City. Employees, officers, volunteers,
consultants, providers, and contractors must also make clear in any on-line activity that the views and opinions they express about work-related matters are their own, have not been reviewed by the City, and do not necessarily represent the views and opinions of the City.
j. This policy is not intended to prohibit conduct permitted by Section 3502 of the Meyers-Milias-Brown Act or any other state or federal law.

Comments and Posts by the Public

17. Authorized employees should be aware that it is not always possible or recommended on social media networks to disable the feature that allows or permits responsive posts by members of the public. By permitting use of this feature, the City does not intend to create a general public forum, and all comments and posts must comply with this Social Media Policy. In addition, most social media platforms have their own terms of use and standards of conduct. All content posted on a City social media page must comply with this Social Media Policy and any host site user guidelines. In such an event, the following regulations apply:
a. The authorized employee for each authorized social media network that allows public posts make sure the “terms of use” or “disclaimer” is posted and readily accessible to anyone wishing to post a comment, and are being updated and
followed by the authorized employee managing the responses.

Any changes to the “terms of use” policy must be approved in advance by the City Administrator or City Attorney (or their respective designees).
b. To the extent that members of the public are permitted to post content on an authorized social media network, authorized employees should only respond to a post by a member of the public if they are answering a question or providing direction.

All posts responding to a particular post must be positioned as a response to benefit the entire social media audience or addressing a concern that is being shared. It is not necessary to respond to each post. The same applies to private messages by Facebook Messenger or Instagram where a question is being asked. Only answer to those questions that are relevant and make sure the answers are thorough as if you were talking to a public audience. Spam related messages should be ignored.

Timeliness in your response is important and responding within 24 hours is always a good practice or on a Monday following a weekend post.
c. Authorized social media networks provide the ability to hide or delete posts from the public. If the authorized employees wish to hide or delete a post, they need to coordinate with the City Administrator before removing any items. If the post is to be deleted, there is a documentation process for public records that needs to be followed before any post can be deleted.

Standard practice for social media is that once a post is published, it cannot be deleted. It can be edited as long as it doesn’t change the original intent of the post.
d. No post, comment, or other content shall be removed solely because it is critical of the City, its’ officials, employees or programs, or because City staff disagrees with the viewpoint of the comment, content or submittal.
e. The authorized employee must review their assigned social media page(s) and all associated content not less than once each workday. If the authorized employee will be absent for more than one workday for any reason, the department head or his/her designee is responsible for performing the review.

18. Every social media page that allows comments or posts from the public must include the following disclaimer/terms of use located in a readily accessible part of each social media page, such as the privacy policy, the “about us” section, or as a pinned post:

THIS SITE IS NOT MONITORED IN REAL TIME. IF YOU HAVE AN

EMERGENCY OR KNOW OF A CRIME IN PROGRESS, PLEASE
CALL 911 IMMEDIATELY.

OUR SOCIAL MEDIA SITE IS A MODERATED ONLINE

DISCUSSION SITE AND IS DESIGNATED AS A LIMITED PUBLIC
FORUM.

This is an official social media page of the City of Guadalupe. For more information about the City of Guadalupe, please visit
www.ci.guadalupe.ca.us. The City does not intend to create a general public forum, and all comments and posts must comply with these terms of use. This social media page is intended to serve as a mechanism for communication between the City and the public to help further our mission. Any comment submitted to this page and its list of fans, followers, or subscribers may be considered a public record, which is subject to disclosure pursuant to the California Public Records Act.

Public information requests must be directed to the City Clerk’s office.

If any public comments are allowed on this page, all comments posted will be monitored daily and inappropriate content will be removed as soon as possible. The City reserves the right to report a user directly to the host site if a post, comment, or other content by the user violates the host site’s terms of use. Under the City of Guadalupe Social Media Use Policy, the City reserves the right to remove inappropriate content, including, but not limited to, the following:

1. Profane, obscene, violent, or pornographic content and/or language;

2. Content that promotes, fosters, or perpetuates discrimination or harassment on the basis of race, color, national origin, religious creed, ancestry, physical or mental disability, medical condition, pregnancy, childbirth or related medical condition, age, sexual orientation, sex, gender identity, gender expression, genetic information, military or veteran status, marital status, or any other basis protected by applicable state or federal law;

3. Threats to any person or organization or encouragement of illegal activity;

4. Information that tends to compromise the safety or security of City employees, the public, public systems, or the City’s technology resources;

5. Content that violates any legal ownership interest, such as a copyright or trademark;

6. Content containing personal information, such as home addresses, phone numbers, social security numbers, dates of birth or driver’s license numbers;

7. Solicitation of commerce, including any advertising or business services or products for sale;

8. Content that violates any federal, state or local laws;

9. Comments in support of or opposition to any political campaigns or ballot measures.

The City disclaims any and all responsibility and liability for any materials that the City deems inappropriate for posting, which cannot be removed in an expeditious and otherwise timely manner. The City reserves the right to remove any fans, followers, or subscribers that continuously violate this policy.

A comment posted by a member of the public on any City of Guadalupe social media site is the opinion of the commentator or poster only, and the publication of a comment does not imply endorsement of, or agreement by, the City of Guadalupe, nor do such comments necessarily reflect the opinions or policies of the City of Guadalupe.

The City reserves the right to restrict or remove any content that is deemed in violation of this policy or any applicable law.

Notwithstanding the foregoing, the City of Guadalupe is not obligated to take such actions, and disclaims any and all responsibility and liability for any materials posted by a member of the public.

By posting a comment, users agree to indemnify the City of Guadalupe, its officers and employees from and against all liabilities, judgments, damages, and costs (including attorney’s fees) incurred by any of them which arise out of or are related to content posted by users. If a user does not agree to these terms, the individual should not use the City of Guadalupe’s social media sites as a violation of these terms may lead to legal liability.

Please enjoy this page and if you have any questions regarding the terms of use please email us at [email protected]

19. The above disclaimer may not be altered without the prior approval of the City Administrator. If it is not possible to provide the preceding disclaimer on a social media network, this fact must be brought to the City Administrator’s attention prior to establishing a social media website. In that situation, special approval from the City Administrator will be necessary in order to proceed with that particular social media website. The City Administrator will work with authorized staff to set up the page and disclaimers correctly.

20. The inclusion of links in any post must comply with the City’s official website external link policy, unless authorized by the department head or City Administrator.

California Public Records Act

21. All content posted on a social media website may be subject to the California Public Records Act, California’s civil discovery statutes, and other applicable laws requiring the disclosure of public records. All content must be managed, stored, and retrieved to comply with these laws, including any photographs or images. In addition, all content subject to the City’s records retention policy must be maintained consistent with that policy. Any content on authorized social media networks shall be maintained in a format that preserves the integrity of the original record and must be easily accessible using the approved City platform and tools. Any content submitted for posting that is deemed unsuitable because it is not topically related or is inappropriate under this policy must also be retained pursuant to the applicable record retention schedule. In addition, City staff must adhere to the following rules:
a. The City Administrator’s office will maintain a list of all authorized social media pages and all account information for such pages, including login passwords, to allow for the immediate alteration or removal of content that is inappropriate or inconsistent with City policy.
b. Authorized employees shall maintain a record of social media account information, including user name, password, registered email address, date established, and authorizing representative and the site’s terms of use.
c. Authorized employees shall maintain a content calendar that provides general information on what was posted and the corresponding dates.
d. All documents shall be easily accessible, including
photographs or images if the website is subject to a California Public Records Act request or similar request for disclosure. e. City staff shall direct any public records requests to the City Clerk’s Office.

FAILURE TO ADHERE TO POLICY
An employee’s, officer’s, volunteer’s, consultant’s, provider’s, or contractor’s failure to adhere to the provisions of this policy may result in disciplinary or adverse action being taken against the employee, officer, volunteer, consultant, provider, or contractor up to and including termination.

City of Guadalupe
Employee Acknowledgement of Social Media Use Policy
This statement acknowledges that I have received and read a copy of the City of Guadalupe Social Media Use Policy. I acknowledge, and fully understand, the terms of this policy and agree to abide by them. I understand that any violation of this policy could lead to disciplinary action up to and including termination and/or criminal or civil prosecution.

Signed: ___________________________________________________ Printed Name: ______________________________________________ Title: _____________________________________________________ Department: ________________________________________________ Date: ______________________________________________________ Department Head’s Authorization:

City of Guadalupe
Consultant/ Contractor Acknowledgement of Social Media Use Policy This statement acknowledges that I have received and read a copy of the City of Guadalupe Social Media Use Policy. I acknowledge, and fully understand, the terms of this policy and agree to abide by them. I understand that any violation of this policy could lead to disciplinary action up to and including termination and/or criminal or civil prosecution.

Signed: ___________________________________________________ Printed Name: ______________________________________________ Title: _____________________________________________________ Company: ________________________________________________ Date: ______________________________________________________ City Administrator (or CM Designee’s Authorization):

City of Guadalupe
Volunteer Acknowledgement of Social Media Use Policy
This statement acknowledges that I have received and read a copy of the City of Guadalupe Social Media Use Policy. I acknowledge, and fully understand, the terms of this policy and agree to abide by them. I understand that any violation of this policy could lead to disciplinary action up to and including termination and/or criminal or civil prosecution.

Signed: ___________________________________________________ Printed Name: ______________________________________________ Title: _____________________________________________________ Company: ________________________________________________ Date: ______________________________________________________ City Administrator (or CM Designee’s Authorization):

City of Guadalupe
Council Members/ Commissioner’s/ Board Members
Acknowledgement of Social Media Use Policy
This statement acknowledges that I have received and read a copy of the City of Guadalupe Social Media Use Policy. I acknowledge, and fully understand, the terms of this policy and agree to abide by them. I understand that any violation of this policy could lead to disciplinary action up to and including termination and/or criminal or civil prosecution.

Signed: ___________________________________________________ Printed Name: ______________________________________________ Title: _____________________________________________________ Company: ________________________________________________ Date: ______________________________________________________ City Administrator (or CM Designee’s Authorization):
1 Agenda Item No. 11

REPORT TO THE CITY COUNCIL OF THE CITY OF GUADALUPE
Agenda of April 11, 2023
________________________________
Prepared by:

Todd Bodem, City Administrator
SUBJECT: Approving the Associate Planner job description, pay scale, and authorizing the recruitment process for this position.

RECOMMENDATION:

That the City Council adopt Resolution No. 2023-28 establishing the classification and job description/ pay scale for the Associate Planner position within the Building and Planning Department and authorizing the recruitment process.

BACKGROUND:

The city currently utilizes a consulting Planning Director (Larry Appel, Integrity Planning) and consulting City Planner (Bill Scott) for the Building and Planning Department. Mr. Appel handles the more complex planning duties while Mr. Scott primarily processes Accessory Dwelling Unit (ADU’s)/other applications. Both consultants have repeatedly announced their intention to terminate their agreements with the City and cease serving in their respective capacities, effective December 2023. Although the consultant Planning Director will be available for training and consultation on more complex issues beyond 2023, city staff is recommending the development of a new classification and position, Associate Planner, in order for the city to meet its planning services needs beginning in January 2024. This will be a full-time, exempt position and the incumbent will be expected to work at an advanced level and handle most ofthe city’s planning needs. The associate-level offers professional growth opportunities, competitive salary, and succession planning for the department. City staff would like to hire this position as soon as possible so that s/he has time to ‘shadow’ the consulting Planning Director and to learn about the city and its planning needs. Although this may result in a short term increase in costs to the City, as the successful candidate is able to assume more and more of the required duties of the position, the City will be able to reduce the amount needed to spend on its consulting planning professionals.

DISCUSSION:

The City Administrator manages the overall operation of the Building and Planning Department, including planning, building, housing, and commercial cannabis regulatory oversight. Day-to-day professional planning activities fall on the consulting planners and permit technician. 2 Again, the current planning consultants are retiring at the end of 2023 and city staff is recommending recruitment for a full-time Associate Planner position. Prior to recruitment, staff developed a draft job description (see Exhibit A to the Resolution) within the Planning and Building Department. This job description will better reflect the current job duties of the Planning and Building Department.

City staff’s recommendation is to have Mr. Appel working at the time the new Associate Planner is hired and to be responsible for training before converting to more of a backup planning role.

PROS/CONS OF HIRING FULL-TIME ASSOCIATE PLANNER
Mr. Larry Appel is coming up on five years as a contract Planning Director for the city, so he has a pretty good feel for what it takes to provide excellent customer service while processing a wide variety of planning projects. Mr. Appel concurs with staff’s recommendation that the city hire an Associate Planner.

The city has approved the amended fiscal year 2022-2023 mid-year budget and this item needs to be discussed and included in the fiscal year 2023-2024 budget. With this timeline, there will be ample time to recruit, hire and train a new full time Associate Planner prior to Mr. Appel stepping back from active planning. He still can continue in his contract service role and work to implement the new General Plan policies as well as continue updating the Zoning Ordinance. Mr. Bill Scott will be retiring by the year’s end, as well, and his role will decrease as the successful candidate masters more and more of the required job duties.

Here is a rough bullet point list of Pros and Cons for creating, funding, and hiring an Associate Planner:

PROS:
• Implementation of the new planning software and uploading existing files on the share drive would be much easier and more efficient and cost effective with an in-house planner for this task.
• Provide daily face-to-face contact with residents and applicants at the public counter. It would allow the city to establish regular office hours like all other planning departments. • Faster turnaround for phone and/or counter questions. • Easier coordination with other departments (just down the hall). • Full-time planning efforts would be more efficient than the consultant’s current semi-retired Monday-Wednesday schedule.
• There would be many more hours per week with the full-time associate planner which would result in faster turnarounds for processing projects. Currently, the average annual number of combined hours for both Larry and Bill are 1016 hours. An in-house planner would work more than 2080 hours annually.
3 • Easier to do team building when the employee is part of the city family. • The position, even with benefits, would be net neutral based on what is being paid to the two contract employees. Actually, the City will likely be able to get more “bang for its buck” with a full-time planner who will be physically present and working more hours per year than the two planning consultants, with the result that more work is done for approximately the same amount of money.
• The position will help achieve implementation goals approved in the 2024 General Plan Update for planning and economic development goals.
• This position will also be an action step to help meet the City Council 22-23 goal of creating and implementing economic development strategies for the city that will promote the development and maintenance of a strong business sector including business retention, attraction, tourism marketing, and revenue generation.
• It will be easier for the City to hire a full-time planning employee than to find planning consultants, especially at a reasonable rate. There are not many independent planning consultants in the vicinity making it more likely that a firm of some sort (e.g., engineering/building/planning professionals) would need to be hired to perform the planning functions, which is likely to be more costly than the current cost to the City for Mr. Appel and Mr. Scott’s services.

CONS:
• The city is fortunate to have two CalPERS annuitants that both have extensive local and regional planning knowledge totaling over 75 years. Both are looking to re-retire at the end of this year. The replacement contract planner(s) might not as experienced as the current planners.
• The city would be responsible for the benefits of the new position including retirement. • Employees leave for personal and professional reasons, which would require the city to conduct additional recruitments, which would result in additional costs that are avoided if a firm is hired to provide professional planning consultants. • There is also the cost to install and maintain a new computer system and phone, although these are primarily one-time expenses.

FISCAL IMPACT:

Minimal, if any, negative fiscal impact is likely to result from transitioning to a full-time Associate Planner to perform the vast majority of the city’s planning services, except for a short-term increase to train the employee.
4 To develop the proposed salary ranges, last year staff performed a local market median salary survey of the neighboring cities and corresponded with Mr. Appel who concurred with this research. Attachment 2, Market comparison and Associate Planner Cost Analysis conducted in 2022.

Currently Mr. Appel and Mr. Scott charge $125 and $85 per hour, respectively, for a consultant cost of about $103,000/year. There would be no increased impact on the City’s General Fund as the Associated Planner’s annual cost to the city (without training) would be about $104,000 (fully loaded costs) for the first year. It should be noted that a significant portion of the charges for services illustrated in the contract are offset by the planning fees the city collects and this would hold true for an in-house Associate Planner as well. The REAP grant will continue to offset Mr. Appels’ specialized planning work.

The proposed pay scale is 218 and the annual salary range (A-L2) is $75,485 to $101,164 respectively.

For the purposes of the cost comparison, staff used an annual salary of $81,000. The net effect in the analysis determined a cost neutral budget impact from utilizing planning consultants to hiring an inhouse city planner.

City staff feels that the return on investment in hiring an Associate Planner outweighs the utilization of consultants.

ATTACHMENTS:

1. Resolution No. 2023-28 with Exhibit A job description and Exhibit B pay scale

2. Market comparison and Associate Planner Cost Analysis (2022) RESOLUTION NO. 2023-28

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GUADALUPE APPROVING THE

ASSOCIATE PLANNER JOB DESCRIPTION, PAY SCALE, AND AUTHORIZING THE RECRUITMENT

FOR THIS POSITION
WHEREAS, the city currently uses planning consultantsto manage short and long range planning, applications, and activities; and
WHEREAS, the existing planning consultants intend to cease providing the current services they are providing to the City at the end of 2023 and staff would like to recruit and hire an Associate Planner employee rather than continue to use planning consultants; and WHEREAS, staff has determined that there would be a minimally negative fiscal impact to the action of hiring an in-house Associate Planner compared to the costs associated with using consulting planning professionals and that there is actually a cost savings that will result from the fact that an Associate Planner will work more hours in a year that have been billed to the City by its planning consultants, and therefore, it is likely that more planning services will be provided for approximately the same amount of money the City has paid its planning consultants; and WHEREAS, city staff has developed a job description for the Associate Planner (Exhibit A to this resolution) in order for the new position to assume role and the handled duties once handled by the planning consultants; and
WHEREAS, city staff has determined that the Associate Planner pay scale (Exhibit B to this resolution) is appropriate, and that this position shall be a full-time, exempt, unrepresented position.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Guadalupe as follows:

SECTION 1: The City Council approves the job description and pay for the Associate Planner position, and creates this position as a full-time, exempt, unrepresented position.

SECTION 2: The City Council authorizes the recruitment and hiring process for the Associate Planner in the Building and Planning Department.

SECTION 3: The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.

PASSED, APPROVED AND ADOPTED at the regular meeting on the 11th day of April 2023 by the following vote:

ATTACHMENT 1
MOTION:

AYES:

NOES:

ABSENT:

ABSTAINED:

I, Amelia M. Villegas, City Clerk of the City of Guadalupe, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2023-28, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held April 11, 2023, and that same was approved and adopted.

ATTEST:
___________________________________ ______________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
_______________________________
Philip F. Sinco, City Attorney
1 CITY OF GUADALUPE
Associate Planner
Exempt

JOB DESCRIPTION
1/20/2023
DEFINITION:

Under the direction of the Planning Director or City Administrator, performs complex and specialized planning work. Incumbents work at an advanced professional level on complex and specialized assignments and work with minimum supervision. Supervision is not normally a responsibility of this classification but may act as lead worker for temporarily assigned employees, contracted planning reports and studies, or special projects.

The Associate Planner position provides high quality customer service at the public counter, reviews complex development and land use projects and assists in preparation of amending the Zoning Ordinance and the General Plan.

ESSENTIAL FUNCTIONS:
• Performs complex and specialized planning work which may include current and long-range planning, analysis of environmental impacts and mitigation measures, etc. • Prepares and conducts studies, and presents recommendations; provides public counter customer service; conducts independent research for special projects; etc. • Assists in the preparation of General Plan updates, annexation studies, transportation, and other special planning projects; prepares and amends ordinances; reviews site plans, construction drawings, grading plans, etc.
• Prepares Initial Studies, related environmental documents; processes ministerial and discretionary applications; maintains records and files including the planning software tracking system; etc. • Prepares memos and staff reports; reviews construction drawings for substantial conformity with discretionary approvals; maintains planning stats for the department and generates monthly reports for the City Council, generates diagrams, exhibits, maps, or illustrations utilizing ArcGIS (or related software); etc.
• Interprets and applies local, state, and federal planning and laws and codes. • Develops various studies of land use, population characteristics, general economic activities, and support for the code enforcement unit (City Fire).
• Works with the development community and other City departments in a positive and informative manner; performs field investigations and prepares reports and recommendations. • The scope of the assigned area will depend on departmental structure and is at the discretion of the department director and City Administrator.
• Upholds the values of the organization and has strong customer service orientation. • Performs other related projects and duties as assigned.

PERFORMANCE STANDARD:

Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the City’s Values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

EXHIBIT A
2 CITY OF GUADALUPE
Associate Planner
Exempt

JOB DESCRIPTION
KNOWLEDGE/SKILLS:
• Principles and practices of urban planning and development, redevelopment, and economic development. • Strong knowledge of the California Environmental Quality Act (CEQA), the Subdivision Map Act and State planning law.
• Operations, services, and activities of a comprehensive City planning program. • Planning topics including land uses, environmental conditions, site design, transportation, open spaces, housing, and urban economics.
• Current literature, information sources and research techniques in the field of urban planning. • Federal, state, and local codes affecting housing development and rehabilitation. • Housing issues affecting the North Santa Barbara County region. • Financial resources are available to facilitate the development of affordable housing. • Architectural design, construction methods, building materials and engineering practices. • Methods and techniques of development application review and processing. • Principles and practices of record keeping.
• Laws, codes, and regulations applied to the General Plan, zoning, permit processing, and land divisions. • Local government operations and service delivery.
• Principles of business letter writing and basic report preparation. • Modern office methods, practices, procedures, and computer equipment including word processing, spreadsheet and permit tracking software.
• Technical report writing.

Ability to:
• Understand and interpret zoning regulations and codes. • Laws underlying the General Plan, zoning, and land divisions. • Interpret and utilize current literature, information sources and research techniques in the field of urban planning.
• Perform journey level environmental review, policy analysis and project review activities. • Interpret planning, zoning, and housing programs for the public. • Research, analyze and compile technical and statistical information. Evaluate financial data pertaining to project and program development. Respond effectively to difficult and sensitive public inquiries. • Prioritize multiple project timelines and schedules. Work with frequent interruptions. • Provide high quality customer service.
• Speak in public settings and make effective and informative presentations. Prepare clear and concise oral and written reports and utilize PowerPoint when appropriate. Understand and carry out oral and written directions.
• Interpret and apply pertinent federal, state, and local laws, regulations, policies and procedures. • Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with those contacted in the course of work. 3 CITY OF GUADALUPE
Associate Planner
Exempt

JOB DESCRIPTION
EDUCATION/EXPERIENCE:

Completion of substantial college level course work in planning or a related field, usually at the bachelor's degree level AND two (2) years of professional planning experience involving public or private sector planning. Possession of a valid and appropriate California Driver's License
PHYSICAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Requires the ability to exert light physical effort in sedentary to light work. • Some lifting, carrying, pushing and/or pulling of objects and materials of light-exert weight (10-25 pounds).
• Tasks may involve extended periods of time at keyboard or workstation. • Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. • Some tasks require the ability to communicate orally.

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Essential functions are regularly performed without exposure to adverse environmental conditions.

The noise level in the work environment is usually quiet in the office and moderate to loud in field settings.

SALARY RANGE & BENEFITS:

HOURLY SALARY: $36.291 - $48.637, Plus Benefits
BENEFITS: Vacation, Sick Leave, and Holidays. Medical/Dental/Vision/Life Insurance. 2% @ 55 for “Classic” employees; 2% @ 62 for “PEPRA” employees
This job description is not intended to be all-inclusive. The employee may also perform other reasonably related duties as assigned.

The City of Guadalupe provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

EXHIBIT 2

EXHIBIT B
City of Guadalupe
External Equity
Agency
Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Job Classification
Associate Planner 36.291 6,290.440 75,485.280 32.123 5,568.000 66,816.000 31.367 5,437.000 65,244.000 34.362 5,956.000 71,472.000 32.200 5,581.333 66,976.000 Senior Planner N/A N/A N/A 38.187 6,619.000 79,428.000 N/A N/A N/A 41.769 7,240.000 86,880.000 45.378 7,865.520 94,386.240 Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Hourly Monthly Annual Job Classification
Associate Planner N/A N/A N/A 31.618 5,480.417 65,765.000 31.827 5,516.593 66,199.120 31.420 5,446.133 65,353.600 34.970 6,061.400 72,736.800 Senior Planner N/A N/A N/A 37.756 6,544.333 78,532.000 38.780 6,721.867 80,662.400 N/A N/A N/A 38.055 6,596.260 79,155.120 Notes:

Buellton - Assistant Planner; No Associate or Senior Classification Pismo Beach - Assistant Planner; No Associate Classification Arroyo Grande - Planning Manager; No Senior Classification Lompoc - Planning Manager; No Senior Classification
Nipomo Morro Bay Pismo Beach Solvang Santa Maria
Guadalupe Arroyo Grande Buellton Grover Beach Lompoc
ATTACHMENT 2
Integrity Planning - Cost HRs billed Bill Scott - Cost HRs billed total - Cost total - HRs billed 7/14/2021 Planning & zoning 7,475.00 65 - 0 7,475.00 65.00 reimbursable 172.50 1.5 - 0 172.50 1.50
8/11/2021 planning & zoning 4,542.50 39.5 1,344.75 17.93 5,887.25 57.43 reimbursable - 0 1,331.25 17.75 1,331.25 17.75
9/15/2021 planning & zoning 4,973.75 43.25 - 0 4,973.75 43.25 reimbursable 230.00 2 - 0 230.00 2.00
10/13/2021 planning & zoning 5,088.75 44.25 1,515.00 20.2 6,603.75 64.45 reimbursable 172.50 1.5 2,906.25 38.75 3,078.75 40.25
11/10/2021 planning & zoning 5,117.50 44.5 - 0 5,117.50 44.50 royal theatre 603.75 5.25 - 0 603.75 5.25
reimbursable 57.50 0.5 - 0 57.50 0.50
12/15/2021 planning & zoning 2,898.00 25.2 3,789.90 48.53 6,687.90 73.73 royal theatre 1,615.75 14.05 - 0 1,615.75 14.05
reimbursable - 0 2,118.75 26.75 2,118.75 26.75
1/27/2022 planning & zoning 2,817.50 24.5 - 0 2,817.50 24.50 royal theatre 920.00 8 - 0 920.00 8.00
2/9/2022 planning & zoning 3,018.75 26.25 1,180.00 14.75 4,198.75 41.00 reimbursable 1,242.00 10.8 4,860.00 60.75 6,102.00 71.55 3/9/2022 planning & zoning 5,031.25 43.75 891.20 11.14 5,922.45 54.89 reimbursable 1,495.00 13 360.00 4.5 1,855.00 17.50
4/13/2022 planning & zoning 7,618.75 66.25 1,320.00 16.5 8,938.75 82.75 reimbursable 2,127.50 18.5 120.00 1.5 2,247.50 20.00
5/11/2022 planning & zoning 5,573.75 47.5 - 0 5,573.75 47.50 reimbursable 1,724.50 14.8 - 0 1,724.50 14.80
6/15/2022 planning & zoning 7,260.00 60.5 3,260.00 40.75 10,520.00 101.25 reimbursable 420.00 3.5 5,840.00 73 6,260.00 76.50
Associate Planner Cost Analysis
Total in FY2022 72,196.50 623.85 30,837.10 392.80 103,033.60 1,016.65 total planning & zoning 61,415.50 530.45 13,300.85 169.80 74,716.35 700.25 total royal theatre 3,139.50 27.30 - - 3,139.50 27.30
total reimbursable 7,641.50 66.10 17,536.25 223.00 25,177.75 289.10 Total in FY2022 72,196.50 623.85 30,837.10 392.80 103,033.60 1,016.65 Assumptions: Estimate for FY2023
- new rates total planning & zoning 63,654.00 530.45 13,584.00 169.80 77,238.00 700.25 -same number of hrs total royal theatre 3,276.00 27.30 - - 3,276.00 27.30 -allocation of reimb same total reimbursable 7,932.00 66.10 17,840.00 223.00 25,772.00 289.10 Total Est in FY2023 74,862.00 623.85 31,424.00 392.80 106,286.00 1,016.65 Estimate for Assoc Plan.

Assumptions: Annual est. salary $ 81,637.92
-218/B $39.249/hr Payroll taxes 6,245.30
-full time, 2080 hrs Pers 6,098.35
-estimate benefits Medical 9,128.55
103,110.12
Overhead:
computer/license 1,530.00
*training, unknown training 10,000.00
Est Total Cost Assoc Plan 114,640.12
Questions:
what would not be replaced? Royal Theatre?

Agenda Item No. 12

REPORT TO THE CITY COUNCIL OF THE CITY OF GUADALUPE
Agenda of April 11, 2023
_______________________________
Prepared by:

Todd Bodem, City Administrator
SUBJECT: City Council appointments to various boards and committees RECOMMENDATION:

It is recommended that the Mayor appoint City Council Members to various boards and committees representing the City of Guadalupe.

DISCUSSION:

In general, the role of a board or committee representative is to provide high-level oversight of an agency’s activities and performance. The City of Guadalupe has the ability and responsibility of representing city residents in a minimum of nine boards or committees.

The purpose of Guadalupe elected officials serving on the county, state or other publicly funded boards is to ensure that resources allocated by the City of Guadalupe, to these agencies, are managed according to established city, county, state, and federal guidelines. Established committees, boards, and agencies, need a board or committee representation because while conducting business, boards, or committees, can make costly errors. Having active directors or committee members can prevent the board or committee from making those mistakes; therefore, the absence of representation on board of directors or established committees is a mistake.

Role of a Council Member – City of Guadalupe
Guadalupe City Council members are elected or appointed to represent the residents of Guadalupe for ongoing city functions and to represent residents in committees in an advisory capacity to ensure that the best interest of residents remains a high priority.

There are a minimum of eight Boards or Commissions established by different agencies including:

1. The Santa Barbara County Association of Governments

2. Santa Barbara County – Air Pollution Control District

3. Central Coast Water Authority (CCWA)

4. Twitchell Management Authority

5. California Joint Powers Insurance Authority (JPIA)

6. Central Coast Community Energy (3C Energy).

Additionally, the City has three city established committees to include:

1. The Guadalupe Senior Center Advisory Committee

2. City Resilience Leadership Team

3. City Microenterprise Advisory committee
ATTACHMENTS:

1. Council Appointments to Boards and Committees List
CITY OF GUADALUPE BOARD APPOINTMENTS 2023-2024
Effective: April 11, 2023 - December 10, 2024
2023-2024

BOARD/COMMISSION PRIMARY ALTERNATE
Santa Barbara County Association of
Governments (SBCAG)
Santa Barbara County Air Pollution Control
District (APCD)
Central Coast Water Authority (CCWA)
Twitchell Management Authority
California Joint Powers Insurance Authority
Central Coast Community Energy (3C Energy)
Guadalupe Senior Center Advisory Committee
Resilience- Guadalupe Leadership Team
Microenterprise Advisory Committee
ATTACHMENT 1