HAYWARD CITY MANAGER EMPLOYMENT AGREEMENT
THIS AGREEMENT, dated for convenience the day of October, 2025, is by and between _______________, an individual ("Employee") and the CITY OF HAYWARD, a public body of the State of California ("Employer").
RECITALS:
WHEREAS, The Employer recognizes the Employee’s experience, skills, and abilities as presented through a nationwide search and third party recruitment process; and
WHEREAS, The Employer desires to appoint the Employee to the position of City Manager, effective December 8, 2025, through December 8, 2028; and
WHEREAS, The Employer desires to establish conditions of appointment, provide appropriate compensation and benefits, and set working conditions for such assignment to the position of City Manager; and
WHEREAS, The Employee desires to accept this appointment as described above and on such terms as set forth herein.
NOW, THEREFORE, in consideration of the covenants
Section 1 Term
The Term of this Agreement is December 8, 2025, through December 8, 2028. This Agreement shall be renewed subject to annual performance reviews as outlined in Section 12.
Section 2 Duties and Authority
Employer agrees to employ Employee as City Manager to perform the functions and duties specified in Article VII sections 700 et seq. of the Hayward City Charter and such other lawful and appropriate duties and functions as directed by the City Council. Employee shall maintain membership in the International City/County Management Association (ICMA) and remain in good standing for the duration of the employment.
Section 3 Compensation
Employee's Base Salary will be set at $393,000.00. Thereafter and subject to an evaluation of performance, Employer may increase Employee's salary by resolution.
During the Term of this Agreement, Employer agrees to pay Employee on the same schedule as other City of Hayward employees, which is currently bi-weekly.
Attachment II
Section 4 Health, Disability, Life Insurance, and Other Benefits
Upon commencing employment, Employer agrees to provide and to pay the premiums for health, hospitalization, surgical, vision, dental, and comprehensive medical insurance for Employee and any dependents equal to that which is provided to all unrepresented management employees of Employer.
Similarly, Employer agrees to obtain and to make required premium payments for short term and long-term disability insurance coverage for Employee while this Agreement is in effect.
Employer shall also pay for term life insurance for Employee in an amount equal to Employee's gross annual Base Salary (including all salary increases during the life of this Agreement) or Employer's maximum allowable amount of term life insurance coverage under Employer's contract with its insurer, if said amount is less than Employee's gross annual Base Salary.
Employee shall have the right to choose the beneficiary on such policies.
In addition to the benefits set forth herein, all actions taken by the City Council relating to benefits for Unrepresented Management Employees shall be considered actions granting the same level of benefits to Employee, unless mutually agreed otherwise between Employer and Employee.
Employer provides employees with access to a deferred compensation plan. Employer will not provide an employer contribution to the deferred compensation plan.
Section 5 Vacation and Sick Leave
Upon commencing employment, Employee shall begin accruing vacation hours at the rate of one hundred twenty (120) hours per year. Employee shall accrue sick and vacation leave on an annual basis in accordance with the Salary and Benefits Resolution for Unrepresented Management Employees, unless and until this Agreement is amended.
Notwithstanding the prior paragraph, for the first year of Employee’s employment, Employee will not accrue paid vacation but, instead, effective December 8, 2025, the City shall provide her with 120 hours of paid vacation. Beginning the first pay period following December 8, 2026, Employee will accrue paid vacation as provided in the prior paragraph.
Employee shall be entitled to eighty (80) hours of management leave annually as provided in the Salary and Benefits Resolution for Unrepresented Executive Employees. Effective December 8, 2025, Employee will be provided with eight (8) hours of management leave as a pro-rated allotment for the duration of calendar year 2025. Subsequently, management leave is awarded annually with the full entitlement provided in January to be used throughout the year.
Employee may cash out up to one-hundred twenty (120) hours Management Leave and/or Vacation Leave each fiscal year subject to the cash out and notification provisions contained in Section 8.02 of the Salary and Benefits Resolution for Unrepresented Management Employees.
Employee shall not take more than fifteen (15) workdays of said leave at any one time, exclusive of holidays recognized by Employer, to which Employee shall also be entitled. Upon approval of the Council, leave may be extended beyond the fifteen (15) workday limit established above.
In the event of termination, either voluntarily or involuntarily, Employee, or if the case of her death, Employee's heirs, shall be compensated for all accrued sick and vacation time as of the date of termination as provided in the Salary and Benefits Resolution for Unrepresented Management Employees and consistent with City policies.
Section 6 Personal Equipment and Automobile Allowance /Health and Wellness Reimbursement
In recognition of the City’s current financial situation, and in-lieu of salary reduction through furlough, Employee has agreed to forgo a personal equipment and automobile allowance for the first year of employment.
Commencing December 8, 2026 and for the remaining term of Employee’s agreement, Employee shall receive a one-thousand five-hundred dollar ($1,500) per month stipend for the use of personal equipment and automobile, payable bi-weekly at the rate of six-hundred ninety- two dollars and thirty cents ($692.30) per pay period. Personal equipment includes, but is not limited to cell phone, iPad, laptop, printers, etc. Employee may be reimbursed for mileage expenses incurred for non-routine meetings and conferences if vehicle travel exceeds fifty (50) miles one- way. Non-routine meetings are those that do not occur at a regular interval i.e.: weekly, monthly, annually, and/or where participation in the meeting is not a required part of the position.
Employer agrees to provide Employee mileage reimbursement for qualified expenses at the same level as provided for Unrepresented Management employees.
The City will reimburse the employee the equivalent of a maximum of one hundred dollars ($100.00) per month for expenses associated with health and wellness programs. This reimbursement may be used for the purchase of or recurring monthly fees associated with gym or health club memberships, fitness class, personal trainers, weight loss programs, or other health and wellness related expenses. Requests must be made in writing and submitted with proof of enrollment and receipt(s).
Section 7 Professional Development and Business Expenses
Employer acknowledges its mutual interest in the continuing professional development of Employee. Employee agrees to devote all professional time and attention to the City's business during the Term of this Agreement.
Employer agrees to allow and pay for professional dues and subscriptions of Employee for continuation and full participation in national, regional, state, and local associations, including but not limited to ICMA, the League of California Cities, and such other organizations necessary and desirable for Employee's continued professional participation, growth, and advancement and for the good of the Employer.
Employer agrees to pay travel and subsistence expenses of Employee for conferences in a manner consistent with the treatment of other Executive employees and consistent with the City's policies and procedures for travel and training reimbursement. Employer agrees to reimburse Employee for reasonable business expenses to conduct non-conference related City business including meals, travel, and lodging.
Employee will present a proposed budget for professional development and business expenses to the Council Appointed Officers Committee for review and approval at the beginning of each fiscal year.
Section 8 Retirement
Employee shall be required to pay the full CalPERS Employee contribution rate of eight percent (8%). In addition to the eight percent (8%) employee rate, the Employee shall continue contributing five percent (5%) toward the Employer contribution rate.
Section 9 Termination
Termination of this Agreement may occur under any of the following circumstances:
A. If after proper meeting notice, a majority of the governing body votes to terminate Employee at a duly authorized public meeting;
B. If Employer, residents, or Legislature acts to amend any provisions of the Charter, Ordinances, or appropriate enabling legislation pertaining to the role, powers, duties, authority, and responsibilities of Employee's position, and such amendment substantially changes the form of government, Employee shall have the right to declare that such amendment constitutes termination;
C. If Employee resigns following an offer by Employer to accept resignation, whether such offer is formal or informal, then Employee may declare a termination as of the date of Employee's acceptance of such formal or informal offer;
D. If either party fails to cure a breach of contract as declared by either Employer or Employee within a 30-day period after the declaration of such breach of contract, provided written notice of such breach of contract is provided in accordance with provisions of Section 21;
E. If Employee is convicted of a felony or misdemeanor involving moral turpitude, or if it is established that Employee's performance constitutes malfeasance or gross dereliction of duty, in which case Section 17 of this Agreement shall also apply;
F. If Employee fails or refuses to follow a direct, lawful, and material order by Employer, representing the direction of a majority of the Council; and
G. If Employee violates one or more tenets or ethical principles of ICMA.
H. Employee shall not be removed during the 90-day period preceding or following any City election for membership on the City Council, or during the 90-day period following any change in membership of the City Council, except upon an affirmative vote of at least six of the seven members of the City Council. Employee will be eligible for Severance Pay as outlined in Section 11 if this Agreement is terminated for this reason.
Section 10 Severance
A. Except as expressly provided herein, Severance shall be paid to Employee when employment is terminated as set forth in Section 9 during the first fifteen (15) months of appointment. If Employee is terminated, Employer shall provide a minimum Severance payment equal to ninety (90) days salary and benefits at the then- current rate of pay. This Severance shall be paid in a lump sum unless otherwise agreed to by Employer and Employee. Severance does not include life insurance. Employee shall also be compensated for all accrued sick leave, vacation time, all paid holidays and administrative leave as provided in the Salary and Benefit Resolution for the Unrepresented Management Employees.
B. If Employee is terminated under any of the circumstances set forth in items E, F, or G of the preceding Section 9 at any time after appointment, Employer is not obligated to pay Severance.
C. Except as set forth in item H of the preceding Section 9, Employer is not obligated to pay Severance beyond the first fifteen (15) months of appointment.
Section 11 Resignation
In the event that Employee voluntarily resigns her position with Employer, Employee shall provide a minimum of ninety (90) days' notice, unless the parties agree otherwise, and shall receive no Severance.
Section 12 Performance Review
Following appointment, Employer will review performance in June 2026 and conduct a formal evaluation in March 2027.
Employer will subsequently review the performance of the Employee under this Agreement in the spring of each year. Performance reviews will include at least the identification of mutually agreed upon goals to be achieved by Employee in the ensuing year, as well as a review of compensation for the coming year.
Section 13 Hours of Work
Employee shall be an exempt employee under FLSA. Employee does not have set hours of work but is expected to engage in those hours of work necessary to fulfill the obligations of the City Manager's position. Employer recognizes that the Employee must devote a great deal of time to business of the City outside of the City's customary office hours and Employee's schedule of work each day and week may vary in response to the requirements of the work to be performed.
Employee is required to maintain a regular on-site presence during normal business hours that is sufficient to properly administer and oversee the activities of the City and its employees, to provide accessibility to City Council members, Department Heads, residents, and other persons or firms who have business with the City and to generally ensure that the City functions appropriately on a day-to-day basis. Employee is expected to be available at all times, except for time taken on personal matters, such as vacations; Employer expects Employee to make prudent and reasonable arrangements for such personal time off, such as reasonable notice and arrangements, for example, for acting City Managers.
Section 14 Outside Activities
The employment provided for by this Agreement shall be Employee's sole employment, unless otherwise agreed to by Employer prior to Employee engaging in any such other employment.
Section 15 Residency
Employer and Employee both agree that it is desirable for Employee to live in Hayward:
residency is encouraged but not required.
Section 16 Indemnification
Beyond that required under Federal, State or Local Law, Employer shall defend, save harmless and indemnify Employee against any tort, professional liability claim, or demand or other legal action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of Employee's duties as City Manager or resulting from the exercise of judgment or discretion in connection with the performance of program duties or responsibilities unless the act or omission involved willful or wanton conduct. Employer shall indemnify Employee against any and all losses, damages, judgments, interest, settlements, fines, court costs, and other costs and expenses of legal proceedings including attorneys' fees, and any liabilities incurred by, imposed upon, or suffered by such Employee in connection with or resulting from any claim, action, suit, or proceeding, actual, or threatened, arising out of or in connection with the performance of her duties. Any settlement of any claim must be made with prior approval of Employer in order for indemnification, as provided in this Section, to be available.
Section 17 Abuse of Office or Position
If Employee is convicted of a crime involving an abuse of her office or position, all of the following shall apply: (1) if Employee is provided with administrative leave pay pending an investigation, Employee shall be required to fully reimburse City such amounts paid; (2) if City pays for the criminal legal defense of Employee (which would be in its sole discretion, as it is generally not obligated to pay for a criminal defense), Employee shall be required to fully reimburse City such amounts paid; and (3) if this Agreement is terminated, any Severance Pay and Severance Benefits related to the termination that Employee may receive from City shall be fully reimbursed to City or shall be void if not yet paid to Employee. For purposes of this Section, abuse of office or position means either: (1) an abuse of public authority, including waste, fraud, and violation of the law under color of authority; or (2) a crime against public justice.
Section 18 Bonding
Employer shall bear the full cost of any fidelity or other bonds required of Employee under any law or ordinance.
Section 19 Other Terms and Conditions of Employment
Employer may set such other terms and conditions of employment, as it may determine from time to time, relating to the performance of Employee, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement, the Hayward City Charter, or any other law.
Section 20 Notices
Notice pursuant to this Agreement shall be given by depositing in the custody of the United States Postal Service postage prepaid addressed as follows:
(1) EMPLOYER: Mayor of the City of Hayward
City Hall
777 B Street
Hayward, CA 94541
(2) EMPLOYEE: Jennifer E. Ott
ADDRESS ON FILE
Alternatively, notice required pursuant to this Agreement may be personally served in the same manner as is applicable to civil service of process. Notice shall be deemed given as of the date of personal service or as the date of deposit of such written notice in the course of transmission in the United States Postal Service.
Section 21 General Provisions; Integration; Severability
This Agreement sets forth and establishes the entire understanding between Employer and Employee relating to the employment of the Employee by the Employer. Any prior discussions or representations by or between the parties are merged into and rendered null and void by this Agreement. The parties by mutual written agreement may amend any provision of this Agreement during the life of the Agreement. Such amendments shall be incorporated into and made a part of this Agreement.
The invalidity or partial invalidity of any portion of this Agreement will not affect the validity of any other provision. In the event that any provision of this Agreement is held to be invalid the remaining provisions shall be deemed to be in full force and effect as if they have been executed by both parties subsequent to the expungement or judicial modification of the invalid provision.
IN WITNESS THEREOF, Employee has executed this Agreement, and Employer, by and through its Mayor, duly authorized to act, has executed this Agreement.
________________________________________________________________________ Mark Salinas DATE
Mayor, City of Hayward
________________________________________________________________________ Jennifer Ott, City Manager DATE
ATTEST:
________________________
Miriam Lens, City Clerk
APPROVED AS TO FORM:
___________________________
Michael Lawson, City Attorney