• Operation and maintenance and system capacity upgrades; • Sewer system training requirements and equipment inventory; • Spill emergency response plan notification and reporting procedures; • Historical summary of wastewater flows and sanitary sewer system overflows; • Contact information for grease hauler and grease trap services providers.
FISCAL IMPACT
There is no fiscal impact from adoption of the updated Sewer System Management Plan.
ATTACHED:
Resolution 2023-025
Updated SSMP Dated April 2023
RESOLUTION NO. 2023-025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REEDLEY
RECERTIFYING THE SEWER SYSTEM MANAGEMENT PLAN AS REQUIRED BY THE STATE WATER RESOURCES CONTROL BOARD ORDER NO. 2006-0003
STATEWIDE GENERAL WASTE DISCHARGE FOR SANITARY SEWER SYSTEMS WHEREAS, on May 2, 2006, the California State Water Resources Control Board (SWRCB) adopted Order No. 2006-0003 , Statewide General Waste Discharge Requirements for Wastewater Collection Agencies (WDR); and WHEREAS, the purpose of the WDR is to develop a regulatory mechanism to provide a consistent statewide approach to reducing sanitary sewer overflows; and
WHEREAS, the WRD requires preparation of a Sewer System Management Plan (SSMP); and WHEREAS, by Resolution No. 2009-052 dated July 28, 2009, the C_ity Council originally adopted the SSMP; and
WHEREAS, the City is required to recertify the SSMP at five (5) year intervals; and WHEREAS, staff has updated the SSMP and is recommending its recertification by City Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Reedley, using their independent judgement, herby approves this Resolution based on the following:
1. The foregoing recitals are true and correct and incorporated herein by reference; and
2. The City Council hereby finds that the Sewer System Management Plan updated by AM Consulting Engineers in accordance with the California State Water Resources Control Board General Waste Discharge Requirements for Wastewater Collection Agencies dated March 2023 is approved and re-certified.
3. The Wastewater Systems Supervisor is hereby directed to implement and periodically updated the approved Sewer System Management Plan as necessary to comply with current regulatory requirements and best practices.
4. This resolution is effective immediately upon adoption.
This foregoing resolution is hereby approved at a regular meeting of the City Council of the City of Reedley held on the 25th day of April, 2023 , by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
APPROVED:
Anita Betancourt, Mayor
ATTEST:
Ruthie Greenwood, City Clerk
CITY OF REEDLEY
SEWER SYSTEM MANAGEMENT PLAN
UPDATE
April 2023
Prepared by:
AM Consulting Engineers, Inc. - 5150 N Sixth Street, Suite 124 - Fresno CA 93710 - P: 559.473.1371 - F: 559.513.8449
TABLE OF CONTENTS
City of Reedley
Sewer System Management Plan Update
Table of Contents
EXECUTIVE SUMMARY .......................................................................................... ........................................ 1 CHAPTER 1 - GOALS .......................... .. ...... ............................................................... ..................................... 6
1.1. Purpose of Sewer System Management Plan ............................................................................... 6
1.2. Goals ... ....................... ...................... .... ......................................................................................... 6 CHAPTER 2 - ORGANIZATION ...................................................................... .................................................. 7
2.1. Organization ............................................ ................................................ .. ... ... .............................. 7
2.2. Organization Chart .......... .............................................................................................................. 7
2.3. Chain of Communication .......... ................................................ ................. ............................. .... 10 CHAPTER 3 - LEGAL AUTHORITY .. ................................................................................. ... ............... ............ 12
3.1. Requirements .............................................................................................................................. 12
3.2. Responsible Party ......... ............................................................................................................... 12
3.3. Provisions .................................................................................................................................... 12 CHAPTER 4 - OPERATIONS AND MAINTENANCE ......................................................................................... 22
4.1. Requirements .. ........................................................................................... .... ........................... .. 22
4.2. Collection System Maps and Description of Existing Facilities ................................................... 22
4.3. Preventative Operations and Maintenance ....................... ............ ....................................... .. .... 23
4.3.1. 4.3.2.
4.3.3. 4.3.4.
4.3.5. 4.3.6.
Manholes and Pipelines ............................................................................................ .......... 23 CCTV Inspection ......... ....... .................. ... ................................. ................. ... ........................ 24 Lift Stations .............................. .................................................................... ....................... 24 Lift Station Maintenance Checklist (Weekly or Greater) .. .................................................. 25 Rehabilitation and Replacement Plan ....................................... .. ............ .......... .. ................ 27 FY 22-23 Highlights .................................................................................. ... .. ......... .............. 27
4.4. Wastewater System Budget ...................................... .................................................................. 30
4.5. Wastewater Crews & Training .... ....... ..... ................. ......................... ...... .......... .. ............. ........... 30
4.6. Equipment ................................................................................................................................... 30 CHAPTER 5 - DESIGN AND PERFORMANCE PROVISIONS ................ .. ....... ................................................... 32
5.1. Requirements ... .................. ....... ............ ....... ........................ ......................................... .............. 32 City of Reedley
Sewer System Management Plan Update
Table of Contents
5.2. Design and Construction Standards ................................................. ....... .......... .. ........................ 32
5.2.1. Sewer Design Specifications ...................................... ......... ..... .. .......................................... 32
5.2.2. Sewer Structures ...................................................................... .. ........ ... .. .. .. .... ... ....... .......... 33
5.2.3. Lift Station Design Specifications ................ ... ........................ ................... ...................... .... 33
5.3. Inspection and Testing ..................................... ............. .............................................. ..... ........... 33 CHAPTER 6 - SPILL EMERGENCY RESPONSE PLAN ........................................................ ... .. ......................... 35
6.1. Requirements .............................................. .................. ................................ .............................. 35
6.2. Notification ........................................................................... .. ... .. .................... ...................... ... .. 35
6.3. Sanitary Sewer Overflow Reporting .......................... .......... ............ .. .. ... ... .................................. 37
6.3.1. 550 Categories .......... ..................................... .... .............................................. .... ... ........ .. .. 37
6.3.2. 550 Reporting Timeframes .. .. ........................................... ...................................... .. ......... . 37
6.3 .3. Reporting Documentation ................................................................................... ............... 38
6.4. Monthly No-Spill Reporting Procedure ............................................................. ...... .. .................. 43
6.5. City of Reedley Police/Fire/Ambulance .................................................... .... ... ........ .......... ......... 44
6.6. Clean Up Response & Warning Sign Posting ..... .. ....................... .................................. ..... .......... 45
6.6.1. Dry Weather Conditions: ..................................................................................... ....... .. ...... 45
6.6.2. Wet Weather Conditions: .. ... .................................. ........ .................. .... .............................. 46
6.7. Sewer Intrusion into a Private Residence .. ............................................................ ....... .... .......... 46
6.8. Training ............. ...................... .. .... ............... .. .. .. ........................... ........................................... ... 47 CHAPTER 7 - FATS, OILS, AND GREASE (FOG) CONTROL PROGRAM ........................................................... 48
7.1. Requirements ............ ........................ .......... ............. .... ....... .......................................... .............. 48 7 .2. Public Outreach .... ........ ..................... ......................... .. ....... .. ...................................................... 48
7.3. FOG Disposal ................ ...... ............. ......... ..... .... ..... ..................................................... .. .... .......... 49
7.4. LegalAuthority ..... ......... .......................... ....................................................... .......... .. .. ...... ......... 49
7.5 . Design & Construction Standards ................. ... .. ... ...................................................................... 50 7 .6. Inspection and Staffing .................................. ....................... .... ........... .... .... ....... ................. .... ... 50
7.7. Identification and Sewer Cleaning .......... ...................... .................... ............ .. ............ .... ............ 50 7 .8. Source Control .. .... ......... ........... .. ............. ....... ....... ......... ...................... .. ................. .. ................. 50
7.8.1. Industrial Systems .. ... .................. ..... .... ...... ... .. ................................. .................................. . 50 ii
City of Reedley
Sewer System Management Plan Update
Table of Contents
7.8.2. Food Service & Residential ............................................ .. .......... .......................................... 51 CHAPTER 8 - SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN ..................................................... 52
8.1. Requirements ............................................................................................ ................... .... ........... 52
8.2. Service Area ................................................................................................................................ 52
8.3. WWTP Flows ... ............... .. ...... ...................................... .... .................................................... ....... 52
8.4. Sanitary Sewer Evaluation ..................................... ....... .. ............................................... .. ........... 54
8.4.1. Model Development ............................................................................................ ............... 54
8.4.2. System Evaluation ......... .................. ......... ............... ............................................................ 54
8.4.3 . Recommended Improvements .. .............. .................... ...................................................... . 54
8.5. CCTV Video Results .......................... ........ .... ... ..... .. .................................................... .. ...... ......... 56
8.6. Historical Performance of the Collection System ....................................................................... 56 CHAPTER 9 - MONITORING, MEASUREMENTS AND PROGRAM MODIFICATIONS ..................................... 57
9.1. Requirements ...... ........................................................... ...................................... ................ ....... 57
9.2. Monitoring .. .. .................................... ..... .. ........ ... ...................... ...... ................ .............. .............. 57
9.3. SSMP Modifications .................................................................................................................... 59 CHAPTER 10 - Program Audits ......... ... ..... ... ............................................................ .. ................ .. ................ 60
10.1. Requirements ..................................... ... ........ .......................................................................... 60
10.2. Audits ............................................................. .. ......... ................................. ............................. 60
10.3. SSMP Updates .. .................................. ...................... ....................... ... .. .... .. ..... ........ ......... ....... 60 CHAPTER 11 - COMMUNICATION PROGRAM .............. ....................... ..... ................................................. .. 61
11.1. Requirements ................................................ ............................................. ............................. 61
11.2. Communication During Development .................................................................................... 61
11.3. Communicating Sewer System Performance .............. ................................... ... ... ... ...... ... ....... 61
11.3.1. Residential Communication .. .... ......... ... ... ................ .. ........... ... ........................ ... ..... ........... 61
11.3.2. Land developers, Consulting Engineers, and Contractors .. .... .. ........... .......... ..................... 61
11.3.3. Plumbers and Building Contractors .. ............ ........................................ ......................... ..... 62
APPENDIX A POTENTIAL PROBLEM AREAS
APPENDIX B EXAMPLE CLEANOUT LOG
APPENDIX C FY 2022-23 BUDGET
iii
APPENDIX D STANDARD SPECIFICATION TOC
APPENDIX E SAMPLE 550 REPORT FORMS
APPENDIX F INDUSTRIAL DISCHARGE PERMIT APPLICATION
APPENDIX G GREASE INTERCEPTOR STANDARD DRAWING
APPENDIX H KEY PERFORMANCE INDICATOR CHECKLIST
List of Tables
City of Reedley
Sewer System Management Plan Update
Table of Contents
Table 2-1 Contact Information ...................................................................................................................... 7 Table 4-1 Existing Sanitary Sewer ............................................................................................................... 23 Table 4-2 Existing Sanitary Sewer Lift Stations ........................................................................................... 24 Table 4-3 Summary of Sanitary Sewer System Improvement Projects ...................................................... 28 Table 5-1 Minimum Acceptable Slopes for Sewer Pipe .............................................................................. 33 Table 5-2 Pressure Testing Specifications for New Sewer Pipe .................................................................. 33 Table 6-1 550 Notification and Reporting .................................................................................................. 35 Table 7-1 Grease Hauler and Grease Trap Services Providers .................................................................... 49 Table 8-1 Historical WWTP Flows ............................................................................................................... 52 Table 8-2 Modeled Flows by Scenario .......................... ... .. ......................................................................... 54 Table 9-1 SSMP Monitoring Parameters ..................................................................................................... 57 List of Figures
Figure 2-1 City or Reedley Organization Chart ............................................................................................. 8 Figure 2-2 City of Reedley 550 Response Flow Chart ................................................................................. 11 iv
BMP
BOD
CIP
CFR
CAD
City
CCTV
EPA
FOG
ft
FY
GAL
GPM
GPS
KPI
LF
NASSCO
PACP
PCS
PCV
psi
POTW
RMC
SSMP
sso
SNC
ABBREVIATIONS
Best Management Practices
Biochemical Oxygen Demand
Capital Improvement Plan
Code of Federal Regulations
Computer Automated Drafting
City of Reedley
Closed-Circuit Television
Environmental Protection Agency
Fats, Oils and Grease
Feet
Fiscal Year
Gallons
Gallons per Minute
Global Positioning System
Key Performance Indicators
Linear Feet
National Association of Sewer Service Companies
Pipeline Assessment Certification Program
Permit Compliance Specialist
Polyvinyl Chloride
Pounds per Square inch
Publicly Owned Treatment Works
Reedley Municipal Code
Sewer System Management Plan
Sewer System Overflow
Significant Noncompliance
V
City of Reedley
Sewer System Management Plan Update
Abbreviations
SOR
SWRCB
WDR
WWTP
Standard Dimension Ratio
State Water Resources Control Board
Waste Discharge Requirement
Wastewater Treatment Plant
vi
City of Reedley
Sewer System Management Plan Update
Abbreviations
EXECUTIVE SUMMARY
City of Reedley
Sewer System Management Plan Update
Executive Summary
The City of Reedley (City) is required to comply with the State Water Resources Control Board (SWRCB), Order No. 2006-0003 DWQ, entitled "General Waste Discharge Requirements for Sanitary Sewer Systems" (WDR). The City retained AM Consulting Engineers to update the City's Sewer System Management (SSMP) to comply with the WDR. The City's SSMP was originally certified by the SWRCB on August 2, 2009.
This SSMP is organized according to the format indicated in the WDR, with eleven (11) structured Chapters. Each of these Chapters provide essential information describing the procedures, methods, operations, and maintenance tools employed by City staff to provide required wastewater capacity and control Sanitary Sewer Overflows (SSOs). The information provided in these 11 Chapters is summarized below.
Chapter 1- Goals: The WDR requires each participating agency develop goals to properly fund, manage, and operate and maintain all parts of the sewage collection system owned and/or operated by the City in a manner that will lead to a reduction in SSOs.
The City's goal for the SSMP is as follows:
To maintain and improve the condition of the sewer collection system, minimize inflow and infiltration cost-effectively, provide adequate capacity for future growth, and minimize the number and impact of Sanitary Sewer Overflows (SSOs).
Chapter 2 - Organization: The WDR requires an agency to designate a responsible individual for their agency. It also requires having the names and telephone numbers for the management and administrative positions responsible for implementing specific measures of the Sewer System Management Plan (SSMP) documented.
Figure 2-1 shows the Organization chart of the City staff responsible for SSMP related activities. Table 2-1 contains the names, telephone numbers, and responsibilities of City staff based on the requirements of the WDR. The City Manager serves as the Legally Responsible Official in charge of implementing the SSMP.
The City Manager is assisted by the Public Works Director, the City Engineer, and the Wastewater Systems Supervisor in carrying out the day-to-day tasks required to properly implement the SSMP.
Figure 2-2 shows the chain of communication for responding to all SSOs that occur within the City's wastewater collection system, including first receipt of notification that an SSO has occurred, field response, determination of the nature of the problem, formulation of appropriate steps to contain and rectify the SSO, reporting to proper authorities, safeguarding of the publ ic health, and investigation of the cause of the SSO to reduce the risk of repeated events.
Chapter 3 - Legal Authority: The WDR requires that each public agency have the legal authority to implement the provisions of the SSMP. Chapter 3 cites each of the sections of the Reedley Municipal Code that enable the City to:
• Prevent illicit discharges into the sanitary sewer system; • Require proper design and construction of new and rehabilitated sewers and connections; 1 City of Reedley
Sewer System Management Plan Update
Executive Summary
• Ensure access for maintenance, inspection, or repairs for all portions of lateral connections owned by the City;
• Limit the discharge of fats, oils, and grease and other debris that may cause blockages in the sanitary sewer system; and
• Enforce any violation of the City's sewer ordinances .
Chapter 4 - Operations and Maintenance: This Chapter of the SSMP discusses the City's documented performance measures and activities associated with the preventative maintenance performed on its sanitary sewer system . The following information is provided in Chapter 4:
• The City maintains a Computer Automated Drafting (CAD) atlas of the sewer collection system which includes manholes, sewer pipelines, pipe size, direction of flow, manhole invert elevations, and lift station location. Copies of this map are available from the City's Engineering department at the City Hall, on the City's website (https://reedley.ca.gov/engineering-department/technical-library/), and at the Wastewater Treatment Plant.
• The City's preventative operation and maintenance program consists of routinely scheduled cleaning of potential problem areas, along with a scheduled citywide canvassing of manholes and pipelines. Potential problem area cleaning by the city's collection system crew occurs every week. The collection crew started a citywide canvassing program to inspect and clean sewer pipelines.
• Since the 2016 SSMP Update, the City established a requirement for developers to conduct closed-circuit television (CCTV) inspections on all newly constructed sewers as part of the permitting process. The City's collection crew also performs CCTV inspection services on the existing sewer lines. In 2016, the City inspected 2.99 miles of existing sewer lines, 8 miles in 2017, 15.9 miles in 2018, 13.62 miles in 2019, 9.5 miles in 2020, and 7.4 miles in 2021.
Beginning in Fiscal Year (FY) 2022-23, the City will establish a new position entitled "Senior Sewer Collections System Maintenance Worker." The individual hired for this position will be responsible for inspecting and prioritizing any issues discovered during the inspection process. The City will then prepare a CIP list for needed repairs or replacements based on this list generated.
• There are four (4) sewer lift stations located throughout the City that assist in the conveyance of wastewater to the WWTP. Two new lift stations have been constructed, Frankwood Commons and the Rancho Vista Lift Station, and the City is currently in the process of taking possession of them . The Developer is currently responsible for the maintena nee and upkeep of both lift stations. All of the City's existing sewer lift stations are regularly maintained by the City's WWTP Operators.
• The City prepared an Integrated Master Plan (Master Plan) for the Potable Water, Sanitary Sewer, and Strom Drainage Systems in June of 2014. The Sanitary Sewer section identifies hydraulic capacity limitations within the collection system. Based on the findings from the 2 City of Reedley
Sewer System Management Plan Update
Executive Summary
Master Plan, a Capital Improvement Plan (CIP) was developed and can be found in Chapter 6 of the Master Plan. The Master Plan can be found on the City's website. • The City maintains an annual budget for the wastewater system. A copy of the FY 2022-23 Budget is presented in Appendix C.
• The City maintains an aggressive training program. All employees on the collection crew attend annual Confined Space Entry, Flagger Training, Traffic Control training as available in the local area . All employees of the collection crew are certified in First Aid/CPR. On the job mentoring and rotation of personnel among different crews and equipment comprises an additional level of training of the City's collection system staff. The City continues to watch for other training opportunities that will enable the crews to do their work more safely and more efficiently.
• The City owns and operates a CCTV truck to video inspect the collection system. The City also uses a Combo Sewer Truck to conduct regular maintenance on the City's manholes and pipelines. Additional equipment is inventoried in Chapter 4.
Chapter 5- Design and Performance Provisions: Proper design and installation of sewer system pipelines and appurtenances is one of the most important aspects in maintaining a functioning, problem-free sewer system . A properly designed and installed sewer system can minimize system deficiencies that could create or contribute to future overflows and reduce operation and maintenance requirements.
The City's Engineering Division prepared Standard Specifications and Standard Plans governing all public works projects within the City limits. These standards were first adopted by the City Council in 2001 and have been updated regularly by the Engineering Division and are available through the City's website or may be purchased at the City's Public Works counter.
Chapter 6 - Spill Emergency Response Plan: All SSOs are reported on the State Water Resources Control Board (SWRCB) Sanitary Sewer Overflow eReporting Program (http://ciwqs.waterboards.ca.gov/) and are available to the general public. Chapter 6 details the City's Spill Emergency Response Plan .
Included in Chapter 6 are detailed steps taken by the City in response to every 550. A list of agencies that must be notified of an 550, including phone numbers, is provided in Table 6-1.
Chapter 7 - FOG Control Program: Fats, oils, and grease (FOG) are discharged to sanitary sewer systems by residential users, food handling facilities, and other commercial and industrial establishments.
Commonly, FOG can cause pipe blockages leading to SSOs. The SWRCB requires each wastewater agency to develop a FOG control program as part of the SSMP. The FOG control program includes the following:
• An implementation plan and schedule for a public education outreach program that promotes proper disposal of FOG;
• A plan for the disposal of FOG generated within the sanitary sewer system service area; • The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG;
3 City of Reedley
Sewer System Management Plan Update
Executive Summary
• Requirements to install grease removal devices (such as traps or interceptors) design standards for the grease removal devices, maintenance requirements, Best Management Practices (BMPs) requirements, record keeping and reporting requirements; • Authority to inspect grease producing facilities, enforcement authorities, and inspect and enforce the FOG ordinance;
• An identification of sewer system sections subject to FOG blockages and establish a cleaning maintenance schedule for each section; and
• Development and implementation of source control measures, for all sources of FOG discharged to the sewer system, for each sewer system section identified as a problem.
Chapter 8 - System Evaluation and Capacity Assurance Plan: Currently, the City operates its own wastewater treatment plant with and Average Daily Flow of 1.7 MGD and a Peak Wet Weather Flow of 1.9 MGD, wastewater collection system, and associated infrastructure facilities within the City limits and in some unincorporated areas. The City service area consists of four sewage lift stations and approximately 77.6 miles of sanitary sewer lines, ranging from 6 to 21 inches in diameter. The range of the sanitary sewer system age is between one and 47 years From 2016 to 2021, the City has experienced and recorded five (5) SSOs incidents. On average, a collection system that is well maintained and operating in good condition will typically have between 1 to 4 SSO's annually per 100 miles of pipeline.
As part of the Master Plan sanitary sewer system evaluation, a hydraulic model was used to identify system capacity deficiencies. Several recommended improvements for the existing system were developed using the hydraulic model. Additional details about these recommended improvements are provided in Chapter 8.
Chapter 9 - Monitoring, Measurements, and Program Modifications: In accordance with SWRCB requirements, each wastewater collection system agency shall monitor the effectiveness of the SSMP and update and modify SSMP chapters to keep them current, accurate, and available for audit, as appropriate. The City has developed a program for tracking Key Performance Indicators (KPI) that will allow the effectiveness of the SSMP in reducing SSOs to be measured. The KPI are identified in Chapter
9. Chapter 10 - Program Audits: The SWRCB requirements state that each wastewater collection system agency shall conduct an audit of their SSMP at least every two years. The City has developed a program to audit the SSMP every year. Details of the auditing program are provided in Chapter 10.
Chapter 11-Communication Program: The SWRCB requires that the City communicate, on a regular basis, with the public on the development, implementation, and performance of the SSMP. The communication system shall provide the public the opportunity to provide input to the City as the program is developed and implemented.
4 City of Reedley
Sewer System Management Plan Update
Executive Summary
The City will conduct public outreach and education for residents and businesses related to sanitary sewer overflows. The City will disseminate information, in meetings and/or by flyers, to land developers, consulting engineers, and plumbing contractors regarding the need and methods to reduce SSOs. Plumbers and sewer contractors will have access to all available City of Reedley plans, specifications, and standard details to ensure that projects are properly designed and built to the City Standards.
5 CHAPTER 1 - GOALS
City of Reedley
Sewer System Management Plan Update
Chapter 1 - Goals
The City is required to comply with the State Water Resources Control Board (SWRCB), Order No. 2006- 0003 DWQ, entitled "Statewide General Waste Discharge Requirements General Order for Sanitary Sewer Systems" (WDR). This chapter describes the goals of the City of Reedley's (City) Sewer System Management Plan (SSMP) considering this regulation.
1.1. Purpose of Sewer System Management Plan
The purpose of the City's SSMP is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the City's sanitary sewer system. • Reduce and prevent sanitary sewer spills.
• Contain and mitigate spills that do occur.
The City shall properly fund, manage, and operate and maintain all parts of the sewage collection system owned and/or operated by the City. City staff and/or contractors responsible for the operation and maintenance of the sewage collection system shall possess the appropriate level of knowledge, skills, and abilities, verifiable through participation in a validated program at all times.
1.2. Goals
The City's goal for the SSMP is to maintain and improve the condition of the sewer collection system, minimize inflow and infiltration cost-effectively, provide adequate capacity for future growth, and minimize the number and impact of Sanitary Sewer Overflows (SSOs).
As required by the WDR, the revised SSMP document will be approved by the City Council members prior to its compliance date and will be available to the City's Engineering and Collection System Operation and Maintenance staff.
In meeting the goals of the SSMP and complying with the WDR, the City is currently taking steps to complete the following tasks:
• Performing routine closed-circuit television (CCTV) of the entire collection system; • Developing and maintaining a sanitary sewer model using AutoCAD; • Developing a condition assessment program for the collection system; • Reviewing the connection and service fees;
• Reviewing and updating the City's current design standards with regard to sanitary sewer flow projections; and
• Determining methods to enhance the efficiency and effectiveness of the City's Fats, Oils, and Grease (FOG) Program.
6 CHAPTER 2 - ORGANIZATION
City of Reedley
Sewer System Management Plan Update
Chapter 2 - Organization
This chapter describes the City's organization and chain of communication.
2.1. Organization
The Waste Discharge Requirement (WDR) requires an agency to designate a responsible individual for their agency. It also requires having the names and telephone numbers for the management, administrative, and maintenance positions implementing specific measures of the Sewer System Management Plan (SSMP). An organization chart, applicable to the SSMP, is required.
2.2. Organization Chart
Figure 2-1 displays the City of Reedley's updated organization chart and lists only the City departments related to the implementation of the SSMP. Table 2-1 contains the names, telephone numbers, and responsibilities of City staff members based on the requirements of the WDR.
Table 2-1 Contact Information
WDR Position City Title Name Telephone Number
Responsibility
City Manager City Manager Ms. Nicole Zieba 559-637-4200 X 212 Oversee SSMP Public Works Director Mr. Russ Robertson 559-637-4200 x213 City Engineer City Engineer Ms. Marilu Morales 559-637-4200 x221 Collection System Wastewater System Ms. Martha Cardoso 559-637-4200 X 256 Manager Supervisor
Permit Compliance Wastewater System Specialist & FOG Ms. Martha Cardoso 559-637-4200 X 256 Program Administrator Supervisor
Inspector & WWTP Operator II/Lab
Environmental Ms. Erika Barba 559-637-4200 X 266
Compliance Officer Tech
Design Standards Assistant Engineer Ms. Linda Tho 559-637-4200 X 229 Field Crew/Operators
Senior Collection System Mr. Gerardo Gonzalez 559-637-4200 X 262 Maintenance Worker
City Clerk City Clerk Ms. Ruthie Greenwood 559-637-4200 X 212 7 Water System
Supervisor
Assistant
Water System
Supervisor
Water System
Specialist II
Water System
Specialist I
Water System
Maintenance
Worker
Public Works
Director
City Council
City Manager
City Clerk
Staff Assistant Senior Management
Analyst
Wastewater
System
Supervisor
Equipment I I WWTP Senior Sewer
Mechanic Operator III Collection
System
Staff I I WWTP Maintenance
Assistant Operator II Worker
Electrician
/Lab Sewer
Collection
System
Maintenance
Worker
WWTP
Operator I
::I
WWTP
Maintenance
Worker
Figure 2-1 City of Reedley - Organization Chart
I
' Roads &
Grounds
Maintenance
Street
Maintenance
Workerll
Street
Maintenance
Worker I
I
Administrative
Assistant
Senior Park
Park
Maintenance
Workerll
Park
Maintenance
Worker!
l City Engineer
I
Assistant
Engineer
Engineering
Assistant
City of Reedley
Sewer System Management Plan Update
Chapter 2 - Organization
The following are the roles and responsibilities of the City staff for compliance with the current WDR:
City Manager - Enforces policy, plans strategy; leads staff; allocates resources, delegates responsibilities; authorizes outside contracts to perform services; serves as a departmental public information officer. The City has designated its City Manager as the General Manager for the Collection Systems.
Public Works Director - The Public Works Director oversees the water and wastewater operations and maintenance departments for the City.
City Engineer - Oversees wastewater collection system planning documents, the Capital Improvement Plan (CIP) delivery system, documents new and rehabilitated assets, and helps coordinate development and implementation of the SSMP. Ensures that new and rehabilitated assets meet agency standards Collection System Manager (Wastewater System Supervisor)- Manages field operations and maintenance activities; provides relevant information to agency management; prepares and implements contingency plans; leads emergency response; investigates and reports SSOs; trains field crews. The City has designated its Wastewater System Supervisor as the Collection System Manager. With regards to the SSMP, the Wastewater System Supervisor is responsible for overseeing the development, implementation, and enforcement of the SSMP.
Permit Compliance Specialist (PCS) & FOG Program Administrator (Wastewater Systems Supervisor) - Provides relevant information to the management and interacts with them regularly; works closely with the permits, laws and regulations; provides support to all parts of the operation and oversees enforcement action. The City has designated its Wastewater System Supervisor as the PCS and FOG Program Administrator for the collection system.
Inspector and Environmental Compliance Officer (WWTP Operator II/Lab Tech) - Works with field crews to handle emergencies, provides verbal reports to Wastewater System Supervisor, and implements enforcement action. Designated as the inspector for the Collection Systems. Responsible for issuing Industria l permits (FOG), inspecting FOG Facilities for compliance and assists with the SSMP communication and public outreach.
Design Standards (Assistant Engineer) - Works with the City Engineer and the Wastewater System Supervisor to develop the collection system design standards. The Engineering Assistant's responsibilities include: assistance with the annual SSMP Audit Report and assistance with the SSMP communication and public outreach program.
Field Crew/Operators (Senior Collection System Maintenance Worker) -Staff that conduct preventive and corrective maintenance activities; mobilize and respond to notification of stoppages and SSOs . The City has three WWTP operators who are supervised by the Wastewater System Supervisor.
City Clerk - Provides information updates to the City Council and arranges meetings. The City has a City Clerk.
9 2.3. Chain of Communication
City of Reedley
Sewer System Management Plan Update
Chapter 2 - Organization
Figure 2-2 displays the City's chain of communication to control and notify SSOs to the appropriate agencies.
10 Dispatch Receives
Calls Regarding
sso
Notifies On-Call
Collection System
Maintenance
Worker
Field Assessment to
Determine SSO
sso
Yes
Mitigate SSO
,.,
Document SSO
Report Form
...
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Wastewater System
Supervisor
Figure 2-2 City of Reedley SSO Response Flow Chart
No ...
Notify the
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Department or
Customer
Wastewater System
Supervisor Notifies
Public Works
Director
..
Legally Responsible
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Submits Report in Online
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Public Works
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City Manager
CHAPTER 3 - LEGAL AUTHORITY
3.1. Requirements
City of Reedley
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This chapter describes the legal authority of the City, through sewer use ordinances, to implement the provisions of the Sewer System Management Plan (SSMP) to:
• Prevent illicit discharges into the sanitary sewer system; • Require proper design and construction of new and rehabilitated sewers and connections; • Ensure access for maintenance, inspection, or repairs for all portions of lateral connections owned by the City;
• Limit the discharge of fats, oils, and grease and other debris that may cause blockages in the sanitary sewer system; and
• Enforce any violation of the City's sewer ordinances.
3.2. Responsible Party
Applicable ordinances pertinent to the sanitary sewer system for the City are outlined in the Reedley Municipal Code (RMC}. According to the RMC, the City's Public Works Director is responsible for administering, implementing, and enforcing the provisions outlined in the RMC which are applicable to the sewer system. The responsibilities designated to the Public Works Director in the RMC are currently being carried out by the City Public Works Director, Russ Robertson, as well as the City's Wastewater System Supervisor, Martha Cardoso. The Wastewater System Supervisor is responsible for overseeing the activities related to the sewer collection system, wastewater treatment plant, and SSMP.
3.3. Provisions
Title 8 of the RMC applies to the public works department, and includes chapters on water system regulations, private and public sewers, sewer connections, and sewer charges. Chapters 2, 3, and 4 of the RMC. Title 8 outline the specific requirements for users of the City's publicly owned treatment works (POTW) and provides the City with the authority to comply with and enforce all applicable State and Federal laws, including the Clean Water Act (33 United States Code Section 1251 et seq.) and the general pretreatment regulations (40 Code of Federal Regulations Part 403).
Chapter 2 of Title 8 of the RMC pertaining to private and public sewers and drains was amended in 2014 to comply with the Federal Environmental Protection Agency (EPA) mandate to regularly update the City's Sewer Use Ordinance to become current with periodic regulatory changes and streamlining processes. On January 26, 2012, EPA staff conducted a Pretreatment Compliance Inspection of the City, during which, it was noted that the existing Sewer Use Ordinance was not current with streamlining requirements.
Therefore, the City was required to modify its control mechanisms to ensure that the industrial users had all the requirements specified in the federal regulations and to verify that the local limits were set current.
In 2013 the City conducted an evaluation of the City Local Discharge Limits, and it was determined that the existing local limits were still protective of the wastewater treatment process, biosolids quality and 12 City of Reedley
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effluent quality. There is no need to revise the City's local limits at that time. The City complied with the modification of the control mechanism specification with the revision and reissuance of the Guardian Industries Industrial User Permit, which ceased operation in 2014.
On July 22, 2014, the City adopted Ordinance No. 2014-003, which amends Chapter 2 ofTitle 8 of the RMC in order to comply with the requirement to update the City's Sewer Use Ordinance and become current with the streamlining process. The amendments addressed the City's legal authority to include the following requirements:
• 40 CFR 403.8(f)(1)(B)(3): clarification that slug control requirements must be referenced in significant industrial users (SIU) control mechanisms;
• 40 CFR 403.8(f)(2)(viii)(A-C): revisions to the significant noncompliance (SNC) definition; • 40 CFR 403.12(g): modifications to the sampling requirements and a clarification to the requirement to report all monitoring results.
The City's engineering department is responsible for maintaining design standards and specifications for the construction and implementation of new sewer components that are referenced in the RMC. Plans and specifications for new sewers must be approved by the City Engineer, and permit fees must be paid prior to permit issuance.
An electronic copy of the entire RMC, along with the standard plans and specifications for sewer design is available through the City's website (http://www.reedley.ca.gov) or directly at http://www.sterlingcodifiers.com/ codebook/index. php ?book_id=S 64.
The following excerpts are from the RMC Title 8 and are applicable to the SSMP:
8-2-1-1: Purpose and Policy: This chapter sets forth uniform requirements for users of the POTW for the City and enables the City to comply with all applicable state and federal laws. The objectives of this chapter are:
A. To prevent the introduction of pollutants into the POTW that will interfere with its operation; B. To prevent the introduction of pollutants into the POTW that will pass through the POTW; inadequately treated, into receiving waters or otherwise be incompatible with POTW; C. To protect both POTW personnel who may be affected by wastewater and sludge in the course of their employment and the general public;
D. To promote reuse and recycling of industrial wastewater and sludge from the POTW; E. To enable the City to comply with its waste discharge requirements (WDR) permit conditions, sludge use and disposal requirements, and any other federal or state laws to which the POTW is subject.
This chapter shall apply to all users of the POTW. The chapter authorizes the issuance of wastewater discharge permits; provides for monitoring, compliance, and enforcement activities; establishes administrative review procedures; and requires user reporting. (Ord. Ord. 2014-003, 7-22-2014) 8-2-4(G): Building Sewers and Connections: The size, slope, alignment, materials of construction of a building sewer and the methods to be used in excavating, placing of the pipe, jointing, testing and 13 City of Reedley
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backfilling the trench, shall all conform to the requirements of the building and plumbing codes and section 8-3-3 of this title or other applicable rules, and regulations of the City. In the absence of code provisions or in the amplification thereof, the materials and procedures set forth in appropriate specifications of the ASTM and WPCF Manual of Practice No. 9 shall apply. 8-2-5-l(B): Prohibited Discharge Standards: Specific Prohibitions: No user shall introduce or cause to be introduced into the POTW the following pollutants, substances or wastewater:
1. Pollutants which create a fire or explosive hazard in the POTW including, but not limited to, waste streams with a closed cup flashpoint of less than one hundred forty degrees Fahrenheit (140°F) (60°C) using the test methods specified in 40 CFR 261.21;
2. Wastewater having a pH less than 5.0, in accordance with 40 CFR 403.5, or otherwise causing corrosive structural damage to the POTW or equipment. In addition, the user must also meet the City's local limit in section 8-2-5-3 or this chapter;
3. Solid or viscous substances in amounts which will cause obstruction of the flow in the POTW resulting in interference, but in no case solids greater than one-half inch (1/2") in any dimension;
4. Pollutants, including oxygen demanding pollutants (BOD, etc.) released in a discharge at a flow rate and/or pollutant concentration which, either singly or by interaction with other pollutants, will cause interference with the POTW;
5. Wastewater having a temperature greater than one hundred fifty degrees Fahrenheit (150°F) (65°C), or which will inhibit biological activity in the POTW resulting in interference, but in no case heat in such quantities that the temperature at the introduction into the POTW treatment plant exceeds one hundred four degrees Fahrenheit (104°F) (40°C);
6. Petroleum oil, non-biodegradable cutting oil or products of mineral oil origin, in amounts that will cause interference or pass through;
7. Pollutants which result in the presence of toxic gases, vapors or fumes within the POTW in a quantity that may cause acute worker health and safety problems;
8. Trucked or hauled pollutants;
9. Noxious or malodorous liquids, gases, solids or other wastewater which, either singly or by interaction with other wastes, are sufficient to create a public nuisance or a hazard to life, or to prevent entry into the sewers for maintenance or repair;
10. Wastewater which imparts color which cannot be removed by the treatment process, such as, but not limited to, dye wastes and vegetable tannin solutions, which consequently imparts color to the treatment plant's effluent;
11. Any radioactive wastes. In the event of an accidental spill of radioactive material into any public sewer, the person responsible shall:
a. Immediately notify the public works director; and
b. Render such technical or other assistance to the City within its power to prevent the POTW from becoming contaminated with radioactivity.
12. Storm water, surface water, groundwater, artesian well water, roof runoff, subsurface drainage, swimming pool drainage, condensate, deionized water, noncontact cooling water and unpolluted wastewater, unless specifically authorized by the public works director; 14 City of Reedley
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13. Sludges, screenings or other residues from the pretreatment of industrial wastes;
14. Medical wastes, except as specifically authorized by the public works director in a wastewater discharge permit;
15. Wastewater causing, alone or in conjunction with other sources, the treatment plant's effluent to fail a toxicity test;
16. Detergents, surface active agents or other substances which may cause excessive foaming in the POTW;
17. Any dispersed biodegradable oils and fats, such as lard, tallow or vegetable oil, and any fats, oils or greases of animal origin in amounts that will cause interference or pass through the POTW;
18. Wastewater causing two (2) readings on an explosion hazard meter at the point of discharge into the POTW, or at any point in the POTW, of more than ten percent (10%) or any single reading over five percent (5%) of the lower explosive limit of the meter. 8-2-9-1: Right of Entry, Inspection and Sampling: The public works director shall have the right to enter the premises of any user to determine whether the user is complying with all requirements of this chapter and any wastewater discharge permit or order issued hereunder. Users shall allow the public works diree-tor- ready access- to all pa-rts- of the- premises- for the pmpuses ohnsp-ection;-sa-mpling~ re-curds examination and copying and the performance of any additional duties.
1. Where a user has security measures in force which require proper identification and clearance before entry into its premises, the user shall make necessary arrangements with its security guards so that, upon presentation of suitable identification, the public works director will be permitted to enter without delay for the purposes of performing specific responsibilities.
2. The public works director shall have the right to set up on the user's property, or require installation of, such devices as are necessary to conduct sampling and/or metering of the user's operations.
3. The public works director may require the user to install monitoring equipment as necessary. The facility's sampling and monitoring equipment shall be maintained at all times in a safe and proper operating condition by the user at its own expense. All devices used to measure wastewater flow and quality shall be calibrated to ensure their accuracy, according to the frequency required in the user's permit.
4. Any temporary or permanent obstruction to safe and easy access to the facility to be inspected and/or sampled shall be promptly removed by the user at the written or verbal request of the public works director and shall not be replaced. The cost of clearing such access shall be borne by the user.
5. Unreasonable delays in allowing the public works director access to the user's premises shall be a violation of this chapter.
6. The aforesaid officers and their authorized agents shall have the right of entry during usual business hours and at any time when, upon reasonable cause, they believe there is an immediate hazard to life, health or property, to inspect at and all buildings and premises in the performance of their duties. The aforesaid officers and their authorized agents shall have the right to take 15 City of Reedley
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independent samples of any discharge from any industrial user to determine compliance with this chapter. (Ord. 2014-003, 7-22-2014)
8-2-12-1: Notification of Violation: When the public works director finds that a user has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order is issued hereunder or any other pretreatment standard or requirement, the public works director may serve upon that user a written notice of violation. Within ten (10) days of the receipt of this notice, an explanation of the violation and a plan for the satisfactory correction and prevention thereof, to include specific required actions, shall be submitted by the user to the public works director. Submission of this plan in no way relieves the user of liability for any violations occurring before or after receipt of the notice of violation.
Nothing in this section shall limit the authority of the public works director to take any action, including emergency actions or any other enforcement action, without first issuing a notice of violation. (Ord. 2014- 003, 7-22-2014)
8-2-12-2: Consent Orders: The public works director may enter into consent orders, assurances of voluntary compliance or other similar documents establishing an agreement with any user responsible for noncompliance. Such documents will include specific action to be taken by the user to correct the noncompliance within a time period specified by the document. Such documents shall have the same force and effect as the administrative orders issued pursuant to sections 8-2-12-4 and 8-2-12-5 of this chapter and shall be judicially enforceable. (Ord. 2014-003, 7-22-2014) 8-2-12-3: Show Cause Hearing: The public works director may order a user which has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order issued hereunder, or any other pretreatment standard or requirement, to appear before the public works director and show cause why the proposed enforcement action should not be taken. Notice shall be served on the user specifying the time and place for the meeting, the proposed enforcement action, the reasons for such action and a request that the user show cause why the proposed enforcement action should not be taken. The notice of the meeting shall be served personally or by registered or certified mail (return receipt requested) at least fifteen (15) days prior to the hearing. Such notice may be served on any authorized representative of the user. A show cause hearing shall not be a bar against, or prerequisite for, taking any other action against the user. (Ord. 2014-003, 7-22-2014) 8-2-12-4: Compliance Orders: When the public works director finds that a user has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement, the public works director may issue an order to the user responsible for the discharge directing that the user come into compliance within a specified time. If the user does not come into compliance within the time provided, sewer service may be discontinued unless adequate treatment facilities, devices or other related appurtenances are installed and properly operated.
Compliance orders also may contain other requirements to address the noncompliance, including additional self-monitoring and management practices designed to minimize the amount of pollutants discharged to the sewer. A compliance order may not extend the deadline for compliance established for a pretreatment violation, including any continuing violation. Issuance of a compliance order shall not be a bar against, or a prerequisite for, taking any other action against the user. (Ord . 2014-003, 7-22-2014) 16 City of Reedley
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8-2-12-5: Cease and Desist Orders: When the public works director finds that a user has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement, or that the user's past violations are likely to recur, the public works director may issue an order to the user directing it to cease and desist all such violations and directing the user to:
A. Immediately comply with all requirements; and
B. Take such appropriate remedial or preventative actions as may be needed to properly address a continuing or threatened violation, including halting operations and/or terminating the discharge.
Issuance of a cease and desist order shall not be a bar against, or a prerequisite for, taking any other action against the user. (Ord . 2014-003, 7-22-2014)
8-2-12-6: Administrative Fines:
A. When the public works director finds that a user has violated, or continues to violate, any provisions of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement, the publ ic works director may fine such user in an amount not to exceed:
1. Two thousand dollars ($2,000) per day for failing or refusing to furnish technical or monitoring reports;
2. Three thousand dollars ($3,000) per day for failing or refusing to timely comply with any compliance schedule established by the City;
3. Five thousand dollars ($5,000) per day for discharge in violation of any wastes discharge limitation, permit condition or requirement issued, reissued or adopted by the City; and
4. Ten dollars ($10.00) per gallon for discharges in violation of any suspension, cease and desist order or other orders prohibition issued, reissued or adopted by the City.
B. Unpaid charges, fines and penalties shall, after sixty (60) calendar days, be assessed an additional penalty of twenty-five percent (25%) of the unpaid balance, and interest shall accrue thereafter at a rate of one percent (1%) per month. A lien against the user' s property will be sought for unpaid charges, fines, and penalties.
C. Users desiring to dispute such fines must file a written request for the public works director to reconsider the fine along with full payment of the fine a mount within thirty (30) days of being notified of the fine. Where a request has merit, the public works director may convene a hearing on the matter. In the event the user's appeal is successful, the payment, together with any interest accruing thereto, shall be returned to the user. The public works director may add the costs of preparing administrative enforcement actions, such as notices and orders, to the fine .
D. Issuance of an administrative fine shall not be a bar against, or a prerequisite for, taking any other action against the user. (Ord. 2003-05, 10-14-2003)
8-2-12-7: Appeals: Any person affected by any decision, action or determination by the public works director, interpreting or implementing the provisions of this chapter including, without limitations, the provisions of this chapter, or any industrial wastewater discharge permit issued hereunder by the public 17 City of Reedley
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works director, excepting there from any decision, action or determination of the public works director to pursue either criminal penalties or civil judicial enforcement, may file with the City clerk, within ten (10) days of the date of service of such decision, action or determination, a notice of appeal to the City council appealing such decision, action or determination by the public works director. The notice of appeal shall set forth in detail all facts supporting the industrial user's appeal of the decision of the public works director. The filing of the notice of appeal shall stay all further action required under any notice of violation or cease and desist orders and accumulation of interest upon penalties thereon, pending final decision by the City council on the appeal; provided, however, that nothing stated herein shall limit the authority of the public works director to take such action or to make such directives as the public works director deems necessary to stop or prevent an ongoing or threatened violation of any of the provisions of this chapter, including actions or directives to prevent or stop threatened damage to the POTW, pass through or threatened harm to the health or safety of the public. Such action shall include, without limitation, continuing to physically block the industrial user's access to the sewer until the appeal is heard and decided by the City council. (Ord. 2014-003, 7-22-2014) 8-2-12-8: Emergency Suspensions: The public works director may immediately suspend a user's discharge, after informal notice to the user, whenever such suspension is necessary to stop an actual or threatened discharge which reasonably appears to present or cause an imminent or substantial endangerment to the health or welfare of persons. The public works director may also immediately suspend a user's discharge, after notice and opportunity to respond, that threatens to interfere with the operation of the POTW, or which presents, or may present, an endangerment to the environment.
A. Any user notified of a suspension of its discharge shall immediately stop or eliminate its contribution. In the event of a user's failure to immediately comply voluntarily with the suspension order, the public works director may take such steps as deemed necessary, including immediate severance of the sewer connection, to prevent or minimize damage to the POTW, its receiving stream or endangerment to any individuals. The public works director may allow the user to recommence its discharge when the user has demonstrated to the satisfaction of the public works director that the period of endangerment has passed, unless the termination proceedings in section 8-2-12-9 of this chapter are initiated against the user.
B. A user that is responsible, in whole or in part, for any discha rge presenting imminent endangerment shall submit a detailed written statement, describing the causes of the harmful contribution and the measures taken to prevent any future occurrence, to the public works director prior to the date of any show cause or termination hearing under sections 8-2-12-4 and 8-2-12-9 of this chapter.
Nothing in this section shall be interpreted as requiring a hearing prior to any emergency suspension under this section. (Ord. 2014-003, 7-22-2014)
8-2-12-9: Termination of Discharge: In addition to the provisions in section 8-2-7-12 of this chapter, any user who violates the following conditions is subject to discharge termination :
A. Violation of wastewater discharge permits conditions; 18 City of Reedley
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B. Failure to accurately report the wastewater constituents and characteristics of its discharge; C. Failure to report significant changes in operations or wastewater volume, constituents and characteristics prior to discharge;
D. Refusal of reasonable access to the user's premises for the purpose of inspection, monitoring or sampling; or
E. Violation of the pretreatment standards in sections 8-2-5-1, 8-2-5-2 and 8-2-5-3 of this chapter.
Such user will be notified of the proposed termination of its discharge and be offered an opportunity to show cause under section 8-2-12-4 of this chapter why a proposed action should not be taken. Exercise of this option by the public works director shall not be a bar to, or a prerequisite for, taking any other action against the user. (Ord. 2014-003, 7-22-2014)
8-2-13-1: Injunctive Relief: When the public works director finds that a user has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement, the public works director may petition the Fresno County superior court for the issuance of a temporary or permanent injunction, as appropriate, which restrains or compels the specific performance of the wastewater discharge permit, order or other requirement imposed by this chapter on activities of the user. The public works director may also seek such other action as is appropriate for legal and/or equitable relief, including a requirement for the user to conduct environmental remediation. A petition for injunctive relief shall not be a bar against, or a prerequisite for, taking any other action against a user. (Ord. 2003-05, 10-14-2003) 8-13-2: Civil Penalties:
A. A user who has violated, or continues to violate, any provision of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement shall be liable to the City for a maximum civil penalty of twenty-five thousand dollars ($25,000.00) per violation, per day. In the case of a monthly or other long term average discharge limit, penalties shall accrue for each day during the period of the violation.
B. The public works director may recover reasonable attorney fees, court costs and other expenses associated with enforcement activities, including sampling and monitoring expenses, and the cost of any actual damages incurred by the City.
C. In determining the amount of civil liability, the court shall take into account all relevant circumstances including, but not limited to, the extent of harm caused by the violation, the magnitude and duration of the violation, any economic benefit gained through the user's violation, corrective actions by the user, the compliance history of the user and any other factor as justice requires;
D. Remedies under this section are in addition to and do not supersede or limit any and all other remedies, civil or criminal, but to liability shall be recoverable under this section of any violation for which liability is recovered under administrative actions/remedies. (Ord. 2014-003, 7-22- 2014).
8-2-13-3: Criminal Prosecution:
19 City of Reedley
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A. A user who willfully or negligently violates any provision of this chapter, a wastewater discharge permit or order issued hereunder or any other pretreatment standard or requirement shall, upon conviction, be guilty of a misdemeanor, punishable by fine and/or imprisonment as provided by the Penal Code regarding misdemeanors.
B. A user who willfully or negligently introduces any substance into the POTW which causes personal injury or property damage or which causes the city POTW to violate any effluent limitation or condition in a permit issued to the POTW, shall, upon conviction, be guilty of a misdemeanor and be punishable by fine and/or imprisonment as provided by the Penal Code regarding misdemeanors. This penalty shall be in addition to any other cause of action for personal injury or property damage available under state law.
C. A user who knowingly makes any false statements, representations or certifications in any application, record, report, plan or other documentation filed, or required to be maintained pursuant to this chapter, wastewater discharge permit or order issued hereunder, or who falsifies, tampers with or knowingly renders inaccurate any monitoring device or method required under this chapter shall, upon conviction, be punishable by fine and/or imprisonment as provided by the Penal Code regarding misdemeanors.
D. In the event of a second conviction, a user shall be punishable by fine and/or imprisonment as provided by the Penal Code regarding misdemeanors. (Ord. 2014-003, 7-22-2014) 8-2-13-4: Remedies Nonexclusive: The remedies provided for in this chapter are not exclusive. The public works director may take any, all or any combination of these actions against a noncompliant user.
Enforcement of pretreatment violations will generally be in accordance with the City's enforcement response plan. However, the public works director may take other action against any user when the circumstances warrant. Further, the public works director is empowered to take more than one enforcement action against any noncompliant user. (Ord . 2014-003, 7-22-2014) 8-3-1: Sewer Connection: No property shall be connected to any public sewer of the City unless the owner thereof has paid a sewer connection fee. (Ord . 659, 4-6-1982) 8-3-3: Plan Required: No group of houses or buildings shall be connected to a main sewer in any public right of way or easement without first having the plan of the sewer of these houses or buildings approved by the building inspector.
Main sewers constructed by any person shall be in conformance with plans and specifications approved by the public works director and shall be in accordance with the standard plans and specificat ions of the City. (Ord. 659, 4-6-1982)
8-3-4: Separate Connections: Every house and building must be separately and independently connected with the main sewer. (Ord. 659, 4-6-1982)
8-3-6: Unlawful Construction: It is hereby declared to be unlawful for any person, other than employees or agents of the City, to construct any building sewer between the main sewer and the public right of way line or public easement line of the City except as provided in this chapter and any person violating any of the provisions of this chapter shall be deemed guilty of a misdemeanor. (Ord. 659, 4-6-1982) 20 City of Reedley
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8-3-10: Opening Manholes: It shall be unlawful for any person other than a bona fide employee of the City in line of duty to open or enter or cause to be opened or entered any manhole in any public sewer to dispose of garbage or other deleterious substances, or storm or surface waters, or for any other purpose whatsoever. (Ord. 659, 4-6-1982)
21 City of Reedley
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Chapter 5 - Design and Performance Provisions
CHAPTER4- OPERATIONS AND MAINTENANCE
4.1. Requirements
This Chapter of the SSMP discusses the City's documented performance measures and activities associated with the preventative maintenance performed on its sanitary sewer system. This Chapter fulfills the following requirements of both the Regional Water Quality Control Board and State Water Board:
• Each wastewater collection system agency shall maintain up-to-date maps of its wastewater collection system facilities, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable storm water pumping and piping facilities. • Each wastewater collection system agency shall allocate adequate resources for the operation, maintenance, and repair of its collection system.
• Each wastewater collection system shall prioritize its preventative maintenance activities and establish a routine preventative operation and maintenance schedule. Describe routine preventative maintenance activities by staff and contractors, including a system for scheduling regular maintenance and cleaning of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas. The preventative maintenance program should have a system to document scheduled and conducted activities, such as work orders. • Each wastewater collection system agency sh al I identify and prioritize structural deficiencies and implement a program of prioritized short-term and long-term actions to address them. The program should include regular visual and TV inspections of manholes and sewer pipes, and system for ranking the conditions of sewer pipes and scheduling rehabilitation. Rehabilitation and replacement should focus on sewer pipes that are at risk of collapse or prone to more frequent blockages due to pipe defects. Finally, the rehabilitation and replacement plan should include a capital improvement plan that addresses proper management and protection of the infrastructure assets. The plan shall include a time schedule for implementing the short-and longterm plans plus a schedule for developing the funds needed for the capital improvement plan. • Each wastewater collection system agency shall provide contingency equipment to handle emergencies and spare/replacement parts intended to minimize equipment/facility downtime.
Each wastewater collection system agency shall provide training on a regular basis for its staff in collection system operation, maintenance, and monitoring. • Implement an outreach program to educate commercial entities involved in sewer construction or maintenance about the proper practices for preventing blockages in private laterals. This requirement can be met by participating in a region-wide outreach program.
4.2. Collection System Maps and Description of Existing Facilities The sanitary sewer collection system consists of approximately 77.6 miles of sewer pipe. The predominant pipe material is clay and PVC pipe. Table 4-1 shows a breakdown of the pipe diameters and approximate total length of pipe within the City' s collection system. 22 City of Reedley
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Table 4-1 Existing Sanitary Sewer
Diameter Gravity Force Mains
Total
(in) Sewers (ft) Length Length
(ft) (ft) (miles)
4 -- 1,132 1,132 0.21
6 125,009 775 125,784 23.82
8 165,876 4,647 170,523 32.30
10 28,691 -- 28,691 5.43
12 40,496 1,509 42,005 7.96
15 17,088 -- 17,088 3.24
18 16,411 -- 16,411 3.11
21 6,254 -- 6,254 1.18
24 2,069 -- 2,069 0.39
Total 401,894 8,063 409,957 77.64
Currently, the City maintains a Computer Automated Drafting (CAD) atlas of the sewer collection system which includes manholes, sewer pipelines, pipe size, direction of flow, manhole invert elevations, and lift station location. Copies of this map are available from the City's Engineering department at the City Hall, on the City's website, and at the Wastewater Treatment Plant.
4.3. Preventative Operations and Maintenance
4.3.1. Manholes and Pipelines
The City's preventative operation and maintenance program consists of routinely scheduled cleaning of potential problem areas, along with a scheduled citywide canvassing of manholes and pipelines. Potential problem areas are cleaned by the City's collection system crew occurs every week. The collection crew has identified potential problem areas throughout the city's sewer system (see Appendix A), and inspects and cleans these pipe segments, as necessary.
In addition to the weekly potential problem area cleaning, the collection crew started a citywide canvassing program. By dividing the City into sections, collection crew open every manhole and rod the lines from manhole to manhole, marking the collection system map as they complete the run. Currently the crew inspects approximately 3,500 to 5,000 linear feet per week. At this cleaning rate, the entire gravity collection system can be inspected and cleaned in a period of approximately 88 weeks. This routine inspection process has allowed the crew to locate covered manholes and expose them, raise manholes to road levels, locate and identify manholes that are presently not on the sewer plots, note any problems or potential problems for later attention, and prioritize cleaning of specific sewer segments. Appendix B is an example of the City's sewer cleaning log. Completed cleaning logs are maintained in a binder at the Wastewater Treatment Plant. The potential problem area cleaning list is revised based on the results of the routine cleaning program .
23 4.3.2. CCTV Inspection
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The City owns and operates a closed-circuit television (CCTV) truck that is used to perform inspection on existing sewer pipelines. The City does not inspect newly constructed sewer pipelines or subdivisions.
Developers are required to inspect all newly constructed sewer pipelines as part of the permitting process.
4.3.3. Lift Stations
There are currently four (4) sewer lift stations located throughout the City that assist in the conveyance of wastewater to the WWTP. Two new lift stations have been constructed, Rancho Vista and Frankwood Commons lift stations. The Rancho Vista lift station became operational on August 4, 2022, and the Frankwood Commons lift stations became operational on March 30, 2022. At this time, both lift stations are being maintained by the developer and the City is in the process of taking possession of them. Until the lift stations are acquired by the City, the Developer is responsible for the maintenance and upkeep of both lift stations.
Details of the City's sewer lift stations are outlined in Table 4-2.
Table 4-2 Existing Sanitary Sewer Lift Stations
No. of Design Design Wet Well Size Lift Station
Pumps Flow Head (gal) Other Info
(gpm) (ft)
3,430 gallons; Automatically controlled Reed
3 550 40 3 - 48-inch dia., by ultrasonic level Avenue 12 ft - 2 inches in sensor
depth
Motel Lift
3,970 gallons; Automatically controlled
Station 2 150 45 78-inch diameter, by ultrasonic level
6 ft deep sensor
Industrial
2,960 gallons; Automatically controlled
Park
2 500 30 72-inch diameter, by ultrasonic level
14 ft deep sensor
3,810 gallons; Automatically controlled
River Ridge 2 500 30 72-inch diameter, by ultrasonic level 18 ft deep sensor
4,775 gallons; Automatically controlled
Frankwood
2 455 25 72-inch diameter, by ultrasonic level
Commons
22.58 ft deep
sensor and backed up by
floats.
24 City of Reedley
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Chapter 5 - Design and Performance Provisions
Table 4-2 Existing Sanitary Sewer Lift Stations
No. of Design Design Wet Well Size
Lift Station Pumps
Flow Head (gal) Other Info
(gpm) (ft)
4,570 gallons; Automatically controlled
Rancho by ultrasonic level
Vista
2 150 25 72-inch diameter,
sensor and backed up by 21.61 ft deep floats.
Lift stations are regularly maintained by the City's WWTP Operators. The following is the standard procedure for routine maintenance of the City's lift stations:
4.3.4. Lift Station Maintenance Checklist (Weekly or Greater) Reed Ave Lift Station
1. Check Emergency Generator:
a. Oil level
b. Radiator water
c. Belts
d. Battery water and condition
e. Heater
f. Record run hours
g. Clean up
h. Unusual noises, vibrations, etc. during run time
i. Exercise generator
2. Check Pump Operation
a. Pump down and clean sumps
b. Clean grate. Remove large clumps of rags, wood or other large objects (3 times per week). c. Exercise pump #3 with mercury float switch
d. Check operation of all pumps. Investigate unusual noises, vibration, etc. e. Check for weeds, cobwebs, trash and clean as needed. f. Check operation of air release valves.
g. Record run hours
Motel Lift Station
1. Check Emergency Generator:
a. Oil level
b. Radiator water
c. Belts
d. Battery condition
e. Heater
25 f. Record run time
g. Clean up
h. Unusual noises, vibrations, etc. during run time
i. Exercise Generator
2. Check Pump Operation
a. Pump down pumps
City of Reedley
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Chapter 5 - Design and Performance Provisions
b. Check operation of pumps. Check for unusual noise, vibration, etc. c. Check for weeds, cobwebs, trash and clean as needed. d. Check wet well for unusual objects and remove if needed. e. Record run hours
Industrial Park Lift Station
1. Check Emergency Generator:
a. Oil level
b. Radiator water
c. Belts
d. Battery condition
e. Heater
f. Record run time
g. Clean up
h. Unusual noises, vibrations, etc. during run time
i. Exercise Generator
2. Check Pump Operation
a. Pump down pumps
b. Check operation of pumps. Check for unusual noise, vibration, etc. c. Check for weeds, cobwebs, trash and clean as needed. d. Check wet well for unusual objects and remove if needed. e. Record run hours
River Ridge Lift Station
1. Check Emergency Generator:
a. Oil level
b. Radiator water
c. Belts
d. Battery condition
e. Heater
f. Record run time
g. Clean up
h. Unusual noises, vibrations, etc. during run time
i. Exercise Generator
2. Check Pump Operation
26 a. Pump down pumps
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Chapter 5 - Design and Performance Provisions
b. Check operation of pumps. Check for unusual noise, vibration, etc. c. Check for weeds, cobwebs, trash and clean as needed. d. Check wet well for unusual objects and remove if needed. e. Record run hours
4.3.5. Rehabilitation and Replacement Plan
Repair and replacement projects are typically the result of observed deficiencies in the operation or capacity of the sanitary sewer system. The City prepared an Integrated Master Plan (Master Plan) for the Potable Water, Sanitary Sewer, and Strom Drainage Systems in June of 2014. The Sanitary Sewer section identifies hydraulic capacity limitations within the collection system.
A recommended Capital Improvement Plan (CIP) was developed based on the findings from the Master Plan capacity assessment. The CIP includes a list of all proposed public work projects, with an estimate cost for each project. Sewer collection system improvements are also included in this list. The recommended CIP can be found in section six of the Master Plan.
In 2007-2008, one-third (1/3) of the City's collection system was inspected by CCTV. The remaining twothirds (2/3) of collection system was planned to be inspected by CCTV in the 9/10 and 10/11 fiscal years.
However, the City discontinued their annual CCTV contract services shortly after the 07 /08 FY. More recently, the City purchased a CCTV truck so that trained City personnel can perform CCTV inspections on the collection system. Once the entire system has been videoed, the findings will be reviewed, categorized, and prioritized. The need for rehabilitation and/or replacement will be evaluated and a timeline, based on available funding, will be established for the necessary repairs and/or replacements.
Proposed operations, maintenance, and capacity improvement projects are listed below. The projects outlined below have been identified as necessary improvements to the City's collection system, however implementation of these projects is financially constrained based on available funding. These projects will be prioritized as part of the Master Plan effort and implemented as funding becomes available.
4.3.6. FY 22-23 Highlights
4.3.6.1. O&M Upgrades
Since 2016, the City has completed approximately 57.4 miles of CCTV inspection of the sewer collection system. Conducting CCTV inspections of the sewer collection system is ongoing, and in FY 2022-23, the City established a new position entitled "Senior Sewer Collections System Maintenance Worker". The Senior Sewer Collections System Maintenance Worker is responsible for a variety of duties associated with the maintenance, servicing, cleaning, inspection, and minor repair of the sewer collection system and associated structures and facilities such as lift stations, WWTP, and servicing of storm water facilities when necessary. The Senior Sewer Collections System Maintenance Worker is responsible for inspecting and prioritizing any issues discovered during the inspection process. The City will then prepare a CIP list for needed repairs or replacements based on this list generated. 27 4.3.6.2. Capacity Upgrades:
City of Reedley
Sewer System Management Plan Update
Chapter 5 - Design and Performance Provi sions
Since the 2016 SSMP, the City of Reedley has completed several capital improvements projects that have increased the capacity of the sanitary sewer collection system. Table 4-2 summarizes the sewer collection system capital improvement projects that have been completed from 2016 to December 2022.
Table 4-3 Summary of Sanitary Sewer System Improvement Projects Project Name
Construction Improvements Construction
Removed Installed Period
1,600 LF of 1811 Clay Sewer Pipe 1,600 LF of 3011 HOPE Sewer Reed Ave Emergency (abandoned in place). Pipe. 2016 Sewer Repair Two (2) Sanitary Sewer Two (2) Epoxy Coated 4811 Manholes (SSMH). SSMH.
North Ave 175 LF of 811 SDR35 Sewer Main.
Reconstruction
174 LF of 811 Clay Sewer Main. Four (4) Epoxy Coated 48'' 2017 SSMH.
Reconstruction on Two (2) existing Epoxy Coated
Dinuba Ave (from 4811 SSMH.
Southern Pacific 60 LF of 10" Clay Sewer Pipe Two (2) new Epoxy Coated 4811 2018
Railroad to East (abandoned in place). SSMH.
Ave and East Ave from 81 LF of 811 SOR Sewer Pipe.
Dinuba to Lincoln Ave) 50 LF of 1011 Sewer Pipe.
220 LF of 811 Sewer Main
Reed Ave (abandoned in place). Three (3) 48" SSMH.
May 2018 to
Reconstruction Phase 2 One (1) SSMH abandoned in 363 LF of 1011 SOR Sewer Pipe. March 2019 of 2 place. 209 LF of 12" SOR Sewer Pipe. 180 LF of 1211 Sewer Pipe.
646 LF of 27" of SOR Sewer
Almond Grove Estates Pipe. 1,780 LF of 811 SOR Sewer January 2018 to (Tract No. 6206) 646 LF of 1811 Sewer Pipe. Pipe. January 2021 Nine (9) 48-inch SSMH.
45 411 Sewer Laterals.
Dopkins Cemetery 65 LF of 1211 SOR Sewer Pipe. January 2019 to - Expansion One (1) 4811 SSMH. January 2021 United Health Care 280 LF of 1811 SOR Sewer Pipe. Completed in - One (1) 411 Sewer Lateral.
Clinic Four (4) 4811 SSMH. January 2020
5 LF of 811 Sewer Pipe. 682 LF 811 SOR Sewer Pipe.
Tract 6196 Phase 1 of 3
1,962 LF of 1211 Sewer Pipe. 1,872 LF 1211 SOR Sewer Pipe. March 2020 to (Self Help) Eight (8) SSMH. 67 4" Sewer Laterals. October 2020 11 4811 Epoxy Coated SSMH .
28 City of Reedley
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Chapter 5 - Design and Performance Provisions
Table 4-3 Summary of Sanitary Sewer System Improvement Projects Project Name
Construction Improvements Construction
Removed Installed Period
1,843 LF of 811 SOR Sewer Pipe.
Tract 6196 Phase 2 of 3 760 LF of 12" SOR Sewer Pipe. November 2020 (DR Horton) - 1,231 LF of 18" SOR Sewer Pipe. to
46 4" Sewer Laterals. January 2021
14 48" Epoxy Coated SSMH.
Three (3) existing 48" Epoxy
Coated SSM H.
Monte Vista One (1) new 48" Epoxy Coated August 2020 to - (Tract No. 5263) SSMH. September 2021 970 LF of 8" Sewer Pipe.
17 4'' Sewer Laterals.
Seven (7) existing 48" Epoxy
Coated SSM H.
Five (5) new 48" Epoxy Coated
Manning Ave
SSMH.
Rehabilitation Phase 1
620 LF of 15" Sewer Pipe 524 LF of 24" SOR Sewer Pipe. November 2020 of 3 (abandoned in place). 11 LF of 21" SOR Sewer Pipe. to January 2021 95 LF of 18" SOR Sewer Pipe.
10 LF of 15" SOR Sewer Pipe.
2,632 LF of 12" Sewer Line
Cured-in-Place Liner.
17 48" Epoxy Coated SSMH.
San Joaquin Valley 3,023 LF of 15" SOR Sewer Pipe.
2,875 LF of 811 SOR Sewer Pipe. February 2021 to
Homes Phase 1 of 3 - 142 LF of 8" Sewer Force Main. (Tract 6178) June 2022 33 4" Sewer Laterals.
One (1) Force Main Cleanout.
15 48" Epoxy Coated SSMH.
903 LF of 15" SOR Sewer Pipe.
Century Communities 4,140 LF of 8" SOR Sewer Pipe. May 2021 to June Phase 1 or 2 - 1,186 LF of 8" Sewer Force (Tract 6229) Main.
2022
111 4" Sewer Laterals.
Tow (2) Force Main Cleanout.
Tract 6196 Phase 3 of 3
1,116 LF of 8" SOR Sewer Pipe. August 2021 to - Five (5) 48" Epoxy Coated (DR Horton) SSMH. September 2022
San Joaquin Valley
1,666 LF of 811 SOR Sewer Pipe.
42 4" Sewer Laterals . January 2022 to Homes Phase 2 of 3 - Five (5) 48" Epoxy Coated (Tract 6178) June 2022
SSMH.
29 4.4. Wastewater System Budget
City of Reedley
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Chapter 5 - Design and Performance Provisions
The City maintains an annual budget for the wastewater system. A copy of the FY 2022-23 budget is presented in Appendix C.
4.5. Wastewater Crews & Training
The City has two different crews to operate and maintain the wastewater system: the Wastewater Treatment Plant Operators and the Collection System Crew. The Wastewater Treatment Plant Operators maintain the operations and maintenance activities at the Wastewater Treatment Plant (WWTP), as well as the City's sewer lift stations. The Wastewater Treatment Plant Operators consists of the Chief Wastewater Treatment Plant Operator (Wastewater Systems Supervisor), Wastewater Treatment Plant Operator Ill, Wastewater Treatment Plant Operators II, Wastewater Treatment Plant Operator II/Lab Technician, Wastewater Treatment Plant Operator I, and Wastewater Treatment Plant Maintenance Worker (currently vacant).
The Collection System Crew maintains the collection system by performing the routine sewer cleaning, CCTV Inspections, and maintenance programs. The Collections System Crew consists of Wastewater Systems Supervisor, Senior Sewer Collections Maintenance Worker and Sewer Collections Maintenance Workers.
All employees on the WWTP and collection crew attend annual Confined Space Entry, Flagger Training, Traffic Control training, Fire Extinguisher Training, Heat Illness Prevention, Valley Fever Awareness Training, Hazardous Waste Discharge Training, and other sewer collection training (nozzles, proper cleaning methods, ect.) and safety training programs that are available in the local area. All employees are certified in First Aid/CPR. On the job mentoring and rotation of personnel among different crews and equipment comprises an additional level of training of the City's wastewater and collection system staff.
The City owns and operates a CCTV truck that is used to inspect sewer pipelines. A member of the Collection System Crew has participated in the National Association of Sewer Service Companies Pipeline Assessment Certification Program (NASSCO-PACP). The purpose of the Program is to assist pipeline system owners with developing comprehensive databases to properly identify, plan, prioritize, manage and renovate their assets based on condition evaluation.
4.6. Equipment
The Combo Sewer Truck truck is the main piece of equipment used by the Collection System Crew for regular maintenance on the City's manholes and pipelines. In addition, the City owns the following equipment, dedicated to the operation and maintenance of the collection system:
• 6" portable pumps, used for lift station emergencies; • All lift stations are equipped with a standby generator for power failure; • All lift stations are equipped with an alarm system that is connected to the WWTP SCADA system for emergency alarm to WWTP operators;
30 City of Reedley
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Chapter 5 - Design and Performance Provisions
• The City is under contract with a system integrator, Carollo Engineers, who is familiar with the City's SCADA and alarm system . They provide technical, software programming and troubleshooting efforts.
• The City is under contract with an electrical contractor, Telstar, who provides repair of the electrical and instrumentation systems at the lift stations and wastewater plant, when necessary. • Hydroflush unit with rodding attachments, used to flush, clean and rod out sewer lines that are not accessible by the Combo truck.
31 City of Reedley
Sewer System Management Plan Update
Chapter 5 - Design and Performance Provisions
CHAPTER 5 - DESIGN AND PERFORMANCE PROVISIONS
5.1. Requirements
Proper design and installation of sewer system pipelines and appurtenances is one of the most important aspects in maintaining a functioning, problem-free sewer system. A properly designed and installed sewer system can minimize system deficiencies that could create or contribute to future overflows and reduce operation and maintenance requirements.
In accordance with WDR 2006-0003, each wastewater collection agency shall identify minimum design and construction standards and specifications for the installation of new sewers, lift stations, force mains, and other appurtenances, and for the rehabilitation and repair of existing sewer systems. In addition, procedures, and standards for inspecting and testing the installation of new sewers, lift stations, and other appurtenances, shall be described in the SSMP.
The following Chapter describes the City's method of utilizing design and construction standards, along with a routine inspection and testing program, to ensure the quality of their sewer collection system is maintained.
5.2. Design and Construction Standards
The City's Engineering Division prepared Standard Specifications and Standard Plans governing all public works projects within the City limits. The Standard Specifications were first adopted by the City Council in 2001 and have been updated regularly by the Engineering Division, with the latest update occurring in October 2019. The Standard Specifications are available through the City's website at https://reedley.ca.gov/engineering-department/technical-library/, or may be purchased at the City's Public Works counter. Sections 1 through 9 cover of the Standard Specifications cover contractual issues, while Sections 10 through 16 cover general construction activities such as mobilization, traffic control, clearing and grubbing, earthwork, removal of existing facilities, finishing roadways, and stabilizing soils, and material specifications are provided in Sections 17 through 26. Sections 27 and 29 outlines the design and construction criteria that shall be used for new and rehabilitated sewer systems within the City's service area. Lift station design and construction requirements are included in Appendix A of the Standard Specifications. Sewer Standard Plans are included in Standard Drawing Nos. S-1 through S-10. A copy of the City's Standard Specifications Table of Contents is provided in Appendix D for reference. The sewer design specifications shown below are summarized in Sections 27 and 29 of the City's Standard Specifications.
5.2.1. Sewer Design Specifications
The City requires that all new sewer pipelines be of either extra strength class vitrified clay pipe or Standard Dimension Ratio (SOR) 35 polyvinyl chloride (PVC). Design of sewer pipes shall utilize a velocity of 2 feet per second when the pipe is flowing half full, using a Manning's "n" value of 0.011. Minimum slopes for sewer pipelines are listed in Table 5-1.
32 City of Reedley
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Table 5-1 Minimum Acceptable Slopes for Sewer Pipe
Pipe Diameter (inches) Slope (percent)
6 0.35
8 0.24
10 0.18
12 0.14
Additional specifications pertain to pipeline construction, minimum cover, wyes and lateral connections, and other factors are included in Sections 27 and 29 of the City's Standard Specifications, and Standard Drawings S-1 through S-10.
5.2.2. Sewer Structures
Specifications for the construction of manholes and similar structures in the sewer system are provided in Section 29. Cast-in-place bases with pre-cast concrete risers and metal frames/covers are the City's standard.
5.2.3. Lift Station Design Specifications
Specifications for the design and construction of lift stations are included in Appendix A of the Standard Specifications. Typically, submersible lift stations in pre-cast concrete wet wells are required.
5.3. Inspection and Testing
The City requires that new construction be inspected on a regular basis during construction. The City has a full-time inspector who inspects both new construction and repairs. The inspector ensures that all construction meets the City standards and codes. All sewers constructed by outside contractors are pressure cleaned, tested, and video inspected before acceptance. In addition, a final sewer line acceptance test is required upon completion of construction.
As per Section 27.10 of the City's Standard Specifications, the sewer line acceptance test shall be a lowpressure air test under the supervision of the City Engineer. Pipes shall be tested between consecutive manholes. The testing procedure involves inserting plugs in the pipeline openings at the manhole and raising the pressure within the sewer line to a minimum value while recording the pressure drop over a specific time period. The pipe reach being tested shall be considered as having passed the test when the time recorded for the pressure to drop one (1 psi) or one-half (1/2 psi) pound per square inch is not less than the time shown for the given type and diameter in Table 5-2:
Table 5-2 Pressure Testing Specifications for New Sewer Pipe Diameter Clay and Cement Pipe Pressure Plastic Pipe
(in) Decrease from 3.5 to 2.5 Psig Time Pressure Decrease from 3.5 to 3.0 (min) Psig Time (min and sec)
4 2 min 0 sec 2 min 32 sec
6 2 min 45 sec 3 min 50 sec
8 3 min 45 sec 5 min 6 sec
33 Diameter
(in)
10 12
15 18
21 24
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Table 5-2 Pressure Testing Specifications for New Sewer Pipe Clay and Cement Pipe Pressure - Plastic Pipe
Decrease from 3.5 to 2.5 Psig Time Pressure Decrease from 3.5 to 3.0 (min) Psig Time (min and sec)
4 min 46 sec 6 min 22 sec
5 min 40 sec 7 min 39 sec
7 min 0 sec 9 min 30 sec
8 min 36 sec -
10 min 6 sec -
11 min 6 sec -
34 City of Reedley
Sewer System Management Plan Update
Chapter 6 - Spill Emergency Response Plan
CHAPTER 6 - SPILL EMERGENCY RESPONSE PLAN
6.1. Requirements
This chapter describes the sanitary sewer Spill Emergency Response Plan for the City. The following overflow response plan includes:
• Procedures for reporting and notifying Sanitary Sewer Overflows (SSOs); • Implementation plan to respond to SSOs;
• Steps to prevent overflows from reaching surface waters, and to minimize or correct any adverse impact from SSOs; and
• Training program to familiarize staff with Spill Emergency Response Plan procedures
6.2. Notification
All SSOs are reported on the State of California Water Resource Control Board's Sanitary Sewer Overflow eReporting Program (http://ciwqs.waterboards.ca.gov/). The following is the latest notification and reporting requirements based on the State Water Resources Control Board Order No. WQ 2013-0058- EXEC, Adopted Amended Monitoring and Reporting Requirements for Statewide General Waste Discharge Requirements for Sanitary Sewer Systems. This report replaces the previous Monitoring and Reporting Requirements for Statewide General Waste Discharge Requirements for Sanitary Sewer Systems Order No. 2008-0002-DWQ. The notification procedures are as follows:
For any discharges of sewage that results in a discharge to a drainage channel or a surface water, the Discharger shall, as soon as possible, but not later than two (2) hours after becoming aware of the discharge, notify the State Office of Emergency Services, the local health officer or directors of environmental health with jurisdiction over affected water bodies, and the appropriate Regional Water Quality Control Board.
As soon as possible, but no later than twenty-four (24) hours after becoming aware of a discharge to a drainage channel or a surface water, the Discharger shall submit to the appropriate Regional Water Quality Control Board a certification that the State Office of Emergency Services and the local health officer or directors of environmental health with jurisdiction over the affected water bodies have been notified of the discharge.
The following table summarizes the time frame, specific agency and agency contacts required for notification of an SSO.
Table 6-1 SSO Notification and Reporting
Communication Agency Being Time Requirements Method of Contact Type Contacted
As soon as possible, but
Initial Office of not later than 2 hours 800-852-7550
Notification Emergency Services after becoming aware of the SSO
35 Communication
Type
Notification
State Reporting
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Sewer System Management Plan Update
Chapter 6 - Spill Emergency Response Plan
Table 6-1 SSO Notification and Reporting
Agency Being Time Requirements Method of Contact Contacted As soon as possible, but
Fresno County not later than 2 hours
559-600-5956 Health Department after becoming aware of
the 550
As soon as possible, but
Region 5 Water not later than 2 hours 559-445-5116 Board after becoming aware of the 550
As soon as possible, but
Region 5 Water not later than 24 hours [email protected] Board after becoming aware of the 550
Category 1
• Initial Report within 3
business days.
• Final Report within 15
calendar days after
response activities are
completed.
Category 2
• Initial Report within 3
business days.
• Final Report within 15
calendar days after
State Water Board response activities are [email protected] completed .
Category 3
• Report onl ine within 30
days after the end of the
calendar month in which
the 550 occurs
Category 4
• Report online within 30
days after the end of the
calendar month in which
the 550 occurs
36 6.3. Sanitary Sewer Overflow Reporting
6.3.1. SSO Categories
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Sewer System Management Plan Update
Chapter 6 - Spill Emergency Response Plan
The State Water Resources Control Board (SWRCB) defines SSOs based on the quantity of sewage spilled and/or the location that the spill occurred . The following a re the defined SSO Categories:
• Category 1 Spill - Is a spill of any volume of sewage from or caused by a sanitary sewer system regulated under this General Order that results in a discharge to:
o A surface water, including a surface water body that contains no flow or volume of water; or
o A drainage conveyance system that discharges to surface waters when the sewage is not fully captured and returned to the sanitary sewer system or disposed of properly; or o Any spill volume not recovered from a drainage conveyance system is considered a discharge to surface water, unless the drainage conveyance system discharges to a dedicated stormwater infiltration basin or facility; or o A spill from a City owned and/or operated lateral that discharges to a surface water. • Category 2 Spill - Is a spill of 1,000 gallons or greater, from or caused by a sanitary sewer system regulated under the General Order that does not discharge to a surface water. o A spill of 1,000 gallons or greater that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system.
• Category 3 Spill - ls a spill of equal to or greater than 50 gallons and less than 1,000 gallons, from or caused by a sanitary sewer system regulated under the General Order that does not discharge to a surface water.
o A spill of equal to or greater than 50 gallons and less than 1,000 gallons, that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system . • Category 4 Spill - Is a spill of less than 50 gallons, from or caused by a sanitary sewer system regulated under the General Order that does not discharge to a surface water. o A spill of less than 50 gallons that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system.
6.3.2. SSO Reporting Timeframes
Per Order No. WQ 2022-0103-DWG, the following reporting timeframes must be adhered to for each SSO Category:
• Category 1-Initial reporting of Category 1 SSOs must be reported on the CIWQS Sanitary Sewer System Database within three (3) business days after the Enrollee is made aware of the SSO.
Within 15 calendar days of the spill end date, the Enrollee shall submit a Certified Spill Report for Category 1 spills, to the online CIWQS Sanitary Sewer System Database. o For any Category 1 spill in which 50,000 gallons or greater discharged into a surface water, within 45 calendar days of t he spill end date, the Enrollee shall submit a Spill Technical Report to the online CIWQS Sanitary Sewer System Database. • Category 2 -Within three (3) business days of the Enrollee's knowledge of a Category 2 spill, the Enrollee shall submit a Draft Spill Report to the online CIWQS Sanitary Sewer System Database. 37 City of Reedley
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Chapter 6 - Spill Emergency Response Plan
Within 15 calendar days of the spill end date, the Enrollee shall submit a Certified Spill Report for the Category 2 spill, to the online CIWQS Sanitary Sewer System Database. • Category 3 - The Enrollee shall report and certify all Category 3 spills to the online CIWQS Sanitary Sewer System Database within 30 calendar days after the end of the month in which the spills occurred.
• Category 4 - The Enrollee shall report and certify the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills to the online CIWQS Sanitary Sewer System Database, within 30 calendar days after the end of the month in which the spills occurred.
o For all Category 4 spills and spills from its owned and/or operated laterals that are caused by a failure or blockage in the lateral and that do not discharge to a surface water, the Enrollee shall:
• Maintain records according to Order No. WQ 2022-0103-DWG, Attachment El, Section 4.4.
• The Enrollee shall provide records upon request by State Water Board or Regional Water Board staff.
• Annually upload and certify a report, in an appropriate digital format, of all recordkeeping of spills to the online CIWQS Sanitary Sewer System Database, by February 1st after the end of the calendar year in which the spills occurred.
6.3.3. Reporting Documentation
All reporting required under Order No. WQ 2022-0103-DWG must be submitted electronically to the online CIWQS Sanitary Sewer System Database (https://ciwgs.waterboards.ca.gov). Electronic reporting may solely be conducted by a Legally Responsible Official or Data Submitter(s) previously designated by the Legally Responsible Official.
6.3.3.1. Reporting Requirements for Individual Category 1 Spill Reporting Draft Spill Report for Category 1 Spills must, at minimum, include the following items:
• Contact information: Name and telephone number of Enrollee contact person to respond to spillspecific questions; • Spill location name;
• Date and time the Enrollee was notified of, or self-discovered, the spill; • Operator arrival time;
• Estimated spill start date and time;
• Date and time the Enrollee notified the California Office of Emergency Services, and the assigned control number;
• Description, photographs, and GPS coordinates of the system location where the spill originated; o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
• Estimated total spill volume exiting the system;
38 City of Reedley
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Chapter 6 - Spill Emergency Response Plan
• Description and photographs of the extent of the spill and spill boundaries; • Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; • Description and photographs of all discharge point(s) into the surface water; • Estimated spill volume that discharged to surface waters; and • Estimated total spill volume recovered.
Certified Spill Report for Category 1 Spills must, at minimum, include the following mandatory information in addition to all information in the Draft Spill Report:
• Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;
• Spill end date and time;
• Description of how the spill volume estimations were calculated, including at a minimum:
o The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and
o The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;
• Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, lateral, lift station, etc.); • Description of the pipe material, and estimated age of the pipe material, at the failure location; • Description of the impact of the spill;
• Whether or not the spill was associated with a storm event; • Description of spill response activities including description of immediate spill containment and cleanup efforts;
• Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps; • Spill response completion date;
• Detailed narrative of investigation and investigation findings of cause of spill; • Reasons for an ongoing investigation (as applicable) and the expected date of completion; • Name and type of receiving water body(s);
• Description of the water body(s), including but not limited to:
o Observed impacts on aquatic life,
o Public closure, restricted public access, temporary restricted use, and/or posted health warnings due to spill,
o Responsible entity for closing/restricting use of water body, and o Number of days closed/restricted as a result of the spill. 39 City of Reedley
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Chapter 6 - Spill Emergency Response Plan
• Whether or not the spill was located within 1,000 feet of a municipal surface water intake; and • If water quality samples were collected, identify sample locations and the parameters the water quality samples were analyzed for. If no samples were taken, Not Applicable shall be selected.
Spill Technical Report for Individual Category 1 Spill in which 50,000 gallons or greater discharged into a surface water, at minimum, must include the following information:
• Spill causes and circumstances, including at minimum:
o Complete and detailed explanation of how and when the spill was discovered; o Photographs illustrating the spill origin, the extent and reach of the spill, drainage conveyance system entrance and exit, receiving water, and post-cleanup site conditions; o Diagram showing the spill failure point, appearance point(s), the spill flow path, and ultimate destinations;
o Detailed description of the methodology employed, and available data used to calculate the discharge volume and, if applicable, the recovered spill volume; o Detailed description of the spill cause(s);
o Description of the pipe material, and estimated age of the pipe material, at the failure location;
o Description of the impact of the spill;
o Copy of original field crew records used to document the spill; and o Historical maintenance records for the failure location. • Enrollee's response to the spill: Chronological narrative description of all actions taken by the Enrollee to terminate the spill;
o Explanation of how the Sewer System Management Plan Spill Emergency Response Plan was implemented to respond to and mitigate the spill; and o Final corrective action(s) completed and a schedule for planned corrective actions, including:
• Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable,
• Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences, and • Necessary modifications to the Emergency Spill Response Plan to incorporate lessons learned in responding to and mitigating the spill.
6.3.3.2. Reporting Requirements for Individual Category 2 Spill Reporting Draft Spill Report for Category 2 Spills must, at minimum, include the following items:
• Contact information : Name and telephone number of Enrollee contact person to respond to spillspecific questions; • Spill location name;
• Date and time the Enrollee was notified of, or self-discovered, the spill; • Operator arrival time;
• Estimated spill start date and time;
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• Date and time the Enrollee notified the California Office of Emergency Services, and the assigned control number;
• Description, photographs, and GPS coordinates of the system location where the spill originated; o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
• Estimated total spill volume exiting the system;
• Description and photographs of the extent of the spill and spill boundaries; • Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; • Estimated total spill volume recovered.
Certified Spill Report for Category 2 Spills must, at minimum, include the following mandatory information in addition to all information in the Draft Spill Report:
• Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;
• Spill end date and time;
• Description of how the spill volume estimations were calculated, including at a minimum:
o The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and
o The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;
• Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, lateral, lift station, etc.); • Description of the pipe material, and estimated age of the pipe material, at the failure location; • Description of the impact of the spill;
• Whether or not the spill was associated with a storm event; • Description of spill response activities including description of immediate spill containment and cleanup efforts;
• Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps; • Spill response completion date;
• Detailed narrative of investigation and investigation findings of cause of spill; • Reasons for an ongoing investigation (as applicable) and the expected date of completion; 41 City of Reedley
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6.3.3.3. Monthly Certified Spill Reporting for Category 3 Spills The monthly reporting of all Category 3 spills must include the following items for each spill:
• Contact information: Name and telephone number of Enrollee contact person to respond to spillspecific questions; • Spill location name;
• Date and time the Enrollee was notified of, or self-discovered, the spill; • Operator arrival time;
• Estimated spill start date and time;
• Description, photographs, and GPS coordinates where the spill originated:
o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
• Estimated total spill volume exiting the system;
• Description and photographs of the extent of the spill and spill boundaries; • Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry locations(s); o Estimated spill volume fully recovered from the drainage conveyance system; and o Estimated spill volume discharged to a groundwater infiltration basis or facility, if applicable.
• Estimated total spill volume recovered;
• Description of the spill event destination(s), including GPS coordinates, if available, that represent the full spread and reaches of the spill;
• Spill end date and time;
• Description of how the spill volume estimations were calculated, including, at minimum:
o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and
o The methodology and type of data relied upon to estimate the spill start time, on-going spill rate at time of arrival (if applicable), and the spill end time; • Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, lift station, etc.); • Description of the pipe/infrastructure material, and estimated age of the pipe/infrastructure material, at the failure location;
• Description of the impact of the spill;
• Whether or not the spill was associated with a storm event; • Description of spill response activities including description of immediate spill containment and cleanup efforts;
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• Description of spill corrective actions, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of the major milestones for those steps; including, at minimum:
o Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable, and
o Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences at the same spill event location, including:
• Adjusted schedule/method of preventive maintenance,
• Planned rehabilitation or replacement of sanitary sewer asset, • Inspected, repaired asset(s), or replaced defective asset(s), • Capital improvements,
• Documentation verifying immediately implemented system modifications and operating/maintenance modifications,
• Description of spill response activities,
• Spill response completion date, and
• Ongoing investigation efforts, and expected completion date of investigation to determine the full cause of spill;
• Detailed narrative of investigation and investigation findings of cause of spill.
6.3.3.4. Annual Certified Spill Reporting of Category 4 and/ or Lateral Spills For all Category 4 spills and spills from its owned and/or operated laterals that are caused by a failure or blockage in the lateral and that do not discharge to a surface water, the Enrollee shall :
• Maintain records according to Order No. WQ 2022-0103-DWG, Attachment El, Section 4.4. • The Enrollee shall provide records upon request by State Water Board or Regional Water Board staff.
• Annually upload and certify a report, in an appropriate digital format, of all record keeping of spills to the online CIWQS Sanitary Sewer System Database, by February 1st after the end of the calendar year in which the spills occurred.
6.4. Monthly No-Spill Reporting Procedure
If either no spills occur during a calendar month or only Category 4, and/or Enrollee-owned and/or operated lateral spills (that do not discharge to a surface water) occur during a calendar month, the Enrollee shall certify, within 30 calendar days after the end of each calendar month, either a "No-Spill" certification statement, or a "Category 4 Spills" and/or "Non-Category 1 Lateral Spills" certification statement, in the online CIWQS Sanitary Sewer System Database, certifying that there were either no spills, or Category 4 and/or Non-Category 1 Lateral Spills that will be reported annually for the designated month.
If a spill starts in one calendar month and ends in a subsequent calendar month, and the Enrollee has no further spills of any category, in the subsequent calendar month, the Enrollee shall certify "no-spills" for the subsequent calendar month.
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If the Enrollee has no spills from its systems during a calendar month, but the Enrollee voluntarily reported a spill from a private lateral or a private system, the Enrollee shall certify "no-spills" for that calendar month.
If the Enrollees has spills from its owned and/or operated laterals during a calendar month, the Enrollee shall not certify " no spills" for that calendar month.
6.5. City of Reedley Police/Fire/ Ambulance
The following steps shall be taken in the event of a sewer system overflow:
1. During work hours (8am - 5pm, Monday-Friday) the City Public Works Main office number should be utilized to notify the City of a sewer overflow. After hours, individuals are instructed to call the City's Police dispatch, who will notify the on-call Stand-by Operator.
Work Hours:
Public Works Main Office
559-637-4200 Option 2
After Hours:
Police Dispatch
559-637-4250
2. The Wastewater System Supervisor, or on-call Stand-by Operator, will notify and assemble the Collection Crew and will provide the crew with the appropriate information and location of the overflow.
3. Once the Collection Crew arrives to the scene of the overflow, they will assess situation and look for the following:
a. Is the problem on private property or within the publicly owned collection system? b. Any special conditions that need to be addressed (traffic control, personnel rescue, medical response, etc.)?
4. Locate problem that caused the spill, such as:
a. Blockage
b. Pipe failure
c. Manhole failure
d. Power failure at a lift station or wastewater treatment plant e. Equipment failure at a lift station or wastewater treatment plant f. Third-party interference
5. Once the situation has been assessed, the Collection Crew wil l contact the Wastewater Systems Supervisor.
6. If necessary, additional crews will be called in for support:
a. City collection system staff
b. City lift station operators
c. Electricians
44 d. Contractor(s)
7. Dispatch pumps and/or Combo Sewer Truck if needed
8. Locate affected waterway (if any), i.e. creek or river City of Reedley
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9. Assign a crew to dam waterway, i.e. sandbags, if waterway can be dammed, or to isolate and contain the overflow
10. Assign a crew to clear problem, i.e. plugged main
a. For overflows caused by pipe or manhole failure, call in construction crew or contractor b. For equipment failure, call in electrician, mechanic, or contractor as needed. Arrange for temporary pumps, portable generator, or other backup equipment as required
11. Assign crew to post/barricade "Sewer Spill" signs to warn general public to keep out a. If raw sewage signs are not available, direct crews to use the backside of other signs. Use thick, black marker to write "Caution: May be contaminated by raw sewage"
12. Once the situation is under control, but no later than 2 hours after becoming aware of the SSO, start the Initial Notification Procedures for the appropriate State and Regional agencies (Table 5- 1).
13. Fill out Sanitary Sewer Overflow report (Appendix D). Turn in completed form to Supervisor.
14. In case of fish kill, contact the California Department of Fish and Wildlife a. Call 916-445-0411 (California Fish and Wildlife Main Phone). Give information from 550 report; Warden will respond to scene.
15. Determine whether particular agencies contacted may want cleanup conducted in a certain way.
If so, obtain equipment and personnel required to effect cleanup.
16. Check progress and monitor crew's efforts. Ensure that the directions of any agencies are being followed. Do your crews require more personnel and equipment? Are there special conditions that make additional crews or equipment necessary, such as for traffic control?
17. Take pictures of all affected areas, posted warnings, and signs and note their locations.
18. Once clean-up has been completed, follow up with appropriate 24-hour notification and reporting procedures according to appropriate 550 category, outlined above in Table 6-1.
19. Once the situation is under control and reporting started the Public Works Director will be notified.
6.6. Clean Up Response & Warning Sign Posting
6.6.1. Dry Weather Conditions:
• Warning Signs: Signs warning the public of a sewage release should be posted in the affected area.
Signs should include, at a minimum, the wording of "Raw Sewage." These signs can be obtained at the wastewater treatment plant. If a sign needs to be posted immediately and one is not readily available, a sign can be hand written and posted until it can be replaced. • Warning Sign Removal: Warning signs should remain posted until County Health or Regional Board staff authorizes their removal, or until receiving water sample results indicate background levels (levels as determined by upstream samples) have been attained. • Sewage Flow Containment: All sewage flows should be contained and diverted to the nearest sanitary sewer or removed by Combo Sewer Truck.
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• Sewage Solids Cleanup: After the flows have been stopped and repairs made, rake and/or vactor up any sewage solids.
• Cleanup Flushing: The affected area should be flushed with clean water. All flush water and any disinfectants should be contained and subsequently pumped to the nearest sanitary sewer or removed by Combo Sewer Truck. Disinfectants may be used so long as runoff does not occur that may cause toxicity to fish and wildlife.
• Receiving Water Sampling: If the spill or overflow volume is greater than 50,000 gallons, sampling should be conducted both upstream and downstream of the point where sewage has entered the receiving water. Samples should be analyzed for Fecal Coliform, Dissolved Oxygen and Ammonia Nitrogen.
6.6.2. Wet Weather Conditions:
The response cleanup and warning sign posting procedures given above for Dry Weather Conditions should be followed, except that steps 5 and 6 (Flushing and Sampling) may be omitted if storm waters are high and sampling is impractical.
6.7. Sewer Intrusion into a Private Residence
The City of Reedley will take reasonable measures to ensure the habitability of a residence or business should there be an intrusion of sanitary sewage into the building caused by a blockage of a City-owned sanitary sewer main. The following is an overview of the procedures to be utilized by the City in the event of an overflow that occurs on a private residence:
1. Operating Procedure (Response) - Upon notification of a sanitary sewer main blockage with an accompanying back-up onto private property, the City Dispatch will prepare a Work Order on iWorqs and call out the respective personnel as follows:
a. If the Collection System Crew is on duty, it will be dispatched immediately to the event site and will take appropriate measures to identify whether the cause of the blockage is within the publicly-owned sewer system or within the privately-owned building lateral. If the blockage is determined to be in the sewer main, then the crew will remove the blockage from the City's main.
b. If the Collection Crew is not available, the City Dispatcher will notify the on-call Stand-by Operator. The responsible Stand-by Operator will make the necessary calls to assemble the Collection Crew and have the crew respond with appropriate equipment to the work site.
2. Operating Procedure (Clean up) - If it is determined, upon assessment of the situation, that the 550 was caused by a blockage of the City's sewer main and not the private residence lateral, and the SSO presents a health or safety threat to the inhabitants of the residence, as determined by the City Public Works Director, a contracted clean-up and restoration company (Serv-Pro) will be called out to clean the area where the 550 occurred. The City will not be responsible for clean-up of an 550 that occurs due to the blockage of a private sewer lateral pipeline. 46 6.8. Training
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The City's Collection Crew staff is trained on the Spill Emergency Response Plan through an informal mentoring program, typically performed by senior staff members as new employees are hired onto the crew. Formal training includes safety videos and annual Confined Space Entry, Flagger Training, Traffic Control, and crew members must be certified in First Aid/CPR. 47 City of Reedley
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Chapter 7 - Fats, Oils, and Grease (FOG) Control Program CHAPTER 7 - FATS, OILS, AND GREASE (FOG) CONTROL
PROGRAM
7.1. Requirements
Fats, oils, and grease (FOG) are discharged to sanitary sewer systems by residential users, food handling facilities, and other commercial and industrial establishments. Commonly, FOG can cause pipe blockages leading to sanitary sewer overflows (550). The State Water Resources Control Board (SWRCB) requires each wastewater collection system agency to evaluate its service area to determine whether a FOG control program is needed to reduce the risk of 550. If so, a FOG control program shall be developed as part of the SSMP. The FOG control program shall include the following:
• An implementation plan and schedule for a public education outreach program that promotes proper disposal of FOG;
• A plan for the disposal of FOG generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of FOG generated within a sanitary sewer system service area; • The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG;
• Requirements to install grease removal devices (such as traps or interceptors) design standards for the grease removal devices, maintenance requirements, Best Management Practices (BMPs) requirements, record keeping and reporting requirements; • Authority to inspect grease producing facilities, enforcement authorities, and whether the City of Reedley has sufficient staff to inspect and enforce the FOG ordinance; • An identification of sewer system sections subject to FOG blockages and establish a cleaning maintenance schedule for each section; and
• Development and implementation of source control measures, for all sources of FOG discharged to the sewer system, for each sewer system section identified as a problem.
The City has determined that a FOG control program would be beneficial. This Chapter of the SSMP outlines the City's procedure for minimizing and monitoring FOG in their collection system, fulfilling the requirements of both the SWRCB and the Regional Water Board.
7.2. Public Outreach
The City has several existing public outreach programs that serve as opportunities to incorporate awareness of the SSMP and FOG. Specific programs, such as the Water Quality and Conservation Education, the Environmental Issues Workshop, and the Solid Waste and Recycling Education program provide the public with important information on how the residents of Reedley can do their part in maintaining quality in the City's water resources and waste disposal facilities . Descriptions of these programs are included in Sections 3.5, 3.7 and 3.10 of the City's Storm Water Management Plan (SWMP).
In addition to these public outreach programs, the City has obtained a brochure entitled "Fat Free Sewers" from the Water Environment Federation. This brochure was sent to the residents of Reedley upon 48 City of Reedley
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Chapter 7 - Fats, Oils, and Grease (FOG) Control Program inception of the FOG program, and is also included in every industrial discharge permit application package. The brochure is available at the City Hall, and is included in Appendix F.
A link to the documents describing the FOG program will be available on the City's website, along with links to FOG informational sites and an email address to allow the public to provide input on the development, implementation, and performance of the City's SSMP.
7.3. FOG Disposal
The City maintains a list of local firms engaged in the cleaning of grease interceptors and grease traps in Reedley and disposal of the waste product. This list, which currently includes the ten firms shown in the table below, is provided to food handling facilities for their use.
Table 7-1 Grease Hauler and Grease Trap Services Providers Company Address Phone Number
All Valley Environmental P.O. Box 416 559-846-9393 Kerman, CA 93630 Amerigaurd Maintenance Services P.O. Box 12486 1-800-347-7876 Fresno, CA 93776
Baker Commodities, Inc. P.O. Box 1286 559-528-0271 Hanford, CA 93230 Baker Commodities, Inc. P.O. Box 416 559-846-9393
Kerman, CA 93630
Biotane 3677 E. Conejo Ave 1-877-424-6826
Selma, CA 93662
ET Services P.O. Box 608 559-297-7782
Clovis, CA 93613
MJ Waste 1162 N. Reed Ave 559-638-5199
Reedley, CA 93654
Golden Valley Pumping Co. 1771 W. Gettysburg Ave, 559-846-9607 Fresno, CA 93722
Right Way Pumpling Tech 2425 N. Pima 1-888-590-9800
Fresno, CA 93722
Steam Cleaners, Inc. 2655 S. East Ave 559-666-2456
Fresno, CA 93706
7.4. Legal Authority
The City has the responsibility to minimize the amount of FOG that enters the sanitary and storm sewer systems from residential, commercial, and industrial sources. Section 8-2-5-4 of the City of Reedley Municipal Code (RMC) outlines the requirements for grease, oil and sand interceptors within the City's sewer system and is summarized in Chapter 3, Legal Authority. 49 7.5. Design & Construction Standards
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Chapter 7 - Fats, Oils, and Grease (FOG) Control Program Design and construction of sand and grease interceptors are outlined in the City's standard drawing S-10.
In addition, sample plans are disseminated in the industrial discharge permit application package, and copies are available at the City Hall. The City's standard design for grease interceptors is based on Department of Health requirements. A copy of the City's interceptor standard is shown in Appendix G.
7.6. Inspection and Staffing
As a part of routine maintenance cleaning, the City's operation and maintenance crews regularly inspect the mainline sewers for signs of excessive grease discharge and buildup. Where noted, inspections are conducted to identify the source of the discharge and the facility owner is notified that an illicit discharge is suspected. A subsequent follow-up inspection is conducted by the City's Wastewater System Supervisor or WWTP Operator II/Lab Technician to verify that the condition leading to the illicit discharge has been rectified .
7.7. Identification and Sewer Cleaning
The City's operations and maintenance program includes routine cleaning of pipes that are known to have problems due to FOG. These problem areas, known to the City as potential problem areas, are inspected weekly and cleaned as necessary. A map of the potential problem areas is presented in Chapter 4, Operations and Maintenance.
In addition to the weekly inspections of potential problem areas, the City's collection crew has been canvassing the City's collection system by section to locate, inspect, and clean each manhole and pipeline within the system. With the purchase of a new CCTV truck, the City personnel will continue to inspect the City's collection system . Documentation of crew' s findings will be maintained in a sewer log at the Wastewater Treatment Plant and will be used, in conjunction with the results of the City's CCTV efforts, to develop the City's sewer rehabilitation and replacement plan.
7.8. Source Control
7.8.1. Industrial Systems
The City's Wastewater Treatment Plant serves many industrial facilities. To monitor and enforce the discharges from these industrial facilities, the City has implemented an Industrial Pretreatment Program (IPP). The IPP was developed in 2003 and provides documentation on the policies and procedures the City utilizes to ensure that the quality of wastewater meets the standards set forth in the Reedley Municipal Code and those required by the SWRCB and RWQCB.
Included in the City's IPP is an Enforcement Response Plan (ERP) and Monitoring Program. The ERP contains detailed procedures identifying how the City of Reedley will investigate and respond to instances of industrial user non-compliance. Informal and formal enforcement actions in the ERP enable the city staff to respond to non-compliance with the level of severity appropriate for the violation. Procedures for industrial users to respond to, appeal, and/or explain violations are also contained within the ERP. 50 City of Reedley
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Chapter 7 - Fats, Oils, and Grease (FOG) Control Program The Monitoring Program includes monitoring requirements for the City of Reedley Waste Water Treatment Plant (WWTP) and for industrial monitoring. The WWTP operators monitor the influent, effluent, and sludge, as well as the discharges from all significant industrial users (SIUs). Industries are required to self-monitor their discharges for all pollutants included in the local limits on a monthly basis.
SIUs are also required to submit a self-monitoring report every six months.
7.8.2. Food Service & Residential
As part of the Industrial Pretreatment Program, the City requires that all new food service businesses apply for a permit before being allowed to connect to the City's sewer system . The permit process includes an application fee of $80, which must be paid within 30 days of obtaining a business license.
The application process for a FOG permit includes the following steps:
1. Complete permit application form (see Appendix F).
2. Provide a schematic of all indoor and outdoor plumbing systems, including grease interceptors or traps, facility sewer connections, sinks, floor drains, dishwashers, and restrooms.
3. Provide a grease interceptor/trap maintenance plan that specifies the frequency of grease removal, inspection procedures, and methods to repair non-operational equipment.
4. Include a signed copy of Yellow Grease recovery and grease interceptor/trap maintenance contracts.
5. Mail completed application, along with additional information to the City's FOG Program Administrator:
Attn: FOG Program Administrator
City of Reedley
Public Works Department
1733 Ninth Street
Reedley, CA 93654
(559) 637-4200
Prior to operation, the business must also schedule an inspection with the City's Building Official to ensure that all plumbing systems and grease interceptors have been installed and function properly. Per RMC Section 8-2-5-4, "Where installed, all grease, oil and sand interceptors shall be maintained by the owner, at his expense, in continuously efficient operation at all times." FOG permit holders are required to maintain a monthly log of their grease interceptor maintenance plan, which is used to document frequency of grease removal and plumbing inspection procedures. Prior to issuance of a FOG permit renewal, the City's Wastewater Systems Supervisor or Environmental Compliance Officer inspects the permit holder's plumbing system and maintenance logs to ensure compliance with the City's permit requirements.
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Chapter 8 - System Evaluation and Capacity Assurance
CHAPTER 8 - SYSTEM EVALUATION AND CAPACITY ASSURANCE
PLAN
8.1. Requirements
The requirements for the System Evaluation and Capacity Assurance Plan (SECAP) section of the SSMP are as follows:
• Each wastewater collection system agency shall establish a process to assess the current and future capacity requirements for the collection system facilities. • Each wastewater collection system agency shall prepare and implement a capital improvement plan to provide hydraulic capacity of key sewer system elements under peak flow conditions.
The City of Reedley prepared an Integrated Master Plan in June 2014. Section 4 of the Master Plan describes the City's sanitary sewer collection system. Section 4 of the Master Plan includes an inventory of existing system components, provides information on existing and projected wastewater flows, evaluates the existing capacity under both dry and wet weather conditions, determines future capacity, and identifies related system deficiencies and improvement priorities, based on anticipated population growth.
The following sections of this SSMP describe the City's current procedure for evaluating their sewer system to ensure adequate capacity for proper function of their sewer system facilities.
8.2. Service Area
The service area of the Reedley collection system is essentially the incorporated limits of the City. A Wastewater Treatment Plant Master Plan (WWTPMP) was completed for the City in September 2006.
According to the WWTPMP, the City's population was expected to grow at a rate of four percent annually through the year 2030, with a proposed build out population of 60,310. Growth rates prior to 2006 had been much lower than four percent, most likely due to a moratorium that was imposed to allow the City time to complete the Reedley Specific Plan. In their 2013 update of the General Plan 2030, the City revised growth rate projections and build out population . By analyzing past growth trends, in comparison to the State Department of Finance projections for growth in the San Joaquin Valley, an average annual growth rate of 3 percent is used to project population growth until 2030. According to the General Plan, the build out would result in approximately 21,142 new residents, with a total 2030 population of 47,369.
8.3. WWTP Flows
A summary of the 1995-2021 historical wastewater treatment plant flows is provided in Table 8-1. Due to computer error, plant flows for the years of 2005 and 2006 could not be recovered .
Table 8-1 Historical WWTP Flows
Year
AADFlow MMADFlow
(MGD) (MGD)
1995 1.67 1.88
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Table 8-1 Historical WWTP Flows
Year AAD Flow MMADFlow
(MGD) (MGD)
1996 1.87 2.36
1997 2.12 2.45
1998 2.25 2.41
1999 2.33 2.71
2000 2.45 2.69
2001 2.38 2.52
2002 2.39 2.78
2003 2.39 2.91
2004 2.32 2.47
2005 Not Available Not Available
2006 Not Available Not Available
2007 2.31 2.44
2008 2.26 2.36
2009 2.22 2.38
2010 2.05 2.22
2011 1.77 1.93
2012 1.79 1.96
2013 1.79 1.88
2014 1.75 1.79
2015 1.68 1.74
2016 1.71 1.83
2017 1.75 1.83
2018 1.71 1.82
2019 1.73 1.79
2020 1.75 1.84
2021 1.76 1.84
Note:
ADD= Annual Average Daily
MMAD = Maximum Month Average Day
MGD = Million Gallons per Day
The Sanitary Sewer System section of the Integrated Master Plan projects future wastewater flows based on the City's potable water demand projections, which were estimated using land use projections form the City's General Plan 2030. Based on the growth forecast in the General Plan 2030, total flows entering the sanitary sewer system are projected to grow from approximately 2.5 mgd under existing conditions, to approximately 8.2 mgd at the buildout of Phase 2, which consist of the build out of the City's SOI.
Similarly, peak wet weather flow (PWWF) is projected to grow from approximately 7.6 mgd to over 24.7 mgd in Phase 2.
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As part of the Master Plan sanitary sewer system evaluation, a hydraulic model was used to identify system capacity deficiencies during peak wet weather flow for both existing and future conditions. The model was also used to evaluate improvements that could address key system deficiencies. The hydraulic model development and recommended system improvements are described in the following sections.
8.4.1. Model Development
The hydraulic model was developed using the lnnovyze's lnfoSWMM version 9.0 hydraulic modeling platform (model). lnfoSWMM uses the US EPA's SWMM VS simulation engine, which is considered a fully dynamic (as opposed to steady state) engine that can account for various complex hydraulic phenomena in the sanitary sewer system, such as surcharging and backwater effects in gravity mains.
The model was loaded with annual average dry weather flow and calibrated against the flow data observed in early spring of 2008. The calibration focused primarily on match ing the observed peak dry weather flow (PDWF) and observed hydrograph volume and secondarily on matching the observed hydrograph shape and the time of the peak.
8.4.2. System Evaluation
The existing system was evaluated under PWWF conditions to analyze the current capacity of the system.
PWWF conditions were simulated by loading PWWF flows to the sanitary sewer system in the lnfoSWMM model and running the scenario in steady state. PWWF was estimated by using a peaking factor based on the AAF. When the City's WWTP was designed, a peaking factor of 2.5 was selected based on an analysis of historical flow influent to the treatment plant. Peak flow in the sanitary sewer system is generally decreased as it moves through the system, downstream to the WWTP. Thus, it is common to see a higher peaking factor used for a sewer system analysis than for the downstream WWTP. For the Integrated Master Plan, the PWWF in the sewer system was estimated by using a peaking factor of 3.0 times the AAF.
The resulting flows loaded into the model are shown in Table 8-2 for each scenario, respectively. Phase 1 refers to the period between from 2014 to approximately 2020; Phase 2 refers to the period from 2020 through the build out of the City's 501.
Table 8-2 Modeled Flows by Scenario
Flow Peaking Existing Phase 1 Phase 2
Scenario Factor (MGD) (MGD} (MGD)
AAF 1 2.55 3.16 8.21
PWWF 3 7.65 9.48 24.63
8.4.3. Recommended Improvements
Recommended improvements to the existing system were developed using the following guiding principles and considerations :
• Upsize sanitary sewer system pipelines in the existing system to address the existing and Phase 1 capacity issues while achieving the design criteria (d/D >= 0.75), 54 City of Reedley
Sewer System Management Plan Update
Chapter 8 - System Evaluation and Capacity Assurance
• In a second round of upgrades, upsize pipelines in the existing system to address Phase 2 capacity issues while achieving the design criteria (d/D >= 0.75). This second round of upgrades for Phase 2 is provided because the additional capacity associated with the larger, build out flows may not be needed for many years, and the cost of the additional capacity may not be recoverable for a long time.
• Size new pipelines for the design criteria (d/D >= 0.75). • Where possible, route new flows, particularly for Phase 2, around the existing system to avoid significant capacity issues.
• Avoid the creation of new lift stations where possible to minimize associated O&M labor and power requirements. As a result of these criteria, the new pipeline network for Phase 2 was oriented to avoid the Alta Irrigation District (AID) canal system, where possible. • Where new lift stations are required, provide a standby pump such that the lift station can pump the design flow with the largest pump out of service.
According to the Integrated Master Plan, approximately 26,000 linear feet of pipeline are recommended to improve the existing system and an additional 11,000 linear feet are needed to accommodate the additional flows from Phase 1. These improvements are largely restricted to existing truck mains to improve the system capacity and enable gravity flow to the City's WWTP without backwater effects, surcharging, and SSOs.
As a result of the system evaluation, upgrades to the Reed Avenue pipeline were carefully considered. A significant stretch of the existing trunk main in Reed Avenue, the portion from Manning Avenue southward to 11th Street, is deep, with depths up to 12 feet below the ground surface. This depth makes typical open cut construction more difficult. In addition to the depth, the slope of the alignment in the lower segments is relatively flat, resulting in backwater effects and, under Phase 2 flow conditions, significant surcharging in the manholes. As a result of the existing conditions in the Reed Avenue trunk line, realignment is needed to adjust the slope. In addition, the pipe diameters need to be increased as well.
With the additional flow being routed down Reed Avenue, the diversion structure at the intersection of Reed Avenue and 11th Street must be adjusted so that the additional flow is routed away from the existing Reed Avenue Lift Station to avoid a significant capacity upgrade for that facility. Instead, flow should be routed to the Kings River Crossing at the Olson Avenue Bridge, as the capacity of this crossing will need to be increased due to the new flows from the east. In this manner, only one of the river crossings will need an upgrade. While this additional capacity in the existing Olson Avenue crossing could be provided by upsizing the existing pipeline, it may be desirable to add a new crossing to provide redundancy in the event one of the pipelines needs to be taken out of service for maintenance.
On the east side of the City, wastewater will be collected in Zumwalt Avenue and conveyed southward to Lilac Avenue and westward toward Reed Avenue where it will be conveyed north to the Kings River Crossing at the Olson Avenue Bridge. A new lift station is required to serve this new alignment where it crosses the existing AID canal near Buttonwillow Avenue. A gravity flow option was also considered for 55 City of Reedley
Sewer System Management Plan Update
Chapter 8 - System Evaluation and Capacity Assurance
the canal crossing; however, that would have resulted in a significant drop in the HGL and a lift station would have been required downstream to cross the Kings River or to enter the WWTP.
On the west side of the Kings River, once development begins and the new trunk main is constructed near Kings River Road, flows from the existing Hotel/Edgewater Lift Station can be redirected, such that the existing river crossing can be eliminated.
For the Existing system, priority for improvements should be given to downstream bottlenecks that result in backwater effects in the upstream pipelines. For these areas, improvements should be prioritized from downstream to upstream.
8.5. CCTV Video Results
As described in Chapter 4, the City owns and operates a CCTV truck that is used to preform inspection on existing sewer pipelines. Results from the CCTV effort will provide additional information to help produce capacity-related CIP's. Updates to the City's CIP program will be included in the SSMP, as information becomes available.
8.6. Historical Performance of the Collection System
The findings of the hydraulic modeling and inspections both indicate that the City does not have specific reaches of hydraulic restriction. This finding is consistent with the historical performance of the collection system. Very few sanitary sewer overflows (SSOs) have occurred in the City of Reedley, and when SSOs have occurred they have been determined to be associated with equipment failure, pipeline failure, grease accumulation, root growth, or other physical causes.
The City has experienced no capacity limitations within the system since 2009. With CCTV inspections, the City may come across some issue when inspecting the City in the immediate future. The need for rehabilitation or replacement will be evaluated and a timeline for necessary repairs and/or replacements will be established, based on available funding.
56 City of Reedley
Sewer System Management Plan Update
Chapter 9 - Monitoring, Measurements and Program Modifications CHAPTER 9 - MONITORING, MEASUREMENTS AND PROGRAM
MODIFICATIONS
9.1. Requirements
In accordance with SWRCB requirements, each wastewater collection system agency shall monitor the effectiveness of the SSMP and update and modify SSMP Chapters to keep them current, accurate, and available for audit, as appropriate. The following describes the City's procedure for monitoring the effectiveness of the SSMP and the procedures used to minimize Sanitary Sewer Overflows.
9.2. Monitoring
The City already tracks some Key Performance Indicators (KPI) through cleaning logs and annual reports.
Their current tracking mechanisms include:
• The number, cause, and location of blockages
• The number, cause, location and volume of SSOs
• Number and reason for customer complaints, and
• Length of pipe cleaned and type of debris found.
The City plans to continue tracking each of these KPI. Tracking logs and report records for the sewer collection system are maintained at the City's WWTP.
In order to monitor the effectiveness of the SSMP, the City has selected a procedure whereby specific parameters are documented and compared on an annual basis. These parameters will provide quantitative, focused results that indicate the overall success of the SSMP, or conversely, the underlying problems that may then be further investigated. Table 9-1 lists each SSMP chapter, the overall purpose of the SSMP chapter, and the specific parameters that the City plans to track that will help in evaluating the effectiveness of the SSMP. The City will track each of these parameters, the results of which will be included in the KPI Checklist in Appendix H.
Table 9-1 SSMP Monitoring Parameters
SSMP Chapter Summary of Chapter Purpose KPI
• As part of Chapter 10 -
1.0 Goals Establish priorities of City and Program Audits, reconsider provide focus for City Staff. Goals and evaluate potential changes .
• As part of Chapter 10 -
Document organization of City staff Program Audits, update
2.0 Organization and chain of communication for SSO Organization Chart as staff response. changes or reorganizations
occur.
Ensure the City has sufficient legal
3.0 Legal Authority authority to properly maintain the • None needed system.
57 City of Reedley
Sewer System Management Plan Update
Chapter 9 - Monitoring, Measurements and Program Modifications Table 9-1 SSMP Monitoring Parameters
SSMP Chapter Summary of Chapter Purpose KPI
• Total number and volume of
SSOs.
• Number of repeat SSOs
(same location as any
previous SSO, regardless of
year of occurrence).
• Total number of mainline
Minimize blockages and SSOs by blockages.
4.0 Operations and Maintenance properly maintaining the system and • Causes of blockages and Plan keeping the system in good time since last cleaning. condition. • Number of lift station
failures.
• Causes of failures .
• Number of pipe failures .
• Causes of failures .
• Length of pipe CCTV' d 3-yr
backlog for rehabilitation
and repair projects
5.0 Design & Construction Standards Ensure new facilities are properly • None needed designed and constructed.
• Average and maximum
Provide timely and effective
response time.
response to SSO emergencies and 6.0 Spill Emergency Response Plan comply with regulatory reporting • Percent of total overflow volume contained or requirements. returned to sewer.
• Number of blockages due to
FOG.
• Number of overflows due to
FOG (linked to SSO
7.0 Fats, Oil, and Grease Control Minimize blockages and overflows Identification Number). due to FOG. • Number of FOG producing
facilities inspected.
• Percent of FOG producing
facilities found to be in
compliance.
58 City of Reedley
Sewer System Management Plan Update
Chapter 9 - Monitoring, Measurements and Program Modifications Table 9-1 SSMP Monitoring Parameters
SSMP Chapter Summary of Chapter Purpose KPI
• Number of 550s due to
capacity limitations or wet
Minimize 550s due to insufficient weather (linked to 550
8.0 Capacity Management capacity by evaluating the system Identification Number). capacity and implementing • Date of completion of most
necessary projects. recent capacity evaluation.
• 3-year backlog for capacity
improvement projects.
• As part of Chapter 10 -
9.0 Monitoring, Measurement, and Evaluate effectiveness of 55M P, Program Audits, evaluate Program Modifications keep 55MP up-to-date, and identify tracking of KPI and necessary changes. effectiveness in determining
effectiveness of 55MP.
Formally identify 55MP
effectiveness, limitations, and • Date of completion of last 10.0 Program Audits necessary changes on an annual annual audit.
basis.
• Number of contacts initiated
11.0 Communication Plan Communicate with the public and by the public. satellite agencies. Percentage of positive
comments.
The City will use the KPI listed in the above Table 9-1 to assist in completion of the annual 55MP program audit described in Chapter 10. The City will also continue to track additional information, such as customer complaints and length of pipe cleaned, to assist in evaluation of the 55MP effectiveness.
9.3. SSMP Modifications
The 55MP will be updated periodically to maintain current information. The City will review the success and/or necessary improvements of the 55MP as part of the annual 55MP program audit. The City will update critical information, such as contact numbers and the 550 response chain of communication, as needed. A comprehensive 55MP update will occur every 5 years, as required by the 5WRCB. 59 CHAPTER 10 - PROGRAM AUDITS
10.1. Requirements
City of Reedley
Sewer System Management Plan Update
Chapter 10 - Program Audits
State Water Resources Control Board (SWRCB) requirements state that each wastewater collection system agency shall conduct periodic audits of their SSMP, with a minimum frequency of bi-annually. The periodic audits shall be at a level of detail commensurate with the size of the Enrollee and the number of SSOs experienced and shall identify any deficiencies in the current SSMP and describe the steps required to correct those deficiencies (if applicable). The program audit shall cover the period from the previous program audit to the current date. The Enrollee shall prepare a written report to be kept on file. The report must be made available to employees of the Regional Water Quality Control Board in the event of an investigation .
10.2. Audits
The City's Wastewater System Supervisor will lead the audit of the SSMP on an annual basis. Calendar year 2016 was the first year audited.
Each of the major sections of the SSMP will be addressed during the audit. An audit checklist, provided as Appendix I, shows the categories to be evaluated. Where results of the evaluation indicate deficiencies, corrective measures will be developed. The results of the audit will be included in an Annual Audit Report.
A hardcopy of the Annual Audit Report will be printed and filed in the Wastewater System Supervisor's office.
10.3. SSMP Updates
The City will determine the need to update its SSMP based on the results of the program audit and the performance of its wastewater collection system . The overall measurement of program effectiveness will be a reduction in the frequency and volume of SSOs since the previous audit period . Corrective measures will be developed for all Program deficiencies identified, and the corrective actions, including a schedule for implementation of changes, will be documented in the Annual Audit Report. The full SSMP will be updated every five (5) years, at a minimum, in accordance with the requirements of WDR 2006-0003. 60 City of Reedley
Sewer System Management Plan Update
Chapter 11 - Communication Program
CHAPTER 11- COMMUNICATION PROGRAM
11.1. Requirements
The State Water Resources Control Board requires that the City communicate, on a regular basis, with the public on the development, implementation, and performance of the SSMP. The communication system shall provide the public the opportunity to provide input to the City as the program is developed and implemented.
This section of the SSMP outlines the process involved in communicating with interested members of the public regarding development, implementation, and performance of this plan.
11.2. Communication During Development
City staff announced that it was developing an SSMP at the June 9, 2009 City Council Meeting. Public comments on the development of the SSMP were accepted on July 14, 2009.
11.3. Communicating Sewer System Performance
As the SSMP document is completed, the SSMP website will provide a link to the finished document for the public to download, access and review. Information on the City's periodic SSMP audits will also be posted on the website as they become available.
The City reports SSOs electronically to the California Integrated Water Quality System (CIWQS). The electronic SSO data, as well as information regarding regulatory actions, is available to everyone at https://ciwqs.waterboards.ca.gov
The City plans on utilizing several different strategies to determine the best avenue for public outreach and education for their customers. The City is in the process of developing advertising material such as posters, flyers and/or brochures that will be used to communicate the proper use and maintenance of residential and commercial sewer lines. The following is a brief description of some of the communication methods the city is contemplating:
11.3.1. Residential Communication
The City will conduct public outreach and education for residents and businesses related to sanitary sewer overflows. Residential education will include targeted information material on proper grease disposal which describes the negative impacts of discharging fats, oils and grease into the sanitary sewer system.
This would be done at community events and through utility bill inserts mailings.
11.3.2. Land developers, Consulting Engineers, and Contractors The City will disseminate information, in meetings and/or by flyers, to land developers, consulting engineers, and plumbing contractors regarding the need and methods to reduce SSOs. The City will communicate and solicit input regarding the SSMP requirements with emphasis on design and construction practices that reduce sewer overflows.
61 City of Reedley
Sewer System Management Plan Update
Chapter 11 - Communication Program
With regards to the Capital Improvement Program, engineering consultants and contractors may be consulted. Potential topics of interest may include design standards, capital program, consulting, and contracting opportunities
The City will disseminate information, in meetings and/or by flyers, to land developers, consulting engineers, and plumbing contractors regarding the need and methods to reduce SSOs. The City will communicate and solicit input regarding the SSMP requirements with emphasis on design and construction practices that reduce sewer overflows.
With regards to the Capital Improvement Program, engineering consultants and contractors may be consulted. Potential topics of interest may include design standards, capital program, consulting, and contracting opportunities.
11.3.3. Plumbers and Building Contractors
Plumbers and sewer contractors will have access to all available City of Reedley plans, specifications, and standard details to ensure that projects are properly designed and built to the City Standards. 62 City of Reedley
Sewer System Management Plan Update
Appendix A - Potential Problem Areas
APPENDIX A
POTENTIAL PROBLEM AREAS
• NORTH
CITY OF REEDLEY
E. HUNTSMAN
w
~ HERBERT AVE
a ~i8Si!lll~ w
w
Cl:'.
PARLIER AVE.
HUNTSMAN AVE.
w
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z
w
~
~-=-----_-:....-_-_--:__-_-_-:_-:_-_-_-___,-, ._,--'-_F==R=:::E=:::s==N=~o======::: :::==::::'.c'.::::::'.o'.::::::'.u'.:::::'.:N==r==Y'.::======================:::~ ~-FL_o_RA_L __ Av_E ____ _
TULARE II COUNTY
1. TACO BELL 12. ME 'N EDS 23. DOMINO'S #7760 34. ORTEGA'S TAQUERIA 45 . STARBUCKS 56. HEALTHY FAMILY
2. UNITED MARKET 13. SANSEI JAPANESE 24. SUBWAY #2 35. CARL'S JR 46. DONUTS TO GO 57. J MARKET 3 . THE HONEY PEARL CAFE 14. COSTA OORADA 25. JACK IN THE BOX 36. ESPIGA'S MEXICAN 47. JIMENEZ CARNICERIA 58. JAMBA JUICE
4. SUN CHINA 15. FOSTER'S FREEZE 26. JUANITO'S 37. McCALL ROLY SANDWICH 48. YOI JAPANESE 59. PASTELERIA PLAZA 5 . PIRATE PIZZA 16. LITTLE CAESARS PIZZA 27. McDONALD'S 38. PAPA MURPHY'S PIZZA 49 . 1 STOP/MEDINAS TACOS 60. SAVE MART
6. EL RINCON 17. EL MONTES 28. KFC/GAL-CO FOODS 39. THE OAKS QUICK MART 50. BASKIN ROBBINS 61 . SUPER SAVE MARKET
7. MARISCOS TARASCO 18. UNCLE HARRY'S 29. THE WAKE HOUSE 40. MANNING CHINESE BUFFET 51 . KABOB CITY 62. EL MUNDO DE SABOR
8. CITY DONUT/SANDWICH 19. LAS ESPUELAS 30. TAQUERIA MARI 41. PORT OF SUBS 52. CITY MARKET 63. TO BETTER HEALTH 9 . SUBWAY 20. VALLEY FOODS SUPERMARKET 31. VALENTINO'S 42. LOS GRULLENSES, INC. 53. EL NOPAL BAKERY 64. TOWN & COUNTRY
10. LA MICH. CARNICERIA 21. MAINSTREET CAFE 32. DRUNK DONKEY 43. CHINA GARDEN EXPRESS 54. EL PUEBLO FOOO/JN TAQUERIA 65. TOMANNI BISTRO 11 . SUPER BURGER 22. WILLIE'S CAFE 33. BODEGA BOYS, LLC 44. PIZZA PLANET 55. FAMILY MARKET --SEWER POTENTIAL PROBLEM AREAS Revised: 2022
X:\AutoCAD\DIAGRAMS\SewerProblemAreas
City of Reedley
Sewer System Management Plan Update
Appendix B - Example Sewer Log
APPENDIXB
EXAMPLE CLEANOUT LOG
Map
Date Quadrant Start MH # End MH # Distance (Ft.)
CITY OF REEDLEY
WASTEWATER TREATMENT PLANT
COLLECTION SYSTEM MAINTENANCE
SEWER MONITORING LOG
Service Performed Inspection
Jetting Vactorin~ Video Grease Roots Cracks Sags Collapsed Comments Date:
Site ~
i Cottage Commons S'ubdivision
i
. Reedley College
Hawthorne Heights Sub~ivision
I
Quiring Subdivision
: East Manning Avenue Bridge
'
West Manning Avenue Bridge
'
CITY OF REEDLEY
COLLECTION SYSTEM MAINTENANCE
STORM DRAIN CEPTOR
CLEAN-OUT LOG
Type of Material Found
..
Amount of Material Found
Date:
Site
Camacho Park
Duff Avenue
Grant School
"
,
..
'
CITY OF REEDLEY
COLLECTION SYSTEM MAINTENANCE
STORM DRAIN PUMP STATION
CLEAN-OUT LOG
'
Type of Material Found
;a
Amount of Material Found
City of Reedley
Sewer System Management Plan Update
Appendix C - FY 2022-23 Budget
APPENDIX C
FY 2022-23 BUDGET
City of Reedley
FY 2022-23 Operation & Maintenance Budget
Expenditure Amount
Salary
Collection Crew $168,870.00
Lab Personnel $63,095.00
Supervisor $96,235.00
Uniforms $6,500.00
Special Supplies $1,200.00
Tools $5,000.00
Safety Tools $4,000.00
Sewer Line/Collection Repair $45,000.00
Capital Improvement Sewer Repairs $3,655,850.00
TOTAL $4,045,750.00
City of Reedley
Sewer System Management Plan Update
Appendix D - Standard Specification TOC
APPENDIX D
STANDARD SPECIFICATION TOC
CITY OF REEDLEY
ENGINEERING DEPARTMENT
STANDARD SPECIFICATIONS
October, 2019
Copies of this book may be purchased for $10.00 each
Please make check payable to:
CITY OF REEDLEY
ENGINEERING DEPARTMENT
1733 NINTH STREET
REEDLEY, CA 93654
TABLE OF CONTENTS
SECTION 1 - DEFINITIONS AND TERMS ........................ 15
1.01 GENERAL ............................................................................................................................................... 15
1.02 ABBREVIATIONS .................................................................................................................................. 15
1.03 DEFINITIONS ......................................................................................................................................... 15 SECTION 2 - BID PROPOSAL REQUIREMENTS .......... 18
2.01 GENERAL INFORMATION ................................................................................................................... 18
2.02 ENGINEER'S ESTIMATE ...................................................................................................................... 18
2.03 UNIT PRICES .......................................................................................................................................... 18
2.04 QUANTITIES .......................................................................................................................................... 18
2.05 EXAMINATION OF SITE OF WORK, PLANS, SPECIFICATIONS AND CONTRACT FORM ......... 18
2.06 FORM OF PROPOSAL ........................................................................................................................... 19
2.07 WITHDRAWAL OF PROPOSALS ......................................................................................................... 19
2.08 PROPOSAL GUARANTEE ..................................................................................................................... 19
2.09 REJECTION PROPOSALS ..................................................................................................................... 20
2.10 DISQUALIFICATION OF BIDDERS ..................................................................................................... 20
2.11 DESIGNATION OF SUBCONTRACTORS ............................................................................................ 20
2.12 GUARANTEE OF WORK ....................................................................................................................... 21
2.13 CONTRACTOR'S LICENSE .................................................................................................................. 21 SECTION 3 - AW ARD AND EXECUTION OF
CONTRACT ................................................................................. 22
3.01 MULTIPLE CONSTRUCTION UNITS .................................................................................................. 22 City of Reedley 2019 Standard Specifications
3.02 A WARD OF CONTRACT ....................................................................................................................... 22
3.03 EXECUTION OF CONTRACT ............................................................................................................... 22
3.04 RETURN OF GUARANTEES ................................................................................................................. 23
3.05 REQUIRED CONTRACT SECURITIES, INSURANCE CERTIFICATE, BUSINESS LICENSE ......... 23 SECTION 4 - GENERAL SCOPE OF WORK AND
RESPONSIBILITIES ................................................................. 2 4
4.01 WORK TO BE DONE .............................................................................................................................. 24
4.02 INTENT OF PLANS AND SPECIFICATIONS ....................................................................................... 24
4.03 COORDINATION, INTERPRETATION, AND PRECEDENCE OF PLANS AND SPECIFICATIONS ......................................................................................................................................................................... 25
4.04 INTERPRETATIONS ............................................................................................................... ............... 26
4.05 WORKING DRA WINGS ......................................................................................................................... 26
4.06 CONFORMITY WITH PLANS AND ALLOWABLE DE VIA TIO NS .................................................... 26
4.07 EXISTING FACILITIES AND STRUCTURES SHOWN ON PLANS .................................................... 27
4.08 OMISSIONS IN-PLANS AND SPECIFICATIONS ................................................................................. 27
4.09 INCORPORATION OF REFERENCED SPECIFICATIONS ................................................................ 27
4.10 WORK TO BE DONE .............................................................................................................................. 27
4.11 CHANGES .......................................................................................................... ..................................... 28
4.12 EXTRA WORK ....................................................................................................................................... 28
4.13 NOTICES, CHANGE ORDERS, AND CLAIMS ..................................................................................... 29
4.13.1 Definition Of "Claim " ............................... ...................................................................... ........................ .... 29
4.13.2 Notice Requirements ..................................................... ... ....... ... .................. ................. .. ................... .. ........ 29
4.13. 3 Proposed Change Orders .. ........ ............................... ... ......................... ....... .. ... ... ... ..................................... 30
4.13.4 Time For Submittal OfClaim ................ .. ....... .................................................... .. ............................. ........... 30
4.13.5 Content Of Claim ................................................................................................................................... ...... 31
4.13.6 Procedures For Claims Less Than Or Equal To $3 75,000 (Public Contract Code §20104.2) ................... 33
4.13. 7 Procedures For Claims Over $3 75,000 ............ ...................... .. ............ ....................................................... 34
4.13. 8 Closeout J\1eet And Confer ...... .. ... .... ...................... ....... ... ............................. ... ....... .......... .... .............. ..... .... 35
4.13. 9 Continuing Contract Performance ... .......... ............ ........ ................ .. ................ .. .......................................... 35
4.14 INTERIM CLEANUP .............................................................................................................................. 35 City of Reedley 2019 Standard Specifications
2 4.15 DETOURS ................................................................................................................................................ 36 SECTION 5 - CONTROL OF WORK ................................... 37
5.01 AUTHORITY OF THE ENGINEER ....................................................................................................... 37
5.02 STANDARDS ........................................................................................................................................... 37
5.03 CONTRACTOR'S RESPONSIBILITY FOR THE WORK .................................................................... 37
5.04 CONTRACTORS EQUIPMENT ............................................................................................................. 38
5.05 SUIT ABLE METHODS ........................................................................................................................... 38
5.06 ORDER OF WORK ................................................................................................................................. 38
5.07 SUPERINTENDENCE AND PERSONNEL ............................................................................................ 38
5.08 EMERGENCY AVAILABILITY ............................................................................................................ 39
5.09 PRESERVATION OF PROPERTY ......................................................................................................... 39
5.10 PROTECTION OF THE WORK ............................................................................................................. 40
5.11 RIGHTS OF WAY ................................................................................................................................... 40
5.12 DISPOSAL OF MATERIAL OUTSIDE THE RIGHT OF WAY ............................................................ 40
5.13 ELECTRIC AND WATER SERVICE ..................................................................................................... 41
5.14 CONSTRUCTION SURVEYING/STAKING .......................................................................................... 42
5.15 COOPERATION ..................................................................................................................................... 43
5.16 TRAFFIC CONTROL ............................................................................................................................. 44
5.17 MAINTAINING DRAINAGE .................................................................................................................. 44
5.18 EXISTING STRUCTURES AND UTILITY FACILITIES SHOWN ON THE PLANS .......................... 45
5.19 INSPECTION DURING CONSTRUCTION; MEETINGS ..................................................................... 47
5.20 DIFFERING SITE CONDITIONS .......................................................................................................... 48
5.21 REMOVAL OF DEFECTIVE OR UNAUTHORIZED WORK .............................................................. 48
5.22 SURF ACE RESTORATION .................................................................................................................... 48
5.23 FINAL CLEANUP ................................................................................................................................... 49 City of Reedley 2019 Standard Specifications
3 5.24 FINAL INSPECTION .............................................................................................................................. 49
5.25 GUARANTEE OF WORKMANSHIP ..................................................................................................... 50
5.26 COST REDUCTION INCENTIVE .......................................................................................................... 50 SECTION 6 - CONTROL OF MATERIALS ........................ 53
6.01 SUBMISSION OF DATA WHERE "OR CITY APPROVED EQUAL" IS SPECIFIED ........................ 53
6.02 SAMPLES AND TESTS ........................................................................................................................... 53
6.03 CERTIFICATES OF COMPLIANCE ..................................................................................................... 54
6.04 LOCAL MATERIALS ............................................................................................................................. 54
6.05 DEFECTIVE MATERIAL ....................................................................................................................... 55
6.06 GUARANTEE OF MATERIALS AND WORKMANSHIP ..................................................................... 55
6.07 SALVAGE OF MATERIALS .................................................................................................................. 56
6.08 PRE-JOB TESTS ..................................................................................................................................... 56
6.09 FEDERALLY FUNDED PROJECTS ...................................................................................................... 56 SECTION 7 - LEGAL RELATIONS AND
RESPONSIBILITIES ................................................................. 5 7
7.01 LAWS TO BE OBSERVED ..................................................................................................................... 57
7.02 ALIEN LABOR ........................................................................................................................................ 57
7.03 HOURS OF LABOR ................................................................................................................................ 57
7.04 TRAVEL AND SUBSISTENCE ............................................................................................................... 57
7.05 PREVAILING WAGE; PAYROLL ......................................................................................................... 57
7.06 LABOR DISCRIMINATION ................................................................................................................... 58
7.07 APPRENTICES ....................................................................................................................................... 58
7.08 REGISTRATION OF CONTRACTORS ................................................................................................. 59
7.09 PATENTS ................................................................................................................................................ 59 City of Reedley 2019 Standard Specifications
4 7.10 PERMITS AND LICENSES ............................................................................................................... ..... 59
7.11 RESPONSIBILITY FOR DAMAGE ....................................................................................................... 59
7.12 PRESERVATION OF PROPERTY ......................................................................................................... 59
7.13 INSURANCE AND LIABILITY .............................................................................................................. 60
7. 13.1 Hold fiarmless ......................... ........ .. ..... .. .......................... .... ............................ .......................... ............... 60
7.13. 2 Insurance Requirements For Contractors ................................................ ........................................... ........ 60
7.14 CONTRACTOR'S RESPONSIBILITY FOR WORK ............................................................................. 63
7.15 NO PERSONAL LIABILITY .................................................................................................................. 64
7.16 RESPONSIBILITY OF CITY .................................................................................................................. 64
7.17 SAFETY PROVISIONS ........................................................................................................................... 64
7. 17. 1 Worker Protection From Caving Ground In Excavations .................... .. ...... .. .... ........ .. .... ...... .. .... ............... 65
7. 17.2 Trenches And Excavations 4 Feet Or Less In Depth Below The Surface ..................................................... 66
7. 17. 3 Trenches And Excavations Greater Than 4 Feet In Depth; Hazardous Waste ............................................ 66
7.18 VEHICLE CODE ..................................................................................................................................... 67
7.19 AIR POLLUTION AND DUST CONTROL ............................................................................................ 67
7.20 WATER POLLUTION PREVENTION ................................................................................................... 69
7.21 STORM WATER POLLUTION PREVENTION PLAN (SWPPP) REQUIREMENTS .......................... 69
7.21.1 Preparation Of Notice Of Intent And Vicinity Map .................. .. ....................................... .. ................. ....... 70
7. 21. 2 Preparation Of A Storm Water Pollution Prevention Plan (SWPPP) ......................................................... 70
7. 21.3 Implementation OfS WPPP ...... .... ............. ................ ................................. ........ .... ... .. ................................ . 70
7. 21 . 4 Site Stabilization ......................................................... ...... ... ....................................... .. .................... .. ......... 70
7. 21 .5 Preparation Of NOT And Post Construction Storm Water Management Plan ................ .. ................ .. .... .... 71
7.2 1.6 Payment ........... .. ................. ... ...... ....................................................................................................... .. ....... 71
7.22 USE OF PESTICIDES ............................................................................................................................. 71
7.23 PAYMENT OFT AXES ........................................................................................................................... 71
7.24 PERMITS AND LICENSES .................................................................................................................... 71
7.25 SANITARY REGULATIONS .................................................................................................................. 72
7.26 INJURY OR DAMAGE TO PERSONS OR PROPERTY ....................................................................... 73
7.27 PUBLIC CONVENIENCE ....................................................................................................................... 73
7.28 PUBLIC SAFETY .................................................................................................................................... 74
7.29 VERBAL STATEMENTS NOT BINDING .............................................................................................. 77 City of Reedley 2019 Standard Specifications
5 7 .30 GUARANTEE .......................................................................................................................................... 77
7.31 ASSIGNMENT OF CONTRACT ............................................................................................................ 77
7.32 AMENDMENTS TO CONTRACTS ........................................................................................................ 78
7.33 TERMINATION OR MODIFICATION OF CONTRACT, ENVIRONMENTAL REASONS ............... 78
7.34 CITY'S RIGHT TO WITHHOLD PAYMENT ........................................................................................ 78
7.35 PROPERTY RIGHTS OF MATERIALS ................................................................................................ 79
7.36 RIGHTS IN LAND AND IMPROVEMENTS .......................................................................................... 79
7.37 ACCEPTANCE OF CONTRACT ............................................................................................................ 79 SECTION 8 - PROGRESS AND PROSECUTION ............. 80
8.01 SUBCONTRACTORS ............................................................................................................................. 80
8.02 COMMENCEMENT OF THE WORK .................................................................................................... 81
8.03 PRECONSTRUCTION CONFERENCE ................................................................................................. 81
8.04 CONSTRUCTION SCHEDULE .............................................................................................................. 82
8.05 SEQUENCE AND PROGRESS OF THE WORK ................................................................................... 82
8.06 ASSIGNMENT OF CONTRACT ............................................................................................................ 83
8.07 PROGRESS OF THE WORK .................................................................................................................. 83
8.08 NOTICE TO RESIDENTS ....................................................................................................................... 83
8.09 TIME OF COMPLETION ....................................................................................................................... 84
8.10 CLEAN-UP DURING CONSTRUCTION ............................................................................................... 85
8.11 FINAL CLEAN UP .................................................................................................................................. 85
8.12 CHARACTER OF WORKMEN .............................................................................................................. 85
8.13 TEMPORARY SUSPENSION OF WORK .............................................................................................. 86
8.14 RIGHT OF WAY DELAYS ..................................................................................................................... 87
8.15 USE OF COMPLETED PORTIONS; CITY'S RIGHT TO COMPLETE ............................................... 87
8.16 LIQUIDATED DAMAGES ...................................................................................................................... 88 City of Reedley 2019 Standard Specifications
6 8.17 TERMINATION OF CONTRACT .......................................................................................................... 89
8.18 ACCEPTANCE OF CONTRACT ............................................................................................................ 90
8.19 UTILITY AND NON-STREET FACILITIES; POTHOLING ................................................................ 90 SECTION 9 - MEASUREMENT AND PAYMENT ............ 93
9.01 MEASUREMENT OF QUANTITIES ...................................................................................................... 93
9.02 COST BREAKDOWN ............................................................................................................................. 93
9.03 CERTIFIED WEIGHTS .......................................................................................................................... 94
9.04 FULL COMPENSATION INCLUDED IN BID AMOUNT ..................................................................... 94
9.05 FINAL PAY ITEMS ................................................................................................................................. 94
9.06 SCOPE OF PAYMENT ........................................................................................................................... 95
9.07PAYMENTOFEXTRA WORK .............................................................................................................. 95
9.08 PARTIAL ("PROGRESS") PAYMENTS AND RETENTIONS .............................................................. 96
9.09 STOP NOTICES; CITY'S RIGHT TO WITHHOLD PAYMENTS ........................................................ 98
9.10 PAYMENT OF WITHHELD FUNDS (Substitutions for 5% retention) ................................................ 100
9.11 NOTICE OF POTENTIAL CLAIM ...................................................................................................... 100
9.12 PROGRESS PAYMENTS ...................................................................................................................... 101
9.13 FINAL PROGRESS PAYMENT ........................................................................................................... 102
9.14 FINAL PAYMENT ................................................................................................................................ 102
9.15 FINAL PAYMENT TO RELEASE OWNER ........................................................................................ 103
9.16 PAYMENT OF RETENTION ................................................................................................................ 103 SECTION 10 - MOBILIZATION ........................................ 104 SECTION 11 -TRAFFIC CONTROL; CONSTRUCTION
TRAFFIC CONTROL DEVICES ........................................ 105 City of Reedley 2019 Standard Specifications
7 11.01 OVER-ALL .......................................................................................................................................... 105
11.02 TRAFFIC CONTROL ......................................................................................................................... 105
11. 02. 01 Traffic Control Plan; Notifications ................. ........................................ ...... .. ...... .. ............................ ... 105
11. 02. 02 Contractor 's Operations ........... ............ ............ ......... ... ...... ................................................................... 106
11.02.03 Flaggers .. ...................... ................ .................. ................................................. .... .. ................................ 106
11. 02. 04 Road Closures ......................................... .......... .... ..... .... .. ... ..................... .. ..................................... .. ..... 107
11.02.05 Deficiencies .... ... .. ................ .. .. .......... .............................. .... ...... ................ ............. .. ............ ....... ........... 107
11.03 CONSTRUCTION TRAFFIC CONTROL DEVICES ............................................................... .......... 108
11.04 MEASUREMENT AND PAYMENT ................................................................................................... 108 SECTION 12 - CLEARING AND GRUBBING ................ 110
12.01 DESCRIPTION .................................................................................................................................... 110
12.02 PROTECTION OF EXISTING IMPROVEMENTS ............................................................................ 110
12.03 CONSTRUCTION ............................................................................................................................... 110
12.04 REMOVAL AND DISPOSAL OF MATERIALS ................................................................................ 111
12.05 PAYMENT ........................................................................................................................................... 111 SECTION 13 - EARTHWORK ............................................. 113
13.01 DESCRIPTION ............................................................................................................................... ..... 113
13.02 PRESERVATION OF PROPERTY ..................................................................................................... 113
13.03 DISPOSAL OF UNSUITABLE AND EXCESS MATERIAL .............................................................. 114
13.04 ROADWAY EXCAVATION ............................................................................................................... 115
13.05 TRENCH AND STRUCTURE EXCAVATION ................................................................................... 116
13.06 TRENCH AND STRUCTURE BACKFILL ......................................................................................... 119 SECTION 14- REMOVING EXISTING FACILITIES. 122
14.01 GENERAL ........................................................................................................................................... 122
14.02 PRESERVATION OF PROPERTY ..................................................................................................... 122
14.03 TRAFFIC SIGNAL DETECTION LOOPS .............. ........................................................................... 122 City ofReedley 2019 Standard Specifications
8 14.04 MISCELLANEOUS FACILITIES ....................................................................................................... 122
14.04.01 Description .......... ... ... ..... .. .. .. .. ... .. ..... .. .... .. .... ..... .. ...... ......... .... ............... ... ........... ... ... ........... .... ... ... .. ...... 122
14. 04. 02 Removal Methods .. ......... .......... ............. .... .... ....... ........... ... ... .. .......... ................................ .............. .... ... 123
14. 04. 03 Disposal .. ........ ....... .... ... ... ............ ...... ...... .. ....... .. ... ....... ... ... ...... ............. ... ....... ........ .. .......... .... .............. 126
14.04.04 Salvage: ... ... ............... ........ ......... ... ... ...... ......... ... ... ................. ..... ........ ............... ............................ .. .. .. . 126
14. 04. 05 Reconstruction: .... ................... .... .................. .. ............. .. .......... ................ ... ....... ... ................... .............. 127
14.04.06 Measurement ....... ...... ..... .. ... ...... .. ........ ..... ... ..... ....... ..... .. .. .. .. ...... .. .. ......... .. ........ ... ................... .... ........... 129
14.04.07 Payment ........ ................... .. .......... ... .... ....... .. .................................................... .............. .............. ... ...... . 129
14.05 REMOVING CONCRETE ................................................. ................................................................. 131
14. 05. 01 Description ............ ...................... .. .... .... ............ ............. ........... ..... ............ .................. ... .... .... ............... 131
14.05.02 Removal Methods ................ ... ........ .. ... ...... .. .... .. .... .. .. ..... ...... ... .. ... .. .............................................. .. .. ...... 131
14. 05. 03 Measurement ............... ............. .. .................... .. ............... ....... ... ................... .. .............. ....... ..... ... ... ... .. ... 132
14. 05. 04 Payment ................ .................. .................... .... ........ .......... .. .................................... .. ....... ... ............... .... 132
14.06 BRIDGE, CONCRETE CULVERT REMOVAL ............................................................. .................... 132
14. 06. 01 Description ............. ..... ........ ........ ....... .. .... .. ...... .. .. ............. .. ... .. ...................... ............ .......... .. ....... .. .. ..... 132
14. 06. 02 Removal Methods ... ..... .. ............. .. .......... .. .. ...... .. ... ....... ........................ ...... .... ......... ..... .. ........ ................ 133
14. 06. 03 Measurement And Payment .. ..................... .. ...................................................... ..... .. ......... .. ............ ...... 134 SECTION 15 - FINISHING ROADWAY ................................ 13 5 SECTION 16 - STABILIZED SOILS ....................................... 13 5 SECTION 17 - AGGREGATE SUB BASES ............................. 13 5 SECTION 18 - AGGREGATE BASES ..................................... 13 5 SECTION 19 - CEMENT TREATED BASES ......................... 13 5 SECTION 20 - LEAN CONCRETE BASE ............................... 136 SECTION 21 - TREATED PERMEABLE BASES ................. 136 SECTION 22 - BITUMINOUS SEALS .................................... 136 SECTION 23 - HOT MIX ASPHALT PAVEMENT; DIKES 137
City of Reedl ey 2019 Standard Specifications
9 SECTION 24 - PORTLAND CEMENT CONCRETE;
PAVEMENT; CEMENT MORTAR .................................... 138
24.01 DESCRIPTION .................................................................................................................................... 138
24.02 PROTECTING CONCRETE ............................................................................................................... 138
24.03 FORMS ................................................................................................................................................ 138
24.04 VIBRATOR .......................................................................................................................................... 139
24.05 CEMENT MORT AR ............................................................................................................................ 139
24.06 PAYMENT ........................................................................................................................................... 139 SECTION 25 - RESTORATION OF SURFACES ............ 140
25.01 DESCRIPTION .................................................................................................................................... 140
25.02 PAVEMENT REPLACEMENT ........................................................................................................... 140
25.03 TEMPORARY PAVEMENT REPLACEMENT ................................................................................. 141
25.04 INFRARED HEATER-REMIX TRENCH PATCH ............................................................................. 141
25.05 MISCELLANEOUS SURF ACE RESTORATION .............................................................................. 141
25.05 MEASUREMENT AND PAYMENT ................................................................................................... 142 SECTION 26 - CONCRETE CURBS, SIDEWALKS,
SURFACE IMPROVEMENTS ............................................. 143
26.01 GENERAL ........................................................................................................................................... 143
26.02 PORTLAND CEMENT CONCRETE .................................................................................................. 143
26.03 REINFORCEMENT ............................................................................................................................ 143
26.04 SUBGRADE PREPARATION ............................................................................................................. 143
26.05 CONSTRUCTION ............................................................................................................................... 144
26.06 FINISH ................................................................................................................................................. 145
26.07 TOLERANCES .................................................................................................................................... 146 City ofReedley 2019 Standard Specifications
10 26.08 CURING ............................................................................................................................................... 146
26.09 BACKFILLING ................................................................................................................................... 146
26.10 MEASUREMENT ................................................................................................................................ 146
26.11 PAYMENT ........................................................................................................................................... 146 SECTION 27 - SEWER AND STORM DRAIN PIPE ...... 148
27.01 DESCRIPTION .................................................................................................................................... 148
27.02 TYPES OF PIPE .................................................................................................................................. 148
27.03 REINFORCED CONCRETE PIPE ..................................................................................................... 150
27.04 NON-REINFORCED CONCRETE PIPE ............................................................................................ 151
27.05 CAST-IN-PLACE CONCRETE PIPE ................................................................................................. 153
27.06 VITRIFIED CLAY PIPE AND FITTINGS .......................................................................................... 158
27.07 POLY VINYL CHLORIDE (PVC) SEWER PIPE AND FITTINGS ................................................... 159
27.08 WYES, GENERAL ............................................................................................................................... 162
27.09 HOUSE BRANCHES, GENERAL ....................................................................................................... 163
27.10 SEWER LINE ACCEPTANCE TEST ................................................................................................. 164
27.11 TELEVISION INSPECTION OF INTERIOR OF INSTALLED PIPE ............................................... 166
27. 11. OJ Requirements for Sewer Video Inspections: .... .. ........... ......................... .... ....... .. ... ...... ...... .. ....... ... ...... .. . 166
27.12 BEDDING ............................................................................................................................................ 167
27.13 BACKFILL .......................................................................................................................................... 167
27.14 PROTECTION OF PIPE ..................................................................................................................... 168
27.15 WATER/SEWER SEPARATION ........................................................................................................ 168
27.16 UNDERGROUND DETECTABLE METALLIC WARNING TAPE FOR NON-METALLIC PIPE..168
27.17 PAYMENT ........................................................................................................................................... 168 SECTION 28 - BORING AND JACKING PIPE ............... 170 City of Reedley 2019 Standard Specifications
11 28.01 GENERAL ........................................................................................................................................... 170
28.02 MATERIALS ....................................................................................................................................... 170
28.03 JOINTS ................................................................................................................................................ 170
28.04 EXCAVATION OF JACKING AND RECEIVING PITS .................................................................... 170
28.05 JACKING AND BORING .................................................................................................................... 170
28.06 BACKFILL OF JACKING AND RECEIVING PITS .......................................................................... 171
28.07 PAYMENT ........................................................................................................................................... 171 SECTION 29 - SEWER AND STORM DRAIN
STRUCTURES ......................................................................... 172
29.01 DESCRIPTION .................................................................................................................................... 172
29.02 MANHOLES AND MATERIALS ........................................................................................................ 172
29.03 STORM DRAIN INLETS AND OUTLETS ......................................................................................... 176
29.04 MISCELLANEOUS STRUCTURES ................................................................................................... 178
29.05 EXCAVATION .................................................................................................................................... 178
29.06 FORMS ................................................................................................................................................ 178
29.07 BACKFILL .......................................................................................................................................... 179
29.08 CURING ............................................................................................................................................... 179
29.09 SEWER MANHOLE COATING ......................................................................................................... 179
29.10 PAYMENT ........................................................................................................................................... 179 SECTION 30 - DOMESTIC WATER FACILITIES ................ 180
30.01 DESCRIPTION .................................................................................................................................... 180
30.02 WATER PIPE AND FITTINGS ........................................................................................................... 180
30.03 BLOW-OFF VALVE AND ASSEMBLIES .......................................................................................... 183
30.04 V ALVES ............................................................................................................................................... 184 City ofReedley 2019 Standard Specifications
12 30.05 WATER SERVICE ASSEMBLIES ...................................................................................................... 187
30.06 FIRE HYDRANT ASSEMBLY ............................................................................................................ 189
30.07 TESTING AND STERILIZATION ...................................................................................................... 191
30.08 WATER/SEWER SEPARATION ........................................................................................................ 193
30.09 CROSS-CONNECTION CONTROL ................................................................................................... 195 SECTION 31 - LANDSCAPE AND LANDSCAPE
IRRIGATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
31.01 GENERAL POLICIES ......................................................................................................................... 197
31.02 (NOT USED) ........................................................................................................................................ 197
31.03 FINAL MAP REQUIREMENTS ......................................................................................................... 197
31.04 INSTALLATION AND MAINTENANCE ........................................................................................... 198
31.05 LANDSCAPE AND IRRIGATION PLANS ......................................................................................... 198
31.06 GUIDELINES FOR CONTAINER-GROWN LANDSCAPE TREES ................................................. 199
31.06.01 PROPERIDENTIFICA TION. ......................................... .. ............. .... ............ ............................. ... ... ..... l99
31.06.02 CO1',1PLIANCE ... .... .. .. .................. ................. ....... ....... .. ............................. ............ ... ........ .... ..... .......... . 199
31.06.03 TREE CHARACTERISTICS AT THE TIME OF SALE OR DELJVERY. ... ........ .................................. ... 200
31.06.04 INSPECTION .. .. .............. ............................................... ............. ........ ................. ..... ..................... ........ 202
31.06.05 DELIVERY ............................. ............... .. ..... ............................................... .......... ............. ... ................ . 202
31.06.06 TERMS AND DEFINITIONS .. ........................ ........... ............... ..................... .................. ... ... .. ... ........... 202 SECTION 32 TRAFFIC STRIPES, SIGNS, AND
PAVEMENT MARKIN GS ..................................................... 2 04
32.01 GENERAL ........................................................................................................................................... 204
32.02 MATERIALS ....................................................................................................................................... 204
32. 02. OJ Thermoplastic materials ........... .. ......................... .............. .... ........ ............. ............. .......................... .... 204
32.02. 02 Paints ...... ... ................... .. .. ... ... .................................... ... ..... ... .............. .... ............. ... ....................... ....... 204
32. 02. 03 Glass Beads ............................... .............. ............................ ..... ... ... .. ...... ...... ... ... ... ..... ............. ....... ........ 206
32. 02. 04 Traffic Signs .. .... ..... ... ... ....... ......... ... ...... ... ... ...... .. ... .. ................................ .... .... ............. .. ...... ..... .... ... ..... 206
32.02. 05 Sign Mounting Hardwa re ....... ....... ........ .............. .. ........... ......... ......... ... ..... .... .. ... ... .... .. ........... .. ......... .... 207
32.02. 06 Sign P osts ........... ...................... .. .. .. .. ... ................ .. ... ... .. ............................................... .... ..... .... ..... ... .. ... 207
32.03 REMOVAL OF EXISTING MARKINGS ........................................................................................... 207 City of Reedley 2019 Standard Specifications
13 32.04 APPLICATION EQUIPMENT ......................................................................... : .................................. 207
32.05 APPLICATION OF THERMOPLASTIC MATERIAL, PAINT, AND BEADS .................................. 207
32.06 TRAFFIC SIGN INST ALLA TI ON ...................................................................................................... 209
32.07 MEASUREMENT ................................................................................................................................ 209
32.08 PAYMENT ........................................................................................................................................... 209 SECTION 33 ELECTRICAL WORK ................................. 210 City ofReedley 2019 Standard Specifications
14 City of Reedley
Sewer System Management Plan Update
Appendix E - Sample SSO Report Forms
APPENDIXE
SAMPLE SSO REPORT FORMS
Name of Employee:
CITY OF REEDLEY
WASTEWATER SYSTEMS
CALL-OUT REPORT
Date: Time: · . Called-Out By Who:
Address or location of event: _____________________ _
Description of Problem:
Was someone called-out to assist you, if so who?
Did this call-out result in a Sanitary Sewer Overflow (SSO)? How long did spillage occur? ______ How many gallons spilt? What steps were taken to resolve the issue?
Was a supervisor informed? ____ _ Date: Time:
Were the proper authorities informed, if so who and at what numbers? ____ _ Was the problem resolved? ____ _
Do any follow-up steps need to be followed? ______________ _ Report submitted by: Date:
FOR OFFICE USE
CITY OF REEDLEY
Public Works Department
SEWER OVERFLOW REPORT
DATE: _____ CALL RECEIVED: ____ AM/PM
RECEIVED BY: CALLER'S NAME: _________ _
CALLER'S PHONE NO.: ____ _
CALLER'S ADDRESS: ____________ _
LOCATION OF OVERFLOW: __________ CROSS ST: _______ _
TIME & NAMES OF CREW MEMBERS DISPATCHED:
DESCRIPTION OF COMPLAINT: ---------------------
FIELD REPORT (FOR RESPONSE CREW USE)
TIME ARRIVED AT SITE: _______ _ CREW: ----------- TIME OVERFLOW STARTED:___ TIME OVERFLOW STOPPED: __ _ OVERFLOW DURATION: _____ MINUTES OVERFLOW FLOW: GAL/MIN UIS MH # _____ D/S MH # ____ _
SIZE OF LINE: _____ _ LENGTH OF LINE: _____ _
FINDINGS: __________________________ _
(COMPLETE REMAINDER OF FORM IF AN OVERFLOW HAS OCCURRED) DESCRIBE CAUSE OF OVERFLOW:
DESCRIBE CLEANUP METHOD
DESCRIBE HOW OVERFLOW QUANTITY WAS CALCULATED:
RECEIVING WATERS: YES • NO • LOCATION: --------------
TYPE OF PROBLEM: ------------------------- PICTURES TAKEN: YES • NO • SAMPLES TAKEN BY: _______ LOCATION OF SAMPLES:
DESCRIBE PROPERTY DAMAGE AND AFFECTED AREA: ------------ This form is a guidance document only. Each agency can develop a site specific form. This form may be used as a template to start from.
Copyright IO 2006 by California Water Environment Association. All Rights Reserved. · SIGNS POSTED: YES D NO • BARRJCADED: YES • NO NOTIFY NEIGHBORS: YES • NO • REGULATORY AGENCIES NOTIFIED:
OES YES • NO • DATE/TIME ____ SPILL# _ ___ _
RWQCB YES • NO • DATE/TIME ___ _
COUNTYHEALTH YES • NO • DATE/TIME ___ _
OTHER___ YES • NO • DATE/TIME ___ _
CONTACTS/DETAILS: _______________________ _
FOLLOWUP MEASURES:
WORK ORDER NO: ________ _
FREQUENCY OF EXISTING PM PROGRAM: ____ ___________ _
LAST DA TE PM PERFORMED:
RECOMMENDATIONS ON HOW TO ELIMINATE FUTURE PROBLEMS:
REPORT COMPLETED BY: _______________ DATE: _ ____ _
SKETCH OF AREA: CTnclude manholes, intersections, location of stoppage, etc.) This form is a guidance document only. Each agency can develop a site specific form. This form may be used as a template to start from.
Copyright © 2006 by California Water Environment Association. All Rights Reserved.
City of Reedley
Sewer System Management Plan Update
Appendix F - Industrial Discharge Permit Application
APPENDIX F
INDUSTRIAL DISCHARGE PERMIT APPLICATION
Dear Food Service Facility:
City of Reedley
Public Works Department
173 3 Ninth Street
Reedley, CA 93654
(559) 637-4200
FAX637-2139
Welcome to the City of Reedley and thank you for the interest in establishing your food establishment in our community. On October 14, 2003, the City adopted Sewer Ordinance No. 2003-05 establishing an Industrial Pretreatment Program of which the Fats, Oil & Grease Program (FOG Program) falls under. This program permits all food facilities within the City and it's intent is to assist establishments as yours to comply with State, Federal and Local regulations in respects to the handling and disposal of all fats, oils and greases. A pamphlet titled "Fat Free Sewers" has been enclosed for more information on the importance of said program.
As part of the permitting process, you are required to complete and submit the enclosed Food Service Facility Permit Application along with all required information and pay the initial application and inspection fee of $80 (eighty dollars) within 30 days of obtaining your business license. Upon receiving payment you will be issued a FOG Permit. You will be contacted at a later date to set up an inspection of your facility to verify that everything is in order.
Again, on behalf of the City of Reedley and it's staff may I welcome you and let you lmow that we look forward to working with you. If you have any questions while completing your application or h~ve any other concerns, please contact my office at (559) 637-4209 or feel free to e-mail me at [email protected]. ,,,.
a doso
1ty of Reedley
Laboratory Director
CITY OF REEDLEY
FOOD SERVICE FACILITY
PERMIT APPLICATION INSTRUCTIONS
1. Complete the attached permit application. Attach additional sheets as needed.
2. Provide a schematic drawing of all indoor and outdoor plumbing systems, including grease interceptors or traps, facility sewer connections, sinks, floor drains, dishwashers, restrooms, etc.· A very simple drawing is permitted, no architectual plans.
3. Provide a grease interceptor/trap maintenance plan that specifies the frequency of grease removal, inspection procedures, and methods to repair non-operational equipment.
4. Include a signed copy of your Yellow Grease recovery and your grease interceptor/trap maintenance contracts.
5. Mail the completed application and additional information requested to:
City of Reedley
FOG Program c/o Martha Cardoso
1733 9th Street
Reedley, CA 93654
CITY OF REEDLEY
FOOD SERVICE FACILITY
GREASE INTERCEPTOR/GREASE TRAP PERMIT APPLICATION
Establishment Information
Name of Establishment ________________________ _
Address _____________________________ _
Phone No. __________ _ Fax No. ------------
Website Address ________ _ E-mail -------------
Authorized Representative Information
Name of Authorized Representative ___________________ _ Phone No. __________ _ Fax No. ------------
Cell No. ___________ _ E-mail -------------
Owner Information
Name of Owner
Address
City State ZIP
Phone No. Fax No.
Website Address E-mail
] Fast Food
[ ] Food Preparation
[ ] Other Cafeteria
Type of Food Service Facility (check one)
[ ] Restaurant
] Take-out Facility
] School Cafeteria
] Meat Processor
[ ] Other, specify ____________ _
Location Information
Size ofLocation _________ _ Available Seating _________ _ Shift Information
Work Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours of Operation
Shifts/Day
Employees/Shift I
Employees/Shift 2
Employees/Shift 3
Equipment Information
List all major equipment used for food preparation at your facility (i.e. grills, fryers, dishwashers, sinks, etc.). Attach additional sheets as necessary . .
Type Size/Specification
Grease Interceptorrfrap Information
Location Size (gallons) Type ( circle one) Service Frequency Interceptor/Trap
Interceptor/Trap
Interceptor/Trap
Interceptor/Trap
Interceptor/Trap
Grease Interceptor/Trap Hauler Information
(Will need to provide copy of service contract)
Name of Hauler ____________________________ _
Address ______________________________ _
City ___________ _ State ______ _ Zip ______ _
Phone No. ___________ _ Fax.No. -------------
Website Address _________ _ E-mail --------------
Grease Disposal Information
Describe how used grease (yellow grease) is disposed of ______________ _ If facility uses an outside source, complete the following (Will need to provide copy of service contract):
Name of Hauler-----------------------'-------
Address _______________________________ _
City __________ _ State ____ _ Zip _____ _
Phone No. __________ _ Fax No. ------------ -
Website ,.\.ddress _________ _ E-mail - - --- -~= - - - --- Confidential Business Information
Information and data on a user obtained from reports, questionnaires, permit applications, permits, monitoring programs and inspections shall be available to the public or other governmental agency without restriction unless the user specifically requests and is able to demonstrate to the satisfaction of the City that the release of such information would divulge information, processes or methods of production that are entitled to protection as trade secrets of the user. When requested by the person furnishing a report, the portions of the report which might disclose trade secrets or secret processes shall not be made available for inspection by the public, but shall be made available upon request to governmental agencies. Information accepted by the Public Works Director as confidential shall not be transmitted to the general public by the Public Works Director until and unless a ten-day notification is given to the user. In order for the information to be considered confidential, the following criteria must be met:
A separate sheet with the requested information shall be submitted for each question that you are asserting as confidential.
The submittal shall be clearly marked as confidential.
Submit with the application a separate statement for each question that you are requesting confidentiality indicating the reasons that you are asserting the information as confidential.
You will be notified if the Public Works Director does not feel that the information requested meets the criteria for confidentiality.
Authorized Representative Statement
I certify under penalty of law that this document and all attachments were prepared under my direction or supervision in accordance with a system designed to assure that qualified personnel properly gather and evaluate the information submitted. Based on my inquiry of the person or persons who manage the system, or those persons directly responsible. for gathering the information, the information submitted is, to the best of my knowledge and belief true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fine or imprisonment for knowing violations.
Name (Printed) Title
Signature Date
at Restaurant and
uilding Owners Need
o Know About Grease
Traps or Interceptors
Resl aurants, large buildings, sud1 as aparcmcnt
con plcxcs; and other commercial establishments
ma have g-reasc traps or intcrceptor.s_· that keep grease out of the sewer sy-5tem. for a grease trap or interceptor o work correctly, it must be properly 1 Designed (sized and
manufactured to
handle the amount
that is expected),
3 2 Installed (level,
vented, etc.), and
Maintained (cleaned
and serviced on a
frequent basis).
Soli s should never be put into grease traps or intcrcep ors. Routine, often daily, maintenance of grease trap and interceptors is needed to ensure rhat they
pro erly reduce or prevent blockages.
Bej autious of chemicals and additives (including
soa1 s and detergents) that claim to dissolve grease.
So c of these additives simply pass grease down pipes
wh re it can dog the sewer lines in another area,
·!,
i
•
Thi.s brochure wa.s prepared -under Cooperative Agrcc1,u_~ Assistance IICX824505-01-0 bl.!twccn the W.1tcr Envir~ · mcnt Federation (\VEF) and the U.S. Enviro11mcntal
Protcccion Agency. For more information, contact your
local sewer system authority or the : . -)-:,.
Water Environment Federation
60 l Wyt11c Street
Alexandria, VA 223 I 4-1004
Phri.nc: 7,03/684-2400
Fa~:~703/684-219 2
\v'cb site: http://W\VW.wcf.org
Por additional copies of this hrochurc, contact WEI; at l-800·666-0206, 1~70~-~84-2/452 or hctp://www.wef.org
'"' ~a-ter Environment ·- _,,_ -~ Federation®
Swd: 1/l·IP 1902 @ Printed on rl'.cydcd papn . (),j/(lj Copyrigh1 © 1999 Water Environmen t Pcdcr:11io11
' • I .;
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,..._.,,4,_,.,_:
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How to Prevent
Fats, Oils, and
~re as es from
Damaging Your
Home and
the Environment
..... -~ ..........
.f··. :: .,,
F<1ts, Oils, and Greases aren't just bad for your arteries and your waistline; the)r're bad for sewers, too.
Sewer overflows and backups can cause ht;,alth hazards, damage home interiors, and threaten the environment. An increasingly common cause of overflows is sewer pipes blocked by grease. Grease gets into the sewer from household drains as well as from poorly maintained grease traps in restaurants and other businesses.
Where does the
g1reas.e come from?
/V[osc of us know grease as the b)'prodttcc of cooking.
Gre;tsc:: is found in such th ings as:
• Meat facs • food scraps
• Lard • Baking goods
• Cooki ng oil • Sauces
• Shonen ing • Dairy pmducrs
• Burrer ;tnd margarine
'loo ofren, grease is washed inro the plumbing system,
usually rhrough rhe kitchen sink. Grease sricks co che
insides of sewer pipes (boch on your properry ~rnd
in rhe streets}. Over time, rhc grease can build up
and block rite emire pipe.
Home garb::ige disposals do not keep grease our
of rhe plumbing system. These units only shred solid
material imo smaller pieces and do nor prevent gre;1sc
from going down the drain.
Commercial additives, including dcccrgenrs, due
claim ro dissolve grca.se may pass grease down rhe line a nd cause problems in other ;ueas.
; , ! -.. l' ~ • . ...,., .1 •1~r- :,. ,, , '1 ' • • '. • r_ a,;/.(: ,' 1,', •· ~ •, ~l l~t• ·1 ';..' 'l:.: •• :,J •, I r.}/;;w 1· •· w,I~ ';l.k.L . ~ I • •• ' :, -.i.' . ~.JU!' ' .~ • .: ~, - W , ii .. t ~ • °' l ! ~ The results can be.:
• Raw sewage overflowing in your home
or ym11· neighbor's home;
• An expensive and unpleasant cleanup rhat
often musr be paid for by you, the homeowner;
• Raw sewage overflowing into
parks, yards, and streets;
• Porenrial cuncacr
wirh disease-causing
organisms; and
• An i11crease in operation
and maintenance costs for
local sewer depamnencs,
which causes higher sewer
bills for customers.
®
'[
~
r--
~
~
~
f"' nWhat we can
do to help
© NYCDEP
DO
The easiesr way ro solve rhe grease problem and help
prevem o,·crflows of raw sewage is co keep this macerial out of rhc sewer system i11 l'hc ftrsr place.
There are several ways to do this.
l) Never pour grease down sink drains or into coilers.
2) Scrape grease and food scraps from fl':t)'S, plates, pors, pans, mensils, ;md grills and cooking surfoces
inco a can or the crash for disposal (or recycling
where itvailable).
3) Do not put grease down garbage disposals. Put
baskets/strainers in sink drains ro catch food scraps
and other solids, and empty
the drain baskcts/srminers
into rbe trash for disposal.
4) Speak wich you r Friends
and neighbors abotll
che pmblem of grease
in rhe sewer sysrem and
how ro keep it our. Call
your local sewer system
aurhoricy if you have
any questions.
City of Reedley
Sewer System Management Plan Update
Appendix G - Grease Interceptor Standard Drawing
APPENDIXG
GREASE INTERCEPTOR STANDARD DRAWING
l:!.QIES.;
SCALE:
1. THE SIZE AND DETAILS OF ALL INTERCEPTORS SHALL BE IN ACCORDANCE WITH THE REQUIREMENTS OF THE CALIFORNIA PLUMBING CODE, CURRENT EDITION. HEREINAFTER REFERRED TO AS CPC. ALL INTERCEPTORS SHALL BE SEALED AND WATER TIGHT.
2. INTERCEPTORS SHALL BE CONSTRUCTED AND VENTED IN ACCORDANCE WITH THE SPECIFICATIONS SET FORTH IN THE CPC.
3. THE LOCATION OF THE INTERCEPTOR SHALL BE APPROVED BY BOTH THE PUBLIC WORKS DEPARTMENT AND ENGINEERING DEPARTMENT PRIOR TO CONSTRUCTION.
4. ALL CAST IN PLACE OR PRECAST INTERCEPTOR UNITS SHALL BE APPROVED BY BOTH THE PUBLIC WORKS DEPARTMENT AND ENGINEERING DEPARTMENT PRIOR TO CONSTRUCTION.
5. THE OWNER SHALL BE RESPONSIBLE FOR PROVIDING ALL DOCUMENTATION & TESTING TO
CERTIFY THAT THE INTERCEPTORS AND WASTE STREAMS MEETS THE REQUIREMENTS OF ALL
CURRENT REGULATIONS AND BOTH THE PUBLIC WORKS DEPARTMENT AND ENGINEERING DEPARTMENT REQUIREMENTS.
6. PRE-CAST INTERCEPTORS SHALL BE LABELED WITH THE MANUFACTURERS NAME, MODEL NUMBER AND SHALL HAVE AN 1.A.P.M.O. CERTIFICATION MARK.
7. ALL CONCRETE FOR CAST-IN-PLACE INTERCEPTORS SHALL BE CLASS 2 CONCRETE IN ACCORDANCE WITH THE CITY OF REEDLEY STANDARD SPECIFICATIONS.
8. CAST IRON FRAMES MAY BE CAST INTO THE INTERCEPTOR LID.
9. ALL INTERCEPTORS SHALL BE ACCESSIBLE TO BOTH THE PUBLIC WORKS DEPARTMENT AND ENGINEERING DEPARTMENT FOR TESTING AT ANY TIME.
10. DOCUMENTS MUST BE SUBMITTED ANNUALLY TO THE PUBLIC WORKS DEPARTMENT AT
CITY OF REEDLEY
PUBLIC WORKS DEPARTMENT
REEDLEY, CA 93654
559-637-4200
11. INTERCEPTOR FOR FATS, ORGANICS, AND GAS PERMIT IS REQUIRED BY PUBLIC WORKS DEPARTMENT.
NOT TO SCALE
OUTSIDE COMMERCIAL &
INDUSTRIAL SAND, SILT,
GREASE, OIL & GARBAGE
INTERCEPTORS
CITY OF REEDLEY
REVISED:
MAR. 2020
REF. STD. DWG.: S-10
City of Reedley
Sewer System Management Plan Update
Appendix H - Key Performance Indicator Checklist
APPENDIXH
KEY PERFORMANCE INDICATOR CHECKLIST
City of Reedley
SSMP Key Performance Indicators
2022 2023 2024 2025 2026 2027
Total number and volume of SSO's
Number of repeat SSO's (same
location as any previous SSO,
regardless of year of occurrence)
Total number of mainline blockages
Number of pump station failures
Cause of pump station failure
Number of pipe failures
Cause of pipe failures
Length of pipe CCTV' d
Percentage of total overflow volume
contained or returned to sewer
Number of blockages due to FOG
Number of overflows due to FOG
Number of FOG producing facilities
inspected
Percent of FOG producing facilities
found to be in compliance
Number of SSOs due to capacity
limitations or wet weather
Date of completion of most recent
capacity evaluation
DATE:
TITLE:
SUBMITTED:
APPROVED:
April 25, 2023
REEDLEY CITY COUNCIL
1:2] Consent
D Regular Item
D Workshop
D Closed Session
D Public Hearing
ITEM NO: lo ----
ADOPT RESOLUTION 2023-026 AMENDING THE 2022-23 ADOPTED
BUDGET APPROPRIATING $22,468 IN THE AIRPORT ENTERPRISE FUND
TO COVER COSTS ASSOCIATED WITH THE SCOPE OF WORK TO
UPDATE THE AIRPORT LAYOUT PLAN (ALP) AND ENVIRONMENTAL
WORK REQUIRED BY THE FEDERAL AVIATION ADMINISTRATION (FAA) Sarah Reid
Nicole R. Zieba.
City Manager
RECOMMENDATION
Adopt Resolution 2023-026 amending the 2022-23 Adopted Budget appropriating $22,468 in the Airport Enterprise Fund for the cost associated with the scope of work to update the Airport Layout Plan (ALP) and environmental work required by the Federal Aviation Administration (FAA). The updates will identify structures for the construction of a new row of hangars, buildings related to the transition of Reedley College Flight Science Program to the Reedley Airport, and the Above Ground Fuel Tank Design and Construction Projects.
EXECUTIVE SUMMARY
The Federal Aviation Administration (FAA) requires all structures and new development on the Reedley Airport property be identified on the Airport Layout Plan (ALP). The current plan is outdated and scheduled for an update on the Airport Capital Improvement Project (ACIP) list for Fiscal Year (FY) 2024. The FAA will not allow new items to be added on airport property without going through the FAA Section 163 Determination process which provides the City of Reedley with a response outlining what the FAA requires before an update can be completed. An updated ALP is a requirement for receiving the FAA and State match for capital projects. Reedley College paid the City of Reedley $4,764 for the scope of work to update the ALP. The process was started in March 2022 with a letter to the FAA explaining the intentions of the City of Reedley and the agreement conditions currently being negotiated with Reedley College to operate the Flight Science program at the Reedley Airport. The FAA responded in November of 2022 approving staff to move forward with updating the ALP to reflect the classroom building, parking area, and restroom for Reedley College operations. It was determined the FAA will not require 1 any more work associated with this update so the amount paid by Reedley College to date, will cover getting the ALP updated for the Flight Science program.
The City of Reedley owns and rents hangars at the Reedley Airport. The revenue received from the hangar rentals is one of the main revenues for the Airport Enterprise account. For many years there has been a large waiting list for hangars and not many vacancies become available.
Since the City of Reedley was going through the ALP update process for Reedley College, staff started the process to identify the next row of hangars to develop. The FAA responded in November of 2022 with a conditional approval; however, because aircraft movement is in the area of the hangars more work is required before an update can be completed.
Staff met with the FAA in September of 2022 to discuss the next ten years capital projects for the Reedley Airport. The discussion of adding the Above Ground Fuel Tank Design and Construction projects to the ACIP was presented to the FAA and approved to be added to the list. Listed in FY23 is the design work and FY24 the construction. The location of the above ground fuel tanks is not currently listed on the ALP so the FAA requires that the City of Reedley goes through the Section 163 Determination process, required environmental work and update the ALP before a grant request can be submitted for the project. Once the grant is awarded to the City of Reedley a request for reimbursement of 90% of the ALP scope of work will be submitted.
FISCAL IMPACT
In March of 2022, Reedley College paid the City of Reedley $4,764 to cover the cost associated with the pen and ink update to the ALP with the structures needed for the Flight Science program.
Now that the work is ready to be completed the City of Reedley will pay this amount to the consultant.
The FAA has approved the design and construction of above ground fuel tanks on the ACIP so 90% of the cost ($7,966) will be reimbursed to the City of Reedley once a grant is received from the FAA for the design project. The City of Reedley is responsible for the local match of 10% ($886).
The cost to identify the next row of hangars on the ALP will be covered by the Airport Enterprise Unallocated Fund Balance, $8,852.
The total amount being requested is $22,468 for all three projects.
ATTACHMENT
1. Scope of Work for the ALP Pen and Ink Updates-Fuel Farm
2. Scope of Work for the ALP Pen and Ink Updates-Hangar Development
3. Scope of Work Airport Development Coordination-Reedley College
4. Budget Amendment 2023-026
2 Project Title:
Airport Name:
Services Provided:
SCHEDULE A
SCOPE OF WORK
Airport Layout Plan (ALP) Pen and Ink Updates - Fuel Farm Reedley Airport
Planning
AIRPORT DEVELOPMENT SUPPORT - Fuel Farm
The CONSULTANT (C&S Engineers Inc.) will provide required services to support pen and ink updates to the City of Reedley's Reedley Municipal Airport, Airport Layout Plan (ALP).
This project will involve pen and ink updates to the ALP for the proposed fuel farm. While included in this scope, the additional work (cat-ex) will not proceed until requested by the FAA and approved by the City.
Specific items of work will include:
Task 1-ALP Update (Informal Revision) - '
Under this task, a pen and ink update submission will be developed reflecting the fuel farm.
Other developments at the Airport may also be shown on this update but the associated work win . be done under a separate task order.
Using CAD files provided by the SPONSOR, CONSULTANT will update the full ALP drawing set as needed to reflect the proposed facility (fuel farm), as required by the FAA. Any references to this facility throughout the ALP set will be updated appropriately.
1. Response to Comments - After review by the SPONSOR changes to the draft ALP will be made as needed by CONSULTANT based on one (1) consolidated set of comments from the SPONSOR.
ii. FAA Coordination - The CONSULTANT will coordinate submittal of the revised ALP to the FAA for review and comment. CONSULTANT will respond to any FAA comments as they pertain to the changes in this informal revision and will submit the revised ALP for the F AA's files. FAA approval for this change is not required per the 11/24/20 memo. Comments not related to these specific changes will be addressed in the upcoming master plan project. Any delay providing comments by the SPONSOR or FAA may affect the project schedule.
If requested by the FAA and authorized by the City, COUNSULANTwill proceed with Task 2 and 3 ONLY under separate notice to proceed.
Task 2: Cat-Ex for Fuel Farm(Only if authorized by Sponsor):
Documentation review: CONSULTANT will research readily available data for the following resource categories, as outlined under FAA SOP 5.00:
a. Natural Historic Preservation Act (NHP A) resources; b. Department of Transportation Act: Section 4(f) and 6(f) resources; c. Natural, Ecological or Scenic resources
A-1 04/1 0
1. Threatened or Endangered Species
11. Fish and Wildlife Coordination Act
m. Wetlands and Other Waters of the US
1v. Floodplains
v. Coastal Resources
v1. National Marine Sanctuaries
v11. Wilderness Areas
v111. Farmland
1x. Energy Supply and Natural Resources
x. Wild and Scenic Rivers
x1. Solid Waste Management;
xu. Disruption of an Established Community;
xm. Environmental Justice;
xiv. Surface Transportation;
xv. Noise;
xvi. Air Quality;
xvu. Water Quality;
xvm. Highly Controversial on Environmental Grounds;.
xix. Inconsistent with Federal, State, Tribal or Local Law; and xx. Light Emissions, Visual Effects, and Hazardous Materials xx1. Public Involvement
xxu. Indirect/Secondary/Induced Impacts
CATEX Preparation: This task includes the completion of the required CATEX form for submittal to the FAA. This task includes the documentation of the potential impacts for each resource category, as dictated by the CA TEX form and the FAA reviewer. This task assumes that the environmental impacts do not trigger any significance thresholds, per FAA guidance. If thresholds are found to be triggered by the proposed actions, then the Scope of Services will have to be amended to account for additional analysis and documentation requirements.
Response to Comments: An electronic version of the text will be provided for review and comment.
Once all comments have been addressed, the CA TEX will be submitted to the FAA San Francisco Airports District Office (ADO).
Meetings & Coordination
No in-person meetings are anticipated with the Airport/City but will instead be conducted via digital platform. No more than 1 coordination call will be conducted seeking to share information, seek input and guidance, and review options regarding subject property.
Assumptions:
The conditions or considerations in developing the scope and fee for the project described above include:
1. No property/deed searches or boundary surveys
2. No CEQA documentation or environmental permits
3. Assumes a CAT Ex would be the level of NEPA review required
4. Any changes to the ALP outside of the proposed facilities
5. No performing technical resource studies and surveys
6. No development and evaluation of a range of alternatives for airport development A-2 04/10
7. No additional airspace analysis, including recent Engineering Brief 99 updates
8. No updates or changes to critical aircraft
9. No site visits
10. No land release work
Project Fee:
At the request of the SPONSOR, the CONSULT ANT proposed to provide the scope of services on a time and materials basis not-to-exceed limit of eight thousand eight hundred fifty two dollars and no cents ($8,852), as itemized in Schedule 'B' .
Additional Services:
Payment for any additional services requested by the SPONSOR will be performed on a time-and-expense basis in conformance with the Billing Rate Schedule supplied by the CONSULT ANT. Additional work scope and budget must be established between SPONSOR and CONSUL TANT prior to the start of any additional work and authorized in writing by the SPONSOR.
END OF SCHEDULE
A-3 04/ 10
PROJECT NAME:
PROJ DESCRIPTION:
CLIENT:
CLIENT MANAGER:
PLANNING SERVICES
COST SUMMARY
SCHEDULE "B"
Reedley Airport Airport Development Support - Fuel Farm Development Planning
City of Reedley
Sarah Reid
DATE
A/E:
PROJECT NO:
C&S CONTACT:
February 27, 2023
C&S Engineers, Inc.
H35.TBD
PROJECT MANAGER:
Michael Dunne-Vecchio
Kelly Moulton
I. DIRECT SALARY , OVERHEAD & PROFIT COSTS:
TITLE
A. DIRECTOR
8 . SENIOR CONSUL TANT
C. CONSUL TANT
11. TOTALS:
D 1 o-.i.
RATE OF PAY
($/HR)
$ 217.00
$ 175.00
$ 135.00
@ HOURS COST
X 6
X 20
X 30
TOTAL ESTIMATE OF LABOR:
TOTAL PLANNING SERVICES :
$1 ,302
$3,500
$4,050
$8,852
$8,852
PROJECT:
SERVICES
CLIENT
CLIENT MGR
CONT PHASE
NO. NO.
Reedley Airport Airport Development Support - Fuel Farm Development Planning
City of Reedley
Sarah Reid
TASK
Task 1: ALP Pen and Ink Update Fuel Farm Development
1: ALP Pen and Ink Update
Task 2: Fuel Farm Development Environmental Cat-Ex
2: Cat Ex
C&S ENGINEERS, INC.
PLANNING SERVICES
WORK SUMMARY
c
2 ::i
(/)
C
c 0
2 0
::i 0 (/) ·1:: C Ql r's Cf)
20 20
30 30
All Tasks Total 30 20
0 t5
Q)
R
2 2
4 4
6 Date: February 27, 2023
Service Group Mgr Lance McIntosh
Facility Manager Michael Dunne-Vecchio
Project Manager: Kelly Moulton
Project Number H35.TBD
TOTAL
LABOR TOTAL DIRECT SERVICES BY
HOURS LABOR COSTS OTHERS TOTALS
I
22 I $3,934 I II I
$3,934
22 $3,934 $3,934
I 34 I $4,9181 I§ $4,918
34 $4,918 $4,918
56 $8,852 $8,852
Project Title:
Airport Name:
Services Provided:
SCHEDULE A
SCOPE OF WORK
Airport Layout Plan (ALP) Pen and Ink Updates - Hangar Development Reedley Airport
Planning
AIRPORT DEVELOPMENT SUPPORT - Hangar Development
The CONSULTANT (C&S Engineers Inc.) will provide required services to support pen and ink updates to the City of Reedley's Reedley Municipal Airport, Airport Layout Plan (ALP).
This project will involve pen and ink updates to the ALP for the proposed Hangar development. While included in this scope, the additional work ( cat-ex) will not proceed until requested by the FAA and approved by the City.
Specific items of work will include:
Task 1-ALP Update (Informal Revision) -
Under this task, a pen and ink update submission will be developed reflecting the Hangar development. Other developmenJs at the Airport may also be shown on this update but the associated work will be done under a separate task order.
Using CAD files provided by the SPONSOR, CONSULTANT will update the full ALP drawing set as needed to reflect the proposed facility (Hangar development), as required by the FAA. Any references to this facility throughout the ALP set will be updated appropriately.
1. Response to Comments - After review by the SPONSOR changes to the draft ALP will be made as needed by CONSULT ANT based on one (1) consolidated set of comments from the SPONSOR.
ii. FAA Coordination - The CONSULTANT will coordinate submittal of the revised ALP to the FAA for review and comment. CONSULT ANT will respond to any FAA comments as they pertain to the changes in this informal revision and will submit the revised ALP for the F AA's files. FAA approval for this change is not required per the 11/24/20 memo. Comments not related to these specific changes will be addressed in the upcoming master plan project. Any delay providing comments by the SPONSOR or FAA may affect the project schedule.
If requested by the FAA and authorized by the City, COUNSULANT will proceed with Task 2 and 3 ONLY under separate notice to proceed.
Task 2: Cat-Ex for Hangar Development (Only if authorized by Sponsor):
Documentation review: CONSULT ANT will research readily available data for the following resource categories, as outlined under FAA SOP 5.00:
a. Natural Historic Preservation Act (NHP A) resources; b. Department of Transportation Act: Section 4(f) and 6(f) resources; c. Natural, Ecological or Scenic resources
A-1 04/1 0
1. Threatened or Endangered Species
11. Fish and Wildlife Coordination Act
111. Wetlands and Other Waters of the US
IV. Floodplains
v. Coastal Resources
v1. National Marine Sanctuaries
VIL Wilderness Areas
v11L Farmland
1x. Energy Supply and Natural Resources
x. Wild and Scenic Rivers
XL Solid Waste Management;
XII. Disruption of an Established Community;
xm. Environmental Justice;
XIV. Surface Transportation;
xv. Noise;
xvi. Air Quality;
xvu. Water Quality;
xvm. Highly Controversial on Environmental Grounds;
XIX. Inconsistent with Federal, State, Tribal or Local Law; and xx. Light Emissions, Visual Effects, and Hazardous Materials XXL Public Involvement
xx11. Indirect/Secondary/Induced Impacts
CATEX Preparation: This task includes the completion of the required CATEX form for submittal to the FAA. This task includes the documentation of the potential impacts for each resource category, as dictated by the CA TEX form and the FAA reviewer. This task assumes that the environmental impacts do not trigger any significance thresholds, per FAA guidance. If thresholds are found to be triggered by the proposed actions, then the Scope of Services will have to be amended to account for additional analysis and documentation requirements.
Response to Comments: An electronic version of the text will be provided for review and comment.
Once all comments have been addressed, the CA TEX will be submitted to the FAA San Francisco Airports District Office (ADO).
Meetings & Coordination
No in-person meetings are anticipated with the Airport/City but will instead be conducted via digital platform. No more than 1 coordination call will be conducted seeking to share information, seek input and guidance, and review options regarding subject property.
Assumptions:
The conditions or considerations in developing the scope and fee for the project described above include:
1. No property/deed searches or boundary surveys
2. No CEQA documentation or environmental permits
3. Assumes a CAT Ex would be the level of NEPA review required
4. Any changes to the ALP outside of the proposed facilities
5. No performing technical resource studies and surveys
6. No development and evaluation of a range of alternatives for airport development A-2 04/ !0
7. No additional airspace analysis, including recent Engineering Brief 99 updates
8. No updates or changes to critical aircraft
9. No site visits
10. No land release work
Project Fee:
At the request of the SPONSOR, the CONSUL TANT proposed to provide the scope of services on a time and materials basis not-to-exceed limit of eight thousand eight hundred fifty two dollars and no cents ($8,852), as itemized in Schedule 'B' .
Additional Services:
Payment for any additional services requested by the SPONSOR will be performed on a time-and-expense basis in conformance with the Billing Rate Schedule supplied by the CONSUL TANT. Additional work scope and budget must be established between SPONSOR and CONSUL TANT prior to the start of any additional work and authorized in writing by the SPONSOR.
END OF SCHEDULE
A-3 04/10
PROJECT NAME:
PROJ DESCRIPTION:
CLIENT:
CLIENT MANAGER:
PLANNING SERVICES
COST SUMMARY
SCHEDULE "B"
Reedley Airport Airport Development Support - Hangar Development Planning
City of Reedley
Sarah Reid
DATE:
NE:
PROJECT NO:
C&S CONTACT:
February 27, 2023
C&S Engineers , Inc.
H35.TBD
PROJECT MANAGER
Michael Dunne-Vecchio
Kelly Moulton
I. DIRECT SALARY, OVERHEAD & PROFIT COSTS:
RATE OF PAY
TITLE ($/HR) @ HOURS COST
A. DIRECTOR $ 217.00 X 6
B. SENIOR CONSULTANT $ 175.00 X 20
C. CONSUL TANT $ 135.00 X 30
TOT AL ESTIMATE OF LABOR:
II. TOTALS:
TOTAL PLANNING SERVICES:
B-1
$1 ,302
$3,500
$4,050
$8,852
$8,852
PROJECT:
SERVICES:
CLIENT:
CLIENT MGR:
CONT PHASE
NO. NO.
Reedley Airport Airport Development Support - Hangar Development Planning
City of Reedley
Sarah Reid
TASK
Task 1: ALP Pen and Ink Update Hangar Development
1: ALP Pen and Ink Update
Task 2: Hangar Development Environmental Cat-Ex
2: Cat Ex
C&S ENGINEERS, INC.
PLANNING SERVICES
WORK SUMMARY
c
~ :j
Cf)
c C
0 ~ 0 :j
Cf) 0 C ·c (~ ,'ii
20 20
30 30
All Tasks Total 30 20
0 t5
e:
;=;
2 2
4 4
6 Date February 27, 2023
Service Group Mgr: Lance McIntosh
Facility Manager Michael Dunne-Vecchio
Project Manager: Kelly Moulton
Project Number: H35. TBD
TOTAL
LABOR TOTAL DIRECT SERVICES BY
HOURS LABOR COSTS OTHERS TOTALS
I
22 I
$3,934 I
II I
$3,934
22 $3,934 $3,934
I 34 I $4,9181 I§ $4,918
34 $4,918 $4,918
56 $8,852 $8,852
Project Title:
Airport Name:
Services Provided:
SCHEDULE A
SCOPE OF WORK
Airport Development Coordination
Reedley Airport
Planning
AIRPORT DEVELOPMENT SUPPORT
The CONSULT ANT (C&S Engineers) will provide pavement evaluation & study services, as applicable, required to accomplish the following items ("Basic Services"):
The CONSULT ANT will provide required services to support Federal Aviation Administration (FAA) compliance for proposed building developments at the City of Reedley's Reedley Municipal Airport.
This project will involve requesting a Section 163 determination from the FAA for two separated proposed develops on the Airport. Based on the FAA' s Section 163 determination additional work maybe required to facilitate the development (i.e. environmental review, land release and/or ALP informal revisions). While included in this scope, the additional work will not proceed until requested by the FAA and approved by the City.
Specific items of work will include:
As conceived, the following tasks are meant not only to facilitate decision support, but also to provide forward progress toward a land release process in the event a formal land release is necessary.
Task 1 -T-Hangar Development
1.01 Preparation of Section 163 request for the FAA
1. Documentation review CONSULT ANT will research and document the proposed project and the AIP reimbursement question related to select parcels within the subject land area and Section 163 applicability
11. FAA coordination CONSL TANT will outreach to FAA ADO to share information, understand current guidance, explore other courses of action and seek additional recommendations and guidance. CONSUL TNA Twill prepare a letter for Section 163 request on behalf of the City.
1.02 Preparation of CatEx request - if required by the FAA:
i. Documentation review CONSULTANT will research readily available data for the following resource categories, as outlined under FAA SOP
5.00:
1. Natural Historic Preservation Act (NHP A) resources;
2. Department of Transportation Act: Section 4(f) and 6(f) resources;
3. Natural, Ecological or Scenic resources
a. Threatened or Endangered Species
b. Fish and Wildlife Coordination Act
c. Wetlands and Other Waters of the US
d. Floodplains
e. Coastal Resources
f. National Marine Sanctuaries
g. Wilderness Areas
A-1 04/10
h. Farmland
1. Energy Supply and Natural Resources
J. Wild and Scenic Rivers
k. Solid Waste Management;
I. Disruption of an Established Community;
m. Environmental Justice;
n. Surface Transportation;
o. Noise;
p. Air Quality;
q. Water Quality;
r. Highly Controversial on Environmental Grounds;
s. Inconsistent with Federal, State, Tribal or Local Law; and t. Light Emissions, Visual Effects, and Hazardous Materials u. Public Involvement
v. Indirect/Secondary/Induced Impacts
11. CATEX Preparation This task includes the completion of the required CA TEX form for submittal to the FAA. This task includes the documentation of the potential impacts for each resource category, as dictated by the CA TEX form and the FAA reviewer. This task assumes that the environmental impacts do not trigger any significance thresholds, per FAA guidance. If thresholds are found to be triggered by the proposed actions, then the Scope of Services will have to be amended to account for additional analysis and documentation requirements.
iii. Response to Comments An electronic version of the text will be provided for review and comment. Once all comments have been addressed, the CA TEX will be submitted to the FAA San Francisco Airports District Office (ADO).
1.03 ALP Update (Informal Revision)- ifrequired by the FAA:
1. Using CAD files provided by the SPONSOR, CONSUL TANT will update the full ALP drawing set as needed to reflect the proposed facility, as required by the FAA. Any references to this facility throughout the ALP set will be updated appropriately.
ii. Response to Comments After review by the SPONSOR changes to the draft ALP will be made as needed by CONSUL TANT based on one (1) consolidated set of comments from the SPONSOR.
111. FAA Coordination The CONSULTANT will coordinate submittal of the revised ALP to the FAA for review and comment. CONSULT ANT will respond to any FAA comments as they pertain to the changes in this informal revision and will submit the revised ALP for the F AA's files.
FAA approval for this change is not required per the 11 /24/20 memo.
Comments not related to these specific changes will be addressed in the upcoming master plan project. Any delay providing comments by the SPONSOR or FAA may affect the project schedule.
Task 2 - Proposed College Development
2.01 Preparation of Section 163 request for the FAA
1. Documentation review CONSULT ANT will research and document the proposed project and the AIP reimbursement question related to select parcels within the subject land area and Section 163 applicability.
A-2 04/1 0
11. FAA coordination CONSL TANT will outreach to FAA ADO to share information, understand current guidance, explore other courses of action and seek additional recommendations and guidance. CONSUL TNA Twill prepare a letter for Section 163 request on behalf of the City.
2.02 FAA Land Release - if required by the FAA:
i. A narrative will be prepared that describes, in detail, the proposed airport land release. The purpose for the release will be documented and will include a discussion of FAA procedures and policies related to the release of land. Prepare a report containing the above referenced tasks as well as the following items from the FAA's Land Release checklist:
1. Obligating Conveyance Instrument or Grant
a. Include City provided documents regarding the deed
b. Provide research and write-up identifying if the airport is obligated by grant agreements
2. Property Description and Airport Graphics
a. Include City provided legal description
b. Include Airport graphics
3. Property Condition
a. Include write-up on Property Condition
4. Federal Obligations
a. Airport purposes under the terms of the Quitclaim Deed b. Airport purposes under grant agreements
c. State whether the land was acquired for noise abatement purposes
5. Purpose/Kind of Release
a. Provide a write-up of why the release is being sought
6. Justification for Release
a. Provide written reasons and justification for the release, including why the land is not needed for airport purposes and what prevents the land from being used for airport purposes b. The intent of the City is to lease the property, therefore, no written documentation will be provided regarding selling the land
7. Fair Market Value and Disposition of Land Being Sold a. Incorporate land appraisal, performed by others and provided to the Consultant by the City
8. Resolution and Reinvestment Agreement
a. Provide templates to the City regarding a Resolution and Reinvestment Agreement
2.03 Preparation of CatEx request - if required by the FAA:
i. Documentation review CONSULTANT will research readily available data for the following resource categories, as outlined under FAA SOP
5.00:
9. Natural Historic Preservation Act (NHP A) resources;
10. Department of Transportation Act: Section 4(f) and 6(f) resources;
11. Natural, Ecological or Scenic resources
a. Threatened or Endangered Species
b. Fish and Wildlife Coordination Act
A-3 04/1 0
c. Wetlands and Other Waters of the US
d. Floodplains
e. Coastal Resources
f. National Marine Sanctuaries
g. Wilderness Areas
h. Farmland
1. Energy Supply and Natural Resources
J. Wild and Scenic Rivers
k. Solid Waste Management;
I. Disruption of an Established Community;
m. Environmental Justice;
n. Surface Transportation;
o. Noise;
p. Air Quality;
q. Water Quality;
r. Highly Controversial on Environmental Grounds;
s. Inconsistent with Federal, State, Tribal or Local Law; and t. Light Emissions, Visual Effects, and Hazardous Materials u. Public Involvement
v. Indirect/Secondary/Induced Impacts
11. CATEX Preparation This task includes the completion of the required CA TEX form for submittal to the FAA. This task includes the documentation of the potential impacts for each resource category, as dictated by the CA TEX form and the FAA reviewer. This task assumes that the environmental impacts do not trigger any significance thresholds, per FAA guidance. If thresholds are found to be triggered by the proposed actions, then the Scope of Services will have to be amended to account for additional analysis and documentation requirements. iii. Response to Comments An electronic version of the text will be provided for review and comment. Once all comments have been addressed, the CA TEX will be submitted to the FAA San Francisco Airports District Office (ADO).
2.04 ALP Update (Informal Revision) - if required by the FAA:
1. Using CAD files provided by the SPONSOR, CONSULT ANT will update the full ALP drawing set as needed to reflect the proposed facility, as required by the FAA. Any references to this facility throughout the ALP set will be updated appropriately.
11. Response to Comments After review by the SPONSOR changes to the draft ALP will be made as needed by CONS ULT ANT based on one (1) consolidated set of comments from the SPONSOR.
111. FAA Coordination The CONSUL TANT will coordinate
submittal of the revised ALP to the FAA for review and comment.
CONSULT ANT will respond to any FAA comments as they pertain to the changes in this informal revision and will submit the revised ALP for the FAA' s files. FAA approval for this change is not required per the 11/24/20 memo. Comments not related to these specific changes will be addressed in the upcoming master plan project. Any delay providing comments by the SPONSOR or FAA may affect the project schedule.
A-4 04/10
Meetings & Coordination
No in-person meetings are anticipated with the Airport/City but will instead be conducted via digital platform. Up to 2 calls will be conducted with the City and 2 calls with the FAA to coordinate, share information, seek input and guidance, and review options regarding subject property.
Assumptions:
The conditions or considerations in developing the scope and fee for the project described above include:
1. No property/deed searches or boundary surveys
2. No CEQA documentation or environmental permits
3. Assumes a CAT Ex would be the level of NEPA review required
4. Any changes to the ALP outside of the proposed facilities.
5. No performing technical resource studies and surveys.
6. No development and evaluation of a range of alternatives for airport development.
7. No additional airspace analysis, including recent Engineering Brief 99 updates.
8. No updates or changes to critical aircraft.
9. No site visits.
10. Any property appraisal will be provided by the City Project Fee:
At the request of the SPONSOR, the CONSULT ANT proposed to provide the scope of services on a time and materials basis not-to-exceed limit of forty thousand five hundred fourteen dollars and no cents ($40,514.00), as itemized in Schedule 'B'.
Additional Services:
Payment for any additional services requested by the SPONSOR will be performed on a time-and-expense basis in conformance with the Billing Rate Schedule supplied by the CONSUL TANT. Additional work scope and budget must be established between SPONSOR and CONSULT ANT prior to the start of any additional work and authorized in writing by the SPONSOR.
END OF SCHEDULE
A-5 04110
PROJECT:
SERVICES:
CLIENT:
CLIENT MGR:
CONT PHASE
NO. NO.
Reedley Airport Airport Development Support
Planning
City of Reedley
Sarah Reid
Task 1: T-Hangar Development
1.01: Section 163 Request
1.02: CatEx (if required by FAA)
1.03: ALP Update (if required by FAA)
Task 2: Proposed College Development
2.01: Sectin 163 Request
TASK
2.02: FAA Land Release (if requrired by FAA)
2.03 : Preparation of Cat Ex (if requried by FAA)
2.04: ALP Update (If required by FAA)
C&S ENGINEERS, INC.
ENGINEERING SERVICES
WORK SUMMARY
c
2l
~ C
c 0
2l 0
"5 ci rn ·c C (!)
(~ Cf)
S 135.00 S 175.00
70 6
8 32
30 6
118 16
16 40 10
32 30 6
All Tasks Total 188 22
ci TOTAL
ti LABOR
~ HOURS n
$ 217.00
22 98
12 20
6 38
4 40
30 164
12 28
8 58
6 38
4 40
52 262
Date: December 22, 2021
Service Group Mgr:
Facility Manager:
Project Manager:
Project Number:
TOTAL
LABOR
$15,274
$3,684
$5,622
$5,968
$25,240
$4,764
$8,886
$5,622
$5,968
$40,514
Lance McIntosh
Michael Dunne-Vecchio
Kelly Moulton
H35.TBD
DIRECT SERVICES BY
COSTS OTHERS
~
~
TOTALS
$15,274
$3,684
$5,622
$5,968
$25,240
$4,764 s
$8,886
$5,622
$5,968
$40,514
m
PROJECT NAME:
PROJ DESCRIPTION ·
CLIENT:
CLIENT MANAGER:
ENGINEERING SERVICES
COST SUMMARY
SCHEDULE "B"
Reedley Airport Airport Development Support
Planning
City of Reedley
Sarah Reid
DATE:
A/E:
PROJECT NO
C&S CONTACT:
December 22, 2021
C&S Engineers, Inc.
H35.TBD
PROJECT MANAGER
Michael Dunne-Vecchio
Kelly Moulton
I. DIRECT SALARY , OVERHEAD & PROFIT COSTS:
TITLE
A. DIRECTOR
B. SEN IOR CONSULTANT
C . CONSULTANT
IV. TOTALS:
B-1
RATE OF PAY
($/HR) @
217.00 X
175.00 X
135.00 X
HOURS
52 22
188
TOTAL ESTIMATE OF LABOR:
TOTAL PLANNING SERVICES :
COST
$11,284
$3,850
$25,380
$40,514
$40,514
BUDGET AMENDMENT
RESOLUTION 2023-026
The City Council of the City of Reedley does hereby amend the 2022-2023 Budget as follows:
SECTION I - ADDITIONS
Account Number
041-4730.6734
041-4730.6736
041-4730.6814
041-4730.3000
Total
Account Description
Above Ground Fuel Tanks FAA Share
Above Ground Fuel Tanks City Share
Design Hagar Project
Professional Services
Amount
$ 7,966
$ 886
$ 8,852
$ 4,764
$ 22,468
Purpose: Staff is requesting appropriations to begin the work on idenifying new structures on the Airport Layout Plan (ALP)and the environmental work required by the Federal Aviation Administration (FAA) for this pen and ink update.
SECTION II - SOURCE OF FUNDING
Account Number
041-2710
041-3707
041-3922
Total
Account Description
Airport Enterprise Unallocated Fund Balance $
Airport Miscellaneous $
Above Ground Fuel Tank Design FAA $
$
Amount
9,738
4,764
7,966
22,468
Impact: Staff is requesting $22,468 in approriations to start the process for identifying new structures on the Airport Layout Plan (ALP). These items include the development of a row of hangars, buildings associated with Reedley College Flight Science Program and the design and construction of the above ground fuel tanks.
REVIEWED: RECOMMENDED:
f4.. ~ 'f/'Z(}/-z,'3
Assistant City Manager City Manager
The foregoing resolution was approved by the City Council of the City of Reedley on April 25, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN: APPROVED:
Anita Betancourt, Mayor
ATTEST:
Ruthie Greenwood, City Clerk
DATE: April 25, 2023
REEDLEY CITY COUNCIL
~ Consent
D Regular Item
D Workshop
D Closed Session
D Public Hearing
ITEM NO: I\ ----
TITLE: ADOPT RESOLUTION NO. 2023-027 APPROVING AN UPDATED CITY
PERSONNEL POLICIES & PROCEDURES MANUAL
SUBMITTED: Darla Bello, Senior Human Resources Analyst ~ APPROVED: Nicole R. Zieba, City Manager
RECOMMENDATION
That the City Council adopt Resolution No. 2023-027 approving a revised City Personnel Policies & Procedures (P&P) manual, effective upon adoption.
EXECUTIVE SUMMARY
An agency's personnel policy manual is a vital document for the efficient and effective operation of the City, and as such should be reviewed regularly. The Administrative Services Department retains primary responsibility for maintaining the document; however, supervisors and employees from all departments/divisions in the City have input throughout the year and during the annual review process.
This updated draft includes revisions to align the City's policies with new federal and State law, codify existing practices, clarify ambiguities in the previous language, and fix typographical errors that existed in the current edition. The revised manual has been circulated to department heads, supervisors, and the bargaining associations for review and comment. The last time this manual was approved in its entirety was April 2022.
SUMMARY OF CHANGES
The following is a brief overview of the proposed additions and revisions in the order in which they appear in the document. A detailed summary of proposed changes is attached along with a full copy of the Personnel Policies & Procedures Manual. A full copy of the manual may also be found on the City's website or available for inspection at City Hall.
• Definitions
This section is being modified to add a definition due to changes in California law. • Section 2.013 Probation
The definition for probation was modified to clarify that probationary periods apply to new and existing employees for any appointment to a new position . • Section 3.012 Flex/Makeup Time
Language in this section is being modified to add the ability to flex a full workday from a scheduled workday to a regular day off.
• Section 3.016 A. 1. g. 2. Full-time Employees Protected Sick Leave Section 3.016 A. 2. 2. Part-time Sick Leave
The definition for the use of sick leave is being updated add "designated person" to the eligible list of individuals for whom an employee may use this leave. • Section 3.016 B. Funeral/Bereavement Leave
For full-time employees, an additional two days of unpaid leave for a total of five days of funeral/bereavement leave pursuant to AB 1949. A paragraph has also been added to this section to provide a total of five days of unpaid funeral/bereavement leave pursuant to AB 1949 for part-time employees. Lastly, removes a requirement that a member of the employee's immediate family, as defined, has been residing in the employee's home.
• Section 3.016 L. Meal Periods
This section is being modified remove language that was found not to apply to public agencies. • Section 3.016 P. California Family Rights Act (CFRA)
Similar to aforementioned revisions to full and part-time employee sick leave, this section is being modified to add "designated person" to the list of eligible individuals for whom an employee may request to use leave pursuant to the California Family Rights Act. • Section 3.020 Employee Awards
Employee service award amounts are proposed to be increased by a range of $25-$100 for each milestone year starting at five years and capping at 40 years. It has been many years since these amounts were originally established, with this revision helping to keep the awards commensurate with the significance of the service milestone.
• Section 5.007 B. 2. Pre-"Skelly" Hearing Procedures
This section is being updated to clarify that, excluding Department Heads, "Skelly" procedures shall be required for all disciplinary actions affecting the employee's economic status, such as a suspension without pay.
• Section 7.006 F. Outside/Secondary Employment City Resources A revision is needed to clarify that City facilities are included in the prohibited use of City Resources for Outside/Secondary Employment purposes.
BACKGROUND
Each employee of the City of Reedley is important and plays an essential role in the effort to provide the community with a high level of service. The Personnel Policies & Procedures manual is provided as a guide to each employee regarding important City personnel policies and procedures. These policies and procedures supersede and replace all previous personnel policies, procedures, practices and guidelines and shall control all personnel practices of the City except where a Memorandum of Understanding with an employee bargaining group expressly creates a particular and specific written exception or alternative.
FISCAL IMPACT
There is no financial impact of adopting a revised personnel manual.
ATTACHMENTS
Summary of Proposed Changes to the City Personnel Policies & Procedures Manual Resolution #2023-027, with Exhibit "A", Personnel Policies & Procedures Manual P::iriA ? f"'lf ? ' .... ~ - ~--
2023 Summary of Proposed P&P Changes
DEFINITIONS
Designated Person: A designated person, as provided for in Section 245.5 (c) of the Labor Code, means a person identified by the employee at the time the employee requests paid sick days.
2.013 Probation
The probationary or working test period is an integral part of the examination process. It shall be utilized to observe closely the employee's work, to secure the most effective adjustment of a-new or promoted employee to theany employee (new or existing) appointed to a new position, and to reject any employee whose performance does not meet required work standards.
3.012 Flex/Makeup Time
Flex or Makeup Time work provides an exception to the daily overtime requirements set forth under law, which allows an employee to miss work for personal reasons and make it up by working overtime in the same workweek without receiving premium pay. All makeup work exceptions require: 1) a written request by the employee to make up time that would be lost by the employee due to a personal obligation; 2) total hours worked in one day including makeup hours, may not exceed 11 hours nor may the hours worked exceed 40 hours in the workweek. Hours lost and made up must be in the same workweek, defined by the City as Wednesday through Tuesday. Employees on an alternative schedule; i.e. 4/10 or 9/80, are limited to a maximum of three hours of makeup work per day instead of the 11 hour daily maximum set forth for employees on a 5/8 scheduleJf requested in writing and approved by the department head, an employee on an alternative work schedule may flex one entire regularly scheduled workday to a regularly scheduled day off.
Alternative Work Schedule Examples:
• An employee working a 4/10 schedule may request to take three (3) hours off on one workday, for a total of seven (7) hours worked on that day, and work an additional three hours the next workday, for a total of 13 hours for the makeup workday.
• An employee working a 4/10 schedule may request to work on Saturday, their regularly scheduled day off, instead of Friday, their regularly scheduled workday.
An employee's supervisor has the right to deny a request for makeup time.
3.016 Leaves and/or Time Off Work
The following types of leaves and time off work observed by the City, include, but are not limited to: sick leave; bereavement leave; military leave; civil leave; court appearance; pregnancy leave; compensatory leave; leave without pay; vacation; and holidays with pay. All leaves may be granted by the Department Head in conformance with rules established for each type of leave and applicable laws and shall receive the approval of the City Manager, as specified. All departments are required to prepare permanent records of any absence from duty for their respective employees.
All time off requested by an employee must be earned before the time is taken, with Leave Without Pay authorized by the City Manager and eligible protected leave being the only exceptions. All accruals are available to be used by the employee as of the first of the month following the posting date. Although an employee requests time off in advance and receives approval from their supervisor, the employee must have sufficient accrual balances available to cover the time off when it is taken. Employees should strive to provide as much notice for discretionary leave 1 2023 Summary of Proposed P&P Changes
requests (e.g. vacation, administrative leave, comp time, floating holiday, etc.). Department Heads may establish and distribute written internal leave request submittal policies.
A. Sick Leave
1. Full-time Employees - All regular full-time and probationary employees who have completed one pay period of continuous service are eligible for sick leave. Sick leave with pay is granted by, and can only be used for the following reasons: personal illness, injury, or physical incapacity resulting from causes beyond the employee's control; enforced quarantine of the employee in accordance with community health regulations; to keep a doctor's or dentist's appointment; or after bereavement leave has been exhausted when approved by the City Manager, the death of an eligible family member, as defined in Section 3.016 B. or applicable MOU; or an FMLA and/or CFRA certified serious illness of a member of the employee's immediate family, as defined under FMLA and/or CFRA. All sick leave requests must be approved by the employee's supervisor.
Employees must notify their supervisor that they are ill before the start of each work day unless otherwise authorized. Probationary employees who have worked a full pay period, as defined in paragraph a. below, shall accrue sick leave but are not eligible to use it until the first day of the month following the posting date. Employees are required to use sick leave for all time off due to work-related (workers' compensation) injuries or illnesses if the employee is not completely off work on temporary total disability and receiving workers' compensation benefits.
g. Protected Sick Leave (formerly Kin Care). One-half of an employee's annual sick leave accrual, up to 6 days or 48 hours, may be used in any calendar year for the following reasons pursuant to SB 579. The annual maximum amount of Protected Sick Leave will generate on the first payroll each January for current full-time employees. A new full-time employee's Protected Sick Leave accrual shall be prorated based on the employee's hire date within the calendar year. Use of Protected Sick Leave is subject to the available sick leave balance as determined in Section
3.016 A. Leaves and/or Time off Work.
1. The diagnosis, care, or treatment of an existing health condition of, or preventive care for, an employee.
2. The diagnosis, care, or treatment of an ex1stmg health condition of, or preventive care for, an employee's eligible family member or designated person. An employee's eligible family member as defined in Section 245 .5 ( c) of the Labor Code is the employee's child, parent, spouse, registered domestic partner, grandparent, grandchild, or sibling. A designated person, as provided for in Section 245.5 (c), means a person identified by the employee at the time the employee requests paid sick days. As permitted under Section 245.5 (c), the employee is limited to one designated person per calendar year.
2. Part-time Employees - In accordance with AB 1522, part-time employees who have worked thirty (30) days in a twelve-month period are eligible to accrue sick leave at the rate of twenty-four (24) hours for the fiscal year. Time shall be credited at the beginning of the fiscal year for part-time employees who meet the 30 days worked criteria.
Employees who have not yet worked 30 days in a twelve-month period, will receive 24 2 2023 Summary of Proposed P&P Changes
hours upon the completion of the 30th day worked in a twelve month period. No sick leave accrual shall be carried over to the following fiscal year. Part-time employees are not eligible to use accrued paid sick time off until the 90th day of employment, defined as the number of days worked. Part-time employees must request sick leave in increments of not less than two (2) hours. Employees who have not worked in a twelve-month period shall be considered a new employee for purposes of sick leave accrual and usage. Parttime employees may not request more paid sick leave time for any given work day than they are normally scheduled to work. All requests for use of part-time sick leave must include a general qualifying reason.
Part-time sick leave may be used for the following reasons pursuant to AB 1522:
2. The diagnosis, care, or treatment of an existing health condition of, or preventive care for, an employee's family member or designated person. An employee's eligible family member as defined in section 245.5 (c) of the Labor Code is the employee's child, parent, spouse, registered domestic partner, grandparent, grandchild, or sibling . . A designated person, as provided for in Section 245.5 (c), means a person identified by the employee at the time the employee requests paid sick days. As permitted under Section 245.5 (c), the employee is limited to one designated person per calendar year.
B. Funeral/Bereavement Leave
_1._A full-time employee may use a maximum of three days (24 hours) paid bereavement leave time to attend a funeral or grieve the passing of a member of the employee's immediate family. Pursuant to AB 1949 an employee may take an additional two days (16 hours) of unpaid bereavement leave. Employee may use any accrued sick leave, vacation, comp time, or other accrued paid leave for the unpaid portion of their bereavement leave. Bereavement leave does not need to be taken consecutively, however, all bereavement leave must be taken within three (3) months of the family member's death. Employee must be in a paid status at the time of request for paid bereavement leave. If additional time, beyond five (5) days, is required, accumulated vacation time or sick leave may be used when approved by the City Manager
2. A part-time employee may use a maximum of five (5) days of bereavement leave. The maximum number of hours an employee may request per day shall be based on the average daily hours worked for the month prior to the first date of the employee's leave.
Part-time bereavement leave is an unpaid leave, however the employee may use available accrued part-time sick leave, if the employee is eligible to use part-time sick leave, for unpaid bereavement leave.
For Funeral/Bereavement Leave, a member of the employee's immediate family is defined as a spouse, son, daughter, stepchild, brother, sister, father, mother, father-in-law, mother-in-law, brother-in-law, sister-in-law, grandchild, or grandparent. At the sole discretion of the City Manager, this definition may be extended on an individual basis to include any other relative.:. living in the employee's home.
3 2023 Summary of Proposed P&P Changes
L. Meal Periods
Unless otherwise addressed by an MOU, the City shall not employ any person for a work period of more than five (5) hours without a meal period of not less than 3 0 minutes, except that when a work period of not more than six (6) hours will complete the day's work the meal period may be waived by mutual consent of the employer and the employee. Except for when an employee 1.vill complete the day's work in not more than six (6) hours, the meal period may be delayed beyond five (5) hours only when a lunch waiver request is submitted, on a per incident basis, by the employee and approved by the supervisor in the City's timekeeping system.
Unless the employee is relieved of all duty during a 30 minute meal period, the meal period shall be considered an "on duty" meal period and counted as time worked. An "on duty" meal period shall be permitted only when the nature of the work prevents an employee from being relieved of all duty and when a lunch waiver request is submitted, on a per incident basis, by the employee and approved by the supervisor in the City's timekeeping system.
Meal periods are set by Department Heads. The Department Head will try to schedule meal periods at a time that will suit the needs of both the employee and the department. In order to ensure continuous service to the public, certain offices and functions must be staffed at all times. For this reason, all employees may not be permitted to go to lunch at the same time.
P. Protected Leave
2. California Family Rights Act (CFRA)
The California Family Rights Act (CFRA) was established to ensure secure leave rights for the following:
• To bond with a new child by birth, adoption, or foster care placement, within one year of the child's birth, adoption, or foster placement • To care for a child, spouse, domestic partner, parent, grandparent, grandchild, er sibling, or designated person with a serious health condition. • For the employee's own serious health condition
• For a qualifying exigency related to the active duty or call to covered active duty of a spouse, domestic partner, child,---Br parent, or designated person in the Armed Forces of the United States
CFRA Definitions
Designated Person - Any individual related by blood or whose association with the employee is the equivalent of a family relationship. Employee shall be limited to one designated person in the 12-month CFRA entitlement period.
3.020 Employee Service Award Recognition Program
It is the policy of the City Council to recognize full-time employees for their cumulative years of service, with the City of Reedley, to the community at five-year intervals. An employee's cumulative years of service as of December 31 st each year will be used to determine eligibility for 4 2023 Summary of Proposed P&P Changes
a service award the following calendar year. With the exception of a retiring employee, to receive a service award, an employee must be an active employee at the time of the award presentation event. No rounding up is allowed except when an employee is retiring from City service the following year and the time worked from January pt to their retirement date will reach the years of service interval for an award.
Employees will be recognized with a service award valued at the specific amount corresponding to the employee's years of service. The value of the service award will be based on years of service table shown below:
Years of Service Service Award Valued at:
5 $'.7§.QQ$100.00
10 $ ± GG.GG$150.00
15 $ ± §Q.GQ$200.00
20 $~GG.GG$250.00
25 $~§Q.QQ$300.00
30 $~QQ.QQ$350.00
35 $~§Q.QQ$450.00
40 $4 GG.GG$500.00
5.007 Discipline
B. Disciplinary Procedures
2. Pre-"Skelly" Hearing Procedures
Excluding Department Heads, "Skelly" procedures shall be required for all disciplinary actions affecting the employee's economic status. In the case of dismissals, demotions, and suspensions without pay, prior to the "Skelly" hearing, the employee shall be furnished with a written notice of proposed discipline. The written notice shall contain the nature of the proposed action, the reasons and supporting documents, and the right of the employee to address the charge orally or in writing.
7.006 Outside/Secondary Employment.
F. City Resources. Employees are prohibited from using any City equipment, facilities, or resources in the course of or for the benefit of any outside employment. This shall include the prohibition of access to official records or databases of the City or other agencies through the use of the employee's position with the City.
5 RESOLUTION NO. 2023-027
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REEDLEY
AMENDING & APPROVING AN UPDATED CITY PERSONNEL POLICIES &
PROCEDURES MANUAL
WHEREAS, the updated City Personnel Policies and Procedures Manual, attached hereto as Exhibit "A" includes revisions to align policies with new Federal and State law, codify existing practices, clarify ambiguities in the previous language, and fix typographical errors that existed in the current edition.
WHEREAS, the following areas and topics have been added, updated or changed :
• Definitions
• Probation
• Flex/Makeup Time
• Full-time Employees Protected Sick
Leave
• Part-time Sick Leave
• Funeral/Bereavement Leave
• Meal Periods
• California Family Rights Act
• Employee Awards
• Pre-"Skelly" Hearing Procedures
• City Resources
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Reedley approve the updated Personnel Policies and Procedures Manual, attached hereto as Exhibit "A", and authorize that it supersedes and replaces all previous versions and is effective April 25th , 2023.
This foregoing resolution is hereby adopted this 25th day of April, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Anita Betancourt, Mayor
ATTEST:
Ruthie Greenwood, City Clerk
1 - 1 -
Exhibit "A"
CITY OF REEDLEY
Personnel
Policies & Procedures
Approved by City Council -
Personnel Policies and Procedures
Table of Contents
INTRODUCTION .......................................................................................................................... 1 DEFINITIONS ... ........................................................................................................................... 2 SECTION 1.000 - CLASSIFICATION ...................................................................................... . 9
1.001 Purpose ............................................................................................................................ 10
1.002 Composition of the Classification Plan ........................................................................... 10
1.003 Administration of the Classification Plan ....................................................................... 10
1.004 Classification Changes .................................................................................................... 10
1.005 Reclassification ............................................................................................................... 10 SECTION 2.000 - EMPLOYEE SELECTION & NEW HIRE PROCEDURES .................. 11
2.001 Recruitment ..................................................................................................................... 12 A. Types of Recruitments ........................................................................................... 12
1. In-House Recruitment ................................................................................... 12
2. Open (Outside) Recrnitment ......................................................................... 12
2.002 Notificatio11 ..................................................................................................................... 12
2.003 Acceptance of Applicants ............................................................................................... 13
2. 004 References ....................................................................................................................... 13
2.005 Disqualification ............................................................................................................... 13
2.006 Equal Opportunity Policy Statement .............................................................................. 14
2.007 Fair Employment Practices ............................................................................................. 14
2.008 Competitive Examinations .............................................................................................. 14 A. Types of Examinations .......................................................................................... 15
1. Writte11 Test .................................................................................................. 15
2. Oral Test ........................................................................................................ 15
3. Performance Tests ......................................................................................... 15
4. Physical and/or Psychological Test .............................................................. 15
5. Training and Experience ............................................................................... 15 B. Rati11g Examinations .............................................................................................. 15 C. Notifications of Examination Results .................................................................... 15 D. Eligibility List ........................................................................................................ 16 E. Department Certification ....................................................................................... 16
2.009 New Hire Procedures ...................................................................................................... 16 A. New Hire Paperwork .............................................................................................. 1 7 B. Direct Deposit Requirement .................................................................................. 18 C. Benefits Effective Dates ....................................................................................... 18 D. Dependent Eligibility Documents .......................................................................... 18
2.010 E1nployee Appointments ................................................................................................. 18 A. Regular Employees ................................................................................................ 18 B. Probationary Employees ........................................................................................ 18 C. Non Full-time Employees ...................................................................................... 18 D. Conditional Employee Appointments .................................................................... 19 E. Employees Who are Also Volunteer Firefighters .................................................. 19
2. 0 11 Lateral entry Pro gram ..................................................................................................... 19 A. Policy ..................................................................................................................... 19 B. Definition ............................................................................................................... 19 C. Probationary Period .................... .' .......................................................................... 19 D. Compensatio11 ........................................................................................................ 19 E. Be11efits .................................................................................................. ................ 19
2.012 Promotions .......................................................................................................... ............ 20
2.013 Probation ......................................................................................................................... 20 A. Duration ................................................................................................................. 20 B. Evaluation of Performance .................................................................................... 20 C. Dismissal ................................................................................................................ 20 D. Probationary Period Reports ................................................................................. .20 E. Failure to Complete Probation .............................................................................. .21
2.014 Nepotism and Conflicting Personal and/or Business Relationships ............................... 21 A. Purpose & Scope .................................................................................................... 21 B. Restricted Duties & Assignments .......................................................................... 21 C. Employee's Responsibility .................................................................................... 21 D. Supervisor's Responsibility ................................................................................... 21
2.015 Employees and Commissions, Committees, and Elected Office .................................... 22 SECTION 3.000- COMPENSATION/BENEFITS ................................................................... 23
3.001 Compensation ................................................................................................................. 24
3.002 Use of Salary Ranges ................... .. ............................ .......... .......................................... . 24 3 .003 Management Employees ................................................................................................. 24 3 .004 Total Re1nuneration ........................................................................................................ 25 3 .005 Compensation on Promotion .................................................... ....................................... 25 3 .006 Compensation on Demotion ................................. .. ........................................................ 25 3 .007 Compensation on Transfer .............................................................................................. 25 ii
3.008
3.009
3.010
3.011
3.012
3.013
3.014
3.015
3.016
Compensation on Change in Range Assigmnent ............................................................ 25 Compensation on Position Reclassification .................................................................... 26 Out-of-Class Pay ............................................................................................................. 26 Compensatory Time Off in Lieu of Overtime ................................................................ 26 Flex/Makeup Time .......................................................................................................... 26 Payroll Errors .................................................................................................................. 27 Une1nploy1nent Insurance ............................................................................................... 27 Workers' Compe11sation ................................................................................................. 28 A. Workers' Compensation Checks ............................................................................ 28 Leaves and/or Ti1ne off Work ......................................................................................... 29 (1) Order of Leave Usage ............................................................................................ 29 A. Sick Leave .............................................................................................................. 30
1. Full-time Employees ..................................................................................... 30
2. Part-time Employees ..................................................................................... 32
3. Transition from Part-time Employee to Full-time Employee ....................... 33
4. Transition from Full-time Employee to Part-time Employee ....................... 33 B. Funeral/Bereavement Leave .................................................................................. 33 C. Military Leave ........................................................................................................ 33 D. Civil Leave ............................................................................................................. 34 E. Court Appearance .................................................................................................. 34 F. Leave Without Pay ................................................................................................. 34 G. Payment of Medical Premiums .............................................................................. 35 H. Compensatory Leave ............................................................................................. 36 I. U11autl1orized Leave ............................................................................................... 36 J. Vacation ................................................................................................................. 36
1. Probatio11ary Period ...................................................................................... 36
2. Scheduling and Accrual ................................................................................ 36
3. Separation and Reinstatements ..................................................................... 36 K. Holidays with Pay .................................................................................................. 3 7 L. Meal Periods .......................................................................................................... 37 M. Rest Periods ........................................................................................................... 3 7 N. Catastrophic Leave ................................................................................................. 37
0. Administrative Leave ............................................................................................. 39 P. Protected Leave ...................................................................................................... 39
1. Family and Medical Leave Act ..................................................................... 39
2. California Family Rights Act ........................................................................ 41
3. Pregnancy Disability Leave Law ................................................................. .45 iii
4. Notifications .................................................................................................. 46
5. Maximum Length of Protected Leave ......................................................... .4 7
6. Moonlighting while on Protected Leave ...................................................... .47
7. Return from Protected Leave for Employee's Own Serious Health Condition ....................................................................................................... 48 Q. Long-Term Disability Elimination Period ............................................................ .48 R. School and/or Child Care Provider Activities Leave ............................................ .48
1. School/Child Care Provider Activities .......................................... ............... .48
2. School Suspension Meetings ....................................................................... .49 S. Leave for Victims of Domestic Violence or Sexual Assault ................................ .49 T. Voting Leave .......................................................................................................... 50 U. Organ/Bone Marrow Donor Leave Policy ............................................................. 50
3.017 Temporary Light and/or Modified Duties or Temporary Reassigmnent. ....................... 51
3.018 Special Compe11sation ..................................................................................................... 51
3.019 Travel Policy ................................................................................................................... 52
3.020 Employee Service Award Recognition Program ............................................................ 55
3.021 Retirement Gifts Policy ..................................... ....... ....................................................... 55 3 .022 Vehicle Allowance/Mobile Phone Stipend ..................................................................... 56 3 .023 Safety Boots for Part-Time Employees .......................................................................... 56 3 .024 Memorial Donations ....................................................................................................... 56 3 .025 Professional Certification & Continuing Education Expense Reimbursement .............. 56 SECTION 4.000- CHANGES IN EMPLOYMENT STATUS ............................................... 57
4.001 Tra11sfers ......................................................................................................................... 58
4.002 Non-disciplinary/Downgrades ........................................................................................ 58
4.003 Rei11statements ................................................................................................................ 58
4.004 Y-Rating .................................................................................................... .. .................... 59
4.005 Separation ......... ....... : ...................................................................................................... 59 A. Resignation ................... .............................................. ........................................... 59 B. Disability ................................................................................................................ 59 C. Death ...................................................................................................................... 59 D. Retirement .............................................................................................................. 59 E. Disinissal ................................................................................................................ 60 F. Layoff ..................................................................................................................... 60
4.006 Removal from Payroll .. ........................................ ................... ....................... ................. 60 SECTION 5.000 - EMPLOYEE CONDUCT AND DISCIPLINE ......................................... 61
5.001 Specific Rules of Conduct .............................................................................................. 62 iv
5 .002 Outside Employment ...................................................................................................... 62 5 .003 Political Activity ............................................................................................................. 63 5 .004 Safety .............................................................................................................................. 63 5 .005 Citywide Attendance Policy ........................................................................................... 63 A. Defi11itions .............................................................................................................. 63 B. Timekeeping & Timecards .................................................................................... 64
5.006 Image ................................................................................................................................... 65 A. Dress and Groomi11g .............................................................................................. 65
1. All En1ployees ............................................................................................... 65
2. Office Apparel .............................................................................................. 65
3. Casual Apparel .............................................................................................. 65
4. Field Work Apparel ...................................................................................... 66
5. U11iforms ....................................................................................................... 66
6. Restricted Apparel ........................................................................................ 66 B. Decor ...................................................................................................................... 66 C. Snacks and Meals ................................................................................................... 67 D. Vel1icle ................................................................................................................... 67 E. Violations ............................................................................................................... 67 F. Exceptio11s .............................................................................................................. 67
5.007 Discipline ........................................................................................................................ 68 A. Forms ofDiscipline ................................................................................................ 68
1. Oral and/or Written Counseling .................................................................... 68
2. Written Repri1nand ........................................................................................ 68
3. Suspe11sion .................................................................................................... 68
4. Demotion ....................................................................................................... 68
5. Dismissal ....................................................................................................... 68 B. Disciplinary Procedures ......................................................................................... 69
1. General Disciplinary Procedures .................................................................. 69
2. Pre-"Skelly" Hearing Procedures ................................................................. 69
3. "Skelly" Hearing ........................................................................................... 70
4. Post "Skelly" Hearing Procedures ................................................................ 70
5. Appeals Procedures ....................................................................................... 70 a. Appeal Procedures for Disciplinary Actions Less than Dismissal ...... 70 b. Appeal Procedures for Disciplinary Actions Involving Dismissal ...... 72 C. Disciplinary Actions Against Temporary, Part-time, or Non-Regular Employees in the Unclassified Service ..................................................................................... 73 V
D. Disciplinary Actions Against a Department Head or Other Management Employee .............................................................................................................. 73
5.008 Policies Affecting the Workplace ................................................................................... 73 A. Americans with Disabilities Act (ADA) ............................................................... 73
1. Statement of Intent ........................................................................................ 73
2. Employ1ne11t Policies .................................................................................... 73
3. Administration & Implementation ................................................................ 74
4. Confide11tiality .............................................................................................. 74
5. Interactive Process ........................................................................................ 74
6. Internal Review Procedures .......................................................................... 75 B. Anti-Harassment and Anti-Discrimination Policy ................................................. 75
1. Purpose/Objective ......................................................................................... 75
2. Scope ............................................................................................................. 76
3. Procedures ..................................................................................................... 7 6 a. Examples of Prohibited Sexual Harassment or Discrimination ........... 76 b. Other Examples of Prohibited Harassment or Discrimination ............ 76
4. Reporting Harassment or Discrimination ..................................................... 77
5. Violations of the Policy Will Result in Discipline ........................................ 78
6. Retaliation Prohibited ................................................................................... 78
7. AB 1825 Compliance .................................................................................... 79
8. AB 1661 Compliance ................................................. _ ................................... 79
9. SB 1343 Compliance .................................................................................... 79 C. Substance Abuse Policy ......................................................................................... 80 D. Workplace Violence Prevention Policy ................................................................. 82 E. Lactation Accommodation Policy .......................................................................... 83
5.009 Paid Administrative Leave .............................................................................................. 83
5.010 Federal Motor Carrier Safety Administration Drug and Alcohol Testing Policy ........... 83 SECTION 6.000 - GRIEVANCES ............................................................................................. 85
6.001 Purpose ............................................................................................................................ 86
6.002 Applicatio11 ...................................................................................................................... 86
6.003 Time Liinits ..................................................................................................................... 86
6.004 Scope ....... .. .................. ............................... ......................................... .............. ... .. ......... 86
6.005 Informal Resolution of Complaints ................................................................................ 86
6.006 Grievance Review Process .............................................................................................. 86 A. First Level of Review ............................................................................................. 86 B. Second Level of Review ........................................................................................ 87 C. Third Level of Review ........................................................................................... 87 vi
D. Fourth Level of Review ......................................................................................... 87
6.007 Represe11tation ................................................................................................................. 87
6.008 Access to I11formatio11 ...................................................................... ............................... 87
6.009 No Reprisals .................................................................................................................... 87
6.010 Reconsideration of a Grievance ...................................................................................... 88 SECTION 7.000 - GENERAL EMPLOYMENT PROVISIONS ........................................... 89
7.001 Yearly Performance Evaluation Process ......................................................................... 90 7 .002 Residency ........................................................................................................................ 90 7 .003 Personnel Records ........................................................................................................... 90
7.004 Use of Technology .......................................................................................................... 90 A. Personal Communication Devices & City Telephones .......................................... 90
1. Purpose & Scope ........................................................................................... 90
2. City-Issued PCD ........................................................................................... 90
3. Individually Owned PCD .............................................................................. 91
4. Use of Personal Communication Devices & City Telephones ..................... 91
5. Use while Driving ................................................... ...................................... 91 B. Electronic Mail .................................................................... ................................... 91
1. Purpose & Scope .................................................. .. ....................................... 91
2. E-mail Right of Privacy ................................................................................ 91
3. Prohibited Use of E-mail .............................................................................. 92 C. Co1nputer Use ........................................................................................................ 92
1. Purpose & Scope ........................................................................................... 92
2. System Inspection or Review ........................................................................ 92
3. City Prope1iy ................................................................................................. 92
4. Unauthorized Duplication of Software ......................................................... 92
5. Inten1et Use ................................................................................................... 93
6. Protection of City Systems and Files ............................................................ 93 D. City Social Media .................................................................................................. 93
1. General .......................................................................................................... 93
2. Definition of Social Media ............................................................................ 93
3. Requirements ................................................................................................ 93
4. Use Policy ..................................................................................................... 94 E. Etiquette Rules ....................................................................................................... 95
1. Definitio11s ..................................................................................................... 95
2. Generally Accepted Standards ...................................................................... 95
3. City Representation ................................................................................ ....... 96
4. Relationship With Others .............................................................................. 96 vii
5. Ethical Rules and Regulations ...................................................................... 96 F. Technology Resource Rights ................................................................................. 96 G. California Public Records Act And Searching Devices And Accounts for Disclosable Records ............................................................................................... 96 7 .005 Ad1ninistrative Policies ................................................................................................... 97
7.006 Outside/Secondary Employment .................................................................................... 97 A. Purpose & Scope .................................................................................................... 97 B. Obtaining Approval ............................................................................................... 97 C. Appeal of Denial of Outside Employment.. ........................................................... 98 D. Revocation/Suspension .......................................................................................... 98 E. Prohibited Outside Employment ............................................................................ 98 F. City Resources ....................................................................................................... 99 G. Changes in Outside Employment Status ................................................................ 99
7.007 Vehicle Use ..................................................................................................................... 99
7.008 Sensitive Information .................................................................................................... 100 A. Definition of Sensitive Information ..................................................................... 100 B. City Informatio11 ................................................................................................... 101 C. Hard Copy Distribution ........................................................................................ 101 D. Electronic Distribution ......................................................................................... I 02 7 .009 Additional Identity Theft Prevention Program ............................................................ .102 A. Covered Accounts ................................................................................................ 102 B. Red Flags ............................................................................................................. 102
1. Alerts, Notifications, or Warnings from Consumer Reporting Agency ..... 102
2. Suspicious Documents ................................................................................ 103
3. Suspicious Personal Identifying Information .............................................. 103
4. Unusual Use of, or Suspicious Activity Related to, the Covered Account. I 04
5. Responding to Red Flags ............................................................................ 104 C. Periodic Updates to Plan ...................................................................................... 104 D. Staff Training ....................................................................................................... 105 E. Oversight of Service Provider Arrangements ...................................................... 105
7.010 Right to Search Property ............................................................................................... 10 5 viii
INTRODUCTION
Each employee of the City of Reedley is important and plays an essential role in our effort to provide the community with a high level of service. This Personnel Policies and Procedures manual is provided as a guide to each employee regarding important City personnel policies and procedures.
These policies and procedures supersede and replace all previous personnel policies, procedures, practices and guidelines and shall control all personnel practices of the City except where a Memorandum of Understanding with an employee bargaining group expressly creates a particular and specific written exception or alternative.
These policies and procedures pertain to all employees in the classified and unclassified service, as defined, and shall be implemented and administered by the City Manager, subject to ordinances and/or resolutions which are in effect. These may be modified, supplemented, interpreted, or clarified by the City Manager in writing, may take the form of an administrative policy separate from these Policies and Procedures, may be reviewed by the City Attorney, and/or adopted by the City Council. Any such changes, where appropriate, may be subject to meet and confer. However, these policies and procedures do not create any contract of employment, expressed or implied, or any rights in the nature of a contract.
1 DEFINITIONS
Absence: Excluding the authorized and statutorily protected leaves discussed in the Citywide Attendance Policy, an absence or absenteeism is defined as any failure to show up for or remain at work as scheduled regardless of the reason. This applies to any assignment, be it a regular shift, overtime work, work related meetings, lunch, etc.
Administrative Leave: The temporary assignment of an employee to a status of leave with or without pay.
Allocation: The assignment of a position to its appropriate class in relation to work perfonned, and the authority and responsibilities exercised.
Anniversary Date: The date on which an individual is placed on the City payroll as a full-time employee. The anniversary date shall not change unless an employee's job classification is changed or the employee is removed from payroll.
Appeal: An application for review of an alleged grievance and/or disciplinary procedure submitted or instituted by an employee to a higher authority.
Applicant: An individual who has completed and submitted an application for employment with the City.
Appointing Authority: The City Manager ( or designee) shall be the appointing authority for all officers and employees of the City except elective officers, the City Attorney, and persons appointed by the Mayor or City Council to the commissions, committees, or other boards.
Appointment: The offer and acceptance of a position authorized by the appointing authority.
Assignment: The allocation of a single position to its proper class in accordance with the duties performed and the authority and responsibility exercised.
Benefit Date: The date which determines eligibility for salary or benefit increases. Such increases in salary or benefits shall be effective on the benefit date.
Business Relationship: Serving as an employee, independent contractor, compensated consultant, owner, board member, shareholder, or investor in an outside business, company, partnership, corporation venture, or other transaction where the City employee's annual interest, compensation, investment, or obligation is greater than $250.
Catastrophic Illness or Injury: A medically-certified illness, injury, impairment, physical or mental condition that prevents an eligible employee from returning to work for a period of thi1iy (30) calendar days or more.
Certification: Endorsement as meeting required minimum standards for a vacant position.
Child: The definition of child for purposes of these policies includes a biological child, an adopted child, a foster child, a stepchild, a legal ward, and a child for whom the employee stands in loco parentis.
City Manager: The executive administrative management position for the City.
Class: A group of positions which are sufficiently alike in general duties ·and responsibilities to warrant the use of the same title, class specification, and pay range. 2 Class Series: A number of classes of position which are substantially similar as to the types of work involved and differ only in rank as determined by the importance of the duties and degree of responsibility involved and the amount of training and experience required. Such classes constitute a senes.
Classification: The act of grouping positions in classes with regard to:
Duties and responsibilities;
Requirements as to education, knowledge, experience and ability; Tests of fitness; and
Ranges of pay
Class Specifications: A written description of a class consisting of a class title, a general statement of the level of work and of the distinguishing features of work, examples of duties, and the desirable qualifications for the class.
Classification Plan: The official or approved system of grouping positions into appropriate classes consisting of:
• An index to the class specifications;
• The class specifications; and
• Rules for administering the classification plan.
Classified Service: All positions in all departments of the City as set forth in the salary schedule and position allocation list, except those positions designated as being in the unclassified service.
Classified employees acting in the capacity of an Unclassified position shall continue to be considered as classified unless they are formally appointed to unclassified position/classification through an approved Employee Action Fonn.
Compensation: The standard rates of pay which have been established for the respective classes of work, as set forth in the compensation plan.
Compensation Plan: The official schedule of compensation approved by the City Council assigning one or more rates of pay to each class title.
Compensatory Leave: Time off from work in lieu of monetary payment for time worked.
Computer System: All computers ( on-site and portable), hardware, software, and resources owned, leased, rented, or licensed by the City of Reedley and its departments which are provided for official use by City employees.
Conflict of Interest: Any actual, perceived or potential conflict of interest in which it reasonably appears that a department employee's action, inaction, or decisions are or may be influenced by the employee's personal or business relationship.
Day: "Day" is any calendar day unless otherwise specified.
Demotion/Downgrade: Assigmnent of any employee from one class to another which has a lower maximum rate of pay.
Department: The primary organizational unit which is under the immediate charge of a Department Head who reports directly to the City Manager.
Department Head: An employee having authority over a department in the interest of the City to transfer, suspend, recall, assign, promote, reward, or discipline employees in an organizational 3 unit, or direct them, or to adjust their grievances, or effectively to recommend such action if in connection with the foregoing, the exercise of such authority is not of merely a routine nature or clerical nature but requires the use of independent judgment. This person may or may not have the title of "Director".
Designated Person: A designated person, as provided for in Section 245.5 (c) of the Labor Code, means a person identified by the employee at the time the employee requests paid sick days.
Designees: Use of the term "City Manager" or "Human Resources representative" includes his/her "designees" who shall have the same authority as the City Manager for the specific matter as delegated.
Disciplinary Action: Includes any action whereby an employee is deprived of any class in which he/she has permanence, including dismissal, suspension, demotion or any reassignment without his/her consent.
Dismissal: Separation from City employment for failure to complete probation or for failure to meet requirements of City employment as provided in these Persom1el Policies and Procedures.
Doctor: A person, other than a close relative, licensed to practice medicine in the state in which treatment is received. The term "doctor" also includes osteopaths, chiropractors, psychiatrists and chiropodists performing eligible services within the scope and limitations of their license.
Domestic Partners: A same-sex or opposite-sex couple who:
1) are 18 years and older
2) are eligible to register a domestic partnership with the California Secretary of State 3) have filed a Declaration of Domestic Partnership with the California Secretary of State Eligible: A person who has successfully met required qualifications for a particular class.
Employee: An individual who is employed by the City and is compensated through the City for payroll for his/her services. Individuals or groups compensated on a fee basis or who are not in an assigned pay range, part-time and temporary employees are not included.
Encryption: The translation of data into a secret code which is the most effective way to achieve data security. To read an encrypted file, access to a secret key or password that enables decryption is required. Unencrypted data is called plain text.
Examination: The process of testing, evaluating, or investigating the fitness and qualifications of applicants and employees.
Excused Absence: Excused absence occurs when all four of the following conditions are met: a) the employee provides sufficient notice to his or her supervisor, b) the reason is found to be credible or acceptable by his or her supervisor, c) such absence request is approved by his or her supervisor, and d) the employee has sufficient accrued paid time off to cover such absence.
Full-Time Employee: An employee working in a position that is allocated on the Master Salary Table as a Full-Time position (federal standard of 2,080 hours per year) and receiving City fulltime benefits. A full-time employee may also be referred to as a regular employee.
Grievance: Any claimed violation, misinterpretation or an inequitable application of an existing Memorandum of Understanding or of the written rules, policies, procedures and/or regulations of 4 the City which adversely affects an individual grievant or a specified group of grievants; provided, however, that such tenns shall not include an action regarding disciplinary proceedings, or any other matters which are otherwise reviewable pursuant to law or pursuant to any rule or regulation having the force and effect of law.
Hard Copy: A physical printout of data stored in a computer; whereas a soft copy exists only electronically.
Hardship Case: When a City employee is off work due to a Family and Medical Leave Act (FMLA) and/or California Family Rights Act (CFRA) and/or Pregnancy Disability Leave Law (PDL) qualified leave and the employee has exhausted all of his/her own leave accrual balances.
Hardship cases are subject to approval by the City Manager who will consider each case individually
Hardware: This shall include, but is not limited to, computers, computer terminals, network equipment, modems or any other tangible computer device generally understood to comprise hardware.
Human Resources Representative: The employee fulfilling the Human Resources Representative role is appointed/designated by the City Manager. The designee(s) fulfilling this role, in practice, will not necessarily have this title.
Immediate Family: Unless otherwise specified, a member of the employee 's immediate family is defined as a spouse, son, daughter, stepchild, brother, sister, father, mother, mother-in-law, fatherin-law, sister-in-law, brother-in-law, grandchild, or grandparent. At the sole discretion of the City Manager, this definition may be extended on an individual basis to include any other relative living in the employee's home.
Immediate Supervisor: "Immediate Supervisor" is the first level administrator having immediate jurisdiction over the grievant and who has been designated to administer grievances.
Leave: An approved type of absence from work as provided by these personnel policies and procedures.
Leave Balance: Sick, Vacation, Compensatory Time, or Administrative Leave, as accrued and available for employee use.
Merit Pay Increases: An increase in compensation established in the compensation plan which may be granted to an employee for meritorious service and completion of a minimum prescribed period of employment in the class.
No Call/No Show: Employees must report their absence each day; failure to do so is considered a no call/no show. Employees must notify their supervisor at least 30 minutes prior to the start of their scheduled shift if they are going to be absent or late except for employees subject to an existing MOU or resolution with alternative procedures in place; otherwise is considered an unexcused absence.
Non Full-Time Employee: Non-full-time employees are individuals who work on an at-will, hourly rated or hourly basis. Such employees are distinguished from regular employees who .work full-time and who receive full-time benefits.
5 Non-Regular Employee: An employee in the unclassified service, who has been hired in an unallocated position, including, but not limited to, temporary employees, contract employees, and part-time employees. Non-regular employees are at-will, hourly rated or hourly basis employees.
Such employees are distinguished from regular employees who work full-time and who receive full-time benefits.
Outside Employment: Any employee of the City who receives wages, compensation or other consideration of value from another employer, organization or individual not affiliated directly with the City for services, product(s) or benefits rendered.
Overtime Pay: Compensation paid to an employee for work performed in accordance with these personnel policies and procedures.
Parent: A parent for the purposes of these policies includes a biological parent, an adoptive parent, a foster parent, a stepparent, a legal guardian of an employee and a person who stood in loco parentis to the employee when the employee was a minor child.
Part-Time Employee: An employee who generally works less than 40 scheduled hours per week, and does not receive City-paid full-time benefits. Part-time employees may be assigned a work schedule in advance or may work on an as-needed basis. Part-time employees are at-will, hourly rated or hourly basis employees.
Part-Time Sick Leave Family Member: For the purposes of these policies, an eligible family member, pursuant to California Labor Code Section 245.5 (c) (1) thru (7), is an employee's child, spouse, parent, domestic partner, grandparent, grandchild, and sibling.
Pay Range: One or more, but more commonly five (5) specific pay rates, assigned to a class of positions as the compensation for that class which may be paid to an employee based upon merit.
Pay Rate: A specific dollar amount, expressed as either an annual rate, a monthly rate, a biweekly rate, or an hourly rate, as shown in the pay plan of the City.
Personal Relationship: Includes, marriage, cohabitation, dating, or any other intimate relationship beyond mere friendship.
Position: Any office or employment, whether occupied or vacant, full-time or part-time, consisting of duties and responsibilities assigned to one individual.
Probationary Period: The test or trial period of employment beginning with the date of the employee's first day of work during which the employee may be separated or demoted from employment without cause or reinstated back to their previous position, if available and acceptable to that Department Head.
Prohibited Substance: Prohibited substance addressed in these policies includes the following:
(i) illegal drugs under state and/or federal law, or any controlled substance taken without a lawful prescription; (ii) lawfully prescribed legal drugs or non-prescription medications that negatively impact the employee's work performance or ability to safely and effectively perfonn the essential job functions of his or her position; and (iii) alcohol in any form of consumable alcohol ( ethyl) in any strength (proof) in any quantity.
Promotion: Assignment of an employee from one class to another which has a higher maximum rate of pay and for which a further probationary period will be served. 6 Protected Sick Leave Family Member: For the purposes of these policies, an eligible family member, pursuant to California Labor Code Section 245.5 (c) (1) thru (7), is an employee's child, spouse, parent, domestic partner, grandparent, grandchild, and sibling.
Regular Appointment: An appointment without time limitation, or special restrictions as to continued employment, other than completion of the probationary period to a position authorized to be filled and made as a result of a certification as prescribed by these rules.
Regular Employee: A full-time employee in the classified service who has successfully completed the probationary period and has been retained as provided for in these personnel policies and procedures.
Relative: An employee's parent, stepparent, spouse, domestic partner, significant other, child (natural, adopted, or step), sibling, or grandparent.
Separation: Removal or voluntary departure of an employee from employment with the City.
Service Provider: Any person or entity that maintains, processes or otherwise is permitted access to customer information or consumer information through the provision of services directly to the City.
Software: This shall include but is not limited to, all computer programs and publications including " shareware." This does not include files created by the individual user.
Subordinate: An employee who is subject to the temporary or ongoing direct or indirect authority of a supervisor.
Supervisor: An employee who has temporary or ongoing direct or indirect authority over the actions, decisions, evaluations, and /or performance of a subordinate employee.
Suspension: An enforced leave of absence with or without pay for disciplinary purposes.
Tardy: A tardy occurs when an employee is not present and ready to begin working at his/her workstation at their scheduled time. Tardiness also occurs when an employee leaves work prior to the end of their scheduled shift without prior approval. The City's existing rounding policy will be taken into account when determining whether or not an employee is tardy.
Temporary Employee: An employee appointed for a temporary time period to a position which is in the unclassified service and may be either full-time or part-time.
Temporary File or Permanent File: Any electronic document, information or data residing or located, in whole or in pmi, on the system, including but not limited to spreadsheets, calendar entries, appointments, tasks, notes, letters, reports or messages.
Transfer: Assignment of an employee from one position to another position. Transfers can take place within a department, between departments, between positions of the same pay range, between positions of the same class or between positions of different classes.
Unclassified Service: Positions excepted from the classified service, unless otherwise provided, including all elected officials, Executive & Mid-Management positions as designated by the current Unrepresented Salary & Benefits Resolution; appointment to non-full-time employment, non-regular employees, or other limited term positions and contract positions compensated on an hourly flat-rate or fee-for-service basis unless designated classified by the City Council. Unless otherwise provided, employees in the unclassified service shall serve at the will of, and be subject 7 to separation from employment without cause by, their appointing authority. Classified employees acting in the capacity of an Unclassified position shall continue to be considered a classified employee unless they are formally appointed to an unclassified position/classification through an approved Employment Action Form.
Under the Influence: Under the influence shall be defined as any measurable presence of a prohibited substance, known or unknown, which may bring about physical or mental impairment that is detected when an employee, potential employee, or volunteer undergoes a drug test at any point in the employment relationship or pre-employment process.
Unexcused Absence: Unexcused absence occurs when one of the four conditions of an excused absence is not met. If it is necessary for an employee to be absent or late for work because of illness or emergency, the employee must notify his or her supervisor generally not later than 30 minutes prior to the employee's scheduled starting time on that same day, unless otherwise expressed in an MOU or resolution.
Work Day: Scheduled number of hours an employee is required to work per day.
Y-Rating: If an employee is receiving compensation above the highest step of the range, the employee's present rate shall be continued as an approved additional step rate for the class ("Yrated"), but no other employee may be adjusted to this rate, and it shall no longer be in effect after the termination of the employment in that class of the incumbent in whose behalf it is authorized. 8 Section 1.000
CLASSIFICATION
9 SECTION 1.000-CLASSIFICATION
1.001 Purpose
The classification plan provides a complete inventory of all positions in the City service and an accurate description and specifications for each class of employment. The plan standardizes titles, each of which is indicative of a definite range of duties and responsibilities and has the same meaning throughout the classified service. The classification plan may contain classes to which there is no current allocation of positions in order to provide for future organizational growth or changes in organizational structure.
1.002 Composition of the Classification Plan
The classification plan shall consist of:
A. A grouping in classes of positions which are approximately equal in difficulty and responsibility, which call for the same general qualifications, and which can be equitably compensated within the same range of pay under similar working conditions; B. Class titles, descriptive of the work of the class, which identify the class; and C. Written specifications for each class of positions.
1.003 Administration of the Classification Plan
The Human Resources Representative is charged with maintenance of the classification plan so that it will reflect the duties performed by each employee in the classified service and the class to which each position is allocated. It is his/her duty to examine the nature of the positions as they are created and to allocate them to the existing class or to create new classes-if there are no appropriate existing classes. The City Manager is also responsible for periodically reviewing the entire classification plan and initiating appropriate changes in allocations of the plan.
1.004 Classification Changes
Whenever a new position is established, or the duties of an old position change, Department Heads shall submit in writing a comprehensive job description describing in detail the duties of such a position. The City Manager shall thereupon investigate the actual or suggested duties and approve or change such recommendations.
1.005 Reclassification
Reclassification requests shall be submitted by the Department Head to the City Manager Whenever a material change in duties or responsibilities of any existing position in the City classified service occurs, the City Manager, on his/her initiative or upon a request of the Department Head, may investigate the duties of the affected positions. The reclassification of a position that entails substantive changes in conditions and/or terms of employment as defined by Government Code Section 3500 -3510 shall be subject to meet and confer. 10 Section 2.000
EMPLOYEE
SELECTION & NEW
HIRE PROCEDURES
11 SECTION 2.000 - EMPLOYEE SELECTION & HIRING PROCEDURES
2.001 Recruitment
The City Manager must be notified when any position with the City of Reedley needs to be filled.
The Department Head will complete a Position Requisition form to obtain the City Manager's approval to begin the recruitment process. Executive Management positions are specifically exempt from any of these requirements as they are appointed by the City Manager.
A. Types of Recruitments
The decision to recruit on a promotional or open basis will depend upon the availability of inhouse applicants as determined by the City Manager. The City Manager in conjunction with the Department Head will determine the most appropriate method for recruitment.
1. In-House Recruitment
A department may limit a recruitment or promotional opportunity to current City employees. For the purposes of an in-house recruitment, current City employees shall be defined as regular, full-time and part-time employees. Volunteer paid-call firefighters, while not employees, shall be eligible for in-house recruitments.
All in-house applicants shall be required to clock out when participating in recruitment processes such as written examinations, hands-on examinations, oral interviews, etc.
2. Open (Outside) Recruitment
An open recruitment is one where applications will be accepted from employees and nonemployees in a geographic area as wide as necessary to assure obtaining well-qualified candidates for the various types of positions.
2.002 Notification
The Human Resources Representative, in collaboration with the Department Head, shall prepare recruitment notices to publicize vacancies to generate a list of potential candidates for vacant positions when appropriate. Such publicity efforts shall be used, as might be expected, to bring notice of vacancies to qualified persons.
When a position becomes vacant, the requirements for the position must be established prior to the beginning of the recruitment process. Applicants must be clearly informed of both the required and the "desirable" employment qualifications.
Vacancies should be published in a position vacancy announcement, which may include, but not be limited to, the following information:
A. Class Title
B. Salary Range
C. Description of Duties
D. Qualification Standards (with "required" and "desirable" qualifications specified in each job description)
E. Office to be contacted regarding the position
12 F. The City of Reedley is an Equal Opportunity Employer G. Probable closing date for screening application
H. Examination plan
Advertising Openings - Openings are required to be advertised appropriately by, at a minimum,
1. In-House Recruitment - Generally, recruitments for positions involving promotional opportunities shall be posted in-house, on employee bulletin boards at City facilities, and on the City's Employment Opportunities website, for a period of not less than seven (7) calendar days prior to initiating an open (outside) recruitment to encourage current employees to apply for positions.
2. Open Recruitment - Open recruitment positions are required to be advertised appropriately, at a minimum by posting the open position on the City's Employment Opportunities website, the publicly available physical job opportunity board at City Hall and other City facilities, and depending on the desired recruitment, advertised in targeted print media and job websites. The use of recruiters and employment agencies is also an effective method of identifying candidates, in addition to the minimum requirements for job posting.
2.003 Acceptance of Applicants
Each candidate for City employment may apply in the manner prescribed by the City Manager.
Such information may be required, as is deemed necessary, in order to judge the applicant's qualifications.
A. If, after an in-house recruitment has been completed, the detennination is made to move forward with an open recruitment for a position, in-house applicants will still be in consideration for the position, unless it has been determined that the applicant does not meet minimum qualifications.
B. Applications will be submitted and distributed as prescribed by Human Resources.
Applications will be screened, at a minimum, by Human Resources and the Department Head for minimum qualifications.
2.004 References
As part of the pre-employment procedure, former supervisors, employers, and references shall be checked. References will be checked by Human Resources or approved designee, such as the Department Head or division supervisor. Reference checks made by personal or telephone contact shall be completed prior to an offer of employment, and the information shall be made part of the application file. All such information is to be handled as privileged information and coordinated with the Department Head.
2.005 Disqualification
Any applicant may be removed from further consideration at any time the application or an applicant:
A. does not possess the minimum qualifications;
13 B. has established an unsatisfactory employment or personnel record as evidenced by reference or background check of such a nature as to demonstrate unsuitability for employment;
C. has made false statement of any material fact or practiced deception in his/her application;
D. does not meet the physical requirements and/or does not submit or pass the mandatory physical examination and/or psychological examination.
E. does not reply to a mail inquiry within ten calendar days or does not return a telephone inquiry within two days, unless due to extraordinary circumstances; F. fails to accept appointment within five working days or to report for duty within the time prescribed in the offer unless due to extraordinary circumstances; G. fails to pass drug/alcohol screen, if applicable; and/or H. fails to pass other department specific requirements for the position. All applicants disqualified shall be notified in a timely manner.
I. who fails a criminal history background may be preliminarily disqualified pending the appeals process provided by AB 1008, which adds Section 12952 to the Government Code. This provision shall not apply to any applicant who applies for a position which is subject to any oftheprovisions in subsections (d) (1) through (d) (4) of Section 12952.
2.006 Equal Opportunity Policy Statement
The City of Reedley provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic infmmation, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.
In addition to federal law requirements, the City of Reedley complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City of Reedley has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. All employment decisions and actions are to be free from discrimination, except where such factors are detennined to be bona fide occupation qualification.
2.007 Fair Employment Practices
Any technique or procedure used in recruitment and selection of employees shall be designed to measure only the job related qualifications of applicants. No recruitment or selection technique shall be used which, in the opinion of the Human Resources Representative, is not reasonably related to job requirements.
2.008 Competitive Examinations
All applicants for the positions in the classified service may be subject to competitive examinations.
14 A. Types of Examinations. The test held to establish a list of eligible candidates for any class shall consist of one or more of the following parts as determined by the Human Resources Representative in consultation with the Department Head. l. Written Test. This part, when required, shall include a written demonstration designed to show the familiarity of candidates with the knowledge involved in the class of positions to which they seek appointment, their ability to follow written and oral instructions, the range of their general information, or other general education attaimnents.
2. Oral Test. This part, when required, shall include an oral test consisting of an interview, oral examination, and evaluation, which may be used solely when a written test is unnecessary or impractical, or in conjunction with other tests. a. Panel Interviews - A panel interview may be utilized during the recruitment process.
When a panel interview is utilized as part of the recruitment process, the Department Head and the division supervisor shall submit to Human Resources a list of potential interview panelists/raters for review. The goal of this procedure is to provide a fair and unbiased interview process.
b. Initial panel interviews may be proctored by a Human Resources representative or approved designee. The initial interview panel may use a set list of questions pertaining to the specific position.
c. A list of the top candidates, generally three (3) but can be more or less depending on departmental needs and the number of positions to be filled, will be provided to the Department Head and division supervisor.
d. Department Head and division supervisor may interview the top candidates after the panel interview. Once a decision has been reached, the Department Head will notify Human Resources of the decision and Human Resources will start the paperwork for the City Manager to approve the job offer.
3. Performance Tests. This part, when required, shall include such tests of performance or trade as would detennine the ability and manual skills of candidates to perform the work involved. All such tests shall be proctored to ensure a fair and unbiased testing process.
4. Physical and/or Psychological Test. This part, when required, shall consist of tests of bodily condition, muscular strength, agility, physical fitness, and mental fitness of candidates, when necessary for actual job performance. This may be given a weight in the examination or may be used in excluding from further examination applicants who cannot meet the minimum required standards.
5. Training and Experience. This part, when required, shall be in view of education, experience and special requirements contained in the public notice of the examination or supplementary data as may be designated. Results of the reference checks, as provided for in Section 2.004, shall be a part of the evaluation of training and experience.
B. Rating Examinations. The Human Resources Representative, in collaboration with the Department Head, shall determine rating criteria for applicable testing elements. Candidates may be required to obtain at least a minimum qualifying rating on each test.
C. Notification of Examination Results. Each person who takes an examination component shall be notified of the results and as to whether or not the person will be considered further. 15 Those who progress to the eligibility list will also be advised accordingly-including the anticipated active life of such list. Each person who participates in the process shall be entitled to inspect his/her examination papers within ten days of notification of the results.
Examination papers shall not be open to the general public. Such inspection shall be permitted, by appointment with the applicable department, during regular business hours.
D. Eligibility List. The eligibility list shall contain the names of candidates who successfully complete the designated entrance examinations, as provided for in Section 2.008 (1-5) above.
Names shall be listed according to rank. The list shall normally be active for a one year period. However, considering the quantity and quality of the remaining candidates, the Human Resources Representative may extend or deactivate it based upon the recommendation of the affected Department Heads(s). A candidate may waive acceptance of a job offer and still remain on the list during its designated life, if the City Manager detennines that extenuating circumstances justify such action.
E. Department Certification. The Human Resources Representative shall ce1iify candidates along with appropriate records for further consideration, evaluation, and possible selection.
All candidates on an eligibility list need not be certified. Rather, the number of certified candidates will be based upon the number of qualified candidates and the number of vacancies in the affected department. The Human Resources Representative will certify a group of qualified candidates which, in his/her judgment, is appropriate for the particular position to be filled and, assuming sufficient qualified candidates, will attempt to include an average of three qualified ranks for each vacancy.
2.009 New Hire Procedure
The following steps are to be used for all employee appointments as specified in Section 2.010.
After the appointing authority makes a decision on a desired applicant( s ), the applicant's information shall be forwarded to the Human Resources Representative or designee who will prepare the draft offer letter. The designee may be the Department Head or supervisor, depending upon the specific recruitment. All offer letters shall state that the offer of employment is contingent upon the City's satisfaction of the results from the background check and, if applicable, a physical and/or psychological evaluation. Before the offer letter can be sent out, the City Manager must approve the conditions of employment and the employee's proposed salary-which is to be outlined on the Employee Action Form, with the draft offer letter attached to the form.
If the Employee Action Form is approved, then the prospective employee will be notified by phone, mail, and/or email and given the choice to accept the tenns and conditions of the offer letter. If the applicant chooses to accept the conditions of the letter, then he/she is required to return the signed offer letter back to the City. An approved Employee Action Form must be received by the Human resources representative or designee before the employee can begin working.
The Human Resources representative or designee will conduct the background check for the prospective employee for all non-law enforcement positions. Should any adverse information be discovered during the background check/fingerprinting process, the City Manager shall be notified for a hiring decision. Should the City Manager decide that information found during the background check/fingerprinting process is significant to rescind the employment offer, the applicant shall be notified of the decision, pursuant to AB 1008 regulations. 16 If there are no issues or special circumstances that arise from the check, the Human resources representative or designee will instruct the prospective employee to receive a physical evaluation ifthey
(a) have been accepted to work full-time or
(b) have been accepted to work in a position that may/will require manual labor or ( c) have been accepted to work in a part-time position that is filled on a year-round basis A. New Hire Paperwork - Once the prospective employee has cleared the background check/fingerprinting process, they will need to complete the following forms on or before their first day of work. Prospective employees will receive an email with instructions to login and complete onboarding forms online.
Not all forms are required for every employee, and additional forms may be required at any time depending upon changes to Federal or State laws, City policies, or City benefit programs. • W-4/DE-4 Forms - Tax Withholding Certificates
• I-9 Form - Employee Eligibility Verification
• DMV Waiver Form
• Oath of Office
• Form 700
• FMCSA Clearinghouse Limited Query Consent Form
• Employee Acknowledgement to Report Wrongdoing
• Employee Confidentiality Statement
• Marketplace Exchange Notice
• CalPERS Self-Certification Form
• CalPERS Notice of Exclusion
• Notice to Hourly Employees
• Employee Action Form
• Direct Deposit Enrollment Form
• Personal Data/Emergency Contacts Form - (supplemental) • Acknowledgement of receipt of the following policies, procedures, or documents:
Citywide Policies & Procedures Manual
Payroll Correction Policy
Report Wrongdoing Procedure
Employee Code of Conduct
Substance Abuse Policy
Workplace Violence Prevention Policy
Workers' Compensation Employee Notification of Rights
Sexual Harassment Brochure (DFEH)
Transgender Rights Brochure (DFEH)
Victims of Domestic Violence, Sexual Assault and Stalking Notice (Labor Commissioner)
Unrepresented Salary & Benefits Resolution
Technology User Agreement
Volunteer Firefighter - Offer of Hepatitis B Vaccination 17 B. Direct Deposit Requirement - All new and existing employees are required to enroll in direct deposit. All employees are required to notify the payroll department immediately upon any changes to banking information necessary to maintain enrollment in direct deposit.
C. Benefits Effective Dates - Medical, dental and vision benefits shall become effective on the first day of the month following an employee's full-time date of hire, subject to the timely submittal of completed enrollment forms. Late submittal of an enrollment form may subject the employee to a delay in enrollment subject to the benefit provider's enrollment rules. Longterm disability benefits shall become effective on an employee's full-time date of hire.
D. Dependent Eligibility Documents - All new and existing benefit eligible employees are required to provide proof of dependent eligibility to enroll a dependent in any City provide benefit. Acceptable dependent eligibility documents are listed below:
• For Spouses or Domestic Partners:
• Spouses: Certified Copy Marriage Certificate
• Domestic Partners: Declaration of Domestic Partnership that has been filed with the California Secretary of State
• For Dependent Children:
• Certified Copy of Birth Certificate (for newborn dependents a live birth record will be accepted but a Certified Birth is required to be submitted within 90 days); • Original Court Adoption Placement Documents with court clerk Filed stamp; • Original Court Placement Documents for Legal Guardianship with court clerk Filed stamp;
If the above listed documents are not available, the employee may submit other verifiable documents to establish eligibility.
Each of the City's benefits providers determine what documents are acceptable to determine dependent eligibility for non-traditional dependents.
2.010 Employee Appointments
The following types of appointments may be made to City employment in conformity with the rules established: regular, probationary, non-full-time, and conditional.
A. Regular Employees. A regular employee works full-time and on a continuing basis.
B. Probationary Employees. Employees who have not completed their established probationary period.
C. Non Full-Time Employees. Non-full-time employees are individuals who work on an at-will hourly rated or hourly basis. Such employees are distinguished from regular employees who work full-time and who receive full-time benefits. Non-full-time employees are excluded from CalPERS membership by contract. Compensation for non-full-time employees is based on the hourly rate for the classification of work performed established by the Master Salary Table as adopted by the City Council. Any non-full-time employee serves at-will and may be removed by the Department Head at any time, with or without cause, and without the right of appeal or hearing.
18 D. Conditional Employee Appointments. Those persons to whom an offer of employment has been made conditional on the person successfully completing or passing a test, criteria, or investigation. Such conditional employee appointments may include requirements to pass a physical or psychological examination, pass a drug and/or alcohol test, secure and produce proper certification or credentials, or have a satisfactory background or reference check completed. Such employees may have a job offer withdrawn any time prior to appointment as a probationary or non-full-time employee.
E. Employees Who are Also Volunteer Firefighters. Pursuant to Govermnent Code Section 230.3 The City allows employees time off to perform emergency duty as volunteer firefighters. However, those employees who have been appointed to a full-time or part-time position, who are also volunteer firefighters with the Reedley Volunteer Fire Depaiiment or any other volunteer fire department or agency, must clock out from their paid position with the City to respond to emergency calls in their capacity as a volunteer firefighter. Volunteer firefighters with the Reedley Volunteer Fire Department are not employees of the City of Reedley while acting in that capacity. If an employee who is also a volunteer firefighter has discretionary leave available, the employee may use that leave to be paid for the time taken off to provide volunteer firefighting services. Under no circumstances may sick leave be used for time taken off to respond to emergency calls in an employee's capacity as a volunteer firefighter.
Full-time employees who are also volunteer firefighters in positions subject to standby assigmnent for their primary position, shall not be paid for both a volunteer emergency response and standby for the same period of time. If an employee who is also a volunteer firefighter is participating in a first responder emergency call for service while assigned to standby, the employee shall be required to respond to a call-out for his primary full-time position. The Fire Department shall track the amount of time the employee participates in a first responder emergency call for service and the employee's standby hours will be reduced by the recorded time spent at the scene of the first responder emergency.
2.011 Lateral Entry Program
A. Policy. It is the policy of the City of Reedley to accept qualified persom1el for employment through lateral entry.
B. Definition. For purposes of this policy, "lateral entry" is defined as the employment of personnel at a level of pay and benefits commensurate with the experience gained in an organization other than the City of Reedley.
C. Probation Period. All accepted candidates shall serve a twelve (12) month probationary period and must satisfy such probationary requirements as normally required.
D. Compensation. Authorization to commence employment above the first salary step may be made by the City Manager if, after proper documentation by the appointing authority, it is detennined that such action is in the best interests of the City. Due consideration will be given to compensation received by incumbents.
E. Benefits. A person will not be credited with previous benefits from other agencies other than time in service for retirement if they are a member of the California Public Employees Retirement System (CalPERS) or public agency that has established reciprocity with 19 CalPERS. At City Manager's discretion, vacation accrual may include credit for prior public agency service for Executive Management positions or extraordinary recruitments where it is difficult to attract qualified candidates.
2.012 Promotions
The decision to recruit on a promotional or open basis will depend upon the availability of qualified in-house applicants. A department may limit a promotional opportunity to current City employees.
In most instances, recruitment for the most suitable candidate will begin as soon as resignations are filed. Promotions in every case involve an increase in duties and responsibilities. The procedure for selection is determined by Section 2.008.
Upon promotion to a higher classification, the employee promoted shall be considered as a probationary employee in the new classification but shall retain all benefits normally assigned to a regular employee.
2.013 Probation
The probationary or working test period is an integral part of the examination process. It shall be utilized to observe closely the employee's work, to secure the most effective adjustment of any employee (new or existing) appointed to a new position, and to reject any employee whose perf01mance does not meet required work standards.
A. Duration. The probationary period for all employees is twelve (12) months. If a Department Head requests in writing an extension of an established probationary period prior to expiration, the City Manager may extend the probationary period of a particular employee for a single interval of three months beyond the end of the normal probationary period.
B. Evaluation of Performance. Throughout the full probationary period, the employee's supervisor should infonn the employee when he/she is not performing satisfactorily and is not meeting probationary test period requirements. A written evaluation will be administered to all probationary employees during the probationary period. The evaluations are to be completed after ninety (90) days of service, at six (6) months of service, and thirty (30) days prior to completion of the first year of employment with the City. Failure of the department to provide a written evaluation shall not mean that the employee has satisfactorily completed probation.
C. Dismissal. During the probationary period, the Department Head may terminate from employment any employee in the sole discretion of the Department Head. The Department Head shall immediately notify the City Manager and the employee of the termination for failure to satisfactorily complete probation. Probationary employees are subject to termination without cause, and without any right to appeal or hearing, except as may otherwise be required by statute.
D. Probationary Period Reports. Prior to the expiration of an employee's probationary period, the Department Head shall notify the City Manager whether the employee's performance has been satisfactory and whether the employee will continue in his/her position.
20 E. Failure to Complete Probation. An employee who does not successfully complete his/her probationary period may be reinstated to a position in the class occupied by the employee immediately prior to his/her promotion-but only if there is a vacancy in the department. If a vacancy exists in another department within the City, then the employee may be considered along with other applicants.
2.014 Nepotism and Conflicting Personal and/or Business Relationships A. Purpose and Scope. The purpose of this policy is to ensure effective supervision, safety, security, perfonnance, assignments and discipline while maintaining positive morale by avoiding actual or perceived favoritism, discrimination, or other actual or potential conflicts of interest by or between City employees
B. Restricted Duties and Assignments. While the City will not prohibit personal or business relationships between employees, the following reasonable restrictions shall apply (Government Code Section 12940(a)):
1. Employees are prohibited from directly supervising, occupying a position in the line of supervision, or being directly supervised by any other employee who is a relative or with whom they are involved in a personal or business relationship. a. If circumstances require that such a supervisor/subordinate relationship exists temporarily, the supervisor shall make every reasonable effort to defer matters regarding the involved employee to an uninvolved supervisor. b. When personnel and circumstances permit, the City will attempt to make every reasonable effort to avoid placing employees in such supervisor/subordinate situations. The City however, reserves the right to transfer or reassign any employee to another position within the same classification as it may deem necessary in order to avoid conflicts with any provision of this policy.
2. Employees are prohibited from participating in contributing to, or recommending promotions, assignments, performance evaluations, transfers or other personnel decision affecting an employee who is a relative, or with whom they are involved in a personal or business relationship.
C. Employee's Responsibility. Prior to entering into any personal or business relationship or other circumstances which the employee knows, or reasonably should know, could create a conflict of interest or other violation of this policy, employee shall promptly notify his/her uninvolved, immediate supervisor.
Whenever any employee is placed in circumstances which would require the employee to take action or provide other official information or services to any relative or other individual(s) with whom the employee is involved in a personal or business relaticmship, the employee shall promptly notify his/her uninvolved, immediate supervisor.
D. Supervisor's Responsibility. Upon being notified of, or becoming aware of, any circumstance(s) which could result in or constitute an actual or potential violation of this policy, a supervisor shall take all reasonable steps to mitigate or avoid such violations whenever possible. Supervisors shall also promptly notify the Human Resources Representative through their Department Head of such actual or potential violations. 21 2.015 Employees and Commissions, Committees, and Elected Office No employee shall serve on a City of Reedley Commission or Committee that does not include an employee representative position. No employee of the City of Reedley shall hold an elected office of the City of Reedley.
22 Section 3.000
COMPENSATION
&
BENEFITS
23 SECTION 3.000 -COMPENSATION/BENEFITS
3.001 Compensation
The compensation plan includes the basic salary schedule as adopted by the City Council in the budget and subsequent amendments thereto, and the schedule of salary ranges as adopted by the City Council. Such schedule consists of minimum and maximum rates of pay and intermediate steps, as applicable, for all classes of positions included in the classification plan. The City Manager or designee shall review the list of all employees receiving special compensation, or specialty pay, on an annual basis to ensure that there remains a business necessity for employees to receive such pay. The provision of this section applies when mediated by an applicable MOU or contract of employment.
3.002 Use of Salary Ranges
Salary ranges are intended to furnish administrative flexibility in recogmzmg individual differences among positions allocated to the same class, in providing employee incentive, and in rewarding employees for meritorious service. The following general provisions shall govern the granting of within-the-range increases:
A. The minimum rate established for the class is the normal hiring rate, except in those cases where unusual circumstances appear to warrant appointment of an employee at a higher rate.
Appointment above the minimum step rate may be made when the City Manager determines that it is necessary and in the best interest of the City. Approval will be based on qualifications of the applicant being in excess of the requirements for the class, that there is a shortage of qualified applicants available at the minimum step, and that qualified applicants decline employment at the minimum step.
B. Thirty (30) days prior to completion of the first year of employment with the City, employees will be considered for a salary increase. A Merit Evaluation f01m must be provided for each salary increase. The evaluation by a Department Head shall be accompanied by a written recommendation to the City Manager for either advancement to the next salary step or retention at the current step. Incumbents appointed at the first step of the salary range will be eligible for consideration for placement at the next step of the range at the end of the probationary period. If advancement is approved by the City Manager, the employee's new step shall be effective on the first day of the pay period next following the benefit date. The City Manager shall monitor evaluations prior to step increases.
C. The remaining steps are reserved to reward employees for satisfactory performance and service. At least thirty (30) days prior to each succeeding anniversary date, Department Heads will forward to the City Manager a performance evaluation. The evaluation shall be accompanied by a written recommendation for either advancement to the next salary step or retention at the current step. All such advancements and retention must be approved by the Human Resources Representative with final approval by the City Manager.
3.003 Management Employees
On appointment, the City Manager may grant a new management employee a beginning salary not to exceed the maximum of the range for the affected class. Such salary should reflect a judgment 24 as to the ability of the employee to achieve expected performance standards within anticipated time frames.
3.004 Total Remuneration
The salary rate and benefit schedule established for a pos1t10n shall represent the total remuneration for the employee, not including reimbursement for out of pocket cost and official travel. No employee shall receive pay from the City in addition to the salary authorized under the schedules provided in the pay plan for services rendered by him/her either in the discharge of his/her ordinary duties or any additional duties which may be imposed upon him/her or which he/she may undertake or volunteer to perform. No reward, gift, or other form of remuneration in addition to regular compensation shall be received from any source by employees for performance of their duties unless in accordance with written, administrative guidelines issued by the City Manager.
3.005 Compensation on Promotion
Any employee who is promoted to a position in a class with a higher salary range shall receive a pay raise of not less than five percent (5%) of the employee's base pay, but in no event shall the pay raise be greater than the top step of the new salary range. An employee thus promoted is therefore assigned to a new benefit anniversary date effective on the date of promotion.
3.006 Compensation on Demotion
Unless modified by terms set forth in an applicable MOU, any employee who is demoted to a position in a class with a lower salary range shall have his/her salary reduced to the salary step in the range for the lower class which is closest to the employee's current salary, unless the demoted employee's previous salary is not within the lower salary range. In this instance, the compensation within the lower range shall be determined by the City Manager. The demoted employee shall retain his/her current am1iversary date.
3.007 Compensation on Transfer
Any employee who is transferred from one position to another position in the same class, or to another position in a class having the same salary range, shall be compensated at the same step in the salary range as he/she previously received and his/her salary anniversary date shall not change.
3.008 Compensation on Change in Range Assignment
Whenever a class is reassigned to either a higher or lower salary range, the salary of each incumbent in such class on the date the reassignment is effective shall be adjusted to the step in the new range that corresponds nearest the amount to the step he/she was receiving in the former range, and not necessarily an increase, the salary anniversary date shall be changed to the same date the new salary range assignment becomes effective. When a salary range reassignment becomes effective on the same date as an employee's salary anniversary date, he/she shall first receive any increase within the range to which he/she is entitled and then receive the corresponding step adjustment.
25 3.009 Compensation on Position Reclassification
The salary of an employee in a reclassified position shall be detennined as follows:
A. If the position is reclassified to a class with the same salary range as the previous class and if the incumbent is appointed to the reclassified position, the salary range and the salary anniversary date of the employee shall not change. This provision shall also apply to change of class title.
B. If the position is reclassified to a class with a higher salary range than the previous class and the incumbent is appointed to the reclassified position, then the salary of such an employee shall be governed by Rule 3.005.
C. If the position is reclassified to a class with a lower salary range than the previous class and the incumbent is appointed to the reclassified position, then his/her salary shall not change. If his/her salary is greater than the maximum step of the lower salary range, then his/her salary shall be "Y" rated until such time-as the general cost-of-living increase, inequity adjustment, or other salary increase result in a monthly salary appropriate for the class. The employee's salary anniversary date shall not change and he/she shall not be required to serve a new probationary period.
3.010 Out-of-Class Pay
Employees whose classifications are represented by a Bargaining Unit shall receive out-of-class pay in accordance with the applicable Memorandum of Understanding. Unless otherwise addressed in an MOU or salary & benefit resolution, employees shall receive a minimum of a 5% increase after working the equivalent of one complete pay period (80 regular hours) at the higher classification level each time he/she is assigned. Employees will receive out-of-class retroactive to the first day worked out-of-class, once the minimum out-of-class period is met. Only actual time worked out-of-class shall be compensated. Employees shall not be paid out-of-class for time off such as vacation, sick leave, etc.
3.011 Compensatory Time Off in Lieu of Overtime
Upon direction or approval from the Department Head, compensatory time off in lieu of overtime payment will be permitted in accordance with applicable Memorandum of Understanding and the provisions of the Fair Labor Standards Act.
3.012 Flex/Makeup Time
Flex or Makeup Time work provides an exception to the daily overtime requirements set forth under law, which allows an employee to miss work for personal reasons and make it up by working overtime in the same workweek without receiving premium pay. All makeup work exceptions require: 1) a written request by the employee to make up time that would be lost by the employee due to a personal obligation; 2) total hours worked in one day including makeup hours, may not exceed 11 hours nor may the hours worked exceed 40 hours in the workweek. Hours lost and made up must be in the same workweek, defined by the City as Wednesday through Tuesday. Employees on an alternative schedule; i.e. 4/10 or 9/80, are limited to a maximum of three hours of makeup work per day instead of the 11 hour daily maximum set forth for employees on a 5/8 schedule. If 26 requested in writing and approved by the department head, an employee on an alternative work schedule may flex one entire regularly scheduled workday to a regularly scheduled day off.
Alternative Work Schedule Examples:
• An employee working a 4/10 schedule may request to take three (3) hours off on one workday, for a total of seven (7) hours worked that day, and work an additional three hours the next workday, for a total of 13 hours for the makeup workday
• An employee working a 4/10 schedule may request to work on Saturday, their regularly scheduled day off, instead of Friday, their regularly scheduled workday.
An employee's supervisor has the right to deny a request for makeup time.
3.013 Payroll Errors / Deferred Tax Collection
The City, its employees, and volunteer paid call firefighters of the Reedley Volunteer Fire Department are mutually responsible for overpayments and underpayments. If an employee or volunteer paid call firefighter notices either on his/her check, it is his/her responsibility to notify his/her immediate supervisor so the correct adjustment can be made. Generally, adjustments relative to recoupment of overpayments will be made using the same number of pay periods that the overpayment(s) occurred. A longer repayment period may be used to minimize hardships, as authorized by the City Manager or Human resources representative, but any remaining balance for an overpayment shall be deducted from any final paycheck(s). An employee may request to change their withholdings during their repayment period to minimize any hardship during the repayment period. Underpayments are usually rectified in the following pay period, however in all cases shall be adjusted in full within 30 days.
Should the City be required to defer taxes due to Federal or State Executive Order or Statute, any required payment of the deferred taxes shall be done in compliance with the order or statute or in compliance with any guidance provided by the federal or state agency charged with the oversight of such order or statute. Any taxes not recouped at the termination of an employee shall be deducted from any final paycheck( s).
3.014 Unemployment Insurance
The City provides the California Employment Development Department (EDD), the administrator of the Unemployment Insurance Code, with factual information that may have a bearing on an employee's eligibility for benefits and with any other information related to the employee's application for benefits that may be requested by EDD. Any unemployment claims for permanent or part-time employees must be brought to the attention of the supervisor, department director, and City Manager as soon as possible after receiving the claim to determine if a response must be made regarding the employee's eligibility.
The employer's response must be mailed to the Employment Development Department within 10 days of the applicable notice date to be deemed a timely response. 27 3.015 Workers' Compensation
In compliance with California Workers' Compensation State laws, workers' compensation benefits are available to all employees injured on-the-job. All on-the-job injuries must be reported to the City Manager or his/her designee within 24 hours of an accident. If an employee has an accident in a City vehicle, then he/she must immediately notify the police and his/her supervisor and obtain the names of any witnesses.
Employees are required to clock out, except for treatment of the initial work-related injury or illness on the day the injury or illness first occurs, for all doctor appointments, or other time off pertaining to work-related illness or injury, with the time off charged to sick leave, vacation, or other available leave if no sick leave time is available if the employee is not completely off work on temporary total disability and receiving workers' compensation benefits. For the initial treatment for a work-related injury, employees shall only be paid for their regularly scheduled hours. Employees who attend doctor appointments for a work-related illness or injury outside of their normal work schedule shall not be compensated for attending such appointments.
A. Workers' Compensation Checks - When a Workers' Compensation claim is accepted as valid by the City's third-party wprkers' compensation adjuster and an employee is completely off work for a period of time exceeding three days, the employee will be given the opportunity to choose one of the options below for compensation while off work for the work-related injury or illness. Once an option below has been chosen for a non-4850 work-related injury or illness, it cannot be rescinded for the maximum period allowed for the option or the period of total temporary disability for the associated work-related injury or illness.
Non-4850 Workers' Compensation Time Off:
Option 1 - The employee chooses to use accrued sick leave, accrued vacation or other accrued leave to receive a full paycheck for the pay period. The City's adjuster will issue a check to the employee and the City and mail it to the City. When a workers' compensation check is received by the City, the City will deposit the check to offset the wages paid to the employee via the payroll system for the time off taken for the work-related injury or illness. The employee's sick leave, vacation or other accrued leave will be charged for the balance of the time off taken in an amount necessary for the employee to receive a full paycheck. This procedure allows the employee to receive full service credit for CalPERS retirement.
This option shall be available for twelve (12) weeks or the maximum time an employee is entitled to take pursuant to the Family Medical and Leave Act (FMLA) and/or the California Family Rights Act (CFRA), whichever is less, after which the employee shall automatically be covered by Option 2.
Option 2 - The employee chooses not to use accrued sick leave, accrued vacation or other accrued leave to receive a full paycheck for the pay period. The City shall notify the adjuster of the employee's choice and instruct the adjuster to issue the check solely to the employee. This shall constitute the employee's total wages paid for the pay period.
CalPERS shall be notified that the employee is on a leave of absence. The employee may apply to CalPERS to purchase service credit for this time. 28 Section 4850 Workers' Compensation Time Off:
When a workers' compensation check is received by the City, the City will deposit the check to offset the wages paid to the employee via the payroll system. The employee continues to receive a full paycheck for the period of time off subject to Govermnent Code 4850. If the employee exhausts his or her benefits under Government Code Section 4850, the employee shall immediately be provided with the opportunity to choose one of the non4850 options noted above.
3.016 Leaves and/or Time Off Work
The following types ofleaves and time off work observed by the City, include, but are not limited to: sick leave; bereavement leave; military leave; civil leave; comi appearance; pregnancy leave; compensatory leave; leave without pay; vacation; and holidays with pay. All leaves may be granted by the Department Head in conformance with rules established for each type of leave and applicable laws and shall receive the approval of the City Manager, as specified. All departments are required to prepare permanent records of any absence from duty for their respective employees.
All time off requested by an employee must be earned before the time is taken, with Leave Without Pay authorized by the City Manager and eligible protected leave being the only exceptions. All accruals are available to be used by the employee as of the first of the month following the posting date. Although an employee requests time off in advance and receives approval from their supervisor, the employee must have sufficient accrual balances available to cover the time off when it is taken. Employees should strive to provide as much notice for discretionary leave requests (e.g. vacation, administrative leave, comp time, floating holiday, etc.). Department Heads may establish and distribute written internal leave request submittal policies. ( 1) Order of Leave Usage
Except as otherwise prohibited by Federal or State Law, employees are required to use accrued leave in the order as noted in the paragraphs below.
For employee 's own illness or iniury, including non-4850 Workers ' Compensation time off if an employee is not off 1-11ork for temporary total disability and receiving workers' compensation benefits:
1. Sick leave, subject to substantiation of a qualifying reason pursuant to Section 3.016 A.
1. e., if an employee has not submitted the time off as Protected Sick Leave; or protected sick leave if an employee chooses to use it for his or her own qualifying absence.
Employee must provide a general qualifying reason with all sick leave or protected sick leave time off requests.
2. Vacation, Admin Leave, or Comp Time, whichever is applicable.
3. Any other accrued leave available.
For eligible family member illness:
1. Protected Sick Leave, one half of a full-time employee's calendar year sick leave accrual up to a maximum of 48 hours (a new employee's maximum will be pro-rated based on the employee's hire date in the calendar year), may be used for an employee's child, spouse, parent, domestic partner, grandparent, grandchild and sibling. This is a subcategory of the employee's sick leave and is limited to the balance of sick leave available 29 to the employee at the time of the request. Employee must provide a general qualifying reason with all protected sick leave time off requests.
2. Sick leave for an FMLA and/or CFRA certified serious illness.
3. Vacation, Admin Leave, or Comp Time, whichever is applicable.
4. Any other accrued leave available.
Non-medical time o(ffor protected leaves such as Bonding time, School Appearance Leave, and School Activities Leave. For employee or eligible family member:
1. Vacation, Admin Leave, Comp Time, or Sick Leave.
2. Any other accrued leave.
Non-medical time off for Victims o(Domestic Violence & Sexual Assault Leave.
1. Protected Sick Leave, one half of a full-time employee's calendar year sick leave accrual up to a maximum of 48 hours (a new employee's maximum will be pro-rated based on the employee's hire date in the calendar year). This is a sub-category of the employee's sick leave and is limited to the balance of sick leave available to the employee at the time of the request. Employee must provide a general qualifying reason with all protected sick leave time off requests.
2. Vacation, Admin Leave, Comp Time, or Sick Leave.
3. Any other accrued leave.
A. Sick Leave
1. Full-time Employees - All regular full-time and probationary employees who have completed one pay period of continuous service are eligible for sick leave. Sick leave with pay is granted by, and can only be used for the following reasons: personal illness, injury, or physical incapacity resulting from causes beyond the employee's control; enforced quarantine of the employee in accordance with community health regulations; to keep a doctor's or dentist's appointment; or after bereavement leave has been exhausted when approved by the City Manager, the death of an eligible family member, as defined in Section 3.016 B. or applicable MOU; or an FMLA and/or CFRA certified serious illness of a member of the employee's immediate family, as defined under FMLA and/or CFRA. All sick leave requests must be approved by the employee's supervisor.
Employees must notify their supervisor that they are ill before the start of each work day unless otherwise authorized. Probationary employees who have worked a full pay period, as defined in paragraph a. below, shall accrue sick leave but are not eligible to use it until the first day of the month following the posting date. Employees are required to use sick leave for all time off due to work-related (workers' compensation) injuries or illnesses if the employee is not completely off work on temporary total disability and receiving workers' compensation benefits.
If an employee, while on accrued vacation, becomes sick for a period in excess of three days and can provide proper medical certification from a doctor, the employee's sick leave will be charged rather than accrued vacation.
30 Sick leave is specifically limited to those matters set forth herein and is not to be used as annual leave. All requests for use of sick leave or protected sick leave must include a general qualifying reason. If an employee has not submitted a time off request for Protected Sick Leave, substantiation of any illness may be requested for an absence at the reasonable discretion of the supervisor. Further, a Department Head may require that an employee submit a medical certificate, signed by a physician or other medical professional, stating the general nature of his or her absence (i.e. illness or injury), that the employee has been incapacitated for work for the period of absence, and that he or she is again physically able to perform his or her duties. Certain circumstances may be subject to applicable privacy laws.
a. Amount of Sick Leave. Probationary and regular employees earn sick leave credits at the rate of eight (8) hours per month. Sick leave may be accumulated without limit. For the initial computation of sick leave due, an employee shall be considered as having worked a full pay period when the employee works at least half of the pay period. If a probationary employee is given a regular appointment, then the time served as a probationary employee shall be credited for sick leave purposes. b. Layoffs. If a non-probationary employee is reappointed within 18 months of being laid off, the City shall reinstate any unused sick leave existing at the time of layoff.
Unless modified by applicable MOU, the reappointed employee shall retain seniority for purposes of sick leave use and vacation accrual. c. Coordination with Injury Leave and Workers Compensation. An employee receiving both sick leave with pay and compensation under Workers' Compensation laws, shall receive only that portion of his regular salary which will, together with Workers' Compensation, equal his/her regular salary. Accrued sick leave shall be charged accordingly. Charges shall be made against sick leave accruals for any waiting period not covered by the Workers' Compensation Act. After sick leave accruals are exhausted, vacation time will automatically be charged. d. Computing Sick Leave. An absence that lasts only a fraction of the work day and that is consistent with the provisions of sick leave shall be charged proportionally. e. Doctor's Certificate. If an employee has not submitted a time off request for Protected Sick Leave, regular sick leave with pay in excess of three (3) consecutive working days, for reasons of personal illness or injury, may be granted only after legitimate medical certification is provided.
f. Sick Leave at Retirement. Employees retiring on normal service retirement shall be eligible for a sick leave conversion to service credit as specified in the City's PERS contract.
g. Protected Sick Leave (formerly Kin Care). One-half of an employee's annual sick leave accrual, up to 6 days or 48 hours, may be used in any calendar year for the following reasons pursuant to SB 579. The annual maximum amount of Protected Sick Leave will generate on the first payroll each January for current full-time employees. A new full-time employee's Protected Sick Leave accrual shall be prorated based on the employee's hire date within the calendar year. Use of Protected 31 Sick Leave is subject to the available sick leave balance as determined in Section
3.016 A. Leaves and/or Time off Work.
1. The diagnosis, care, or treatment of an existing health condition of, or preventive care for, an employee.
2. The diagnosis, care, or treatment of an ex1stmg health condition of, or preventive care for, an employee's eligible family member or designated person. An employee's eligible family member as defined in Section 245.5 (c) of the Labor Code is the employee's child, parent, spouse, registered domestic partner, grandparent, grandchild, or sibling. A designated person, as provided for in Section 245.5 (c), means a person identified by the employee at the time the employee requests paid sick days. As permitted under Section 245 .5 ( c ), the employee is limited to one designated person per calendar year.
3. An employee who is a victim of domestic violence, sexual assault, or stalking.
All requests for Protected Sick Leave must include the general reason for the leave and the person's relationship to the employee (i.e. Doctor's appointment for my grandmother). The period of time an employee takes off that is requested as Protected Sick Leave, up to the maximum entitlement, each calendar year shall not require a physician's certification. If the employee has not submitted the time off request as Protected Sick Leave or has exhausted the maximum Protected Sick Leave entitlement for the calendar year, the employee will be required to provide a physician's certification as noted in Section 3.016 A. Sick Leave and/or Section 3.016 A. 1. e. Doctor's Certificate. Protected Sick Leave shall be exhausted when the employee has taken the maximum amount of time off to which the employee is entitled pursuant to the criteria noted above in this section.
2. Part-time Employees - In accordance with AB 1522, part-time employees who have worked thirty (30) days in a twelve-month period are eligible to accrue sick leave at the rate of twenty-four (24) hours for the fiscal year. Time shall be credited at the beginning of the fiscal year for part-time employees who meet the 30 days worked criteria.
Employees who have not yet worked 30 days in a twelve-month period, will receive 24 hours upon the completion of the 30th day worked in a twelve month period. No sick leave accrual shall be carried over to the following fiscal year. Part-time employees are not eligible to use accrued paid sick time off until the 90th day of employment, defined as the number of days worked. Part-time employees must request sick leave in increments of not less than two (2) hours. Employees who have not worked in a twelve-month period shall be considered a new employee for purposes of sick leave accrual and usage. Parttime employees may not request more paid sick leave time for any given work day than they are normally scheduled to work. All requests for use of part-time sick leave must include a general qualifying reason.
Part-time sick leave may be used for the following reasons pursuant to AB 1522:
1. The diagnosis, care, or treatment of an existing health condition of, or preventive care for, an employee.
32 2. The diagnosis, care, or treatment of an ex1stmg health condition of, or preventive care for, an employee's family member or designated person. An employee's eligible family member as defined in section 245.5 (c) of the Labor Code is the employee's child, parent, spouse, registered domestic partner, grandparent, grandchild, or sibling. A designated person, as provided for in Section 245 .5 ( c ), means a person identified by the employee at the time the employee requests paid sick days. As permitted under Section 245.5 (c), the employee is limited to one designated person per calendar year.
3. An employee who is a victim of domestic violence, sexual assault, or stalking.
3. Transition from Part-time Employee to Full-time Employee - Paii-time employees who are hired to fill a full-time position and who have not exhausted their part-time sick leave accrual for this fiscal year, shall have the balance transferred to their full-time sick leave bank.
4. Transition from Full-time Employee to Part-time Employee - Full-time employees who, for whatever reason, transition to a part-time position, shall have their part-time sick leave reinstated to the extent that they do not receive more part-time sick leave for the fiscal year than they are entitled to under section 3.016 A. 2.
B. Funeral/Bereavement Leave
1. A full-time employee may use a maximum of three days (24 hours) paid bereavement leave time to attend a funeral or grieve the passing of a member of the employee's immediate family. Pursuant to AB 1949 an employee may take an additional two days (16 hours) of unpaid bereavement leave. Employee may use any accrued sick leave, vacation, comp time, or other accrued paid leave for the unpaid portion of their bereavement leave. Bereavement leave does not need to be taken consecutively, however, all bereavement leave must be taken within three (3) months of the family member's death. Employee must be in a paid status at the time of request for paid bereavement leave. If additional time, beyond five (5) days, is required, accumulated vacation time or sick leave may be used when approved by the City Manager
2. A part-time employee may use a maximum of five (5) days of bereavement leave. The maximum number of hours an employee may request per day shall be based on the average daily hours worked for the month prior to the first date of the employee's leave.
Part-time bereavement leave is an unpaid leave, however the employee may use available accrued part-time sick leave, if the employee is eligible to use part-time sick leave, for unpaid bereavement leave.
For Funeral/Bereavement Leave, a member of the employee's immediate family is defined as a spouse, son, daughter, stepchild, brother, sister, father, mother, father-in-law, mother-inlaw, brother-in-law, sister-in-law, grandchild, or grandparent. At the sole discretion of the City Manager, this definition may be extended on an individual basis to include any other relative.
C. Military Leave
The provision of the Military and Veterans Code of the State of California shall govern military leave of City employees.
33 D. Civil Leave
Any full-time, regular employee shall be given necessary time off without loss of pay when performing jury duty, or performing emergency civilian duty in connection with national defense. Employees shall not waive jury duty fees. All fees received ( other than meal or travel allowances) shall be returned to the City.. A probationary or regular employee who is absent for jury duty shall be paid his/her regular salary only if the employee remits the amount received for such duty to the City. When appropriate, the supervisor may request exemption of individual employees from jury duty when such service would entail undue hardship on the City or the public it serves.
Generally, if an employee is released from jury duty, and the employee's regular shift has more than two hours left to complete the shift, the employee is expected to return to work or to use leave for the balance of time off for the day. Jury duty shall include drive time and a reasonable meal period, if applicable, and a reasonable amount of time to change into appropriate work apparel. For example: An employee's shift is 8:00 a.m. to 5:00 p.m. The employee reports to jury duty and is released, after a meal break, at 1 :30 p.m., has a 45 minute commute back to the work site, and takes 15 minutes to change into appropriate work apparel.
The employee is expected to either work 2 hours and 30 minutes or request 2 hours and 30 minutes of discretionary leave for time off.
Jury duty is not considered time worked for the purpose of calculating overtime.
E. Court Appearance
1. Court-Subpoenaed Witness or Expert Witness in the Interests of the City. In any absence from work due to being a court-subpoenaed witness in issues involving the City, an employee shall demand the payment of statutory witness fees. Whenever possible, employees shall determine whether certified copies of appropriate documents would be suitable and would eliminate the need for a court appearance. An employee who is absent from work due to being a court-subpoenaed witness will be paid the normal salary in accordance with the applicable Memorandum of Understanding for the corresponding period of absence. No portion of the employee's salary will be forfeited as the result of such an appearance; however, all witness fees ( except personal travel and/or subsistence payments) shall be remitted to the City.
2. Party to Suit or As Expert Witness Not Serving in the Interests of the City. An employee who is absent from work due to being a party to a law suit or who is an expert witness not serving in the interests of the City shall appear on his/her own time. He/she will be either charged vacation time or docked pay for the period of absence.
F. Leave Without Pay
The City Manager or designee may grant a regular employee a leave of absence without pay not to exceed three (3) months. No leave shall be granted except upon written request by the employee to the City Manager. Except for situations that qualify for protected leave status (FMLA, CFRA, PDL, active Workers' Compensation claims, etc.), employees must exhaust all available accrued leaves before they can request leave without pay.
Such leaves may be granted when it is in the interest of the City to do so. Failure on the part of an employee on leave to report to work at the expiration of his/her leave shall result in dismissal of the employee, subject to the City's Unauthorized Leave policy, Section 3.016 I. 34 An employee on any unpaid leave of absence shall not accrue Vacation or Sick Leave for any month in which they were not in a paid status for the equivalent of at least one complete pay period (80 regular hours) plus one additional regular workday. Administrative leave and floating holidays (including Admission Day) shall not be posted until the employee returns to a paid status. The decision of the City Manager on granting or refusing to grant a leave of absence or extension thereof shall be final and conclusive and shall not be subject to the grievance procedure. At the expiration of the leave without pay period, the employee shall be reinstated to the same department and to the position vacated if the position still exists or to any other position in the same classification within the department. If the leave was for medical reasons, the employee shall be evaluated as fit to return to full duties by a doctor who is approved by the City. The anniversary date, for the purposes of all step raises, shall be adjusted according to the length of the leave.
G. Payment of Medical Premiums
Employees are required to contribute on a pre-tax basis, their share of medical premiums as determined by applicable MOU or Salary & Benefit Resolution. Prior to an employee entering a Leave Without Pay status, an employee may request in writing, by submitting a Medical Premium Payment Request form, that the City pay the employee's share of medical premiums during the time an employee is in a Leave Without Pay status to avoid the financial hardship of paying the employee-portion of healthcare premiums when not receiving a paycheck. This arrangement is subject to approval of the City Manager, and under no circumstances will the City pay more than the equivalent of three months of the employee's share of premiums. When the employee returns to work, the City will begin regular premium deductions and agree to a repayment period for the amount paid on the employee's behalf. Under no circumstances will the repayment period exceed three months or applicable protected leave eligibility period, whichever is less. A Medical Premium Payment Request form is available from the Human resources representative, otherwise may be provided to the employee before or during the leave.
The City will initiate the COBRA election process for the following reasons:
• A Medical Premium Payment Request Form was not received from the employee prior to the employee entering a Leave Without Pay status
• An employee who submitted a Medical Payment Request Form and opted to pay the required contribution to the City while on leave defaults on the agreement • An employee who is on Approved Leave Without Pay, not related to a protected leave, which extends beyond three (3) months
• The employee exhausts all protected leave that requires the City to maintain medical benefits
If coverage is terminated, the City shall restore coverage once the employee returns from leave. This provision shall also apply to protected leaves.
The City reserves the right to recover the employer and employee portion of health insurance premiums paid while an employee was on unpaid leave if the employee fails to return after the end of the leave period, subject to limitations and requirements set forth under law. This policy shall not apply to any supplemental or elective benefits the employee may be enrolled in. For these benefits, the employee is expected to make all required payments. 35 H. Compensatory Leave
Compensatory time off may be granted in lieu of overtime pay at the employee's request and with the advance approval of the supervisor. It must also be in accordance with an applicable Memorandum of Understanding, if any, and State and Federal laws.
I. Unauthorized Leave
An unauthorized absence of an employee for three (3) consecutive work days shall be considered Job Abandonment and constitute an automatic resignation from City service. (See Section 4.005 A.)
J. Vacation
Except as otherwise provided in an applicable MOU, if any, probationary and regular employees earn vacation on the following basis:
• 12 days (96 hours) per year for the first two (2) years. • 13 days (104 hours) per year beginning with the third (3rd) year. • 14 days (112 hours) per year beginning with the fourth (4th) year. • 15 days (120 hours) per year beginning with the fifth (5th) year. • 16 days (128 hours) per year beginning with the sixth (6th) year. • 17 days (136 hours) per year beginning with the seventh (7th) year. • 18 days (144 hours) per year beginning with the eight (8th) year. • 19 days (152 hours) per year beginning with the ninth (9th) year. • 20 days (160 hours) per year beginning with the tenth (10th) year.
At City Manager's discretion, vacation accrual for Executive Management positions may include credit for prior public agency service.
Computation of vacation accrual shall be prorated based on the hours worked versus the number of hours in the pay period. If a provisional employee is given a regular appointment, time served as a non-full time employee shall be accrued for vacation purposes. Vacation time must be accrued prior to taking time off from work. Vacation accruals are available for use as of the first of the month following the posting date.
l. Probationary Period. Employees serving a probationary period on an original appointment shall accrue vacation leave in accordance with the provisions of this section.
2. Scheduling and Accrual. Vacations are to be taken at the convenience of the department.
The maximum accrual of vacation leave shall not exceed thirty (30) working days or twohundred and forty (240) hours, whichever is less, and shall be subject to the appropriate Memorandum of Understanding (MOU) and/or City Council resolution. If the maximum accrual is reached, the employee will no longer accrue vacation leave.
3. Separation and Reinstatements. An employee who separates from City service will receive pay for any vacation accrued as of the effective date of resignation. All accrued vacation, compensatory time, the employee's final paycheck, life insurance, and where applicable, sick leave, holiday and uniform allowance of an employee who dies in the service, shall be paid to the employee's designated beneficiary. For vacation-time accrual purposes, reinstated employees are considered new employees, except for those employees who are subject to the provisions of 3.016 A. 1. b. Layoffs. 36 K. Holidays with Pay
Those certain days as the City Council may fix are holidays for all probationary and regular employees. All employees, probationary and regular, working Monday through Friday shall observe the following Monday as a holiday when a holiday falls on a Sunday; holidays falling on Saturday shall be observed on the previous Friday. Eligible employees will be paid for 8 hours for each designated holiday with pay. Any employee working an alternative work schedule that exceeds an 8-hour workday, shall use discretionary leave for the difference between 8 hours and the employee's scheduled hours if the employee is normally scheduled to work but does not work on the designated holiday. For probationary or regular employees on a workweek other than Monday through Friday, their holidays shall be compensated by whatever agreements are entered into via their Memorandum of Understanding.
In order to receive pay for an observed holiday an employee must have been in a full-time employment status with pay with the City on the workday before and after the holiday.
Employees on an alternative work schedule (i.e. 3/12, 4/10, 9/80) may not modify their regularly scheduled day(s) off in a pay period that includes an observed City holiday.
L. Meal Periods
Unless the employee is relieved of all duty during a 30 minute meal period, the meal period shall be considered an "on duty" meal period and counted as time worked. An "on duty" meal period shall be pem1itted only when the nature of the work prevents an employee from being relieved of all duty and when a lunch waiver request is submitted, on a per incident basis, by the employee and approved by the supervisor in the City's timekeeping system.
Meal periods are set by Department Heads. The Department Head will try to schedule meal periods at a time that will suit the needs of both the employee and the department. In order to ensure continuous service to the public, certain offices and functions must be staffed at all times. For this reason, all employees may not be permitted to go to lunch at the same time.
M. Rest Periods
Rest periods are intended to permit a "break" from the normal work activities. Two breaks, as determined by each department, shall be set aside as rest periods. In general, employees working in fixed locations (fire building, police building, City Hall, yard and treatment plants) have a place set aside to prepare coffee and other refreshments. Employees who work in temporary locations (police, fire, community services, and public works personnel) should take their "breaks" near the job site or as specified in departmental policy.
N. Catastrophic Leave
To establish a procedure for the voluntary donation of leave hours for approved catastrophic extended leave of absence to fellow eligible employees
Donor Eligibility:
Any employee with a maintained leave balance of one hundred and sixty (160) hours or more, unless otherwise approved by the City Manager, may donate accrued Administrative Leave, Bi1ihday Pay, Floating Holiday, Vacation, and/or any other discretionary leave, not otherwise deemed ineligible in this section, to another eligible employee who is suffering from a catastrophic extended leave of absence. Sick Leave and Compensatory Leave shall not be 37 eligible for Catastrophic Leave donation. Donors are encouraged to maintain sufficient leave balances for their personal use.
Recipient Eligibility:
1. Any eligible employee, who is or who has an eligible family member ( as defined by FMLA and CFRA) suffering from a catastrophic illness or injury, is eligible to request donations after all accrued sick leave, vacation, administrative leave (if applicable), compensatory time, and any other discretionary leave has been, or is expected to be, exhausted. Multiple requests for donations are permitted.
2. Employees applying for eligibility under the hardship provision of this policy must first use all available accrued sick leave, vacation, administrative leave (if applicable), compensatory time, and any other discretionary leave. Recipients of donated leave are limited to thirty (30) calendar days per calendar year unless otherwise approved by the City Manager.
3. Certification from a doctor that the illness/injury will preclude the eligible employee from returning to work for at least thirty (30) calendar days must be submitted to the City Manager and/or the Human Resources Department with an application to request donated leave.
Procedures:
a. Hours shall be donated using the appropriate donation fonn. b. Employees may donate a maximum of forty ( 40) hours of eligible accrued leave, as noted in the Donor Eligibility section, and a minimum required donation of one (1) hour for each donation request.
c. Donated time will be posted in the order it is received. Any leave donation form received after the maximum approved leave has been posted, shall not be used and the fonn shall be returned to the donors. No posted leave time shall be returned to donors unless the employee's absence is later determined to be covered under Workers Compensation regulations. In such case, the employee's compensation shall be adjusted pursuant to the appropriate Worker's Compensation regulations, and the donated time returned to the donating employees.
d. Donated leave balance hours will be converted to donated leave hours for the recipient and entered into his/her donated leave accrual balance by Payroll. This will continue until either the donations are exhausted or the employee returns to work. e. The value of the time donated shall be converted to the value of the time used, to provide an equivalent hourly rate. There will be no tax liability to donors. f. Donated leave shall be subject to the recipient's normal payroll deduction. g. Employees receiving donated leave shall not be eligible to receive Long Term Disability (LTD) benefits in accordance with LTD plan limitations while on catastrophic (sick/donated) leave. When catastrophic leave payments cease, applicable LTD benefits will be paid directly to the employee from the City's LTD Administrator. h. Any period of donated leave will be counted as Family and Medical Leave (FMLA) and California Family Rights Act (CFRA) time in accordance with State and Federal law. 38 FMLA provides up to twelve weeks of job-protected leave for time off work due to a serious illness of the employee, employee's child, spouse, mother or father when the employee has worked for the City for at least 1,250 hours over the prior twelve month period.
1. All benefits that accrue to an employee on sick leave will accrue to an employee absent on Catastrophic Leave.
0. Administrative Leave
Administrative leave shall be granted to executive management and mid-management level employees. The amount of administrative leave shall be set by resolution. Proration of administrative leave shall be prorated for new hires. Pro-rations shall be based on the fiscal quarter in which the employee is hired.
P. Protected Leave
Federal & State Unpaid Protected Leaves Policy. The City of Reedley has established an unpaid protected leave entitlements policy that conforms' to the provisions of the Federal Family Medical Leave Act (FMLA), the California Family Rights Act (CFRA) and the California Pregnancy Disability Leave Law (PDL ). The City of Reedley has designated the City's fiscal year of July 1 thru June 30 as the 12-month period for tracking time off used for these protected leaves. All required notices sent under this section shall be sent by certified mail.
1. Family and Medical Leave Act
Basic Leave Entitlement
FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons:
• for incapacity due to pregnancy, prenatal medical care or childbirth; • to care for the employee's child after birth, or placement for adoption or foster care; • to care for the employee's spouse, son, daughter or parent, who has a serious health condition; or
for a serious health condition that makes the employee unable to perform the employee's job.
Military Family Leave Entitlements
Eligible employees whose spouse, son, daughter or parent is on covered active duty or call to covered active duty status may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is:
(1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is 39 otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*; or
(2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.* *The FMLA definitions of "serious injury or illness" for current service members and veterans are distinct from the FMLA definition of "serious health condition".
Benefits and Protections
During FMLA leave, the employer must maintain the employee's health coverage under any "group health plan" on the same te1ms as if the employee had continued to work, subject to payment of employee's share of premiums. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. Use of FMLA leave cam1ot result in the loss of any employment benefit that accrued prior to the start of an employee's leave. If an employee does not have adequate accrued leave to pay for the employee's share of the medical premium, the City may pay the premium on behalf of the employee. However, the payment will be subject to a signed repayment agreement, subject to restrictions and requirements under Section 3.016 (G).
Title 29, Section 825.212(a)(l) of the FMLA regulations state in the absence of an established employer policy providing a longer grace period, an employer's obligations to maintain health insurance coverage cease under FMLA if an employee's premium payment is more than 30 days late. The City must meet the notice requirement, which include ensuring that such notice must be mailed to the employee at least 15 days before coverage is to cease, advising that coverage will be dropped on a specified date at least 15 days after the date of the letter unless the payment has been received by that date.
Eligibility Requirements
Employees are eligible if they have worked for a covered employer for at least 12 months, have 1,250 hours of service in the previous 12 months* , and if at least 50 employees are employed by the employer within 7 5 miles.
Definition of Serious Health Condition
A serious health condition is an illness, mJury, impainnent, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee's job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Use of Leave
40 An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer's operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.
Substitution of Paid Leave for Unpaid Leave
Employees may choose or employers may require use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer's normal paid leave policies.
Employee Responsibilities
Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days' notice is not possible, the employee must provide notice as soon as practicable and generally must comply with an employer's normal callin procedures. Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient infonnation may include that the employee is unable to perfom1 job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave.
Employer Responsibilities
Covered employers must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employees' rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility. Covered employers must inform employees if leave will be designated as FMLA-protected and the amount ofleave counted against the employee's leave entitlement. If the employer determines that the leave is not FMLAprotected, the employer must notify the employee.
2. California Family Rights Act (CFRA)
The California Family Rights Act (CFRA) was established to ensure secure leave rights for the following:
• To bond with a new child by birth, adoption, or foster care placement, within one year of the child's birth, adoption, or foster placement • To care for a child, spouse, domestic partner, parent, grandparent, grandchild, sibling, or designated person with a serious health condition. • For the employee's own serious health condition
• For a qualifying exigency related to the active duty or call to covered active duty of a spouse, domestic partner, child, parent, or designated person in the Anned Forces of the United States
41 CFRA Definitions
Child - A biological, adopted, or foster child, a stepchild, a legal ward, or a child of an employee or the employee's domestic partner, or a person to whom the employee stands in loco parentis.
Designated Person - Any individual related by blood or whose association with the employee is the equivalent of a family relationship. Employee shall be limited to one designated person in the 12-month CFRA entitlement period.
Parent - A biological, foster, or adoptive parent, a parent-in-law, a stepparent, a legal guardian, or other person who stood in loco parentis to the employee when the employee was a child.
Benefits
• An employer is not required to pay an employee during a CFRA leave, except when an eligible employee elects, or the employer requires, the employee to use any accrued vacation time or other accumulated paid leave other than accrued sick leave. • However, if CFRA leave is for the employee's own serious health condition, the employee may elect or the employer may require the employee to use any accrued vacation time or other accumulated paid leave, including any accrued sick leave.
Additionally, the employee may elect to use accrued sick leave for any other reason mutually agreed to by the employer.
• For leave for an employee's own serious health condition, the employee may also substitute leave taken pursuant to a short- or long-term disability leave plan, as determined by the terms and conditions of the City's disability leave policy, during the otherwise unpaid portion of the CFRA leave. The paid disability leave runs concurrently with CFRA leave, and may continue longer than the CFRA leave if permitted by the City's disability leave plan. An employee receiving any form of disability payments is not on "unpaid leave" and therefore, the City may not require the employee use paid time off, sick leave or accrued vacation.
An employer must continue health care coverage for employees during their CFRA leave
If the employer provides health benefits under any group health plan, the employer has an obligation to continue providing such benefits during an employee's CFRA leave, subject to provisions in Section 3.016 (G).
This obligation commences on the date leave first begins. The obligation continues for the duration of the leave(s), up to a maximum of 12 work weeks in a 12-month period.
An employer must continue other benefits during an employee's CFRA leave During the period of CFRA leave, the employee is entitled to accrual of seniority and to participate in employee benefit plans, including life, short-term or long-term disability or accident insurance, pension and retirement plans, and supplemental unemployment benefit plans to the same extent and under the same conditions as would apply to any other leave granted by the employer for any reason other than CFRA leave.
Eligibility Requirements
42 An employee may take an unpaid leave for the birth of a child for purposes of bonding, for placement of a child in the employee's family for adoption or foster care, for the serious health condition of the employee's child, parent, or spouse, and for the employee's own serious health conditions.
Health condition
Serious health condition means illness, injury (including on-the-job injuries), impairment, or physical or mental condition of the employee or a child, parent or spouse of the employee that involves either:
• In-patient care (i.e., an overnight stay) in a hospital, hospice, or residential health care facility
• Continuing treatment or supervision by a health care provider Employers covered under CFRA
Employers subject to CFRA are those who do business in California and employ 50 or more part-time or full-time employees, including non-profit religious organizations.
Covered employers also include the State of California and any of its political and civil subdivisions, and cities and counties, regardless of the number of employees.
Requirements employee must satisfy to be eligible to take a CFRA leave To be eligible for CFRA leave, an employee must be either a full-time or part-time employee working in California, have more than 12 months ( 52 weeks) of service with the employer, have worked at least 1,250 hours in the 12-month period before the date the leave begins.
LEA VE REQUIREMENT
The maximum CFRA leave entitlement
Leave under the California Family Rights Act (CFRA) may total up to 12 workweeks in a 12-month period. It does not need to be taken in one continuous period of time. The City of Reedley has designated the City's fiscal year of July 1 thru June 30 as the 12- month period for tracking time off used for these protected leaves.
The CFRA leave may be added onto pregnancy disability leave At the end of an employee's period(s) of pregnancy disability leave, a CFRA-eligible employee may request a CFRA leave of up to 12 workweeks for reason of birth of her child if the child has been born by this date. There is no requirement that either the employee or child have a serious health condition nor is there a requirement that the employee no longer be disabled by her pregnancy, childbirth, or related medical condition before taking CFRA leave for reason of birth of her child.
The minimum duration for a CFRA leave taken for the birth, adoption, or fostercare placement of a child Basic minimum duration of a CFRA leave is two weeks when the leave is taken for the birth, adoption, or foster care placement of a child. However, the City shall grant a request for a CFRA leave of less than two weeks duration on any four occasions. In addition, leave taken for the birth, adoption, or foster care placement of a child must be completed 43 within one year of the qualifying event. Where CFRA leave is taken for the serious health condition of a parent, child, or spouse or for the serious health condition of the employee, leave may be taken intermittently or on a reduced-work schedule when medically necessary, as determined by the health care provider of the person with the serious health condition. However, an employer may limit leave increments to the shortest period of time the employer's payroll system uses to account for absences.
NOTIFICATION
An employee must give advance notice if he/she wants to take a CFRA leave An employee shall provide at least verbal notice sufficient to make the employer aware the employee needs CFRA qualifying leave. The notice shall state the reason for the leave and its anticipated timing and duration. An employer may require 30 days advance notice before CFRA leave is to begin if the need for the leave is foreseeable. If 30 days is not feasible ( e.g., not knowing when leave will be required to begin, a change in circumstances, or a medical emergency), notice must be given as soon as feasible. Under all circumstances, it is the employer's responsibility to designate leave, paid or unpaid, as CFRA leave. In addition, the employer shall respond to a leave request as soon as possible but no later than ten calendar days after receiving the request.
An employer must inform employees of notice requirements An employer shall provide notice to his/her employees of the right to request a CFRA leave and shall post the notice in a conspicuous place or places where employees tend to congregate. If the employer publishes a handbook describing other kinds of personal or disability leaves available to its employees, the employer shall include a description of CFRA leave in its next edition. The employer may include both pregnancy disability leave and CFRA leave requirements in a single notice.
REINSTATEMENT
An employer must reinstate the employee at the end of his/her CFRA leave Upon granting an employee a CFRA leave, the employer must guarantee reinstatement to the same or comparable position and provide the guarantee in writing upon the request of the employee. Employment in a comparable position means employment in a position that is virtually identical to the employee's original position in tenns of pay, benefits, and working conditions, including privileges, perquisites, and status. It must involve the same or substantially similar duties and responsibilities, skill, effort, and authority, must be performed at the same or geographically proximate work site, and ordinarily means the same shift or same or equivalent work schedule.
Reasons an employer could deny reinstatement to an employee on CFRA leave An employer may deny reinstatement to an employee if his/her position ceased to exist, such as in a lay-off. However, the employer must notify the employee of the intent to refuse reinstatement at the time the employer determines the refusal is necessary as well as give the employee a reasonable opportunity to return to work. 44 3. Pregnancy Disability Leave Law
Leave Requirements
An employee who is disabled by pregnancy is entitled to up to 693 hours ( 40 hours x
17.333 weeks) of disability leave. Leave can be taken before or after bi1ih during any period of time the woman is physically unable to work because of pregnancy or a pregnancy-related condition. All leave taken in connection with a specific pregnancy counts toward computing the four-month period, including time off for doctor's visits.
When time off is designated as PDL, the City requires the employee to use sick leave; however, only the employee can elect to use vacation or other accrued paid time off. Once the employee is done with PDL and the City begins running CFRA, the City mandates the use of other accrued paid leaves during the CFRA leave. Pregnancy leave is available when a woman is actually disabled. This includes time off needed for prenatal care, severe morning sickness, doctor-ordered bed rest, childbirth, recovery from childbirth, or any related medical condition.
If an employee is disabled as the result of a condition related to pregnancy, childbirth, or associated medical conditions and requests reasonable accommodation upon the advice of her health-care provider, an employer must provide reasonable accommodation.
As an accommodation, and with the advice of her physician, an employee can request transfer to a less strenuous or hazardous position for the duration of her pregnancy.
Employees are entitled to take pregnancy disability leave in addition to any leave entitlement they might have under CFRA.
If possible, an employee must provide her employer with at least 30 days advance notice of the date for which the pregnancy disability leave is south or transfer begins and the estimated duration of the leave.
If 30 days advance notice is not possible due to a change in circumstances or a medical emergency, notice must be given as soon as practical. The leave may be modified as a woman's changing medical condition dictates. If a woman desires to return earlier than agreed, an employer must reinstate her within two business days of her notice.
Salary and Benefits during Leave
Employers who provide health insurance coverage for employees who take leave for nonpregnancy related temporary disabilities must provide coverage for employees who take leave for pregnancy, childbirth or related medical conditions, subject to provisions in Section 3.016 G.
An employer may require an employee to use accrued sick leave during any unpaid portion of her pregnancy disability leave. The employee may also use vacation leave credits to receive compensation during an otherwise unpaid portion of her pregnancy disability leave. An employer may not require an employee to use vacation leave or other accrued time off during pregnancy leave.
Return Rights
After a pregnancy leave or transfer, employees are guaranteed to return to the same position and can request the guarantee in writing. If her same position is no longer 45 available, such as in a layoff situation, the employer must offer a position that is comparable in terms of pay, location, job content, and promotional opportunities, unless the employer can prove that no comparable position exists.
4. Notifications
Employees should consult with the Human Resources Representative if they have any questions regarding their eligibility for leave under this policy. Employees who are eligible for leave based on their length of service must provide sufficient advance notice of their desire for leave whenever the need for leave is foreseeable. Requests for a Leave of Absence that may qualify under one or more of the protected leaves noted in this section, should be submitted in writing to the Human Resources Representative at least 30 days prior to the date the employee would like the leave to begin. Exceptions to the advance notification rule apply in some cases, such as when a medical emergency arises and it is not feasible to provide 3 0 days advance notice. In such case, the employee must provide as much advance notice as is practicable.
A. It shall be the joint responsibility of the employee, the employee's direct supervisor and the employee's department director to notify the Human Resources Representative that a situation exists that may qualify as a protected leave under FMLA, CFRA, PDL or any combination of the protected leaves. The employee does not necessarily have to request a protected leave for the leave to be designated as a protected leave. Supervisors and department directors should immediately notify the Human Resources Representative whenever an employee's situation might qualify as a protected leave.
B. The Human Resources Representative, upon receipt of the notification, shall mail the following documents, if applicable, to the employee requesting leave; i) Notice of Employee's Eligibility & Rights and Responsibilities. ii) Health Care Provider Certification that complies with any applicable State of California law which prohibits an employer from asking for a medical diagnosis.
iii) State California Department of Fair Employment and Housing's "Family Care and Medical Leave (CFRA Leave) and Pregnancy Disability Leave" Notice (DFEH-100-21) or "Your Rights and Obligations as A Pregnant Employee" Notice (DFEH-100-20) or both, depending on the reason for the request. iv) Job description if the leave is for the employee's own serious health condition C. It shall be the responsibility of the employee to provide the requested Health Care Provider Certification or other requested documentation within fifteen (15) calendar days of the date of the mailed notices or notify the Human Resources Representative as soon as practicable of the reason why the certification cannot be returned within the requested time frame. If an employee fails to return the Health Care Provider Certification and fails to provide the Human Resources Representative with a reason why the certification cannot be submitted in the fifteen (15) calendar days, the requested leave may be delayed or denied.
46 D. Upon receipt of the requested ce1iification, the Human Resources Representative will either approve or deny the leave based on the information provided for FMLA, CFRA and PDL. If the leave is approved, a notice will be mailed within 5 days to the employee designating the leave as FMLA, CFRA, PDL or any combination of these protected leaves. Except where prohibited within the protected leave laws, the employee will be required to use all accrued leave time towards any designated FMLA and CFRA time off. Employees will be required to use sick leave towards all PDL time off and employees may choose but are not required to use any other accrued leave towards PDL time off if the accrued sick leave balance is insufficient to cover the time off.
E. Employees who are granted protected leave under FMLA, CFRA or PDL will be informed of the terms and conditions under which health and other benefits will be continued during such leaves, as well as their obligations to pay their share of the premiums for such coverage.
5. Maximum Length of Protected Leave
A. FMLA leave is restricted to a 12-week period, except where additional time is permitted under FMLA to care for a covered serviceman, in the 12-month period previously designated in this section.
B. CFRA leave is restricted to a 12-week period, except where additional time is permitted under CFRA, in the 12-month period previously designated in this section.
C. PDL is restricted to a period of 17.33 weeks, except where additional time is pennitted under PDL, in the 12-month period previously designated in this section.
The period of 17.33 weeks will be calculated to comply with current PDL law.
D. FMLA leave and CFRA leave will run concurrently, except when FMLA leave is used for a pregnancy related leave.
E. When a protected leave is for a pregnancy leave, FMLA and PDL will run concurrently for 12 weeks, at which time FMLA will terminate and PDL will continue until the calculated 4-month period ends at which time PDL will terminate.
When PDL ends, the 12-week period of designated CFRA leave will begin.
6. Moonlighting While on Protected Leave
A. Any full-time employee who has been approved for FMLA, CFRA or PDL shall be prohibited from working at any second job in which the employee perfom1s duties that are substantially the same as the duties performed for the City of Reedley while the employee is off for FMLA, CFRA or PDL.
B. Any part-time employee who is deemed eligible and has been approved for FMLA, CFRA or PDL shall be prohibited from working any second job in which the employee performs duties that are substantially the same as the duties performed for the City of Reedley while the employee is off for FMLA, CFRA or PDL. 47 7. Return from Protected Leave for Employee's Own Serious Health Condition A. The employee shall provide the City of Reedley with a physician's certification that the employee is able to return to work without limitations based on the employee's job description, or
B. The employee shall provide the City of Reedley with a physician's certification that the employee is able to return to work with limitations which will not prohibit the employee from performing the essential duties of the job based on the job description.
C. Upon returning to work from a Protected Leave, the City may elect to send the employee for a fitness for duty evaluation.
Q. Long-Term Disability Elimination Period
The Long-Term Disability Elimination Period is ninety (90) days of continuous disability or the amount of accrued leave the employee has available whichever is longer. Employees must exhaust all available accrued leave before Long-Term Disability benefits begin. Accrued leave that must be exhausted includes sick leave, vacation, compensatory time, donated leave and all other discretionary leaves.
R. School Activities and/or Child Care Provider Activities Leave
1. School/Child Care Provider Activities. An employee who is the parent, guardian, or grandparent with custody of a child of the age to attend Kindergarten or grades 1 through 12, inclusive, or a licensed child care provider, may take off up to forty ( 40) hours per calendar year to participate in activities of the school or licensed child care provider. The amount of leave remains the same as noted above regardless of the number of children in the employee's custody. The employee must provide reasonable notice, generally 48 hours, and may elect to use leave without pay, accrued vacation leave, accrued sick leave, or any other accrued paid leave. This leave can be used for the following child-related activities:
(A) To find, enroll, or reenroll his or her child in a school or with a licensed child care provider, or to participate in activities of the school or licensed child care provider of his or her child, if the employee prior to taking the time off, gives reasonable notice, generally 48 hours, of the planned absence. Time of taken for these reasons shall not exceed 8 hours in any calendar month of the year
(B) To address a child care provider or school emergency, if the employee gives notice. A child care provider or school emergency has the following meaning:
(1) The school or child care provider has requested that the child be picked up, or has an attendance policy, excluding planned holidays, that prohibits the child from attending or requires the child to be picked up from school. (2) Behavioral or discipline problems.
(3) Closure or unexpected unavailability of the school or child care provider, excluding planned holidays.
( 4) A natural disaster, including, but not limited to, fire, earthquake, or flood. 48 Time off taken for the reasons in subsection (B) is not subject to the 8 hours per month limitation.
Employees may be asked to provide documentation from the school or licensed child care provider as proof that he or she engaged in eligible child-related activities on a specific date and at a particular time. For these purposes, "documentation" means whatever written verification of parental participation the school or licensed child care provider deems appropriate and reasonable.
The City reserves the right to deny a request for a compelling reason such as an emergency situation or critical staff/facility coverage as determined by management.
Leave pursuant to this section is exempt from Section 3.016 F. Leave Without Pay.
2. School Suspension Meetings. An employee who is the parent or guardian of a child who has been suspended from school may take time off to appear at the school in com1ection with that suspension. The employee must provide reasonable notice and may elect to use leave without pay, accrued vacation leave, accrued sick leave, or any other accrued paid leave.
The City reserves the right to deny a request for a compelling reason such as an emergency situation or critical staff/facility coverage as determined by management.
Leave pursuant to this section is exempt from Section 3.016 F. Leave Without Pay.
S. Leave for Victims of Domestic Violence or Sexual Assault An employee who is a victim of domestic violence or sexual assault may take leave from work to obtain, or attempt to obtain any relief, including, but not limited to a temporary restraining order, restraining order, or other court assistance to help ensure the employee's own health, safety, or welfare, or that of the employee's child.
An employee may also take leave to:
1. Seek medical attention for injuries caused by domestic violence or sexual assault.
2. Obtain service from a domestic violence shelter, program, or rape crises center as a result of domestic violence or sexual assault.
3. Obtain psychological counseling related to an experience of domestic violence or sexual assault.
4. Participate in safety planning and take other actions to increase safety from future domestic violence, including temporary or permanent relocation.
Employees should provide reasonable advance notice, if foreseeable, or as soon as possible under the circumstances, depending on the nature of the leave taken under this section.
Employees may elect to substitute accrued vacation, sick leave, or other paid leave time for unpaid leave.
Leaves for injuries resulting from domestic violence or sexual assault may run concunently with other types of leaves, such as Family and Medical Leave.
Leave pursuant to this section is exempt from Section 3.016 F. Leave Without Pay. 49 T. Voting Leave
Pursuant to the provisions of the Elections Code of the State of California, employees who are registered voters and who do not have sufficient time, outside working hours, to cast a ballot, only two hours of actual working time will be compensated. If the employee on the third working day prior to the day of election knows or has reason to believe that time off will be necessary to be able to vote on election day, the employee shall give the City at least two working days' notice that time off for voting is desired. Absent such notice, the request may be denied.
U. Organ/Bone Marrow Donor Leave Policy
The City Manager may grant to an eligible employee, a leave of absence not exceeding 30 business days in any one-year period, for the purpose of donating their organ to another person. The one-year period is measured from the date the employee's leave begins and shall consist of twelve (12) consecutive months.
The City Manager may grant to an eligible employee, a leave of absence not exceeding five (5) business days in any one-year period, for the purpose of donating their bone marrow to another person. The one-year period is measured from the date the employee's leave begins and shall consist of twelve (12) consecutive months.
In order to receive a leave of absence pursuant to the paragraphs above, the employee shall provide written verification to the City that they are an organ or bone marrow donor and that there is a medical necessity for the donation of the organ or bone marrow.
The period of time during which the employee is required to be absent for their position by reason of being an organ or bone marrow donor is not a break in their continuous service for the purposes of their right to salary adjustments, sick leave, vacation, paid time off, annual leave, or seniority. During any period that an employee takes leave for being an organ or bone marrow donor, the City may maintain and pay for coverage under the City's group health plan for the full duration of leave, in the same mam1er the coverage would have been maintained if the employee had been actively at work during the leave period.
An employee on a leave of absence for being an organ donor shall be required to take up to two weeks of accrued sick leave, accrued vacation, or any other accrued leave available. An employee may request to use additional accrued $ick leave, accrued vacation, or any other accrued leave available to continue receiving compensation for the remainder of the organ donor leave.
An employee on a leave of absence for being a bone marrow donor shall be required to take up to five days of accrued sick leave, accrued vacation leave, or any other accrued leave available.
A leave of absence for the purpose of being an organ or bone marrow donor shall not be taken concurrently with leave pursuant to the federal Family and Medical Leave Act (FMLA) or the California Family Rights Act (CFRA).
Leave taken for the purpose of being an organ or bone marrow donor may be taken in one or more periods, but in no event shall exceed the amount of leave prescribed in the first two paragraphs of this section.
50 3.017 Temporary Light and/or Modified Duties or Temporary Reassignment A. All light-duty requests must be accompanied by a doctor's note regarding specific limitations that are to be placed on the employee ( e.g. employee cannot lift more than 5 lbs., no standing for more than 5 minutes, etc.).
B. All light-duty requests shall be reviewed by the employee's supervisor, Department Head, and Human Resource staff to ensure that accommodations are sufficient. Accommodations must reflect the limitations indicated by the employee's physician.
C. Upon receiving notification of an employee's work restrictions for a workers' compensation injury, the City shall first review the job specifications for the employee's position to determine if the duties of the employee's position can be modified sufficiently to comply with the work restrictions. If the duties of the position cannot be modified to meet the employee's work restrictions, the City may review existing positions within the City to determine if there is a vacant position for which the employee is able to temporarily perform the duties.
If the City is able to reasonably accommodate the employee's work restrictions, without creating an undue hardship on the City, with one of the two options noted above, the City may offer temporary light and/or modified duty or temporary reassignment. Such accommodation shall be temporary in nature and not to exceed ninety (90) days, unless specifically authorized by the City Manager due to special circumstances. Any authorized extension is not to exceed a thirty-day period, with any subsequent extensions authorized by the City Manager. Under no circumstances will a position be created to offer an employee light and/or modified duty.
D. After review, the employee will be issued a notice approving or disapproving the light-duty request. If the request is approved, then the notice must (1) include specific duties that the employee is allowed to perform based on the prescribed limitations and (2) require the employee to sign acknowledging the applicable restrictions.
3.018 Special Compensation
Special Compensation for City employees is set by either resolution or labor agreement. Special compensation is a component of compensation earnable, and is applicable for 'Classic' members and is defined by Government Code (GC) 20636 and 20636.1 and California Code of Regulations (CCR) 571. Pensionable compensation is also applicable for 'New' members, those typically hired on or after January 1, 2013, and must meet the requirements defined by GC section 7522.34(a).
One such area of special compensation that is generally reportable are Uniform Allowances. The City must report to CalPERS either the cash payment amount or monetary value of uniforms provided, as outlined in CCR 571(a). A City resolution or labor agreement shall provide all conditions for payment of a Uniform Allowance; however for those Uniform Allowances that are not paid to the employee on a cash basis, a separate method must be used to determine the monetary value of uniforms provided to employees. Therefore, for all non-cash uniform allowances, for all non-cash uniform allowances, on an annual basis, the City shall take the total amount paid to provide uniforms to a member group in a given year, then divide the amount by the number of members. The per-employee amount (for 'Classic' members) is then reported to CalPERS as pensionable compensation. Under PEPRA, 'New' members are not allowed the uniform allowance as pensionable compensation as defined by GC 7522.04(£). 51 Unqualified items shall not be included as special compensation. As stated in CCR 571(a), Uniform Allowance "excludes items that are solely for personal health and safety such as protective vests, pistols, bullets, and safety shoes."
3.019 Travel Policy
Purpose
From time to time, City employees are required to attend conferences, meetings, training seminars, certification institutes, etc., which apply directly to the management and operation of Reedley city government. The city recognizes the value and importance of such meetings which relate either to representing city interests before other agencies or the business sector, and also provide the opportunity for the exchange of ideas and training as it relates to the performance of city duties.
This policy sets forth guidelines and establishes unifonn practices and policies regarding expenditures associated with City business activities.
Applicability
This policy is applicable to all City employees. The expenses incurred by spouses or guests who choose to attend a conference shall be paid by the employee. There are, from time to time, meetings or social events where an employee's spouse/guest is invited and expected to attend and participate. In those cases, costs associated with the spouse/guest attendance shall be paid for by the City. Written authorization from the Department Head shall be secured in advance when spouse/ guest expenses will be incurred.
Authority
The City Manager may exempt any City employee from the provisions of this policy should be it be determined that an exemption is warranted by extraordinary circumstances or operating requirements.
Authorization
Budget appropriations constitute approval of travel where travel advance or reimbursement will be required. Unanticipated, but necessary, travel and related expenditures shall be approved by the City Manager in advance. Out of state travel by city employees may be permitted, however, authorization will be granted on a "case-by-case" basis by the City Manager. Requests for attendance at out of state conferences which are not approved in the annual budget must be submitted to the City Manager, in writing, through the department head, with appropriate information regarding why attendance is required, mode of_ transportation, and anticipated total cost.
Transportation
Employees attending City business related meetings by automobile are encouraged to use a City vehicle, if available. Employees using personal vehicles to attend City related conferences and meetings shall receive mileage reimbursement at the prevailing Internal Revenue Service approved rate in effect at the time. Business miles shall be calculated using the City Hall address as the starting and ending point for business related travel. Under no circumstances may an employee use a City fuel card to purchase fuel for their personal vehicle, even for City business/travel. 52 Department Head Car Allowance/Mileage
Department Heads or any other employee who receive a monthly vehicle allowance in lieu of a staff vehicle may request mileage reimbursement when traveling one way further than 40 miles, at the prevailing Internal Revenue Service approved rate in effect at the time, with no adjustment made to the actual business miles traveled. Business miles shall be calculated using the City Hall address as the starting and ending point for business related travel. Claims for eligible mileage shall be submitted to the City Manager for approval, then forwarded to the Administrative Services Department for processing.
Requests for Cash Advance
Requests for cash advance for conference related expenses are to be submitted to the Administrative Services Department in accordance with the regular accounts payable schedule.
Options for Paying for Conference Expenses
Option 1: All allowed expenses incurred will be paid using a City-issued credit card. Expenses shall include: registration and materials for the classes or conference attended, lodging, meals, incidentals including parking, baggage handling, taxi, etc. Using this option requires itemized receipts for all expenses incurred to be submitted upon return from the trip. If a receipt is lost or unavailable, a signed affidavit will be required for missing documentation. Petty cash reimbursement may be made in circumstances where a credit card may not be accepted (i.e. parking meters, etc.).
Option 2: Registration, class materials, and lodging can be placed on a City credit card. A Per Diem cash advance may be obtained for meals and incidentals. The conference itinerary must be submitted to determine which meals are included in the conference. Per Diem shall be determined by the allowed Federal Government (IRS) rate with 20% allowed for breakfast, 30% allowed for lunch and 50% allowed for dinner when calculating meals that are not included in registration. In this option receipts will be required for the items charged on the City credit card. Receipts are not required for meals that you receive Per Diem for. Any meal or incidental expense in excess of the Per Diem allowance will not be reimbursed.
Option 3: Using this option, the employee may elect a Per Diem cash allowance to cover the cost of lodging, meals, and all incidentals. Meal Per Diem shall be handled the same as in option 2.
No receipts are required under this option. Class or conference registration and materials will be paid using a City credit card. Lodging, meals, and incidental expenses in excess of the Per Diem amount will not be reimbursed.
Qualified Expenditures: It shall be the duty of each staff member who travels at City expense to do so in a practical and economical manner. NO ALCOHOLIC BEVERAGES ARE TO BE CLAIMED OR WILL BE REIMBURSED BY THE CITY. Qualified Expenditures shall be considered for the following:
Registration
Lodging*
Meals
Tips (not to exceed 20%)
Parking Fees
Toll Bridges
Mileage where appropriate
Business phone calls
53 Bus/Taxi/Rapid Transit & other fares Home phone calls related to conference/ meeting activity ( one phone call/day to residence except in
family emergency)
Lodging: Lodging arrangements should be practical and economical. As a guide, lodging, as much as possible, should be similar to the currently published Federal Government (IRS) guidelines: Employees staying at a "Conference" hotel and receiving the discounted conference rate shall be allowed to exceed the State Guidelines but are not exempt from any other items in the travel policy. Whenever possible, lodging will be paid directly to the hotel by the City, either by City credit card or by City check. The use of a personal credit card to pay for lodging is only permissible if it is not feasible for the City to make the payment directly. A personal credit card should be provided to the hotel for personal expenses charged to the room.
A Transient Occupancy Tax waiver (California travel only) should always be requested at the hotel. If it is denied, a notation should be made on the waiver form, which then should be attached to the expense form.
Reimbursement of lodging is limited to the actual cost of a single room. When making arrangements for lodging, the government, group, conference or promotional rates shall be requested. The City will not reimburse the traveler for luxury upgrades ( e.g. ocean views, suites, etc.) When lodging at a conference facility is full, lodging at a comparable hotel shall be acceptable.
Meals: Reimbursement for meals shall be made only when travel extends for a minimum of six ( 6) hours except when specifically approved otherwise by the Department Director.
Reimbursement shall be at the current per diem rate established by the U.S. Govenunent General Services Administration (GSA). Meals provided by common carriers ( e.g. airline, train, bus) or included in registration fees or hotel rates (i.e., if a Traveler attends a conference where lunch is provided, no reimbursement will be provided for the lunch meal) are not eligible for per diem reimbursements. A continental breakfast does not constitute a meal. Gratuities for meals are included in the per diem rates and are not reimbursed separately.
Travel meals are reimbursable/paid by the City for travel beginning/ending as shown on the below schedule:
Meals De2arture on Initial Day of Travel Return on Final Day of Travel Breakfast Before 7:00 a.m. After 10:00 a.m.
Lunch Before 11 :00 a.m. After 2:00 p.m.
Dinner Before 4:00 p.m. After 7:00 p.m.
Expense Form: After returning from an authorized conference, meeting, or seminar, the attending employee(s) utilizing option 1 or 2 above shall complete, within 20 working days, a "Expense form" provided by the City. The completed form is to be submitted to the Department Head ( or to the City Manager in the event of Department Head travel), then to the Administrative Services Department for processing. Both the itemized and total paid receipts must be submitted for all meals.
54 Extended Personal Travel: Travelers who combine personal travel with business travel must identify and pay for the personal segment of the trip. Reimbursement for car rental and airport parking must be prorated to allow reimbursement for only those costs associated with City business.
Public Records Requirement: All documents related to reimbursable City travel expenditures are public records and may be subject to disclosure under the California Public Records Act (Government Code §6250-6270).
3.020 Employee Service Award Recognition Program
It is the policy of the City Council to recognize full-time employees for their cumulative years of service, with the City of Reedley, to the community at five-year intervals. An employee's cumulative years of service as of December 31st each year will be used to detennine eligibility for a service award the following calendar year. With the exception of a retiring employee, to receive a service award, an employee must be in an active status at the time of the award presentation event. No rounding up is allowed except when an employee is retiring from City service the following year and the time worked from January 1st to their retirement date will reach the years of service interval for an award.
Employees will be recognized with a service award valued at the specific amount corresponding to the employee's years of service. The value of the service award will be based on years of service table shown below:
Years of Service Service Award Valued at:
5 $100.00
10 $150.00
15 $200.00
20 $250.00
25 $300.00
30 $350.00
35 $450.00
40 $500.00
When a City employee reaches five years of service, they are to be recognized and given a service award sometime during the following year. For example, if an employee works for five years, he/she will receive a gift during their sixth year of employment. The dollar value of the service awards provided under this program shall be considered taxable as wages to the recipient employee, included on Form W-2, and subject to Federal income tax withholding, social security and Medicare. IRC 74; IRC 3121(a) (20)
3.021 Retirement Gifts Policy
An employee may be honored under this policy if he/she has 10 or more years of service as a fulltime employee to the City. This policy may apply to retiring Council members at Council's discretion.
55 Gift Items. Memento items such as a plaque or desk accessory, may be purchased with City funds.
This item is intended to be of personal value rather than monetary value. The City may also provide a retirement gift of an amount not to exceed $100.00. Cash awards, cash equivalent ( e.g. gift certificates), or dollar value of gifts provided under this program shall be considered taxable as wages to the recipient employee, included on Form W-2, and subject to Federal income tax withholding, social security and Medicare. IRC 74; IRC 3121(a) (20). Other gift items of more significant monetary value may be given by way of employee donations from personal funds if desired.
Event Expenditure. The City may pay for expenses related to an open house type event. Any food purchased with City funds should represent light refreshments/snacks rather than a meal and should not exceed $150.00. Under no circuqistances shall City funds be used to purchase alcohol.
When possible, the event should take place at a City facility to eliminate the need for building rental. If a more elaborate event is desired, the cost will be paid by those attending the function ( e.g. if the event is dinner at a restaurant, each person will pay for their own meal).
3.022 Vehicle Allowance/Mobile Phone Stipend
Certain employees may be approved by the City Manager to receive a vehicle allowance and/or cell phone stipend for use of the employee's personal vehicle or mobile phone for bona fide business purposes if allowed by the applicable resolution or MOU. Such allowance or stipend is the total compensation that shall be received by the employee for the use of a personal vehicle or mobile phone. Maintenance and operation expenses, including repairs, are solely the responsibility of the employee.
3.023 Safety Boots for Part-Time Employees
On approval of the City Manager, part-time employees whose positions require a majority of their time to be spent where safety is a concern, may receive a reimbursement for the purchase of safety boots up to the amount as set forth in the current GSU Memorandum of Understanding.
Reimbursements are made upon request and shall not occur more than once per fiscal year.
3.024 Memorial Donations
The City Manager, at his/her discretion, may use eligible public funds to purchase flowers/plant or make a donation in lieu of flowers to the family to honor any former councilmember, full-time employee, appointed member of a legislative body, or other distinguished member of the community who has passed away. Generally, donations should not exceed $100.00 without compelling justification.
3.025 Professional Certification & Continuing Education Expense Reimbursement City Manager shall have the discretion to authorize reimbursement to employees for expenses related to obtaining professional certifications and/or completing continuing education classes that have been approved by the City Manager and deemed beneficial to the business operations of the City and are not otherwise authorized by a bargaining unit MOU. 56 Section 4.000
CHANGES IN
EMPLOYMENT
STATUS
57 SECTION 4.000 CHANGES IN EMPLOYMENT STATUS
4.001 Transfers
A transfer is an assignment of an employee from one position to another position. Transfers may take place within a department prior to the department utilizing an existing eligibility list or recruitment process and shall be at the discretion of the Department Head. A transfer may take place between departments, between positions of the same pay range, between positions of the same class, or between positions of different classes, either at the conclusion of an in-house or outside recruitment process, or, if the employee requesting transfer is on an eligibility list for the vacant position, or if in compliance with a rehabilitation decision. A transfer does not supersede utilization of an existing list or the recruitment process as defined in Section 2.000.
4.002 Non-disciplinary Downgrades
An employee may be downgraded to a lower position for which he/she is qualified for any of the following reasons:
A. When an employee would otherwise be laid off because the position is being abolished; a position is being reclassified to a higher grade, ( duties have evolved into or overlaps another classification); lack of work; lack of funds; or because of the return to work from authorized leave of another employee to such a position in accordance with the rules on leaves; or where departmental needs have changed;
B. When an employee does not possess the necessary qualifications or does not possess the ability to render satisfactory service in the position held, or when removed during probation in accordance with Section 2.013 e.; subject to the procedures of Section 5.007; and/or C. When an employee voluntarily requests such a downgrade.
The City Manager retains the discretion, if a position changes due to no fault of the employee, to Y-rate that employee's salary. The City Manager may change the classification of any established position downward to meet the City's need. In the event such action has an impact on a bargaining unit, the City will offer to meet and confer regarding such an impact with the affected unit.
4.003 Reinstatements
An employee who has resigned with a good record may be rehired, if a vacancy exists, to the same or similar position by the same department from which he/she resigned within one year of the date of the resignation without qualifying in competitive examination. This is known as a reinstatement.
Such action must be submitted to the City Manager in letter form giving one's name, title, salary, date of separation, date of proposed reinstatement, and cause of vacancy which the reinstatement will fill.
An employee may be reinstated at the same step in the pay range or may be placed to a lower step within the range at the discretion of the Department Head and with the approval of the City Manager. He/she cannot be reinstated at a higher step. The reinstatement cam1ot be made if the City has a layoff list for the position. Reinstated employees are considered new employees for purposes of vacation, sick leave, and salary steps. No entitlements or previously accrued benefits, such as sick leave, will be restored. Employees on a layoff list will not be considered new employees (for the sake of benefits) until after two years of being laid off. Employees restored to 58 duty after military service are not reinstated in the sense of this rule, but are instated subject to reinstatement under the provisions of the Military and Veterans Code of the State of California.
Any employee returning to work for the City after six months or longer is required to be refingerprinted, unless the City Manager or Human resources representative waives this requirement.
4.004 Y-Rating
Y-Rating is the process whereby an employee does not receive less pay when promoted, downgraded or demoted, notwithstanding, the pay rate assigned others in the classification. To make the transition easier, the employee receives the same pay until salary adjustments are made for the entire class. At that time, he/she will be paid within the same range as all others within the particular classification. This usually occurs when a position has been downgraded or a person demoted due to no fault of the employee. Y-rating is at the discretion of the City Manager.
4.005 Separation
Following regular employment after the satisfactory completion of probation, separations of employees from positions in the classified service shall be designated as one of the following categories and shall be accomplished in the manner indicated: resignation, disability, death, retirement, dismissal, or layoff.
A. Resignation. An employee resigns from employment by notifying his/her supervisor either orally or in writing or by incurring three (3) consecutive working days of unauthorized leave as a result of failing to report to work as required, unless the employee has been hospitalized or incapacitated. Oral or written notices of resignation should be given as far in advance as possible, however, a minimum of two weeks' notice is desired unless the separation is due to retirement (See Section 4.005 D.). Failure to give adequate advance notice of resignation may be cause for denying future employment with the City. The last day that an employee physically performs the duties of his or her position for the City shall be the last day on payroll. All discretionary leave accrued but not used as of the last day on payroll shall be paid to the employee in a lump sum payment that is not pensionable.
B. Disability. An employee shall be separated from employment as a result of a physical or mental disability when the employee cannot sufficiently perform the required duties and functions of his/her position. An action to separate an employee from employment may be initiated by the employee, the employee's legal representative, or the City. Furthermore, each case must be supported with acceptable evidence and given to the City Manager. The City may also require the employee to be examined by an expert of the City's choice and at the City's expense, as the City determines reasonably necessary, in order to evaluate the claim of disability.
C. Death. Separation from employment with the City shall be effective as of the date of death of the employee. All compensation and eligible accruals due, except for such sums required by law to be withheld, shall be paid to the employee's designated beneficiary.
D. Retirement. Whenever an employee meets the conditions set forth in the contract between the City and the Public Employees Retirement System or any successor retirement plan, the employee may elect to retire and receive any and all benefits earned under the retirement plan.
Qualified employees preparing to retire must notify their department heads of their intent to retire at least 30 days prior to their final departure from the City. The last day that an employee 59 physically performs the duties of his or her position for the City shall be the last day on payroll.
All discretionary leave accrued but not used as of the last day on payroll shall be paid to the employee in a lump sum payment that is not pensionable.
E. Dismissal. An employee may be dismissed from regular, full-time employment through the processes set forth in Section 5.000. Only regular, full-time employees of the City are entitled, except as otherwise required by State statute or applicable MOU, to the procedural provisions in Section 5.007. These include rights of appeal of a disciplinary decision of Section 5.000 for termination or discipline for cause. All other employees of the City including, but not limited to, those employees defined as unclassified, probationary employees, non-full-time employees, contract employees or otherwise, are considered "at-will" employees. Therefore, they may be terminated and separated from employment without cause and without the hearing and appeal processes set forth herein, unless specifically required by State or Federal law.
F. Layoff Layoff is the separation of employees from service due to a reduction in workforce or elimination of one of or more positions. Whenever a determination has been made to reduce the workforce, the reduction in the workforce shall be prescribed in an applicable MOU, as required by law, or as otherwise determined by the City Manager. After layoff, re-employment rights shall be as contained in an applicable MOU, as required by law, or as detennined by the City Manager.
4.006 Removal from Payroll
Any employee that has not worked during the most recent 12-month period shall be removed from payroll in a manner prescribed by the Human resources representative, and required to go through the New Hire Procedure in Section 2.009 upon rehire.
60 Section 5.000
EMPLOYEE CONDUCT
AND DISCIPLINE
61 SECTION 5.000 - EMPLOYEE CONDUCT & DISCIPLINE
5.001 Specific Rules of Conduct
Causes for Disciplinary Action against any employee may include, but shall not be limited to, the following:
A. Neglect of duty.
B. Violation of safety rules.
C. Unacceptable attendance, record including tardiness, absenteeism, overstaying lunch or break periods, or a pattern of unscheduled and/or inappropr~ate time off.
D. Possessing, distributing, or being under the influence of alcoholic beverages, nonprescription or unauthorized narcotics, or dangerous drugs, or abusing prescription drugs during working hours.
E. Inability, unwillingness, refusal, or failure to perform work as assigned, required, or directed, including inability to maintain necessary licenses, certifications, etc.
F. Unauthorized soliciting on City property or time.
G. Conviction of either a felony or misdemeanor involving moral turpitude.
H. Unacceptable behavior toward the general public, fellow employees, or officers of the City.
I. Falsifying employment application materials, time reports, records, payroll documents, or other City records.
J. Disobedience towards one's proper authority.
K. Misuse of City property.
L. Violation of any of the provisions of these working rules and regulations or departmental rules and regulations.
M. Disorderly conduct, participation in fights, horseplay, or brawls.
N. Dishonesty or theft.
0. Habitually violating any City policies, rules, or regulations over an extended period of time in which a specific incident in and of itself would not warrant disciplinary action, however, the cumulative effect would waiTant such action.
P. Continued substandard performance of duties.
Q. Failure to maintain required licenses and certificates.
R. Insubordination.
S. Other acts inimical or detrimental to the public service.
5.002 Outside Employment
No regular, full-time employee of the City shall engage in additional employment outside the official hours of duty if such employment causes, or can cause, a conflict of interest or impair job perfonnance. Employees must receive prior written permission from the City Manager through 62 their Department Head prior to engaging in outside employment, per the City's Outside/Secondary Employment policy contained in Section 7.006 of these Personnel Policies and Procedures.
5.003 Political Activity
All political activities of employees shall be subject to the Government Code of the State of California.
5.004 Safety
It is important that safety precautions are abided by and that all safety equipment, issued or approved, is used.
5.005 Citywide Attendance Policy
A primary requirement for continued employment is regular attendance. While the City recognizes some absences may be unavoidable, City departments and the employees have an obligation to the public that demands regular and prompt attendance. Although it is recognized that excessive absenteeism is a proper reason for corrective/disciplinary action, up to and including termination of employment, it is the policy of the City to identify problem areas by keeping proper records, exploring avenues of available assistance, and encouraging compliance with attendance standards.
This attendance policy was developed to establish guidelines to further efforts to provide service to the public, and is designed to be a no-fault program, meaning that the pervasive performance problems ste1mning from excessive absences are the focus of this policy, not the nature of the absences. However, an employee may be subject to disciplinary action up to and including termination based on the number, pattern, or severity of incidents.
Authorized leaves and statutorily protected leaves ( e.g., Family and Medical Leave Act, California Family Rights Act, military leave,jury duty, subpoenas and court appearances, bereavement leave, vacation leave, leaves of absence pursuant to existing City of Reedley's Policies and Procedures, suspension, union business, etc.) and layoffs are outside the scope of this policy.
In the event of a serious illness or injury to the employee requiring the employee's absence during a future period of time, or a serious illness or injury to the employee's spouse, children, or parents requiring the employee's absence during a future period of time, the applicable City department, the employee and applicable recognized bargaining unit may agree to a plan for the employee's absence( s) over a specified period of time. If such plan is agreed upon, absences under such plan shall not be subject to this policy.
A. Definitions
1) Absence: Excluding the authorized and statutorily protected leaves discussed above, an absence or absenteeism is defined as any failure to show up for or remain at work as scheduled regardless of the reason. This applies to any assignment, be it a regular shift, overtime work, work related meetings, lunch, etc.
2) Excused Absence: Excused absence occurs when all four of the following conditions are met:
a) the employee provides sufficient notice to his or her supervisor, b) the reason is found to be credible or acceptable by his or her supervisor, c) such absence request is approved by his or her supervisor, and d) the employee has sufficient accrued leave time available to cover such absence. Employees must use accrued leave time for every absence unless otherwise 63 allowed by City policy (e.g., Leave of Absences policy, Bereavement policy, Jury Duty). 3) Unexcused Absence: Unexcused absence occurs when one of the four conditions in number 2 is not met. If it is necessary for an employee to be absent or late for work because of illness or emergency, the employee must notify his or her supervisor generally not later than 30 minutes prior to the employee's scheduled stai1ing time on that same day, unless otherwise expressed in an MOU or resolution.
4) Tardy: A tardy occurs when an employee is not present and ready to begin working at his/her workstation at their scheduled time. Tardiness also occurs when an employee leaves work prior to the end of their scheduled shift without prior approval. The City's existing rounding policy will be taken into account when determining whether or not an employee is tardy.
5) No Call/No Show: Employees must report their absence each day; failure to do so is considered a no call/no show. Employees must notify their supervisor at least 30 minutes prior to the start of their scheduled shift if they are going to be absent or late except for employees subject to an existing MOU or resolution with alternative procedures in place; otherwise is considered an unexcused absence.
Any employee who fails to call in and/or report to work for three (3) consecutive workdays is considered to have abandoned his/her job and to have voluntarily resigned. (See P&P Sections
3.0160 I. and 4.005 A.)
B. Timekeeping & Timecards. All employees shall attend work regularly and be in accordance with general department rules and regulations. All employees are expected to report to work on time every day, unless excused by the provisions of these policies and procedures. It is against City policy for employees to share passwords and punch in for anyone but themselves.
No employee may amend or approve their own time card/sheet at any time. Only employees authorized by their department director may punch in or out using a mobile device when reporting for work at an off-site work location without an alternate method with which to punch in or out. Any employees found to be punching with a mobile device while not conducting official work activities will be in violation of this policy and subject to disciplinary action up to and including termination.
1. The City tracks employee time in 15-minute increments. As allowed by FLSA regulations pursuant to 29 CFR § 785.48 (b) "Rounding" practices, the City rounds employees' starting and stopping times to the nearest fifteen (15) minutes ( quarter of an hour), as long as this rounding does not result in a failure to count as hours worked all the time employees have actually worked performing compensable duties over a period of time. Because the City uses a 15-minute rounding increment, the 7-Minute Rule must be used.
2. The 7-Minute Rule - When work time is tracked in 15-minute (quarter hour) increments, the cutoff point for rounding down is 7 minutes. If an employee works from 1 to 7 minutes, the the number will be rounded down to the nearest 15 minutes. If an employee works from 8 to 14 minutes, the number must be rounded up to the nearest 15 minutes.
64 5.006 Image
The City of Reedley strives to present itself as a professional services organization as well as provide a pleasant working environment for its employees. Therefore, it is important that all employees maintain a professional image with the community, visitors, and the general public.
While it is understood that employees are individuals and may have differing opinions as to what is considered acceptable behavior, decor, grooming and dress, the intent of this policy is to outline the minimum standards required of City employees in an effort to maintain a positive image of the City. It has been the policy that all employees promote a professional public image. This image is upheld when employees behave in a professional manner, when City offices and vehicles are kept clean and tidy, and when employees dress in appropriate attire. All employees are responsible for promoting the City of Reedley in a positive and professional manner.
A. Dress and Grooming- General Guidelines for all employees require that the City of Reedley maintain a professional business working environn1ent. The following general standards apply:
1. All Employees
• Wear clean and well-maintained attire consistent with the nature of the job • Practice good personal hygiene that ensures the hair, person, and attire are neat, clean, groomed, and free from odor, while at the same time avoiding the excessive use of scented products
• While the City discourages displaying tattoos at work, visible tattoos are pern1itted so long as they are not obscene, offensive, or sexual in nature • Employee apparel and grooming, including jewelry and hats, should not distract from, or interfere with, the performance of work duties or constitute a safety hazard • Pierced and clip-on earrings are permitted; however, no visible type of jewelry "piercings" through the nose, tongue, or other body parts may be worn while on duty • Employee's hair must be a natural hair color but does not have to be the employee's natural hair color
2. Office Apparel
The following office apparel shall be worn by employees working in an office setting:
• Collared Dress Shirts, Sweaters, Blouses, Cardigan sets • Pants or Slacks
• Dresses or Skirts
• Dress or Casual Shoes
• Dress Boots
• Jewelry (in accordance with General Guidelines)
3. Casual Apparel
Except for employees in positions that require uniforms, casual clothing may be worn on Fridays, and on other days designated as casual dress days by the City Manager or designee. Casual dress includes:
• Polo shirts with appropriate pants or skirts, sweaters, and clothing made of denim fabric
• Casual clothing must not have holes or be frayed
• Athletic shoes provided they are free from holes and worn with socks or stockings 65 • Dress or Casual Shoes
• Dress Boots
4. Field Work Apparel
For employees who do not have uniforms provided by the City, the following may be worn:
• Casual clothing
• Full-length pants
• Work boots
• Shorts are not appropriate unless they are part of a work uniform or appropriate for participation in athletic or other events
• Jewelry is permitted so long as it does not pose a safety hazard and is in accordance with the general guidelines . .
5. Uniforms
Employees in positions that require uniforms must wear the approved uniform during their work shift in accordance with the following guidelines:
• Uniforms must be neat, clean, and pressed at the start of the work shift • Uniforms should be worn only during working hours and on brief stops to and from work
• Patches, pins, jewelry, or other ornamentation must not be added to the unifonn unless they are approved City patches, pins, and/or badges • Hard hats must be worn in accordance with applicable safety regulations • Hats are restricted unless otherwise approved by the City Manager or designee.
6. Restricted Apparel
• Pants that are low-riding, baggy, and/or ripped; shorts, sweat pants, casual capris, beach wear, spandex, and/or leggings
• Track suits, sports jerseys, or overalls unless approved for a particular activity or event
• All T-Shirts and shirts with advertisements except when approved by Council for special recognition
• Dresses and skirts shorter than mid-thigh; strapless tops or dresses, low cut, sheer, mesh, cropped, halter, backless, camisole or having spaghetti straps not covered by a jacket or sweater, or any other clothing that exposes an employee's torso or underwear
• Casual sandals such as flip-flops or any shoes that would impact job performance or interfere with safety; Footwear that is prescribed by a physician to facilitate recovering from a medical condition or on-going medical condition may be worn.
In such cases, medical certification may be required.
B. Decor - Designated work areas are expected to be neat and free from excessive clutter.
Pictures, plants, and other decorative items on desk tops, file cabinets, walls, cubicle panels, etc. should be kept to a minimum and be appropriate for the workplace. Pictures should be displayed in frames.
Plants should be maintained in a healthy condition and pest-free. Displays of political or religious items are not permitted as this is a government facility. The physical appearance of 66 public counters should be neat, orderly, and attractively arranged to convey the impression of an efficient and effective City government. These areas provide a first impression of the workplace to the public. However, it is understood that counters are work areas, so work in progress is permitted.
• Open Office Areas: Personal decorative items should not be visible above or outside of personal work areas.
• Private Offices: Framed artwork or photographs are acceptable if properly hung with appropriate hardware. Unframed posters, loose pictures, and otherwise inappropriate items should not be tacked or taped on walls.
C. Snacks and Meals - Employees are encouraged to take meal breaks in the designated eating areas. Eating in areas that are visible to the public is prohibited. Birthday treats or other food that employees bring to share should not be visible to the public. Protect work surfaces by using a coaster for beverages on your desk and all conference tables. Wipe up spills immediately. Dishware, utensils, glasses, mugs, storage containers, etc. that are used are to be washed and put away by the user. Microwave spills should be cleaned up by the person responsible before the next person uses the microwave.
D. Vehicle - City vehicles should be operated in a safe and courteous maimer. Drivers will keep their vehicle appearance, both inside and out, reasonably clean-as it reflects on the image of the City. The exterior of the vehicle shall be clean in appearance, consistent with weather and working conditions. Frequency of scheduled washes will vary according to conditions under which the vehicle is used. The interior of the vehicle shall be kept clean and orderly. Daily removal oflitter is necessary. Accumulation of trash will not be permitted.
E. Violations - The City reserves the right to require employees to modify their behavior, decor, and/or dress and grooming if it is not appropriate for the conduct of business with the public.
Employees may seek clarification of this procedure and may address any questions to his/her Department Head or the Human Resources Office. Department Heads in consultation with the Human Resources Representative will decide appropriateness. The City Manager, however, will have the final say.
Employees who report to work inappropriately groomed or dress in violation of this procedure may be asked to leave work and change into acceptable apparel. In these situations, employees may use accrued leave time if available. Employees whose work area or City vehicle is in violation of this policy will be asked to take appropriate measures to ensure adherence to this policy. Flagrant or frequent violations may result in discipline up to, and including, termination from employment with the City.
F. Exceptions - The City Manager or his/her designee may authorize exceptions to this policy when the application would infringe on an employee's gender identity, genetic characteristics or information, race, color, national origin, ancestry, religion, creed, sex, physical or mental disability, medical condition, marital status, veteran status, sexual orientation, age, or any basis protected by applicable Federal, State, or local law. Employees assigned to work on properties controlled by another public agency, shall adhere to the dress code of that agency. 67 5.007 Discipline
Whenever an employee violates the City's regulations or rules of conduct, including, but not limited to those violations listed in Section 5.001, or when their attitude, work habits, performance, or personal conduct falls below an acceptable level and does not support the efficient and effective function of the City, department, or workplace, an employee's supervisor shall infonn the employee promptly and specifically of their unacceptable performance and counsel or discipline the employee as necessary. If appropriate and justified, a reasonable period of time for improvement may be allowed before imposing disciplinary action. It is the policy of the City to follow the philosophy of "progressive discipline." In some instances however, a single incident or the initial discovery or evaluation of a course of conduct may justify severe disciplinary action including dismissal, without adhering to the "progressive discipline" philosophy. The City has complete discretion to determine whether an incident, actions or course of conduct of an employee warrants a severe disciplinary action or a deviation from the "progressive discipline" philosophy.
The action the City decides to take shall depend, in part, on the severity of the incident and the pattern of the employee's past perfonnance and conduct.
A. Forms of Discipline
1. Oral and/or Written Counseling. Oral or written counseling is corrective in nature and is not necessarily considered disciplinary action. Such counseling documents will not be placed in an employee's personnel file. However, oral· or written counseling could be considered the first step in the progressive discipline process. Accordingly, any counseling may be documented in performance evaluations or additional disciplinary actions. Counseling, whether oral or written, may be used for performance evaluations and/or a record of corrective actions.
2. Written Reprimand. In situations where oral and/or written counseling does not result in the expected improvement or where, in the opinion of the employee's supervisor, a more severe initial action is warranted, a written reprimand may be provided to the employee.
A copy of any written reprimand shall be placed in the employee's personnel file.
Following receipt of a written reprimand, an employee will have 10 calendar days to submit a written response to the written reprimand. If a written response is received by the City, the response will be attached to the written reprimand and will be placed in the employee's persom1el file. No other right to appeal the written reprimand will be allowed.
For good cause, a written reprimand may be removed from an employee's file by direction of the Depaiiment Head and upon review of the City Manager, or his/her designee, after one (1) year from the date of the written reprimand.
3. Suspension. An employee may be suspended without pay for up to 25 working days by direction of the Department Head. Any appeal of such discipline will be allowed as outlined below in Section 5.007(B)(5)(a).
4. Demotion. An employee may be demoted to a lower salary step within a classification or to a lower classification. Any appeal of such discipline will be allowed as outlined below in Section 5.007(B)(5)(a).
5. Dismissal. A Department Head or the City Manager, for employees reporting to the City Manager, may dismiss any employee in their department in accordance with the 68 procedures generally set forth in Section 5.007 (B). Any appeal of such discipline will be allowed as outlined below in Section 5.007(B)(5)(b ).
B. Disciplinary Procedures
1. General Disciplinary Procedures
The City Manager shall promulgate procedures as he/she deems necessary for the handling of employee discipline matters. The failure of a Department Head to follow a procedure shall not render the action void nor constitute a defense by an employee to a disciplinary action.
For all employees excluding a Department Head, the disciplinary process is initiated by the Department Head or designee. In the case of a Department Head or other management employee reporting directly to the City Manager, the disciplinary process is initiated and finalized by the City Manager. A Department Head or other management employee reporting directly to the City Manager does not have any rights of appeal, including any appeal process described under section 5 below.
The procedures and appeal rights set forth in this section do not apply to the discipline of verbal or written warnings or reprimand or where the Memorandum of Understanding, Firefighters Procedural Bill of Rights, or Police Officers Bill of Rights specify otherwise.
This section and the below procedures and appeal rights as noted apply only to regular employees in the classified service.
2. Pre-"Skelly" Hearing Procedures
Excluding Department Heads, "Skelly" procedures shall be required for all disciplinary actions affecting the employee's economic status. In the case of dismissals, demotions, and suspensions without pay, prior to the "Skelly" hearing, the employee shall be furnished with a written notice of proposed discipline. The written notice shall contain the nature of the proposed action, the reasons and supporting documents, and the right of the employee to address the charge orally or in writing.
This notice shall be furnished at least five (5) calendar days prior to the proposed effective date of the action. In the event of dismissal, after receiving notice, but prior to the proposed effective date of dismissal, the employee may be retained in duty status or suspended with pay at the discretion of the Department Head and/or City Manager.
However, it should be noted that this provision does not alter the right of the City to place an employee on paid administrative leave prior to any discipline or disciplinary decision.
If the employee fails to respond to the notice of proposed discipline, then the action of the Department Head and/or City Manager shall be effective on the date specified for final action.
Should the employee respond orally or in writing, a "Skelly" hearing, as described below in Section (3), shall occur within a reasonable amount of time and the proposed disciplinary action effective date will be extended to after both the "Skelly" hearing and the final decision of discipline.
69 3. "Skelly" Hearing
Regular employees who are suspended without pay, demoted, or dismissed shall be offered a "Skelly" hearing. Following a request for a "Skelly" hearing, the hearing shall occur within a reasonable amount of time and prior to any final action of discipline. A "Skelly" Officer (a manager other than the manager that initiated the discipline) shall consider any comments of the employee before making a final recommendation to the Department Head or City Manager.
The only exception to giving prior notice for dismissal, demotion, or suspension without pay is an emergency where it is deemed necessary to remove the employee from his/her employment immediately for the safety of the public, the employee, or other City employee( s ), provided a "Skelly" hearing is afforded at the earliest reasonable opportunity available.
Generally, a letter of reprimand or a letter of warning to an employee does not require a "Skelly" hearing, except in the case of reprimands of Peace Officers and Fire Fighters.
For Peace Officer and Fire Fighter employees, the employee will be noticed in accordance with the MOU, if any, the Department Policies, if any, or the employee's rights under the Police Officers Bill of Rights or the Firefighter's Bill of Rights, respectively.
4. Post "Skelly" Procedures
The Department Head or City Manager shall, within ten (10) calendar days of receiving the "Skelly" Officer's reco1mnendation, consider the recommendation and make a decision, and transmit to the employee a letter containing the decision, the effective date of that decision, and any applicable appeal procedure as outlined below in section 5.
5. Appeal Procedures
There are two separate appeal procedures depending on the type of discipline. These procedures are applicable to Regular Employees in the Classified Service. Temporary, Part-time, or Non-Regular Employees in the Unclassified Service are not entitled to these procedures. See section C. below pertaining to Temporary, Part-time, or Non-Regular Employees in the Unclassified Service.
a. Appeal Procedures for Disciplinary Actions Less than Dismissal For disciplinary actions involving suspensions without pay, transfer for purposes of discipline, demotions or reduction in salary, the employee shall be entitled to a "Skelly" type hearing before the City Manager or designee in accordance with the following procedures:
The employee shall request an appeal hearing within five (5) days ofreceipt of the written decision to impose discipline.
Upon the employee's request for an appeal hearing, the City shall make arrangements for the City Manager, or designee, to hear the appeal at the earliest time available to all parties and the City Manager, or designee. If the City Manager, selects a designee they will be considered the "Hearing Officer" for the proceedings.
Alternatively, the employee and the City may agree to the selection of a different 70 Hearing Officer. The costs of the Hearing Officer shall be borne equally by both parties.
The Hearing Officer or City Manager shall control the order of the proceedings.
The technical rules of evidence shall not apply, but the Hearing Officer or City Manager may exclude irrelevant and repetitious evidence that detracts from the proceedings.
The hearing shall be recorded.
The employee shall present his or her case first.
The City shall then present its case.
The only oral testimony allowed is from the Employee and from the City, presented by the individual who issued the Final Decision of Discipline. Independent Witness testimony will not be allowed, however, written and signed declaration under oath may be submitted for consideration by the Hearing Officer or City Manager.
The Hearing Officer or City Manager may supplement the procedures contained herein as necessary and appropriate for the orderly conduct of the proceedings and to ensure the fairness of the hearing.
If a Hearing Officer other than the City Manager is selected by the parties, within ten (10) days after the conclusion of the hearing, or within a reasonable extension of time, the Hearing Officer shall issue a written advisory decision that recommends any of the following:
1. The punitive action be sustained;
2. The punitive action be modified; or
3. The punitive action not be sustained.
The decision shall make reference to the basis for the Hearing Officer's recommendation.
The Hearing Officer's decision shall be submitted to the City Manager for review along with the record of proceedings. The City Manager shall review and consider the Hearing Officer's recommendation within ten (10) days of receipt, or within a reasonable extension of time, and render a decision which does any of the following:
1. Upholds the punitive action;
2. Modifies the punitive action; or
3. Reverses the punitive action.
After receiving the recommendation by the Hearing Officer or conducting the hearing, the City Manager shall issue a written decision which shall reference the basis of his/her decision. The City Manager may adopt by reference the decision of the Hearing Officer, if any, as his/her own basis. The City Manager's decision shall be final.
71 b. Appeal Procedures for Disciplinary Actions Involving Dismissal For disciplinary actions involving dismissals, the employee shall be entitled to an administrative hearing as set forth below, or as otherwise set forth in the operative memorandum of understanding (MOU). Absent something expressly to the contrary in the City's personnel rules or in the operative MOU, the City Manager's decision shall be final following the administrative hearing procedure outlined below.
Following the effective date of dismissal, the employee shall be entitled to an administrative appeal hearing in accordance with the following procedures:
The employee shall request an appeal hearing in writing within five (5) days of receipt of the written decision to dismiss. The employee shall include in their written request the reasons or specific allegations they are contesting.
Upon the employee's request for an appeal hearing, the City shall make arrangements to locate and obtain an independent and neutral Hearing Officer to hear the appeal at the earliest time available to all parties and the mediator. The costs of the Hearing Officer shall be borne equally by the City and Employee.
The Hearing Officer shall control the order of the proceedings.
The technical rules of evidence shall not apply, but the Hearing Officer may exclude irrelevant and repetitious evidence that detracts from the proceedings.
The hearing shall be recorded or transcribed by a court reporter.
The employee shall first present his or her case.
The City shall then present its case.
The Hearing Officer may supplement the procedures contained herein as necessary and appropriate for the orderly conduct of the proceedings and to ensure the fairness of the hearing.
Within ten (10) days after the conclusion of the hearing, or within a reasonable extension of time, the Hearing Officer shall issue a written advisory decision that recommends any of the following:
1. The dismissal be sustained;
2. The dismissal be modified; or
3. The dismissal not be sustained.
The decision shall make reference to the basis for the Hearing Officer's recommendation.
The Hearing Officer's decision shall be submitted to the City Manager for review along with the record of proceedings. The City Manager shall review and consider the Hearing Officer's recommendation within ten (10) days of receipt, or within a reasonable extension of time, and render a decision which does any of the following:
1. Upholds the dismissal;
72 2. Modifies the dismissal; or
3. Reverses the dismissal.
After receiving the recommendation by the Hearing Officer, the City Manager shall issue a written decision which shall reference the basis of his/her decision. The City Manager may adopt by reference the decision of the Hearing Officer. The City Manager's decision shall be final.
C. Disciplinary Actions Against Temporary, Part-Time, or Non-Regular Employees in the Unclassified Service
In the event that a temporary, part-time, or non-regular employee in the unclassified service is disciplined or terminated for misconduct which stigmatizes their reputation or impairs their ability to earn a living, to be determined at the sole discretion of the City, the temporary, part-time, or non-regular employee shall only be entitled to appeal the decision in the same manner as set forth in the "Skelly" procedure above, except that the City Manager, or designee, may conduct the "Skelly" procedure in lieu of the Department Head or other management employee. This appeal process may be held prior to or within a reasonable time after the imposition of discipline.
D. Disciplinary Actions Against a Department Head or Other Management Employee Any employee in a Department Head or other management position, or any other position that is exempt from the overtime pay and/or minimum wage provisions of the Fair Labor Standards Act of 193 8, serves at-will and are not entitled to the disciplinary processes listed above. In the event of a disciplinary action against a Department Head or other management employee, such employee will be entitled to a notice of intended discipline and a "Skelly" hearing before the City Manager. Following this process the decision of the City Manager will be Final. No other rights to an appeal, including any appeal process described under section 5 above, will be given.
5.008 Policies Affecting the Workplace
A. Americans with Disabilities Act (ADA) Compliance Program for Applicants and Employees with Disabilities
1. Statement oflntent: It is the policy of the City of Reedley to comply with all the relevant and applicable provisions of the Americans with Disabilities Act ("ADA") and all other applicable Federal and State laws relating to discrimination in the workplace on the basis of physical or mental disability. The City of Reedley will not discriminate against any qualified employee or job applicant with respect to any tenns, privileges, conditions, or employment because of a person's physical or mental disability. The City of Reedley will also make reasonable accommodations whenever required by law for all employees or applicants with disabilities- provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made do not require significant difficulty or expense. The City of Reedley's policy of nondiscrimination applies to all personnel and employment practices.
2. Employment Policies: The City of Reedley will review all personnel procedures to ensure that job applicants and employees with disabilities receive nondiscriminatory 73 consideration when their job qualifications are assessed. All employment and advancement decisions will be objective and based solely upon the determination of each candidate's job qualifications.
3. Administration and Implementation: The Human Resources Representative or designee is responsible for the ADA compliance program at the City of Reedley. His/her responsibilities shall include the following:
a. Developing policy statements, guidelines, and internal and external communications regarding the requirements of the ADA and the City's compliance program. b. Meeting with managers, supervisors, and employees to discuss any problems or concerns that may arise when accommodating individuals with disabilities to ensure that the program is being followed.
c. Determining the need for remedial action and designing policies to conect deficiencies within the program.
d. Serving as liaison between the City of Reedley and enforcement agencies, persons with disabilities, and organizations representing individuals with disabilities. e. Keeping management apprised on the latest developments in hiring and employing persons with disabilities.
4. Confidentiality: Applicants and employees are assured that all information regarding a disability shall be kept completely confidential except in the following cases:
a. Appropriate supervisors and managers may be informed regarding restrictions on the work or duties of disabled employees and any accommodations that have been made;
b. If the condition may require emergency treatment, first aid, and/or safety responses, then personnel may be informed; and
c. Government officials investigating compliance with Federal laws may be informed.
All employees with responsibilities which may require knowledge of a disabled coworker's conditions are advised to treat any and all knowledge with confidentiality.
5. Interactive Process: In an effort to comply with the ADA, the City has established an interactive process to determine if reasonable accommodation can be made for a disabled employee. The interactive process will begin when:
• The disabled employee expressly requests an accommodation for a disability, or • The City believes that an employee has a disability, or • The City believes that the employee is experiencing workplace problems because of the disability, or
• The City believes that the disability prevents the employee from requesting a reasonable accommodation
a. Once the accommodation has been requested or the need for accommodation is recognizable to the City, the City will analyze job functions to establish the essential and nonessential job tasks, and identify the baniers to job performance by consulting, in good faith, with the employee to learn the employee's precise 74 limitations. This process explores the types of accommodations that would be most effective, including any specific accommodation requested by the employee. The City will send a letter to the employee to schedule an ADA Interactive Process meeting to discuss the restrictions and explore the possibilities of making reasonable accommodations under the ADA. During the meeting, the employee is free to bring any health care information, or any other information that they feel will be relevant to the process. The employee may also have representation present at the meeting if they so desire.
b. After identifying the various possible accommodations, the City will assess the effectiveness of each accommodation and the preference of the employee to be accommodated, and determine whether the various accommodations would pose an undue hardship upon the City. After the interactive meeting and review of all available information, the City shall determine if there are reasonable accommodations which can be provided to assist the employee in performing the essential functions of their current job; and, in addition, conduct a review of available positions in the City which can accommodate the work restrictions.
6. Internal Review Procedures: Any employee or job applicant who believes that he or she has been discriminated against on the basis of disability should immediately bring the problem to the attention of the Human Resources Representative or the employee's supervisor. The City of Reedley will investigate and resolve discrimination complaints expeditiously.
B. Anti-Harassment and Anti-Discrimination Policy:
1. Purpose/Objective
The City of Reedley is committed to providing a work environment that is free of unlawful harassment. In furtherance of this commitment, the City strictly prohibits all forms of unlawful harassment, including harassment on the basis of age ( 40 or older), ancestry, color, religious creed (including religious dress and grooming practices), denial of family and medical care leave, disability (mental and physical), including HIV and AIDS, marital status, medical condition ( cancer and genetic characteristics), genetic information, military and veteran status (including Vietnam era veterans), national origin (including language use restrictions), race, sex (including pregnancy, child birth, breastfeeding and medical conditions related to pregnancy), gender, gender identity and gender expression, sexual orientation, or any other protected status in accordance with all applicable federal, state and local laws.
The City of Reedley is also committed to complying with all laws protecting qualified individuals with disabilities, as well as employees' religious beliefs and observances.
This policy extends to all aspects of the City's employment practices, including recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.
The City of Reedley will provide a reasonable accommodation for any known physical or mental disability of a qualified individual or for employees' religious beliefs and observances, provided the requested accommodation does not create an undue hardship for the City and does not pose a direct threat to the health or safety of others in the 75 workplace or to the individual. The City will not retaliate or discriminate against a person for requesting an accommodation for his or her disability, regardless of whether the accommodation was granted.
2. Scope
This policy prohibits unlawful discrimination in the workplace and applies to applicants and employees of the City, including supervisors and managers. The company prohibits managers, supervisors and employees from discriminating against or harassing coworkers as well as customers, vendors, suppliers, independent contractors and others doing business with the City from discriminating against or harassing the City's employees.
3. Procedures
a. Examples of prohibited sexual harassment or discrimination Sexual harassment includes a broad spectrum of conduct, including harassment based on sex, gender, gender identity or expression, and sexual orientation.
Examples of unlawful and prohibited behavior include:
• Unwanted sexual advances
• Offering an employment benefit ( such as a raise, promotion or career advancement) in exchange for sexual favors, or threatening an employment detriment (such as termination or demotion) for an employee's failure to engage in sexual activity.
• Visual conduct, such as leering, making sexual gestures, and displaying or posting sexually suggestive objects or pictures, cartoons, or posters. • Verbal sexual advances, propositions, requests or comments. • Sending or posting sexually related messages, videos or messages via text, instant messaging or social media.
• Verbal abuse of a sexual nature, graphic verbal comments about an individual's body, sexually degrading words used to describe an individual, and suggestive or obscene letters, notes, or invitations.
• Physical conduct, such as touching, groping, assault, or blocking movement. • Physical or verbal abuse concerning an individual's gender, gender identity, or gender expression.
• Verbal abuse concerning a person's characteristics such as pitch of voice, facial hair, or the size or shape of a person's body, including remarks that a male is too feminine or a woman is too masculine.
b. Other examples of prohibited harassment or discrimination In addition to the above listed conduct, the City strictly prohibits harassment or discrimination concerning any other protected characteristic. Such prohibited harassment includes:
• Racial or ethnic slurs, epithets, and any other offensive remarks. • Jokes, whether written, verbal, or electronic.
• Threats, intimidation, and other menacing behavior.
• Inappropriate verbal, graphic, or physical conduct.
76 • Sending or posting harassing messages, videos or messages via text, instant messaging, or social media.
• Other harassing or discriminatory conduct based on one or more of the protected categories identified in this policy.
Harassment of the City's customers, clients, vendors, suppliers, independent contractors, or employees of the City's customers, clients, vendors, suppliers, or independent contractors, by the City's employees is also strictly prohibited. Any such harassment will subject an employee to disciplinary action, up to and including termination. Employees who have any questions about what constitutes harassing or discriminatory conduct should contact their supervisor, a human resources representative, the Assistant City Manager, the City Clerk, or the City Manager.
4. Reporting Harassment or Discrimination
If an employee feels that he or she is being harassed or discriminated against in violation of this policy by another employee, supervisor, manager, or third party doing business with the City, the employee should immediately report the violation to:
• Employee's direct supervisor; if the complaint is against the supervisor, the employee may report the complaint to:
• Employee's department director; if the complaint is against the department director, the employee may report the complaint to one of the following:
• Human Resources representative
• Assistant City Manager
• City Manager
• Employee Protection Line 1-800-576-5262 (Organization Number 10087) In addition, if an employee observes harassment or discrimination by another employee, supervisor, manager, or nonemployee, the employee should immediately report the incident to the individuals identified above. Appropriate action will also be taken in response to violation of this policy by any nonemployee.
All supervisors and/or department directors must immediately report complaints of misconduct under this policy to one of the following:
• Human Resources Representative
• Assistant City Manager
• City Manager
All complaints of unlawful harassment or discrimination that are rep01ied to management or to the persons identified above will be investigated as promptly as possible, and corrective action will be taken where warranted. All complaints of unlawful harassment or discrimination that are reported to management or to the persons identified above will be treated with as much confidentiality as possible, consistent with the need to conduct an adequate investigation. Complaints will be investigated by impartial and qualified internal personnel unless external involvement is warranted. The process will be documented and tracked for reasonable progress, and all investigations will be completed timely.
The California Department of Fair Employment and Housing (DFEH) may also investigate and process complaints of harassment or discrimination. Violators are subject 77 to penalties and remedial measures that may include sanctions, fines, injunctions, reinstatement, back pay and damages. The toll free number for the DFEH is (800) 884- 1684.
Employees' notification to the City is essential to enforcing this policy. Employees may be assured that they will not be penalized in any way for reporting a harassment or discrimination problem. It is unlawful for an employer to retaliate against employees who oppose the practices prohibited by the California Fair Employment and Housing Act (FEHA), or who file complaints or otherwise participate in an investigation, proceeding or hearing conducted by the California Department of Fair Employment and Housing (DFEH) or the Fair Employment and Housing Commission (FEHC). Similarly, the City prohibits employees from hindering its internal investigations or its internal complaint procedure.
5. Violations of the policy will result in discipline
Violation of this policy will subject an employee to disciplinary action, up to and including immediate termination. In addition, under California law, employees may be held personally liable for harassing conduct that violates the FEHA.
6. Retaliation prohibited
The City of Reedley prohibits retaliation against those who report, oppose or participate in an investigation of alleged violations of this policy. Participating in an investigation of alleged wrongdoing in the workplace includes:
1. Filing a complaint with a federal or state enforcement or administrative agency
2. Participating in or cooperating with a federal or state enforcement agency that is conducting an investigation of the City regarding alleged unlawful activity
3. Testifying as a party, witness, or accused regarding alleged unlawful activity
4. Associating with another employee who is engaged in any of these activities
5. Making or filing an internal complaint with the City regarding alleged unlawful activity
6. Providing informal notice to the City regarding alleged unlawful activity The City strictly prohibits any adverse action or retaliation against an employee for participating in an investigation of alleged violation of this policy. If an employee feels that he or she is being retaliated against, the employee should immediately contact a Human Resources representative, the Assistant City Manager, the City Clerk, or the City Manager. In addition, if the employee observes retaliation by another employee, supervisor, manager, or nonemployee, he or she should immediately report the incident to the individuals identified above.
Any employee determined to be responsible for violating this policy will be subject to appropriate disciplinary action, up to and including tennination. Moreover, any employee, supervisor or manager who condones or ignores potential violations of this policy will be subject to appropriate disciplinary action, up to and including termination. 78 7. AB 1825 Compliance:
California State law AB 1825, under the California Fair Employment and Housing Commission, mandates all organizations with 50 or more employees provide two hours of sexual harassment training to all supervisors once every two years. The City uses "Training year" tracking where all supervisory employees will be trained, and thereafter must retrain all supervisors by the end of the next "training year", two years after. (For example, supervisors trained in training year 2012 must be retrained in 2014). If sexual harassment training falls on a different year for newly hired or promoted supervisors who receive training within six months of assuming their supervisory position, the City can include the individual in the next group training, even if it is less than two years later.
Documentation of Training: The Human Resources Representative or designee shall keep documentation of the sexual harassment training provided to employees to keep track of compliance. This information must include: name of trained employee, the date of training, the type of training, and the name of the training provider. Records must be kept for a minimum of two years.
Training for New Supervisors: New supervisors must receive sexual harassment training within six months of assuming their supervisory position and thereafter once every two years.
8. AB 1661 Compliance:
California State Law AB1661 , (Chapter 816, Article 2.4.5) requires that any member of a local agency legislative body and any elected local agency official that receives any type of compensation, salary or stipend receive at least two hours of sexual harassment prevention training and education within the first six (6) months and every two (2) years thereafter.
Documentation of Training: The Human Resources Representative or designee shall keep documentation of the sexual harassment training provided to members of the local agency legislative body and any elected local agency official to keep track of compliance.
This infonnation must include: name of the member of the local agency legislative body or elected local agency official, the date of training, the type of training, and the name of the training provider. Records must be kept for a minimum of five (5) years.
9. SB 1343 Compliance:
California State Law SB 1343 requires employers with five (5) or more employees to provide two (2) hours of sexual harassment trainings to supervisory employees, and at least one ( 1) hour of sexual harassment training to nonsupervisory employees by January 1, 2020.
Effective January 1, 2020, SB 1343 also requires that one (1) hour of sexual harassment training and education be provided to each employee once every two (2) years.
Beginning on January 1, 2020, for seasonal and temporary employees, or any employee that is hired to work less than six (6) months, an employer shall provide the training within 30 calendar days after the hire date or within 100 hours worked, whichever occurs first.
79 Such training may be completed by employees individually or as part of a group presentation, and may be completed in shorter segments, as long as the applicable hourly total requirement is met.
C. Substance Abuse Policy
The City and its employees recognize that behavior resulting from the use of alcohol and/or other drugs may detrimentally affect work performance, safety, and public confidence in the City's work force. Such behavior presents risks to other City employees and may also affect the health and welfare of the citizens of the City of Reedley. In recognition of the City's responsibility to maintain a safe, healthful and productive work environment and each employee's responsibility to perform work for the public safely, effectively and efficiently, the City will act to eliminate any substance abuse which could potentially increase the risk of accidents, absenteeism, substandard performance, poor employee morale, or damage to the City's reputation. Substance abuse includes the purchase, use, sale, manufacturing, or possession of legal or illegal drugs, alcohol, or controlled substances which could or does impair an employee's ability to perform his or her job safely, effectively, and efficiently. "Prohibited substance" addressed in this policy includes the following: (i) illegal drugs under state and/or federal law, or any controlled substance taken without a lawful prescription; (ii) lawfully prescribed legal drugs or non-prescription medications that negatively impact the employee's work performance or ability to safely and effectively perform the essential job functions of his or her position; and (iii) alcohol in any form of consumable alcohol (ethyl) in any strength (proof) in any quantity.
The City of Reedley believes that its employees are its most important assets. Thus, a primary objective of the policy is to ensure that the public safety and the welfare of our employees are not endangered as a result of substance abuse. Additionally, the City is committed to providing employees with an opportunity for recovery and rehabilitation, enabling the affected employee to return to a satisfactory performance level.
Under the influence shall be defined as any measurable presence of a prohibited substance, known or unknown, which may bring about physical or mental impairment that is detected when an employee, potential employee, or volunteer undergoes a drug test at any point in the employment relationship or pre-employment process.
It is the City's policy that no employees shall:
a. Report to work under the influence of a prohibited substance; b. Be under the influence of a prohibited substance while on standby; c. Possess a prohibited substance while on the job site or City property except as authorized in the course and scope of duty or as otherwise authorized under this policy; d. Use a prohibited substance while on the job site or City property or while on standby except as authorized in the course and scope of duty or as otherwise authorized under this policy;
e. Sell, distribute or provide a prohibited substance to any employee or to any person while such employees are on duty or subject to being called;
f. Have their ability to work impaired as a result of the use of a prohibited substance; 80 g. Operate City vehicles or other equipment while under the influence of a prohibited substance.
Violations of this policy may be grounds for disciplinary action-up to and including dismissal from City employment.
While use of medically prescribed medication and drugs is not a violation per se of this policy, failure by the employee to notify his/her supervisor before beginning work when taking such medication or drugs, which may interfere with the safe and effective performance of their duties or operations of City equipment, will be considered a violation of this policy.
In the event there is a question regarding the employee's ability to safely and effectively perform the assigned duties while using such medication or drugs, clearance from a qualified physician will be required. Supervisors will be required to fill out a Reasonable Suspicion Assessment Form.
*PLEASE CONTACT A HUMAN RESOURCES REPRESENTATIVE TO OBTAIN A
REASONABLE SUSPICION ASSESSMENT FORM TO REPORT SUSPECTED
SUBSTANCE ABUSE
Employees reasonably believed to be under the influence of alcohol or drugs shall be prevented from engaging in further work and shall be detained for a reasonable amount of time until an authorized City representative or law enforcement representative can transport the employee from the work site.
An employee may be required to submit to a drug and/or alcohol test consisting of the compulsory production and submission of breath, urine, or blood for chemical analysis to detect prohibited drug or alcohol usage when his/her Department Head or supervisor, with the agreement of the Human Resources Representative, has reasonable suspicion that the employee has a prohibited presence of drugs or alcohol in his/her system while on duty or subject to duty. Please note that some employees of the City may be subject to more stringent drug testing policies as required by State or Federal law or department policy.
Reasonable suspicion is defined as a belief based upon objective facts sufficient to lead a reasonable, prudent supervisor or Department Head to suspect that an employee has a prohibited presence of drugs, controlled substances, or alcohol in his/her system so that the employee's ability to perform the functions of the job is impaired or so that the employee's ability to perform his/her job safely is reduced.
Any Department Head or supervisor requesting an employee to submit to a drug and/or alcohol test shall document in writing the facts constituting reasonable suspicion that the employee in question has a prohibited presence of drugs, controlled substances, or alcohol in his/her system.
Prior to the administration of any drug or alcohol testing, the Department Head or supervisor shall first obtain a completed, signed Consent for Toxicological Tests from the employee who is to be tested Said consent shall provide for the employee's consent in writing to an alcohol or drug test and the release of the test results to the City. Refusal to sign the consent may be considered an insubordinate act resulting in disciplinary proceedings up to and including termination. Disciplinary action up to and including dismissal, may be taken against an employee for positive results from any drug and/or alcohol test or other conduct in violation of this policy.
81 *PLEASE CONTACT A HUMAN RESOURCES REPRESENTATIVE FOR A CONSENT FOR TOXICOLOGICAL TESTS FORM.
Application: This policy applies to all employees and volunteers of the City, and applicants for employment during the pre-employment process as allowed by law. 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.
Employee Assistance: The City may refer employees with substance abuse problems to outside agencies who may offer assistance.
D. Workplace Violence Prevention Policy
The City of Reedley is committed to providing a safe work environment that is free of violence and the threat of violence. The top priority in this process is effectively handling critical workplace incidents, especially those dealing with actual or potential violence. a. Violence, or the threat of violence, against or by any employee of the City of Reedley or any other person is unacceptable.
1) Should a non-employee, on City of Reedley property, demonstrate or threaten violent behavior he/she may be subject to criminal prosecution, or 2) Should an employee, during working hours, demonstrate or threaten violent behavior he/she may be subject to disciplinary action, as well as criminal prosecution.
b. The following actions are considered violent acts:
1) Striking, punching, slapping, or assaulting another person. 2) Fighting or challenging another person to fight.
3) Grabbing, pinching, or touching another person in an unwanted way whether sexually or otherwise.
4) Engaging in dangerous, threatening, or unwanted horseplay. 5) Use, or threat of use, of a gun, knife or other weapon of any kind on City of Reedley property, including parking lots, other exterior premises, City of Reedley vehicles, or while engaged in activities for the City of Reedley in other locations, unless such possession or use is a requirement of the job.
6) Threatening harm or harming another person, or any other action or conduct that implies the threat of bodily harm.
c. Any employee who is the victim of any violent threatening or harassing conduct, any witness to such conduct, or anyone receiving a report of such conduct, whether the perpetrator is a City of Reedley employee or a non-employee, shall immediately report the incident to their supervisor or other appropriate person in the chain of command.
Employee should call 911 if there is an immediate concern for safety. d. Upon notification a workplace violence incident, the supervisor or Human Resources Designee shall complete a Workplace Violence Incident Log. *PLEASE CONTACT A
HUMAN RESOURCES REPRESENTATIVE OR THE SAFETY COMMITTEE FOR A WORKPLACE VIOLENCE INCIDENT LOG FORM.
82 e. No one, acting in good faith, who initiates a complaint or reports an incident under this policy will be subject to retaliation or harassment.
E. Lactation Accommodation Policy
The City of Reedley provides a reasonable amount of break time to accommodate an employee's need to express breast milk for the employee's infant child. The City will make a reasonable effort to provide the employee with the use of a room or other location in close proximity to the employee's work area for the employee to express milk in private. Such space will meet the requirements of the California Labor Code including a surface to place a breast pump and personal items, a place to sit, access to electricity, a sink with running water, and a refrigerator for storing breast milk.
An eligible employee shall request break time for lactation purposes. The requested break time should, if possible, be taken concurrently with other scheduled break periods.
Nonexempt employees must clock out for any lactation breaks that do not run concurrently with normally scheduled rest periods. Any such breaks will be unpaid.
The City reserves the right to deny an employee's request for additional lactation breaks if the additional break time will significantly disrupt operations.
5.009 Paid Administrative Leave
In those circumstances wherein the City Manager or department head determines that the nature of an employee's conduct or the charges against the employee are such as to require the employee's immediate removal from the job site, the employee may be placed on Paid Administrative Leave pending an investigation of the situation and/or conduct, until such time as the City Manager deems appropriate to return the employee to service at the job site or a notice of disciplinary action and the effective date of the disciplinary action has been served upon the employee, if applicable.
While the employee remains on Paid Administrative Leave, the City's work rules and policies continue to apply. The employee shall remain available during the employee's scheduled shift and shall be required to respond to calls, emails, or other inquiries from the City, and must be ready and available to return to service during regular work hours.
5.010 Federal Motor Carrier Safety Administration Drug and Alcohol Testing Policy Pursuant to the regulation establishing the Federal Motor Carrier Safety Administration (FMCSA) Clearinghouse (Clearinghouse), the City shall conduct Clearinghouse queries as noted below.
Clearinghouse Queries:
Current Employees: The City shall query the Clearinghouse at least once per year for each employee with a commercial driver's license. Each driver must sign a consent form to allow the City to perform the query. If a driver does not sign a consent form, the employee shall be prohibited from performing safety-sensitive duties. If an employee violates the FMCSA's drug and alcohol program regulations, the employee shall be prohibited from performing safety-sensitive duties unless the driver complies with the return-to-duty process set forth at 49 CFR Part 40, Subpart 0.
Prospective Employees: The City shall query the Clearinghouse before allowing a prospective employee to begin operating a commercial motor vehicle. Drivers must sign a consent form to 83 allow the City to perform the query. If a driver does not sign a consent form, the driver shall be prohibited from performing safety-sensitive duties.
Reporting of Drug and Alcohol Program Violations.
The City shall report within three (3) days of learning of the information, a driver's drug and alcohol program violations to the Clearinghouse. The following information shall be reported to the Clearinghouse:
• A verified positive, adulterated, or substituted drug test result; • An alcohol confirmation test with a concentration of 0.04 or higher; • A refusal to submit to a drug or alcohol test;
• An employer's report of actual knowledge, as defined at 49 CFR § 382.107; • On duty alcohol use pursuant to 49 CFR § 382.205;
• Pre-duty alcohol use pursuant to 49 CFR § 382.207;
• Alcohol use following an accident pursuant to 49 CFR § 382.209; • Drug use pursuant to 49 CFR § 382.213;
• A SAP's report of the successful completion of the return-to-duty process; • A negative return-to-duty test; and,
• An employer's report of completion of follow-up testing. 84 Section 6.000
GRIEVANCES
85 SECTION 6.000 -GRIEVANCES
6.001 Purpose
The purpose of this grievance process is to provide all regular employees the opportunity to settle problems arising in the course of their employment in a fair and orderly fashion if such problems cannot be settled informally. It shall not apply to disciplinary actions.
6.002 Application
This process shall apply to regular employees of the City. Grievances may be brought on behalf of an individual or all members affected.
6.003 Time Limits
All time periods specified herein may be extended by written agreement of the grievant and the City Manager.
6.004 Scope
This process may be used whenever an employee believes he/she has been adversely affected by any action taken by his/her supervisor, including but not limited to, violation of City policies/employee group Memorandum of Understanding, and/or discrimination prohibited by law.
6.005 Informal Resolution of Complaints
Before filing a grievance, an employee who has a complaint should attempt to resolve the matter through informal discussion with the appropriate supervisor without undue delay. It is the policy of the City to attempt to resolve complaints at the first stage of complaint. Informal resolution shall not constitute the establishment of a "practice", "past-practice" or a modification or interpretation of a Memorandum of Understanding unless it is in writing and approved by the City Manager and the City Attorney.
6.006 Grievance Review Process
A grievance does not exist until reduced to writing and filed at both the First Level of review and with the City Manager. If at any time in the proceedings it is determined that the grievant is not entitled to use the process or the matter grieved is outside the scope of this process, the grievance shall be returned to the grievant with a written explanation and the proceedings shall be terminated.
A. First Level of Review
1. Within seven (7) calendar days after the occurrence of the act or omission giving rise to the grievance, the grievant must present his/her grievance in writing to his/her immediate supervisor. This statement shall be a clear, concise statement of the grievance, the circumstances involved, the decision rendered at the informal conference, and the specific remedy sought.
2. Following the supervisor's review of the grievance, discussion with the employee and consultation with the Department Head, if necessary, the supervisor shall communicate his/her decision to the employee in writing within seven (7) calendar days 86 after receiving the grievance. If the supervisor does not respond within the time limits, the grievant may appeal to the next level. Within the above time limits, either paiiy may request a personal conference. This meeting is a most effective way to discuss and resolve gnevances.
B. Second Level of Review
1. In the event the grievant is not satisfied with the decision at Level 1, he/she may appeal the decision in written form to the next highest or intermediate supervisor within seven (7) calendar days from the receipt of the response from Level 1. This statement should include a copy of the original grievance, the decision rendered, and a clear, concise statement of the reasons for the appeal.
2. The Division Head shall communicate his/her decision within seven (7) calendar days after receiving the appeal. Either the grievant or the Division Head may request a personal conference within the above limits. If the Division Head does not respond within the time limits, the grievant may appeal to the next level.
C. Third Level of Review
1. In the event the grievant is not satisfied with the decision at the Second Level of review, he/she may appeal the decision in a manner similar to the Second Level of review to the Department Head.
2. The Department Head shall communicate his/her decision within seyen (7) calendar days after receiving the appeal. If the Department Head does not respond within the time limits, the grievant may appeal to the next level.
D. Fourth Level of Review
1. If the grievant is not satisfied with the decision at the Third Level, he/she may within seven (7) calendar days appeal the decision in written form to the City Manager or his/her designee. This statement shall include a copy of the original grievance and appeal, the decision rendered, and a clear concise statement of the reasons for the appeal.
2. The City Manager or his designee shall communicate his/her decision to the grievant within seven (7) calendar days, unless agreed otherwise. The City Manager or his/her designee will make final determination of all grievances brought before him/her.
6.007 Representation
The employee may request the assistance of another person of his/her own choosing in preparing and presenting his/her appeal at any level of review.
6.008 Access to Information
At each level of review, the grievant shall have access to all the materials comprising the record of the grievance.
6.009 No Reprisals
No employee will be discriminated against in his/her employment because of the employee's utilization of the Grievance Review Process. Complaints regarding allegations of reprisals should be submitted to the City Manager.
87 6.010 Reconsideration of a Grievance
Once a grievance has been reviewed under this process, it shall not be reopened except by mutual consent of the grievant and the City Manager.
88 Section 7 .000
GENERAL EMPLOYMENT
PROVISIONS
89 SECTION 7.000 - GENERAL EMPLOYMENT PROVISIONS
7.001 Yearly Performance Evaluation Process
All regular employees will receive a yearly evaluation from his/her supervisor. Evaluations may be conducted more than once a year if the supervisor feels it is necessary. The City Manager shall review and sign all evaluations before the supervisor distributes them to employees, unless otherwise authorized.
The Performance Evaluation process is a time for open communication between super~isors and employees and will be used for both commendations and disciplinary actions. If an employee disagrees with his/her performance evaluation, he/she may attach a letter or make written comments explaining the disagreement on the evaluation. The employee must still sign the evaluation to acknowledge he/she has seen what was written. The signature does not represent agreement with what the supervisor has written. Supervisors may retain notes all year long to remind them of specific incidents that may have an impact on an employee's evaluation, and have been verbally shared with the employee, as well as the status of his/her performance on an ongoing basis. 7 .002 Residency
Employees are required to notify the Human resources representative within ten business days of moving to a new address so that payroll and benefits information can be kept current. All Fire Department personnel shall reside within twenty minutes driving time, under normal driving conditions, to the Fire Station.
7.003 Personnel Records
Personnel files are subject to prevailing Federal and State laws pertaining to privacy, including, but not limited to, the Peace Officers Bill of Rights (POBAR). The City Manager or his/her designee shall retain records necessary to the proper administration of the personnel system and shall be the custodian of personnel records for the City. Employers cannot waive the privacy rights of their employees. An employee, however, can waive his or her right to privacy in a personnel file or consent to release or disclosure of information. An employee may also request that information be provided to a third party, such as prospective employer or educational institution.
The City Manager's Office must obtain a written release or authorization in which the employee agrees to hold the agency harmless for any disclosure made to the third party.
7.004 Use of Technology
A. Personal Communication Devices (PCD) and City Telephones I. Purpose and Scope. The purpose of this policy is to establish guidelines for the use of City-issued mobile phones and personal communication devices (PCD); the on-duty use of such devices as well as personally owned by and used by personnel for City business; and City telephones.
2. City-Issued PCD. Depending on an employee's assignment and needs of the position, the City may, at its discretion, issue a PCD. Such devices shall remain the sole property 90 of the City and shall be subject to inspection or monitoring (including related records) at any time
3. Individually Owned PCD. Employees may cany their own individually owned PCD while at work subject to the following conditions:
• Canying an individual owned personal communication device is optional. • The device shall be purchased, used, and maintained at the employee's expense. • Public Records Act disclosures may apply to personal devices if such device is used for City business.
4. Use of Personal Communication Devices and City Telephones. PCDs and City telephones should be used by employees to effectively communicate with other personnel in those situations where the use of a radio is either impractical or not feasible. PCDs may not be used to conduct personal business while at work except when brief personal calls may be wananted by the circumstances (e.g. inform family of extended hours).
While employees may use individually-owned PCDs for personal business during authorized breaks, such usage should be limited as much as practical to areas where the call will not be seen or heard by members of the public.
While the use of City-issued PCDs and personally-owned PCDs at work is limited to official business only, it is recognized that circumstances may occasionally wanant brief personal communications on such devices. An employee who participates in extended or frequent use of City-issued PCDs or personally-owned PCDs while at work for personal use may be subject to discipline and may be responsible for reimbursing the City for any charges incuned as a result of personal use.
5. Use While Driving. The use of a PCD while driving can cause unnecessary distractions and presents a negative image to the public. Employees operating emergency vehicles should restrict the use of these devices while driving to matters of an urgent nature and should, where practical, stop the vehicle at an appropriate location to complete their call. Employees who are operating non-emergency vehicles shall not use cellular phones or other personal communication devices while driving (Vehicle Code 23123 (a)), unless a "hands free" device is used that is legally acceptable under State law.
B. Electronic Mail
l. Purpose and Scope. The purpose of this policy is to establish guidelines for the proper use and application of electronic mail ( e-mail) by City employees. E-mail is a communication tool available to employees to enhance efficiency in job performance and is to be used in accordance with generally accepted business practices and cunent law (e.g., California Public Records Act.) Messages transmitted over the e-mail system must only be for official business activity or contain information essential to employees for the accomplishment of business-related tasks and/or communication directly related to the business, administration, or practices of the City.
2. E-mail Right of Privacy. All e-mail messages transmitted over the computer network are considered City records and, therefore, are the property of the City. The City reserves the right to access, audit, and disclose, for whatever reason, all messages transmitted over its e-mail system or placed into its storage. 91 The e-mail system is not a confidential system since all communication transmitted on the system is considered City property. Therefore, the e-mail system is not appropriate for confidential communications. If a communication must be private, an alternative method to communicate the message should be used instead of e-mail. Employees using the City's e-mail system shall have no expectation of privacy concerning communications in the system.
3. Prohibited Use of E-mail. Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing, and/or any other inappropriate messages on the e-mail system is prohibited and will not be tolerated. E-mail messages addressed to an entire department or the City are only to be used for official business-related items that are of particular interest to all users and must be approved by the Department Head or the City Manager.
It is a violation of this policy to transmit a message under another user's name. Users are strongly encouraged to log off the network when their computer is unattended. This added security measure would prevent the misuse of an individual's e-mail, name, and/or password by others.
C. Computer Use
l. Purpose and Scope. This policy describes City usage of computers, software, and systems.
2. System Inspection or Review. An employee's supervisor/Department Head has the express authority to inspect or review the system, any and all temporary or permanent files and related electronic systems or devices, and any contents thereof when such inspection or review is based on cause or is in the ordinary course of his/her supervisory duties.
When requested by an employee's supervisor, or during the course of regular duties requiring such information, a member of the City's information systems staff may extract, download, or otherwise obtain any and all temporary or permanent files residing or located in or on the system.
Reasons for inspection or review may include, but are not limited to the following:
system malfunctions; problems or general system failure; a lawsuit against the City involving the employee; or related to the employee's duties; an alleged or suspected violation of City and/or department policy; or a need to perform or provide a service when the employee is unavailable.
3. City Property. All information, data, documents and other entries initiated and/or saved on any of the City's computers, servers, or cloud storage, whether downloaded or transferred from the original City computer, shall remain the exclusive property of the City and shall not be available for personal or non-city use without the expressed authorization of an employee's Supervisor/Department Head.
4. Unauthorized Duplication of Software. Employees shall not copy or duplicate any copyrighted and/or licensed software except for a single copy for back up purposes. To reduce the risk of personal computer virus infection, employees are not permitted to install personal copies of any software onto the City's computer. If an employee must 92 copy data onto a disk and download it on a non-city computer, the employee shall scan the disk for viruses before reloading the data onto a City computer system.
No employee shall knowingly make, acquire, or use unauthorized copies of computer software not licensed to the City while on City premises or on a City computer system.
Civil damages and criminal penalties, including fines and imprisonment, may result from such activity
5. Internet Use. Internet access provided by the City shall be limited to City-related business activities. However, employees may use the Internet for personal use during meal and break periods, provided the usage does not disrupt City business activity. Internet sites containing information that is not appropriate or applicable to City use and which shall not be intentionally accessed include, but are not limited to, adult forums, pornography, chat rooms and similar or related websites. Certain exceptions may be permitted with the approval of a supervisor if relevant to a work assigmnent.
Downloaded information shall be limited to messages, mail, and data files. No copyrighted and/or unlicensed software program files may be downloaded. Employees shall report any unauthorized access to the system or suspected intrusion from outside sources (including the Internet) to a supervisor.
6. Protection of City Systems and Files. All employees have a duty to protect the City's system and related systems and devices from physical and/ or enviromnental damage.
They are responsible for correctly using, operating, caring for, and maintaining the system. It is expressly prohibited for an employee to allow unauthorized users to access the system at any time or for any reason.
D. City Social Media
l. General. This Section establishes guidelines for the establishment and use of City Social Media sites as a means of conveying information to members of the public.
The intended purpose of City Social Media sites is to disseminate information from the City about the City's mission, meetings, activities, and current issues to members of the public. The City has an overriding interest and expectation in safeguarding the integrity of the information posted on its City Social Media sites and the content that is attributed to the City and its officials for the protection of the public health, safety and welfare of the community.
2. Definition of Social Media. Content created by individuals, using accessible, expandable, and upgradable publishing technologies, through and on the internet.
Examples of Social Media covered by this policy include, but are not limited to, Facebook, Twitter, Nextdoor, Instagram, Snapchat, Blogs, RSS, YouTube, Linkedin, Delicious, and Flickr. City Social Media site(s) means Social Media which the City establishes and has proprietary rights to control.
3. Requirements.
• All content on City Social Media sites shall be reviewed, approved, and administered by the City Manager, Department Head or Social Media designee. • Social Media sites shall bear the name and/or official logo of the City and, where applicable, of the Department represented.
93 • The City's official website will remain the City's primary means of internet communication. City Social Media shall supplement, and not replace, the City's required notices and standard methods of communication. • Approved City Social Media sites shall be managed consistent with the Brown Act. Members of the City Council, Commissions and/or Boards shall not use a City Social Media site to engage in serial meetings. Members of the City Council, Commissions and/or Boards are expected to use good judgment when using personal Social Media so that statements of personal opinion are not misinterpreted as official City policy.
• City employees and those serving in paid positions are expected to use good judgment when using personal Social Media so that statements of personal opinion are not misinterpreted as official City policy. Disclosure of confidential, sensitive or proprietary information may result in disciplinary actions, up to and including termination.
4. Use Policy. The use of City Social Media shall be subject to the following:
• The content of City Social Media sites shall only pertain to City-sponsored or City-endorsed programs, services, and events. Content includes, but is not limited to, information, photographs, videos, and hyperlinks. • Any employee authorized to post items on any of the City's Social Media sites shall not express his or her own personal views or concerns through such postings. Instead, postings on any of the City's Social Media sites by an authorized City employee shall only reflect the views of the City. • Postings must contain information that is freely available to the public and shall not be confidential, sensitive or proprietary as defined by any City policy or state or federal law.
• Postings to City Social Media sites shall NOT contain any of the following:
• Comments that are not topically related to the particular posting being commented upon
• Comments in support of, or opposition to, political campaigns, candidates or ballot measures
• Profane language or content
• Making or publishing false, vicious, or malicious statements concerning any employee, the City or its operations
• Violent or threatening content
• Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, or status with regard to public assistance, national origin, physical or mental disability or sexual orientation, as well as any other category protected by federal, state, or local laws
• Sexual content or links to sexual content
94 • Sexual harassment content
• Solicitations of commerce or advertisements including promotion or endorsement
• Conduct or encouragement of illegal activity
• Infonnation that may tend to compromise the safety or security of the public, public facilities, services, or public systems
• Information that may interfere with or compromise an active investigation conducted by public officials and/or law enforcement agencies • Content that violates a legal ownership interest of any other party • Advocation for alteration of hours, wages, and terms and conditions of employment ( employees only)
The City reserves the right to monitor and control or terminate City Social Media sites at any or all times without notice; including, but not limited to, removing or blocking sites or postings that violate the policy as listed above.
The restrictions and prohibitions of this Policy shall be displayed to users or made available by hyperlink with the following disclaimers:
• "City Social Media sites may contain content, including but not limited to, advertisements or hyperlinks over which the City has no control. The City does not endorse any hyperlink or advertisement placed on City Social Media sites by the social media site's owners, vendors, or paiiners." • "The City reserves the right to change, modify, or amend all or part of this policy at any time."
• "The City reserves the right to terminate any City Social Media site at any time without notice."
E. Etiquette Rules
The following rules apply to the use of City Technology Resources and the use of Personal Technology Resources while conducting City business.
1. Definitions. For the purposes of this Policy, unless otherwise specified, the following definitions apply:
• City Technology Resources. A Technology Resource, including but not limited to a City-Issued PCD, acquired and owned by the City, regardless of who uses or is provided that resource.
• Personal Technology Resources. A Technology Resource, including but not limited to an Individually-owned PCD, acquired and owned by an individual.
The receipt of a City stipend towards the use of a cell phone or other electronic device does not change the ownership of the device.
2. Generally Accepted Standards. Users must follow generally accepted business practices and cunent laws regarding the use of e-mail, the Internet, and other online 95 services. Users must avoid uses that reflect poorly on their Department, the City, or government in general.
3. City Representation. The public may perceive a User's postings and e-mail as official City policy. When using e-mail, the Internet, and other on-line services provided by the City, Users should remember that they represent the City. Users shall avoid making statements of personal opinion that may be misinterpreted as official City policy. Users must recognize that anything they put in writing may become a public record, regardless of the original intent of the message.
4. Relationship With Others. Users must respect the rights of other Users and the Public. Users shall not use City Technology Resources or Personal Technology Resources to invade the privacy of another person, ascertain confidential information, or abuse or harass another person.
5. Ethical Rules and Regulations. Rules, regulations, guidelines, and case law on ethical behavior of government employees and officials; and the appropriate use of government resources apply to the use of City Teclmology Resources or Personal Technology Resources when conducting City business.
F. Technology Resource Rights
User or Users are individual(s) whether full or part-time, active or inactive, including, but not limited to employees, interns, volunteers, contractors, consultants, vendors, agents, elected or appointed officials, etc. who have been given access to and granted permission(s) to use City Technology Resources.
The City has sole discretion to determine appropriate use and may deny, revoke, suspend, or close any User account at any time without notice. The City reserves the right, at any time, for any reason or no reason and without notice, to revoke a User's permission to access, use, or possess City Technology Resources.
The City reserves the right, at any time, for any reason or no reason and without notice, to limit the manner in which a User may use City Technology Resources in addition to the terms and restrictions already contained in this Policy.
The Technology Users Agreement required by this Policy shall be signed prior to all new employees, volunteers, contractors, elected or appointed officials, agents, vendors, or other Users utilizing City Technology Resources. Employees, volunteers, contractors, elected or appointed officials, agents, vendors, or other Users cmTently using City Technology Resources (Users who currently have a login and password) will be required to sign the Agreement within fifteen (15) days of receipt of this Policy or risk the loss of access and City Technology Resources privileges.
G. California Public Records Act And Searching Devices And Accounts For Disclosable Records.
The California Public Records Act Request ("CPRA") (Government Code section 6250, et seq.) is a law that requires inspection and/or disclosure of governmental records to the public upon request. E-mails sent by Users, unless otherwise exempt by law, are subject to inspection and disclosure under the CPRA to any person making such a request.
Furthermore, e-mails may also be subject to discovery and disclosure as a result of , 96
pending litigation involving the City, the City's Employees and elected or appointed officers or officials.
Employees and Users using Personal Technology Resources to send or receive communications constituting City-related business may be required to search their Personal Technology Resources for potentially disclosable records pursuant to a request made under the CPRA. Communications constituting City-related business are those communications that relate in a substantive way to the conduct of the City's business.
Communications that are primarily personal in nature or that contain no more than incidental mentions of the City's business may not constitute City-related business communications.
Searches of Personal Technology Resources by an employee shall be conducted during the employee's regular work hours and as otherwise directed by the employee's supervisor.
The City Clerk or designee shall promptly notify an employee or User of the City's receipt of a CPRA request that may implicate City records located on the employee's or User's Personal Technology Resources and shall provide the employee or User with instructions for conducting such searches that identify the specific type and nature of records for which the employee or User is required to reasonably search and collect, as well as the specific type and nature of records that may be withheld because they are not City-related business.
7.005 Administrative Policies
The City Manager or a designated Department Head may issue administrative policies regarding employee conduct and procedures not in conflict with these Personnel Policies and Procedures.
The purpose of these policies is to supplement and/or clarify the policies and procedures contained in the Personnel Policies and Procedures manual. Violations of Administrative Policies may be grounds for disciplinary action.
7.006 Outside/Secondary Employment.
A. Purpose and Scope. In order to ensure actual or perceived conflicts of interest for City employees engaging in outside or secondary employment are avoided, all employees shall obtain written approval from the City Manager prior to engaging in any outside employment.
Approval of outside employment shall be at the discretion of the City Manager and in accordance with the provisions of this policy.
B. Obtaining Approval. No full time employee of the City may engage in any outside employment without first obtaining prior written approval from the City Manager. Failure to obtain prior written approval for outside employment or engaging in any outside employment prohibited by this policy may lead to disciplinary action.
In order to obtain approval for outside employment, the employee shall prepare a written, outside employment request stating the reasons for such request. These reasons shall then be submitted to the employee's immediate supervisor. The request will then be forwarded to the City Manager for consideration.
97 If approved, the employee will be provided with a copy of the approved request. Unless otherwise indicated in writing on the approved request, it will be valid through the end of the calendar year in which the request is approved. An employee seeking to renew a request shall submit a new written request for outside employment in a timely manner.
Any employee seeking approval of outside employment whose request has been denied, shall be provided with a reason for the denial of the request at the time of the denial. (Penal Code § 70(e) (3)).
C. Appeal of Denial of Outside Employment. If an employee's written request for outside employment is denied or withdrawn by the City, the employee may file a written Notice of Appeal to the City Manager within ten (10) days of the date of denial. The City Manager will make final detennination of all appeals brought before him/her and communicate his/her decision to the employee within seven (7) days, unless agreed otherwise.
D. Revocation/Suspension of Approved Outside Employment Request. Any outside employment requests may be revoked or suspended under the following circumstances:
1. Should an employee's performance decline to a point where it is evaluated by a supervisor as "needing improvement" to reach an overall level of competency, the City Manager may, at his or her discretion, revoke any previously approved outside employment requests. That revocation will stand until the employee's perfonnance has been reestablished at a "satisfactory" level or better, as detennined by his/her supervisor.
2. Suspension or revocation of a previously approved outside employment request may be included as a term or condition of sustained discipline.
3. If, at any time during the term of an approved outside employment request, an employee's conduct or outside employment conflicts with the provisions of City policy, the approved request may be suspended or revoked.