Los Altos Hills City Council
September 19, 2024

Town of Los Altos Hills
Personnel Rules & Regulations
35 All vacation leave must be pre‐approved by the department head, manager, or supervisor.

Approval of leave does not indicate that the employee has available leave hours. The employee is responsible for ensuring that the leave hours are available prior to requesting approval from the department head. Use of vacation leave in less than four‐hour increments shall be discouraged.

Use of vacation leave earned in a given year may be deferred to the following year.

However, at no time may an employee have a total balance of vacation hours in excess of 320280 hours or two times their annual accrual amount, whichever is greater. When the employee reaches the maximum accrual, they shall cease earning vacation until the vacation leave balance falls below 320280 hours or two times their annual accrual amount, whichever amount is applicable. If they use up sufficient benefits to fall below the benefit cap, they will resume accruing benefits for future service beginning with the following month.

Where a paid holiday falls during the period of an employee's vacation leave, that day shall not be charged against the employee's vacation accrual.

6.5.1 Vacation Cashout
Once each calendar year an employee may cash out up to their full annual accrual of forty (40) hours of vacation time accrual, provided that the employee has taken 40 hours of vacationleave (Vacation or Administrative) in the previous 12 months and retains 80 hours of accrued leave.

1. To be eligible for cash out vacation, employees must pre‐elect the number of vacation hours they will cash out during the following calendar year up to their full accruala maximum of 40 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out.

2.1. The election to cash out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre‐designated on the election form provided by the Town.

3.2. Employees who do not pre‐designate or decline a cash out amount by the annual deadline established by the Town will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year.

4.3. Employees who pre‐designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll.

Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee pre‐ designated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid.

5.4. For employees who have not requested payment of the elected cash out amount by NovemberNovember 1 of each year,. Payroll will automatically

Town of Los Altos Hills
Personnel Rules & Regulations
36 cash out the pre‐designated amount in a paycheck issued on or after the payroll date including NovemberNovember 1.

6.6 COMPENSATORY TIME OFF
Compensatory time off can be earned by non‐exempt employees pursuant to Section 7.5, at a rate of one and a half (1.5) hours of paid time off, to be taken at a later date, for each hour of overtime worked. Compensatory time off may be accrued to a limit of Forty (40) hours and may be used in lieu of other types of leave, following the provisions and requirements of vacation leave. On the last full pay period each December all unused compensatory time shall be cashed out at the employee’s rate of pay.

6.7 STANDBY ASSIGNMENT AND COMPENSATION
The City Manager may schedule standby assignments for employees on an as‐needed basis. Standby assignments shall be made to provide services outside the regular work schedule. Standby shall be assigned for the months of November October through MarchApril, with additional standby periods to be determined on an as‐needed basis at the discretion of the City Manager.

Using a list of non‐exempt maintenance employees, standby assignments shall be offered by rotation based on seniority. Each rotation will last for seven (7) days. Assignments of standby duty is recommended for one full week (Sunday to Saturday) at the discretion of the City Manager and the department director. Seniority for the purpose of this section is defined as total continuous service to the Town. The Town will first ask for standby assignment volunteers. In the absence of volunteers, the Town shall assign standby to employees. To the best of its ability, the Town shall schedule standby assignments as far in advance as possible.

In an effort to encourage standby assignment volunteers, the Town shall provide additional compensation for standby assignments at a rate of fifty dollars ($50) per day of standby assignment. Standby assignment compensation is provided in addition to the employees overtime pay. Town shall provide a cell phone to employees or those employees electing to receive a stipend may use their own cell phone while on standby assignment.

6.8 JURY DUTY/COURT APPEARANCES
Every employee who is called or required to serve as a juror shall be entitled to be absent during the period of such service. Under such circumstances, the employee shall surrender any payment received for jury service except for mileage compensation. The Town will pay the employee their regular salary for this duty.

An employee who is subpoenaed to appear in court in an official capacity shall be allowed to do so without loss of compensation. An employee subpoenaed to appear in court in a matter unrelated to their official capacity as an employee shall be permitted to use accrued vacation or compensatory leave for this purpose, except where the underlying matter is brought by the employee against the Town.

Town of Los Altos Hills
Personnel Rules & Regulations
37 6.9 BEREAVEMENT LEAVE
Employees shall be allowed paid time off in the event of a death in the immediate family.

Up to five (5) days of such leave shall be allowed for the death of each member of the immediate family. The employee may request, and the City Manager may approve in their absolute discretion, bereavement leave in the event of the death of other individuals unpaid bereavement leave for greaterthan five (5) daysis unpaid leave. Bereavement leave must be completed within three (3) months of death of the family member; however, leave days don’t need to be consecutive. The Town may require documentation (includes death certificate, published obituary or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution or governmental agency) of death of family member within 30 days of the first day of bereavement leave.

6.10 MILITARY LEAVE
Military leave shall be granted by the City Manager in accordance with applicable provisions of State and Federal law. An employee requesting military leave shall provide the City Manager with notice as soon as possible and shall provide the City Manager with a copy of any military orders or other information necessary to make a determination regarding the employee’s request for leave. An employee requesting military leave shall give the City Manager an opportunity, within the limits of State and Federal law, to determine when such military leave shall be taken, and the City Manager may modify the employee's work schedule to accommodate approved military leave.

6.11 INDUSTRIAL ACCIDENT LEAVE
Industrial accident leave means the absence from duty of an employee because of work‐ incurred illness or bodily injury when such absence has been accepted for coverage under the provisions of the Workers’ Compensation laws of the State of California. Employees on workers’ compensation leave may use accrued sick leave time to supplement any monetary difference between their normal rate of pay and workers’ compensation temporary disability benefits. Upon exhaustion of accrued sick leave time, employees may elect to supplement with accrued vacation time. However, such supplementation shall not entitle employees to continue employment if otherwise qualified for separation from Town service due to disability retirement or for any other lawful reason.

6.12 ADMINISTRATIVE LEAVE
The City Manager may grant leave to exempt personnel who are not eligible for overtime pay up to a maximum accrual of ninety‐six (96) hours per calendar year. Administrative leave is fully accrued for the year upon the first pay period in January of every calendar year, or on a pro‐rated basis for any employee that starts their employment after this pay period.. All administrative leave shall be utilized for time off before any vacation leave is used. Such administrative leave shall not be deducted from vacation credits. Use of

Town of Los Altos Hills
Personnel Rules & Regulations
38 administrative leave accrued in a given year may be deferred to the following year.

However, at no time may an employee have a total balance of administrative leave hours in excess of ninety‐six (96) hours. Employees shall only be entitled to cash‐out accrued unused administrative leave upon separation from employment. Use of administrative leave is allowed at the discretion of the City Manager.

Town of Los Altos Hills
Personnel Rules & Regulations
39 6.13 CALIFORNIA FAMILY RIGHTS ACT (CFRA ‐ SB 1383)

6.13.1. Statement of Policy
The Town of Los Altos Hills will grant CFRA leave to eligible employees for up to twelve (12) work weeks per twelve (12)–month period for any one or more of the following reasons:

A. The employee’s own serious health condition that makes the employee unable to perform the functions of their position, except for leave taken for disability on account of pregnancy, childbirth, or related medical conditions (instead, this is covered under Pregnancy Disability Leave, which does not run concurrently with leave under the CFRA).

B. To care for an immediate family member (employee’s spouse, parent, registered domestic partner, child or registered domestic partner’s child of any age, sibling, grandparent or grandchild), or designated person with a serious health condition.

C. To care for the employee’s newborn child, within one (1) year of the birth (also known as child/baby bonding), or for the placement of a child for adoption or foster care, within one (1) year of placement.

D. A qualifying military exigency related to the covered active duty or call to covered active duty of an employee’s spouse, domestic partner, child (of any age) or parent in the United States armed forces, as specified in Section 3302.2 of the Unemployment Insurance Code.

6.13.2. Definitions
A. "Child"  ‐  means a person either under 18 years of age, or an adult dependent child. An employee's "child" is a biological, adopted, foster, step–child or legal ward or to whom the employee stands in loco parentis.

Either day‐to‐ day care or financialsupport may establish an in loco parentis relationship where the employee intends to assume responsibilities of a parent with regard to a child.

B. "Twelve (12)‐Month Period"  ‐ means a rolling twelve (12)‐month period measured backward from the date leave is taken and continuous with each additional leave day taken.

C. "Serious Health Condition"  ‐  means an illness, injury, impairment, or a physical or mental condition that involves:

1. Inpatient care; or

Town of Los Altos Hills
Personnel Rules & Regulations
40 2. Any period of incapacity requiring absence from work for more than three calendar days AND that involves continuing treatment by a health care provider; or

3. Continuing treatment by a health care provider for a chronic or long‐ term health condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days and two visits to a health care provider, or one visit to a health care provider and a continuing regimen of care; an incapacity caused by a chronic condition or permanent or long‐term conditions; or absences due to multiple treatments. Other situations may also meet the definition of “continuing treatment.”; or

4. Prenatal care by a health care provider.
"Spouse or registered domestic partner"  ‐  If both spouses or registered domestic partners (as defined or recognized under state law) work for the Town, their total leave in any twelve (12)‐ month period may be limited to twelve (12) weeks each if the leave istaken for either the birth or placement for adoption or foster care of a child or to care for a sick parent.

D. "Continuing Treatment" ‐ means:

1. Two or more visits to a health care provider; or

2. Two or more treatments by a health care practitioner on referral from, or under the direction of, a health care provider; or

3. A single visit to a health care provider that results in a regimen of continuing treatment; or

4. In the case of a serious, long‐term or chronic condition or disability that cannot be cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider.

Town of Los Altos Hills
Personnel Rules & Regulations
41 6.13.3. Coverage and Eligibility
To be eligible for CFRA an employee must:

A. Have worked for the Town of Los Altos Hills for at least twelve (12) months prior to the commencement of leave; and
B. Have actually worked at least 1,250 hours for the Town during the twelve (12) month period immediately preceding the commencement of the leave.

6.13.4. Intermittent or Reduced Leave
A. An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule to care for an immediate family member with a serious health condition or because of a serious health condition of the employee when "medically necessary." Employees who require intermittent or reduced‐schedule leave must try to schedule their leave so that it will not unduly disrupt the Town’s operations. Intermittent leave is permitted in intervals of at least one hour or at the same intervals as provided in the Town’s sick leave, vacation or paid‐time‐off policy, whichever increments are smaller.

1. "Medically necessary" means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule.

2. The employee may be required to transfer temporarily to a position with equivalent pay and benefits that better accommodates recurring periods of leave when the leave is planned based on scheduled medical treatment.

3.2. B. An employee may take leave intermittently or on a reduced leave schedule for birth or placement for adoption or foster care of a child only with the City Manager's consent.

For regular part–time employees who qualify, the family and medical leave entitlement is calculated on a prorated basis. A weekly average of the hours worked over the twelve (12) weeks prior to the beginning of the leave will be used for calculating the employee's normal work week.

6.13.5. Substitution of Paid Vacation Time

Town of Los Altos Hills
Personnel Rules & Regulations
42 A. If an employee requests leave for any reason permitted under this policy, they must exhaust all accrued leaves (except sick leave) in connection with the leave. The exhaustion of accrued leave will run concurrently with the leave under this policy.

B. If an employee requests leave for their own serious health condition, in addition to exhausting accrued leave, the employee must also exhaust accrued sick leave.

6.13.6. Notice Requirement
A. Although the Town recognizes that emergencies arise which may require employees to request immediate leave, employees are required to give as much notice as possible of their need for leave. If leave is foreseeable, at least thirty (30) days notice is required and employees should consult with their supervisor regarding scheduling of planned medical treatment or supervision in order to minimize disruption to the Town’s operations.

If the employee cannot provide 30 days’ notice, the employee must inform the Town as soon as practical. In addition, if an employee knows that they will need leave in the future, but does not know the exact date(s) (e.g. for the birth of a child or to take care of a newborn), the employee shall inform their supervisor assoon as possible thatsuch leave will be needed.

B. If the Town determines that an employee's notice is inadequate or the employee knew about the leave in advance of the request, the Town may delay the granting of the leave until it can, in its discretion; adequately cover the position with a substitute
C. .

6.13.7. Medical Certification
A. For leavestaken because of the employee's or a covered family member's or a designated person’s serious health condition, the employee must submit a completed "Physician or Practitioner Certification" form or equivalent notice and return the certification to the City Manager or designee. If leave is needed to care for a sick family member or designated person, the employee must submit a “Physician or Practitioner Certification” stating: date of commencement of the serious health condition; probable duration of the condition; estimated amount of time for care by the health care provider; and confirmation that the serious health condition warrants your participation. If leave is needed for the employee’s serious health condition, the employee must submit a “Physician or Practitioner Certification” stating: date of commencement

Town of Los Altos Hills
Personnel Rules & Regulations
43 of the serious health condition; probable duration of the condition; and the employee’s inability to work at all or to perform any one or more of the essential functions of the position because of the serious health condition. Medical certification must be provided by the employee within fifteen (15) days after leave is requested, or as soon as is reasonably possible.

B. The Town may require a second or third opinion (at Town's expense), periodic reports on the employee's status and intent to return to work, and a fitness‐for‐duty report to return to work.

C. All documentation related to the employee's, family member's, or registered domestic partner’s medical condition will be held in confidence and maintained in the employee's medical records file separate from the regular personnel file.

6.13.8. Effect on Benefits
A. Leave under this policy is unpaid. While on leave, the employee’s health insurance premiums will be paid by the Town to the extent that they are paid while the employee is on the job. However, employees will not continue to receive other benefits which are not provided pursuant to the Town's group health plans. Employees will be eligible to participate in employment benefit plans, however, to the same extent and under the same conditions as would apply to employees on unpaid leave granted by the employer for purposes other than CFRA Leave.

If applicable, employees may make the appropriate contributions for continued coverage under their health insurance plans either through payroll deduction or by direct payment to the Finance Department. The employee will be advised in writing at the beginning of the leave period as to the amount and method. Employee contribution amounts are subject to any change in rates that occurs while the employee is on leave.

B. If an employee's contribution is more than thirty (30) days late, the Town may terminate the employee's insurance coverage.

C. Employees may re‐enroll in those insurance plans that they have chosen to discontinue while on unpaid leave on the first of the month following their return.

D. If the employee fails to return from CFRA leave for reasons other than (1) the continuation of a serious health condition of the employee or a covered family member or (2) circumstances beyond the employee's control (certification required within thirty (30) days of failure to return for either reason), the Town may seek reimbursement from the employee

Town of Los Altos Hills
Personnel Rules & Regulations
44 for the portion of the premiums paid by the Town on behalf of that employee (also known as the employer contribution) during the period of leave. Likewise, if the employee fails to return from CFRA leave, the Town’s obligation to maintain the employee’s group health plan benefits ends (subject to any applicable COBRA rights).

E. An employee is not entitled to seniority or benefit accrual during periods of unpaid leave but will not lose accruals earned prior to leave. Time counted towards an employee’s anniversary date shall also be deferred for the time of the leave without pay.

6.13.9. Job Protection
A. If the employee returns to work before or at the end of twelve (12) weeks following a family/medical leave, they will be reinstated to their former position or an equivalent position with equivalent pay, benefits, status and authority.

B. The employee's restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee's position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave.

C. If the employee fails to return at the end of a family/medical leave, the employee will be reinstated to their same or similar position only if the position is available and the Town deems that it is appropriate to do so, in accordance with applicable laws and these Personnel Rules.

6.13.10. Family/Medical Leave Forms to Be Submitted By The Employee

6.13.11. Employees must fill out the following applicable forms in connection with leave under this policy.

1. Request for Family/Medical Leave Form

2. Certification of Physician or Practitioner

3. Authorization for Payroll Deduction for Benefit Plan Coverage Continuation During a Family/Medical Leave of Absence

4. Fitness for Duty to Return from Leave

Town of Los Altos Hills
Personnel Rules & Regulations
45 5. Certification of Qualifying Exigency for Military Family Leave

6.14 PREGNANCY DISABILITY LEAVE
An employee unable to work due to pregnancy is eligible for up to four(4) months of unpaid pregnancy disability leave (PDL) as defined by law, so long as the employee's attending physician certifiesthat they are physically unable to work due to pregnancy or a pregnancy‐ related condition. During said leave of absence without pay, the employee has the option of using accumulated sick leave, compensatory time and/or vacation credits. The maximum combined leave for California employees for both Pregnancy Disability and Family Care Leave for the birth of a child is four (4) months plus twelve (12) work weeks, assuming that the employee is disabled by pregnancy for four (4) months and requests and is eligible for twelve (12) weeks of CFRA Leave. Insurance premiums will be paid by the Town to the extent that they were paid when the employee was at work only while they are using accrued leave time. They will be responsible for paying for their own insurance premiums while they are on unpaid leave. Information regarding such payments will be available in the Finance Department.

After PDL and CFRA leave, if applicable, expires and if the employee is on unpaid status or the employee has less than 20 hours per week on their timesheet, the employee may elect to continue and enroll in COBRA benefits at employee’s expense.

The employee will be accruing sick leave, floating holiday and vacation leave during the period of time, if any, the employee is in paid status. Any time the employee’s hours adjust to less than 40 hours per week, regardless of paid status, the employee’s accrual rate (sick leave, vacation leave, floating holiday) will be prorate and adjusted accordingly. Sick leave, floating holiday and vacation leave do not continue to accrue during any period the employee is on unpaid status.

Under the California Family Rights Act (CFRA) eligible employees are entitled up to 12 additional weeks of leave to bond with the baby. To be eligible for the CFRA bonding leave, employee must be employed by the Town for at least one year and have worked at least 1250 hours during the year preceding the leave. The leave is unpaid, but the employee may use floating holiday, compensatory time and vacation leave in order to receive pay during the leave. The employee may use sick leave for a baby’s illness or doctor’s appointment when applicable to receive pay during the leave. Bonding leave must be used within one year of the birth of the baby.

An employee who plans to take PDL must give reasonable notice (not less than 4 weeks if anticipated or as soon as possible if the leave is unforeseen) before the date employee expects to take the leave.

Upon expiration of the approved leave, the employee shall be reinstated to her former position or to an available comparable position. The comparable position is one having similarterms of pay, location, job content and promotional opportunities. However, as with Family Leave, an employee has no greater right to reinstatement or to other benefits or conditions of employment than if the employee had been continuously employed during the pregnancy or pregnancy leave. Prior to the employee being reinstated, the department

Town of Los Altos Hills
Personnel Rules & Regulations
46 head may require a statement from the attending physician that the employee is physically capable of resuming the regular duties of her position. If an employee requires reasonable accommodations as a result of pregnancy, employee should consult with Human Resources. Employees disabled by pregnancy and employees on leave to bond with a baby may be eligible for benefits under State Disability Insurance. Additional information is available at www.edd.ca.gov/Disability.

Failure to return to work after the authorized four‐month leave period results in the employee having no reinstatement rights.

6.15 ADOPTION LEAVE
Upon request, a leave of absence without pay for up to four (4) work weeks will be granted to adoptive parents. Such leave must be used within one year of the adoption. The Town will pay health and welfare benefits for the duration of the leave as the same rate as prior to the leave consistent with the contributions as provided for under the existing Employee Handbook.

If the employee is eligible for CFRA (employed by the Town for at least one year and worked at least 1250 hours during the year preceding the leave), employee may be eligible for up to 12 work weeks total (the above four (4) work weeks plus an additional eight (8) work weeks) for bonding with the adopted child during the first year after adoption. The employee may be eligible for health benefits during the twelve (12) work week period at the same rate as prior to the leave as provided for under the existing Employee Handbook.

During adoption leave, accrued vacation may be used by the employee at their option in order to receive pay during the leave. Sick leave may only be used during the leave in the event of illness or medical appointments for the adoptive child during the leave.

6.16 LEAVE WITHOUT PAY
Upon the request of the employee and the recommendation of the department head, a leave of absence without pay may be granted by the City Manager, in their absolute discretion, to an employee. Requests for leave of absence without pay shall state specifically the reason for the request, the date when it is desired to begin the leave, and the date of return. A leave of absence without pay may be granted for a period not to exceed one year.

Failure of the employee to return to their employment upon the termination of any authorized leave of absence shall constitute a separation from service of that employee subject to due process procedures for separation.

Leave of absence without pay shall not be construed as a break in service or employment, and rights accrued at the time the leave is granted shall be retained by the employee; however, vacation credits, sick leave credits, all other paid leaves, holidays and fringe benefits and other similar benefits shall not accrue to a person granted such leave during the period of absence. Nor shall the employer be required to maintain contributions

Town of Los Altos Hills
Personnel Rules & Regulations
47 toward group insurance or retirement coverage. During the period of such leaves, all service and leave credits shall be retained at the levels existing as of the effective date of the leave. However, time counted toward an employee’s anniversary date shall be deferred for the time of the leave without pay. The employee shall be reinstated to their former position or to an available comparable one if the former position is abolished during the period of leave and the employee would otherwise not have been laid off.

6.176.16 SUPERVISORY DISCRETION
Department heads shall have the discretion to place employees on sick leave when in the judgment of the department head, the presence of the employee at work would endanger the health and welfare of other employees or where the illness or injury of the employee interferes with the performance of such employee's duties.

Town of Los Altos Hills
Personnel Rules & Regulations
48 Formatted: Centered
SECTION 7

COMPENSATION AND PAYROLL PRACTICES

7.1 PREPARATION OF COMPENSATION PLAN
The City Manager or designee, or the person or agency employed for that purpose, shall, during the budget preparation period each year or whenever directed by the City Council, prepare a Compensation Plan covering all classes of positions, excluding the City Manager position, showing a range of pay for each position.

7.2 ADOPTION OF PLAN
The Compensation Plans for all positions shall be adopted by the City Council and may be amended from time to time by resolution of the City Council. Amendments and revisions of the plans may be suggested by an interested party. At the discretion of the City Manager, such amendments and revisions may be submitted to the City Council. The City Manager may approve an hourly rate of compensation for temporary positions, based on the Council‐ approved hourly Compensation Plan with adjustments for special circumstances.

Notice of City Council consideration of the proposed Compensation Plan, amendments, or revisions shall be posted in the manner prescribed by State Law. No position shall be assigned a salary not in conformance with the salary schedule unless the salary schedule for the class is amended in the same manner as herein provided.

7.3 AUTHORIZATION OF OVERTIME
For the purpose of this provision, overtime includes double‐time, call‐out, and stand‐by.

Non–exempt employees may be required to work overtime at the discretion of their supervisor. The supervisorshall be empowered to authorize orrequire overtime as needed, including but not limited to the following types of situations:

1. To take care of operating emergencies;

2. To handle peak workloads or to finish incomplete work when it is not possible or practical to employ additional personnel;

3. To attend meetings connected to Town business outside of regular work hours;

4. To meet temporary conditions where the Town is unable to secure qualified personnel to fill authorized positions; or

Town of Los Altos Hills
Personnel Rules & Regulations
49 Formatted: Centered

5. On occasions as deemed necessary in the judgment of the responsible supervisor.

Non–exempt employees shall not be allowed to perform any overtime work unless such work has been authorized in‐writing by their supervisor.

7.3.1 Overtime Pay at Time‐and‐a‐Half
Non‐exempt employees shall be compensated for overtime worked at the rate of one and one‐half (1 1/2) times their regular hourly rate for all hours worked in excess of forty (40) hours in a workweek.

Subject to the limitations described in Section 6.6, an employee may choose to receive compensatory time off hours at the rate of one and one‐half (1.5) hours for each hour of overtime worked. The time when compensating time off may be taken shall be at the discretion of the supervisor.

Hours worked shall be defined, for the purpose of determining overtime as those hours for which an employee is compensated by the Town for regular work, holidays, sick leave, vacation and compensatory time off. These hours shall be counted toward the accumulation of the work week as defined in this manual.

7.3.2 Overtime Pay at Double
In compliance with California Labor Law, non‐exempt employees shall be compensated for overtime worked at the rate of two (2) times of their regular hourly rate for
● all hours worked in excess of 12 hours in any workday ● all hours worked in excess of eight on the seventh consecutive day of work in a workweek; or
● all hours worked on official holiday (listed on Section 6.4)

7.4 DEFINITION OF EXEMPT EMPLOYEE
Exempt employees are paid on a salary basis and are not subject to the overtime pay requirements of the Fair Labor Standards Act. The Town has determined that various executive, administrative and/or professional employees are exempt from the overtime requirements of the Fair Labor Standards Act (FLSA). Employees in the following job classifications are considered exempt:
● City Manager
● Assistant City Manager

Town of Los Altos Hills
Personnel Rules & Regulations
50 Formatted: Centered
● Deputy City Manager
● City Clerk
● Administrative Services Director
● Finance Director(Finance Director)
● Community Development Director
● Assistant Community Development Director/Chief Building Official ● Public Works Director/City Engineer
● Finance Manager
● Utility Engineering Manager
Formatted: Outline numbered + Level: 1 + Numbering
Style: Bullet + Aligned at: 1.24" + Indent at: 1.49"

Town of Los Altos Hills
Personnel Rules & Regulations
51 Formatted: Centered
● Principal Planner
● Community Services Manager
● Senior Maintenance Superintendent
● Maintenance Superintendent (Public Works Department)
● Management Analyst II
● Senior Engineer / Senior Planner / Senior Accountant / Senior Building Inspector ● Assistant to the City Manager
● Building Official
● Deputy Building Official/Plan Examiner
Notwithstanding, in the event that the existence or threatened existence of a "local emergency" proclaimed in accordance with Title 4, Chapter 1, section 4‐1.08 of the Municipal Code, and/or a disaster or a state of emergency that affects the Town of Los Altos Hills is proclaimed by the County of Santa Clara, the State of California, or declared by the President, exempt employees shall be paid overtime for the hours that they work as official Disaster Service Workers performing functions related to emergency response activities as follows.

Exempt employees shall be paid "emergency overtime" for each hour worked in a proclaimed/ declared emergency performing disaster response activities so long as the hour, when combined with the hours of the employee's regular work in the same work week, exceeds 40 hours. For example, if an employee actually works a total of fewer than 40 hours of combined regular work and disaster relief work in the applicable week (e.g. due to vacation or sick leave taken that same week), the employee would not be entitled to any emergency overtime. And, regardless of whether an employee worked 40, 45 or 50 hours of regular work in the same week in which the employee also worked l 0 hours of disaster relief, the employee would be entitled to 10 hours of emergency overtime.

The EOC Director, working with Human Resources shall strive to ensure overtime is equitably assigned to all qualified personnel.

Emergency overtime shall be paid at the straight time base hourly rate of pay. The hourly rate of pay shall be calculated by dividing the exempt employee's current monthly salary by 173.33 (straight time).

This method of accounting for "Exempt Employee Disaster Overtime Pay" shall be followed in all disasters, proclaimed or declared at any level.

Emergency overtime will be paid until such time as the imminent threat to life safety, public health and/or improved property shall cease to exist. The EOC Director shall determine the termination date of emergency overtime based on emergency circumstances for a specific disaster proclamation. In any case of disaster overtime shall

Town of Los Altos Hills
Personnel Rules & Regulations
52 Formatted: Centered
not be paid when the Emergency Operations Center ceases to operate.

If a request for Mutual Aid is received and an exempt employee is assigned to be a Disaster Service Worker in another jurisdiction, exempt employee compensation will be based on the Mutual Aid or Assistance for Hire agreement established for that specific event, and not subject to this policy.

7.5   MISCELLANEOUS PAY PROVISIONS

7.5 7.5.1. Out‐of‐Classification Pay
Employees who by assignment from their department head or the City Manager perform the essential functions of a position with a higher salary classification than which they are regularly employed shall receive increased compensation beginning on the third (3rd) consecutive work day that the employee performs such functions; said increased compensation will provide the employee an increase ranging from five percent to ten percent of their current base pay.  The specific amount of the increase will be determined based on the assignment’s length, complexity, and workload.the pay rate of the higher classification at the same step on the salary schedule or an increase of five percent, whichever is greater. Determinations regarding whether an employee is entitled to out‐of‐ classification pay shall be made in the sole discretion of the City Manager. Out‐ of‐classification assignments may be terminated by a department head or the City Manager at any time. Out of class assignments shall be limited to nine‐ hundred and sixty (960) hours per fiscal year in accordance with Government Code Section 20480.

7.5.2 Call Out Pay
Should a non‐exempt employee be directed to report to duty by the City Manager or designee, or respond to a clear and immediate emergency during off‐ duty hours, they will be compensated for hours worked attwice their regular hourly rate. Employees will be compensated for a minimum of two (2) hours for each response to an authorized call out.

7.5.3 Salary Placement/Advancement
The Compensation Plan is designed to establish a reasonable range of wages for each position of employment, and allows for adequate budgetary appropriations to be made for salary costs each fiscal year. The plan provides flexibility in wages in order to compensate for an employee’s increased

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competence, experience and value added to the organization. No salary advancement shall be made so as to exceed any maximum rate established in the Compensation Plan for the employee’s position.

7.5.2.1 Initial Placement
New employees or those assigned to new classifications shall be assigned a salary within the range for the classification which the City Manager, with recommendation from the appropriate department head, finds to be most appropriate according to the experience, past performance, educational accomplishments and other qualifications of the employee concerned, provided adequate budgetary
appropriations exist.

7.5.3.2   Salary Increase
Advancement within a salary range may, but will not automatically, occur at intervals of one (1) year in length effective with each satisfactory performance review. An exception may be made for newly hired or promoted employees, who shall have a salary advancement review six (6) months after their date of initial hire or promotion. The salary advancementreview shall be contingent upon recommendation of the City Manager, based upon his/her review of the employee’s performance, including but not limited to review of the following factors: increased service value of an employee to the Town, as exemplified by recommendations of his/her department head, performance records, special projects accomplished, training undertaken, or other pertinent evidence.

In the event an employee is denied a salary increase based on unsatisfactory performance, the City Manager may at any time during the ensuing year approve the increase effective on the date of approval, based upon a satisfactory performance review.

Failure to receive a salary increase shall not be considered disciplinary action and is not subject to any right of appeal or grievance process.

7.5.4 Workweek
The basic work week for full–time, non‐exempt employees shall be forty (40) hours, rendered in units of eight (8) hours per day in a work‐week which begins on Sunday at midnight and ends on the consecutive Saturday at 11:59 p.m.. At

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the discretion of the City Manager, alternative work schedules may be offered.

Approval of alternative work schedules will include consideration of what best serves the Town’s residents and what schedule is most conducive to the work being performed. Counter hours will be open from Monday through Thursday from 9am – 4pm with 1 hour lunch from 12pm – 1pm. Employees can choose to work remotely 1 day a week (Monday or Friday) or work a “9/80” work schedule, or work a “4/10” work schedule at the discretion of the City Manager and the department director or manager/supervisor. The City Manager can authorize an additional day to work from home at theirsole discretion.  The City Manager also has the sole discretion to grant temporary exceptions to standard work schedulesto addressrequestsfrom employees.  An example where this could be applicable is if an employee requested to work from home more than regularly scheduled on a temporary basis to care for an ill dependent, or if an employee has a contagious illness that prevents them from being at their worksite but otherwise does not prevent them from working.  In these cases, consideration will be given to employees based on their ability to effectively serve the community and meet their job responsibilities from a remote location.

For any employee participating in a “9/80” work schedule, the work week will begin at the midpoint on the workday the employee is regularly scheduled to work eight hours. Any employee who is on a “9/80” or a “4/10” work schedule will only receive 8 hours for holiday pay and must take the appropriate accrued leave hours to account for the additional one or two hours or work an additional one or two hours to make up the time according to the employee’s work schedule. If the employee’s 9/80 off day falls on a Friday, the employee has the option to take the opposite Friday in the pay period or take a Monday (in the same pay period) or bank 8 hours of straight comp time of 8 hours to use for another day at the discretion of the City Manager and department director.

7.5.5 Pay Day
Pay day shall be bi‐weekly. In the event that this day falls on a weekend or holiday, pay day will be the preceding workday.

7.5.6 Preparation of Payroll
The payroll shall be prepared under the direction of the City Manager in accordance with the Compensation Plan. No changes in the names orsalaries on the payroll shall be made unless written instruction is received from the City Manager.

7.5.7 Meal Period

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A meal period up to one (1) hour, non–compensated, shall be provided all employees who work at least eight (8) hours in one day. With prior approval of the City Manager, the meal period may be reduced to forty‐five (45) minutes or thirty (30) minutes. The minimum meal period shall be thirty 30 minutes. Non‐ Exempt Employees will be relieved of all duties during meal periods.

7.6 ELIGIBILITY FOR BENEFITS
Benefits are determined and set by the City Council.

7.6.1 Full Time Regular Employees
Employees holding a full‐time position shall be eligible for all benefits currently authorized by the City Council except for those benefits specifically limited to management employees. All benefits shall be listed and authorized with the approval of the Compensation Plan.

7.6.2 Part‐Time Regular Employees
Employees holding a part‐time position shall accrue vacation, sick leave, and holiday credits in the proportion that their average workweek in relation to that of full‐time employees. To the extent possible, other benefits afforded full‐ time positions shall also be pro‐rated.

Employees scheduled to work in positions of less than 20 hours per week shall not be provided any benefits other than those required by state or federal law.

7.6.3 Other Employees
Employees holding a temporary, provisional, emergency or other non‐regular appointment or position shall not be provided any benefits other than those required by State or Federal law.

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SECTION 8

PERFORMANCE EVALUATIONS

8.1 PERFORMANCE EVALUATION PROVISIONS
All employees should receive an annual performance review on or near their anniversary date, whether or not a pay increase is being considered. The City Manager shall provide a method of reporting on individual employee performance which includes but is not limited to quantity and quality of work, ability, reliability, discipline, attendance, and other factors.

The City Manager shall prescribe forms for such performance evaluations and shall be responsible for assuring that such evaluations are adequate to provide information to both the employee and the Town for the purposes set forth in this section. An employee must have a satisfactory performance evaluation in order to be eligible for a salary increase or promotion. Deficiencies in performance by an employee may result in a decrease in salary, suspension, demotion, or dismissal.

Department heads or manager/supervisor shall rate the performance of each employee; however, the department heads may delegate the responsibility forrating the performance of specified employees in their departments to that employee's supervisor. Interim reports may be completed as necessary when changes in work performance occur. Each employee shall be informed in such reports of their strengths and weaknesses. Each performance report shall be discussed with the employee. The employee must sign the report, acknowledging that his performance evaluation has been reviewed with them. Such signature shall not necessarily mean they fully endorse the contents of said report. Neither the performance evaluation process nor the performance reports shall be subject to any grievance and/or appeal procedure.

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SECTION 9

TRANSFER, RESIGNATION, LAYOFF, REINSTATEMENT, REEMPLOYMENT

9.1 TRANSFER
No person shall be transferred to a position for which they do not possess the minimum qualifications; except that department heads may, on a temporary basis, assign employees to duties other than those prescribed in their classification specification or job description, where the need therefore results from injury or illness, vacation, or other leaves of absence, or where workloads temporarily create the need therefore and the best interest of the Town would be served. Upon notice to the City Manager, an employee may be transferred by the department head at any time from one position to another position in a comparable classification. For transfer purposes, a comparable classification is one with the same maximum salary, and requires substantially the same basic qualifications.

If the transfer involves a change of an employee from one department to another, both department heads and the City Manager must consent thereto. Transfer shall not be used to effectuate a promotion, demotion, advancement, or reduction, each of which may be accomplished only as provided in these Rules and Regulations.

Whenever possible, an employee being transferred from one position to another position in the same class or a comparable class at the same salary levelshall receive five (5) working days’ notice. If the transfer requires the employee to move equipment from one location to another, the employee shall receive seven (7) working days notice when possible.

9.2 RESIGNATION
Resignation occurs when an employee tenders a written notice of their intention to resign.

A resignation becomes final when accepted by a supervisor, department head or the City Manager. Once a resignation has been accepted by the Town, it cannot be withdrawn without the approval of the City Manager. Employees intending on leaving the Town in good standing should give a minimum of two (2) weeks’ notice of their intent to resign.

9.3 JOB ABANDONMENT
An employee shall be deemed to have resigned if the employee is absent for three (3) consecutive workdays without prior authorization and/or without notification during that period of the reason for absence. If an employee in the competitive service that has passed probation is terminated for job abandonment, and that employee challenges the

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determination that they have abandoned their job, the sole issue for determination in any appeal shall be whether the employee was absent for (3) consecutive workdays without prior authorization and/or without notification.

9.4 LAYOFF POLICY AND PROCEDURE

9.4.1 Statement of Intent

9.4.29.4.1 Whenever, in the judgment of the City Council, it becomes necessary to abolish or eliminate any position or employment, the employee holding such position or employment shall be laid off or demoted without disciplinary action and without the right of appeal or ability to bring a grievance.

9.4.39.4.2 Notification
Employees to be laid off or demoted under non‐disciplinary circumstance shall be given a minimum of thirty (30) calendar days prior notice, except in exigent circumstances.

9.4.49.4.3 Order of Layoff
Employees shall be laid off in the inverse order of their seniority in their classification. Seniority is determined based upon time worked in the specific classification versus overall service to the Town. In cases where there are two or more employees in the classification from which the lay‐off is to be made who have the same seniority date, such employees shall be laid off on the basis of the last evaluation rating in the class.

A lay‐off out of the inverse order of seniority may be made if, upon recommendation of the department head and approval of the City Manager, it is determined that retention of special job skills are required or a less senior employee has a higher level of performance. Within each class employees shall be laid off in the following order, unless special skills are required or the leave of performance dictates otherwise: temporary, hourly, introductory, regular.

9.5 REINSTATEMENT
A regular employee who has resigned or has otherwise been separated while in good standing, may be considered for reinstatement, upon recommendation of the department head and approval of the City Manager, to their former position, if vacant, or to a vacant position in the same or a comparable classification for a period of one (1) year after resignation or separation. An employee returning to work may be required to undergo fitness for duty testing at the discretion of the City Manager.

Upon reinstatement, the employee shall be considered as though they had received an

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original appointment, unless other conditions are made a part of the reinstatement by the City Manager. An employee reinstated to a position in the competitive service will serve a new introductory period.

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SECTION 10

DISCIPLINARY ACTIONS
Section 10 only applies to employees in the competitive service that have passed probation.

10.1 SUSPENSION
Suspension is a temporary separation from Town service without pay for disciplinary purposes. The department head may suspend an employee without pay.

10.2 REDUCTION IN PAY
Reduction in pay is a decrease in compensation paid to an employee for a fixed period of time for disciplinary purposes. The department head may impose a reduction in pay to an employee.

10.3 DEMOTION
Demotion isthe movement of an employee from one position to another which is allocated to a classification having a lower maximum rate of pay. A department head may demote an employee whose performance of their required duties is below standard, or for other disciplinary purposes. No employee shall be demoted to a position for which they does not possess the minimum qualifications.

10.4 DISMISSAL
The department head may dismiss an employee whose performance of their required duties is below standard, or for other disciplinary purposes. Such action results in an immediate termination of the employee from Town service consistent with the provisions of this section.

10.5 GROUNDS FOR DISCIPLINE
The Town's standards of conduct are established for the guidance of all employees. These standards are only a partial list of unacceptable behaviors and conduct and are not the exclusive list of grounds for discipline:

A. Fraud in securing employment or making a false statement on an application for employment;
B. Incompetence;

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C. Inefficiency or inexcusable neglect of duty;
D. Disobedience and insubordination, a failure to submit to duly appointed and acting supervision or to conform to duly established orders or directions of persons in a supervisory position;
E. Dishonesty;
F. Being under the influence of alcohol or dangerous drugs or narcotics while on duty; G. Excessive absenteeism or tardiness;
H. Inexcusable absence;
I. Abuse of sick leave, i.e., taking sick leave without a doctor's certificate when one is required, or misuse of sick leave;
J. The conviction of either a misdemeanor involving moral turpitude or any felony shall constitute grounds for dismissal of any employee. The record of conviction shall be conclusive evidence only of the fact that the conviction occurred. The department head may inquire into the circumstances surrounding the commission of the crime in order to fix the degree of discipline, or the determination if such conviction is an offense involving moral turpitude. A plea or verdict of guilty, or a conviction showing a plea of nolo contendere made to charge a felony or any offense involving moral turpitude, is deemed to be a conviction within the meaning of this Section;
K. Discourteous treatment of the public or other employees; L. Improper or unauthorized use of Town property;
M. Refusal to subscribe to any oath or affirmation which is required by law in connection with Town employment;
N. Any act of conduct, either during or outside of duty hours which is of such a nature that it causes discredit to the Town;
O. Inattention to duty, tardiness, indolence, carelessness or negligence in the care or handling of Town property;
P. Violation of the ordinances, resolutions, rules and regulations established by the employee's department;
Q. Outside employment not specifically authorized by the appointing authority in

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accordance with Town procedures;
R. Acceptance from any source of a reward, gift, or other form of remuneration in addition to regular compensation to an employee for the performance of their official duties;
S. The refusal to testify under oath before any Grand Jury having jurisdiction over any then pending cause of inquiry in which the investigation of government bribery or misconduct;
T. Improper political activity;
U. Violation of the Town’s Fraud Policy;
V. Unauthorized overtime;
W. Any similar misconduct pursuant to the Town’s discretion.

10.6 PROCEDURES FOR TAKING DISCIPLINARY ACTION
Disciplinary action shall be taken in compliance with the following procedures:

10.6.1 Notice of Intent
Whenever the Town intends to suspend an employee, demote an employee, reduce the employee in pay or dismiss the employee for disciplinary purposes, the Town shall give the employee a written notice of the intended discipline which sets forth the following:

A. The disciplinary action intended;
B. The specific charges upon which the action is based; C. A factual summary of the grounds upon which the charges are based; D. A copy of all written materials, reports, or documents upon which the discipline is based;
E. Notice of the employee's right to respond to the charges either orally or in writing to the department head;
F. The date, time and person before whom the employee may respond; G. Notice that failure to respond at the time specified shall constitute a waiver of the right to respond prior to final discipline being imposed.

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10.6.2 Response by Employee
The employee shall have the right to respond to the Town orally or in writing.

The employee shall have a right to be represented at any such meeting. Such meeting will only be permitted once and continued for no more than two (2) days. An employee must request such a meeting or submit a written response within five
(5) working days after being served with a notice of intent to discipline.

10.6.3 Final Notice
After the response or the expiration of the employee's time to respond to the notice of intent, the appropriate authority shall: (1) dismiss the notice of intent and take no disciplinary action against the employee or (2) modify the intended disciplinary action or (3) prepare and serve upon the employee a final notice of disciplinary action. The final notice of disciplinary action shall include the following:

A. The disciplinary action taken;
B. The effect of the disciplinary action taken;
C. Specific charges upon which the action is based;
D. A factual summary of the grounds upon which the charges are based; E. The written materials, reports and documents upon which the disciplinary action is based;
F. The employee's right to appeal, if any.

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SECTION 11

APPEALS HEARING AND GRIEVANCE PROCEDURES
Section 11 only applies to employees in the competitive service that have passed probation.

11.1 APPEALS HEARING PROCEDURE
The appeal procedure described herein shall apply only to cases of disciplinary suspensions, reductions in pay, demotions and dismissals affecting regular part‐time and full‐time employees in the competitive service. All other positions and all other forms of discipline shall not be entitled to any appeal rights.

11.1.1 If an employee is served with a final notice of disciplinary action which specifies that the employee hasthe rightto appealsaid action, the employee hasthe right, within five (5) working days after receipt of this notice, to request a hearing on the charges by filing a written request with the City Manager.

11.1.2 If, within the five‐day (5) appeal period, the employee does not file a written request for an appeal, the discipline shall become final and shall take effect as prescribed.

11.1.3 If the City Manager receives a timely written request for an appeal, the City Manager shall, unless good cause exists otherwise, set a time for an appeal not less than twenty (20) working days, from the date of the filing of the appeal. All interested parties shall be notified in writing of the date, time, and place of the hearing at least ten (10) working days prior to the hearing.

11.1.4 The City Manager may, in their discretion, refer the appeal hearing to another hearing officer. In such case, all following references to the City Manager shall be deemed to apply to said hearing officer.

11.1.5 All hearings shall be private.

11.1.6 Five (5) working days prior to the date set for the hearing each party shall serve upon the other party and submit to the City Manager a list of all witnesses and copies of all exhibits. The employer's exhibitsshall be designated by number. The employee exhibits shall be designated by alphabetical letter.

11.1.7 The hearing will not be conducted in accordance with technical rules relating to evidence and witnesses but hearings shall be conducted in a manner most conducive to determination of the truth. Any relevant evidence may be admitted if it is the type of evidence on which responsible persons are accustomed to rely

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in the conduct of serious affairs, regardless of the existence of any common law or statutory rules which might make improper the admission of such evidence over objection in civil actions. Hearsay evidence may be used for the purpose of supplementing or explaining any direct evidence but shall not be sufficient in‐ and‐of‐itself to support a finding unless it would be admissible over objection in civil actions. The rules dealing with privileges shall be effective to the same extent that they are now or hereafter may be recognized in civil actions, and irrelevant and unduly repetitious evidence may be excluded. Decisions made by the City Manager shall not be invalidated by any informality in the proceedings.

11.1.8 The City Manager shall rule on the admission or exclusion of evidence.

11.1.9 Each party shall have these rights: To be represented by legal counsel or other person of their choice; to call and examine witnesses; to introduce evidence; to cross‐examine opposing witnesses on any matter relevant to the issues; to impeach any witness regardless of which party first called them to testify; and to rebut the evidence against them. If the employee does not testify on their own behalf, they may be called and examined as if under cross‐examination.

11.1.10 Oral evidence shall be taken only on oath or affirmation.

11.1.11 The hearing shall proceed in the following order, unless the City Manager for special reason, otherwise directs:

A. The party imposing discipline shall be permitted to make an opening statement.

B. The appealing party shall be permitted to make an opening statement.

C. The party imposing disciplinary action shall produce the evidence on their part.

D. The party appealing from such disciplinary action may then open their defense and offer their evidence in support thereof.

E. The parties may then, in order, respectively offer rebutting evidence only, unless the City Manager for good reason, permits them to offer evidence upon their original case.

F. Arguments shall be permitted in the discretion of the City Manager. The party with the burden of proof shall have the right to close the hearing by making the last argument.

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The City Managershall determine relevancy, weight, and credibility of testimony and evidence, and shall base their findings on the preponderance of evidence

11.1.12 During the examination of a witness, all other witnesses, except the parties,shall be excluded from the hearing upon motion of either party.

11.1.13 No still photographs, moving pictures, or television pictures shall be taken in the hearing chamber during a hearing.

11.1.14 The City Manager, prior to or during a hearing, may grant a continuance for any reason they believesto be important to their reaching a fair and proper decision.

11.1.15 The City Manager shall render their findings and decision as soon after the conclusion of the hearing as possible, and in no event, later than ten (10) working days after conducting the hearing unless otherwise stipulated by the parties. The City Manager's decision shall set forth the findings as to each of the charges and the reasonstherefore. If the City Manager assigns an outside hearing officer, the hearing officer is only a fact finder and shall not make a determination regarding level of penalty or discipline.

11.1.16 The City Manager may recommend the sustaining or rejecting of any or all of the charges filed against the employee. The City Manager may recommend sustaining, rejecting, or modifying the disciplinary action invoked against the employee.

11.1.17 The decision of the City Manager is final unless appealed to the City Council. The proposed decision shall be filed with the charged employee and the department head, or manager/supervisorshallset forth the recommended effective date the employee is to be reinstated , which may be any time on or after the date the disciplinary action went into effect.

11.1.18 Either party may file a written appeal to the proposed decision, findings, and conclusions of the City Manager within ten (10) working days of the City Manager's decision with the City Clerk.

11.1.19 The party desiring to contest the decision of the City Manager may request a transcript for review within ten (10) working days of the City Manager's decision.

If the appealing party requests a transcript, that party shall pay the cost of the transcript.

11.1.20 The City Council shall determine whether, in its absolute discretion, to review such appeal within twenty (20) working days of filing of the appeal. If the Council decides to review the matter, it shall review all transcripts, exhibits, and other documentsit deems pertinent. The Council may ratify, modify or reverse the City

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Manager's decision. The decision of the City Council shall be final.

11.2 GRIEVANCE PROCESS

11.2.1 A grievance is defined as a dispute arising from the application or interpretation of a specific section of these Rules and Regulations, with the exception of any disciplinary matter. Performance evaluations or any matters within the discretion of the Town are not grievable.

11.2.2 An employee must file a grievance with their immediate supervisor within fifteen (15) days after the employee knew, or reasonably should have known, that grounds for a grievance existed. The employee must exhaust all steps in this grievance process before submittal of the grievance to arbitration. Any failure by an employee to abide by the timelines described in Section 11.2 shall constitute an abandonment and waiver of the grievance.

11.2.3 The employee must submit a written grievance ‐ containing a statement of the grievance and all pertinent facts upon which it is based; the alleged section of these Rules and Regulations which has been violated; and the remedy sought ‐ to the employee's supervisor. The supervisor shall respond in writing to the grievance within ten (10) working days unless good cause exists for a continuance. The supervisor may meet with the employee prior to issuing a decision.

11.2.4 If the employee is dissatisfied with the supervisor's decision, an appeal to the department head must be filed with the department head within ten (10) working days of the employee's receipt of the decision. The appeal must specify, in addition to the items listed in Section 11.2.3, the specific reasons why the employee disagrees with the supervisor's decision. The department head shall respond in writing to the grievance within ten (10) working days unless good cause exists for a continuance. The department head may meet with the employee prior to issuing a decision.

11.2.5 If the employee is dissatisfied with the department head's decision, an appeal to the City Manager must be filed with the City Manager within ten (10) working days of the employee's receipt of the decision. The appeal must specify, in addition to the items listed in Section 11.2.3, the specific reasons why the employee disagrees with the department head's decision. The City Manager shall respond in writing to the grievance and may meet with the employee prior to issuing a decision.

11.2.6 If the employee is dissatisfied with the City Manager's decision, a request for advisory arbitration must be filed with the City Clerk within ten (10) working days from the employee's receipt of the decision. An arbitrator shall be selected by

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mutual agreement of the parties. If the parties are unable to mutually select an arbitrator, an arbitratorlistshall be procured from the California State Mediation and Conciliation Service or the American Arbitration Association, and the arbitrator shall be selected by alternate strike following a coin toss. The arbitration shall be governed by the rules set forth in Section 11.1.5 to 11.1.15 above. The decision of the arbitrator shall be rendered within sixty (60) days, unless exigent circumstances exist, and shall be advisory to the City Council. The City Councilshall review the record and decision, and affirm, deny, or modify the decision.

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SECTION 12

RECORDS AND REPORT

12.1 PERSONNEL FILES
A personnel file shall be maintained for each employee in the service of the Town.

Contained in these files shall include class title, the department to which assigned, salary, changes in employment status, disciplinary actions and such other information as may be considered pertinent.

The personnel files shall be maintained in a secure place and monitored by the City Manager or designee who shall determine access to the keys. The information in an employee’s personnel file is confidential and must be kept up to date. The employee should promptly contact the City Manager or Administrative Services Director if there are any changes to the employee’s personal data, such as home address, telephone number, emergency contacts, marital status, number of dependents or military status.

All current and former employees have the right to inspect and receive a copy of their personnel records. A request for inspection or a copy must be made to the City Manager or Administrative Services Director, in writing and submitted by the employee or the employee’s representative with written consent of the employee. Upon receipt of the request, the records will be made available within 30 calendar days.

Nothing in this policy shall be construed as extinguishing the Town’s right and/or duty under federal and California law to withhold certain documents from inspection or production under this policy.

Employees also have the right to inspect and/or obtain a copy of their payroll records. This request may be made either orally or in writing. The records will be made available within 21 calendar days of the request.

12.2 PERSONNEL ACTION FORMS
Notice of any new employment, transfer, promotion, demotion, suspension, reinstatement, resignation, retirement, salary change, reclassification, discharge, leave of absence or layoff shall be given to the City Manager or Administrative Services Director on standard forms. Approved copies of the Personnel Action Form shall be distributed to the department head, Finance Department, the employee, and the employee’s personnel file.

12.3 DESTRUCTION OF RECORDS
Records relating to persons who were never in the employment of the Town including correspondence, applications, examinations and reports will be destroyed after four (4)

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years. Records of employees will be destroyed afterfour yearsfrom the date of termination unless otherwise required by law..

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SECTION 13

MANAGEMENT RIGHTS

13.1 MANAGEMENT RIGHTS PROVISION
The Town retains all of its powers and authority to manage municipal services and the work force performing those services, including but not limited to, the following rights to:
● Determine and modify the organization and administration of Town government and its constituent work units;
● Determine the nature, standards, levels and mode of delivery of services to be offered to the public;
● Determine the methods, means, and numbers and kinds of personnel by which services are to be provided;
● Determine whether goods or services shall be made or provided by the Town, or shall be purchased, or contracted for;
● Direct employees, including scheduling and assigning work, work hours, and overtime;
● Establish employee performance standards and to require compliance therewith; ● Discharge, suspend, demote, reduce in pay, reprimand, withhold salary increases and benefits, or otherwise discipline employees subject to the requirements of applicable law;
● Relieve employees from duty for any legitimate reason; ● Implement rules, regulations, and directives consistent with law; ● Determine the fitness for duty of employees;
● Layoff and furlough employees;
● Conduct searches and perform investigations as needed; ● Take all necessary actions to protect the public and carry out its mission in emergencies.

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SECTION 14

MISCELLANEOUS POLICIES

14.1 ANTI‐HARASSMENT, DISCRIMINATION AND RETALIATION POLICY The Town of Los Altos Hills is committed to providing an environment that is free from harassment, discrimination or retaliation of any kind, including sexual harassment and harassment or discrimination based on race or ethnicity (which includes traits historically associated with race, including but not limited to, hair texture and protective hairstyles), sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to the same), color, religion, national origin, citizenship status, ancestry, age, physical disability, mental disability, medical condition, marital status, military and veteran status, sexual orientation, gender, gender identity, gender expression, genetic information, or any other characteristic prohibited by State or Federal law. Therefore, it is important that the Town maintain an atmosphere characterized by mutual respect in order to assure fair, courteous treatment for employees and the public.

14.1.1. The Town strongly disapproves of and will not tolerate harassment, discrimination or retaliation against Town employees, volunteers, interns or applicants by elected or appointed officials, directors, managers,supervisors, co‐ workers, volunteers, interns, or any third parties such as person with whom the Town has a business, service or professional relationship.

14.1.2. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, disciplinary action, layoff, recall, transfer, leave of absence, compensation and training.

14.1.3. This policy is intended to provide protections against harassment, discrimination, and retaliation that are greater than what is required by the law.

14.1.4. Harassment, discrimination, and retaliation are considered serious acts of misconduct and will not be tolerated. Employees who violate this policy and engage in acts of harassment, discrimination, or retaliation of any type, for any duration, shall be subject to corrective action which may include severe disciplinary action, up to and including termination.

14.1.5. Retaliation against individuals who complain of any conduct prohibited by this policy or who participate in an investigation into regarding the same shall not be tolerated. Employees found to have engaged in retaliation shall be subject to corrective action which may include severe disciplinary action, up to and including termination.

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14.1.6. Definition
A. Protected Classifications: This Policy prohibits harassment or discrimination because of an individual’s protected classification. “Protected Classification” includes race or ethnicity, religion, color, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to the same), sexual orientation, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, gender, gender identity, gender expression, genetic characteristics/information, and physical or mental disability. It also includes an individual’s status as a veteran or a member of the uniformed services.

B. Discrimination: This policy prohibits treating individuals differently because of the individual’s protected classification as defined in this policy.

C. Harassment may include, but is not limited to, the following types of behavior that is taken because of a person’s protected classification. A single act of harassment is considered a violation of this policy, even if it does not rise to the level of creating an unlawful hostile work environment.

Note that harassment is not limited to conduct that employer’s employees take. Under certain circumstances, harassment can also include conduct taken by those who are not employees, such as elected officials, appointed officials, and/or third parties such persons providing services under contracts, or even members of the public:

1. Speech: Such as jokes, epithets, derogatory comments or slurs, and lewd propositions on the basis of a protected classification.

This includes, without limitation, inappropriate sex‐oriented comments regarding an individual’s appearance, including dress or physical features, or dress consistent with genderidentification, inappropriate comments of a sexual nature, or race or ethnicity‐ oriented stories and jokes.

2. Physical Acts: Such as assault, impeding or blocking movement, offensive touching, or physical interference with normal work or movement when directed at an individual on the basis of a protected classification. This includes inappropriate pinching, grabbing, patting, propositioning, leering, or making explicit or implied job threats or promises in return for submission to physical acts.

3. Visual Insult: Such as offensive or obscene pictures, posters,

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calendars, cartoons, drawings, gestures, displays with sexually suggestive or lewd objects, emails, or any other graphic material that denigrates or shows hostility or aversion toward an individual because of the individual’s protected characteristics. Thisincludes, without limitation,sending inappropriate emails of a sexual nature to employees, or viewing pornography either in magazines or on the internet, displaying pictures or objects depicting nude or scantily‐clad or suggestively posed men or women; circulating derogatory or obscene notes, letters, emails, memes or other literature.

4. Unwanted sexual advances: Requests for sexual favors and other acts of a sexual nature, where submission is made a term or condition of employment, where submission to or rejection of the conduct is used as the basis for employment decisions, or where the conduct is intended to or actually does unreasonably interfere with an individual’s work performance or create an intimidating, hostile or offensive working environment.

5. Retaliation: Any adverse conduct taken against an applicant, employee or contractor because they have resisted or complained in good faith about illegal harassment or discrimination is prohibited by law and by this policy. Likewise, those who participate in the complaint and investigation process are protected from retaliation. “Adverse conduct” includes but is not limited to: taking sides because an individual has reported harassment or discrimination, spreading rumors about a
complaint, shunning and avoiding an individual who reports harassment or discrimination, or real or implied threats of intimidation to prevent an individual from reporting harassment or discrimination. The following individuals are protected from retaliation: those who make good faith reports of harassment or discrimination, and those who associate with an individual who is involved in reporting harassment or discrimination or who participates in the complaint or investigation process.

14.1.7. Harassment includes any conduct which would be “unwelcome” to an individual of the recipient’s same protected classification, and which is taken because of the recipient’s protected classification. Such conduct constitutes harassment when it:
● Has the purpose or effect of creating an intimidating, hostile or offensive working environment. This threshold is lower than the standard of

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creating an unlawful hostile work environment;
● Has the purpose or effect of unreasonably interfering with an individual’s work performance; or
● Otherwise adversely affects an individual’s employment opportunities.

It is no defense that the recipient appearsto have voluntarily “consented” to the conduct at issue. A recipient may not protect for many legitimate reasons, including the need to avoid being insubordinate or to avoid being ostracized.

Simply because no one has complained about a joke, gesture, picture, physical conduct or comment does not mean that the conduct is welcome. Harassment can evolve over time. Small, isolated incidents might be tolerated up to a point. The fact that no one is complaining now does not preclude anyone from complaining if the conduct is repeated in the future.

Even visual, verbal, or physical conduct between two employees who appear to welcome the conduct can constitute harassment of a third applicant, officer, official, employee or contractor who observes the conduct or learns about the conduct later. Conduct can constitute harassment even if it is not explicitly or specifically directed at an individual.

Conduct can constitute harassment in violation of this Policy even if the individual engaging in the conduct has no intention to harass. Even well‐ intentioned conduct can violate this Policy if conduct is directed at, or implicates a protected classification, and if an individual of the recipient’s same protected classification would find it offensive (e.g., gifts, over attention, endearing nicknames).

14.1.8. Sexual harassment Sexual harassment will not be tolerated by the Town. Federal and State guidelines provide that unwelcome sexual advances, requests for sexual favors and other verbal, visual or physical conduct of a sexual nature constitute unlawful harassment when:
● Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment.
● The submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or

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● Sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature that has the purpose or effect of unreasonably interfering with an employee’s work performance or of creating an intimidating, hostile, or offensive work environment. Sexual harassment refers to conduct that is not welcome, that is offensive, that fails to respect the rights and dignity of others, that lowers morale and that, therefore, interferes with work effectiveness.

14.1.9. Reporting Harassment, Discrimination or Retaliation Any employee who believes they has been harassed or discriminated or retaliated againstshould promptly report it orally orin writing to theirsupervisor or manager, the Administrative Services Director, or the City Manager. The Employee Complaint Form is attached and available in the Town’s Common\Employee Benefits and Forms folder. An employee is not required to report the incident(s) to a supervisor. Instead, the employee may report the harassment/discrimination to any member of management and/or directly to any member of the Administrative Services Department.

Any supervisor or manager who receives a complaint of unlawful harassment/discrimination, or who observes or otherwise learns about unlawfully harassing conduct is required to notify the Administrative Services Director. Failure to do so may result in disciplinary and/or corrective action.

14.1.10. Remedial Action
Upon receiving complaints of discrimination, harassment and/or retaliation, the Town shall undertake a fair, thorough and timely investigation of the complaint(s). Every possible effort will be made to assure the confidentiality of complaints made under this Policy. Complete confidentiality cannot occur, however, due to the need to fully investigate and the duty to take effective remedial action. An individual who is interviewed during the course of an investigation is prohibited from discussing the substance of the interview, except as otherwise directed by a supervisor or the Human Resources Manager and/or in exercising protected rights under the Meyers Milias Brown Act (MMBA). Any individual who improperly discusses the content of an investigatory interview will be subject to discipline or other appropriate sanction. Any investigation or investigation report related to the complaint shall be kept confidential except as required by law. If harassment, discrimination and/or retaliation is found to have occurred in violation of this policy, the Town shall take action to ensure or confirm that the conduct at issue is immediately stopped. The Town may take whatever measures are appropriate to ensure its workplace remains free from discrimination, harassment and/or retaliation.

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Employees found to have engaged in discrimination, harassment, and/or retaliation covered by this policy shall be subject to corrective action which may include severe disciplinary action, up to and including termination. First‐ time violations of this policy, depending on the severity of the conduct, may lead to termination.

Employees found to have been dishonest or uncooperative during an investigation into allegations of unlawful harassment may be subject to disciplinary action up to and including termination of employment.

Employees should feel free to report valid claims of unlawful harassment without fear of retaliation of any kind. The Town will not retaliate against or tolerate retaliation against employees for making any complaint of unlawful harassment in good faith, or against any employee for cooperating in an investigation

14.1.11. A copy of the Town’s Anti‐Harassment, Discrimination and Retaliation Policy, and complaint procedures shall be provided to all employees of the Town, and to all new employees at the time of hire. The Town complies with AB1825, which states that all supervisory employees must receive harassment prevention training within 6 months of employment, and all supervisors/managers must receive re‐ training every 2 years. Further, the Town will also conduct training every 2 yearsfor its employeesto assist them in learning how to recognize, avoid and correct discriminatory behavior.

14.1.12. In addition to notifying the Town about unlawful harassment or retaliation, an affected employee may also direct their complaint to the California Department of Fair Employment and Housing (“DFEH”), which has the authority to conduct investigations of the facts. The deadline for filing complaints with the DFEH is one
(1) year from the date of the alleged unlawful conduct. An employee also has the right to direct their complaint to the Federal Equal Employment Opportunity Commission (EEOC).

14.1.13. Obligations of Employees All employeesshall acknowledge receipt of the Town’s Anti‐Harassment, Discrimination, and Retaliation Policy during the new hire orientation process, and whenever the policy is updated and re‐  distributed following a change in State or Federal laws. Employees are responsible for:
● Knowing the Town’s policy on Anti‐Harassment, Discrimination, and Retaliation;
● Refrain from engaging in discriminatory, harassing or retaliatory behavior; ● Reporting incidents of discrimination, harassment or retaliation in a

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timely fashion;
● Cooperating in any investigation concerning allegations of discrimination, harassment or retaliation; and
● Maintaining confidentiality concerning any investigation that is conducted.

All employees are also encouraged to communicate with one another to assist co‐employees to avoid harassing, discriminatory, retaliatory or otherwise offensive behavior.

14.2 OUTSIDE EMPLOYMENT
A Town employee shall not engage in any employment, enterprise, or outside activity which isin conflict with their duties, functions, responsibilities, or the department by which they is employed, nor shall they engage in any compensatory outside activity which will directly, or indirectly, contribute to the lessening of their effectiveness as a Town employee.

14.2.1 Authorization
A. Any employee wishing to engage in an occupation or outside activity for compensation shall inform the department head of such desire, providing information as to the time required and the nature of such activity, and such other information as may be required; and the department head shall determine whether or not such activity is compatible with the employee's Town employment.

B. If the department head or supervisor/manager determines such activity is compatible, they may authorize the activity in writing and shall send a copy of the authorization to the City Manager. Said authorization shall be valid only for the work and period prescribed therein.

14.2.2 Determination of Inconsistent Activities
In making a determination as to the consistency or inconsistency of outside employment, the department head or supervisor/manager shall consider, among other pertinent factors whether the employment:

A. Involves the use for private gain or advantage of Town time, facilities, equipment, and supplies, orthe badge, uniform, prestige orinfluence of one's Town office or employment;
B. Involves receipt or acceptance by employee of any money or other

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consideration from anyone other than the Town for the performance of an act which the employee, if not performing such act, would be required or expected to render in the regular course of their Town employment or as a part of their duties as a Town employee;
C. Involves the performance of an act in other than their capacity as a Town employee which act may later be subject directly or indirectly to the control, inspection, review, audit, or enforcement by any Town employee.

D. Involves conditions or factors which would probably directly or indirectly lessen the efficiency of the employee in their regular Town employment or conditions in which there is a substantial danger of injury or illness to the employee.

14.2.3 Revocation
Authorization of outside employment is subject to revocation at any time by the City Manager or designee.

14.2.4 Disciplinary Action
Appropriate disciplinary action, in accordance with Section 10, may be taken if an employee is found in violation of this policy.

14.3 USE OF TOWN EQUIPMENT PROHIBITED

14.3.1 Town equipment shall only be used for legitimate authorized Town business. No Town–owned equipment, autos, trucks, instruments, tools, supplies, machines, or any otheritem which isthe property of the Town shall be used by an employee for any other purpose, including but not limited to any outside employment or activity for compensation except upon prior written approval of the City Manager.

14.3.2 No employee shall allow any unauthorized person to rent, borrow, or use any Town equipment, except upon prior written approval of the City Manager.

14.3.3 Disciplinary Action
Appropriate disciplinary action, in accordance with Section 10, may be taken if an employee is found in violation of this policy.

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14.4 EMPLOYEE DRESS CODE

14.4.1 Employees of the Town are required to dress appropriately for the jobs they are performing. Therefore, the dress regulations contained in this section shall be followed.

A. All clothing must be neat, clean and in good repair.

B. Prescribed uniforms and safety equipment must be worn where applicable.

C. Footwear must be appropriate for the work environment and functions being performed.

D. Jewelry is acceptable except in areas wherein it constitutes a health or safety hazard.

E. Good personal hygiene is required.

14.4.2 Disciplinary Action
Appropriate disciplinary action, in accordance with Section 10, may be taken if an employee is found in violation of this policy.

14.5 NEPOTISM POLICY

14.5.1 No person shall be appointed or promoted to a position in any department in which such person's relative already holds a position when such employment would result in any of the following:

A. A supervisor–subordinate relationship;
B. The employees having job duties which require performance of shared duties on the same or related work assignment;
C. Both employees having the same immediate supervisor.

14.5.2 For purposes of this section, "relative" means spouse, registered domestic partner, child, step–child, parent, grandparent, grandchild, brother, sister, half– brother, half–sister, aunt, uncle, niece, nephew, parent–in–law, brother–in–law, sister–in–law or any other individual related by blood, marriage, or domestic partnership.

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14.5.3 If a Town employee marries or registers with the California Secretary of State as a domestic partner with another person employed by the Town within the same department, both employeesshall be allowed to retain their respective positions provided that a supervisorial relationship does not exist at the time of marriage or registration with the California Secretary of State as domestic partners between the two positions. During the period of employment, no supervisory position shall exist between the two employees. For the purpose of this section, a supervisorial relationship shall be defined as one in which one person exercises the right to control, direct, reward or discipline another person by virtue of the duties and responsibilities assigned to their position.

14.5.4 The Town also retains the right to refuse to place both spouses or registered domestic partners in the same department, division, or facility where such has the potential for creating adverse impact on supervision, safety, security or morale or involves potential conflicts of interest.

14.5.5 Where the above circumstances exist and mandate that two spouses or registered domestic partners shall not work in a prohibited supervisory relationship, an attempt will be made to transfer one spouse or registered domestic partner to a similar classified position in another Town department.

Although the wishes of the involved parties as to which spouse or registered domestic partner is to be transferred will be given consideration by the Town, the controlling factor in determining which spouse or registered domestic partner is to be transferred shall be the positive operation and efficiency of the Town. If any such transfer results in a reduction in salary or compensation, the same shall not be considered disciplinary in nature and shall not be the subject of any form of administrative appeal.

14.5.6 If continuing employment of two spouses or registered domestic partners cannot be accommodated consistent with the Town's interest in promotion of safety, security, morale and efficiency, the Town retains sole discretion to separate one spouse or registered domestic partner from Town employ. Absent resignation by one affected spouse or registered domestic partner, the less senior of the involved spouses or registered domestic partners will be subject to separation and the same shall not constitute discipline and shall not be subject to any administrative appeal.

14.6 POLICY PROHIBITING THE USE OF DRUGS AND ALCOHOL
The intent of this policy is to eliminate the use and effects of alcohol and drugs in the workplace.

The objectives of this policy are:
● To eliminate any use of alcohol, illegal drugs, controlled substances, prescription

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drugs or any other substance which could impair an employee's ability to safely and effectively perform the functions of their job,
● To encourage employees who think they may have an alcohol or drug usage problem to voluntarily seek confidential assistance from the Employee Assistance Program, and
● To emphasize training and rehabilitation. However, even with the emphasis on rehabilitation, it must be understood that for those who demonstrate problems in job performance or those who are involved with or under the influence of drugs or alcohol on the job, disciplinary action will be taken.

14.6.1 Definitions

1. “Controlled substances” and “drugs” mean and include all substances and medications that can affect one or more mental or physical functions (e.g., coordination, reflexes, vision, mental capacity or judgment, etc.). “Controlled substances” and “drugs” also include all chemical substances or drugslisted in any controlled substances acts or regulations applicable under any federal, state or local laws, including the Federal Controlled Substances Act (21 U.S.C. § 812). They also include prescription and over‐the‐counter medication that can affect job performance.

2. “Illegal drugs” means any controlled substance or drug that (1) is not legally obtainable; or(2) islegally obtainable, but is not legally obtained, is not being used legally, or is not being used for the purpose(s) for which it was prescribed or intended by the manufacturer. Thus, “illegal drugs” may include even over‐the‐counter medications, if they are not being used for the purpose(s) for which they were intended by the manufacturer. Drugs that are considered legal under state law but remain illegal under federal law, including medicinal and/or recreational marijuana, are considered an illegal drug for purposes of this policy. Effective January 1, 2024, marijuana prohibitionsshall be consistent with Section 12954 to the Government Code.

3. “Possession” includes substances physically held by a person and stored or deposited in areas the employee controls (e.g., inside purses, lunch boxes, personal automobiles, vehicles, lockers and limited‐access work areas).

4. “In the workplace”‐  An employee is considered “In the workplace” or whenever the employee is:
a) On the Town’s property at any time;
b) On the Town’s time, even if off the Town’s premises (including any paid meal and rest periods);

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c) Representing the Town at social functions or business meetings, even if held before or after the Town’s normal business hours; d) Driving or riding as a passenger in a vehicle for which the Town reimburses expenses.

14.6.2 Scope
This policy applies to all employees of the Town when working for, or officially representing, the Town of Los Altos Hills.

This policy applies to alcohol and to all substances, drugs, or medications, legal or illegal, which could impair an employee's ability to effectively and safely perform the functions of the job.

Consistent with Government Code Section 12954, the Town does not discriminate against applicants or employees based on the applicant’s or employee’s use of cannabis off‐duty and off‐site or based on an employer‐ required drug test that revealsnon‐psychoactive cannabis metabolites, effective January 24, 2024.

14.6.3 Policy
It is the Town's policy that employees shall not use or be under the influence of alcohol or drugs, or possess alcohol or illegal drugs at any work site or Town property, while on duty, breaks or meal periods. Employees shall not sell, provide or use drugs or alcohol while on duty, except as specifically authorized by the City Manager in connection with Town functions.

The Town recognizes that certain social events may be conducted on the premises or at business functions at which alcohol may be provided. Only the moderate and limited use of alcohol is acceptable atsuch events. Employees are expected to remain responsible, professional, and sober at all times. At all other times, consumption of alcohol is prohibited.

Using or being under the influence of prescription or over‐the‐counter medication is prohibited where such use may affect the employee’s ability to safely and efficiently perform work duties. When an employee’s physician prescribes the use of prescription or over‐the‐counter drugs, or when an employee otherwise uses over‐the‐counter drugs that bear warnings about or are known by the employee to cause side effects that may affect job performance, the employee is required to ascertain whether such drugs may adversely affect the employee’s ability to safely and efficiently perform assigned duties.

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If an employee knows or if the employee’s physician determines that the prescription or over‐the‐counter drugs may adversely affect the employee’s ability to safely and efficiently perform assigned duties, employees are required, before commencing work, to advise their supervisor and/or Human Resources about the medication. If there is any question concerning the employee’s ability to perform safely and efficiently, the employee will be assigned to other duties, if, in the sole discretion of the Town’s management, such duties are appropriate and available, or the employee will be sent home on the Town’s sick leave, if available, or otherwise on unpaid leave. Failure to report the legal use of a drug that may pose a safety risk could result in disciplinary action, up to and including immediate termination.

Additionally, employees are forbidden from sharing with their co‐workers any over‐the‐counter or prescribed medication that could affect job performance.

Any employee who violatesthese rulesissubject to disciplinary action, up to and including immediate termination.

Employees are urged to seek voluntary confidential assistance through the Employee Assistance Program or any other program if they believe they may have an alcohol or drug use problem.

14.6.4 Employee Responsibilities

1. It is the employee's responsibility to demonstrate satisfactory job performance.

2. Employees shall report to work with their ability to perform job duties not impaired due to on or off duty alcohol or drug use.

3. Employees are responsible for the personal implementation of this policy to facilitate safe and effective job performance.

4. Employees shall not possess or use alcohol or impairing drugs (illegal drugs and prescription drugs without a prescription) during working hours or while subject to duty. This includes breaks and meal periods.

5. Employees shall not directly or through a third party sell or provide drugs or alcohol to any person, including any employee, while on duty or standby for duty.

6. Employeesshall notify theirsupervisor, before beginning work, when taking any medication or drugs, prescription or non– prescription, which would

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interfere with the safe and effective performance of duties or operation of equipment.

14.6.5 Management Responsibilities and Guidelines

1. Managers and supervisors should, if possible, notify the City Manager or designee when they have reasonable suspicion to believe that an employee may be under the influence of drugs or alcohol, or have illegal drugs in their possession. The factors that may provide reasonable suspicion that an employee is under the influence of drugs or alcohol, or have illegal drugs in their possession, include but are not limited to: unusual behavior; verbal altercations; incoherent, slurred or altered speech;, odor of alcohol on the breath; red or watery eyes; dilated or constructed pupils; unsteady gait; disorientation or loss of balance; sleeping on the job; abnormal, confused, incoherent or erratic behavior; paranoia; euphoria; unsafe work habits or practices that endanger the employee, fellow employees, or the public, abnormal work performance; actual observation of the possession or use of an illegal drug. Effective January 1, 2024, marijuana screening shall be consistent with Section 12954 of the Government Code.

2. Employeesreasonably believed to be under the influence of alcohol or drugs shall be prevented from engaging in further work and sent for testing. A supervisor can require a medical certification of fitness for duty regardless of the test results, before allowing the employee to return to work.

14.6.6 Disciplinary Action
This policy provides guidelines for the detection and deterrence of alcohol and drug abuse. It also outlines the responsibilities of managers, supervisors and employees. To that end, the Town will act to eliminate any use of alcohol of drugsin the workplace which increasesthe potential for accidents, absenteeism, substandard performance, poor employee morale or damage to Town reputation or equipment.

All persons covered by this policy should be aware that even first‐time violations of this policy may be grounds for disciplinary action, up to and including, termination. In addition, the Town may, but is not required to, refer employees to counseling and treatment in lieu of or in consideration of any disciplinary action.

14.7 NON–SMOKING POLICY
Smoking is prohibited in all Town facilities and vehicles. Appropriate disciplinary action, in accordance with Section 10, may be taken if an employee is found in violation of this policy.

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14.8 MOBILE TELECOMMUNICATION DEVICES POLICY

14.8.1 General Provisions
A. Mobile telecommunications devices (mobile device) shall include but is not limited to cellular phones, two‐way radios, tablets, laptops, pagers, satellite phones, personal digital assistants (PDA) or any other electronic device or equipment that is provided to Town employees that has the capability of allowing employees to participate in telecommunications activities. The Town provides employees with mobile devices on a case‐by‐case basis where the City Manager identifies a compelling operational or safety necessity for an employee to be accessible while not in the office.

B. The purpose of this policy is to establish procedures for the use of Town‐ issued mobile devices in order to ensure personal accountability and responsibility, and to prevent improper use.

C. Non‐exempt employees are not allowed to use mobile devices to conduct any work outside of regular work hours without the express permission of their department head.

14.8.2 Use and Accountability
A. It is the responsibility of each assigned user to comply with the procedures outlined in this policy. The assigned user is responsible for the safekeeping and use of their Town‐issued mobile device. Department heads are responsible for ensuring that Town‐  issued mobile devices are used and cared for in accordance with this policy. The Finance Department shall periodically audit and inspect all mobile devices and their service billings.

Town‐issued mobile devices are public property and their use is subject to all applicable Town, State and Federal rules and regulations.

B. The assigned user acknowledges that they have no expectation of privacy in the use of, or in the material content contained within such mobile device.

The user expressly agrees that the Town may at any time retrieve, audit and disclose, if necessary, the contents of all communications originating from or received by a Town‐issued mobile device, including, but not limited to e‐ mails, voicemails and text messages.

If a mobile device is used for Town business while the user is operating a motor vehicle, the mobile device must be configured to allow hands‐ free use through a speaker phone, or a device, such as an earpiece, wired

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headset, or Bluetooth technology. Use of a speaker phone and these types of devices will ensure that the driver is able to keep both hands on the steering wheel at all times while operating a motor vehicle.

C. Upon resignation or termination of employment, or at any time the work‐ related need for a mobile device is no longer required, or at the request of a department head, the assigned user must produce the mobile device for return and/or inspection. An assigned user who is unable to present the mobile device in good working condition within 24 hours shall bear the full cost of the replacement or repair of the Town‐issued mobile device.

14.8.3 Personal Use of Town‐issued Device
A. If personal use of a Town‐issued device results in a charge to the Town, the Town requires the employee to reimburse the Town. In instances where personal use of a Town‐issued mobile device does not incur a charge from the service provider, the employee must pay the Town a flat fee of
$30.00 per month. The flat fee shall apply when, in the determination of the City Manager, the employee’s use of the Town‐ issued mobile device is more than occasional. Personal use of Town‐ issued devices shall not violate any Town policies.

B. The employee’s reimbursement of $30.00 to the Town for private use of a Town‐issued mobile device provides no entitlement to privacy.

C. The Finance Department shall designate a reimbursement procedure that minimizes administrative costs. All reimbursements shall be made payable to the Town of Los Altos Hills.

14.8.4 Allowance for Business Use of a Privately‐owned Device A. Employees who use their privately‐owned mobile device for official Town business may request reimbursement for actual chargesincurred as a result of authorized use for Town business. It is the employee’s responsibility to receive prior authorization from their department head to use a privately‐ owned mobile device for official Town business.

B. Employees who are required to report to the Town in the event of an emergency are provided a mobile device where deemed necessary by the City Manager. To reduce the Town’s carrying cost for these mobile devices, the City Manager may offer an employee the option of designating their privately‐owned mobile device for use in the event of an emergency.

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C. If an employee designates their privately‐owned mobile device for use in the event of an emergency, the City Manager may provide a thirty dollar and zero cents ($30.00) per month allowance to maintain the privately‐ owned mobile device. Employees receiving the allowance are required to maintain an active mobile device and provide the mobile device’s contact information to the Town. The contact information will be included on the Town’s emergency contact roster.

14.8.5 Appropriate Disciplinary Action, in accordance with Section 10, may be taken if an employee is found in violation of this policy.

14.8.6 No Expectation of Privacy – Town employeesshall have no expectation of privacy in their use of use of mobile communication devices including but not limited to:
cellular phones, two‐way radios, tablets, laptops, pagers, satellite phones, personal digital assistants (PDA) or any other electronic device that is provided to Town employees that is provided to Town employees that has the capability of allowing employees to participate in telecommunications activities.

14.9 INFORMATION TECHNOLOGY (IT) POLICY

14.9.1 Purpose
The purpose of this policy isto ensure the proper use of the Town of Los Altos Hills (“Town”) IT Systems. This policy will supersede Section 14.9 Internet and Electronic Mail Policy in the Employee Handbook.

The Town provides computer, systems and communications equipment to those users who need it to perform their job responsibilities. The Town's electronic information and communication systems include: computers, Town applications, telephones, mobile phones, tablets, voicemail, scanners, fax machines, email, instant messaging, intranet, internet, electronic collaboration tools and storage platforms, whether on‐premises or in the cloud (collectively "Information Technology Systems" or “IT Systems”).

14.9.2 Scope
As IT Systems advance and expand, it is important that Town staff continually use and manage them in a manner that is consistent with the Town's mission, vision, values, and goals. Questions or concerns regarding the provisions of this policy should be raised with the Assistant to the City Manager. This policy applies to all employees (full time, part time, contract, temporary, hourly and seasonal employees), officials, consultants, contractors, volunteers, and any other individuals who are granted access to the Town’s IT system and/or electronic

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communication
platform, equipment and resources.

14.9.3 Definitions

1. “User” – Town employee, consultant, volunteer, or any person who uses the Town's computer and/or communication equipment and their related systems and tools.

2. “IT Services” – The Assistant to the City Manager or designee.

3. “IT Managed Services Provider” – The firm contracted by the Town to provide technology services.

4. “Encryption” – Method of protecting data files from unauthorized access (e.g. create passwords for documents) above and beyond the network file security systems established by the IT division.

14.9.4 Policy
A. IT Systems and their contents, including any messages and/or information transmitted by Town staff, are the property of the Town. Nothing about or contained in the IT Systems shall or will be considered personal and/or confidential information. The Town may inspect, monitor, and/or audit all IT Systems, or any information contained in IT Systems, at any time, for any lawful purpose, without notice to any Town staff. Personal use of IT Systems should be kept to a minimum and for incidental purposes only. In the event Users use telephones, computer equipment, Internet access and e‐mail for personal affairs, Usersshall not expect the data to be protected from review, preservation, or deletion. Accordingly, Users shall not use the Town's IT Systems to create or transmit information they wish to keep private.

B. Unacceptable Use

1. Uses of Town’s IT Systems The Internet, electronic equipment, software, hardware, computers and associated use of electronic mail and electronic communications of all kind by employees of the Town can only be used for legitimate Town business. To this end, it is unacceptable for a user to use, submit, publish, display or transmit on the network or on any computer system any information which:
a. Violates or infringes on the rights of any other person, including the right to privacy;
b. Contains defamatory, false, abusive, obscene, pornographic, profane, sexually oriented, threatening or illegal material;

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c. Violates Town policy or departmental regulations regarding harassment and discrimination;
d. Restricts or inhibits other users from using the system or the efficiency of the computer systems;
e. Intercepts messages not addressed to the user, except asrequired by technical, supervisory or management personnel in order to diagnose and correct delivery problems or to fulfill other management functions;
f. Constructs e‐mail so it appears to be from another party; g. Is intended to impede, damage, bring down another party’s system, or to commit any other form of electronic sabotage; h. Encourages the use of controlled substances or uses the system for the purpose of criminal intent; or
i. Uses the system for any other illegal purpose.

2. It is also unacceptable for a user to use the facilities and capabilities of the system to:
a. Conduct any non‐approved business;
b. Solicit the performance of any activity that is prohibited by law; c. Transmit material, information, or software in violation of any local, State or Federal law; or
d. Make any unauthorized purchases.

3. Internet and e‐mail resources are provided to users for conducting Town business. Users are required to limit personal usage of internet and e‐ mail resources to activities which do not interfere with Town work or Town activities and to times which occur outside of the Town’s regular hours of operation that is from 8:00 a.m. to 12:00 p.m. and from 1:00 p.m. to 5:00 p.m., Monday through Friday. The limited permissible personal use of these resources outside of business hours must be appropriate, and any misuse or misconduct resulting from such use shall lead to discipline, up to and including termination. The use of IT Systems

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by Town staff is a privilege that may be withdrawn by the Town at any time. Town IT Systems shall not be used for any commercial promotional purpose, resulting in the opportunity for personal profit or gain excluding IRS recognized retirement accounts
C. Town staff take all reasonable and necessary efforts to prevent unauthorized persons from accessing IT Systems and prevent the introduction of electronic malware.

1. Town staff shall never leave IT Systems unattended and in a state that allows any third party to gain access to or use IT Systems without the proper authorizations.

2. As applicable, all Town IT assets that have logins shall be enabled to use Two‐Factor Authentication (2FA) to reduce the possibility of unauthorized access. All Users are responsible for protecting the Town’s computer assets, computer data, and information system always.

3. All Users are responsible for taking all reasonable and necessary efforts to prevent successful phishing and scam attempts, intended to get Users to reveal financial information, system credentials or other sensitive data, to prevent unauthorized persons from accessing IT Systems and introducing electronic malware.

4. Users are required to take the KnowBe4 webinars to increase knowledge of phishing and scam attempts.

5. Users are required to immediately notify IT Services when any IT Systems equipment is missing, stolen, or lost. Missing, stolen, or lost devices also shall be reported to the director of the employee’s department immediately. Notification shall include an itemized list of documents stored on such devices.

D. Hardware device standards for IT Systems are set by IT Services and all IT Systems hardware must be procured through IT Services with department’s approval. All hardware and software shall be installed, configured, and supported by the IT Managed Services Provider as determined first by Town‐wide policy and then department policy. IT Managed Services Provider shall reconfigure systems and delete unauthorized software and data as they see fit within the scope of their services.

E. Only software purchased and/or licensed to the Town and installed under the direction of the Town's IT Managed Services Provider may be used on any IT Systems. Town staffshall not duplicate or copy any software on any Town IT Systems for use on any personal devices, equipment, or systems.

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Further, enrollment in any cloud software platform (SaaS) used to conduct official Town business or store Town data, must be authorized by IT Services and any applicable Town‐wide policy.

F. Town staff shall not create individual offsite storage accounts, such as, cloud storage accounts, on any platform to store Town data. Offsite data storage platforms, including, cloud storage accounts, can only be used to store Town data when specifically authorized by IT Services. Even when the use of offsite and/or cloud storage services are authorized by the IT Services, the use of any offsite and/or cloud storage services shall be governed by this policy. Any accessto cloud storage accountsshall require 2FA capabilities.

G. Town‐provided USB devices may be used to store non‐confidential Town documents as needed for business purposes. It is recommended that USB devices be password protected. Town ‐provided USB devices shall only be plugged into non‐Town computer systems that have been secured (e.g., computers with the latest virus protection installed.) Personal USB devices shall not be used to store confidential Town documents other than those listed on the Town 's Intranet. Use of such USB devices is strongly discouraged.

H. Access to Database and Information

1. All employees will sign the Employee Security Statement before having access to any private or confidential information or to any Town IT Systems. The original will be maintained in the employee’s personnel record.
a. New employees will sign the Statement as part of the orientation process. Human Resources Department will be responsible for this procedure.
b. Current employees will sign the Statement when access to the IT Systems or any private or confidential information is granted. Department heads are responsible for ensuring this procedure is conducted.
c. Any database access credential will have the ability to be revoked by their supervisor.

2. If an employee has a valid business need to access a database on the Town IT Systems, the following procedure will be followed:
a. The requesting employee will discuss the need with the employee’s supervisor.

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b. If the supervisor agrees that there is a need, the
employee/supervisor will complete the Request for
Employee Access form and submit it to Information Services in the Finance Department.
c. The Assistant to the City Manager will review the information provided, verify that an Employee Security Statement from the requesting employee is on file, and forward the form to the City Manager’s recommendation.
d. Upon approval by the City Manager, IT Services and the manager will grant access in the manner approved.
e. The employee’s supervisor is responsible for notifying IT Services and the manager of any restrictions or suspensions in access and for ensuring that no improper use of the access is made by the employee.
f. Access to the Town’s IT Systems is granted only for the convenience of the Town and may be revoked or suspended at any time without cause.
g. Users shall follow all established procedures for onboarding as well as off‐boarding in case of voluntary or involuntary separation.

I. Vendor Supplied Computer Systems – Town computer(s) shall only be used to access Town information. No other usage from these systems (e.g., Internet, e‐mail) is permissible. Vendors must be given access through IT Services to the computer systems for remote support.

J. Data Backup ‐‐ Files stored on the Town 's IT Systems shall be backed up periodically (e.g., nightly) according to the Town 's network backup policies. Users shall utilize network resources to store their data files to the fullest extent possible to protect the Town 's data resources. Users are responsible for ensuring that critical data is always stored on network servers. No Town data shall be stored on desktop computer hard drives except during network outage problems. Town data shall be copied back to network servers as soon as possible and deleted from desktop computer hard drives, laptops, or Town ‐provide storage devices. All backups shall be encrypted with keys that are not co‐located with the stored files.

K. Electronic Communication – The Town’s IT Systems are designated to facilitate Town business and communication through the appropriate use of the electronic communications systems and electronic storage thereon. The Town values its electronic communications and electronic storage and takes measuresto safeguard them from corruption and illegal use, and to protect the Town from any possible liability due to illegal use

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of electronic communications and electronic storage. All electronic communications shall be encrypted end‐to‐end.

L. Security – Effective security is a team effort involving the participation and support of every User who deals with information and/or information systems. Acceptable use standards form a critical component of enterprise security. Adherence to the security policy will ensure security of information systems, various tools and techniques are employed including passwords, authentication tokens, biometrics, radio‐frequency identification technologies, and/or any other means of verifying an individual's identity (collectively, "Authentication Device(s).")

1. Authentication devices, if issued to or used by Users, shall be kept confidential. Users shall not share authentication devices, or the information contained in an authentication device, with third parties or other Users. Similarly, Users may not use the authentication devices of other Users, and may not enter, access, or attempt to enter or access IT Systems assigned to other Users.

2. For security and network operations purposes, authorized individuals within IT Services and IT Managed Services reserve the right to audit networks and systems as necessary to ensure compliance with this policy may at any time.

3. Users shall not place sensitive data (including but not limited to payroll data, financial records, personnel files, or other confidential information) on laptop computers and/or other portable devices such as USB devices. Users are required to use the remote access services authorized and provided by the Town (e.g., VPN) to access sensitive data rather than downloading data onto laptop hard drives or other portable storage devices.

4. Computers shall not be left unattended in a state that affords inappropriate access to records of the Town or otherwise compromises security. (e.g., lock workstation or logoff).

5. User's access to computer, communication equipment and network resources may be limited at any time due to necessary security policies to protect the Town 's network. The Town uses monitoring software and shall, at Executive Management or IT Services discretion, prevent unauthorized use.

M. Internet – All Internet Users are expected to be responsible "cybercitizens," which means knowing the tools, rules, and etiquette and behaving in conformance with this policy.

1. Material posted to Internet newsgroups or bulletin boards shall not reflect negatively on the Town and not violate any trust or

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copyright laws. Internet access shall be used only for Town business during working hours.

2. Personal use shall be limited. All other Town employment policies (e.g., Workplace Harassment Policy, social media policy) apply to Internet use.

N. No Expectation of Privacy ‐ No Expectation of Privacy for Computer and Communication Equipment—The tools provided by the Town in accordance with this policy remain the property of the Town and are provided for the purpose of business communications. Accordingly, the Town retains the right to review Users' usage of such equipment. Users shall have no expectation of privacy for voice communications, electronic mail (e‐ mail) communications, internet use, messaging, and all other uses of computer and communication equipment. The Town does use software tools to restrict access to Internet sites and e‐mails deemed by Executive Management to be inappropriate for the workplace. The Town utilizes tools to track Internet use by Users. Examples of when Executive Management and IT Services may need to review User usage and messages sent or received include but are not limited to:

1. Retrieving lost messages

2. Recovering from system failures or monitoring system performance

3. Complying with internal and external investigations such as grievances, workplace harassment claims, or suspected criminal acts

4. Ensuring that Town systems are being used for business purposes and polices

5. Responding to Public Records Act requests or litigation discovery No User or department may implement additional security or encryption requirements without discussing in advance with IT Services and IT Managed Services provider prior to implementation. Employees shall make the passwords or other keysto "unlock" such encryption techniques available to their supervisors upon request. At no time shall employees use their network password as an additional security password.

O. Retention

1. Retention is based on the content of the e‐mail. The Town will maintain all e‐mail messages determined by staff to be official records (those that relate in a substantive way to the conduct of business, or are made or retained for the purpose of preserving the informational content for future reference) for the period of time

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designated in the Town'sretention schedule, based upon the content of the e‐mail,) by printing and saving them in a papersubject/ project file, or by saving them electronically in a subject / project folder.

2. Official records are saved and stored in subject / project file folders.

E‐mail messages which are intended to be retained in the ordinary course of the Town's business are recognized as official records that need protection / retention in accordance with the California Public Records Act. Because the e‐mail system is not designed for long term storage, e‐mail communications which are intended to be retained as an official record (those that relate in a substantive way to the conduct of business, or those that are made or retained for the purpose of preserving the informational content for future reference) should be saved in an electronic subject / project folder on the Town’s network, or be printed out and the hard copy filed in the appropriate subject/ project file so they can be accessed by other employees.

3. The Town restricts Personable Storage Table (PST) utilization used to store copies of email messages, calendar events, and other personal information.

4. E‐mail submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a non‐ exempt California Environmental Quality Act (CEQA) action are required to be retained until Completion of the CEQA process. This does not include:
a. “every e‐mail and preliminary draft.”
b. “e‐mail equivalent to sticky notes, calendaring faxes, and social hallway conversations — that is, e‐mails that do not provide insight into the project or the agency’s CEQA
compliance with respect to the project — are not within the scope of [Public Resources Code] Section 21167.6, subdivision (e) and need not be retained to comply with Section 21167.6.”

5. E‐mail communications that DO NOT relate in a substantive way to the conduct of business, or are NOT required to be retained by law nor by the City’s Records Retention policies, and were NOT made or retained for the purpose of preserving the informational content for future reference (preliminary drafts, notes, transitory correspondence, interagency or intra‐agency memoranda not retained in the ordinary course of business,) will be deleted by employees as soon as they are no longer required.

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6. The Town will auto‐delete e‐mails left in the following mail boxes on a routine basis:
a. In boxes (delete what remains after 2 years)
b. Sent items (delete what remains after 2 years)
c. Deleted items (delete what remains after 90 days)
P. Archiving and “Auto‐Archiving” of e‐mails is not permitted.

Q. Personal Devices/Personal Accounts/Text messages. The Town discourages the use of personal e‐mail accounts, cell phones, or other personal devices to conduct Town business. If any of these are used to conduct Town business:

1. If the e‐mail from a personal device, personal account, or text contains content that needs to be preserved, it should be either:
memorialized via another record (memorandum, letter, or e‐mail) that is saved for its retention period (based upon the content of the record); or

2. Copied or forward t to a Town e‐mail account, where it will be properly saved in compliance with this policy.

3. E‐mails, records, and/or text messages stored on personal devices or in personal accounts relating to the conduct of Town business may be subject to the Public Records Act.

4. In the event a request for records is received, employees must locate all records responsive to such request, including any records stored on personal accounts or personal devices (unless an exemption applies.)
R. E‐mails may only be sent or forwarded to appropriate persons with a need to know the information to conduct Town business.

S. For confidential emails, the word “Confidential” should be included in the subject line . Do not “interfile” e‐mail or other privileged correspondence from the City Attorney’s Office with public documents (documents that are accessible to the public). These e‐mails are subject to the attorney‐ client and or the attorney work product privileges, and the contents should not be disclosed without first checking with the City Clerk.Litigation Holds / Other Types of Holds. E‐mails subject to litigation (including a reasonable expectation of litigation,) claims, complaints, audits, records requests and/or investigations are to be preserved and normal retention periods are suspended for these emails (retention resumes after settlement or completion of the triggering hold).

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T. Privileged Attorney‐Client Communication. All employees should be aware that communication and correspondences with the City Attorney’s Office, and all work products, opinions, comments, written correspondence and emails from the City Attorney’s Office are confidential and protected by the attorney‐client privilege. Such privilege is only waivable by the City Council. Thus, employees shall not forward or reproduce attorney‐client privileged, confidential communication correspondence to any third party outside the Town, with the exception of Town‐retained consultants who are a part of a Town project team or are providing advisory or project management services to the Town. Any questions regarding whether a communication or correspondence is distributable, or whether a third party is considered a Town consultant able to receive privileged communication, should be directed to the City Attorney’s Office.

U. Separation / Transfer of Users

1. The Town’s IT Systems must be set up to immediately disable a separated employee’s access to Town e‐mail and/or other technology. Human Resources and Information Technology shall ensure timely notifications of all employee separations.

2. During separation, Human Resources will ensure employees:
a. Forward any e‐mails or text messages relating to Town business stored on personal devices or personal accounts to their Town e‐mail account.
b. Employees are to close and/or remove any access to Town e‐ mail or other technology systems from their personal devices. c. Information Technology shall ensure that the employee’s (former) supervisor has access to the former employee’s e‐ mail account.
d. The records stored in the e‐mail account (including any archives) of an employee who separates, or transfers shall be the responsibility of that employee’s (former) supervisor. e. The former employee’s supervisor shall review the e‐mails of the former employee, ensure the content of their e‐mail account are preliminary drafts not retained in the ordinary course of business (i.e. the content does NOT relate in a substantive way to the conduct of the public's business,) thenauthorize their deletion, after appropriate records are retained for their retention period, if applicable.
f. E‐mails that remain in an account (that are not saved in a subject/project file folder outside the e‐mail system) will be

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routinely deleted after 2 years.

V. City Council Personal Computing Devices and Electronic Communications.

The following rules shall be applicable to all Los Altos Hills Council members:

1. To reduce the amount of paper utilized by the Town, the Town Council members shall be provided with the opportunity to utilize personal computing devices to store Town Council agenda materials and to access agenda materials during Council meetings.

For purposes of this subsection, a “personal computing device” includes iPads, mobile phones, tablets, laptops, notebooks, desktop computers and other such devices.

2. During Council meetings, noticed and open to the public pursuant to the Brown Act, the use of personal computing devices by Council Members to receive/send calls, emails, text messages or other communication is not permitted.

3. All information stored on the personal computing device may be subject to the California Public Records Act.

4. Use of any personal computing device provided by the Town to members of the Council shall comply with this policy, shall be the property of the Town, and shall be returned to the Town when the Council member is no longer serving in such capacity.

5. The primary use of personal computing devices shall be for Town related business. Incidental personal use is permissible provided the use complies with this policy.

W. Disciplinary Action
Appropriate disciplinary action, in accordance with Section 10 of the Employee Handbook may be taken if a User is found in violation of this policy. A User may also be subject to criminal or civil prosecution in accordance with other applicable State or Federal laws.

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INFORMATION SECURITY PROCEDURES and EMPLOYEE SECURITY STATEMENT Section 1 — Purpose
The Town shall establish information security procedures to which Users are expected to adhere.

These procedures are an extension of the Information Technology Use Policy and are applicable to all Users. The Town reserves the right to change the policies and procedures set forth in this policy at any time.

Users must not circumvent the policies, procedures, and safeguards implemented with the technology that protect the Town, its information, and its employees. Users must promptly report technology related security incidents or concerns to IT Services and IT Managed Services Provider
Section 2 ‐ Policy Specifics
A. Passwords
Passwords are an important aspect of computer security. They are the frontline of protection for User accounts. Passwords are used for various applications at the Town. Some of the more common usesinclude network accounts, web accounts, e‐mail accounts,screen saver protection, department specific applications, and voice‐mail access.

A poorly chosen password can compromise the Town 's network. As such, all Users are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords. The Town requires the following:

Network
Minimum length: 8 characters
Complexity: letters, numbers, and special characters
Remember last password: 5 previous passwords
Require password change: 6 months
Lockout period: 15 minutes
Never use the same password for Town accounts as for other non‐Town account access (e.g., personal accounts, bank accounts, benefits, etc.).

Passwords should not be written down. No User shall share their User ID or passwords with any other Town User, non‐Town User, or person. No User shall log a person in and allow that person to perform work under a User ID and password that does not belong to that individual. Authority and access to all information is based on User ID. If a person needs additional authority or access, that person, their supervisor, or their employee contact (in the case of a vendor) shall contact IT Services to set it up.

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All passwords are to be treated assensitive and confidential. Usersshall notreveal their password to anyone under any circumstances. For example, Users shall not reveal their password over the phone, in an e‐mail message, in any form of writing, including to any co‐worker, family member, etc.

As applicable, all accounts shall be protected by Two‐Factor Authentication (2FA).

B. Use of Town IT Systems with Non‐Town Computer Equipment Users can connect to the Town's network their personal computer equipment (excluding USB storage devices) to check email, calendar, and contacts, but not permitted to access othershared networks.

Any employee who wishes to attach or connect a consultant, vendor, or contract worker's personal computer equipment (including laptops) to the Town 's network shall agree to follow all the polices set forth in the Town 's IT Use Policy when attaching computer equipment to the Town 's network at any Town facility.

1. Town staff shall inform non‐Town employees of the inspection requirements, and when possible, provide advance notice to IT Managed Services Provider through the Help Desk to schedule the inspection.

2. The Town shall attempt to maintain the privacy of the individual's equipment, but once attached to the Town 's network, the Town retains the right to inspect the computer equipment in accordance with the IT Policy.

Except as explicitly authorized, Users shall not allow Town documents to be stored on a hard drive or other storage media attached to a non‐Town personal computer. Users shall not allow personal computer equipment that is connected to the Town 's network to be configured to allow web hosting, sharing, or Wi‐Fi services.

Town network access shall not be used to download files from the Internet, including but not limited to video, music, or applications, to a personal, non‐Town computer. No attempt shall be made to access data by any unauthorized means. The Town 's security policies may limit network access.

C. Vendor Remote Desktop Support
In certain circumstances Town vendors are allowed to provide remote support to specific User desktop computers. If a User allows a vendor to remotely support the desktop, computer Users shall ensure that only the vendor‐specific application is open on the desktop.

D. Employee Security Statement
By signing this form, I confirm that I have read, understand, and agree to the IT Policy and

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Attachment A, and understand the consequences for non‐compliance to its terms. The Town collects and receives confidential and personal information from the public to administer the various functions for which it has responsibility. The Town is committed to protecting this information from unauthorized access, use, or disclosure. I understand the following are my responsibilities:

1. As an employee of the Town, I may access confidential and personal information maintained by the Town only when necessary to accomplish the responsibilities of my employment. Ishall not access or use this confidential or personal information forreasons personal to me or for personal gain.

2. I may disclose confidential or personal information maintained by the Town only to individuals who have been authorized to receive it through the appropriate procedures as governed by State law and Town ordinances and policy. In the case of confidential or personal information, a proper accounting of all disclosures must be made.

3. I understand I have a duty to promptly notify a supervisor of an indication of misuse or unauthorized disclosure of confidential or personal information by any employee of the Town.

4. I understand that computer passwords to the various Town systems are considered confidential information.

14.10 FRAUD POLICY
The Town of Los Altos Hills is committed to protecting its assets against the risk of loss or misuse. Accordingly, it is the policy of the Town to identify and promptly investigate any possibility of fraudulent or related dishonest activities against the Town and, when appropriate, to pursue legal remedies available under the law

14.10.1 General Provisions
A. Purpose ‐ To establish policy to ensure that employees are aware of what acts are considered to be fraudulent, what the procedures are for reporting suspected fraudulent acts, and whatsteps are to be taken when fraud or other related dishonest activities are suspected.

B. Definitions

1. “Fraud” – Fraud and other similar irregularities include, but are not limited to:
a. Claim for reimbursement of expenses that are not job‐ related or authorized by the current Town Reimbursement Policies; b. Forgery or unauthorized alteration of documents (checks,

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promissory notes, time sheets, independent contractor
agreements, purchase orders, budgets, etc.);
c. Misappropriation of Town assets (funds, securities, supplies, furniture, equipment, etc.);
d. Improprieties in the handling or reporting of money
transactions;
e. Authorizing or receiving payment for goods not received or services not performed;
f. Computer‐related activity involving unauthorized alteration, destruction, forgery, or manipulation of data or
misappropriation of Town‐owned software;
g. Misrepresentation of information on documents;
h. Any apparent violation of Federal, State, or local laws related to dishonest activities or fraud;
i. Seeking or accepting anything of material value from those doing business with the Town including residents, vendors, consultants, contractors, lessees, applicants, and grantees.

Materiality is determined by the Town’s Conflict of Interest Code which incorporates the Political Reform act of 1974, Regulations of the Fair Political Practices Commission ( 2 Cal.Admin.Code Sections 18100 et seq. ), and any amendments to the Act or regulations.

2. “Employee” – In this context, employee refers to any individual or group of individuals who receive compensation, either full‐ or part‐ time, from the Town. The term also includes any volunteer who provides services to the Town through an official arrangement with the Town or a Town organization.

3. “Manager or Management” – In this context, manager or management refers to any administrator, manager, director, supervisor, or other individual who manages or supervises funds or other resources, including human resources.

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14.10.2 Policy
A. It is the Town’s intent to fully investigate any suspected acts of fraud, misappropriation, or other similar irregularity. An objective and impartial investigation will be conducted regardless of the position, title, length of service, or relationship with the Town of any party who might be involved in or becomes the subject of such investigation.

B. Each department of the Town is responsible for instituting and maintaining a system of internal control to provide reasonable assurance for the prevention and detection of fraud, misappropriations, and other irregularities. Management should be familiar with the types of improprieties that might occur within their area of responsibility and be alert for any indications of such conduct.

C. When informed of a suspected impropriety, neither the Town nor any person acting on behalf of the Town shall:

1. Dismiss or threaten to dismiss the employee reporting the impropriety because of said reporting;

2. Discipline, suspend, or threaten to discipline or suspend that employee because of said reporting;

3. Impose any penalty upon that employee because of said reporting; or

4. Intimidate or coerce that employee for that employee’s role in reporting the suspected impropriety.

5. This section is intended to protect employees from retaliation for reporting suspected improprieties. It shall not be construed as absolving an employee of responsibility for their own fraudulent activity; any such fraudulent activity shall be subject to disciplinary action.

D. Violations of this policy will result in discipline up to and including dismissal.

E. Upon conclusion of the investigation, the results will be reported to the City Manager.

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1. The City Manager, following review of investigation results, will take appropriate action regarding employee misconduct.

Disciplinary action may include referral of the case to the District Attorney’s Office for possible prosecution.

2. The Town will pursue every reasonable effort, including court ordered restitution, to obtain recovery of Town losses from the offender, or other appropriate sources.

14.10.3 Procedures
A. City Council and Committee/Commission appointee Responsibilities

1. If a City Councilmember or an Appointee has reason to suspect that a fraud has occurred, they shall immediately contact the City Manager.

2. The City Councilmember or appointee member shall not attempt to investigate the suspected fraud or discuss the matter with anyone other than the City Manager.

3. The alleged fraud or audit investigation shall not be discussed with the media by any person other than through the City Manager in consultation with the City Attorney and the Administrative Services Director.

B. Employee Responsibilities

1. A suspected fraudulent incident or practice observed by, or made known to, an employee shall be reported to the employee’s supervisor. If the employee believes that the supervisor may be involved in the inappropriate activity, or if there is any other reason the employee believes it would not be appropriate to report to the supervisor, the employee shall make the report directly to the next higher level of management and/or to the City Manager

2. The reporting employee shallrefrain from furtherinvestigation of the incident, confrontation with the alleged violator, or further discussion of the incident with anyone, unless requested by the City Manager, City Attorney or law enforcement personnel.

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C. Management Responsibilities

1. Managers are responsible for being alert to, and reporting, fraudulent or related dishonest activities in their areas of responsibility.

2. Each manager should be familiar with the types of improprieties that might occurin their area and be alertfor any indication that improper activity, misappropriation, or dishonest activity is or was in existence in their area.

3. When an improper activity is detected or suspected, or when a manager receives a report of suspected activity from an employee, the manager shall inform their immediate supervisor and/or the department head.

4. Management should not attempt to conduct individual
investigations, interviews, or interrogations. However, management is responsible for taking appropriate corrective actions to ensure adequate controls exist to prevent reoccurrence of improper actions.

5. Management should support the Town’s responsibilities and cooperate fully with other involved departments and law enforcement agencies in the detection, reporting, and investigation of criminal acts, including the prosecution of offenders.

6. Management must give full and unrestricted access to all necessary records and personnel. All Town furniture and contents, including desks and computers, are open to inspection at any time. There is no assumption of privacy.

7. In dealing with suspected dishonest or fraudulent activities, great care must be taken. Therefore, management should avoid the following:
a. Incorrect accusations.
b. Alerting suspected individuals that an investigation is underway.
c. Treating employees unfairly.
d. Making statements that could lead to claims of false

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accusations or other offenses.

8. In handling dishonest or fraudulent activities, management has the responsibility to:
a. Make no contact (unless requested) with the suspected individual to determine facts or demand restitution. Under no circumstances should there be any reference to “what you did”, “the crime”, “the fraud”, “the misappropriation”, etc.
b. Avoid discussing the case, facts, suspicions, or allegations with anyone outside the Town, unless specifically directed to do so by the City Attorney.
c. Avoid discussing the case with anyone inside the Town other than employees who have a need to know such as
the City Manager, City Attorney, or law enforcement
personnel.
d. Direct all inquiries from the suspected individual, or their representative, to the City Manager or City Attorney. All inquiries by an attorney of the suspected individual should be directed to the City Attorney. All inquiries from the media should be directed to the City Manager.
e. Take appropriate corrective and disciplinary action, up to and including dismissal, after consulting with the
Administrative Services Director, in conformance with the Town’s Personnel Policy Manual.

14.10.4 Investigation and Action
a. The department head shall inform the City Manager and the Administrative Services Director of suspected activity involving fraud or related dishonest activity.
b. The department head, Administrative Services Director, and City Manager will determine how best to investigate the suspected activity; typically either the department head or the Administrative Services Director, or a designated representative, will be assigned to conduct the investigation. c. At the conclusion of the investigation, the investigator will report to the Department Head, City Manager, and Administrative Services Director.

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d. If evidence is uncovered showing possible dishonest or fraudulent activities, the investigator will proceed as follows:

1. Advise management, if the case involves staff members, to meet with the Administrative Services Director to determine if disciplinary actions should be taken.

2. Report to the Administrative Services Director such activities in order to assess the effect of the illegal activity on the Town’s financial statements.

3. Coordinate with the Town’s Risk Manager regarding notification to insurers and filing of insurance claims.

4. Take immediate action, in consultation with the City Attorney, to prevent the theft, alteration, or destruction of evidentiary records.

Such action shall include, but is not limited to:
a. Removing the records and placing them in a secure location, or limiting access to the location where the records currently exist.
b. Preventing the individual suspected of committing the fraud from having access to the records.

5. If employees are contacted by the news media regarding an alleged fraud or audit investigation, the employee will consult with the City Manager, and the City Attorney as appropriate, before responding to a media request for information or interview.

Unless exceptional circumstances exist, a person under investigation for fraud is to be given notice in writing of essential particulars of the allegations following the conclusion of the audit. Where notice is given, the person against whom allegations are being made may submit a written explanation to the Administrative Services Director no later than seven calendar days after notice is received.

6. The Administrative Services Director will be required to make recommendationsto the appropriate department for assistance in the prevention of future similar occurrences.

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14.10.5 Exceptions
There will be no exceptions to this policy unless provided and approved in writing by the City Manager and the City Attorney.

If the City Manager is suspected of fraud, that claim shall be addressed directly to the City Attorney. The City Attorney shall enforce the spirit of this policy and report to the City Council as appropriate.

14.11 DRIVER SELECTION POLICY

14.11.1 Driver Selection
The Town has adopted these guidelines for the selection and authorization of all employees who may operate any vehicle and/or equipment or their personal vehicle on behalf of the Town.

Preventing driving‐related accidents and injuries begins during the hiring process.

A. Application for Employment
To ensure the Town hires qualified candidates into positions that require or may require driving, we require applicants to provide the following with the employment application:

1. Driver’s license number for the class of vehicle operated and expiration date

2. Proof of Insurance if operating personal vehicles on Town business.

B. Motor Vehicle Report
Simply having a valid driver’s license does not automatically qualify an employee or prospective employee to operate a motor vehicle on behalf of the Town:

1. Applicants ‐ Upon verification of a valid driver’s license, the Town will obtain and review the mostrecent motor vehicle record (MVR) prior to granting driving authorization to determine if it is acceptable based on the criteria contained in this policy.

2. Employees– All employees who drive while working at the Town

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will be enrolled in the DMV Motor Vehicle Employer Pull Notice Program (EPN). The reports will be reviewed and evaluated by Human Resources, Risk Management and the City Manager to determine that employees remain eligible to operate Town vehicles and their personal vehicles while working on behalf of the Town. Those drivers who do not hold a Class A or B license must sign a waiver allowing their enrollment in the program.

MVR Criteria – The Town will review MVRsin accordance with the criteria contained in Section 2 of this policy. For each employee enrolled in the EPN Program, the DMV will issue an updated MVR.

The MVR is automatically issued periodically and when there is activity on a requested employee’s report. The focus will be on the frequency and severity of accidents and traffic violations over the past five years.

14.11.2. Distracted Driving (Use of cell phones and wireless devices) All employees must adhere to all Federal, State, and local rules and regulations regarding the use of cell phones and wireless devices while driving.

Employees are prohibited from using a wireless device to write, send or read text‐based communications while driving.

14.11.3. Definitions
A. “Authorized Drivers”
Authorized drivers are those employees that have been identified, by verification of their driving record through the DMV, as:

1. Having an acceptable driving record in accordance with those set forth in this policy;

2. Received approval to drive Town vehicles or their own personal vehicle from the driver’s manager or supervisor; and

3. Have met any other requirements set forth by the Town.

B. “Qualified Driver”
Drivers are deemed “qualified” if they meet the following criteria:

1. Possess a valid, active (non‐suspended) California driver’s license of the proper class and comply with any DMV
restrictions;

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2. Pass physical and/or vision/hearing test as required by the class of license;

3. Pass physical examination when a question of fitness to drive arises because of illness or injury;

4. Demonstrate proficiency in vehicle or equipment operation and receive direct supervisor approval; and

5. Meet U.S. Department of Transportation requirements, when applicable to the operation of vehicles or equipment.

14.11.4. Accident Reporting
In the event of a vehicle accident involving a Town vehicle, driver:

1. Call 9‐1‐1;

2. Notify direct supervisor;

3. Offer first aid, if trained and able;

4. Take photos of the location, road condition, damages, vehicle positions, and other pertinent and relevant objects, if safe to do so;

5. Exchange insurance and contact information with other vehicles operators or property owners; if safe to do so;
An ABAG Plan accident report, located in the glove box of all Town vehicles, should be completed within 24 hours of the incident by driver or direct supervisor and submitted the report to Human Resources, Risk Management, or the City Clerk. An accident investigation will be completed by Risk Management and/or the direct supervisor, and the driver’s status may be evaluated.

14.11.5 Vehicle Use
Employees are encouraged to use Town vehicles for all official Town business.

Unauthorized use of Town vehicles is prohibited. In the event the employee must use personal vehicles for official Town business, a mileage reimbursement will be paid based on mileage rate set by Internal Revenue Service.

Persistent use of personal vehicles will require adequate proof of insurance coverage with minimum coverage set at $150,000 per occurrence.

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14.11.6 Inspection, Maintenance, and Recordkeeping
The inspection and service of Town vehicles are the responsibility of the Public Works Department. Employees are responsible for performing a visual inspection prior to each trip to assure all safety features are fully functionally, such as lights,signals, wipers, tires, and brakes. Any deficiency must be reported to Public Works and the vehicle must be removed from service. Inspection schedules and maintenance records are maintained by Public Works and documented in a vehicle log.

14.12 VIOLENCE IN THE WORKPLACE
The Town of Los Altos Hills is committed to protecting its employees from threats of violence in the workplace. It is the Town’s policy that the Town will not tolerate violence or threats of violence made by an employee, visitor, vendors, consultants, contractors any persons appearing on Town property seeking information or assistance from the Town or any person utilizing the Town facilities or resources.

14.12.1 Purpose
A. This section provides the Town's policy, as well as the procedures to address workplace violence issues. To ensure a safe workplace, the Town has developed procedures to prevent violent incidents from occurring and to provide an orderly process for handling violent and threatening behavior in the workplace, if it occurs.

14.12.2 Policy
A. Acts of violence, whether threatened, gestured, or carried out will not be tolerated in a Town workplace. Anyone witnessing or becoming the subject or victim of such behavior shall immediately report it to the proper authorities for investigation. Minimizing the threat of violence is a duty of all employeesto ensure a safe workplace. The Town resources may not be used to threaten, stalk or harass anyone at the workplace or outside the workplace. The Town treats threats coming from an abusive personal relationship as it does other forms of violence.

B. It is the responsibility of all employees to notify a supervisor, the Administrative Services Director, or the City Manager immediately of any violent act or a threat, or if a violent act or threat against themselves or any other Town employee occurs in the workplace or is directly associated with

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their employment with the Town. Employeesshould not place themselvesin peril, nor should they attempt to intercede during an incident. Notification may be made to any of these employees as appropriate and shall be as soon as practicable. Retaliation of the threat or retaliation against a person who reports such an incident is unlawful and shall not be tolerated.

C. Town employees shall not possess the following instruments at a Town worksite or on Town property including Town parking lots, unless there is a work‐related purpose and written approval has been obtained from the employee's department manager:

1. Firearms;

2. Explosives or ammunition;

3. Fixed blade knives;

4. Folding knives with blades over 3.5 inches;

5. Illegal weapons such as defined in Section 12020 of the California Penal Code
D. The Town shall take appropriate disciplinary action up to and including termination of employment against employees who violate this policy. On a case‐by‐case basis, or as needed, the Town will offer incident‐related counseling service through the Town's Employee Assistance Program (EAP), or any other resource or program available by the Town who are the victims of violence or are subjects of threats of violence intimidation at the workplace. The Town administration will work with public safety, the courts, other authorities necessary to assure employee safety.

14.12.3 Procedure ‐ Imminent or Actual Violent Acts
A. Employee Responsibilities: An employee who is in immediate apparent danger of a violent act an employee witnesses a violent act, or the threat of a violent act shall, whenever possible ensure the immediate safety of employees and the worksite by calling 911, and notify the department manager and Human Resources Director.

1. Place themselves in a safe location.

2. Call 911 and request the immediate response of a police officer. Be prepared to info the police dispatcher of the circumstances and exact location of where an officer needed.

3. Inform a supervisor or manager of the circumstances.

4. Refer media inquiries to the City Manager's Office.

5. Cooperate fully in any administrative or criminal investigation which

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shall be conduct within this policy and the law.

B. Supervisor/Manager Responsibilities:

1. Place themselves in a safe location.

2. If feasible, have the involved individual (s) wait in separate rooms or locations until the police take control or remove them from the premises.

3. In consultation with the City Manager, determine if it is appropriate to obtain a restraining order or other appropriate injunctive and/or other legal and/or equitable relief.

4. Reassign/relocate personnel or job duties if required.

5. Terminate any business relationship.

6. Any other action deemed by the Town to be necessary or required under the circumstances.

7. Refer media inquiries to the City Manager’s Office.

C. Procedures ‐ Future Violence:

1. Employees who have reason to believe they, or another City employee, may be victimized by a violent act sometime in the future, at the workplace or as a direct result of their employment with the Town,shall inform theirsupervisor immediately so appropriate action may be taken. The supervisor shall inform their department manager.

2. Employees who hav e signed and filed a restraining order, temporary or permanent, against an individual due to a potential act of violence, who would be in violation of the order by coming near them at work, shall immediately supply a copy of the signed order to theirsupervisor and the Administrative Services Director.

D. Post‐Incident Review:

1. The City Manager's Office, the Administrative Services Director and the affected department may conduct a post‐incident review and use the review to evaluate this policy and procedure.

2. The Town may determine what continuing support systems are needed and oversee post incident activities.

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CLASSIFICATION AND COMPENSATION PLAN
The purpose of the compensation plan is to outline the compensation package for eligible employees and their eligible dependents. Eligibility is determined by the Town’s Personnel Rules and Regulations unless otherwise defined in the benefit description.

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SECTION 100

AUTHORIZED CLASSIFICATION AND SALARIES
100.1 MONTHLY SALARY SCHEDULE BY PERMANENT EMPLOYEE CLASSIFICATION FY23‐24 Salary Schedule
Annual Range Hourly Range
Minimum Maximum Minimum Maximum
City Manager‐Set by
Contract
$ 254,880 $ 254,880 salary
Assistant to the City
Manager
$ 128,755 $ 173,820 salary
Management Analyst II $ 108,318 $ 146,230 salary
Management Analyst $ 93,402 $ 126,093 $ 44.90 $ 60.62
Senior City Clerk $ 138,656 $ 187,186 salary
City Clerk $ 119,563 $ 161,410 Salary
Admin Clerk/Technician $ 74,790 $ 100,966 $ 35.96 $ 48.54 Administrative Services
Director
$ 181,929 $ 245,605 salary
Finance Manager $ 137,498 $ 185,621 salary
Senior Accountant $ 119,563 $ 161,410 Salary
Accountant $ 98,131 $ 132,476 $ 47.18 $ 63.69
Accounting Technician $ 88,901 $ 120,017 $ 42.74 $ 57.70 Accounting Office
Assistant
$ 76,659 $ 103,490 $ 36.86 $ 49.75
Community
Development Director
$ 181,929 $ 245,605 salary
Assistant Community
Development
Director/Building
Official
$ 149,454 $ 201,763 salary
Principal Planner $ 131,975 $ 178,166 salary
Senior Planner $ 113,802 $ 153,632 salary
Associate Planner $ 98,131 $ 132,476 $ 47.18 $ 63.69

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Assistant Planner $ 84,618 $ 114,234 $ 40.68 $ 54.92
Building Official $ 119,563 $ 161,410 salary
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Deputy Building
Official/Plan Examiner
$ 113,580 $ 153,329 salary
Senior Building
Inspector
$ 98,131 $ 132,476 $ 47.18 $ 63.69
Building Inspector $ 84,618 $ 114,234 $ 40.68 $ 54.92
Building Technician $ 78,576 $ 106,078 $ 37.78 $ 51.00
Public Works Director
& City Engineer
$ 181,929 $ 245,605 salary
Utility Engineering
Manager
$ 138,656 $ 187,186 salary
Senior Civil Engineer $ 125,616 $ 169,581 Salary
Associate Engineer $ 108,318 $ 146,230 $ 52.08 $ 70.30
Assistant Engineer $ 93,402 $ 126,093 $ 44.90 $ 60.62
Senior Maintenance
Superintendent
$ 131,975 $ 178,166 salary
Maintenance
Superintendent
$ 113,802 $ 153,632 salary
Maintenance Worker
III
$ 76,659 $ 103,490 $ 36.86 $ 49.75
Maintenance Worker II $ 66,103 $ 89,240 $ 31.78 $ 42.90 Maintenance Worker I $ 57,001 $ 76,951 $ 27.40 $ 37.00
Community Services
Manager
$ 112,083 $ 151,308 salary
Community Services
Supervisor
$ 93,402 $ 126,093 $ 44.90 $ 60.62
Recreation Specialist $ 59,886 $ 80,846 $ 28.79 $ 38.87 FY24‐25 Salary Schedule
Annual Range Hourly Range
Minimum Maximum Minimum Maximum
City Manager‐Set by Contract $             254,880   $               254,880   salary Assistant to the City Manager $             133,905   $               180,773   salary Management Analyst II $             112,650   $               152,079   salary Management Analyst $               97,138   $               131,137   $          46.70   $          63.05 Senior City Clerk $             144,202   $               194,674   salary

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City Clerk $             124,346   $               167,866   salary Admin Clerk/Technician $               77,782   $               105,005   $          37.39   $          50.48 Administrative Services Director $             189,207   $               255,429   salary Finance Director $             179,565   $               242,657   salary Finance Manager $             142,997   $               193,046   salary Senior Accountant $             124,346   $               167,866   salary Accountant $             102,057   $               137,775   $          49.07   $          66.24 Accounting Technician $               92,457   $               124,818   $          44.45   $          60.01 Accounting Office Assistant $               79,726   $               107,630   $          38.33   $          51.74 Community Development Director $             189,207   $               255,429   salary Assistant Community Development
Director/Building Official
$             155,432   $               209,834   salary Principal Planner $             137,254   $               185,293   salary Senior Planner $             118,354   $               159,778   salary Associate Planner $             102,057   $               137,775   $          49.07   $          66.24 Assistant Planner $               88,003   $               118,803   $          42.31   $          57.12 Building Official $             124,346   $               167,866   salary Deputy Building Official/Plan
Examiner
$             118,124   $               159,462   salary Senior Building Inspector $             102,057   $               137,775   $          49.07   $          66.24 Building Inspector $               88,003   $               118,803   $          42.31   $          57.12 Building Technician $               81,719   $               110,321   $          39.29   $          53.04 Public Works Director & City
Engineer
$             189,207   $               255,429   salary Utility Engineering Manager $             144,202   $               194,674   salary Senior Civil Engineer $             130,641   $               176,364   salary Associate Engineer $             112,650   $               152,079   $          54.16   $          73.11 Assistant Engineer $               97,138   $               131,137   $          46.70   $          63.05 Senior Maintenance
Superintendent
$             137,254   $               185,293   salary Maintenance Superintendent $             118,354   $               159,778   salary Maintenance Worker III $               79,726   $               107,630   $          38.33   $          51.74 Maintenance Worker II $               68,747   $                 92,810   $          33.05   $          44.62 Maintenance Worker I $               59,281   $                 80,029   $          28.50   $          38.48 Community Services Manager $             116,566   $               157,360   salary Community Services Supervisor $               97,138   $               131,137   $          46.70   $          63.05 Recreation Specialist $               62,282   $                 84,080   $          29.94   $          40.42 Senior Public Works Inspector $117,242 $158,277 $56.37 $76.09 Public Works Inspector $               95,030   $               128,289   $          45.69   $          61.68 *See Section 1.2 for Meritorious Range
100.1 MERITORIOUS RANGE

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At the City Manager’s discretion, an employee at top salary on the Salary Range may be awarded a monthly salary of up to 5% above top salary in recognition of exemplary performance. Meritorious awards may be revoked by the City Manager, at any time and without cause, and automatically expire at the end of each fiscal year. 100.2 TEMPORARY AND PART‐TIME EMPLOYEE SALARIES
Temporary and Part‐Time employees are paid an hourly rate equivalent to the monthly rate for permanent employees in a like classification at a salary commensurate with the employee’s experience. If there is no related permanent employee classification, the City Manager shall set a temporary rate not to exceed $25.00 per hour.

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SECTION 200
LEAVE
Administrative Leave – See Section 6.11
Bereavement Leave – See Section 6.8
Catastrophic Leave – See Section 6.3
Compensatory Time (Comp Time) – See Section 6.6
Family and Medical Leave – See Section 6.12
Holidays – See Section 6.4
Jury Duty – See Section 6.7
Leave Without Pay – See Section 6.14
Military Leave – See Section 6.9
Pregnancy Disability Leave – See Section 6.13
Sick Leave – See Section 6.2
Vacation Leave – See Section 6.5

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SECTION 300

HEALTH AND WELFARE
300.1 CAFETERIA AND FLEXIBLE BENEFIT PLAN
Effective January 1, 20243, the cafeteria plan flexible dollar amount will be as follows:

Level of coverage Monthly Flexible
Dollar Amount
Employee 1,021.41913.74
Employee plus one 1,924.481,736.11
Employee plus two or 2,492.242,229.52
more
The flexible dollar amount may be used to select any of the PEMHCA medical plans available to the employee or any other benefits available in the Town’s Cafeteria and Flexible Benefit Plan. Additional Plan options shall include short‐term disability, hospital confinement indemnity, hospital confinement sickness indemnity, hospital intensive care, accident, cancer/specified disease, lump sum critical illness,specified health event benefits and a flexible spending account option. Employees selecting a plan or benefits for which the cost is greater than the Town’s applicable flexible dollar amount shall pay the excess cost. Eligible employees with proof of insurance from another source may elect to receive an opt‐out payment in‐lieu‐of participating in the Town’s Cafeteria Flexible Benefit Plan.

Opt‐out payments are:

Level of coverage Bi‐weekly opt‐out
payment
Employee Only &
Employee plus
one
Employee plus two or
more
$212.31
$276.93
The Town shall adjust the monthly flexible benefit contribution on an annual basis. 300.2 DESIGNATED HEALTH CONTRIBUTION TOWARD HEALTH PREMIUM 2023Monthly PEMCHA health contribution
$ 1571.00

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The Town contracts with PEMHCA for health insurance and pays the minimum monthly health contribution toward the health premium, as established by PEMHCA on an annual basis, for eligible employees, elected officials, and qualifying retirees. For eligible employees, this benefit begins on the first day of the calendar month following the employee’s hire date and terminates on the last day of the calendar month following the employee’s separation date. The PEMCHA contribution for health is per month for eligible employees, elected officials, and qualifying retirees. Retirees will be required to qualify as CalPERS annuitants and meet all statutory and legal requirements necessary to receive this benefit. The health contribution is included in the Cafeteria and Flexible Benefit fund amounts described in section above.
300.3 DENTAL PLAN
The Town contracts for dental insurance and pays the full premium for eligible employees, elected officials and their eligible dependents. This benefit begins on the first day of the calendar month following the employee’s hire date and terminates on the last day of the calendar month following the employee’s separation date. 300.4 VISION PLAN
The Town contracts for vision insurance and pays the full premium for eligible employees, elected officials, and their eligible dependents. This benefit begins on the first day of the calendar month following the employee’s hire date and terminates on the last day of the calendar month following the employee’s separation date. 300.5 EMPLOYEE WELLNESS
Permanent full‐time employees are eligible for wellness benefits from two separate programs, offering a total of up to $1,075 annually.up to $575 employee wellness allowance for programs, activities, and equipment that promote good health. Guidelines for the program will be established by the City Manager. Employees must submit a request form with receipts for reimbursement.  All wellness reimbursements shall be processedreimbursed through payroll. This benefit is made possible by a grant from the Town’s Workers’ Compensation insurer.
300.5.1 Wellness Allowance
This program offers up to a $575 employee wellness allowance for programs, activities, and equipment that promote good health.  Guidelines for the program will be established by the City Manager.  This benefit is made possible by a grant from the Town’s Workers’ Compensation insurer.
300.5.2 Year‐Round Wellness Program
This program offers up to $500 annually for eligible wellness expenses. Available to all full‐time employees, the program provides reimbursement for:
● Fitness: Gym memberships, personal training, home exercise equipment, fitness apps. ● Health: Nutritional counseling, wellness coaching, weight management, smoking

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cessation programs.
● Mental Health: Therapy, counseling, mental health apps. ● Preventive Health: Vaccinations, health screenings, wellness educational materials. ● Medications and Treatments: Non‐insurance covered medications and treatments, including over‐the‐counter drugs or prescribed therapies.

Exclusions include non‐wellness expenses, costs covered by other benefits, and unrelated personal items.
300.6 LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE The Town contracts for a term life insurance policy and pays the full premium for eligible employees. The benefit amount is equal to the employee’s annualsalary or up to $150,000, with the exception of the City Manager’s which is set by contract. This may be a taxable benefit to the employee.

The Town also contracts for an accidental death and dismemberment insurance policy and pays the full premium for eligible employees. The benefit amount varies based on each specific condition and is set by the policy document.
300.7 LONG TERM DISABILITY INSURANCE
The Town contracts for a long term disability insurance policy and pays the full premium for eligible employees.

Employees are insured against long‐term disability through third‐party insurance which provides sixty percent (60%) of an employee’s monthly earnings to a maximum benefit of $5,000 per month, in the event of a disability which occurs outside of the work place.

Workers Compensation insurance provides coverage for on‐the‐job injuries. Coverage begins ninety (90) days following a disabling event and continues to an end date determined by the employee’s age.
300.8 WORKERS’ COMPENSATION
300.8.1 General Description
Through worker’s compensation, employees are insured against losses due to job‐related illness or injury. Under this program, medical expenses are paid and, while disabled, employees are eligible for weekly compensation based on their salary.
300.8.2 Eligibility
Regular, full‐time employees and part‐time employees and temporary employees are eligible for this benefit. Retired employees are not eligible for this benefit.

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300.8.3 Benefit
When an employee suffers a workers’ compensation injury, the employee is eligible for receipt of two‐thirds (2/3) of their salary or the amount statutorily assigned by the State of California, whichever is lower, as well as authorized health care costs, through the workers compensation claim. Employees on workers’ compensation leave may use accrued sick leave to supplement any monetary difference between their normal rate of pay and workers compensation’s temporary disability benefits.
300.8.4 Method of Administration
Workers compensation claims are administered for the Town by a third party administrator. All on‐the‐job injuries must be reported to the Finance Department immediately. When an employee makes a workers’ compensation claim, the claim must be submitted to the Town on the appropriate claim form, and must be accompanied with verification of the injury by a physician as well as the recommendation that the employee be absent from work for a certain length of time to allow recovery from the injury. The third party administrator makesthe determination asto whether a claim is eligible for payment and which medical bills are eligible for reimbursement.
300.9 EMPLOYEE ASSISTANCE PROGRAM
300.9.1 General Description
The Employee Assistance Program is a confidential referral service for help in dealing with many kinds of personal problems that an employee may have. This program is an effective manner to deal with employee issues that, while affecting employee performance, are beyond the scope of management’s control. The services provided include counseling, crisis intervention, training and consultation.
300.9.2 Eligibility
Regular, full time employees and part time employees who regularly work twenty (20) hours per week or more are eligible for this benefit. Part time employees who work less than twenty (20) hours per week and temporary and retired employees are not eligible for this benefit.
300.9.3 Benefit
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24‐hour crisis intervention, child/elder care services, legal and financial resources, management consultation, supervisor training and employee workshops.
300.9.4 Method of Administration
The cost of the Employee Assistance Plan is paid by the Town. Employees may confidentially use the services of Magellan without prior approval of a Town supervisor or City Manager.
300.10 UNIFORMS AND SAFETY GEAR
Town employees who work in the field may be provided uniforms and safety gear necessary to protect the employee’s well‐being and establish a consistent Town image.

The Town’s annual budget includes a line item for this benefit and purchases must be authorized by the employee’s department head, under the general guidance of the City Manager. Uniforms and safety gear are replaced as deemed necessary by the department head.

The Town shall provide safety footwear at a cost not to exceed $250 for City Hall staff and $350 for Maintenance Crews, which shall apply on an annual basis, on July 1st of each new fiscal year. The Town will provide employees with a list of approved vendors and footwear, and will be billed directly by the vendor for payment. Any cost exceeding the above authorized amount will be borne by the employee.

The Town will provide a reimbursement of up to $250 (City Hall staff) or $350 (Maintenance Crews) annually for the purchase of safety shoes.  Employees may purchase these safety shoes at the vendor of their choosing and submit receipts to the Finance Department for reimbursement.

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SECTION 400

OTHER BENEFITS
400.1 DEFERRED COMPENSATION
400.1.1 General Description
Town employees are eligible to participate in approved deferred compensation plans through payroll deductions. These deductions are forwarded to the appropriate institution by the Town at the time that each payroll is issued. 400.1.2 Eligibility
Regular, full‐time employees and part‐time employees who regularly work twenty (20) hours per week or more are eligible for this benefit. Part‐time employees who work less than twenty (20) hours per week and temporary and retired employees are not eligible for this benefit.
400.1.3 Benefit
The company that is approved by the Town to administer this benefit isthe ICMA Retirement Trust Corporation. Deferred compensation is self‐funded with no contribution from the Town unless otherwise stipulated by contract. Employees who elect to participate have an amount deducted from each paycheck deposited directly into their deferred compensation account. The amount of the maximum annual contribution is determined by Federal and State regulations. 400.1.4 Method of Administration
Deferred compensation transactions are handled as payroll deductions.

Deductions from an employee’s gross pay are deposited in the appropriate account and are itemized on the employee’s check stub. Taxable income at year end is based on an employee’s post‐deduction gross pay. Federal and State income taxes are not calculated or withheld on amounts deposited in employee deferred compensation accounts, as they are deferred until withdrawals from

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the accounts begin (usually upon retirement).
401(a) Plan‐Defined Contribution
The Town will contribute up to 4% of the employee’s annual salary with a cap of the PEPRA salary maximum and based on the employee enrolled in the 457 Plan (flexible deferred compensation plan).

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132
400.2 CREDIT UNION
All Town employees are eligible to become members of the Santa Clara County Employee's Credit Union. The advantages of the programs offered to member employees are typical of credit union membership, at no cost to the Town.
400.3 AUTOMOBILE ALLOWANCE
400.3.1 General Description
The automobile allowance provides reimbursement for the maintenance and use of a management employee’s personal vehicle for Town business. This benefit is in lieu of a Town provided vehicle.
400.3.2 Eligibility
All management employees as defined by Section 5.2 are eligible for this benefit.
400.3.3 Benefit
Management employees will receive a monthly allowance of two hundred fifty dollars and zero cents ($250.00) per calendar month as compensation for the use of their personal vehicle while conducting Town business. The City Manager’s automobile allowance is set by contract.
400.3.4 Method of Administration
This benefit is paid each pay period worked during the calendar year at the rate of two hundred fifty dollars and zero cents ($250.00) per calendar month. 400.4 PARKS & RECREATION PROGRAM REGISTRATION FEES
The Town’s non‐resident surcharge for parks and recreation programs shall be waived for employees and their dependents. If the program reaches capacity, a non‐resident employee or dependent will be required to pay the non‐resident surcharge. 400.5 TUITION REIMBURSEMENT FOR DEGREE PROGRAMS
Full‐time, permanent employees are eligible for tuition reimbursement for courses taken toward undergraduate and graduate degree programs, provided the courses are relevant to their job or career development within the Town. Employees must obtain written approval from both the City Manager and Department Head before enrolling in any degree program. This approval must be requested using the Tuition Reimbursement Request Form, which should include a course description and estimated costs.

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133
The maximum reimbursement per unit is capped at the per‐unit tuition rate at California State University, as detailed at CSU Tuition and Fees. Only tuition is covered under this policy; other expenses related to the program, such as textbooks, materials, and fees, are not covered.

Reimbursement is processed after course completion and upon satisfactory completion with a grade of “B” higher, or a GPA of 3.00 or higher. Employees must submit itemized receipts and official transcripts showing final grades. Claims are processed within 30 days of receiving all required documentation.

Employees who receive tuition reimbursement are required to remain employed with the Town throughout the duration of their degree program and for a minimum of one year following the completion of their degree. If an employee voluntarily leaves the Town before fulfilling this commitment, they may be required to repay a prorated portion of the reimbursement received.

Any exceptions to this policy will be considered on a case‐by‐case basis and require additional approval, provided that the total reimbursement does not exceed the maximum amount stipulated by this policy.

With the advance written approval of the City Manager and upon satisfactory completion with a grade “B” or “3.00” or better, the Town shall reimburse an eligible, permanent employee for the cost of tuition (on a course‐by‐course basis) for courses having a strong 115

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134
nexus to the employee’s service to the Town and taken at a college, university, or technical school. Reimbursements are limited to $1,500 per fiscal year. 400.6 EDUCATION REIMBURSEMENT
Full‐time, permanent employees are eligible for reimbursement of costs related to various educational activities, including online courses, professional certifications, workshops, and other non‐degree programs, provided they are relevant to their job or career development within the Town. Employees must obtain written approval from both the City Manager and Department Head.

The total reimbursement for educational expenses, including required materials such as textbooks, workbooks, online course access fees, software, and hardware necessary for course completion, is capped at $1,500 per fiscal year. This cap applies to the aggregate of all eligible expenses, including courses, certifications, and materials. Reimbursement is not available for optional or non‐required materials.

To receive reimbursement, employees must submit receipts and proof of payment for all educational expenses. Claims are processed within 30 days of receiving all required documentation. Non‐reimbursable expenses include optional materials or services not directly required for course completion.

Formatted: Justified, Right: 0.6", Space Before: 12 pt

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SECTION 500

RETIREMENT
500.1 PENSION – TIER I
500.1.1 General Description
The Town’sretirement program provides employees with benefits through their retirement years in an amount which is based upon years of service, age of employee at the beginning of their retirement and the three highest years’ compensation during their tenure.
500.1.2 Eligibility
All regular, full‐time and part‐time employees who work twenty (20) hours per week or more hired prior to August 31, 2011 are members of the California Public Employees Retirement System (CalPERS) and included in Tier I. In order to be eligible any such employee must meet all applicable CalPERS eligibility rules.
500.1.3 Benefit
The Town contributes an employer share of retirement contribution based on the gross salary for each eligible employee. The employee’s share is equal to 7% of their yearly gross salary and is deducted from the employee’s earnings on a pre‐tax basis for this retirement benefit. Employees of the Town eligible for this benefit do not pay into the Social Security system.

The Town’s contract with CalPERS provides service retirement benefits under the “2% at 55” formula. The formula uses a multiplier of x %, times the number of years ofservice, to determine retirement benefits at a given age. For example, under the 2% at 55 formula, a retiree with 10 years of service retiring at age 55 would receive an annual retirement benefit of 20% of their final (adjusted) annual salary. The earliest retirement date is age 50, with at least 5 years of service. The table below shows the “benefit factor”, or multiplier for the 2% at 55 plan.

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2% @ 55
Retirement
Age
Percent
Per
Year
X
50 1.426
51 1.522
52 1.628
2% @ 55
Retirement
Age
Percent
Per
Year
53 1.742
54 1.866
55 2.000
56 2.052
57 2.104
58 2.156
59 2.210
60 2.262
61 2.314
62 2.366
63 and over 2.418
500.1.4 Method of Administration
The Finance Department makes the appropriate payment to CalPERS with each payroll cycle. CalPERS keeps detailed records of each employees account and sends annual statements to all employees at the end of the fiscal year. Once an employee retires, CalPERS administers the retirement benefit to the former employee. CalPERS offers many retirement planning workshops throughout the year to assist employees with retirement planning decisions. Details regarding the accrual and disbursement of retirement benefits can be discussed directly with a CalPERS representative.
500.2 PENSION – TIER II
500.2.1 General Description
The Town’sretirement program provides employees with benefits through their

137
retirement years in an amount which is based upon years of service, age of employee at the beginning of their retirement and the three highest years’ compensation during their tenure.
500.2.2 Eligibility
All regular, full‐time and part‐time employees who work twenty (20) hours per week or more hired after August 31, 2011 are members of the California Public Employees Retirement System (CalPERS) and included in Tier II. In order to be eligible any such employee must meet all applicable CalPERS eligibility rules. 500.2.3 Benefit
The Town contributes an employer share of retirement contribution based on the gross salary for each eligible employee. The employee’s share is equal to 7% of their yearly gross salary and is deducted from the employee’s earnings on a pre‐tax basis for this retirement benefit. Employees of the Town eligible for this benefit do not pay into the Social Security system.

The Town’s contract with CalPERS provides service retirement benefits under the “2% at 60” formula. The formula uses a multiplier of x %, times the number of years ofservice, to determine retirement benefits at a given age. For example, under the 2% at 60 formula, a retiree with 10 years of service retiring at age 60 would receive an annual retirement benefit of 20% of their final (adjusted) annual salary. The earliest retirement date is age 50, with at least 5 years of service. The table below shows the “benefit factor”, or multiplier for the 2% at 60 plan.
2% @ 60
Retirement
Age
Percent
Per
Year
X
50 1.092
51 1.156
52 1.224
53 1.296
54 1.376
55 1.460
56 1.552
57 1.650
58 1.758
59 1.874

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60 2.000
61 2.134
62 2.272
63 and over 2.418
500.2.4 Method of Administration
The Finance Department makes the appropriate payment to CalPERS with each payroll cycle. CalPERS keeps detailed records of each employee’s account and sends annual statements to all employees at the end of the fiscal year. Once an employee retires, CalPERS administers the retirement benefit to the former employee. CalPERS offers many retirement planning workshops throughout the year to assist employees with retirement planning decisions. Details regarding the accrual and disbursement of retirement benefits can be discussed directly with a CalPERS representative.
500.3 PENSION – TIER III
500.3.1 General Description
The Town’sretirement program provides employees with benefits through their retirement years in an amount which is based upon years of service, age of employee at the beginning of their retirement and the three highest years’ compensation during their tenure.
500.3.2 Eligibility
All regular, full‐time and part‐time employees who work twenty (20) hours per week or more joined California Public Employees Retirement System (CalPERS) prior to January 1, 2013 who, on or after January 1, 2013 is hired by a different CALPERS employer following a break in service of more than six months; or a new hire who joined on or after January 1, 2013 and who has no prior membership in another California public retirement system; or a new hire who joins CalPERS for the first time on or after January 1, 2013, and who was a member of another California public retirement system prior to that date, but who is not subject to reciprocity upon joining CalPERS. In order to be eligible any such employee must meet all applicable CalPERS eligibility rules. 500.3.3 Benefit
The Town contributes an employer share of retirement contribution based on the gross salary for each eligible employee. The employee’s contribution rate will be at least fifty (50) percent of the total normal cost rate of their defined benefit plan of their yearly gross salary and is deducted from the employee’s earnings on a pre‐tax basis for this retirement benefit. Employees of the Town eligible for this benefit do not pay into the Social Security system

139
The Town’s contract with CalPERS provides service retirement benefits under the “2% at 62” formula. The formula uses a multiplier of x %, times the number of years ofservice, to determine retirement benefits at a given age. For example, under the 2% at 62 formula, a retiree with 10 years of service retiring at age 62 would receive an annual retirement benefit of 20% of their final (adjusted) annual salary. The earliest retirement date is age 52, with at least 5 years of service. The table below shows the “benefit factor”, or multiplier for the 2% at 62 plan.
2% @ 62
Retirement
Age
Percent
Per
Year
X
50 0.842
51 0.917
52 1.000
53 1.100
54 1.200
55 1.300
56 1.400
57 1.500
58 1.600
59 1.700
60 1.800
61 1.900
62 2.000
63 2.100
64 2.200
65 2.300
66 2.400
67 or older 2.500
500.4 RETIREE MEDICAL REIMBURSEMENT
500.4.1 Town Retirees and Employees Receiving Town Medical Benefits as of October 11, 2007
Employees of the Town who were employed by the Town and receiving Town medical benefits as of October 11, 2007 are eligible for this benefit upon retirement from the Town. Additionally, retirees of the Town as of October 11, 2007 are eligible for this benefit. These eligible retirees shall receive contributions through their retirement years towards medical benefits in an

140
amount that is equal to what active employees receive in the cafeteria plan. An individual must also qualify as a CalPERS annuitant in order to receive this benefit. Anyone who was not a Town retiree or employed by the Town and receiving Town medical benefits as of October 11, 2007, will not receive this benefit.
500.4.2 Retirees That Were Not Employed by the Town and Receiving Town Medical Benefits Before October 12, 2007.

Any Town employee hired or first receiving medical benefits on or after October 12, 2007 shall only be eligible to potentially receive a retiree medical contribution equal to the PEMHCA minimum health contribution amount described in Section

3.2. Retirees will be required to qualify as CalPERS annuitants and meet all statutory and legal requirements necessary to receive such a benefit.

1. Retiree Health for the Tier 2 employees hired after October 11, 2007, until the age 65 years of age with the following qualifiers:

Employee must work with the Town for at least 5 years and must retire from the Town. The benefit will be effective at age 60 at Kaiser Employee only subscriber rate. The vesting schedule (see below) would be implemented based on CalPERS service and would determine the Town’s contribution towards the retiree’s health premium.
10 years 50%
11‐12 years 60%
13‐14 years 70%
15‐17 years 85%
18‐20 years 90%
20 + years 100%
500.4.3 Method of Reimbursement
The Town shall reimburse retirees the amount deducted from their monthly pension provided by CalPERS up to the maximum retiree medical contribution they are entitled to receive pursuant to this section.
500.4.4 Method of Administration
The Town will issue reimbursements to eligible retirees in the month of January and July ‐ following January 1 and July 1 of each year an estimated six month premium deduction from the retiree’s pension. If the estimate is less than the actual deduction, the Town will reimburse the retiree the difference upon receipt

141
of written request for reimbursement from the retiree. If the estimate is more than the actual deduction, the Town will deduct the overpayment from the next scheduled reimbursement. All correspondence from the retiree to the Town shall be addressed:

City Manager
Town of Los Altos Hills 26379 Fremont Road
Los Altos Hills, CA 94022
– o0O0o –
End of Employee Handbook
5438994.1

ITEM 7M
TOWN OF LOS ALTOS HILLS September 19, 2024
Staff Report to the City Council
SUBJECT: RESOLUTION ADOPTING THE 2023 SANTA CLARA COUNTY

MULTI-JURISDICTIONAL LOCAL HAZARD MITIGATION PLAN
FROM: Cody Einfalt, Assistant to the City Manager CE
APPROVED: Peter Pirnejad, City Manager PP
RECOMMENDATION: That the City Council should:

Approve a resolution (Attachment 1) approving the 2023 Santa Clara County Multi-Jurisdictional Local Hazard Mitigation Plan Volume 1 and 2, which includes the Base Plan (Attachment 2) and Town of Los Altos Hills Annex update (Attachment 3).

BACKGROUND:

In 2000, the United States Congress adopted the Disaster Mitigation Act of 2000 as an amendment to the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) to authorize a program for pre-disaster mitigation efforts. Congress realized that natural disasters (and humancaused events which Congress later added) posed a great danger to human life and property.

Congress determined a larger emphasis needed to be placed identifying these natural and humancaused hazards and proactively assessing the risks posed to communities.

The Disaster Mitigation Act of 2000 provides policy to the State Mitigation Officer and guidance to local jurisdictions to develop a Multi-Jurisdictional Hazard Mitigation Plan (MJHMP). A MJHMP is not required by law, but for a jurisdiction to be eligible for pre and post-disaster mitigation funds or to receive federal disaster relief through the Stafford Act, a jurisdiction must maintain a MJHMP.

The Administration Department’s Emergency Management Division has prepared an updated MJHMP to ensure compliance with the Disaster Mitigation Act of 2000 and the requirements of the latest Federal Emergency Management Agency’s State Mitigation Planning Policy Guide.

For the past year, Town staff has been working with the County on updating the Countywide plan.

Work on the draft plan was concluded last year and submitted to FEMA for review. In late 2023 FEMA approved of Santa Clara County’s plan, which started the adoption process in the County.

On December 12, 2023, the County Board of Supervisors adopted the 2023 Santa Clara County Multi-Jurisdictional Local Hazard Mitigation Plan (Attachment 4). Each of the incorporated cities within the County now must adopt their respective local annexes to the plan to complete the adoption process for FEMA.

Staff Report to City Council Page 2
HJHMP Adoption
September 19, 2024
DISCUSSION:

Hazard mitigation planning is the basis for a community’s long-term strategy to reduce disaster risk and losses through the ongoing evaluation and analysis of an everchanging environment. The MJHMP identifies the Town’s known natural and human-caused disaster risks. It provides a plan for departments, stakeholders, and the community to decrease risk and loss through various mitigation efforts. The MJHMP creates the framework for risk-based decision making to reduce loss of life and injuries as well as lessen damage to property and the economy from future disasters.

As the costs of disaster management and recovery continue to rise, jurisdictions must find ways to reduce hazard risks to their communities. Hazard mitigation efforts are essential both before and after a disaster.

Often following a disaster, repairs and reconstruction are completed to simply restore damaged property to pre-disaster conditions. These efforts may get the community back to normal for a time, but the replication of pre-disaster conditions may result in a repetitive cycle of damage and reconstruction. Hazard mitigation breaks this cycle using a long-term view of rebuilding and recovering after a disaster, by looking at what happened and how the impacts can be lessened if a disaster reoccurs. The implementation of these mitigation actions builds stronger, safer, and smarter communities that are better able to reduce future loss of life and property.

The Town’s comprehensive approach to mitigation employs the following varied techniques:
• Prevention: The Town utilizes administrative and regulatory actions, such as planning and zoning requirements, that influence the way land and buildings are developed to reduce hazard losses.
• Natural Resource Protection: Actions minimize hazard loss and preserve or restore the functions of natural systems via vegetation management and post wildfire watershed management.
• Property Protection: Modification of structures, such as seismic retrofit or bolt and brace projects, decreases the physical damage to property.
• Public Education and Awareness: Informing the public, residents and businesses about hazards and ways to reduce their own loss and to lower risk in the community.

The MJHMP is designed to be used as a hazard identification and analysis reference document to help the Town reduce or eliminate long-term risk from identified hazards or disasters. It should be reviewed by staff from all departments and considered during pre- and post-disaster planning efforts. The MJHMP is a companion document to the Town’s General Plan – Safety Element.

The MJHMP shall be reviewed on an annual basis and updated no later than every five years in accordance with the requirements of the Disaster Mitigation Act of 2000. The Emergency Management Division of the Administration Department will maintain the MJHMP through

Staff Report to City Council Page 3
HJHMP Adoption
September 19, 2024
annual revisions, completed in collaboration with the County Office of Emergency Management, Town departments, and community stakeholders.

ANALYSIS:

Should the City Council decline to adopt this plan, the City will not be eligible for pre and postdisaster federal mitigation funding and risk adversely impacting the City’s current rating under the Community Rating System (CRS).

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act. 2024-25 CITY COUNCIL WORKPLAN:

Adopting the plan is not specifically identified on the workplan, but rather falls under the day-today operations of Town Staff. Adopting the plan will place the Town in good financial standing should any disaster occur in the Town that needs need recovery efforts in the future.

FISCAL IMPACT:

There is no fiscal impact to adopting the resolution. Upon adoption of the SCC MJHMP Volume I and Town of Los Altos Hills Annex within Volume II, Town of Los Altos Hills will be eligible to apply for and potentially receive specified grants from the federal government.

ATTACHMENTS:

1. Proposed Resolution

2. Santa Clara County Multi-Jurisdictional Volume 1 – Base Plan

3. Santa Clara County Multi-Jurisdictional Volume 2 – Los Alto Hills Local Annex

4. Santa Clara County Board of Supervisor Approval

ITEM 7M, ATTACHMENT 1

RESOLUTION NO. xx-24
RESOLUTION ADOPTING THE 2023 SANTA CLARA COUNTY

MULTI-JURISDICTIONAL LOCAL HAZARD MITIGATION PLAN
WHEREAS, the Town of Los Altos Hills is subject to various earthquake-related hazards such as ground shaking, liquefaction, landslides, and fault surface rupture; and WHEREAS, Town of Los Altos Hills is subject to various weather-related hazards including wildfires, floods, and landslides; and
WHEREAS, the Town of Los Altos Hills recognizes that disasters do not recognize city, county, or special district boundaries; and
WHEREAS, the Town of Los Altos Hills seeks to maintain and enhance a disaster-resilient region by reducing the potential loss of life, property damage, and environmental degradation from natural disasters, while accelerating economic recovery from those disasters; and WHEREAS, the Town of Los Altos Hills is committed to increasing the disaster resilience of the infrastructure, health, housing, economy, government services, education, environment, and land use systems in the Santa Clara County as a whole; and
WHEREAS, the federal Disaster Mitigation Act of 2000 requires all cities, counties, and special districts to have adopted a Local Hazard Mitigation Plan to receive disaster mitigation funding from FEMA; and
WHEREAS, in June 2022, the Santa Clara County Emergency Operational Area Council initiated a hazard mitigation planning process that was guided by a 19-member coalition of partner agencies, including Santa Clara County, 15 city and town governments, the Santa Clara County Fire District, Valley Water, and the Valley Transportation Authority; and WHEREAS, the result of this effort is a two-volume Santa Clara County Multi-Jurisdiction Hazard Mitigation Plan (“SCC MJHMP”), a multi-hazard mitigation plan; and WHEREAS, upon adoption of the SCC MJHMP Volume I and Town of Los Altos Hills Annex within Volume II and the subsequent approval of said plan by FEMA and Cal OES, Town of Los Altos Hills will be eligible to apply for and potentially receive specified grants; NOW, THEREFORE BE IT RESOLVED the City Council does hereby adopt the Santa Clara County Multijurisdictional Hazard Mitigation Plan (HMP), which includes Volume 1 Base Plan and Volume 2 as the Town of Los Altos Hills local Hazard Mitigation plan, and delegate authority to the City Manager, or their Designee, to accept amendments thereto.

NOW, THEREFORE, BE IT FURTHER RESOLVED that City Council commits to continuing to take those actions and initiating further actions, as appropriate as identified in the HMP.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19th day of September 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Stan Mok, Mayor
ATTEST:
______________________________
Arika Miller, City Clerk

SANTA CLARA COUNTY

MULTIJURISDICTIONAL

HAZARD MITIGATION
PLAN
Volume 1: Base Plan
2023
Office of Emergency Management
County of Santa Clara
55 W. Younger Ave., San Jose, CA
ITEM 7M, ATTACHMENT 2

Santa Clara County Multijurisdictional Hazard Mitigation Plan This work was sponsored by the Santa Clara County Office of Emergency Management.

The research was conducted by IEM, incorporating data provided by Santa Clara County Office of Emergency Management.

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Santa Clara County Multijurisdictional Hazard Mitigation Plan Acknowledgements i
Acknowledgements
County of Santa Clara Core Planning Team
 Dr. Parastou Najaf, Santa Clara County Office of Emergency Management, Senior Emergency Manager – Mitigation/Recovery
 Magdalena Sta Maria, Santa Clara County Office of Sustainability, Sustainability Analyst  Samuel Gutierrez, Santa Clara County Department of Planning and Development, Principal Planner
Planning Partners
 Michael Alvarez, County of Santa Clara, Principal Development Services Engineer/ Floodplain Administrator
 Dan Livingston, City of Campbell, Captain of Support Services Division, Police Department  Ron Taormina, City of Campbell, Acting Superintendent  Bob Lennen, City of Campbell, Building Official
 Meredith Albert, City of Cupertino, Emergency Management Analyst  Thomas Chin, City of Cupertino, Emergency Manager
 Andre Duurvoort, City of Cupertino, Sustainability Manager  Susan Michael, City of Cupertino, Capital Improvement Program Manager  Jimmy Tan, City of Cupertino, Assistant Director of Public Works  Chad Mosley, City of Cupertino, Acting Director of Public Works  Jennifer Chu, City of Cupertino, Senior Civil Engineer/City of Public Works  Esther Kwon, City of Cupertino, Public Information Officer  Andrew Young, City of Gilroy, Emergency Services and Volunteer Coordinator  Sharon Goei, City of Gilroy, Community Development Director  Daryl Jordan, City of Gilroy, Public Works Director/Floodplain Administrator  Kathryn Krauss, City of Los Altos, Captain of Operations, Police Department  Vency Woo, City of Los Altos, Management Analyst
 Irene Silipin, City of Los Altos, HR Manager
 Marisa Lee, City of Los Altos, Transportation Services Manager  Veronica Tinoco, City of Los Altos, Building Official  Stephanie Williams, City of Los Altos, Planning Services Manager/ Floodplain Manager  Franklin Wong, City of Los Altos, Public Works. CIP Manager

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acknowledgements ii
 Vivian Chu, City of Los Altos, Finance Manager
 Manny Hernandez, City of Los Altos, Parks and Rec Director  Jon Maginot, City of Los Altos, Assistant City Manager  Angela Averiett, City of Los Altos, Police Chief
 June DU, City of Los Altos, Finance Director
 Sonia Lee, City of Los Altos, Public Information Officer  Nick Zorner, City of Los Altos, Development Services Director  Brian Glass, City of Los Altos, Assistant Fire Chief
 Ann Hepenstal, Town of Los Altos Hills, Emergency Management Consultant  Woojae Kim, Town of Los Altos Hills, Public Works Director/ Floodplain Administrator  John Chau, Town of Los Altos Hills, Associate Engineer  Elaine Ling, Town of Los Altos Hills, Senior Planner
 Jeremy Loh, Town of Los Altos Hills, Associate Planner  Jonathan Fox, Town of Los Altos Hills, Assistant Planner  Gerry Igtanloc, Town of Los Altos Hills, Building Technician  Cody Einfalt, Town of Los Altos Hills, Management Analyst II/ Interim Assistant to the City Manager
 Nicolle Burnham, Town of Los Gatos, Director of Parks and Public Works  Holly Young, Town of Los Gatos, Senior Analyst
 Toni-Lynn Charlop, City of Milpitas, Office of Emergency Management Coordinator  Elaine Marshal, City of Milpitas, Deputy Director, Public Works  Jay Lee, City of Milpitas, Principal Planner
 Bill Tott, City of Milpitas, Building Official
 Arthur Belton, City of Milpitas, Fire Marshal
 Michael Silveira, City of Milpitas, CIP Manger
 Samantha Vergara, City of Milpitas, Special Projects/Drought & Climate Change  Brian Petrovic, City of Milpitas, Floodplain Administrator  Jennifer Ponce, City of Morgan Hill, Emergency Services Coordinator  Hilary Holeman, City of Morgan Hill, Administrative Analyst  Scott Creer, City of Morgan Hill, Floodplain Administrator  Robert Maitland, City of Mountain View, Fire Department Public Information Officer, Office of Emergency Services Coordinator
 Eric Anderson, City of Mountain View, Advanced Planning Manager  Nena Bizjak, City of Mountain View, Chief Building Official  Renee Gunn, City of Mountain View, Associate Civil Engineer/ Floodplain Administrator

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acknowledgements iii
 Ken Dueker, City of Palo Alto, Office of Emergency Services, Chief  Nathan Rainey, City of Palo Alto, Office of Emergency Services Coordinator  Karin North, City of Palo Alto, Assistant Director of Public Works, Environmental Services  Holly Boyd, City of Palo Alto, Assistant Director of Public Works, Engineering  Rajeev Hada, City of Palo Alto, Floodplain Administrator  Chitra Moitra, City of Palo Alto, Planner
 Christine Luong Manager, City of Palo Alto, Environmental Control Program – Sustainability  Ray Riordan, City of San Jose, Director of Emergency Management  Jay McAmis, City of San José, Deputy Director of Emergency Management  Mariana Chavez-Vazquez, City of San Jose, Assistant Director of Environmental Services Department
 Rajani Nair, City of San Jose, Deputy Director of Environmental Services Department  Jennifer Brown, City of San Jose, Division Manager of Environment Services Department  Jennie Loft, City of San Jose, Public Information Manager of Environmental Services Department  Kat Estrada, City of San Jose, Program Manager of Environmental Services Department  Sean Monlux, City of San Jose, Analyst II
 Kendra Yarn, City of San Jose, Program Manager/ Parks Recreation & Neighborhood Services  Torie O’Reilly, City of San Jose, Division Manager/Parks  Olympia Williams, City of San Jose, Division Manager/ Beautify  Sara Sellers, City of San Jose, Acting Deputy Director  Paul Lim, City of San Jose, Emergency Response program Manager  Steve Choy, City of San Jose, Acting Division Manager/ Division Manager Capital Improvement Project Program Manager
 Samuel Young, City of San Jose, Division Manager Development Services  Norman Mascarinas, City of San Jose, principal Engineer Transportation and Hydraulics Services  Sanhita Ghosal, City of San Jose, Planner IV/Supervising Planner/ Floodplain Administrator  Jennifer Guzman, City of Santa Clara, Emergency Management Analyst  Gary Welling, City of Santa Clara, Director of Water and Sewer Services  Shilpa Mehta, City of Santa Clara, Assistant Director of Water and Sewer Utilities  Craig Mobeck, City of Santa Clara, Director of Public Works  Michael Liw, City of Santa Clara, Assistant Director of Public Works  Falguni Armin, City of Santa Clara, Principal Engineer  Manuel Pineda, City of Santa Clara, Chief Electric Utility Officer  Kevin Kolnowski, City of Santa Clara, Electric Utility Chief Operating Officer  Andrew Crabtree, City of Santa Clara, Director of Community Development/ Floodplain Manager

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acknowledgements iv
 John Davidson, City of Santa Clara, Principal Planner  Armand Lobao, City of Santa Clara, Building Official
 Ruben Torres, City of Santa Clara, Fire Chief
 John Madden, City of Santa Clara, Deputy Fire Chief
 Jeremy Ray, City of Santa Clara, Deputy Fire Chief
 Dennis Yee, City of Santa Clara, Fire Captain
 Wahid Kazem, City of Santa Clara, Assistant Police Chief  Cuong Phan, City of Santa Clara, Police Lieutenant
 Michelle Templeton, City of Santa Clara, Sustainability Manager  David Knight, City of Santa Clara, Communication Management Analyst  Aaron Yuma, City of Saratoga, Building Official
 Neil Valenzuela, City of Saratoga, West Valley Patrol Commander  David Dorcich, City of Saratoga, Associate Civil Engineer. Floodplain Administrator  Jason Falarski, City of Saratoga, Deputy Chief
 Thomas Scott, City of Saratoga, Facilities Manager
 Crystal Bothelio, City of Saratoga, Assistant City Manager  Trudi Ryan, City of Sunnyvale, Director, Community Development  Ramana Chinnakotla, City of Sunnyvale, Director, Environmental Services  Sean Smith, City of Sunnyvale, Street Operations Manager  Mary Jeyaprakask, City of Sunnyvale, Senior Planner
 Suzanne Park, City of Sunnyvale, Chief Building Official  Daniel Moskowitz, City of Sunnyvale, Lieutenant, Office of Emergency Services, Department of Public Safety
 Louay Toma, Santa Clara County Fire Department, Senior Program Specialist  Dennis Lollie, Santa Clara County Fire Department, Deputy Chief  Juan Ledesma, Santa Clara Valley Water District, Program Administrator Supervisor, Office of Emergency Services
 Andres Acevedo, Santa Clara Valley Water District, Senior Management Analyst  Jack XU, Santa Clara Valley Water District, Senior Engineer/ Hydra, Hydro & Geo  Liang XU, Santa Clara Valley Water District, Hydro, Hydra & Geomorph Manager  Jay Lee, Santa Clara Valley Water District, Watershed Field Ops Manager  Devin Mody, Santa Clara Valley Water District, Ops & Maintenance Engineer Support Manager  Greg Meamber, Santa Clara Valley Water District, Senior Engineer/ Operations & Maintenance  Nina Merrill, Santa Clara Valley Water District, Senior Water Resources Specialist  Steven Wu, Santa Clara Valley Water District, Senior Engineer/ Geotechnical

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acknowledgements v
 Brandon Stewart, Midpeninsula Regional Open Space District, Lands and Facilities Department Manager
 Korrine Skinner, Midpeninsula Regional Open Space District, Public Affairs Manager  Matt Anderson, MidPeninsula Regional Open Space District, Chief Ranger and Visitor Services Manager
 Hillary Stevenson, Midpeninsula Regional Open Space District, General Counsel  Jane Mark, Midpeninsula Regional Open Space District, Planning Manager  Jason Lin, Midpeninsula Regional Open Space District, Engineering and Construction Manager  Deborah Hirst, Midpeninsula Regional Open Space District, Grants Program Manager  Brad Bartholomew, IEM, Project Manager
 Jessica Mason, IEM, Leader Planner
 Kate Smith, IEM, GIS/Hazus Specialist
 Carron Day, IEM, Planner
 Casey Garnett, IEM, Planner
 Krystian Murray, IEM, Planner
 Alayna Payne, IEM, Planner
 Sabrina Lunsford, IEM, Planner

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acronyms vi
Acronyms
AB Assembly Bill
ABAG Association of Bay Area Governments
ADA Americans with Disabilities Act
AELR Annualized Earthquake Loss Ratio
AFN Access and Functional Needs
APA Approvable-Pending-Adoption
APG California Climate Adaptation Planning Guide
ARES Amateur Radio Emergency Service
BAWSCA Bay Area Water Supply Conservation Agency
BRIC Building Resilient Infrastructure and Communities
CAL FIRE California Department of Forestry and Fire Protection Cal OES California Office of Emergency Services
CALGreen California Green Building Standards Code
Caltrans California Department of Transportation
CARAS Community Agency for Resources, Advocacy, and Services CCR California Code of Regulations
CDBG-DR Urban Development Community Development Block Grant Disaster Recovery CDBG-MIT Community Development Block Grant Mitigation
CDC U.S. Centers for Disease Control and Prevention
CEQ Council on Environmental Quality
CEQA California Environmental Quality Act
CERCLA California Emergency Planning and Community Right-to-Know Act CERT Community Emergency Response Team
CFR Code of Federal Regulations
CGS California Geological Survey
C-MIST Communication, Maintaining Health, Independence, Safety, Support Services, and SelfDetermination, and Transportation COOP Continuity of Operations Plan
COVID-19 Coronavirus Disease of 2019
CPAD California Protected Area Database
CPUC California Public Utilities Commission
CRS Community Rating System
CSZ Cascadia Subduction Zone
CWA Clean Water Act
CWPP Community Wildfire Protection Plan
CWSRF Clean Water State Revolving Fund
CZM Coastal Zone Management
DFIRM Digital Flood Insurance Rate Map
DHS U.S. Department of Homeland Security
DMA Disaster Mitigation Act of 2000
DR Disaster Declaration
DSOD Division of Dam Safety

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acronyms vii
DSOD Division of Safety of Dams
DWR Department of Water Resources
DWR Department of Water Resources
EAP Emergency Action Plan
EBB Earthquake Brace + Bolt Program
EIR Environmental Impact Report
EM Emergency Declaration
EMAP Emergency Management Accreditation Program
EOC Emergency Operations Center
EPA Environmental Protection Agency
ESA Endangered Species Act
FBI Federal Bureau of Investigation
FEMA Federal Emergency Management Agency
FERC Federal Energy Regulatory Commission
FHSZ Fire Hazard Severity Zones
FIRM Flood Insurance Rate Map
FIS Flood Insurance Study
FMA Flood Mitigation Assistance
FMAG Fire Mitigation Assistance Grants
FRMP Flood Risk Management Program
GIS Geographic Information Systems
HHPD High Hazard Potential Dam
HMGP Hazard Mitigation Grant Program
HMGP-PF Hazard Mitigation Grant Program Post Fire
HMP Hazard Mitigation Plan
HUD U.S. Department of Housing and Urban Development
Hwy Highway
IBC International Building Code
ICARP Integrated Climate Adaptation and Resiliency Program IED Improvised Explosive Device
IEM Innovative Emergency Management
IID Improved Incendiary Device
IPCC Intergovernmental Panel on Climate Change
IT Information Technology
JTTF Joint Terrorism Task Force
LEWS Landslide Early Warning Systems
LOMA Letter of Map Amendment
LOMR Letters of Map Revision
MJHMP Multijurisdictional Hazard Mitigation Plan
MMI Modified Mercalli Intensity Scale
NASA National Aeronautics and Space Administration
NBS Nature Based Solutions
NCRIC Northern California Regional Intelligence Center
NEHRP National Earthquake Hazard Reduction Program
NEPA National Environmental Policy Act
NFIP National Flood Insurance Program
NGO Non-Governmental Organization
NHD Natural Hazard Disclosure
NID National Inventory of Dams

Santa Clara County Multijurisdictional Hazard Mitigation Plan Acronyms viii
NIMS National Incident Management System
NOAA National Oceanic and Atmospheric Administration
NPDES National Pollutant Discharge Elimination System
NRCS Natural Resources Conversation Services
NSI National Structure Inventory
NTHMP National Tsunami Hazard Mitigation Program
NWS National Weather Service
OA Operational Area
OEM Office of Emergency Management
PAL Provisionally Accredited Levee
PCA Project Cooperation Agreement
PDM Pre-Disaster Hazard Mitigation
PG&E Pacific Gas and Electric
PGA Peak Ground Acceleration
PHMSA Pipeline and Hazardous Materials Safety Administration PTSD Post Traumatic Stress Disorder
Risk MAP Risk Mapping, Assessment and Planning
SAFRR Science Application for Risk Reduction
SAR Suspicious Activity Report
SCCFD Santa Clara County Fire Department
SCCOEM Santa Clara County Office of Emergency Management SCVWD Santa Clara Valley Water District
SEMS Standardized Emergency Management System
SFHA Special Flood Hazard Area
SHMO State Hazard Mitigation Officer
SHMP State Hazard Mitigation Plan
SR State Route
SRA State Responsibility Area
STORM Safeguarding Tomorrow through Ongoing Risk Mitigation SVACA Silicon Valley Animal Control Authority
TRI Toxic Release Inventory
USACE U.S. Army Corps of Engineers
USDA U.S. Department of Agriculture
USDM U.S. Drought Monitor
USFWS U.S. Fish and Wildlife Service
USGS U.S. Geological Survey
VHF Viral Hemorrhagic Fever
VTA Santa Clara Valley Transportation Authority
WHO World Health Organization
WNV West Nile Virus
WUI Wildland Urban Interface
WVFPO Watershed and Flood Prevention Operations Program

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary ix
Executive Summary
Hazard Mitigation Planning Background
Hazard mitigation involves the use of long-term and short-term policies, programs, projects, and other activities to alleviate the death, injury, and property damage that can result from a disaster. Santa Clara County and a partnership of local governments and special districts within the county have developed a multijurisdictional hazard mitigation plan to reduce risks from natural disasters in the Santa Clara County Operational Area (OA)—defined as the unincorporated county and incorporated jurisdictions within the geographical boundaries of the county. The plan reaffirms the planning partners commitment to implementing cost-effective, environmentally sound, technically feasible mitigation actions. It also complies with federal and state hazard mitigation planning requirements to establish eligibility for funding under Federal Emergency Management Agency (FEMA) grant programs.

The whole community of the Santa Clara County OA—including individual and families, businesses, community and nonprofit organizations, schools and academia, and all levels of government—is the ultimate beneficiary of this MJHMP. Implementing the plan will reduce risk for those who live in, work in, and visit the OA. The plan provides a viable planning framework for natural hazards of concern for the area. Participation in development of the plan by key stakeholders helped ensure outcomes will be mutually beneficial. The resources and background information in the plan are applicable across the OA, and the plan’s goals and recommendations can lay the groundwork for the development and implementation of local mitigation activities and partnerships for years to come.

History of Regional Planning Efforts for Hazard Mitigation The Association of Bay Area Governments (ABAG) provides communities in the San Francisco Bay area with planning and research resources related to land use, housing, environmental and water resource protection, disaster resilience, energy efficiency, hazardous waste mitigation, risk management and financial services. In 2004, ABAG led a regional effort to address hazard mitigation planning for Bay Area jurisdictions. ABAG’s regional template was used by numerous counties and cities to meet federal hazard mitigation planning requirements. The ABAG process enabled individual planning processes to meet local government needs, while pooling resources and eliminating redundant planning efforts.

In 2010, ABAG conducted its second regional planning effort. Municipalities that used the 2010 updated ABAG tools to meet federal hazard mitigation planning requirements included the County of Santa Clara and the cities of Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San José, Santa Clara, Saratoga, and Sunnyvale. ABAG discontinued its full support of the regional planning concept in 2015, so jurisdictions that were covered under the regional plan must initiate individual or reformed multijurisdictional planning efforts to continue to comply with federal mitigation planning requirements.

In 2016, Santa Clara County, the Santa Clara County Fire Department, and all incorporated cities in Santa Clara County teamed together to prepare an updated Multijurisdictional Hazard Mitigation Plan tailored to the local needs and capabilities of the Santa Clara County Operational Area. The planning partnership developed a new plan from scratch, using lessons learned from the earlier ABAG planning efforts. Compared to previous planning efforts, the plan focused on more localized concerns, newly available data and tools to enhance the risk assessment, considering FEMA’s Community Rating System (CRS) for flood insurance, and identifying cost-effective actions.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary x
The 2023 Santa Clara County Operational Area Planning Effort In 2022, Santa Clara County reconvened the planning team and a consultant was hired to support the planning process. This allowed participants to focus on ongoing hazard events including multiple atmospheric rivers and a winter storm while ensuring that mitigation planning effort continued moving forward. Additional ways the 2023 plan differs from previous plans includes:
 The risk assessment includes further considerations of emerging hazards, like the impact of wildfire smoke, which have recently threatened the OA.
 A concentrated effort to ensure plan integration between the County Community Wildfire Protection Plan and County Safety Element of the County General Plan updates as well as other approved plans.
 The incorporation of the additional special district planning partners of Midpeninsula Regional Open Space District, Santa Clara County Fire Department, and Santa Clara Valley Water District, which are involved in hazard mitigation in the OA.
 The plan was developed in accordance with EMAP standards.  The risk assessment has been formatted to provide information on risk and vulnerability that will allow a measurement of cost-effectiveness.
 Mitigation goals and objectives and criteria for mitigation action item prioritization have been updated to include climate change, resiliency, and benefits to populations that are underserved and/or socially vulnerable.
 The update gave the planning partners an opportunity to engage residents, particularly those who are underserved and/or socially vulnerable and gauge their perception of risk and support for risk reduction through mitigation.
 The update also gave planning partners an opportunity to engage community stakeholders, particularly those that assist underserved and/or socially vulnerable and gauge their perception of risk and support for risk reduction through mitigation.  Climate change has been added as a hazard for the planning area.  Each planning partner has a minimum of one mitigation action per a hazard that can impact them.  Expanded information about planning partner participation and compliance in the National Flood Insurance Program.

Plan Development Approach
Phase 1: Schedule of Work
A Core Planning Team consisting of staff from the Santa Clara County Office of Emergency Management, Office of Sustainability, and Department of Planning and Development, and a contract consultant, Innovative Emergency Management (IEM), was assembled to facilitate the update of this plan.

This team then formed a planning partnership with local governments, special districts, and other County departments within the OA. Planning partners were also requested to identify additional stakeholders, both internal and external to their community or organization, were invited to participate in the planning process. Some of types of stakeholders identified by partners included representatives from academia, nonprofits, businesses, and other agencies involved in Hazard Mitigation like the California Office of Emergency Services (Cal OES). The Core Planning Team oversaw the plan update, compliance with FEMA hazard mitigation planning guidelines, and the plan update schedule. Stakeholders were frequently engaged through meetings, one-on-one calls, and emails including meeting notes to ensure they understood their role in the plan update.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary xi
The plan schedule was updated to reflect the needs of the stakeholders and committing priorities as multiple disaster events occurred during the update process. This phase also included a review of the existing MJHMP, the current and draft California statewide hazard mitigation plan, and other existing programs and resources that support hazard mitigation actions in the OA.

Phase 2: Determine the Planning Area and Resources
The scale of the plan can determine the level of detail that may be included. In this case, the County lead a county-wide planning effort. Planning partners were provided the space to input even more localized data in their sections of the plan as well. New and updated resources and data sources were identified throughout the planning process. FEMA’s Hazus tool for natural hazard analysis was utilized where possible to assess risk and estimated building damage impacts.

Phase 3: Build the Planning Team
The Core Planning Team invited stakeholders to participate in a series of planning meetings on each of the components of the planning process. After each meeting, planning partners had the opportunity to add their input through forms such as Capability Assessment, Risk Assessment and Mitigation Project Worksheet. The planning team update was additionally supported by input from the public. This input was garnered through several collaborative public meetings, a digital survey, and the utilization of social media and a project website.

Phase 4: Create an Outreach Strategy
The opportunity for public participation is an important step of the hazard mitigation planning process. For this plan update, the Core Planning Team developed and implemented a whole community, multi-lingual, in-person, and virtual approach to public outreach. Since the County was already working on updating the County’s Safety Element, which includes different but similar hazard risk and disaster response and recovery considerations, the two planning teams collaborated to share information on this Multijurisdictional Hazard Mitigation Plan (MJHMP). Two in-person listening sessions were held and one virtual town hall meeting was held to inform the public about the Safety Element and MJHMP update and to garner feedback about hazards of concern and levels of preparedness in the community.

The Santa Clara County Community Wildfire Protection Plan (CWPP) was also being updated simultaneously with the MJHMP, and the two project teams collaborated to share information. Four inperson meetings were held to share information about the CWPP and MJHMP and solicit feedback from the public about the plans.

The County and planning partners also requested public participation through a digital survey posted on the Santa Clara County Office of Emergency Management’s website available in English, Spanish, Chinese, Vietnamese, and Tagalog. This survey received almost 600 responses. Finally, the public was provided the opportunity to review and provide input on the draft MJHMP.

Phase 5: Review Community Capabilities
A thorough understanding of community capabilities can help decision makers identify feasible hazard mitigation actions. The planning team evaluated each jurisdiction’s existing authorities, policies, programs, and resources including staff and funding resources. Applicable opportunities to expand upon on and improve these policies and programs were identified in the Mitigation Strategy. The main point of contact for each planning partner successfully engaged and utilized their planning teams as subject matter experts and planning support throughout the MJHMP process.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary xii
Phase 6: Risk Assessment
Risk assessment is the process of measuring the potential loss of life resulting from natural hazards, as well as personal injury, economic injury, and property damage, in order to determine the vulnerability of people, buildings, and infrastructure to natural hazards. The risk assessment provides the scientific basis for mitigation actions. It begins with hazard identification and profiling. Each hazard that may impact the planning area was profiled utilizing the best available data from local, state, and federal resources including other plans, studies, and databases. Each hazard profile includes risk information such as the location, extent, previous occurrences, future probability of each hazard, and estimated cost of potential damage. Furthermore, a vulnerability assessment was incorporated into each profile to show the expected impacts on people, buildings, critical infrastructure, and future development. The role of climate change and potential cascading impacts is also described.

As part of a comprehensive risk assessment, planning partners used a hazard risk index to evaluate the probability of occurrence, potential life impact, property impact, percentage of planning area impacted, and extent for each applicable hazard. The overall hazard risk index results based on an average of partner indices is shown in Table 1. These results show which hazards pose the highest overall risk to the Operational Area.

Table 1: Average Overall Hazard Risk Index Results
Hazard Risk Order Hazard Average Overall Hazard Risk
Index Result
1 Earthquake 2.13
2 Wildfire, wildfire smoke, and air quality 1.71
3 Heavy precipitation, heavy winds,
extreme temperatures

1.45 4 Drought 1.25
5 Climate change, including sea-level rise 1.19
6 Dam and levee failure .83
7 Flood .79
8 Landslide and mass movement .41
9 Tsunami .03
Based on the average overall hazard risk index results from planning partner risk indices:
 The earthquake hazard has the highest risk results, followed by wildfire/smoke/air quality.  The inclement weather, drought, climate change hazards were a moderate risk to the Operational Area.
 The dam failure, flood, and landslide/mass movement hazards were a lower risk to the Operational Area.
 The tsunami hazard poses the lowest risk to the Operational Area, as not all planning partners can be impacted by this hazard due to geographic location.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary xiii
Phase 7: Develop a Mitigation Strategy
The Mitigation Strategy is often referred to as the heart of the plan, or the blueprint for breaking the cycle of disaster response and recovery. A risk-based, capabilities-informed mitigation strategy outlines the framework for short-term and long-term community resilience. A guiding principle as well as overarching goals and objectives were established for the Mitigation Strategy. In order to facilitate this important part of the plan update, a Mitigation Projects Working Group was convened. This group was responsible for coming up with suggestions for mitigation actions and reviewing and updating the 2017 Goals and Objectives to align with the changed hazard landscape and the new guidelines. Other plans previously approved by the planning partners were also evaluated for potential mitigation actions. Planning partners then assessed their mitigation actions from the past plan and updated them where needed as well as developed new mitigation actions. These actions were then compiled in their annexes in an action plan which included information on the time, cost, funding source, and lead agency.

Phase 8: Draft Multijurisdictional Hazard Mitigation Plan with Public Input and Maintenance Procedures
The Core Planning Team and Working Group assembled a document to meet federal hazard mitigation planning requirements for all partners. The updated plan contains two volumes. Volume 1 contains components that apply to all partners and the broader Operational Area and the unincorporated areas of the County. Volume 2 contains all components that are planning partner specific. Each planning partner has a dedicated annex in Volume 2. A plan maintenance strategy which included annual progress reporting, a strategy for continued public involvement, a commitment to plan integration with other relevant plans and programs, and a recommitment from the planning partnership to actively maintain the plan over the five-year performance period. The Planning Team and the public were each provided opportunities to review the draft plan and inputs were incorporated into the final draft.

Phase 9: Develop and Adopt Final Multijurisdictional Hazard Mitigation Plan The final draft will be submitted to Cal OES and FEMA for approval. Once pre-adoption approval has been granted by the California Office of Emergency Services and FEMA Region 9, the final adoption phase will begin. Each planning partner will individually adopt the updated plan. Plan implementation will occur over the next five years as the planning partners begins to implement the countywide and jurisdiction-specific actions identified in this plan.

Each planning partner main point of contact is responsible for the maintenance of their annex and partner-specific information in this MJHMP. This includes documenting successes and lessons learned, researching new or updated data, laws, policies, regulations, or initiatives that can contribute to future iterations of the MJHMP, reviewing potential funding availability, and monitoring and tracking the progress of action items identified in their annex and submitting a status summary to the County’s project manager annually.

Mitigation Goals and Objectives
Hazard mitigation plans must identify goals for reducing long-term vulnerabilities to identified hazards (44 CFR Section 201.6(c)(3)(i)). A guiding principle, a set of goals and measurable objectives for this plan were reviewed and approved by the larger Planning Team based on data from the preliminary risk assessment and updates to mitigation priorities since the previous MJHMP. The guiding principle, goals, objectives, and actions in this plan all support each other. Goals were selected to support the guiding principle. Objectives were selected that met multiple goals. Actions were prioritized based on the action meeting multiple objectives.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary xiv
Guiding Principle
A guiding principle focuses the range of objectives and actions to be considered. This is not a goal because it does not describe a hazard mitigation outcome, and it is broader than a hazard-specific objective. The guiding principle for this MJHMP is as follows:

To equitably reduce risk and increase resilience by establishing and promoting a comprehensive mitigation program and efforts to protect the Whole Community and environment from identified natural and humaninduced hazards.

Goals
The following are the mitigation goals for this plan:

1. Actively develop community awareness, understanding, and interest in hazard mitigation and empower the Operational Area to engage in the shaping of associated mitigation policies and programs.

2. Minimize potential for loss of life, injury, social impacts, and dislocation due to hazards.

3. Minimize potential for damage to property, economic impacts, and unusual public expense due to hazards.

4. Minimize likelihood and impact of hazards causing environmental damage or damaging open space/nature preserves in the County and preserving ecological connectivity in the region and by working with residents to help build community capacity to respond and adapt to hazards and emergencies.

5. Effectively deliver essential information to the whole community that promotes personal preparedness and includes advice to reduce personal vulnerability to hazards.

6. Encourage programs and projects that promote community resiliency by maintaining the functionality of critical Operational Area resources, facilities, and infrastructure.

7. Pursue feasible, cost-effective, grant eligible, and environmentally sound hazard mitigation measures.

8. Increase adaptive capacity to reduce risk from hazard impacts that stem from a changing climate.

9. Remove barriers for local governments to access mitigation funding (broad vs. specific) and reduce the administrative pain points to recipient agencies during the project deployment and auditing phases.

The effectiveness of a mitigation strategy is assessed by determining how well these goals are achieved.

Objectives
Each selected objective meets multiple goals, serving as a stand-alone measurement of the effectiveness of a mitigation action, rather than as a subset of a goal. The objectives also are used to help establish priorities and have been reviewed and approved by the Mitigation Strategy Working Group, and the larger Planning Team. The objectives are as follows:

1. Establish and maintain partnerships in the identification and implementation of mitigation measures in the Operational Area.

2. Implement hazard mitigation programs and projects that protect life, property, and the environment.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Executive Summary xv

3. Develop and provide updated information about threats, hazards, vulnerabilities, and mitigation strategies to state, regional, and local agencies, as well as private sector groups, communitybased organizations, and non-profits.

4. Improve understanding of the locations, potential impacts, and linkages among threats, hazards, vulnerability, and measures needed to protect life, property, and the environment.

5. Encourage the incorporation of mitigation best management measures into plans, codes, and other regulatory standards for public, private, and non-governmental entities within the Operational Area.

6. Inform the public on the risk exposure to natural hazards and ways to increase the public’s capability to prevent, prepare, respond, recover, and mitigate impacts of these events.

7. Advance community and natural environment sustainability and resilience to future impacts through preparation and implementation of state, regional, and local projects.

8. Reduce repetitive property losses from all hazards.

9. Where feasible and cost-effective, encourage property protection measures for vulnerable structures located in hazard areas.

10. Improve the process on how public agencies select systems that provide warning and emergency communications for a broad array of agencies. This includes improving the selection process and ensuring warning and emergency communications processes are effective and accessible.

11. Partner with educational institutions that provide research, case studies and the like to help bolster agency communication that demonstrates the value of hazard mitigation.

Implementation
Full implementation of the recommendations of this plan will require time and resources. The measure of the plan’s success will be its ability to adapt to changing conditions. The County of Santa Clara and its planning partners will assume responsibility for adopting the recommendations of this plan and committing resources toward implementation. The framework established by this plan commits all planning partners to pursue actions when the benefits of a project exceed its costs. The planning partnership developed this plan with extensive public input, and public support of the actions identified in this plan will help ensure the plan’s success.

Santa Clara County Multijurisdictional Hazard Mitigation Plan Table of Contents xvi
Table of Contents
1 Introduction to Hazard Mitigation Planning....................................................................................... 1

1.1 Why Prepare This Plan? ............................................................................................................. 1

1.1.1 The Big Picture.......................................................................................................................... 1

1.1.2 Purposes for Planning............................................................................................................... 2

1.2 Who Will Benefit from This Plan?.............................................................................................. 3

1.3 Contents of This Plan ................................................................................................................. 3

1.3.1 Emergency Management Accreditation Program (EMAP)........................................................ 3 2 Plan Update: What Has Changed........................................................................................................ 4

2.1 The Previous Plan ....................................................................................................................... 4

2.2 Why Update? ............................................................................................................................... 4

2.2.1 Federal Eligibility ....................................................................................................................... 4

2.2.2 Plan Integration ......................................................................................................................... 5

2.2.3 Changes in Development.......................................................................................................... 5

2.3 Why Update? — What is Different?........................................................................................... 6 3 Planning for Climate Change and Equitable Outcomes................................................................. 10 4 Plan Update Approach ....................................................................................................................... 12

4.1 Grant Funding............................................................................................................................ 12

4.2 Formation of the Core Planning Team.................................................................................... 12

4.3 Defining Stakeholders .............................................................................................................. 13

4.4 Establishment of the Planning Partnership ........................................................................... 17

4.5 Defining the Planning Area ...................................................................................................... 21

4.6 Review of Existing Programs................................................................................................... 21

4.7 Public Involvement ................................................................................................................... 22

4.7.1 Strategy ................................................................................................................................... 22

4.7.2 Public Involvement Results ..................................................................................................... 27

4.8 Plan Development Chronology and Milestones..................................................................... 31 5 Santa Clara County Operational Area Profile .................................................................................. 33

5.1 Geographic Overview ............................................................................................................... 33

5.2 Historical Overview................................................................................................................... 33

5.3 Major Past Hazard Events ........................................................................................................ 35

5.4 Physical Setting ........................................................................................................................ 36

5.4.1 Geology and Topography........................................................................................................ 36

5.4.2 Soils......................................................................................................................................... 36

5.4.3 Climate .................................................................................................................................... 37

5.5 Development Profile ................................................................................................................. 38

Santa Clara County Multijurisdictional Hazard Mitigation Plan Table of Contents xvii

5.5.1 Land Use ................................................................................................................................. 38

5.5.2 Critical Facilities, Infrastructure, and Assets ........................................................................... 38

5.5.3 Future Trends in Development................................................................................................ 41

5.6 Demographics ........................................................................................................................... 42

5.6.1 Population ............................................................................................................................... 42

5.6.2 Age Distribution....................................................................................................................... 43

5.6.3 Race, Ethnicity, and Language ............................................................................................... 45

5.6.4 Education ................................................................................................................................ 45

5.6.5 Individuals with Disabilities or with Access or Functional Needs ............................................ 46

5.6.6. Social Vulnerability ..................................................................................................................... 46

5.7 Economy .................................................................................................................................... 49

5.7.1 Income..................................................................................................................................... 49

5.8 Industry, Businesses, and Institutions ................................................................................... 50

5.8.1 Employment Trends and Occupations .................................................................................... 50

5.9 Laws and Ordinances ............................................................................................................... 52

5.9.1 Federal .................................................................................................................................... 52

5.9.2 State ........................................................................................................................................ 60

5.9.3 Local........................................................................................................................................ 67 6 Identified Hazards of Concern and Risk Assessment .................................................................... 70

6.1 Identified Hazards of Concern ................................................................................................. 70

6.2 Hazard Risk Index ..................................................................................................................... 71

6.2.1 Average Overall Hazard Risk Index Results........................................................................... 74

6.3 Risk Assessment Tools............................................................................................................ 74

6.3.1 Mapping................................................................................................................................... 74

6.3.2 Hazus ...................................................................................................................................... 75

6.4 Risk Assessment Approach..................................................................................................... 75

6.4.1 Earthquake and Flood............................................................................................................. 76

6.4.2 Drought.................................................................................................................................... 77

6.4.3 All Other Assessed Hazards ................................................................................................... 77

6.5 EMAP Consequence Analysis ................................................................................................. 77

6.6 Sources of Data Used in Hazus Modeling .............................................................................. 78

6.6.1 Building and Cost Data ........................................................................................................... 78

6.6.2 Hazus Data Inputs................................................................................................................... 78

6.6.3 Other Local Hazard Data ........................................................................................................ 78

6.6.4 Data Source Summary............................................................................................................ 79

6.7 Limitations ................................................................................................................................. 80 7 Earthquake .......................................................................................................................................... 82

7.1 General Background................................................................................................................. 82

7.1.1 Damage from Earthquakes ..................................................................................................... 83

7.1.2 Earthquake Classifications...................................................................................................... 83

7.1.3 Ground Motion......................................................................................................................... 85

7.1.4 Effect of Soil Types ................................................................................................................. 87

7.2 Hazard Profile ............................................................................................................................ 88

7.2.1 Past Events ............................................................................................................................. 88

7.2.2 Location................................................................................................................................... 90

7.2.3 ShakeMaps ............................................................................................................................. 94

7.2.4 Frequency ............................................................................................................................. 100

Santa Clara County Multijurisdictional Hazard Mitigation Plan Table of Contents xviii

7.2.5 Severity ................................................................................................................................. 101

7.2.6 Warning Time........................................................................................................................ 102

7.3 Cascading Impacts ................................................................................................................. 103

7.4 Exposure.................................................................................................................................. 103

7.4.1 Population ............................................................................................................................. 103

7.4.2 Property................................................................................................................................. 104

7.4.3 Loss Potential........................................................................................................................ 104

7.4.4 Critical Facilities and Infrastructure....................................................................................... 108

7.4.5 Environment .......................................................................................................................... 109

7.5 Vulnerability............................................................................................................................. 109

7.5.1 Population ............................................................................................................................. 110

7.5.2 Property................................................................................................................................. 111

7.5.3 Critical Facilities and Infrastructure....................................................................................... 112

7.5.4 Environment .......................................................................................................................... 116

7.5.5 Economic Impact................................................................................................................... 116

7.6 Future Trends in Development .............................................................................................. 117

7.7 Scenario ................................................................................................................................... 118

7.8 Issues ....................................................................................................................................... 119 8 Wildfire............................................................................................................................................... 122

8.1 General Background............................................................................................................... 122

8.2 Hazard Profile .......................................................................................................................... 123

8.2.1 Past Events ........................................................................................................................... 123

8.2.2 Location................................................................................................................................. 126

8.2.3 Frequency ............................................................................................................................. 131

8.2.4 Severity and Impacts............................................................................................................. 133

8.2.5 Warning Time........................................................................................................................ 134

8.3 Cascading Impacts ................................................................................................................. 134

8.3.1 Smoke and Air Quality .......................................................................................................... 136

8.4 Exposure.................................................................................................................................. 137

8.4.1 Population ............................................................................................................................. 137

8.4.2 Property................................................................................................................................. 139

8.4.3 Critical Facilities and Infrastructure....................................................................................... 140

8.4.4 Environment .......................................................................................................................... 142

8.5 Vulnerability............................................................................................................................. 143

8.5.1 Population ............................................................................................................................. 143

8.5.2 Property................................................................................................................................. 144

8.5.3 Critical Facilities and Infrastructure....................................................................................... 146

8.5.4 Wildlife and Livestock............................................................................................................ 146

8.6 Future Trends in Development .............................................................................................. 146

8.7 Scenario ................................................................................................................................... 147

8.8 Issues ....................................................................................................................................... 148 9 Inclement Weather............................................................................................................................ 150

9.1 General Background............................................................................................................... 150

9.1.1 Heavy Precipitation/Atmospheric River................................................................................. 150

9.1.2 Extreme Temperatures ......................................................................................................... 154

9.1.3 High Winds ............................................................................................................................ 156

Santa Clara County Multijurisdictional Hazard Mitigation Plan Table of Contents xix

9.1.4 Space Weather...................................................................................................................... 159

9.2 Hazard Profile .......................................................................................................................... 163

9.2.1 Past Events ........................................................................................................................... 163

9.2.2 Location................................................................................................................................. 169

9.2.3 Frequency ............................................................................................................................. 169

9.2.4 Severity ................................................................................................................................. 169

9.2.5 Warning Time........................................................................................................................ 170

9.3 Cascading Impacts ................................................................................................................. 170

9.4 Exposure.................................................................................................................................. 170

9.4.1 Population ............................................................................................................................. 170

9.4.2 Property................................................................................................................................. 171

9.4.3 Critical Facilities and Infrastructure....................................................................................... 171

9.5 Vulnerability............................................................................................................................. 171

9.5.1 Population ............................................................................................................................. 172

9.5.2 Property, Critical Facilities, Infrastructure ............................................................................. 172

9.5.3 Environment .......................................................................................................................... 173

9.5.4 Economy ............................................................................................................................... 173

9.6 Future Trends in Development, Scenario, Issues................................................................ 174

9.7 Issues ....................................................................................................................................... 174

9.8 Consequence Analysis........................................................................................................... 174 10 Drought ........................................................................................................................................ 176

10.1 General Background........................................................................................................... 176

10.1.1 Monitoring and Categorizing Drought................................................................................ 176

10.1.2 Normal Precipitation in California...................................................................................... 178

10.1.3 Water Supply Strategy ...................................................................................................... 179

10.1.4 Water Supply Infrastructure .............................................................................................. 181

10.2 Hazard Profile ...................................................................................................................... 183

10.2.1 Past Events ....................................................................................................................... 183

10.2.2 Location............................................................................................................................. 187

10.2.3 Frequency ......................................................................................................................... 187

10.2.4 Warning Time.................................................................................................................... 188

10.2.5 Extent ................................................................................................................................ 188

10.2.6 Severity and Impacts......................................................................................................... 189

10.2.7 Responses to Recent Drought .......................................................................................... 191

10.3 Cascading Hazards ............................................................................................................. 192

10.3.1 Drought and Wildfire ......................................................................................................... 192

10.3.2 Drought and Extreme Heat ............................................................................................... 192

10.3.3 Drought and Flooding........................................................................................................ 192

10.3.4 Drought and Landslides .................................................................................................... 193

10.4 Vulnerability......................................................................................................................... 193

10.4.1 Population ......................................................................................................................... 194

10.4.2 Property............................................................................................................................. 195

10.4.3 Critical Facilities ................................................................................................................ 195

10.4.4 Environmental Impact ....................................................................................................... 195

10.4.5 Economic Impact ............................................................................................................... 198

10.5 Future Trends in Development .......................................................................................... 198

10.6 Scenario ............................................................................................................................... 199

10.7 Issues ................................................................................................................................... 199

Santa Clara County Multijurisdictional Hazard Mitigation Plan Table of Contents xx
11 Climate Change ........................................................................................................................... 201

11.1 General Background........................................................................................................... 201

11.1.1 Climate Change Indicators................................................................................................ 203

11.1.2 Projected Future Impacts .................................................................................................. 204

11.1.3 How Climate Change Impacts Hazard Mitigation ............................................................. 207

11.2 Responses to Climate Change .......................................................................................... 210

11.3 Vulnerability Assessment – Hazards of Concern ............................................................ 211

11.3.1 Earthquake ........................................................................................................................ 211

11.3.2 Wildfire .............................................................................................................................. 212

11.3.3 Inclement Weather ............................................................................................................ 213

11.3.4 Drought.............................................................................................................................. 214

11.3.5 Dam and Levee Failure..................................................................................................... 216

11.3.6 Flood ................................................................................................................................. 217

11.3.7 Landslide ........................................................................................................................... 219

11.3.8 Tsunami............................................................................................................................. 219

11.3.9 Extreme Temperatures ..................................................................................................... 220

11.3.10 Sea Level Rise .................................................................................................................. 222

11.4 Issues ................................................................................................................................... 227 12 Dam and Levee Failure ............................................................................................................... 229

12.1 General Background........................................................................................................... 229

12.2 Causes of Dam and Levee Failure..................................................................................... 229

12.2.1 Causes of Dam Failure ..................................................................................................... 229

12.2.2 Causes of Levee Failure ................................................................................................... 230

12.3 Hazard Profiles .................................................................................................................... 230

12.3.1 Past Dam Failure Events .................................................................................................. 230

12.3.2 Dam Location and Extent.................................................................................................. 234

12.3.3 Levee Location.................................................................................................................. 236

12.3.4 Frequency of Dam and Levee Failure............................................................................... 245

12.3.5 Severity ............................................................................................................................. 245

12.3.6 Warning Time for Dam Failure .......................................................................................... 245

12.3.7 Warning Time for Levee Failure........................................................................................ 246

12.4 Exposure .............................................................................................................................. 247

12.4.1 Population ......................................................................................................................... 247

12.4.2 Property............................................................................................................................. 247

12.4.3 Environment ...................................................................................................................... 247

12.5 Vulnerability......................................................................................................................... 247

12.5.1 Population ......................................................................................................................... 248

12.5.2 Property............................................................................................................................. 249

12.5.3 Critical Facilities ................................................................................................................ 249

12.5.4 Environment ...................................................................................................................... 249

12.6 Cascading Hazards ............................................................................................................. 251

12.7 Regulatory Oversight for Dams ......................................................................................... 251

12.7.1 National Dam Safety Act ................................................................................................... 251

12.7.2 U.S. Army Corps of Engineers Dam Safety Program ....................................................... 251

12.7.3 Federal Energy Regulatory Commission Dam Safety Program ....................................... 251

12.7.4 State of California.............................................................................................................. 252

12.7.5 Santa Clara Valley Water District...................................................................................... 253

12.7.6 Regulatory Oversight for Levees ...................................................................................... 254

12.8 Future Trends in Development .......................................................................................... 254