On August 15, 2023, the City Council authorized the City Manager to execute an agreement with the State of California Workforce Development Board (CWDB) for the Prison to Employment (P2E) 2.0 Grant, in the amount of $927,341, for a term of August 16, 2023 to December 31, 2025. The grant enables the City of Santa Ana (City), serving as the fiscal agent (Contractor) for the Orange Regional Planning Unit, to implement workforce development services that support justice-involved and formerly incarcerated individuals.
Following Council approval, the City entered into a subcontract with Working Wardrobes, a local non-profit organization to deliver case management, job readiness, and employment placement services to participants. The contract amount with Working Wardrobes was for $742,000, leaving $185,341 that could be used by City staff for case management and administration. Working Wardrobes has been responsible for outreach, enrollment, and coordination with regional probation and parole offices.
Working Wardrobes was originally contracted to serve 84 participants, but ultimately enrolled 149 individuals, with City residents comprising the largest share. Working Wardrobe’s project met and exceeded all performance targets. To date, more than 60% of participants have secured employment, while others are engaged in vocational training, transitional employment, and supportive services. Participants have demonstrated measurable success in obtaining and sustaining employment, underscoring the program’s effectiveness in supporting reentry and reducing recidivism.
CWDB has approved a contract extension through December 31, 2026, allowing City staff at the WORK Center to continue providing post-placement support and job retention services to individuals who obtained employment through the P2E program.
This extension ensures participants receive ongoing retention assistance from City case management staff and enables City staff to utilize the remaining funds with case management and administrative services through December 31, 2026 (Exhibit 1). The amendment does not alter the total funding amount or the scope of the program.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact for this item
EXHIBIT(S)
1. Prison to Employment First Amendment to Agreement
Submitted By: Michael L. Garcia, Executive Director - Community Development Agency Approved By: Alvaro Nuñez, City Manager
City Council 19 – 2 12/2/2025
Santa Ana Workforce Development Board, hereinafter referred to as the Contractor, is hereby amended to:
Alvaro Nuñez City Manager
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By: ___________________________
Andrea Garcia-Miller
Senior Assistant City Attorney
EXHIBIT 1
City Council 19 – 3 12/2/2025
City Council 19 – 4 12/2/2025
General Terms and Conditions (GTC 02/2025)
EXHIBIT C
1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.
2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.
3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.
4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).
5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.
6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.
7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.
City Council 19 – 5 12/2/2025
8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.
9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).
10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause.
Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.
11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.
12. TIMELINESS: Time is of the essence in this Agreement.
City Council 19 – 6 12/2/2025
13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.
14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.
15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.
a. The Government Code Chapter on Antitrust claims contains the following definitions:
1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.
2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550. b. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.
Government Code Section 4552.
c. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.
d. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. See Government Code Section 4554. City Council 19 – 7 12/2/2025
16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:
a. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
b. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.
18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.
19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING REQUIREMENTS:
a. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved. (Govt. Code § 14841.)
b. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)
City Council 19 – 8 12/2/2025
20. LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).)
21. GENERATIVE AI DISCLOSURE OBLIGATIONS:
a. The following terms are in addition to the defined terms and shall apply to the Contract:
1) “Generative AI (GenAI)” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system's training data. (Gov. Code § 11549.64.)
b. Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.
c. Notification shall be provided to the State designee identified in this Contract.
d. At the direction of the State, Contractor shall discontinue the provision to the State of any previously unreported GenAI that results in a material impact to the functionality of the System, risk to the State, or Contract performance, as determined by the State.
e. If the use of previously undisclosed GenAI is approved by the State, then Contractor will update the Deliverable description, and the Parties will amend the Contract accordingly, which may include incorporating the GenAI Special Provisions into the Contract, at no additional cost to the State. f. The State, at its sole discretion, may consider Contractor’s failure to disclose or discontinue the provision or use of GenAI as described above, to constitute a material breach of Contract when such failure results in a material impact to the functionality of the System, risk to the State, or Contract performance. The State is entitled to seek any and all remedies available to it under law as a result of such breach, including but not limited to termination of the contract.
City Council 19 – 9 12/2/2025
Community Development Agency
www.santa-ana.org/cd
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: First Amendments to Fiscal Year 2025-26 Emergency Solutions Grant Subrecipient Agreements and MOU with the Santa Ana Police Department
AGENDA TITLE
First Amendments to the Fiscal Year (FY) 2025-26 Emergency Solutions Grant (ESG) Subrecipient Agreements with Orange County United Way and WISEPlace, and a First Amendment to the Memorandum of Understanding with the Santa Ana Police Department
RECOMMENDED ACTION
1. Authorize the City Manager to execute a First Amendment to increase the annual amount of the FY 2025-26 ESG Subrecipient Agreement with WISEPlace to serve additional Santa Ana residents experiencing homelessness by $15,197, for a new annual amount not to exceed $72,197 for the current contract term expiring June 30, 2026 (Agreement No. A-2025-XXX).
2. Authorize the City Manager to execute a First Amendment to increase the annual amount of the FY 2025-26 ESG Subrecipient Agreement with the Orange County United Way for Homeless Management Information System data management by $15,197, for a new annual amount not to exceed $73,343 for the current contract term expiring June 30, 2026 (Agreement No. A-2025-XXX).
3. Authorize the City Manager to execute a First Amendment to increase the annual amount of the FY 2025-26 ESG Subrecipient Agreement with the Santa Ana Police Department for the Homeless Evaluation Assessment Response Team Program to serve additional Santa Ana residents experiencing homelessness through street outreach and engagement by $15,197 for a new total annual amount not to exceed $72,082 for the current contract term expiring June 30, 2026 (Agreement No. A-2025- XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Emergency Solutions Grants (ESG) Program is an annual allocation of funds that the City receives from the United States Department of Housing and Urban Development (HUD) to assist both sheltered and unsheltered homeless individuals, as well as those City Council 20 – 1 12/2/2025
First Amendments to FY 2025-26 ESG Subrecipient Agreements and MOU with SAPD December 2, 2025
at-risk of homelessness, enabling them to swiftly regain stability in permanent housing after experiencing a housing crisis and/or homelessness. Recipients of ESG Program funding in Orange County include the following entitlement jurisdictions: the County of Orange, City of Anaheim, City of Irvine, City of Santa Ana, and City of Garden Grove.
Collectively, this group is referred to as the Orange County ESG Collaborative that was formed over ten years ago. HUD provides Santa Ana and these other jurisdictions with ESG Program funds to address homelessness under the federal Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009.
On June 3, 2025, the City Council approved the FY 2025-26 ESG Program Funding Plan. Specifically, City Council authorized the City Manager to prepare and approve FY 2025-26 ESG Subrecipient Agreements with five nonprofit organizations and a Memorandum of Understanding with the Santa Ana Police Department as part of the FY 2025-26 ESG Program Funding Plan to provide shelter, outreach, and support services to Santa Ana residents experiencing homelessness (Exhibit 1). The City's ESG allocation for FY 2025-26 is $377,331. The FY 2025-26 ESG Program Funding Plan includes funding for five homeless service providers (Interval House, Covenant House, Volunteers of America Los Angeles, WISEPlace, and Orange County United Way) and the Santa Ana Police Department (SAPD) Homeless Evaluation Assessment Response Team (HEART) Program. The FY 2025-26 ESG Program Funding Plan was based upon applications received by the ESG Collaborative during the 2019 Request for Proposals process, taking into account performance metrics and current needs as identified by staff.
At the close of FY 2024-25, there was $45,591 in unspent funds from ESG Program subrecipients available for redistribution. These funds were a result of prior year ESG Program subrecipients not fully expending their funding in FY 2024-25. Staff recommends reallocating this balance of $45,591 in FY 2024-25 unspent funds to WISEPlace, the Orange County United Way, and the SAPD HEART Program to expand services for people experiencing homelessness. Specifically, staff are recommending reallocating $15,197 to WISEPlace, $15,197 to the Orange County United Way, and $15,197 to the SAPD HEART Program. These recommendations were based upon performance metrics and current needs as identified by staff.
The additional $15,197 recommended for WISEPlace will expand shelter and support services to survivors of domestic violence from the City of Santa Ana for a new total contract amount of $72,197 (Exhibit 2). For FY 2025-26, WISEPlace received $57,000 in ESG Program funds from the City to provide trauma-informed care and services to unaccompanied women experiencing homelessness. The organization provides case management, employment support, and financial empowerment to women from age 18 to 65 and older. The women served include young women leaving foster care, those who have suffered from domestic violence or human trafficking, those who experienced a financial catastrophe, or women recovering from drug abuse, alcohol abuse, or incarceration. WISEPlace’s rapid rehousing services include case management, financial empowerment curriculum, housing search support and placement, financial support, City Council 20 – 2 12/2/2025
First Amendments to FY 2025-26 ESG Subrecipient Agreements and MOU with SAPD December 2, 2025
such as deposit assistance, security deposits, help with moving costs, and utilities. The additional $15,197 will allow WISEPlace to expand their shelter and support services that they currently provide to survivors of domestic violence from the City of Santa Ana.
The additional $15,197 recommended for the Orange County United Way will expand Homeless Management Information System (HMIS) data management support to Santa Ana ESG funded subrecipients through trainings, reporting, and data performance accountability for a new total contract amount of $73,343 (Exhibit 3). For FY 2025-26, the Orange County United Way received $58,146 in ESG Program funds from the City to facilitate HMIS coordination, communication, training, and technical assistance of Santa Ana ESG subrecipients to ensure adherence to data quality, supporting the City's efforts to fully comply with the HEARTH Act of 2009. Orange County United Way provides user meetings, performs agency audits, provides training/technical assistance, runs data quality reports to post online, completes project set-ups, and updates the dashboard on a monthly basis. The additional $15,197 will allow the Orange County United Way to expand their HMIS data management support to Santa Ana ESG funded subrecipients.
The additional $15,197 recommended for the SAPD HEART Program will serve additional Santa Ana residents experiencing homelessness through street outreach and engagement for a new total MOU amount of $72,082 (Exhibit 4). For FY 2025-26, the SAPD HEART Program received $56,885 in ESG Program funds from the City to conduct proactive outreach to individuals experiencing homelessness. Officers connect individuals to emergency shelters such as the Carnegie Shelter and Yale Navigation Center and coordinate transportation and mental health services through the Orange County Psychiatric Emergency Response Team team. To reduce homelessness and promote long-term stability, focused on a housing-first approach, efforts are targeted in areas impacted by calls for service, community complaints, and visible encampments. The additional $15,197 will allow the SAPD HEART Program to serve additional Santa Ana residents experiencing homelessness through street outreach and engagement.
FISCAL IMPACT
Funds for HUD-Emergency Solutions Grant – Payment to Subagent account (no. 13518785-69135) was appropriated in the prior fiscal year. Unspent amounts from Fiscal Year 2024-25 were part of the City’s carryover request to Fiscal Year 2025-26 approved by City Council on October 7, 2025.
Any remaining balance not expended at the end of the fiscal year will be presented to the City Council for approval of carryovers to Fiscal Year 2026-27.
Fiscal Year Accounting
Unit-Account
Fund
Description
Accounting Unit,
Account Description
Amount
FY 2025-26 13518785-
61040
HUD-Emergency
Solutions Grant
HUD-Emergency
Solutions Grant,
Overtime
$15,197
City Council 20 – 3 12/2/2025
First Amendments to FY 2025-26 ESG Subrecipient Agreements and MOU with SAPD December 2, 2025
FY 2025-26 13518785-
69135
HUD-Emergency
Solutions Grant
HUD-Emergency
Solutions Grant,
Payment to Subagent
$30,394
Total: $45,591
EXHIBIT(S)
1. Staff Report from June 3, 2025
2. First Amendment to Subrecipient Agreement with WISEPlace
3. First Amendment to Subrecipient Agreement with Orange County United Way
4. First Amendment to Memorandum of Understanding with SAPD HEART Program Submitted By: Michael L. Garcia, Executive Director – Community Development Agency Approved By: Alvaro Nuñez, City Manager
City Council 20 – 4 12/2/2025
FIRST AMENDMENT TO EMERGENCY SOLUTIONS GRANT SUBRECIPIENT
AGREEMENT WITH WISEPLACE
THIS FIRST AMENDMENT to the above-referenced agreement is entered into December 2, 2025, by and between WISEPlace, a California nonprofit corporation ("SUBRECIPIENT"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("CITY"). SUBRECIPIENT and the City shall be collectively referred to as the "Parties."
RECITALS
A. The Parties entered into Agreement No. A-2025-123-03 ("Agreement") whereby SUBRECIPENT agreed to serve Santa Ana residents experiencing homelessness through rapid rehousing, via the Emergency Solutions Grant ("ESG") funds the CITY received through the United States Department of Housing and Urban Development ("Program").
B. The Parties now wish to amend the Agreement to increase the aggregate compensation paid by the CITY to SUBRECIPIENT, by $15,197, as a result of reallocation of a portion of unspent funds from the ESG Program at the close of Fiscal Year 2024-2025, Federal Award Identification Number (FAIN) E-24-MC-06-0508.
The Parties therefore agree:
1. The Agreement shall be amended to include revised attached "Exhibit A-1" (Scope of Work) to replace Exhibit A, and include revised attached "Exhibit B-1" (Budget) to replace Exhibit B.
2. Paragraph 5 of the RECITALS, is hereby amended to read in its entirety as follows:
The SUBRECIPIENT has agreed to be reimbursed for the above services in an amount not to exceed $72,197 in grant funding for Shelter, Outreach Services, Rapid Re-Housing or Homeless Prevention.
3. Section III, DISBURSEMENT OF FUNDS, the first two paragraphs only. are hereby amended to read in its entirety as follows:
The CITY was allocated $377,331 in Emergency Solutions Grant Funds under the McKinneyVento Homeless Assistance Act for fiscal year 2025-2026 from the Department of Housing and Urban Development. At the close of Fiscal Year 2024-2025, the CITY had unspent funds from the ESG Program totaling $45,595.48 and it desires to reallocate for distribution for Fiscal Year 2025-2026. The CITY agrees to pay SUBRECIPIENT when, if and to the extent federal funds are received under provisions of the Act a sum not to exceed $72,197 for SUBRECIPIENT's performance in accordance with the Budget attached hereto as "Exhibit B-1" during the period of this Agreement. The breakdown of said sum is $15,197 from Fiscal Year 2024-2025 funds under FAIN E-24-MC-06-0508, and $57,000 from Fiscal Year 2025- 2026 funds under FAIN E-25-MC-06-0508.Said sum shall be paid after CITY receives invoices submitted by SUBRECIPIENT as provided herein above.
EXHIBIT 2
City Council 20 – 5 12/2/2025
A. Amount and Expenditure End Date
The CITY agrees to reimburse the SUBRECIPIENT a maximum amount not to exceed $72,197 from Emergency Solutions Grant (ESG) funds, as outlined in Exhibit B-1, Final Budget, and such funds shall be expended by the SUBRECPIENT on or before June 30, 2026. SUBRECIPIENT has the ability to adjust line item amounts in the Budget with the written approval of the CITY'S Executive Director of the Community Development Agency, so long as the total Budget amount does not increase.
4. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above.
ATTEST
Jennifer Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
CITY OF SANTA ANA
Alvaro Nunez
City Manager
WISEPLACE
B
Andrea
y !Jt,iMC.
Garcia-Miller
()JJ 0-,_4_ � -1l.JL,
Brateil
��
Aghasi
Senior Assistant City Attorney Chief Executive Officer
�L
RECOMMENDED FOR APPROVAL
Michael L. Garcia
Executive Director
Community Development Agency
EXHIBIT 2
City Council 20 – 6 12/2/2025
City of Santa Ana
Scope of Work
Name of Organization WISEPlace
Name of Funded Program WISEPlace Rapid Re-Housing
Annual Accomplishment Goal
I. Total number of unduplicated clients (Santa Ana and Non-Santa Ana Residents) anticipated to be served by the funded pror
am, named above, during the 12-month contract period.
I
45_ Persons
II. Number of unduplicated Santa Ana residents expected to be served by the funded program during the 12-month contract period.
I SI Persons
Program and Funding Description
Ill. Description of Work - In the space below, describe the program to be funded during the 12-month contract period.
What specific activities will be undertaken during the contract period. Please be concise in your response. Only the viewable space will print.
WISEPlace's Rapid Re-Housing program provides short- to medium-term rental assistance and rental arrears to individuals who are currently homeless or at imminent risk of homelessness. Rental arrears through this program can pay a maximum of 6 months of rent and may include late fees. All new clients are referred through Orange County's Coordinated Entry System.
WISEPlace will serve 40 individuals through our Rapid Re-Housing program, and a minimum of 5 Santa Ana residents will be served during the grant term, funded through this ESG grant. While WISE Place primarily serves unaccompanied women experiencing homelessness, we are able to accept single adult households with minor children through this program.
This program provides housing navigation, case management, budgeting, direct financial assistance, and connection to stabilizing support services. All services are tailored to the individual's needs to ensure we are providing the highest quality of care for the women we serve. Services may include financial empowerment, counseling, legal advocacy, addiction recovery, health and wellness, and more.
Schedule of Performance
Estimate the number of unduplicated Santa Ana residents to be served by the funded program during the 12-month contract period per quarter. (Enter number of new Santa Ana clients served each quarter. If they were served in quarter 1 do not count them again in quarter 2! -------, Quarter 1: July 1 - September 30 Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 -June 30
Schedule of Invoicing
i-------3 Persons
1 Persons
1-------1 Persons
i-----------1
0 Persons
..._ ____ __. 5 Total unduplicated Santa Ana Residents to be served .
Estimate the amount of grant funds to be requested during the 12-month contract period on a quarterly basis.
Quarter 1: July 1 - September 30
Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 -June 30
$28,916.00
$14,500.00
$14,500.00
$14,281.00
$ 72,197.00
$
Total Grant
Balance
Exhibit A-1
EXHIBIT 2
City Council 20 – 7 12/2/2025
Organization Name
Program Name
Category
ESG Final Budget
WISEPlace
WISEPlace Rapid Re-Housing
Expenditures
Expenses Funded by Expenses Funded Total Program
Santa Ana by Other Sources Budget
Housing Relocation and Stabilization Services
Financial Assistance $ 18,000 $ 18,000
Rent Deposit $ 2,000 $ 86,380 $ 88,380
Rental Application fees $ 2,000 $ 2,000
Utility Deposit $
-
Utility $
-
Movinq Costs $
-
Service Assistance
Hsq Search & Placement $
-
Case Manaqement
Mediation
Leqal
Credit Repair
Rental Assistance
Rent
Other
Client Transportation
Client Furnishinqs
Counselinq
Program Supplies
Indirect Cost (15%)
-
-
Total
Balance
$ 6,692 $ 236,264 $ 242,956
$
$
-
$
-
$ 62,502 $ 694,799 $ 757,301
$ 2,664 $ 2,664
$ 20,070 $ 20,070
$ 10,020 $ 10,020
$ 25,000 $ 25,000
$ 1,003 $ 171,176 $ 172,179
$
-
$
-
$ 72,197 $ 1,266,373 $ 1,338,570
$
LIST ALL OTHER PROGRAM FUNDS THAT HAVE BEEN SECURED
(Total Funds for Program must equal Total Program Budget above) Source Amount
Santa Ana
Santa Ana CDBG
Annual Campaign - Grants
Human Options - DV Bonus
Total Funds for the Program
Exhibit 8-1
$ 72,197
$ 34,860
$ 397,000
$ 834,513
$ 1,338,570
Total Organizational
Budget
.
$ -
EXHIBIT 2
City Council 20 – 8 12/2/2025
Name of Organization:
Name of Program
Program Staff
Position Title
(only list funded positions)
Housing Case Manager (Match)
Senior Housing Case Manager (Match)
Director of Programs (Match)
Housing Case Manager (ESG)
Senior Housing Case Manager (ESG)
ESG Funded Personnel
WISEPlace
WISEPlace Rapid Re-Housing
Budget
Category
Annual Salary Hourly Rate
$ 70.000 $ 34
$ 75,000 $ 36
$ 90,000 $ 43
$ 70,000 $ 34
$ 75,000 $ 36
Total ESG Requested
Exhibit B-1
Approximate Total Amount
# of Hours per Requested
month serving
Santa Ana
12.00 $ -
12.00 $ -
20.00 $ -
8.00 $ 3,230.77
8.00 $ 3,461.54
$ 6,692.31
EXHIBIT 2
City Council 20 – 9 12/2/2025
FIRST AMENDMENT TO EMERGENCY SOLUTIONS GRANT SUBRECIPIENT
AGREEMENT WITH ORANGE COUNTY'S UNITED WAY
THIS FIRST AMENDMENT to the above-referenced agreement is entered into December 2, 2025, by and between Orange County's United Way, a California nonprofit corporation ("SUBRECIPIENT"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("CITY").
SUBRECIPIENT and the City shall be collectively referred to as the "Parties."
RECITALS
A. The Parties entered into Agreement No. A-2025-123-02 ("Agreement") whereby SUBRECIPENT agreed to conduct Homeless Management Information System (HMIS) data management, via the Emergency Solutions Grant ("ESG") funds the CITY received through the United States Department of Housing and Urban Development ("Program").
B. The Parties now wish to amend the Agreement to increase the aggregate compensation paid by the CITY to SUBRECIPIENT, by $15,197, as a result of reallocation of a portion of unspent funds from the ESG Program at the close of Fiscal Year 2024-2025, Federal Award Identification Number (FAIN) E-24-MC-06-0508.
The Parties therefore agree:
I. The Agreement shall be amended to include revised attached "Exhibit A-1" (Scope of Work) to replace Exhibit A, and include revised attached "Exhibit B-1" (Budget) to replace Exhibit B.
2. Paragraph 5 of the RECITALS, is hereby amended to read in its entirety as follows:
The SUBRECIPIENT has agreed to be reimbursed for the above services in an amount not to exceed $73,343 in grant funding for Shelter, Outreach Services, Rapid Re-Housing or Homeless Prevention.
3. Section III, DISBURSEMENT OF FUNDS, the first two paragraphs only. are hereby amended to read in its entirety as follows:
The CITY was allocated $377,331 in Emergency Solutions Grant Funds under the McKinneyVento Homeless Assistance Act for fiscal year 2025-2026 from the Department of Housing and Urban Development. At the close of Fiscal Year 2024-2025, the CITY had unspent funds from the ESG Program totaling $45,595.48 and it desires to reallocate for distribution for Fiscal Year 2025-2026. The CITY agrees to pay SUBRECIPIENT when, if and to the extent federal funds are received under provisions of the Act a sum not to exceed $73,343 for SUBRECIPIENT's performance in accordance with the Budget attached hereto as "Exhibit B-1" during the period of this Agreement. The breakdown of said sum is $15,197 from Fiscal Year 2024-2025 funds under FAIN E-24-MC-06-0508, and $58,146 from Fiscal Year 2025- 2026 funds under FAIN E-25-MC-06-0508.Said sum shall be paid after CITY receives invoices submitted by SUBRECIPIENT as provided herein above.
EXHIBIT 3
City Council 20 – 10 12/2/2025
A. Amount and Expenditure End Date
The CITY agrees to reimburse the SUBRECIPIENT a maximum amount not to exceed $73,343 from Emergency Solutions Grant (ESG) funds, as outlined in Exhibit B-1, Final Budget, and such funds shall be expended by the SUBRECPIENT on or before June 30, 2026. SUBRECIPIENT has the ability to adjust line item amounts in the Budget with the written approval of the CITY'S Executive Director of the Community Development Agency, so long as the total Budget amount does not increase.
4. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above.
ATTEST
Jennifer Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
Andrea
B
Senior
y{;;&
Assistant
Garci
du�
a-Miller
()f)
City Attorney
t{,-4_ � -1i.Jl.,
RECOMMENDED FOR APPROVAL
Michael L. Garcia
Executive Director
Community Development Agency
CITY OF SANTA ANA
Alvaro N ufiez
City Manager
ORANGE COUNTY'S UNITED WAY
Susan B. Parks
Chief Executive Officer
EXHIBIT 3
City Council 20 – 11 12/2/2025
Name of Organization
Name of Funded Program
Annual Accomplishment Goal
City of Santa Ana
Scope of Work
Orange County United Way
HMIS
I. Total number of unduplicated clients (Santa Ana and Non-Santa Ana Residents) anticipated to be served by the funded prow
am, named above, during the 12-month contract period.
! Persons
II. Number of unduplicated Santa Ana residents expected to be served by the funded program during the 12-month contract period.
I !Persons
Program and Funding Description
Ill. Description of Work - In the space below, describe the program to be funded during the 12-month contract period.
What specific activities will be undertaken during the contract period. Please be concise in your response. Only the viewable space will print.
- Host user meetings for supporting service providers
- Perform site visits to ensure compliance with the HMIS Policies and Procedures - Provide training and technical assistance to service providers to maximize data accuracy and quality - Complete project set-ups (adding programs, services, etc.) - Publish data quality and performance reports on the HMIS website (ochmis.org) - Maintain current HMIS licenses for service providers
- Provide the City of Santa Ana CAPER reports for HUD reporting Schedule of Performance
Estimate the number of unduplicated Santa Ana residents to be served by the funded program during the 12-month contract period per quarter. (Enter number of new Santa Ana clients served each quarter. If they were served in quarter 1 do not count them again in quarter 2) ------, Quarter 1: July 1 - September 30 Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 -June 30
Schedule of Invoicing
1--------1
Persons
1--------1
Persons
1--------1 Persons
,__ ____
Persons
......,
�----� 0 Total unduplicated Santa Ana Residents to be served.
Estimate the amount of grant funds to be requested during the 12-month contract period on a quarterly basis.
Quarter 1: July 1 - September 30
Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 -June 30
$18,335.00
$18,335.00
$18,336.00
$18,337.00
$ 73,343.00
$ -
Total Grant
Balance
Exhibit A-1
EXHIBIT 3
City Council 20 – 12 12/2/2025
Organization Name
Program Name
Cateqorv
Staffing
Salaries
- Payroll Taxes
- Other Benefits
Other
Indirect Costs (15%)
Computer Hardware
Computer Software
Travel
Other ProQram Costs
-
-
-
-
-
-
-
-
-
-
-
-
-
Total
Balance
ESG Final Budget
Orange County United Way
HMIS
Expenditures
Expenses Funded by Expenses Funded Total Program
Santa Ana bv Other Sources Budqet
$ 61,937 $ 289,606 $ 351,543
$ 4,738 $ 22,161 $ 26,899
$
- $ 58,768 $ 58,768
$ 6,668 $ 79,262 $ 85,930
$
-
$
-
$
-
$ 422,079 $ 422,079
$
-
$
-
$
-
$ -
$ -
$
-
$
-
$
-
$
-
$ -
$
-
$ -
$
-
$ 73,343 $ 871,876 $ 945,219
$
LIST ALL OTHER PROGRAM FUNDS THAT HAVE BEEN SECURED
(Total Funds for Program must equal Total Program Budget above) Source Amount
Santa Ana
HUD HMIS
County of OranQe
City of Garden Grove
City of Irvine
Total Funds for the Program
Exhibit B-1
$ 73,343
$ 691,976
$ 157,144
$ 5,256
$ 17,500
$ 945,219
Total Organizational
Budget
$ -
EXHIBIT 3
City Council 20 – 13 12/2/2025
Name of Organization:
Name of Program
Pro�ram Staff
Position Title
( only list funded positions)
Senior Manager HMIS
HMIS Data Analyst
HMIS Data Analyst
ESG Funded Personnel
Orange County United Way
HMIS
Budget Aunual Hourly Rate Approximate Total Amount
Category
Salaries
Salaries
Salaries
Salary
$ 79,643 $ 38.29
$ 58,136 $ 27.95
$ 49,920 $ 24.00
Total ESG Requested
Exhibit B-1
# of Hours per Requested
month serving
Santa Ana
26.00 $ 11,258.00
121.33 $ 40,695.00
34.67 $ 9,984.00
$ 61,937.00
EXHIBIT 3
City Council 20 – 14 12/2/2025
FIRST AMENDMENT TO EMERGENCY SOLUTIONS GRANT
MEMORANDUM OF UNDERSTANDING WITH
SANTA ANA POLICE DEPARTMENT
THIS FIRST AMENDMENT to the above-referenced Memorandum of Understanding is entered into December 2, 2025, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("CITY") AND Santa Ana Police Department ("SUBRECIPIENT"). SUBRECIPIENT and the City shall be collectively referred to as the "Parties."
RECITALS
A. The Parties entered into Memorandum of Understanding No. A-2025-123-03 ("Memorandum of Understanding") whereby SUBRECIPENT agreed to serve Santa Ana through the operation of an emergency solutions program for the homeless or at-risk of homelessness of the City of Santa Ana ("said Memorandum of Understanding") via the Emergency Solutions Grant ("ESG") funds the CITY received through the United States Department of Housing and Urban Development ("Program") to the Santa Ana Police Department HEART program.
B. The Parties now wish to amend the Memorandum of Understanding to increase the aggregate compensation paid by the CITY to SUBRECIPIENT, by $15,197, as a result of reallocation of a portion of unspent funds from the ESG Program at the close of Fiscal Year 2024-2025, Federal Award Identification Number (FAIN) E-24-MC-06-0508.
The Parties therefore agree:
1. The Memorandum of Understanding shall be amended to include revised attached "Exhibit A-1" (Scope of Work) to replace Exhibit A, and include revised attached "Exhibit B-1" (Budget) to replace Exhibit B.
2. Paragraph 5 of the RECITALS, is hereby amended to read in its entirety as follows:
The SUBRECIPIENT has agreed to be reimbursed for the above services in an amount not to exceed $72,082 in grant funding for Shelter, Outreach Services, Rapid Re-Housing or Homeless Prevention.
3. Section III, DISBURSEMENT OF FUNDS, the first two paragraphs only. are hereby amended to read in its entirety as follows:
The CITY was allocated $377,331 in Emergency Solutions Grant Funds under the McKinneyVento Homeless Assistance Act for fiscal year 2025-2026 from the Department of Housing and Urban Development. At the close of Fiscal Year 2024-2025, the CITY had unspent funds from the ESG Program totaling $45,595.48 and it desires to reallocate for distribution for Fiscal Year 2025-2026. The CITY agrees to pay SUBRECIPIENT when, if and to the extent federal funds are received under provisions of the Act a sum not to exceed $72,082 for SUBRECIPIENT' s perfonnance in accordance with the Budget attached hereto as "Exhibit B-1" during the period of this Memorandum of Understanding. The breakdown of said sum
EXHIBIT 4
City Council 20 – 15 12/2/2025
�-------------------------- ---
is $15,197 from Fiscal Year 2024-2025 funds under FAIN E-24-MC-06-0508, and $56,885 from Fiscal Year 2025-2026 funds under FAIN E-25-MC-06-0508.Said sum shall be paid after CITY receives invoices submitted by SUBRECIPIENT as provided herein above.
A. Amount and Expenditure End Date
The CITY agrees to reimburse the SUBRECIPIENT a maximum· amount not to exceed $72,082 from Emergency Solutions Grant (ESG) funds, as outlined in Exhibit B-1, Final Budget, and such funds shall be expended by the SUBRECPIENT on or before June 30, 2026. SUBRECIPIENT has the ability to adjust line item amounts in the Budget with the written approval of the CITY'S Executive Director of the Community Development Agency, so long as the total Budget amount does not increase.
4. Except as modified by this First Amendment, all terms and conditions of the Memorandum of Understanding, shall remain in full force and effect.
IN WITNESS WHEREOF, the pai1ies hereto have executed this First Amendment to the Memorandum of Understanding on the date and year first written above.
ATTEST
Jennifer Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:;;,,{uc&� Q1J /l, 4.. � -A.JL,
Andrea Garcia-Miller
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL
Michael L. Garcia
Executive Director
Community Development Agency
CITY OF SANTA ANA
Alvaro N ufiez
City Manager
SUB RECIPIENT
EXHIBIT 4
City Council 20 – 16 12/2/2025
Name of Organization
Name of Funded Program
Annual Accomplishment Goal
City of Santa Ana
Scope of Work
Santa Ana Police Department
H.E.A.R.T.
I. Total number of unduplicated clients (Santa Ana and Non-Santa Ana Residents) anticipated to be served by the funded proram, named above, during the 12-month contract period.
I 100 Persons
II. Number of unduplicated Santa Ana residents expected to be served by the funded program during the 12-month contract period.
I 50 I Persons
Program and Funding Description
Ill. Description of Work - In the space below, describe the program to be funded during the 12-month contract period.
What specific activities will be undertaken during the contract period. Please be concise in your response. Only the viewable space will print.
Santa Ana Police Officers will contact individuals experiencing homelessness to provide the person(s) with necessary resources to help end their cycle of homelessness. The various resources will include lodging at the Santa Ana Navigation Center, Yale Navigation Center, or other available homeless shelters and housing programs. HEART trained officers will also provide transportation services and connect individuals with mental health services along with the Orange County Psychiatric Emergency and Response Team (PERT) team members. HEART trained officers will also provide individuals with connections to medical services and drug rehabilitation programs. Through a collaborative and dedicated approach, officers will work throughout the entire City, focusing on areas regularly impacted by persons experiencing homelessness, whether reported though calls for service, citizen complaints, city officials, or visibly noticeable encampments.
The full amount of the grant award will be expended as overtime with a minimum and maximum range for the overtime rates based on position title. The H.E.A.R.T. program will utilize overtime staffing as an operational necessity to avoid disrupting core patrol functions while maximizing the effectiveness of outreach efforts during those specific hours. Officers participating in the H.E.A.R.T. Program will do so voluntarily during offduty hours, allowing for greater flexibility in contacting individuals experiencing homelessness during early mornings, late evenings, and weekends; timeframes that are critical for successful engagement, as recognized in 24 CFR §576.101. The payroll expenses that will be charged to the ESG grant will reflect overtime hours.
Officers will also conduct substantial outreach efforts during regular duty hours (straight time), which will be absorbed by the Santa Ana Police Department (SAPD) and not billed to the ESG grant. This dual approach will ensure continual engagement with the homeless population without overburdening city resources or compromising public safety coverage. The SAPD will maintain timekeeping records, engagement logs, and required documentation. Furthermore, officer activity and performance outcomes will be tracked and reported.
Schedule of Performance
Estimate the number of unduplicated Santa Ana residents to be served by the funded program during the 12-month contract period per quarter. (Enter number of new Santa Ana clients served each quarter. If they were served in quarter 1 do not count them again in quarter 2,...) _____ � Quarter 1: July 1 - September 30 6 Persons Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 - June 30
Schedule of Invoicing
17 Persons
i-------,-17::-iPersons
10 Persons
i------- ______ 50�Total unduplicated Santa Ana Residents to be served.
Estimate the amount of grant funds to be requested durinq the 12-month contract period on a quarterly basis.
Quarter 1: July 1 - September 30
Quarter 2: October 1 - December 31
Quarter 3: January 1 - March 31
Quarter 4: April 1 - June 30
$
$
$
$
$
$
-
24,508.00
24,508.00
23,066.00
72,082.00 Total Grant
Balance
Exhibit A-1
EXHIBIT 4
City Council 20 – 17 12/2/2025
Organization Name
Program Name
Category
Enqaqement
Outreach OT Salaries
Case Manaqement
Emerqencv Health Svc.
Emerqencv Mental Svc.
Transportation
Other
Indirect Cost
HMIS
Total
Balance
ESG Final Budget
Santa Ana Police Department
H.E.A.R.T.
Expenditures
Expenses Funded by Expenses Funded Total Program
Santa Ana by Other Sources Budget
$ 71,220 $ 2,372,560 $ 2,443,780
$ -
$
-
$
-
$
-
$
-
$ -
$ -
$ -
$ -
$
-
$ -
$ -
$
-
$ -
$ 113 $ 113
$ 750 $ 750
$
-
$ 72,082 $ 2,372,560 $ 2,444,642
$
LIST ALL OTHER PROGRAM FUNDS THAT HAVE BEEN SECURED
(Total Funds for Program must equal Total Program Budget above) Source Amount
Santa Ana ESG
City of Santa Ana
Total Funds for the Program
Exhibit B-1
$ 72,082
$ 2,372,560
$ 2,444,642
Total Organizational
Budget
-
...
$ -
EXHIBIT 4
City Council 20 – 18 12/2/2025
Name of Organization:
Name of Program
Pro�ram Staff
Position Title
(only list funded positions)
Police Sergeant
Police Officer
ESG Funded Personnel
Santa Ana Police Department
Budget
Category
Overtime
Overtime
H.E.A.R.T.
Minimum Maxim.um Approximate
Overtime Ove1time # of Hours per
Rate Rate month serving
Santa Ana
$ 130.24 $ 151.07 135.00
$ 88.13 $ 133.86 379.69
Total ESG Requested
Exhibit B-1
Total Amount
Requested
$ 20,394.45
$ 50,825.05
$ 71,219.50
EXHIBIT 4
City Council 20 – 19 12/2/2025
Finance and Management Services
www.santa-ana.org/finance
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: Locksmith and Related Services
AGENDA TITLE
Purchase Order Contract to Hill’s Bros. Lock and Safe Inc. for Locksmith and Related Services (Specification No. 25-108) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award Purchase Order Contract to Hill’s Bros. Lock and Safe Inc. for locksmith and related services for a two-year term beginning in December 2, 2025 and expiring December 1, 2027, with provisions for three, one-year renewal options, in a total amount not-to-exceed $427,625.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Purchasing Division establishes annual citywide purchase order contracts with vendors that provide goods and services required by multiple City departments on a recurring basis. Locksmith services are required at times by all City departments for lock installation and repair, lockout assistance, lock rekeying, key duplication, and other related services.
Invitation for Bids (IFB) No. 25-108 was issued on September 11, 2025, on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
277 Vendors notified
3 Santa Ana vendors notified
17 Vendors downloaded the bid packet
1 Responsive Bid received
0 Responsive Bids received from Santa Ana vendors
Bids were solicited, opened on October 2, 2025, and evaluated (Exhibit 1). One bid was submitted by the IFB deadline and determined to be responsive to the specifications and met the City’s requirements. The bid submitted by Hill’s Bros. Lock and Safe Inc. was reviewed and determined to be responsive to the specifications, responsible, and fully compliant with the City’s requirements.
City Council 21 – 1 12/2/2025
Locksmith and Related Services
December 2, 2025
Hill’s Bros. Lock and Safe Inc. has the expertise and required certifications to provide locksmith and related services at a competitive price for facilities throughout the City. In addition, their proximity to the City allows them to respond to service calls in a timely manner, ensuring uninterrupted daily operations.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget. The purchase order contract covers two years and includes up to three, one-year renewal options. Year 1 costs span two fiscal years and will be incurred in FY 2025-26 and FY 2026-27. Funding for any renewal years will be included in proposed budgets for City Council consideration. The table below shows the first-year allocation; subsequent years are anticipated to follow a similar breakdown.
Fiscal
Year
Accounting UnitAccount # Fund Description Accounting Unit, Account Description Amount
02718131-63001 CDA Enterprise Funds Parking Meter, Miscellaneous Operating Expenses $117
01111110-63001 LIB General Funds Administration, Miscellaneous Operating Expenses $583
01116540-62300 PBA General Funds Code Enforcement, Contract Services - Professional $438
01114403-63001 PD General Funds
Building & Facility,
Miscellaneous Operating
Expenses
$2,917
01114450-63001 PD General Funds
Central Distribution Center,
Miscellaneous Operating
Expenses
$1,750
01114475-62300 PD General Funds Jail Operations, Contract Services - Professional $4,375
01113220-62300 PRCS General Funds Zoo, Contract Services - Professional $2,508
01113230-62300 PRCS General Funds
Recreation & Community
Services, Contract Services -
Professional
$2,917
06817641-63001 PWA Enterprise
Funds
Roadway Cleaning,
Miscellaneous Operating
Expenses
$292
FY 25-26
(Dec. 2,
2025 -
June 30,
2026)
06817640-63001 PWA Enterprise
Funds
Environment / Sanitation,
Miscellaneous Operating
Expenses
$292
City Council 21 – 2 12/2/2025
Locksmith and Related Services
December 2, 2025
06017640-63001 PWA Enterprise
Funds
Water Utility Water Production &
Supply, Miscellaneous Operating
Expenses
$4,958
06017641-63001 PWA Enterprise
Funds
Water System Maintenance,
Miscellaneous Operating
Expenses
$292
06017644-63001 PWA Enterprise
Funds
Water Quality, Miscellaneous
Operating Expenses $1,458
06017645-63001 PWA Enterprise
Funds
Water Administration /
Engineering, Miscellaneous
Operating Expenses
$1,458
06017646-63001 PWA Enterprise
Funds
Water Meter Services,
Miscellaneous Operating
Expenses
$2,917
06717650-62320 PWA Enterprise
Funds
SARTC Operations,
Maintenance & Repair Buildings
& Ground
$1,750
01117651-62320 PWA General Funds
Park Maintenance Service
Enhancements, Maintenance &
Repair Buildings & Ground
$7,000
07317100-62320 PWA Internal Service
Funds
Building Maintenance,
Maintenance & Repair Buildings
& Ground
$8,167
07517100-62320 PWA Internal Service
Funds
Equipment Maintenance -
Garage Operation, Maintenance
& Repair Buildings & Ground
$1,167
Various-63001 X General Funds Miscellaneous Operating
Expenses $4,535
02718131-63001 CDA Enterprise Funds Parking Meter, Miscellaneous Operating Expenses $83
01111110-63001 LIB General Funds Administration, Miscellaneous Operating Expenses $417
01116540-62300 PBA General Funds Code Enforcement, Contract Services - Professional $313
01114403-63001 PD General Funds
Building & Facility,
Miscellaneous Operating
Expenses
$2,083
01114450-63001 PD General Funds
Central Distribution Center,
Miscellaneous Operating
Expenses
$1,250
01114475-62300 PD General Funds Jail Operations, Contract Services - Professional $3,125
FY 26-27
(July 1,
2026 -
Dec. 1,
2026)
01113220-62300 PRCS General Funds Zoo, Contract Services - Professional $1,792
City Council 21 – 3 12/2/2025
Locksmith and Related Services
December 2, 2025
01113230-62300 PRCS General Funds
Recreation & Community
Services, Contract Services -
Professional
$2,083
06817641-63001 PWA Enterprise
Funds
Roadway Cleaning,
Miscellaneous Operating
Expenses
$208
06817640-63001 PWA Enterprise
Funds
Environment / Sanitation,
Miscellaneous Operating
Expenses
$208
06017640-63001 PWA Enterprise
Funds
Water Utility Water Production &
Supply, Miscellaneous Operating
Expenses
$3,542
06017641-63001 PWA Enterprise
Funds
Water System Maintenance,
Miscellaneous Operating
Expenses
$208
06017644-63001 PWA Enterprise
Funds
Water Quality, Miscellaneous
Operating Expenses $1,042
06017645-63001 PWA Enterprise
Funds
Water Administration /
Engineering, Miscellaneous
Operating Expenses
$1,042
06017646-63001 PWA Enterprise
Funds
Water Meter Services,
Miscellaneous Operating
Expenses
$2,083
06717650-62320 PWA Enterprise
Funds
SARTC Operations,
Maintenance & Repair Buildings
& Ground
$1,250
01117651-62320 PWA General Funds
Park Maintenance Service
Enhancements, Maintenance &
Repair Buildings & Ground
$5,000
07317100-62320 PWA Internal Service
Funds
Building Maintenance,
Maintenance & Repair Buildings
& Ground
$5,833
07517100-62320 PWA Internal Service
Funds
Equipment Maintenance -
Garage Operation, Maintenance
& Repair Buildings & Ground
$833
Various-63001 General Funds Miscellaneous Operating
Expenses $3,240
ANNUAL TOTAL $85,525
EXHIBIT(S)
1. Abstract of Bids (25-108)
City Council 21 – 4 12/2/2025
Locksmith and Related Services
December 2, 2025
Submitted By: Alexander Trinidad, Executive Director – Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager
City Council 21 – 5 12/2/2025
EXHIBIT 1
ABSTRACT OF BIDS
Locksmith and Related Services (IFB No. 25-108)
Hill's Bros. Lock & Safe, Inc.
Garden Grove, CA
No. Description UOM QTY Line Total
1 MONDAY - FRIDAY 8:00 AM TO 5:00 PM HOURLY 1 $95.00
2 AFTER-HOURS, MONDAY - FRIDAY 5:01 PM TO 7:59 AM HOURLY 1 $105.00 3 SATURDAY, SUNDAY AND HOLIDAYS HOURLY 1 $105.00
4 MONDAY - FRIDAY 8:00 AM TO 5:00 PM HOURLY 1 $120.00
5 AFTER-HOURS, MONDAY - FRIDAY 5:01 PM TO 7:59 AM HOURLY 1 $130.00 6 SATURDAY, SUNDAY AND HOLIDAYS HOURLY 1 $130.00
7 MONDAY - FRIDAY 8:00 AM TO 5:00 PM EA 1 $79.00
8 AFTER-HOURS, MONDAY - FRIDAY 5:01 PM TO 7:59 AM EA 1 $89.00 9 SATURDAY, SUNDAY AND HOLIDAYS EA 1 $89.00
10 DUPLICATE KEY (EACH) EA 1 $3.00
11 SPECIALTY KEY (e.g. CORBIN RUSSWIN) EA 1 $5.00
12 HIGH SECURITY KEY (WRITTEN APPROVAL REQUIRED) EA 1 $15.00 BASE BID TOTAL $965.00
MISC
For materials not specified herein, contractor must enter minimum percentage (%) discount offered to the City at the unit price from MSRP.
Discount from vendor’s price list shall remain firm throughout the term of the contract.
15%
MISC For services not specified herein, contractor must enter a minimum percentage (%) discount offered to the City. 15%
PERCENTAGE
PERCENTAGE
CATEGORY 1: STANDARD SERVICES
CATEGORY 2: SPECIALTY SERVICES
CATEGORY 3: DISPATCH/TRIP FEES
CATEGORY 4: KEY DUPLICATION WITH CHARACTER STAMPING
City Council 21 – 6 12/2/2025
Human Resources
www.santa-ana.org/hr
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: General Liability and Workers’ Compensation Claims Administration Services
AGENDA TITLE
Agreements with AdminSure, Inc. for Third Party General Liability and Workers’ Compensation Claims Administration Services (Specification No. 25-138) (Non-General Fund)
RECOMMENDED ACTION
1. Authorize the City Manager to execute an agreement with AdminSure, Inc. to provide third party general liability claims administration services, in an amount not to exceed $1,537,296, for a term beginning December 2, 2025 and expiring June 30, 2029. (Agreement No. A-2025-XXX).
2. Authorize the City Manager to execute an agreement with AdminSure, Inc. to provide third party workers’ compensation claims administration services, in an amount not to exceed $2,877,212, for a term beginning December 2, 2025 and expiring June 30, 2029. (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City utilizes AdminSure, Inc. to provide the City’s self-insured third-party administration services for general liability and workers’ compensation claims management. AdminSure, Inc. assists the City with services such as, but not limited to, investigations, correspondence with claimants, assisting with litigation management as needed, and continuing as our payor agent to issue settlement payments from our City’s escrow banking accounts. AdminSure processes approximately 800 claims per year and approximately 38,000 payments each year. The City’s agreements with AdminSure, Inc. expired August 31, 2025. Prior to expiration of the AdminSure contracts, staff had been advised by ICRMA that the City could utilize TPA services through its contract. Staff subsequently discovered the City would need to continue to maintain direct contracts with AdminSure to provide claims administration.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The City of Newport City Council 22 – 1 12/2/2025
General Liability and Workers’ Compensation Claims Administration Services December 2, 2025
Beach contracts with AdminSure, Inc. for third party general liability claims administration services (C-8179-2) and workers’ compensation claims administration services (C-8613- 2) were awarded as a result of open, competitive bidding and meet the City’s requirements.
Staff researched available procurement options and determined that AdminSure, Inc. meets the City’s specifications. By leveraging the procurement power through piggybackable purchasing, the City of Santa Ana is able to obtain vetted, high quality services at a reasonable price, and is in accordance with the City’s existing Purchasing Guidelines.
In addition, the City acknowledges that to ensure the continuity of essential general liability and workers’ compensation claims management services, the Consultant may have provided services prior to these agreements’ execution, resulting in outstanding billings. This agreement is intended to cover services commencing September 1, 2025, including any unpaid sums owed to the Consultant for services rendered from that date forward.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
General Liability
Fiscal
Year
Accounting Unit
– Account #
Fund
Description
Account Description Amount
2025-26 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$309,180
2026-27 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$389,568
2027-28 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$409,044
2028-29 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$429,504
Total $1,537,296
City Council 22 – 2 12/2/2025
General Liability and Workers’ Compensation Claims Administration Services December 2, 2025
Worker’s Compensation
Fiscal
Year
Accounting
Unit – Account
No.
Fund
Description
Fund Description Amount
2025-26 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$578,660
2026-27 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$729,120
2027-28 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$765,576
2028-29 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$803,856
Total $2,877,212
EXHIBIT(S)
1. Agreement with AdminSure, Inc.-General Liability
2. Agreement with AdminSure, Inc.-Worker’s Compensation Submitted By: Lori Schnaider, Executive Director – Human Resources Department Approved By: Alvaro Nuñez, City Manager
City Council 22 – 3 12/2/2025
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City Council 22 – 41 12/2/2025
Human Resources Department
www.santa-ana.org/hr
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: Legal Advisory Services for the City’s Personnel Board
AGENDA TITLE
Agreement with Burke, Williams & Sorensen, LLP for Legal Advisory Services for the City’s Personnel Board (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Burke, Williams & Sorensen LLP to provide legal advisory services for the City’s Personnel Board in an amount not to exceed $250,000, for a term beginning December 2, 2025 and expiring November 30, 2027, with provisions for three (3), one (1) year extensions (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Created by the City Charter, the Personnel Board is comprised of board members appointed by the City Council. The Personnel Board’s duties are set forth in the City’s Municipal Code. The Human Resources Department recommends contracting with an attorney or attorneys with specific personnel experience to act as the legal advisor to the Board. This advisor would also conduct training for board members, appear at all board hearings, advise the board on legal issues, and would assist the board chairperson in drafting findings at the conclusion of each administrative hearing.
Informal Request for Proposals (RFP) was issued on June 10, 2025 by the Human Resources Department. A summary of vendor participation and results is as follows:
4 Vendors notified
0 Santa Ana vendors notified
3 Proposals received
0 Proposals received from Santa Ana vendors
Proposals were solicited and evaluated. The proposals received met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the informal RFP.
City Council 23 – 1 12/2/2025
Legal Advisory Services for the City’s Personnel Board
December 2, 2025
Staff recommends awarding an agreement to the highest-ranked firm, Burke, Williams & Sorensen, LLP (BWS) (Exhibit 1). BWS is a well-regarded, municipal law firm with over 90 years of experience representing over 200 local government entities. BWS was previously selected in 2021 to provide Special and Limited Legal Counsel Services for the Human Resources Department and is currently contracted to advise the Personnel Board. Due to their knowledgeable legal advisements and demonstrated dependability, staff recommends approving an agreement with BWS to continue providing the Personnel Board with legal services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts for Fiscal Year 2025-26.
Subsequent funding for the extension option, if exercised, will be included in future proposed budgets for City Council consideration.
Fiscal
Year
Account Unit -
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY 25-26 01109050-
62300
General Fund Human ResourcesContract ServicesProfessional$29,167 FY 26-27 01109050-
62300
General Fund Human Resources
Services-Contract
Services-Professional
$50,000
FY 27-28 01109050-
62300
General Fund Human Resources
Services-Contract
Services-Professional
$50,000
FY 28-29 01109050-
62300
General Fund Human Resources
Services-Contract
Services-Professional
$50,000
FY 29-30 01109050-
62300
General Fund Human Resources
Services-Contract
Services-Professional
$50,000
FY 30-31 01109050-
62300
General Fund Human Resources
Services-Contract
Services-Professional
$20,833
Total $250,000
EXHIBIT(S)
1. Agreement with Burke, Williams, & Sorensen, LLP
Submitted By: Lori Schnaider, Executive Director - Human Resources Department Approved By: Alvaro Nuñez, City Manager
City Council 23 – 2 12/2/2025
1 LEGAL SERVICES AGREEMENT WITH BURKE, WILLIAMS & SORENSEN LLP
FOR LEGAL ADVISOR SERVICES TO THE SANTA ANA PERSONNEL BOARD This AGREEMENT is made and entered into this 2nd day of December 2025, by and between Burke, Williams & Sorensen, LLP (“Attorneys”), and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the constitution and laws of the State of California ("City”).
RECITALS
A. The City of Santa Ana and the Executive Director of Human Resources desire to employ Attorneys to act in the capacity of legal advisor to the City of Santa Ana Personnel Board.
B. On June 10, 2025, the Human Resources Department issued a Request for Proposal for a legal advisor to the Personnel Board. Three law firms submitted proposals which were evaluated by City Staff.
C. Burke, Williams & Sorensen, LLP was ranked highest among the proposals and was selected as a result.
D. Attorneys represent that they are licensed to practice law in the State of California, have special experience and knowledge in providing legal advice to administrative boards and commissions, such as the Santa Ana Personnel Board, regarding public employee disciplinary appeal hearings and the other matters within the purview of the Santa Ana Personnel Board, and desire to undertake said services.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. RETENTION OF ATTORNEYS On an as-needed basis, and at the sole discretion of the City, City hereby agrees to and does retain Attorneys, for the compensation hereinafter specified, to provide an attorney(s) to act in the capacity of the legal advisor to the City of Santa Ana Personnel Board including provide legal advice to the Personnel Board and conduct training for Personnel Board Members and staff when requested. Attorneys accept said retention and agree to perform services in a timely and efficient manner, as requested by the Executive Director of Human Resources. Attorneys shall confirm their acceptance of work requested by City in writing by e-mail or letter.
2. COMPENSATION FOR SERVICES RENDERED
a. City agrees to compensate Attorneys, and Attorneys agree to accept from City, as and for payment in full for all services compensation at the following rates:
Partners (25+ years’ experience) $395/hour
Partners $350/hour
Senior Associates $325/hour
City Council 23 – 3 12/2/2025
2 Associate Attorneys $295/hour
Paralegals $200/hour
Time will be billed in 1/10th of an hour increments.
b. The total sum to be expended under this Agreement, shall not exceed two hundred and fifty thousand dollars and zero cents ($250,000) including any extension periods. c. City agrees to reimburse Attorneys for out-of-pocket expenses, including but not limited to, mileage, copying costs, service of process, and mail services authorized by the Executive Director of Human Resources in connection with the performance of duties under this Agreement. In-house printing, copying, and reproduction charges will be reimbursed at the rate of 20 cents per page. Automobile travel will be reimbursed at the standard mileage rate in effect at the time of billing by the Internal Revenue Service.
Any costs in excess of $5 000 require the approval of the Executive Director of Human Resources prior to incurring the expense. All expenses must have supporting documentation submitted with the invoice.
3. METHOD OF PAYMENT Attorneys shall submit a monthly statement specifying the services performed, dates and number of hours, and an itemization of expenses related thereto with supporting documentation (i.e. receipts, invoices, copy of check, etc.). City acknowledges that the fees incurred for work performed by Attorneys on its behalf are due and owing within 30 days of the work being performed. At Attorneys’ discretion, they may choose to defer payment.
Notwithstanding this, City agrees that it shall tender payment within 30 days of written demand by Attorneys for payment. Unless expressly stated thereon, monthly statements generated by Attorneys shall not constitute written demand, but shall simply be a written reflection of work performed and fees incurred. City will not pay interest on unpaid monthly statements.
4. CONTROL OF LEGAL MATTERS
a. Attorneys have been retained for their knowledge and experience regarding public employment, labor law, litigation, and administrative hearings. Attorneys are expected to exercise independent judgment, free from any influence by either party or their legal counsel. Attorneys agree that they will also be knowledgeable regarding the City's Personnel Board Rules and Regulations and all applicable Santa Ana Charter and Municipal Code provisions. Attorneys agree that they will keep the Executive Director of Human Resources generally informed of the status and schedule for the various hearings and any other relevant matter that does not impede upon Attorneys exercise of their independent judgment in providing services pursuant to this Agreement.
b. City will keep Attorneys informed of all significant developments in matters relating to any representation undertaken by Attorneys. Attorneys further agree, if and when their retention hereunder is terminated byCity, as hereinafter specified, they shall return to the Executive Director of Human Resources any and all files then in their possession concerning each and every matter or proceeding in which they represented the City pursuant to this Agreement.
City Council 23 – 4 12/2/2025
3 5. TERM The term of this Agreement shall commence on December 2, 2025 and terminate on November 30, 2027, with the option for the City to grant up to three (3), one (1)-year extensions, exercisable by a writing signed by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below.
6. INDEPENDENT CONTRACTORS It is mutually agreed by and between the parties that, in the performance of their covenants hereunder, Attorneys are and shall be independent contractors, and not officers or employees of City.
7. INSURANCE Prior to undertaking performance of work under this Agreement, Attorneys shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Attorneys.
MINIMUM SCOPE AND LIMIT OF INSURANCE
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Attorneys does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers’ Compensation (WC): as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Attorneys has no employees and signs request to waive such insurance.
• Professional Liability (PL): with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
If Attorneys maintain broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Attorneys. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Other Insurance Provisions
The above required insurance policies are to contain or be endorsed to contain the following provisions:
City Council 23 – 5 12/2/2025
4 • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Attorneys’ CGL and AL policies, with respect to any liability arising out of work or operations performed by or on behalf of the Attorneys including materials, parts, equipment, and personnel furnished in connection with such work or operations.
• Attorneys’ Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of Attorneys’ CGL, AL, and WC policies which arise from work performed by Attorneys under this Agreement.
• For any claims related to this contract, Attorneys’ insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. • A severability of interest provision must apply for all the additional insureds, ensuring that Attorneys’ insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
• Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Julie Hoang, Human Resources Department, 20 Civic Center Plaza, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Attorneys to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.
Verification of Coverage
Attorneys shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage City Council 23 – 6 12/2/2025
5 required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Attorneys’ obligation to provide them.
City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION Attorneys agree to and shall indemnify and hold harmless the City, its officers, agents, employees, and representatives from liability for personal injury, damages, restitution, judicial or equitable relief to the extent caused by Attorneys’ negligent or wrongful performance or conduct related to this Agreement.
9. RECORDS Attorneys shall keep records and invoices in connection with the work to be performed under this Agreement. Attorneys shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Attorneys under this Agreement. All such records and invoices shall be clearly identifiable. Attorneys shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Attorneys shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Attorneys under this Agreement.
10. CONFIDENTIALITY If Attorneys receive from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Attorneys agree that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Attorneys, disclosed in a publicly available source; (c) is in rightful possession of the Attorneys without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Attorneys without reference to information disclosed by the City.
City Council 23 – 7 12/2/2025
6 11. CONFLICT OF INTEREST CLAUSE
a. Attorneys covenants that they presently have no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
b. Attorneys acknowledge that Santa Ana Municipal Code § 2-112 prohibits the City, and any person authorized to act on behalf of the City from awarding any agreement, contract, grant, or any amendment(s) to said awards to an immediate family member of the Mayor, Council Member, or City Officials, including appointed board and commission members for the purposes of receipt of a financial benefit or interest. Financial benefit or interest shall include any direct or indirect financial interest on the specific contact, agreement, or grant, including any commissions, fees, share of the proceeds, prospect of a promotion or future employment, a profit, or any other form of financial aware. c. Attorneys must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. Attorneys warrant that it is not now aware of any facts which conflict with the prohibitions defined above. If the Attorneys hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City.
Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. d. Attorneys covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above.
12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons:
To City: City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702-1988
Facsimile (714) 647-6956
City Council 23 – 8 12/2/2025
7 Courtesy Copy:
To Attorneys:
Executive Director
Human Resources Department
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
Daphne M. Anneet, Partner
Burke, Williams & Sorensen LLP
444 South Flower St., Suite 2400
Los Angeles, CA 90071-2953
Email: [email protected]
Fax: (951) 788-0100
A party may change its address by giving notice in writing to the other party. Thereafter, any notice, tender, demand, delivery, or other communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.
13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Attorneys, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Attorneys. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Attorneys or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any parties, which are not embodied herein.
14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Attorneys, Attorneys may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City’s prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject of this Agreement performed by City personnel or by other Attorneys retained by City.
15. TERMINATION This Agreement may be terminated by City at any time. In such event, Attorneys shall be entitled to receive and the City shall pay Attorneys compensation for all services performed by Attorneys prior to receipt of such notice of termination. As a condition of such City Council 23 – 9 12/2/2025
8 payment, Attorneys shall deliver to the City all files and records generated under this Agreement as of such date. Attorneys may terminate this agreement, subject to their obligation to provide written reasonable notice of at least thirty (30) days to arrange alternative representation. In such case, City agrees to secure new counsel as quickly as possible and to cooperate fully in the substitution of the new counsel as counsel of record in in the Actions.
16. NON-DISCRIMINATION Attorneys shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Attorneys affirm that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
17. JURISDICTION – VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California.
Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES- Attorneys shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
19. MISCELLANEOUS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
c. This Agreement supersedes and terminates Agreement No. N-2021-133.
20. COUNTERPARTS; SIGNATURES This Agreement may be executed in counterparts, secured via facsimile transmission or otherwise, each of which shall be deemed to be an original.
Photocopies of any executed counterpart shall have the same force and effect as an original. The Parties acknowledge they are familiar with Section 6148 of the California Business and Professions Code.
City Council 23 – 10 12/2/2025
9 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written.
ATTEST:
_________________________
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: _________________________
LAURA ROSSINI
Chief Assistant City Attorney
RECOMMENDED FOR
APPROVAL:
_____________________________
Lori Schnaider
Executive Director
Human Resources Agency
CITY OF SANTA ANA
____________________________
ALVARO NUÑEZ
City Manager
BURKE, WILLIAMS & SORENSEN,
LLP
By: ______________________________
Name:
Title:
City Council 23 – 11 12/2/2025
Human Resources Department
www.santa-ana.org/HR
Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: Memorandum of Understanding Between the City of Santa Ana and the Confidential Association of the City of Santa Ana and Resolution for Associated Unrepresented Classifications
AGENDA TITLE
Memorandum of Understanding Establishing the Terms and Conditions of Employment for Classifications Represented by the Confidential Association of the City of Santa Ana and Resolution Updating the Salary Schedule for Associated Unrepresented Classifications
RECOMMENDED ACTION
1. Authorize the City Manager to execute a Memorandum of Understanding with the Confidential Association of the City of Santa Ana (“CASA”) regarding wages, hours, and other terms and conditions of employment effective July 1, 2025 through June 30, 2028 (Agreement No. A-2025-XXX).
2. Adopt a Resolution updating the salary schedule for associated unrepresented classifications.
RESOLUTION NO. 2025-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO EFFECT CERTAIN CHANGES TO THE CITY’S
CLASSIFICATION AND COMPENSATION PLAN
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City recently reached a tentative agreement with CASA on a three (3) year successor Memorandum of Understanding (“MOU”) effective July 1, 2025 through June 30, 2028.
The tentative agreement has been ratified by CASA membership. The major provisions of the agreement include: salary increases of five percent (5%) retroactive to July 13, 2025, four percent (4%) in July 2026, and three percent (3%) in July 2027; winter holiday closure language; increasing City medical contributions by one hundred and fifty dollars ($150) per month in January 2026, January 2027, and January 2028; and provide all employees in this unit with the confidential premium.
City Council 24 – 1 12/2/2025
Memorandum of Understanding between the City of Santa Ana and the Confidential Association of the City of Santa Ana
December 2, 2025
Other key terms of the agreement include: updated discipline and grievance processes; providing contributions to vision coverage for employees; modifying the number of unused sick leave hours that may be converted to CalPERS service credit to a maximum of three hundred fifty-two (352) hours; and increasing paid bereavement leave from three (3) days to five (5) days.
Lastly, pursuant to Resolution No. 2021-026, there are unrepresented classifications that mirror the salary increases and terms and conditions of employment of CASA. The attached Resolution merely updates the respective salary schedule of the unrepresented classifications as a result of the salary increases provided to CASA.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with these actions.
FISCAL IMPACT
The estimated annual cost of the agreement during the three (3) year period is $493,402 for FY 2025-26, $874,861 for FY 2026-27, and $1,182,342 for FY 2027-28, for a total estimated cost of $2,550,605. The estimated annual cost for the associated unrepresented classifications during the three (3) year period is $38,808 for FY 2025-26, $64,908 for FY 2026-27, and $87,475 for FY 2027-28 for a total estimated cost of $189,192. The FY25-26 budget included a 4% set-aside for increased compensation.
Based on current year employee position vacancies, the FY25-26 budget is sufficient to absorb the amount in excess of the set-aside for the first year of the MOU.
EXHIBIT
1. Memorandum of Understanding between the City of Santa Ana and the Confidential Association of the City of Santa Ana
2. Resolution for associated unrepresented classifications Submitted By: Lori Schnaider, Executive Director - Human Resources Department Approved By: Alvaro Nuñez, City Manager
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JULY 1, 2025 THROUGH JUNE 30, 2028
MEMORANDUM OF UNDERSTANDING
BETWEEN
CITY OF SANTA ANA
AND
CONFIDENTIAL ASSOCIATION OF THE CITY OF SANTA ANA
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TABLE OF CONTENTS
ARTICLE I.......................................................................................................................... 4
1.0 RECOGNITION........................................................................................................... 4 ARTICLE II......................................................................................................................... 5
2.0 NON-DISCRIMINATION CLAUSE............................................................................. 5 ARTICLE III....................................................................................................................... 6
3.0 IMPLEMENTATION................................................................................................... 6 ARTICLE IV ....................................................................................................................... 7
4.0 ATTENDANCE, WORKDAY & WORKWEEK ........................................................... 7 ARTICLE V.......................................................................................................................10
5.0 SALARIES ................................................................................................................10 ARTICLE VI .....................................................................................................................16
6.0 ASSIGNMENT & OTHER SPECIAL PAY ADDITIVES ............................................16 ARTICLE VII....................................................................................................................20
7.0 OVERTIME...............................................................................................................20 ARTICLE VIII ..................................................................................................................24
8.0 TRAINING & EDUCATIONAL ASSISTANCE PROGRAM ......................................24 ARTICLE IX .....................................................................................................................27
9.0 HOLIDAYS ...............................................................................................................27 ARTICLE X.......................................................................................................................31
10.0 VACATION.............................................................................................................31 ARTICLE XI .....................................................................................................................36
11.0 OTHER LEAVES OF ABSENCE .............................................................................36 ARTICLE XII....................................................................................................................43
12.0 EMPLOYEE INSURANCE ......................................................................................43 ARTICLE XIII ..................................................................................................................46
13.0 RETIREMENT.........................................................................................................46 ARTICLE XIV...................................................................................................................49
14.0 SAFETY ..................................................................................................................49 ARTICLE XV ....................................................................................................................50 City Council 24 – 4 12/2/2025
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15.0 DISCIPLINE............................................................................................................50 ARTICLE XVI...................................................................................................................53
16.0 GRIEVANCE REVIEW PROCEDURE.....................................................................53 ARTICLE XVII .................................................................................................................57
17.0 ASSOCIATION RIGHTS .........................................................................................57 ARTICLE XVIII................................................................................................................60
18.0 DUES DEDUCTION & INDEMNIFICATION..........................................................60 ARTICLE XIX...................................................................................................................61
19.0 CITY RIGHTS .........................................................................................................61 ARTICLE XX ....................................................................................................................63
20.0 LAYOFFS................................................................................................................63 ARTICLE XXI...................................................................................................................65
21.0 MISCELLANEOUS PROVISIONS...........................................................................65 ARTICLE XXII .................................................................................................................68
22.0 SOLE & ENTIRE AGREEMENT .............................................................................68 ARTICLE XXIII................................................................................................................69
23.0 WAIVER OF BARGAINING DURING THE TERM OF THIS MOU ........................69 ARTICLE XXIV................................................................................................................70
24.0 EMERGENCY WAIVER PROVISION.....................................................................70 ARTICLE XXV .................................................................................................................71
25.0 SEPARABILITY PROVISION .................................................................................71 ARTICLE XXVI................................................................................................................72
26.0 TERM OF MOU.......................................................................................................72 ARTICLE XXVII...............................................................................................................73
27.0 RATIFICATION & EXECUTION ............................................................................73 EXHIBIT A.........................................................................................................................75 MONTHLY WAGE RATE SCHEDULE ..........................................................................75 City Council 24 – 5 12/2/2025
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ARTICLE I
1.0 RECOGNITION
Pursuant to the provisions of the Meyers-Milias-Brown Act, Government Code Section 3500, et seq., the City of Santa Ana (hereinafter called “the City”) has recognized the Confidential Association of Santa Ana (hereinafter called “CASA” or “Association”) as the majority representative of the bargaining unit which includes all full-time employees employed by the City of Santa Ana in classifications heretofore designated as “confidential” and which are listed in Exhibit A of this Memorandum of Understanding (“MOU”).
Notwithstanding the following provisions of this MOU, the parties agree that they have intended nothing herein to entitle, alter, or award Civil Service rights or privileges to any employee represented by CASA who is in the Excepted (Exempt) Service of the City of Santa Ana.
During the term of this MOU, no substantive issue of representation shall be raised contrary to this MOU except as provided in this MOU or in Resolution No. 81-75, the EmployerEmployee Relations Resolution of the City of Santa Ana.
The term “employee” or “employees” as used herein shall refer only to full-time CASA employees of the City.
It is the purpose of this MOU to promote and provide for harmonious relations, cooperation, and understanding between the City and employees covered by this MOU. It sets forth the full and entire understanding reached in good faith negotiations regarding the wages, hours, and terms and conditions of employment of employees covered by this MOU, which the parties intend to submit jointly and recommend for approval to the City Council.
1.1 1.2
1.3 1.4
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ARTICLE II
2.0 NON-DISCRIMINATION CLAUSE
The City and CASA agree that they shall not discriminate against any employee in violation of State and Federal law. The City and CASA shall reopen any provision of this MOU for the purpose of complying with any order of a Federal or State agency or court of competent jurisdiction requiring a modification or change in any provision or provisions of this MOU in compliance with State or Federal anti-discrimination laws.
2. \
City Council 24 – 7 12/2/2025
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ARTICLE III
3.0 IMPLEMENTATION
The parties agree that this MOU shall not be binding upon the parties until the City Council:
A. Acts, by majority vote, to formally approve this MOU; and B. Acts to appropriate the necessary funds required to implement the provisions of this MOU that require funding.
Notwithstanding the foregoing, in the event the City Council fails to take all actions necessary to implement this MOU in a timely manner, the parties understand that they may mutually agree to implement appropriate provisions of this MOU that do not require specific approval by the City Council.
Implementation shall be effective as of the date the MOU is formally approved by the City Council.
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ARTICLE IV
4.0 ATTENDANCE, WORKDAY & WORKWEEK
Attendance. Employees shall be in attendance at their worksite during hours prescribed by the Department Head or their designee(s) and shall not absent themselves without approval of the Department Head or their designee(s).
Hours of Work. Eight (8) hours of work shall constitute a normal workday and forty (40) hours of work shall constitute a minimum workweek, except for employees for whom special schedules have been approved by the City Manager.
A. 4/10 Work Schedule. The Department Head, with the approval of the City Manager, may assign employees to a workweek consisting of four (4) ten (10) hour days with an additional one-half (1/2) or one (1) hour for unpaid lunch, as negotiated with CASA. The assigned employee shall work four (4) ten (10) hour days and shall have three (3) consecutive days off in a workweek. Upon mutual agreement between the supervisor and employee, the employee may waive their right to three (3) consecutive days off in a workweek. The regular workweek shall consist of forty (40) hours. A regular day off shall consist of ten (10) hours.
B. 9/80 Work Schedule. The work schedule described below is known as the “9/80” work schedule. The “9/80” work schedule is designed to be in compliance with the requirements of the Fair Labor Standards Act (“FLSA”). In the event that there is a conflict with the current rules, practices, and/or procedures regarding work schedules and leave plans, then the rules listed below shall govern.
Employees shall be permitted to work a “9/80” work schedule when authorized by the Department Head and approved by the City Manager. A departmental work unit shall not be permitted to work this schedule if in the discretion of the Department Head and City Manager, the “9/80” work schedule may reduce service to the public.
1. “9/80” Work Schedule Defined. The “9/80” work schedule shall be defined as working eighty (80) hours over nine (9) days in a two (2) week period.
An employee shall work eight (8) days for nine (9) hours per day and one (1) day for eight (8) hours, excluding a one (1) hour lunch during each work shift, totaling forty (40) working hours in each FLSA work week. a. The Work Week Period. The forty (40) hour FLSA work week period shall be defined as the work period starting from Friday at mid-shift to Friday at mid-shift. No employee working the “9/80” work schedule shall be able to flex their Friday start time nor the time they take their lunch break, which shall occur in the middle of the day on Fridays.
4.1 4.2
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b. The 9/80 Work Period. The “9/80” two (2) week work period for employees starts Friday mid-shift and continues for fourteen (14) days until Friday mid-shift. During this period, each week is made up of four (4) nine (9) hour work days (thirty-six (36) hours) and one (1) four (4) hour Friday for a total of forty (40) work hours in each work week (e.g., the Friday is split into four (4) hours for the first shift, which is charged to work week one, and four (4) hours for the second shift, which is charged to work week two).
2. Work Schedule Changes. Employees shall not be permitted to change their work schedules without prior approval of their supervisor and Department Head.
3. Modifications of the FLSA Work Week. Modifications of the FLSA work week period are not permitted unless authorized by the Executive Director of Human Resources and the City Manager.
4. Emergencies. All employees on the “9/80” work schedule are subject to being called to work any time to meet any and all emergencies or unusual conditions that, in the opinion of the City Manager, Department Head, or designee, may require such service from any of said employees. 9/80 Schedule Hardship Claims. Any employee having been authorized to work the “9/80” work schedule who subsequently encounters a personal hardship with their work hours may request an accommodation from their Department Head. A “hardship request” shall be limited to an employee’s authorized hours of work. An accommodation shall be considered only after the employee has exhausted all other personal options to resolve the hardship.
If the employee is unable to resolve their problem, the employee may request an accommodation from their Department Head by submitting a hardship claim. The Department Head may authorize an accommodation after reviewing the claim or assign a manager to investigate and recommend a resolution of the hardship claim. The manager may recommend one of the following:
A. Approve an appropriate flex schedule that does not disrupt the department’s ability to deliver its services or that does not create disruption in the work unit; or B. Deny the employee’s proposed solution to resolve the hardship; or C. Reassign the employee to a 5/40 work schedule.
The Department Head may accept any one of the manager’s recommendations or advance their own to resolve the hardship.
D. Hardship Claims. The following process shall apply to employees on a 9/80 schedule with hardship concerns:
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1. Employees shall be required to explore and exhaust all personal options to resolve the hardship. The employee’s efforts to resolve their personal situation must be explained on the form.
2. An employee claiming an ongoing hardship due to the 9/80 work schedule should submit a hardship claim form to the Department Head through their manager. The Department Head may authorize an accommodation after reviewing the claim or may assign a manager to investigate and recommend a resolution.
3. If, according to the employee, the hardship claim was not resolved through the Department Head’s recommendation, the employee may submit the claim form to the Human Resources Department. A Hardship Committee shall be established to assist in the resolution of hardship claims and meets on an as-needed basis. The Hardship Committee will review the claim and make a recommendation to the Department Head.
4. Hardship claims due to health reasons, either the employee’s or a dependent’s, must be supported by medical verification signed by the employee’s or dependent’s private physician.
5. In cases where a hardship exists, as determined by the Hardship Committee, efforts will be made to identify alternatives with due regard to the employee’s request but, with particular concern to the needs of the department. The Department Head has final approval on any work schedule adjustment.
6. If transferred or reassigned to a different department and a hardship continues, a new hardship claim must be filed with the new Department Head.
7. It is the employee’s responsibility to notify their supervisor if the hardship terminates and return to the normal 9/80 work schedule.
Inconvenience or preference does not constitute a hardship.
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ARTICLE V
5.0 SALARIES
Basic Compensation Plan. There is hereby established a basic compensation plan for all full-time employees who are now employed or shall in the future be employed in any of the designated classifications of employment represented by CASA as listed in this MOU and its attachments.
Salary Schedule. The basic salary schedule contains numerous salary ranges, each comprised of six (6) steps or rates of pay.
The steps within each rate range are identified by the letters “AA” through “E” inclusive, with Step “AA” being the lowest step in the range.
Step “AA” is the normal beginning pay rate.
Step “A” is an automatic increase after the completion of six (6) months of service in Step “AA”.
Steps “B” through “D” is an automatic step increase after the completion of twelve (12) months of service in the preceding step.
Step “E” is a performance based step increase which an employee may be eligible to receive after the completion of twelve (12) months of service in Step “D”.
The assignment of classifications to salary ranges is listed in Exhibit A of this MOU and the City’s salary schedule, as periodically updated and published by the City.
Salaries.
A. Effective the first full pay period after July 1, 2025, classifications represented by this MOU shall receive a base salary increase of five percent (5%).
B. Effective the first full pay period after July 1, 2026, classifications represented by this MOU shall receive a base salary increase of four percent (4%).
C. Effective the first full pay period after July 1, 2027, classifications represented by this MOU shall receive a base salary increase of three percent (3%).
D. Although there are some retroactive compensation adjustments included in this 2025 - 2028 MOU, all compensation adjustments provided for in this MOU shall apply only to those employees who are employed on the day in which the City Council approves this MOU. This applies to compensation adjustments in any Article of this MOU.
5.1 5.2
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Application of Basic Compensation Plan. The salary ranges discussed in Section 5.2 are monthly salary ranges. All employees working in classifications covered by this MOU shall be compensated at a monthly rate, except that an employee hired for temporary work in a position which has an anticipated duration of less than six (6) months shall be paid at a rate per hour for actual time spent in the performance of the duties of their employment.
The regular rate of pay shall be computed as provided for by the FLSA.
Any hourly rate of pay, defined as the regular hourly rate of pay, shall be computed by dividing the monthly salary rate plus any applicable premiums by one hundred seventythree and thirty-three hundredths (173.33). In determining the hourly rate as herein provided, computation shall be made to the nearest whole cent and a computation resulting in an even one-half (1/2) cent shall fix the rate at the next higher whole cent.
Probation. Except for employees in the Excepted Service as defined by the City Charter, the probationary period shall be one (1) year from the date of appointment from an open eligible list (new hire), reappointment eligible list (rehire), and promotional eligible list.
Beginning Rates. A new employee shall be paid the rate shown as Step “AA” in the salary range allocated to the classification of employment for which they have been hired. In special instances where such new employee possesses unique and exceptional educational training and/or experience qualifications, the Department Head, under whom the employee will serve, may submit a written request and justification to the City Manager for authorization to place such new employee on Step “A,” “B,” “C,” “D” or “E” within the allocated salary rate range, provided that such employee shall be assigned such salary step upon the commencement of their service in the classification of employment to which the salary range applies and such assignment having once been made shall remain in effect until the employee shall be entitled to advance to the next salary step in accordance with the provisions of this Article.
Service. The word “service” as used in this MOU shall be deemed to mean continuous, full-time service in the classification in which the employee is being considered for salary advancement, service in a higher classification, or service in a classification allocated to the same salary range and having generally similar duties and requirements. Employees hired after the first (1st) working day of the pay period shall not be credited with “time in service” for that pay period when determining the length of service required for salary step advancement. A lapse of service by an employee for a period of time longer than thirty (30) calendar days by reason of resignation, quit, or discharge, shall serve to eliminate the accumulated length of service time of such employee for the purposes of this MOU, and such employee reentering the service of the City shall be considered as a new employee, except when they are being or will be reappointed as provided in the Santa Ana Municipal Code Section 9-114 within one (1) year and placed in the same salary step in the appropriate salary rate as they were at the time of termination of employment. “Resignation, quit, or discharge” for purposes of this section shall mean separating from full-time City employment altogether, not leaving one (1) position to accept appointment to another position in an unrelated classification outside the career ladder.
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5.6 5.7
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Advancement within Ranges.
A. Length of Service Advancements. After the salary of an employee has been first established and fixed under this plan, such employee shall be advanced from Step “AA” to Step “A,” from Step “A” to Step “B,” from Step “B” to Step “C,” or from Step “C” to Step “D,” whichever is the next higher step to that on which the employee has been previously paid, effective the first (1st) day of the pay period following the date of completion of the length of service required.
B. Merit Advances. An employee shall be considered for advancement from Step “D” to Step “E” upon the completion of the required length of service as provided in Section 5.2; the effective date of such merit increase, if granted, shall be the first (1st) day of the pay period following completion of one (1) year of service at the step from which said employee is being advanced.
Such merit advancement shall require the following:
1. There shall be on file in the office of the Executive Director of Human Resources a copy of each periodic performance appraisal report required to be made on the employee by the Civil Service Rules and Regulations and/or the City Manager during the period of service time of such employee subsequent to their last salary advancement.
2. The Department Head, at least twenty (20) calendar days, prior to the anticipated completion of such employee’s required length of service, shall file with the City Manager a statement recommending the granting or denial of the merit increase and supporting such a recommendation with specific reasons therefore. The employee shall be notified by the Department Head as to such recommendations and of the reasons therefore.
3. No advancement in salary above Step “D” shall become effective until approved by the City Manager, except when placement on a salary step above Step “D” results from promotion under the provisions of Section 5.10 of this Article.
4. Notwithstanding the foregoing provisions of this subsection to the contrary, a merit “E” step advance shall be automatically granted ninety (90) days after the due date if no performance appraisal is completed, the effective date of such merit step advance shall be retroactive to the first full pay period following the completion of the required length of service.
C. Length of Service Required When Advancement Denied. When an employee has not been approved for advancement to merit Step “E,” they may be reconsidered for such advancement after the completion of three (3) months of additional service and shall be reconsidered for such advancement after the completion of six (6) months of additional service. This reconsideration shall follow the same steps and shall be subject to the same actions as provided in Sections 5.8(B)(2) and 5.8(B)(3).
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Reduction in Salary Steps. Any employee who is being paid at merit Step “E” may be reduced to Step “D” of the appropriate salary range, upon the recommendation of the Department Head, and the approval of the City Manager. Procedure for such reduction shall follow the same procedure as outlined for merit advancements in Section 5.8, and such employee may be considered for re-advancement under the same provisions as contained in Section 5.8(C).
Promotional Salary Advancement. When an employee is promoted to a position in a higher classification from a position in a lower classification in the same occupational career ladder, they shall be reassigned to Step “AA” in the appropriate salary range for the higher classification; provided, however, that if the base salary step currently being paid such employee is already equal to or higher than Step “AA,” they shall be placed in the lowest step in the appropriate salary range as will grant that employee a minimum increase of five percent (5%) over their current base salary step, inclusive of lead pay, and exclusive of any other assignment or special pay additive or additives such as bilingual pay, shift differential, special skill pay or the like, except when placement at “E” step will not be sufficient to provide a five percent (5%) increase.
Demotion. When an employee is demoted to a position in a lower classification, their salary rate shall be fixed in the appropriate salary range for the lower classification in accordance with the following provisions:
A. The salary rate shall be reduced by at least one (1) salary step (approximately five percent (5%)).
B. The new salary rate must be within the appropriate salary range.
C. The new salary rate shall not be higher than the salary step to which the employee would have been entitled had their service time in the higher classification been spent in the lower classification.
D. If the salary rate recommended by the Department Head is lower than the maximum step permissible under Section 5.11(C), such recommendation shall be considered a reduction in pay in addition to the demotion and shall be handled in accordance with the provisions for salary reductions in Section 5.9.
Reallocation of Salary Ranges. Any employee who is employed in a classification which is reallocated to a different salary range from that previously assigned shall be retained in the same salary step in the new salary range as they had previously held in the prior salary range and shall retain credit for length of service in such step towards advancement to the next higher step.
Request for Classification Review. Any employee who, for a continuous period exceeding six (6) months, believes they are regularly and consistently performing duties and/or responsibilities not in conformance with their classification concept or, duties and/or responsibilities of another classification, may request a classification review of their position through their supervisor to the Department Head. The employee must submit their
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5.11 5.12
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request on a form specified by the Executive Director of Human Resources, outlining in writing how they believe their current duties and/or responsibilities differ from their classification concept.
A. The Department Head shall review the employee’s submitted request and within sixty (60) days shall make one of the following determinations:
1. Will support the employee’s request.
a. If the Department Head supports the employee’s request for a classification review, they shall forward the request to the Executive Director of Human Resources along with justification for support of the employee’s request.
b. The Department Head shall notify the employee that their request has been submitted to the Executive Director of Human Resources.
2. Will not support the employee’s request.
a. If the Department Head does not support the employee’s request for a classification review, they shall notify the employee of this decision in writing and set forth the basis for the decision. b. If the Department Head does not support the employee’s request, but agrees that some of the duties and/or responsibilities being performed by the employee are those of a higher level City classification, they can do the following:
i. Return the employee to performance of the duties and/or responsibilities of their proper classification.
ii. Eliminate the higher duties and/or responsibilities being performed by the employee, for which the City has agreed are those for which it shall provide higher compensation.
B. Any employee request for classification review approved by the Department Head shall be forwarded to the Executive Director of Human Resources. The Executive Director of Human Resources shall confirm receipt of the request in writing to the employee. Within sixty (60) days of receipt of the request, the Executive Director of Human Resources shall notify the employee and Department Head of the decision as to whether a study will be conducted. If the Executive Director of Human Resources determines that a study is appropriate, the Executive Director of Human Resources shall so notify the employee and the Department Head in writing and shall provide the employee and Department Head with an approximate start date for the study.
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C. All determinations of the Department Head and the Executive Director of Human Resources are final.
D. All studies and study findings shall require City Manager approval before proceeding.
E. All recommendations resulting from study findings require the approval of the City Council and shall be implemented in accordance to the City’s Civil Service rules.
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ARTICLE VI
6.0 ASSIGNMENT & OTHER SPECIAL PAY ADDITIVES
Assignment Pay Differential.
Assignment pay differentials, as listed herein and throughout the MOU, shall, in each case, be added individually and separately to the employee’s base salary. In no event shall one (1) assignment pay differential be added to the employee’s base salary as a basis for the calculation of an additional pay differential.
A. Employees who are assigned to a position requiring the ability to take dictation at a rate of seventy (70) words per minute or better on a regular basis or as an essential or integral element of the work of the position, shall be paid a monthly differential of sixty dollars ($60) above their then current base monthly salary step for each full month of such assignment.
B. Full-time employees who are required to obtain and maintain a notary public certificate from the State of California and perform the duties of a Notary Public for the City, in addition to regular duties, shall be paid a monthly pay premium of forty dollars ($40) above their then current base monthly salary step.
Lead Pay. Employees who are regularly and continuously assigned to lead a functional unit which includes two (2) or more positions in the same or lower classifications as the employee shall receive additional compensation. This compensation shall be referred to as “lead pay” and shall be calculated at a rate five percent (5%) above the employee’s then current base salary step.
In addition, employees who are regularly and continuously assigned to perform lead supervisory responsibilities shall receive lead pay compensation at a rate five percent (5%) above their then current base monthly salary step.
Bilingual Pay. An employee who is assigned to a position requiring bilingual capability in both English and either Spanish, Samoan, Vietnamese, or other languages designated by the City Manager, shall be paid a monthly assignment pay differential in accordance with the criteria and amounts set forth below:
A. The employee must be certified by the Executive Director of Human Resources, or their designee, as having satisfactorily demonstrated conversational fluency in both English and the second language for any position requiring bilingual capacity.
B. Employees assigned to positions where it has been determined that bilingual proficiency is essential to carry out duties and responsibilities of a critical and/or emergency nature without ready access to backup assistance, or positions where bilingual public contact is a major, essential or integral element of the work being performed, shall be designated as Primary Bilingual Assignments. A qualified
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employee of such position shall be paid a monthly differential of one hundred seventy-five dollars ($175) above their then-current base monthly salary step for each full month of such assignment.
C. Employees assigned to positions where it has been determined that regular and frequent bilingual usage is necessary to the performance of duties, but not a major, essential or integral element of the work, shall be designated as Secondary Bilingual Assignments. A qualified employee of such position shall be paid a monthly differential of forty dollars ($40) above their base monthly salary step for each full month of such assignment.
D. The number of such Primary and/or Secondary Bilingual Assignments shall be no larger than the requirements of the department as determined by the Department Head and the City Manager.
E. Employees who receive bilingual assignment shall recertify their bilingual capability every three (3) years. Employees who do not successfully pass required recertification examinations shall have their bilingual assignment pay removed.
Unsuccessful employees may retake the required certification exam every three (3) months.
F. All assignments to positions set forth in this Article shall be made or revoked at the discretion of the Department Head.
G. If the City modifies the amount of bilingual pay for any other bargaining unit during the term of this MOU, CASA agrees to form a Joint Labor Management Team with the City to review bilingual pay provisions and assignments (see also Section 21.3).
Shift Differential.
A. Generally. An employee who is continuously and regularly assigned to a schedule of work which requires that they actually work a minimum of four and one-half (4 1/2) hours between the hours of 5:00 p.m. and 7:00 a.m., shall be paid a shift differential for their entire work shift at a rate set five percent (5%) higher than their then-current base monthly salary step.
B. Standby Pay. Employees who are released from active duty but who are required by their department to leave notice where they can be reached and be available to return to active duty when required by the department at any time other than their regularly scheduled working hours, shall be said to be on standby duty. Such employees shall receive two hundred dollars ($200) per week when assigned to be on standby duty.
Being on standby means that the employee is required to:
• Be accessible by phone, email or text;
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• Promptly report to work after being called, emailed or texted; • Remain fit for duty and able to respond. Employees are not permitted to drink alcohol while on standby duty.
Employees on standby shall receive a cell phone from the City and will be required to respond to the call or text as quickly as possible. Upon responding to the call or text, the employee will be instructed as to whether they is required to return to work and will be informed of the location to which they must respond. Response time will generally be the employee’s normal commute time to the City and the minimal time necessary for the employee to get ready to return to work.
Acting Pay. Acting pay shall be defined as the temporary assignment of an employee to perform work of a job class which is assigned to a higher salary schedule than their regular job class.
A. An employee who is temporarily appointed by the Executive Director to serve in an acting capacity for two (2) weeks or more and who is responsible for the full range duties and responsibilities assigned to the higher level classification, shall receive a five percent (5%) increase or the minimum salary of the higher level classification (whichever is higher) for all time worked in the higher job classification.
B. Employees temporarily assigned to serve in an acting capacity of a supervisor or manager classification for two (2) weeks or more and who is responsible for the full range of duties and responsibilities assigned to the supervisor or manager position shall receive a ten percent (10%) increase above their base salary step or the minimum salary of the supervisor or manager classification (whichever is higher) for all time worked in the higher job classification.
C. An employee must be qualified (i.e. meet the minimum qualifications) for the higher position in order to be paid for acting pay.
D. Non-permanent employees (probationary, seasonal, temporary, limited-term, etc.) shall not be eligible for acting pay.
E. Each assignment may be terminated at any time, but in no event shall such assignment continue beyond one hundred and eighty (180) calendar days or nine hundred and sixty (960) hours each fiscal year, whichever comes first.
Confidential Premium – All employees in this unit are routinely and consistently assigned to sensitive positions requiring trust and discretion and will receive a special assignment pay of one percent (1%) above their then current base monthly salary step. This premium shall be reported to CalPERS as special compensation to the extent it qualifies under Title 2, California Code of Regulations, Sections 571 and 571.1
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All assignments of personnel to positions set forth in Sections 6.1 through 6.5 above shall be made or revoked at the discretion of the Department Head.
Career Development Incentives. Employees hired in a classification which requires a specialized certificate as a prerequisite to hiring, either upon appointment or by the time of the employee’s passage of probation (“regular appointment”), shall not be eligible for career incentive pay for that prerequisite certificate. However, they shall be eligible for career incentive pay for any other certificates approved for their classification. In no event shall the application of this Career Development Incentive provision result in an individual being eligible to earn more than twelve and one-half percent (12.5%) above their current monthly base salary step.
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ARTICLE VII
7.0 OVERTIME
General Policy for Overtime Work. When it shall be determined to be in the public interest for employees to perform overtime work, or in an emergency situation, the City Manager, the Department Head, or a duly authorized representative of the City Manager or the Department Head, may require an employee to perform overtime work.
Definition. Overtime work for those on a 5/40 work schedule is defined as:
A. That authorized or required time worked in excess of the normal workday, tour of duty, or workweek schedule for the particular classification and organizational unit of an employee. A workweek is a fixed and regularly recurring period of one hundred sixty-eight (168) consecutive hours –seven (7) consecutive twenty-four (24) hour periods - as designated by the appointing authority. An employee’s work schedule within the workweek shall not be changed to avoid payment of overtime; provided, however, nothing shall abridge management’s right to establish and change work schedules and assignments in accordance with the rights of management contained in Article XIX.
B. Work on observed holidays or work on any regularly scheduled non-work day of which there shall be two (2) per week, if work on any regularly scheduled non-work day is worked at management’s direction.
Computation of Forty (40) Hour Workweek. In computing the forty (40) hour workweek, the following type of work hours shall be included in the computation: actual work time, jury/witness leave, and bereavement leave. Any combination of these work hours in excess of eight (8) hours per day (except for employees on a 4/10 or the 9/80 work schedule) or forty (40) hours per week shall entitle the employee to overtime compensation.
Paid time off for vacation leave, all unpaid leave, Association release time and compensatory time off shall not be credited towards the forty (40) hour workweek. No employee shall work overtime hours unless authorized by the department head or their designee.
FLSA Overtime All FLSA nonexempt employees working under the “9/80” work schedule shall earn overtime for all hours worked after the first forty (40) hours in a FLSA work week as required under FLSA. Should the City modify the manner by which it pays overtime (FLSA) to members of other miscellaneous bargaining units, CASA agrees to reopen this topic for discussion.
Compensation for Overtime.
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A. The preferable method by which overtime shall be compensated is by monetary payment, at one and one-half (1 1/2) times the employee’s regular rate of pay, subject to the provisions of Section 7.5(C).
B. Employees shall have the option, with Department Head approval, to earn up to a maximum of one hundred and sixty (160) hours of compensatory time off. Should the Department Head determine that the best interests of the City will be served thereby, they or their designee may permit an employee to be compensated for overtime work by earning paid compensatory time off in lieu of monetary compensation by earning compensatory time off at the rate of one and one-half (1.5) hours for each overtime hour worked.
C. Employees shall have the option with Department Head approval to convert a maximum of eighty (80) hours of time and one-half paid overtime (in compensation for fifty-three and one-third (53 1/3) overtime hours worked) to time and one-half compensatory time off benefits. Such compensatory time off shall be taken at the discretion of the employee when requested at least seventy-two (72) hours in advance, provided it does not unduly disrupt the operations of the agency. If the Department Head or their designee subsequently denies the requested compensatory time off, the employee and department shall mutually agree on a future date within one (1) year when the employee can use the paid compensatory time off. If the requested compensatory time off is not used within that one (1) year, such compensatory overtime will be paid off in cash.
D. Because each hour of overtime worked is accrued on a time and one-half basis, compensatory time off shall be taken, and monetary payment shall be paid, on a straight-time basis. Also, upon termination, any earned, unused compensatory time off (“time-on-the-books”) shall be paid at the employee’s regular rate of pay.
E. Compensatory time off may be taken in increments as small as one-half (0.5) hour.
F. Time off with pay as compensation for overtime may not be granted or taken in advance of the overtime work for which the time off compensates. Before compensatory time off with pay may be taken, as herein provided, the overtime worked must have been recorded on official payroll records at or about the time the overtime work was performed. In the absence of such recording, no compensatory time off with pay will be permitted.
G. Upon an employee’s appointment to a position in which overtime may not be earned or upon an employee’s separation from employment with the City by resignation, retirement, layoff, or otherwise, they shall forthwith be compensated for any overtime accumulated to the time immediately preceding such promotion or separation.
No Effect on Other Benefits. Overtime work shall not apply to the earning of employee benefits (retirement, holidays, vacation accrual, sick leave accrual, and employee insurance
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benefits), toward the completion of probationary period, or to progression within salary range.
Overtime Work to be Minimized. To the extent that they are reasonably able to do so, the Department Head or their designee shall arrange work programs to minimize overtime work. Necessary overtime work shall be apportioned among employees of like classification and assignment.
Call-Back Duty. An employee who is recalled to active duty from off-duty, shall be entitled to overtime pay at the rate of one and one-half (1 1/2) times the normal hourly pay rate for such employee for time actually worked after reporting to the place of duty, or three (3) hours pay at the normal rate of pay, whichever is greater.
Declaration of State of Emergency. Upon the occurrence of fire, flood, earthquake, strike, riot, or other catastrophe or emergency which directly affects city operations or the welfare of the City’s citizens, the City Manager may declare a state of emergency to exist. Upon the declaration of a state of emergency, the City Manager may require any or all regular full-time employees of the City to work overtime or off-shift as they shall determine, to protect life and property within the City.
Applicability of Fair Labor Standards Act. The parties agree that if the applicability of the Fair Labor Standards Act to local governmental entities is eliminated by either legislative or judicial action, they shall meet and confer regarding any proposed changes to this MOU; however, no such changes shall be made except on mutual agreement.
Reopener. If, during the term of this MOU, the City modifies the manner in which it pays overtime (pursuant to the Fair Labor Standards Act), the City and CASA agree to reopen this provision of the MOU and commence discussions regarding the City’s modifications to overtime payments.
Court Appearance. Compensation for court appearance by employees covered by this MOU shall be as follows:
A. For each required court appearance made by an employee during their off-duty time in regard to City business, the employee shall be paid overtime for the period of time from their arrival at court until they are released from court or the court session closes for that day. However, in no case shall an employee receive less than two (2) hours overtime for a court appearance during their off-duty hours. If separate court appearances are made both in the morning and afternoon of a particular day, a minimum of two (2) hours overtime shall be allowed for each session attended.
If the employee is not released from a morning session and must remain available for afternoon court, the employee shall be paid overtime for all hours the court is in session that day.
The employee must provide a copy of the subpoena requiring their attendance to initiate payroll procedures.
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B. A subpoenaed employee scheduled to appear in court on City business during offduty time may be placed on standby status by the Department Head or their authorized representative if the employee can respond to the court, if called, within sixty (60) minutes of the employee’s notification. In the event such off-duty employee is on standby status during any court session and is not required to appear in court, such employee shall be compensated two (2) hours on a straight time basis, for each court session. Such employee may elect, in lieu of paid time, two (2) hours of compensatory time off for standby time and not appearing in court, with the approval of the Department Head. If such off-duty employee on standby actually appears in court, they shall be compensated as provided in Section 7.12(A).
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ARTICLE VIII
8.0 TRAINING & EDUCATIONAL ASSISTANCE PROGRAM
Purpose.
A. To encourage the employees of the City of Santa Ana to take college courses and special training courses which will better enable them to perform their present duties and prepare them for increased responsibilities.
B. To provide financial assistance to eligible employees for education and training.
C. To establish eligibility requirements, conditions and procedures whereby such assistance may be provided.
Eligibility.
A. Applications for tuition reimbursement shall be considered only from full-time, permanent City employees who have completed the probationary work test period.
B. Reimbursement is not authorized for courses for which the employee is receiving financial assistance from other sources such as G.I. Bill, scholarships, etc.
C. Applications shall be approved only for courses directly related to the employee’s job or directly related to a promotional position in the employee’s occupational specialty.
D. Courses not ostensibly related to the employee’s job, but which are required to qualify for a degree that is directly related to their job, may be reimbursable only after all required occupationally related courses have been completed.
E. Prior to receiving tuition reimbursement, employees must submit documentary proof of having received a grade of not less than “C” for the course. If objective ratings are not rendered for a specific course, then a certificate of successful completion must be submitted.
F. Approval shall be limited to courses given by accredited colleges and universities, community colleges, or adult education courses under the sponsorship of a Board of Education. Workshops, seminars, conferences, and similar activities not identifiable as a formal course of instruction within the curriculum of a recognized educational institution, do not fall within the purview of this program but may be authorized and funded by the interested department without coordination with the Human Resources Department.
G. When an employee is required by their Department Head to attend a particular course or seminar, the expense shall be borne entirely by the department.
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Reimbursement.
A. Reimbursement shall be based on the cost of tuition, required enrollment/registration fees, miscellaneous fees (health, parking, student union fees, etc.), and all required texts, eBooks, and related material for each course.
Additional expenses such as meals are not reimbursable.
B. Costs for required texts are eligible for one hundred percent (100%) reimbursement subject to the following conditions:
1. A duplicate of the required text(s) and eBooks was unavailable for loan from the departmental libraries prior to the commencement of course work; or
2. Any textbook(s) purchased by the City shall be submitted to the employee’s respective departmental library in order that such text(s) may be made available to all employees.
C. Maximum tuition reimbursement is three thousand five hundred dollars ($3,500) per fiscal year, which the employee may claim either as costs are incurred during the year or as one (1) lump sum.
Procedures.
A. An employee who desires to seek tuition reimbursement under the provisions of this Article must complete, an Application for Training and Educational Assistance form and submit it to their Department Head prior to the commencement of class(es) or the payment of fees for registration/tuition.
B. The Department Head shall recommend approval or denial based on established criteria and budgetary constraints, and then shall forward the application to the Executive Director of Human Resources
C. The Executive Director of Human Resources or their designee shall approve or deny the application for the City Manager. One (1) copy shall be returned to the employee and one (1) copy shall be retained by the Human Resources Department.
It is advisable that the applicant accomplish the procedure so far described in order to ascertain the eligibility of the intended course of instruction for reimbursement under the provisions of this policy prior to the inception of the course or disbursement of personal funds.
D. The employee shall submit their copy of the approved application to the Human Resources Department within three (3) months after they have completed the course and received their final grade. Such employee must include official verification of their final grade with appropriate receipts for tuition and textbook costs. These shall be returned to the employee upon request. Applications not submitted to the
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Human Resources Department within three (3) months following completion of the course become void.
E. Upon receipt of the application and required documentation, the Human Resources Department shall determine whether the completed course of instruction is compatible with the provisions of this Article and shall compute the amount of reimbursement, authenticate the application and forward it to the employee’s Department Head.
F. The Department Head shall then authorize the Finance & Management Services Department to reimburse the employee the approved amount out of the budget of the department concerned.
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ARTICLE IX
9.0 HOLIDAYS
Legal holidays observed by full-time employees are as follows:
o January 1 - New Year’s Day.
o Third (3rd) Monday in January - Martin Luther King, Jr.’s Birthday. o Third (3rd) Monday in February - President’s Day.
o March 31 – Cesar Chavez Day
o Last Monday in May - Memorial Day.
o July 4 - Independence Day.
o First (1st) Monday in September - Labor Day.
o November 11 - Veterans’ Day.
o Fourth (4th) Thursday in November - Thanksgiving Day. o The Friday immediately following Thanksgiving Day.
o Last working day before Christmas Day, unless Christmas Day falls on Thursday, in which instance, the day following Christmas Day shall be observed in lieu thereof.
o December 25 - Christmas Day.
o Two (2) Floating Holidays - Any workday selected by the employee with prior permission of the employee's supervisor.
o Every day proclaimed by the Mayor of the City as a holiday for City employees. o Any holiday which falls on a Sunday shall be observed on the following Monday. o Any holiday which falls on a Saturday shall be observed on the Friday preceding the holiday.
Holidays - Shift Personnel and Employees on Alternate Work Schedules.
A. Full-time employees on a 5/40 schedule whose regularly scheduled days off are other than Saturday and Sunday shall be entitled to receive fourteen (14) eight (8) hour working days off during the year in lieu of the holiday benefits specified in
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Section 9.1. Employees on a 9/80 or 4/10 work schedule shall be entitled to fourteen (14) holidays. Holidays shall be paid in accordance with the hours scheduled for the day the holiday falls on.
1. For employees on a 9/80 schedule:
If a holiday falls on a regularly-scheduled nine (9) hour workday (Monday, Tuesday, Wednesday, or Thursday), nine (9) hours of holiday time shall be paid.
If a holiday falls on a regularly-scheduled eight (8) hour workday (Friday), eight (8) hours of holiday time shall be paid.
2. If a holiday falls on an employee’s regularly-scheduled day off work, the employee shall receive credit for nine (9) hours of holiday time to be used in accordance with Section 9.2(B) or 9.6.For employees on a 4/10 schedule:
If the holiday falls on a regularly-scheduled ten (10) hour workday, ten (10) hours of holiday time shall be paid.
If a holiday falls on an employee’s regularly-scheduled day off work, the employees shall receive credit for ten (10) hours of holiday time to be used in accordance with Section 9.2(B) or 9.6.
B. Substitute holidays may be scheduled by the Department Head or their designee, normally during the same month that the holiday is observed by other City employees. An employee entitled to time off in lieu of holidays shall receive that time off in proportion to their service at full pay in such capacity during the year.
Modified Holiday Schedule –Employees assigned to the Library shall, during the term of this MOU, observe holidays on the dates specified in Section 9.1.
A newly appointed employee must actually work at least one (1) day preceding the day a holiday listed in Section 9.1 actually occurs in order to receive credit for such holiday during the month in which it occurs.
An employee separating from the service of the City must actually work at least one (1) day following the day a holiday listed in Section 9.1 actually occurs in order to receive compensation for the holiday.
A newly appointed employee must complete six (6) months of continuous full-time service in order to receive credit for the Floating Holidays listed in Section 9.1 above.
Floating Holiday time off may be taken in half hour (1/2) increments.
If a holiday falls on an employee’s alternating regularly scheduled day off, the employee must then take their holiday time off on the day before or after the regular scheduled
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holiday with supervisor and Department Head approval. Such holiday time is referred to as an “impact holiday”. If the employee cannot take their holiday off before or after the regular scheduled holiday off, the employee shall bank the hours of their regular workday (nine (9) or ten (10) hours) as holiday leave to be used at a later date with the supervisor’s approval.
All holiday benefits may not be carried over from one (1) calendar year to the next, with the exception of floating holidays earned as set forth in Section 9.8(C)(5).
Mandatory Holiday Closure
A. Effective upon adoption of this MOU, City Hall and all other City departments (with the exception of the Police Department, Santa Ana Zoo, and select employees in Fleet Services Division) shall be closed for a mandatory winter holiday closure each year during the term of this MOU.
B. Dates of Closure
City Hall will be closed on the days between December 24 (except for years when December 24 falls on a Wednesday in which case City Hall will be closed starting on December 25) and January 1 each year. An employee regularly assigned to work on one (1) or more days during this time period shall use accrued paid leave (as set forth in Section 9.8(C)) for their regularly scheduled hours for each day they would otherwise have been scheduled to work.
During this time period, per Section 9.1 December 24 (except if it falls on a Wednesday in which case December 26 is the holiday), December 25, and January 1 (or the days these holidays are observed) are City holidays.
C. Additional Days Off During a Closure
1. Employees will need to choose from the options in this subsection to cover any additional regularly scheduled work days which are not City observed holidays.
2. Employees may use any of the following accrued leaves they have available to cover any additional day(s) off which may be required by the closure:
• Vacation
• Compensatory Time Off
• Impact Holiday Leave
• Floating Holiday
3. Employees are not permitted to use sick leave for a holiday closure day unless they produce a physician’s certification for each day reported as sick leave. This additional certification is not required for employees with
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approved advance sick leave usage due to FMLA/CFRA/PDL (or any other protected leave).
4. Employees shall have the option of not using paid leave for any, or all, holiday closure day(s) and taking the day(s) off as an absence without pay.
5. Employees who are required to work during the holiday closure shall earn one (1) floating holiday for each full day worked, up to a maximum of three (3) floating holidays. Any unused floating holiday(s) earned under this provision shall carry over for use by the end of the following calendar year.
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ARTICLE X
10.0 VACATION
Purpose. It is the policy of the City to grant employees vacation leave in order to provide them with a break in their regular work schedule and this purpose shall be used as a guide in the administration of the provisions of this Article.
Vacation Period.
A. Employees shall accrue vacation with pay on a monthly basis as set forth in the following table.
Completed
Years
Annual
Vacation
Hours
Accrued
Monthly
Accrual
Rate
1 120 10.00
2 120 10.00
3 120 10.00
4 120 10.00
5 120 10.00
6 124 10.33
7 128 10.67
8 132 11.00
9 136 11.33
10 140 11.67
11 144 12.00
12 148 12.33
13 152 12.67
14 156 13.00
15 160 13.33
16 168 14.00
17 176 14.67
18 184 15.33
19 192 16.00
20 or more 200 16.67
B. An employee who has completed less than one (1) year of service during the calendar year shall receive a proportionate fraction in accordance with the amount of service to their credit during the year; provided, however, no employee shall be
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entitled to, or receive payment for, any vacation until they have completed six (6) months of continuous service.
C. On or after the first (1st) day of the month following completion of six (6) months of continuous full-time service, an employee may be allowed to take all or a proportionate fraction of their earned vacation, subject to scheduling approval of the employee’s supervisor.
D. Vacation time off may be taken in increments as small as one-half (1/2) hour, with fractional usage rounded upward to the next higher multiple of one-half (1/2).
E. Computation of Vacation.
1. In computing vacation, each municipal holiday that occurs during the vacation, and that falls on a day which the employee would have worked had they not been on vacation, shall be deducted from the computation so that one (1) additional day of vacation shall be allowed to the employee unless departmental practice provides some other manner of compensating for municipal holidays. Should an employee suffer a sickness or injury while on authorized vacation, each full day of such sick leave, when confirmed by a physician's statement and approved by the Department Head, may be deducted from the computation of vacation expended and charged against the employee’s accumulated sick leave.
2. No employee shall have a right to accumulate or split their vacations, but the same may be allowed or required by the Department Head. The time at which an employee shall take their vacation shall be determined by the Department Head, with due regard for the wishes of the employee and particular regard for the needs of the City to provide basic services.
3. A period of earlier service does not apply toward vacation accumulation when an employee has had a break in continuous service, unless the break in service is concluded by reappointment, as provided in Section 9-114 of the Civil Service Rules and Regulations, or by reemployment from layoff within one (1) year. Leave of absence without pay, as provided in Section
11.1(E) (Sick Leave - Extended), Section 11.8 (Authorized Absence Without Pay - Long Term) and Section 21.2 (Catastrophic Leave Donation) herein, does not constitute a break in continuous service as used in this section; however, the leave of absence period shall not be applied toward the accumulation of vacation. Absence on military leave followed by reinstatement, as provided in Section 9-143 of the Civil Service Rules and Regulations, does not constitute a break in service, and the period of absence on such military leave shall be applied toward the accumulation of vacation.
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F. Vacation Buy-Back.
1. If an employee wants to cash-out unused vacation leave that they will accrue during the following calendar year, they must make an irrevocable election by December 15th of the prior calendar year (i.e. by December 15, 2023 for a cash-out in calendar year 2024).
2. The irrevocable election must indicate the amount of vacation hours the employee intends to cash-out during the next calendar year.
The number of hours to be cashed-out cannot exceed the total number of hours the employee will accrue during that same calendar year, or a maximum of eighty (80) hours, whichever is the lesser amount.
3. Once the election form is submitted to Payroll, the amount of hours to be cashed-out cannot be changed for that calendar year.
4. Employees may submit a request for vacation cash-out up to two (2) times per year. The total hours may not exceed the lesser of the hours accrued during that calendar year through the date of the request, or the number of vacation hours elected for cash-out for that calendar year
5. In the event an employee’s vacation leave balance (on either pay period when they can elect to cash-out) is less than the amount of hours the employee had previously elected to cash-out (in the prior calendar year), the employee will only receive payment for the amount of accumulated vacation leave remaining at the time of the cash-out. All cash-out elections not processed by the last pay check in November will be processed in the first pay check in December.
6. If an employee makes an irrevocable election to cash-out vacation in the following calendar year and uses vacation leave during that subsequent calendar year, the vacation leave used will first come from vacation leave the employee had earned (if any) prior to January 1st of the calendar year the employee had elected to cash-out. The use of such earned, but unused, vacation leave accumulated from previous calendar years shall not result in a reduction in the amount of vacation hours the employee is eligible to cashout.
Limitation on Vacation.
A. With the exception of a retiring employee, no employee is granted, and no employee shall be allowed to take any vacation leave with pay in excess of fifty (50) working days (four hundred (400) hours) in any one (1) year.
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Vacation Carry-Over
A. No employee may carry over from one (1) calendar year to the next, more than the maximum vacation carryover as set forth in the following table. Any vacation not used beyond the maximum carryover amount from year to year is forfeited, meaning that no pay shall be received for such unused vacation at any time. With respect to any vacation forfeited in this manner, this provision constitutes a waiver of any rights to vested vacation benefits under California Labor Code section 227.3.
B. In no way is the maximum vacation carryover for each calendar year as set forth in the table below meant to be considered a cap on hours an employee can accrue throughout the calendar year.
Completed
Years
Max
Carryover
1 100
2 200
3 200
4 240
5 240
6 244
7 252
8 260
9 268
10 276
11 284
12 292
13 300
14 308
15 316
16 328
17 344
18 360
19 376
20 392
21 400
22 400
23 400
24 400
25 400
Excess Usage. If vacation time off is used in excess of that available, such excess vacation time off will, first, be deducted from any available compensatory time off accrual and if none, then from the next scheduled salary payment.
10.4 10.5
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Effect of Extended Sick Leave on Vacation Accrual. Absence on sick leave for a period in excess of fifteen (15) consecutive calendar days shall not be considered as service time for vacation accrual purposes.
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ARTICLE XI
11.0 OTHER LEAVES OF ABSENCE
Sick Leave.
A. Definition. Except as otherwise provided below, sick leave shall be deemed to mean absence from duty because of illness, injury, medical, or dental appointment that prevents the employee from performing the duties of their position, and shall be deemed to include time in quarantine resulting from exposure to a contagious disease.
B. Accrual. Each employee shall be entitled to, and shall earn, one (1), eight (8) hour working day of sick leave for each full calendar month of service in which they are employed by the City with full pay; provided, however, any absence on sick leave for a period of time greater than fifteen (15) consecutive calendar days in any one (1) calendar month shall not be considered to be service entitling an employee to earn sick leave. Subject to the other provisions in this Article, sick leave shall accrue to the credit of each employee to the extent that it is not used.
C. Authorized Only When Necessary. Use of sick leave by City employees shall be authorized as follows:
1. Sick leave shall be allowed only in cases of necessity and actual sickness or disability, or as authorized in Section 11.1(J).
2. When an accepted industrial illness or injury has caused an employee’s absence, for which benefits are required under the State Workers’ Compensation Insurance and Safety Act, paid sick leave shall be allowed such employee during the first three (3) days of the statutory waiting period.
If the workers’ compensation related illness or injury continues past the initial three (3) consecutive days, the employee shall have the three (3) used sick days recredited to their account if the employee remains off work longer than fourteen (14) days. Paid sick leave shall continue until the fourth (4th) day when the City pays the employee workers’ compensation benefits for such illness or injury. If the employee does not have sufficient accumulated sick leave at the commencement of such industrial illness or injury, they shall be advanced sick leave for this purpose. Subsequently, the City shall deduct an equal amount previously advanced from any sick leave accrued by the employee until the total amount is recovered. If the employee terminates before recovery of all advanced sick leave, the City shall deduct the unrecovered cost of sick leave from such terminated employee’s final paycheck, to the extent possible.
The City may authorize employees to use sick leave, vacation, or compensatory time for approved workers’ compensation medical
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appointments as specified herein. The City may authorize use of such leave for City approved medical appointments whenever such appointments cannot be secured outside the employee’s regular workday, and salary continuation or workers’ compensation benefits are not available.
D. Limit.
1. For all employees in the association or employed by the City in a full-time position as of July 19, 2023, the maximum total accumulation of sick leave with pay shall be two hundred (200), eight (8) hour working days equal to sixteen hundred (1,600) hours.
2. For employees hired as new employees from outside the City into this association on or after July 19, 2023, the maximum amount of sick leave they may carry over into a calendar year is three hundred and fifty-two (352) hours.
Any sick leave accrual above three hundred and fifty-two (352) hours (up to ninety-six (96) hours) will be converted into an employee’s Retirement Health Savings (“RHS”) Plan account during the first full pay period in January of each year.
3. Sick leave usage of less than a full day shall be charged in minimum increments of one-half (1/2) hour, with fractional usage rounded upward to the next higher multiple of one-half (1/2).
E. Extended. The City Manager may grant leave up to six (6) months without pay to an employee who has exhausted all of their accrued sick leave if a licensed physician designated by the City Manager indicates that the employee shall be sufficiently recovered to return to their employment within a six (6) month period.
Prior to the expiration of the additional time, the employee may return to their position provided that the employee has a certificate from a licensed physician stating that the employee is able to perform the essential functions of their classification with or without reasonable accommodation. In addition to the above, the City Manager may grant a further extension not to exceed a total of one (1) year without pay.
F. Extension by Use of Accrued Compensatory Time Off and/or Vacation. After an employee’s sick leave has been exhausted, they may be granted permission to use, first, any unused compensatory time off benefits, then, any unused vacation leave benefits they may have accrued.
G. Notice. The employee taking sick leave shall notify their immediate supervisor either prior to or within four (4) hours after the time they are scheduled to report for duty, or as otherwise established by departmental regulations. Sick leave shall only be used for the purposes outlined under California Labor Code § 246.5, Article 11.1 (J), or as otherwise permitted by law. If an employee uses sick leave City Council 24 – 39 12/2/2025
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for a purpose not permitted by this MOU or the law, it will be considered abuse of sick leave. If abuse of sick leave is suspected, a physician’s certificate or other satisfactory written evidence may be requested.
H. Denial. No employee shall be entitled to sick leave with pay while absent from duty because of sickness or injury purposely self-inflicted or caused by willful misconduct; or, sickness or disability sustained while engaged in employment other than employment by the City, for monetary gain or other compensation, or by reason of engaging in business or activity for monetary gain or other compensation.
I. Excess Usage. If sick leave is used in excess of that due and available an employee, such excess sick leave will, first, be deducted from any available compensatory time off benefit; second, from any available vacation leave benefit; finally, deducted from the next scheduled salary payment.
J. Necessity Leave. Each employee shall be afforded the opportunity to use up to forty-eight (48) hours of sick leave per calendar year, on a non-cumulative basis, as personal necessity leave. All of this personal necessity leave may be used to attend to an illness of a child, parent, or spouse of the employee. As used in this section, “child” means a biological, foster, or adopted child, a stepchild, a legal ward, or a child of a person standing in loco parentis; “parent” means a biological, foster, adoptive parent, a stepparent, a person who stood in loco parentis when the employee was a minor child, or a legal guardian; and “immediate family” means any member of the employee’s household related by blood or marriage, a parent, parent-in-law (including biological, adoptive, foster, stepparent, and legal guardian), spouse, registered domestic partner, child, brother, sister, grandparent, or grandchild of the employee, regardless of residence, or any other relative of the employee by blood or marriage, where it can be established by the employee that the employee’s presence is required to handle emergency arrangements and/or other matters.
Up to five (5) days of this personal necessity leave may be used:
1. To attend to a serious accident to members of the employee’s immediate family;
2. For childbirth;
3. To cope with imminent danger to the employee’s family, home, or other valuable property;
4. When the existence of external circumstances beyond the employee’s control make it impossible for them to report for duty; or
5. To attend to medical or dental appointments for members of the employee’s household.
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For the purposes of this section only, a “day” shall be defined as the number of hours of work that an employee is required to work according to their specific workday schedule.
K. Payment for Unused Sick Leave. For all employees in the Association employed by the City in a full-time position as of July 19, 2023:
1. Except in cases of disability retirement, upon non-disciplinary termination of employment payment of all unused sick leave shall be deposited in either the employee’s individual (RHS) account, or 457 deferred compensation account, or cash upon their effective date of termination as follows:
2. Payment after ten (10) years After ten (10) years of cumulative full-time service with the City, each qualified employee shall be entitled to payment for fifty percent (50%) of the total sick leave benefit credited into either, 1) their individual RHS account or, 2) their individual 457 deferred compensation account, or 3) cash, upon the effective date of such termination, not to exceed a maximum limit of six hundred forty (640) hours, at the base rate of pay effective on the date of such termination.
3. Payment after fifteen (15) years. Affected employees who have completed fifteen (15) years of cumulative full-time service with the city shall be entitled to payment for one hundred percent (100%) of the total accrued unused sick leave benefit credited into either, 1) their individual RHS account or, 2) their individual 457 deferred compensation account, or 3) cash, upon the effective date of their termination, not to exceed a maximum limit of one thousand six hundred (1,600) hours, at the rate of base pay effective on the date of such termination.
4. Employees who notify the City, in writing, of their intent to retire within twelve (12) calendar months from the date of retirement shall be allowed to cash out any eligible sick leave bank balances (Sections 11.1(K)(1) through
11.1(K)(5)), upon request. Employees shall receive payment the first paycheck in January after the request has been made. If the employee cashes out their eligible sick leave bank balances prior to retirement and subsequently does not retire from the City, all future sick leave accrual for the employee shall be subject to the same cash out provision elected and will be processed on the final paycheck. All combined cash outs cannot exceed what the employee would have been entitled to if the cash out was processed on the final paycheck only.
5. A lump sum payment shall be made to the beneficiaries of any eligible employee whose death occurs while such employee is an active employee of the City, such payment to be in the amount of one hundred percent (100%) of the total sick leave benefit credited to the employee’s account at the time of their death, and at the rate of pay effective on the date of death.
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L. California’s Healthy Workplaces/Healthy Families Act of 2014 (AB1522) also known as California’s Paid Sick Leave Law, required the City to provide paid sick leave to eligible employees upon oral or written request, within the parameters of the law, for the following purposes:
• Diagnosis, care, or treatment of an existing health condition of, or preventative care for an employee or an employee’s qualified family member; • Specified purposes for an employee who is a victim or domestic violence, sexual assault, or stalking.
Bereavement Leave.
A. An employee shall be granted up to five (5) working days leave without loss of pay in the case of a death of a member of the employee’s immediate family. Such leave is designated as bereavement leave. “Immediate family” as used in this section is limited to:
1. Any member of the employee’s household related by blood or marriage;
2. A parent, parent-in-law, stepparent, spouse, domestic partner, child, brother, sister, stepbrother, stepsister, grandparent, or grandchild of the employee, regardless of residence;
3. Any other relative of the employee by blood or by marriage where it can be established by the employee that as a result of such relative’s death, the employee’s presence is required to handle funeral arrangements and/or matters of estate.
B. Whenever an employee is required to travel one way more than five hundred (500) miles to attend to the death of a member of the employee’s immediate family, an employee may use up to sixteen (16) hours of additional leave charged to their Personal Necessity Leave balance when authorized by the Department Head.
Military Leave.
A. Proof of Orders and Reinstatements. An employee shall be granted military leave if they furnish the Executive Director of Human Resources satisfactory proof of their order to report for duty. Upon return and upon showing of proof of actual service pursuant to such orders, they shall be reinstated as provided in Section 9- 143 of the Civil Service Rules and Regulations of the City of Santa Ana.
B. Temporary. Members of the reserve forces of the United States, or the National Guard, granted temporary leave when ordered to duty, in accordance with the Military and Veterans Code, shall be granted leave with pay not to exceed thirty (30) calendar days in each calendar year after one (1) year of service with the City
11.2 11.3
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upon presenting satisfactory proof of orders to and from such temporary active duties.
Jury and Witness Leave. When an on-duty employee is called to serve as a juror or nonparty witness in any court action, they shall be allowed to leave for the time actually required for such service without loss of pay. Each on-duty employee called for such service shall present to their Department Head for examination the subpoena calling them to such service and shall pay into the City Treasury the fees collected for such service, with the exception of reimbursement for transportation expenses, if any.
If an employee is called to serve on jury duty during a normal Friday off, or a Saturday, or Sunday, or on a City holiday, then the jury duty shall be considered the same as having occurred during the employee’s day off work.
Examination Leave. Employees participating in examinations conducted during their normal working hours for positions in the competitive service of the City of Santa Ana shall be granted leave with pay for the time actually required without loss of any accrued vacation time off benefits.
Unauthorized Absence. Unauthorized absence from duty for any duration of time may be considered cause for dismissal. Unauthorized absence from duty for a consecutive number of working hours equal to the number of working hours in the employee’s normal workweek (five (5) consecutive working days) may be deemed a resignation from City service; provided, however, if upon return to duty the person so absenting themselves makes an explanation satisfactory to the Department Head regarding the cause of their absence, the Department Head may restore them to their position, with the City Manager’s approval.
Authorized Absence Without Pay - Short Term. Absence without pay not to exceed five (5) consecutive working days may be authorized by the employee’s Department Head.
Absence without pay not to exceed fifteen (15) calendar days may be authorized by the Department Head with the approval of the City Manager. Such an absence may be authorized only if in the judgment of the Department Head it serves the best interest of the City.
Authorized Absence Without Pay - Long Term. Upon receipt of a written request from an employee having permanent status, plus action by the Department Head recommending approval of the request, the City Manager may grant a leave of absence without pay for up to six (6) months.
An employee returning to duty with the City shall inform the Department Head and the Executive Director of Human Resources of their intention at least thirty (30) calendar days prior to the expiration of the six (6) month period, or shorter period if the full six (6) months is not taken. Upon receipt of such notice, the Department Head shall take steps necessary to restore the employee to their former position.
11.4 11.5
11.6 11.7
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In addition to the above, the City Manager may grant a further extension not to exceed a total of one (1) year leave of absence without pay.
Industrial Leave. Any period of time during which an employee is required to be absent from their position by reason of an industrial injury or industrial illness for which they are entitled to receive compensation shall not be considered a break in continuous service for the purpose of their right to salary adjustments or to the accrual of vacation and seniority.
Pregnancy Disability Leave. A pregnant employee is entitled to a reasonable leave of absence without pay for any temporary disability resulting from pregnancy, miscarriage, childbirth, or recovery therefrom. Such reasonable leave of absence shall not exceed four (4) months. However, an employee may be granted up to an additional two (2) months of leave, at the discretion of the City Manager, for a total of up to six (6) months in which to recover from the disability if substantiated by a physician’s certificate.
Employees may take an unpaid leave of absence during pregnancy disability consistent with the law.
As with all other temporary disabilities, a physician’s certificate is required to verify the extent and duration of the temporary disability.
An employee who plans to take a pregnancy leave must give a reasonable notice (not less than four (4) weeks) before the date they shall take the leave and provide the estimated duration of the leave. Health and welfare insurance coverage shall be continued only if the employee pays a cash premium to continue coverage while on a leave of absence without pay or is covered under the Pregnancy Disability Leave (PDL), Family Medical Leave Act (FMLA), and/ or California Family Rights Act (CFRA) provisions.
Paid Parental Leave. Employees who have completed twelve (12) months of full-time employment with the City shall be eligible for paid parental leave with pay of up to eight (8) weeks for the birth, adoption, or foster of a child. Such leave shall run concurrently with FMLA/CFRA. An employee who plans to take paid parental leave must give a reasonable notice (not less than four (4) weeks or as soon as practicable when a four (4) week notice is not possible due to the unexpected nature of the qualifying event) before the date they intend to take the leave and the estimated duration of the leave.
11.9 11.10
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ARTICLE XII
12.0 EMPLOYEE INSURANCE
Health Insurance. The City shall contribute an allowance towards the employee’s Cafeteria Benefit plan for health insurance premiums for eligible employees and their qualified dependents under The Public Employees’ Medical & Hospital Care Act (PEMHCA) which governs the California Public Employees’ Retirement System (CalPERS) Health Insurance Programs pursuant to the provisions below:
A. For each such employee who is covered under a spouse’s non-City sponsored health plan, the City shall pay the employee a cash payment (subject to taxation as wages) each month in an amount equal to the City contribution for the “employee-only” coverage for medical, if the employee waives, in writing, City-provided coverage.
1. Effective January 1, 2025, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,004.00
• Employee +1 $1,657.00
• Employee + Family $2,050.00
2. Effective January 1, 2026, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,154.00
• Employee +1 $1,807.00
• Employee + Family $2,200.00
3. Effective January 1, 2027, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,304.00
• Employee +1 $1,957.00
• Employee + Family $2,350.00
4. Effective January 1, 2028, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,454.00
• Employee +1 $2,107.00
• Employee + Family $2,500.00
The above amounts are inclusive of the CalPERS statutory minimum which CalPERS determined and publishes each year.
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B. Any contribution necessary to maintain benefits under City-sponsored medical plans in excess of the amount set forth above shall be borne entirely by the employee.
C. The parties recognize that certain State and Federal laws, programs and regulations, including the Affordable Care Act, may impact future medical plan offerings. In the event that reform measures enacted during the term of this MOU alter healthcare options, cost or other elements of healthcare services, thereby materially altering the provisions of this MOU, the parties agree that upon the request of either party the parties shall re-open Section 12.1 hereof regarding medical insurance for the purpose of discussing alternative approaches and proposals to providing healthcare benefits hereunder. In addition, should State or Federal laws concerning the taxation of healthcare benefits change, the parties agree to meet and discuss the impact of such change.
Dental Insurance.
A. The City agrees to contribute towards the premiums for dental insurance plans provided by the City for employees covered by this MOU and their eligible dependents on the following basis:
1. The City shall contribute an allowance towards the employee’s Cafeteria Benefit plan for dental insurance premiums for eligible employees and their qualified dependents in the amount of one hundred thirty dollars ($130) per month per employee.
B. Any contribution necessary to maintain benefits under said dental plans in excess of the amount of the City contribution to the cafeteria plan specified above shall be borne entirely by the employee.
Vision Plan. The City shall maintain in effect its existing vision plan, for employees and their eligible dependents.
A. Effective January 1, 2026 The City shall contribute a maximum amount of fifteen dollars and seventy-five cents ($15.75) per month for each employee toward the payment of premiums for vision insurance plans provided by the City for employees and their eligible dependents.
Any contribution necessary to maintain benefits under said vision plans in excess of the amounts set forth above shall be borne entirely by the employee.
Long-Term Disability (L.T.D.) Insurance. The City shall pay one hundred percent (100%) of the premium cost for a sixty (60) day elimination period with a maximum benefit of seven thousand five hundred dollars ($7,500) per month for a long-term disability insurance plan for employees.
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Effective January 1, 2026 the City shall pay one hundred percent (100%) of the premium cost for a sixty (60) day elimination period with a maximum benefit of ten thousand dollars ($10,000) per month for a long-term disability insurance plan for employees.
Life Insurance. The City shall maintain in effect its existing life insurance plans covering employees, including term life insurance coverage for each affected employee in the amount of fifty thousand dollars ($50,000) plus fifty thousand dollars ($50,000) Accidental Death and Dismemberment (AD&D) coverage at no cost to the employee.
The City shall retain the right to change health, dental, and life insurance carriers, administer the insurance benefits provided thereunder, and select and/or change any excess or supplemental insurance carriers as a part of any self-insurance plan during the term of this MOU, provided that employees continue to receive equivalent benefits and provided that the parties have met and conferred before the benefits changes are made.
When there is a need to discuss matters relating to employee insurance and the City believes it would be beneficial to involve an Insurance Committee, CASA shall have an equal number of representatives as the City on such a committee, and the Committee shall meet as necessary.
Retirement Health Savings Plan. Employees participate in the City’s Retirement Health Savings Plan (RHS) subject to the following:
A. Employees shall contribute one and one-half percent (1.5%) of their base pay each pay period to the RHS plan, which amount shall be deposited into the employee’s individual RHS account. This contribution shall be made on a pre-tax basis.
B. The City will contribute one percent (1%) of the employee’s base pay deposited into their individual RHS account each pay period.
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ARTICLE XIII
13.0 RETIREMENT
General. The terms of the existing contract between the City and the California Public Employees’ Retirement System (CalPERS) governing the City retirement benefits for affected employees are incorporated by reference herein. The City shall continue to make contributions to CalPERS in accordance with its contract with CalPERS for affected employees covered by such contract as amended.
Deferred Retirement. The City shall continue to make payment to CalPERS on behalf of each affected employee, as defined in Sections 13.3(A) and 13.3(B), in an amount necessary to pay one hundred percent (100%) of their individual retirement contribution which is equal to eight percent (8%) of base salary. Such payments shall be credited to the individual employee’s CalPERS account.
Such payments are not increases in base salary and no salary range applicable to any employees shall be changed or deemed to have been changed by reason thereof. As a result, the City shall not treat these payments as ordinary income and, thus shall not withhold Federal or State income tax from these payments. In the event that the City receives a ruling from the Internal Revenue Service that such payments are ordinary income of the employees instead of deferred compensation, the City’s obligation to make such payments shall discontinue and in place thereof the base salary of each employee shall forthwith be increased by eight percent (8%).
For the purpose of reporting an employee’s compensation to CalPERS, the City shall include these payments as if they were a part of the employee’s base salary.
2.7% at 55 Service Retirement Benefit for Miscellaneous Members.
A. The City agrees to continue to provide Miscellaneous employees who were appointed to their classification on or before December 31, 2012 with the 2.7% at 55 Service Retirement benefit. Pursuant to CalPERS regulations, this formula shall apply only to the aforementioned employees that are in an active status. This formula shall apply to each year of eligible service credited with the City of Santa Ana.
B. The City agrees to provide Miscellaneous employees who are appointed to their classification on or after January 1, 2013 and are not new members as defined by the California Public Employees’ Pension Reform Act of 2013 (AB340), with the
2.7% at 55 Service Retirement benefit. Pursuant to CalPERS, this formula shall apply only to the aforementioned employees that are in an active status. This formula shall apply to each year of eligible service credited with the City of Santa Ana.
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C. Payment toward the 2.7% at 55 Service Retirement Benefit. Employees defined in Section 13.3(A) contribute eight percent (8%) of their salary to the employer’s share of the cost of the 2.7% at 55 enhanced retirement formula. All employee contributions to the employer’s cost of the CalPERS retirement benefits shall be implemented as cost-sharing pursuant to Government Code Section 20516(f). To the extent permitted by CalPERS and the Internal Revenue Service, this eight percent (8%) contribution shall be implemented through payroll deductions on a pre-tax basis.
Employees defined in Section 13.3(B) shall contribute eight percent (8%) of their salary toward the employer contribution of the 2.7% at 55 retirement benefit. All employee contributions to CalPERS for their retirement benefits shall be implemented as cost-sharing pursuant to Government Code Section 20516(f).
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service regulations, the City shall make the above employee deductions pre-tax contributions.
2.0% at 62 Service Retirement Benefit for Miscellaneous Members.
A. The City agrees to provide Miscellaneous employees who were appointed to their classifications on or after January 1, 2013, and who are defined as new members under the California Public Employees’ Pension Reform Act of 2013 (AB340), with the 2.0% at 62 Service Retirement benefit.
Pursuant to CalPERS regulations, this formula shall apply only to the aforementioned employees that are in an active status. This formula shall apply to each year of eligible service credited with the City of Santa Ana.
B. Payment towards the 2.0% at 62 Service Retirement Benefit. Employees defined in
13.4(A) shall contribute at least fifty percent (50%) of normal cost of the 2.0% at 62 retirement benefit.
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service regulations, the City shall make the above employee deductions pre-tax contributions.
Credit for Unused Sick Leave.
A. An employee shall be permitted to have unused accumulated sick leave at the time of retirement converted to additional service credit at the rate of four thousandths (0.004) years of service credit for each eight (8) hour day of unused sick leave (i.e., two hundred (200) days of sick leave equals eight tenths (0.8) of an additional year of service credit).
B. Effective July 19, 2023, the maximum total unused sick leave that can be converted shall be ten (10) eight (8) hour working days equal to eighty (80) hours.
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C. Effective the date of City Council adoption of this 2025-2028 MOU, the maximum total unused sick leave that can be converted by an employee covered by this MOU to additional service credit at the time of retirement shall be forty-four (44) eight (8) hour working days equal to three hundred fifty-two (352) hours. Employees hired on or after a contract amendment between the City and CalPERS shall not be eligible to convert unused sick leave to CalPERS for service credit.
D. The City must report only those days of unused sick leave that were accrued by the employee during the normal course of employment. This section applies to employees whose effective date of retirement is within four (4) months of separation from employment.
Military Service Credit as Public Service. An employee shall be permitted to purchase up to four (4) years of service credit for any continuous active military or merchant marine service prior to employment. The employee must contribute an amount equal to the contribution for current and prior service that the employee and the employer would have made with respect to that period of service.
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ARTICLE XIV
14.0 SAFETY
General. The City and the employees of the City agree to comply with all applicable Federal, State and local laws, and the City of Santa Ana regulations, which relate to health and safety.
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ARTICLE XV
15.0 DISCIPLINE
Pre-Disciplinary Procedure
A. If an employee is to be suspended without pay, reduced in pay, demoted, or dismissed, the employee shall:
1. Receive written notice of the intended action at least ten (10) calendar days before the date it is intended to become effective, stating the specific grounds and the particular facts upon which the intended action is based.
2. Receive copies of any known materials, reports, transcripts, statements, or other documents upon which the intended action is based.
3. Be accorded the right to respond to the intended charges in writing or in person with the Department Head or designee within a reasonable period of time, not to exceed ten (10) calendar days unless the Department Head or designee authorizes a longer time.
4. Be given the written decision of the Department Head or designee at the earliest practicable date prior to the effective date of the disciplinary action.
Disciplinary Appeals Procedure
A. Appeals Procedures for Disciplinary Action Not Covered by the Informal Appeals Procedure
1. Step 1.
a. If an employee desires to appeal a disciplinary action not covered by the informal appeals process, they (or their representative) shall submit a written notice of appeal to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the written decision from the Department Head or designee.
b. The Department Head or City Manager or designee (depending on who issued the disciplinary action as determined by the Executive Director of Human Resources or designee) shall meet with the employee within twenty-one (21) calendar days after the submission of the appeal. The Department Head or City Manager or designee may affirm, reverse, or modify the disciplinary action.
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c. The Department Head or City Manager or designee shall deliver the written response to the employee within ten (10) calendar days after meeting with the employee.
2. Step 2.
a. Filing the appeal: If the employee is not satisfied with the Department Head’s or City Manager’s or designee’s decision, they (or their representative) shall submit a written notice of appeal to be submitted to an impartial arbitrator for a final and binding decision.
The Association may elect to submit the appeal to the City Manager for review in lieu of binding arbitration; in that case, the decision of the City Manager shall be final and binding Such written notice of appeal shall be submitted in writing to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the written decision from the Department Head or City Manager or designee.
b. The City and Association shall create and maintain a list of three (3) to five (5) mutually approved arbitrators.
c. The City and Association shall select an arbitrator from the standing list via the striking method. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name.
Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
d. If none of the identified arbitrators are able to take the case, then the parties will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party will strike the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
e. Hearing Process: During the hearing, the formal rules of evidence do not apply. The cost of the arbitrations, including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter, shall be split evenly between the City and the Association.
The arbitrator’s decision will be final and binding. The arbitrator shall issue the decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
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A. Informal Appeals Procedure, as opposed to the formal procedures, shall be used for written reprimands.
1. The appeal is an opportunity for the employee (or their representative) to present information and arguments why a written reprimand should not be issued or offer alternatives to the written reprimand.
2. Notice of Appeal: Within ten (10) calendar days of receipt by an employee of the written reprimand, the employee (or their representative) shall notify the Executive Director of Human Resources or designee in writing that they intend to appeal the written reprimand. The Executive Director of Human Resources or designee shall contact either the employee or their identified representative within ten (10) calendar days of receipt of the notice of appeal to schedule the appeal meeting.
3. Hearing Officer: The Department Head or City Manager or designee (depending on who issued the written reprimand as determined by the Executive Director of Human Resources or designee) shall serve as the hearing officer. The meeting shall take place within twenty-one (21) calendar days from the date the employee filed the appeal or such other time as may be agreeable by the parties.
4. Decision: After the meeting, a decision will be submitted in writing within thirty (30) calendar days and provided to the employee. The decision is final and binding.
Performance evaluations shall not be subject to appeal. \5.4 City Council 24 – 54 12/2/2025
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ARTICLE XVI
16.0 GRIEVANCE REVIEW PROCEDURE
Alleged Violations Concerning the Interpretation or Application of Specific Provisions of This MOU.
A. Solely the Association (not an employee or group of employees) shall be allowed to file a grievance concerning the interpretation or application of specific provisions of this MOU.
B. The parties can mutually agree to extend any deadlines in this Article.
Step 1.
A. The Association shall first attempt to resolve a grievance concerning the interpretation or applicable application of specific provisions of this MOU at Step 1 with the Executive Director of Human Resources or designee without undue delay, but in no case, beyond a period of ten (10) calendar days after the occurrence of the alleged incident giving rise to the grievance, or when the grievant knew or should have reasonably become aware of the facts giving rise to the grievance.
B. The Executive Director of Human Resources or designee will respond to the grievance within fourteen (14) calendar days of receiving the grievance.
C. Every effort shall be made to find an acceptable solution to the grievance at Step 1.
Step 2.
A. If the Association is not satisfied with the response from the Executive Director of Human Resources or designee, the Association must submit grievance in writing to Step 2 (binding arbitration) to the Executive Director of Human Resources or designee with ten (10) calendar days of receiving the Step 1 response. The Association may elect to submit the grievance to the City Manager for review in lieu of binding arbitration; in that case, the decision of the City Manager shall be final and binding. Should the Association fail to file a written grievance at Step 2 within ten (10) calendar days after receiving the response at Step 1, the grievance shall be barred and waived.
B. The City and Association agree to select an arbitrator in the following manner:
1. The City and Association shall refer to the mutually approved list of arbitrators as specified in Section 16.2(A)(2)(b).
2. The City and Association shall select an arbitrator from the standing list via the striking method. The parties shall mutually agree which party strikes
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the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
3. If none of the identified arbitrators are able to take the case, then the parties will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
C. Hearing Process: During the hearing, the formal rules of evidence do not apply.
The cost of the arbitration including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter shall be split evenly between the City and Association. The arbitrator’s decision shall be final and binding. The arbitrator shall issue their decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
Alleged Violations of City Rules, Regulations, and Policies.
A. If an employee, group of employees, or Association (grievant) believes there has been a violation, misapplication, or misinterpretation of a City rule, regulation, or policy, the grievant may file a grievance within ten (10) calendar days of the alleged violation, misapplication, or misinterpretation or when the grievant knew or should have reasonably become aware of the facts giving rise to the grievance.
B. Step 1.
1. A grievant must submit a grievance in writing to the Executive Director of Human Resources or designee.
2. The Department Head shall meet with the employee within ten (10) business days after submission of the grievance.
3. The Department Head shall deliver the Step 1 written response to the employee within ten (10) calendar days after meeting with the employee.
C. Step 2.
1. If the grievant is not satisfied with the Step 1 response, the grievant must submit the grievance in writing to Step 2 to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the Step 1 response.
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2. The City Manager or designee shall meet with the employee within twentyone (21) days after submission of the Step 2 grievance. The City Manager or designee may affirm, reverse, or modify the decision made at Step 1.
3. The City Manager or designee shall deliver the Step 2 written response to the employee within ten (10) calendar days after meeting with the employee.
D. Step 3.
1. If the grievant is not satisfied with the Step 2 response, the grievant must submit the grievance in writing to Step 3 (binding arbitration) to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the Step 2 response. Should the grievant fail to file a written grievance at Step 3 within ten (10) calendar days after receiving the response at Step 2, the grievance shall be barred and waived.
2. The City and Association agree to select an arbitrator in the following manner:
a. The City and Association shall refer to the mutually-approved list of arbitrators as specified in Section 16.2(A)(2)(b).
b. The City and Association shall select an arbitrator via the striking method. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
c. If none of the identified arbitrators are able to take the case, then the parties will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
3. Hearing Process: During the hearing, the formal rules of evidence do not apply. The cost of the arbitration including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter shall be split evenly between the City and Association. The arbitrator’s decision shall be final and binding. The arbitrator shall issue their decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
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ARTICLE XVII
17.0 ASSOCIATION RIGHTS
Release Time for Association Representatives. CASA shall have the right to appoint/elect a reasonable number of representatives who are recognized by the City as officers or work site leaders/stewards.
A. Such reasonable number of work site leaders/stewards recognized by the City shall be limited to six (6).
B. The City’s Executive Director of Human Resources or designee shall be provided with a list of names and classification titles of CASA’s officers, as well as the names and classification titles of all work site leaders/stewards and other Association representatives. The Association agrees to inform the City in writing of any changes in this list within ten (10) calendar days.
C. During the term of this MOU, the City agrees to allow reasonable time off without loss of compensation to enable the officers and worksite leaders/stewards to assist other CASA unit employees in processing grievances under the Grievance Review Procedure and other CASA business activities; provided, however, that such officers and worksite leaders/stewards shall make advance arrangement with their supervisors prior to absenting themselves for such purpose. The officers and worksite leaders/stewards shall be required by the City to record and report to their supervisors the work time spent in assisting other association employees pursuant to this provision of the MOU.
Time spent by the Association President, officers, or worksite leaders/stewards on Association Release time, under this MOU, shall not be considered time worked for computation of overtime according to the Fair Labor Standards Act.
Worksite Access.
A. Officers, worksite leaders/stewards, and/or Association representatives shall be permitted to visit break and lunch areas designated by the City, before or after work or during designated lunch periods, for the purpose of discussing Association business, provided that arrangements are made in advance with the manager responsible for the worksite.
B. Such visits shall not disrupt the work of City employees, interfere with the normal operations of the department or with established safety and security requirements.
Where any such problems arise, CASA and the City will agree on an alternate meeting/conference facility for the purpose of providing a place for CASA to hold a meeting before or after work or during lunch periods. If the City facility provided CASA as an alternate meeting site during non-working hours is a public meeting
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room, its scheduling and use shall be governed in accordance with regulations pertaining to the use of public meeting rooms at City facilities.
C. Solicitations of membership and all activities concerned with the internal management of CASA, such as collecting dues, holding membership meetings, preparation of petitions, campaigning for office, conducting elections, and distributing literature, shall not be conducted during working hours.
D. Officers and employees may perform those duties assigned to them by CASA, but in no event shall they have the right to interfere with the performance of work of any other employee or interfere with City operations or to call a strike, slowdown, work stoppage, sympathy strike, or take any economic action against the City.
Release Time for Employee Representatives.
A. In the event that CASA is formally meeting and conferring with representatives of the City on matters within the scope of representation during regular City business hours, a reasonable number of officers, employee representatives or other officials of CASA shall be allowed reasonable time off without loss of compensation or other benefits.
B. Such officers and employee representatives shall not leave their duty or work station or assignment without the prior knowledge of their supervisor or such supervisor’s supervisor.
C. Such meetings are subject to scheduling in a manner consistent with City operating needs and work schedules.
Use of Bulletin Boards. Space shall be made available to CASA on the City’s existing employee bulletin boards for the purpose of posting notices pertaining to Association business, subject to the following conditions:
A. Material posted by CASA shall not include campaign material on municipal election matters, including elections for City Council, other City positions, or other municipal political matters.
B. Material posted is not derogatory to the City, City employees, or other employee organizations.
C. All materials are dated, identify CASA and bear the signature of the authorized representative(s) of CASA responsible for their issuance.
D. The City reserves the right to determine what reasonable portion of employee bulletin boards are to be allocated to Association materials.
E. If CASA does not abide by these provisions; it will forfeit its right to have materials posted on the City’s employee bulletin boards.
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F. CASA shall not be permitted to post any material that is prohibited by State law or the City Charter.
Use of City Facilities. The City shall allow CASA to conduct meetings in the City’s public meeting rooms during non-working hours provided such meetings are scheduled in accordance with regulations governing the use of public meeting rooms at City facilities; provided, however, CASA shall not be permitted to use City facilities to discuss or present any matter that is prohibited by State law or the City Charter.
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ARTICLE XVIII
18.0 DUES DEDUCTION & INDEMNIFICATION
Dues Deduction. Upon ratification and approval of dues collection by Association membership, the City shall deduct dues, on a regular basis, from the pay of all employees recognized to be represented by CASA, who voluntarily authorize such deduction, in writing, on a form to be provided for this purpose by the City. The City shall remit such funds to CASA within thirty (30) calendar days following their deduction. Provisions for such dues deduction shall be included in future MOUs should CASA members elect to authorize the deduction.
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ARTICLE XIX
19.0 CITY RIGHTS
The City reserves, retains, and is vested with, solely and exclusively, all rights of management which have not been expressly abridged by specific provision of this MOU or by law to manage the City, as such rights existed prior to the execution of this MOU.
The sole and exclusive rights of Management, as they are not abridged by this MOU or by law, shall include but not be limited to the following rights:
A. To manage the City generally and to determine the issues of policy.
B. To determine the existence or nonexistence of facts which are the basis of the Management decision.
C. To determine the necessity of organization of any service or activity conducted by the City and expand or diminish services.
D. To determine the nature, manner, means, and technology, and extent of services to be provided to the public.
E. To determine methods of financing.
F. To determine types of equipment or technology to be used.
G. To determine and/or change the facilities, methods, technology, means, and size of the workforce by which the City operations are to be conducted.
H. To determine and change the number of locations, relocations, and types of operations, processes, and materials to be used in carrying out all City functions, including but not limited to the right to contract for or subcontract any work or operation of the City.
I. To assign work to and schedule employees in accordance with requirements as determined by the City, and to establish and change work schedules and assignments.
J. To relieve employees from duties for lack of work or similar non-disciplinary reason, subject to the provisions of the City Charter, Municipal Code, Federal and State law and this MOU.
K. To establish and modify productivity and performance programs and standards.
L. To discharge, suspend, demote, or otherwise discipline employees for proper cause in accordance with the provisions set forth in the City Charter and Santa Ana Municipal Code.
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M. To determine job classifications and to reclassify employees.
N. To hire, transfer, promote and demote employees for non-disciplinary reasons in accordance with this MOU.
O. To determine policies, procedures, and standards for selection, training and promotion of employees.
P. To establish employee performance standards including but not limited to quality and quantity standards and to require compliance therewith.
Q. To maintain order and efficiency in its facilities and operations.
R. To establish and promulgate and/or modify rules and regulations to maintain order and safety in the City which are not in contravention with this MOU.
S. To take any and all necessary action to carry out the mission of the City in emergencies.
Except in emergencies, or where the City is required to make changes in its operations because of the requirements of law, whenever the contemplated exercise of Management’s rights shall impact on a significant number of employees of the association, the City agrees to meet and confer in good faith with representatives of CASA regarding the impact of the contemplated exercise of such rights prior to exercising such rights, unless the matter of the exercise of such rights is provided for in this MOU.
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ARTICLE XX
20.0 LAYOFFS
It is the hope of the City not to separate any employee(s) from employment because of a reduction in the work force or work week during the term of this MOU. However, circumstances arising during this MOU may require such separation(s). In that event, the City shall notify CASA in writing of the layoff at least thirty (30) days prior to the occurrence of the layoff of the employee and, if requested by CASA, schedule a meeting to discuss the same. Only the written notice is required to occur thirty (30) days before the proposed layoff. This provision in not intended to be a waiver of any other rights the parties may have under this MOU.
If it is decided to contract out work currently being performed by association members and it is projected that no employee covered by this MOU is to be laid off, receive a reduction in hours worked, or receive a loss in pay due to such contracting out, the City shall provide CASA reasonable notice of the decision to contract out, shall meet with CASA upon CASA’s request over the impact of the decision to contract out and shall consider reasonable alternatives provided by CASA.
If the City determines to contemporaneously replace employees covered by this MOU with contract workers to perform the same work under similar circumstances, it shall expeditiously notify CASA of its intentions. Upon request by CASA, the City shall schedule meetings with CASA leadership to discuss this objective and give CASA the opportunity to present information before any final decision. The City and Association leadership agree to commence meeting when practicable for a period not to exceed fortyfive (45) days, unless mutually agreed to meet longer. At the end of the agreed upon time and if the parties have not achieved satisfactory resolution, the issues shall be resolved according to the City’s Employer-Employee Relations Resolution.
Notwithstanding Section 20.2 and/or Section 20.3 hereof, if any association member is laid off as a result of a decision by the City to contract out work, the City shall make a reasonable effort to cause the affected employee(s) to become employed by the company or entity with which the City contracted for the applicable services.
The principles of seniority (length of service) shall govern layoffs as described herein, except in the event that more than one (1) employee has the same seniority date, in which case performance also shall be considered. The City’s determination of performance shall not be arbitrary or capricious in nature. Any dispute over the application of the principles outlined in this Article shall be subject to the grievance procedure.
A. Classification seniority is defined as length of service in the classification, and shall begin on the first date worked by the employee in that classification. Whenever a position within a classification is to be eliminated, resulting in the layoff of an
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employee, seniority shall govern the order of layoff. The employee with the lowest seniority in the affected classification shall be laid off first.
B. In lieu of layoff, an employee may elect to work in a lower classification, in which they have served, providing that a vacancy exists and the classification is within the same job family/career ladder. In that event, the employee’s length of service in the next lower classification shall be added to their length of service in the affected classification, and the combined seniority shall be used to bump down into the next lower classification. This method of combining seniority shall be applied to subsequent lower classifications.
C. The reemployment list shall be valid for one (1) year from the date of its establishment. Reemployment shall be in reverse order of layoffs. The Joint Labor Management Team as outlined in Section 21.3 shall determine Job Family/Career Ladder for purposes of layoff.
An employee who is laid off from full time City employment pursuant to this Article, may be granted a temporary appointment to a vacant position in any classification for which there is no eligible list and for which the employee meets the minimum qualifications established for the classification and possesses the requisite knowledge, skills and abilities to satisfactorily perform the work of the classification. Such temporary appointment shall be terminated upon the establishment of a new eligible list for the classification or on the one hundred eightieth (180th) day following the initial day of such temporary appointment, whichever occurs first.
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ARTICLE XXI
21.0 MISCELLANEOUS PROVISIONS
The City agrees to distribute Association membership pamphlets to bargaining unit employees at the new employee orientation sessions conducted by the City.
Catastrophic Leave Donation. In order to assist employees otherwise granted leave of absence without pay by the City Manager because of a catastrophic, non-industrial medical condition or injury, the City and Association agree to implement a Catastrophic Leave Donation Program.
Nothing herein shall be construed to alter City policies and procedures as provided in the Charter or ordinances of the City of Santa Ana or other provisions of this MOU with regard to granting unpaid leaves of absence.
The Catastrophic Leave benefit will be provided for non-industrial injury or sickness only.
The leave shall cover the uncompensated time prior to the employee’s becoming eligible for Long Term Disability (L.T.D.) benefits. Any remaining Catastrophic Leave benefit will be used to supplement L.T.D. benefit payments to ensure an employee continues to receive their full salary continuation between both benefits.
A. Guidelines. It shall be understood that all donations under this procedure are voluntary and subject to taxation for the recipient.
1. Employees may donate vacation or compensatory time or one (1) in lieu holiday to the eligible employee. In no event shall sick leave be donated.
2. Employees shall be provided a two (2) week period to submit donations.
Donations received after this two (2) week period shall not be processed.
The two (2) week period for each case shall be designated by the Department Head or their designee as provided herein below.
3. All donations must be made in two (2) hour increments and a maximum of eight (8) hours per donor, except in lieu holidays must be for eight (8) hours.
4. Any authorization of donations not made in accordance with the procedures outlined in Section 21.2(C)(2), will not be processed.
5. All donations shall be irrevocable.
6. In the event the recipient returns to work before leave donations have been exhausted, any balance on the books shall be accrued by the recipient and designated as sick leave and may be used pursuant to Section 11.1.
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B. Eligibility. Regular, full-time employees shall be eligible for Catastrophic Leave Donations if the following criteria are met:
1. When it is reasonably foreseeable that all accrued time on the books, such as sick leave, compensatory time and vacation, will be exhausted and the employee’s illness will continue past the time when the employee will be on paid status.
2. The employee’s Department Head, or their designee, has approved a written request for donations accompanied by a medical statement from the employee’s attending physician. The attending physician’s statement must verify the employee’s need for an extended medical leave and an estimate of the time the employee will be unable to work.
C. Procedure.
1. Upon receipt of a valid request for donations from an eligible employee, the Department Head or their designee shall post a notice of the eligible employee’s need for donations on bulletin boards accessible to employees.
No confidential medical information shall be included in the posted notice.
2. Employees wishing to donate time to an eligible employee must sign their authorization of the transfer of such donated time and provide:
a. Their name, department name, and employee number;
b. The number of hours of compensatory or vacation time of the donation within the limitations of Section 21.2(A)(3);
c. The name, department and employee number of the recipient; and d. A statement indicating that the donor understands such donation of time is irrevocable.
3. At the close of the donation period, the department shall verify that each donating employee has accrued vacation and/or compensatory time balances sufficient to cover the designated donation.
4. The department shall submit all approved donation authorizations for an eligible employee at one time for processing. No donation authorizations for the eligible employee will be processed after this period. However, employees who receive donations under this procedure and who exhaust all donated hours may request an additional donation period subject to the provisions of Section 21.2(A).
5. The City shall add the donated time to the recipient’s sick leave account.
City Council 24 – 68 12/2/2025
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13139922.1 SA370-001
Joint Labor Management Teams. The City and CASA agree to form Joint Labor Management Teams for the purpose of exploring issues of mutual concern. Each team shall be comprised of an equal number of labor and management employees and shall be chaired by the Executive Director of Human Resources, or their designee. In no case shall the activity of a team create a delay or hindrance to the ongoing operation of the City.
Parking. Employees currently receive parking at no charge. The City and CASA agree to meet and confer if the City wishes to charge employees for parking.
21.3 21.4
City Council 24 – 69 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
ARTICLE XXII
22.0 SOLE & ENTIRE AGREEMENT
It is understood and agreed that the parties to this MOU are subject to all current and future applicable Federal and California laws, the City of Santa Ana Charter and Municipal Code, as well as the City’s Employer-Employee Relations Resolution number 81-75. It is the intent of the parties hereto that the provisions of this MOU shall supersede all prior agreements and memoranda of agreement, or memoranda of understanding, or contrary salary and/or personnel rules and regulations or administrative codes, provisions of the City, oral or written, express or implied between the parties, and shall govern the entire relationship and shall be the sole source of any and all rights which may be asserted hereunder. This MOU is not intended to conflict with Federal or State law or the City Charter.
The City shall provide employees covered by this MOU a copy of this MOU and its attachments, including a section containing the Employer-Employee Relations Resolution of the City of Santa Ana.
Notwithstanding the foregoing, there exists within the City personnel rules and regulations and departmental rules and regulations. These rules and regulations shall be continued to the extent they do not contravene specific provisions of this MOU. Such rules and regulations may, from time to time, be changed by the City. If these changes affect wages, hours, and/or other terms and conditions of employment, the City shall meet and confer with CASA; provided, further, however, no provision of the rules and regulations shall be changed to contravene specific provisions of this MOU.
22.1 22.2
City Council 24 – 70 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
ARTICLE XXIII
23.0 WAIVER OF BARGAINING DURING THE TERM OF THIS MOU
During the term of this MOU, the parties mutually agree that they will not seek to negotiate or bargain with regard to wages, hours and terms and conditions of employment, whether or not covered by the MOU or in the negotiations leading thereto, and irrespective of whether or not such matters were discussed or were even within the contemplation of the parties hereto during the negotiations leading to this MOU. Regardless of the waiver contained in this Article, the parties may, however, by mutual agreement, in writing, agree to meet and confer about any matter during the term of this MOU.
23. l
City Council 24 – 71 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
ARTICLE XXIV
24.0 EMERGENCY WAIVER PROVISION
In the event of circumstances beyond the control of the City, such as acts of God, fire, flood, insurrection, civil disorder, national emergency, or similar circumstances, provisions of this MOU or the Personnel Rules or Resolutions of the City, which restrict the City’s ability to respond to these emergencies, shall be suspended for the duration of such emergency. After the emergency is declared over, this MOU will be reinstated immediately. CASA shall have the right to meet and confer with the City regarding the impact on employees of the suspension of the provisions in the MOU during the course of the emergency.
24. l
City Council 24 – 72 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
ARTICLE XXV
25.0 SEPARABILITY PROVISION
Should any provision of this MOU be found to be inoperative, void, or invalid by a court of competent jurisdiction, all other provisions of this MOU shall remain in full force and effect for the duration of this MOU, provided that if any such affected provisions invalidate or void any benefits of employees covered hereunder, the parties shall forthwith commence negotiations to replace the invalidated benefits with benefits of comparable value.
25.1 City Council 24 – 73 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
ARTICLE XXVI
26.0 TERM OF MOU
The term of this MOU shall be from July 1, 2025 to June 30, 2028.
If this MOU is not replaced by a new mutually-agreed upon MOU between the City of Santa Ana and CASA before June 30, 2028, then it is agreed that all provisions of this MOU shall remain in effect until mutual agreement is reached on a new MOU.
26.1 26.2
City Council 24 – 74 12/2/2025
Peter Brown
ARTICLE XXVII
27.0 RATIFICATION & EXECUTION
27. I The City and CASA have reached an understanding as to certain recommendations to be made to the City Council for the City of Santa Ana and have agreed that the parties hereto will jointly urge the City Council to adopt a new wage and salary resolution which will provide for the changes contained in the joint recommendations. The City and CASA acknowledge that this MOU shall not be in full force and effect until ratified by the membership of CASA and adopted by the City Council of the City of Santa Ana. Subject to the foregoing, this MOU is hereby executed by the authorized representatives of the City and CASA and entered into this 2nd day of December, 2025.
Dated: --------
Dated: --------
Dated: / ( /.20 P 5
ATTEST:
City Clerk
APPROVED AS TO FORM:
Peter Brown
Labor Attorney
Liebert Cassidy Whitmore
CITY OF SANT A ANA, a Municipal
Corporation of the State of California
By: ____________ _
Mayor
By: _ _________ ____ _
City Manager
CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY l , 2025 THROUGH JUNE 30, 2028 13 I 39922. I SA3 70-00 I
Page Page 7374
City Council 24 – 75 12/2/2025
This MOU 2025-2028 has been ratified by the membership of the Confidential Association of Santa Ana (CASA).
CASA;
Dated: By: t$� Orange County Employees Association
ChiefN egotiator
� .,_ ,,.. '\/\ I\ / By:_='�� CASA President ---..,.,..--LJ-f __ J==l= V� '(==== CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA] MOU: JULY l, 2025 THROUGH JUNE 30, 2028 13139922.t SA370-001
City Council 24 – 76 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
EXHIBIT A
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 13, 2025 TO JULY 11, 2026
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Administrative Receptionist (Excepted)
(UC)
07272 4,447 4,667 4,900 5,148 5,404 5,673
Administrative Secretary (Excepted)
(UC)
07271 5,647 5,929 6,225 6,544 6,872 7,212
Budget Aide (UC) 00497 6,608 6,936 7,284 7,648 8,031 8,435 Budget Analyst (UC) 00496 7,501 7,874 8,271 8,684 9,119 9,576 Citywide Community Liaison
(Excepted) (UC)
04900 7,725 8,109 8,514 8,943 9,386 9,856
Claims Adjuster (UC) 00124 7,320 7,689 8,070 8,475 8,898 9,342 Council Services Secretary (Excepted)
(UC)
00830 5,099 5,357 5,624 5,903 6,203 6,510
Data Analyst (UC) 00498 7,501 7,874 8,271 8,684 9,119 9,576 Equity and Inclusion Coordinator
(Excepted) (UC)
01515 7,501 7,874 8,271 8,684 9,119 9,576
Executive Assistant (Excepted) (UC) 00900 6,705 7,042 7,393 7,762 8,149 8,558 Executive Secretary (UC) 07392 5,929 6,225 6,544 6,872 7,212 7,575 Executive Secretary to the Police Chief
(UC)
00140 5,929 6,225 6,544 6,872 7,212 7,575
Financial Analyst (UC) 00481 7,320 7,689 8,070 8,475 8,898 9,342 Human Resources Administrative
Assistant (UC)
07069 4,900 5,148 5,404 5,673 5,960 6,258
Human Resources Analyst (UC) 01520 7,320 7,689 8,070 8,475 8,898 9,342 Human Resources Communications
Specialist (UC)
08590 7,320 7,689 8,070 8,475 8,898 9,342
Human Resources Specialist (UC) 07070 4,900 5,148 5,404 5,673 5,960 6,258 Human Resources Technician (UC) 01250 5,990 6,286 6,608 6,936 7,284 7,648 Legal Office Assistant (Excepted) (UC) 07080 4,094 4,297 4,514 4,738 4,976 5,225 Legal Secretary (Excepted) (UC) 07120 5,075 5,330 5,595 5,876 6,170 6,481 Management Aide (Excepted) (UC) 01201 6,608 6,936 7,284 7,648 8,031 8,435 Management Aide (UC) 01200 6,608 6,936 7,284 7,648 8,031 8,435 Management Analyst – Police
Oversight Commission (Excepted)
(UC)
00148 7,501 7,874 8,271 8,684 9,119 9,576
Management Analyst (Excepted) (UC) 00750 7,501 7,874 8,271 8,684 9,119 9,576 Management Analyst (UC) 01720 7,501 7,874 8,271 8,684 9,119 9,576 Organizational Development and
Training Analyst (UC)
00476 7,320 7,689 8,070 8,475 8,898 9,342
Paralegal (Excepted) (UC) 01670 6,018 6,319 6,640 6,971 7,320 7,689 Payroll Systems Analyst (UC) 07400 9,119 9,576 10,053 10,556 11,082 11,635 Payroll Technician (UC) 07410 5,990 6,286 6,608 6,936 7,284 7,648 City Council 24 – 77 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Police Oversight Commission
Secretary (UC)
07322 5,121 5,379 5,647 5,929 6,225 6,544
Risk Management Analyst (UC) 01756 7,320 7,689 8,070 8,475 8,898 9,342 Risk Management Assistant (UC) 01753 4,667 4,900 5,148 5,404 5,673 5,960 Risk Management Specialist (UC) 01758 4,900 5,148 5,404 5,673 5,960 6,258 Risk Management Technician (UC) 01755 5,990 6,286 6,608 6,936 7,284 7,648 Senior Graphics Artist (Excepted) (UC) 02395 7,180 7,537 7,915 8,311 8,727 9,162 Senior Human Resources Specialist
(UC)
07300 5,432 5,704 5,990 6,286 6,608 6,936
Senior Legal Secretary (Excepted)
(UC)
07310 5,647 5,929 6,225 6,544 6,872 7,212
Senior Paralegal (Excepted) (UC) 01675 7,320 7,689 8,070 8,475 8,898 9,342 Senior Payroll Technician (UC) 07415 6,608 6,936 7,284 7,648 8,031 8,435 Training Coordinator (UC) 01280 9,073 9,528 10,002 10,503 11,026 11,579 City Council 24 – 78 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 12, 2026 TO JULY 10, 2027
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Administrative Receptionist
(Excepted) (UC)
07272 4,625 4,854 5,096 5,354 5,620 5,900
Administrative Secretary (Excepted)
(UC)
07271 5,873 6,166 6,474 6,806 7,147 7,500
Budget Aide (UC) 00497 6,872 7,213 7,575 7,954 8,352 8,772 Budget Analyst (UC) 00496 7,801 8,189 8,602 9,031 9,484 9,959 Citywide Community Liaison
(Excepted) (UC)
04900 8,034 8,433 8,855 9,301 9,761 10,250
Claims Adjuster (UC) 00124 7,613 7,997 8,393 8,814 9,254 9,716 Council Services Secretary
(Excepted) (UC)
00830 5,303 5,571 5,849 6,139 6,451 6,770
Data Analyst (UC) 00498 7,801 8,189 8,602 9,031 9,484 9,959 Equity and Inclusion Coordinator
(Excepted) (UC)
01515 7,801 8,189 8,602 9,031 9,484 9,959
Executive Assistant (Excepted) (UC) 00900 6,973 7,324 7,689 8,072 8,475 8,900 Executive Secretary (UC) 07392 6,166 6,474 6,806 7,147 7,500 7,878 Executive Secretary to the Police
Chief (UC)
00140 6,166 6,474 6,806 7,147 7,500 7,878
Financial Analyst (UC) 00481 7,613 7,997 8,393 8,814 9,254 9,716 Human Resources Administrative
Assistant (UC)
07069 5,096 5,354 5,620 5,900 6,198 6,508
Human Resources Analyst (UC) 01520 7,613 7,997 8,393 8,814 9,254 9,716 Human Resources Communications
Specialist (UC)
08590 7,613 7,997 8,393 8,814 9,254 9,716
Human Resources Specialist (UC) 07070 5,096 5,354 5,620 5,900 6,198 6,508 Human Resources Technician (UC) 01250 6,230 6,537 6,872 7,213 7,575 7,954 Legal Office Assistant (Excepted)
(UC)
07080 4,258 4,469 4,695 4,928 5,175 5,434
Legal Secretary (Excepted) (UC) 07120 5,278 5,543 5,819 6,111 6,417 6,740 Management Aide (Excepted) (UC) 01201 6,872 7,213 7,575 7,954 8,352 8,772 Management Aide (UC) 01200 6,872 7,213 7,575 7,954 8,352 8,772 Management Analyst – Police
Oversight Commission (Excepted)
(UC)
00148 7,801 8,189 8,602 9,031 9,484 9,959
Management Analyst (Excepted)
(UC)
00750 7,801 8,189 8,602 9,031 9,484 9,959
Management Analyst (UC) 01720 7,801 8,189 8,602 9,031 9,484 9,959 Organizational Development and
Training Analyst (UC)
00476 7,613 7,997 8,393 8,814 9,254 9,716
Paralegal (Excepted) (UC) 01670 6,259 6,572 6,906 7,250 7,613 7,997 Payroll Systems Analyst (UC) 07400 9,484 9,959 10,455 10,978 11,525 12,100 Payroll Technician (UC) 07410 6,230 6,537 6,872 7,213 7,575 7,954 Police Oversight Commission
Secretary (UC)
07322 5,326 5,594 5,873 6,166 6,474 6,806
City Council 24 – 79 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Risk Management Analyst (UC) 01756 7,613 7,997 8,393 8,814 9,254 9,716 Risk Management Assistant (UC) 01753 4,854 5,096 5,354 5,620 5,900 6,198 Risk Management Specialist (UC) 01758 5,096 5,354 5,620 5,900 6,198 6,508 Risk Management Technician (UC) 01755 6,230 6,537 6,872 7,213 7,575 7,954 Senior Graphics Artist (Excepted)
(UC)
02395 7,467 7,838 8,232 8,643 9,076 9,528
Senior Human Resources Specialist
(UC)
07300 5,649 5,932 6,230 6,537 6,872 7,213
Senior Legal Secretary (Excepted)
(UC)
07310 5,873 6,166 6,474 6,806 7,147 7,500
Senior Paralegal (Excepted) (UC) 01675 7,613 7,997 8,393 8,814 9,254 9,716 Senior Payroll Technician (UC) 07415 6,872 7,213 7,575 7,954 8,352 8,772 Training Coordinator (UC) 01280 9,436 9,909 10,402 10,923 11,467 12,042 City Council 24 – 80 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 11, 2027
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Administrative Receptionist
(Excepted) (UC)
07272 4,764 5,000 5,249 5,515 5,789 6,077
Administrative Secretary (Excepted)
(UC)
07271 6,049 6,351 6,668 7,010 7,361 7,725
Budget Aide (UC) 00497 7,078 7,429 7,802 8,193 8,603 9,035 Budget Analyst (UC) 00496 8,035 8,435 8,860 9,302 9,769 10,258 Citywide Community Liaison
(Excepted) (UC)
04900 8,275 8,686 9,121 9,580 10,054 10,558
Claims Adjuster (UC) 00124 7,841 8,237 8,645 9,078 9,532 10,007 Council Services Secretary
(Excepted) (UC)
00830 5,462 5,738 6,024 6,323 6,645 6,973
Data Analyst (UC) 00498 8,035 8,435 8,860 9,302 9,769 10,258 Equity and Inclusion Coordinator
(Excepted) (UC)
01515 8,035 8,435 8,860 9,302 9,769 10,258
Executive Assistant (Excepted) (UC) 00900 7,182 7,544 7,920 8,314 8,729 9,167 Executive Secretary (UC) 07392 6,351 6,668 7,010 7,361 7,725 8,114 Executive Secretary to the Police
Chief (UC)
00140 6,351 6,668 7,010 7,361 7,725 8,114
Financial Analyst (UC) 00481 7,841 8,237 8,645 9,078 9,532 10,007 Human Resources Administrative
Assistant (UC)
07069 5,249 5,515 5,789 6,077 6,384 6,703
Human Resources Analyst (UC) 01520 7,841 8,237 8,645 9,078 9,532 10,007 Human Resources Communications
Specialist (UC)
08590 7,841 8,237 8,645 9,078 9,532 10,007
Human Resources Specialist (UC) 07070 5,249 5,515 5,789 6,077 6,384 6,703 Human Resources Technician (UC) 01250 6,417 6,733 7,078 7,429 7,802 8,193 Legal Office Assistant (Excepted)
(UC)
07080 4,386 4,603 4,836 5,076 5,330 5,597
Legal Secretary (Excepted) (UC) 07120 5,436 5,709 5,994 6,294 6,610 6,942 Management Aide (Excepted) (UC) 01201 7,078 7,429 7,802 8,193 8,603 9,035 Management Aide (UC) 01200 7,078 7,429 7,802 8,193 8,603 9,035 Management Analyst – Police
Oversight Commission (Excepted)
(UC)
00148 8,035 8,435 8,860 9,302 9,769 10,258
Management Analyst (Excepted)
(UC)
00750 8,035 8,435 8,860 9,302 9,769 10,258
Management Analyst (UC) 01720 8,035 8,435 8,860 9,302 9,769 10,258 Organizational Development and
Training Analyst (UC)
00476 7,841 8,237 8,645 9,078 9,532 10,007
Paralegal (Excepted) (UC) 01670 6,447 6,769 7,113 7,468 7,841 8,237 Payroll Systems Analyst (UC) 07400 9,769 10,258 10,769 11,307 11,871 12,463 Payroll Technician (UC) 07410 6,417 6,733 7,078 7,429 7,802 8,193 Police Oversight Commission
Secretary (UC)
07322 5,486 5,762 6,049 6,351 6,668 7,010
City Council 24 – 81 12/2/2025
_____________________________________________________________________________________________________________________ CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2025 THROUGH JUNE 30, 2028
13139922.1 SA370-001
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Risk Management Analyst (UC) 01756 7,841 8,237 8,645 9,078 9,532 10,007 Risk Management Assistant (UC) 01753 5,000 5,249 5,515 5,789 6,077 6,384 Risk Management Specialist (UC) 01758 5,249 5,515 5,789 6,077 6,384 6,703 Risk Management Technician (UC) 01755 6,417 6,733 7,078 7,429 7,802 8,193 Senior Graphics Artist (Excepted)
(UC)
02395 7,691 8,073 8,479 8,902 9,348 9,814
Senior Human Resources Specialist
(UC)
07300 5,818 6,110 6,417 6,733 7,078 7,429
Senior Legal Secretary (Excepted)
(UC)
07310 6,049 6,351 6,668 7,010 7,361 7,725
Senior Paralegal (Excepted) (UC) 01675 7,841 8,237 8,645 9,078 9,532 10,007 Senior Payroll Technician (UC) 07415 7,078 7,429 7,802 8,193 8,603 9,035 Training Coordinator (UC) 01280 9,719 10,206 10,714 11,251 11,811 12,403 City Council 24 – 82 12/2/2025
Resolution 2025-XXX
RESOLUTION NO. 2025-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA TO EFFECT CERTAIN CHANGES TO THE CITY’S
CLASSIFICATION AND COMPENSATION PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines, and declares as follows:
A. Section 1004 of the City Charter requires the City Manager to prepare, install, and maintain a position classification and pay plan subject to civil service rules and regulations and the approval of the City Council.
B. It is the City’s practice to assign job titles that reflect the duties and responsibilities of classifications and are consistent with other classifications within the City’s organizational structure, as well as comparable job titles in the labor market, while maintaining internal pay equity relationships and attracting and retaining qualified candidates.
C. The City Council regularly amends the City’s classification and compensation plan for all full-time and part-time classifications of employees and officers of the City.
D. It is now desired to amend the City’s classification and compensation plan as listed herein.
E. On June 1, 2021, the City Council adopted Resolution 2021-026 establishing and delineating the compensation and benefit plans for classifications designated as Unrepresented Confidential Employees (UCE) affording these classifications the same provisions and/or changes in salaries, compensation, and other benefits, unless specified otherwise, as provided to classifications represented by the Confidential Association of the Santa Ana (CASA).
F. The City has reached an agreement with CASA on a new memorandum of understanding scheduled for adoption by City Council on December 2, 2025, which includes a five percent (5%) salary increase retroactively effective July 13, 2025, a four percent (4%) salary increase effective July 12, 2026, and a three percent (3%) salary increase effective July 11, 2027.
G. Compensation for UCE must now be updated to reflect the reciprocal wage increases for CASA.
City Council 24 – 83 12/2/2025
Resolution 2025-XXX
Section 2. The Santa Ana City Council hereby approves the updated Salary Schedule for the UCE unit, attached to this resolution as Exhibit A, reflecting classification and compensation amendments per this and previously approved City Council actions, and grouped by employee unit, as recommended by CalPERS, and in compliance with CalPERS California Code of Regulations section 570.5.
Section 3. That except as amended by this resolution, all other provisions of the City’s classification and compensation plan shall remain in full force and effect.
Section 4. This resolution is operative from and after the date upon which it is adopted.
ADOPTED this 2
nd day of December 2025.
___________________________
Valerie Amezcua
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
City Council 24 – 84 12/2/2025
Resolution 2025-XXX
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Jennifer Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2025- ___ to be the original resolution adopted by the City Council of the City of Santa Ana on December 2, 2025.
Date: ___________________ ____________________________
Jennifer L. Hall
City Clerk
City of Santa Ana
City Council 24 – 85 12/2/2025
EXHIBIT A
UNREPRESENTED CONFIDENTIAL EMPLOYEES (UCE)
MONTHLY WAGE RATE SCHEDULE
REVISED DECEMBER 2, 2025
Resolution 2025-XXX
EFFECTIVE JULY 13, 2025 TO JULY 11, 2026
JOB TITLE JOB
CODE
STEP
AA
STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
Employee Relations Analyst (UCE) 01784 7,320 7,689 8,070 8,475 8,898 9,342 Executive Secretary – Human Resources (UCE) 07393 5,929 6,225 6,544 6,872 7,212 7,575 Human Resources Business Systems Analyst (UCE) 01838 9,119 9,576 10,053 10,556 11,082 11,635 EFFECTIVE JULY 12, 2026 TO JULY 10, 2027
JOB TITLE JOB
CODE
STEP
AA
STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
Employee Relations Analyst (UCE) 01784 7,613 7,997 8,393 8,814 9,254 9,716 Executive Secretary – Human Resources (UCE) 07393 6,166 6,474 6,806 7,147 7,500 7,878 Human Resources Business Systems Analyst (UCE) 01838 9,484 9,959 10,455 10,978 11,525 12,100 EFFECTIVE JULY 11, 2027
JOB TITLE JOB
CODE
STEP
AA
STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
Employee Relations Analyst (UCE) 01784 7,841 8,237 8,645 9,078 9,532 10,007 Executive Secretary – Human Resources (UCE) 07393 6,351 6,668 7,010 7,361 7,725 8,114 Human Resources Business Systems Analyst (UCE) 01838 9,769 10,258 10,769 11,307 11,871 12,463 City Council 24 – 86 12/2/2025
Human Resources Department
www.santa-ana.org/HR
Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: Memorandum of Understanding Between the City of Santa Ana and the Santa Ana Police Management Association
AGENDA TITLE
Memorandum of Understanding Establishing the Terms and Conditions of Employment for Classifications Represented by the Santa Ana Police Management Association
RECOMMENDED ACTION
Authorize the City Manager to execute a Memorandum of Understanding with the Santa Ana Police Management Association (“PMA”) regarding wages, hours, and other terms and conditions of employment effective July 1, 2025 through June 30, 2028 (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City recently reached a tentative agreement with PMA on a three (3) year successor Memorandum of Understanding (“MOU”) effective July 1, 2025 through June 30, 2028.
The tentative agreement has been ratified by PMA membership. The major provisions of the agreement include: salary increases of five percent (5%) retroactive to July 13, 2025, four percent (4%) in July 2026, and three percent (3%) in July 2027; increasing City medical contributions by fifty dollars ($50) for employee only coverage and one hundred fifty dollars ($150) per month for multi-person coverage in January 2026, January 2027, and January 2028; and providing longevity pay.
Other key terms of the agreement include: modifying the provisions for cash out of sick leave upon separation; adding language to maintain a minimum 5% differential between certain non-sworn classifications and the classifications they directly supervise; and modifications to vacation cash out provisions to ensure compliance with constructive receipt.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with these actions.
City Council 25 – 1 12/2/2025
Memorandum of Understanding between the City of Santa Ana and the Santa Ana Police Management Association
December 2, 2025
FISCAL IMPACT
The estimated annual cost of the agreement during the three (3) year period is $433,177 for FY 2025-26, $747,801 for FY 2026-27, and $999,093 for FY 2027-28, for a total estimated cost of $2,180,071. The FY25-26 budget included a 4% set-aside for increased compensation. Based on current year employee position vacancies in the Police Department, the FY25-26 budget is sufficient to absorb the amount in excess of the setaside for the first year of the MOU.
EXHIBIT
1. Memorandum of Understanding between the City of Santa Ana and the Santa Ana Police Management Association
Submitted By: Lori Schnaider, Executive Director – Human Resources Department Approved By: Alvaro Nuñez, City Manager
City Council 25 – 2 12/2/2025
1 MEMORANDUM OF UNDERSTANDING
BETWEEN
CITY OF SANTA ANA
AND
SANTA ANA POLICE MANAGEMENT ASSOCIATION
REPRESENTATION UNIT
JULY 1, 2025 THROUGH JUNE 30, 2028
City Council 25 – 3 12/2/2025
2 TABLE OF CONTENTS
ARTICLE SUBJECT PAGE
ARTICLE I Recognition 3
ARTICLE II Non-Discrimination Clause 4
ARTICLE III Attendance, Workday, Workweek and Work Schedule 5 ARTICLE IV Salaries 6
ARTICLE V Assignment and Other Special Pay Additives 13 ARTICLE VI Educational Incentive Program 15
ARTICLE VII Training and Educational Assistance Program 18 ARTICLE VIII Overtime 21
ARTICLE IX Holidays 22
ARTICLE X Vacation 25
ARTICLE XI Other Leaves of Absence 29
ARTICLE XII Employee Insurance 37
ARTICLE XIII Deferred Compensation 41
ARTICLE XIV Retirement 42
ARTICLE XV Technology Stipend 45
ARTICLE XVI Expanded Residency 46
ARTICLE XVII Controlled Parking and Take Home Vehicle Privileges 47 ARTICLE XVIII Discipline 48
ARTICLE XIX Grievance Review Procedure 51
ARTICLE XX Dues Deduction and Indemnification 54
ARTICLE XXI City Rights 55
ARTICLE XXII Strikes and Work Stoppages 57
ARTICLE XXIII Sole and Entire Agreement 56
ARTICLE XXIV Waiver of Bargaining During the Term of MOU 57 ARTICLE XXV Severability Provision 58
ARTICLE XXVI Term of MOU 61
ARTICLE XXVII Ratification and Execution 62
EXHIBIT A 64
City Council 25 – 4 12/2/2025
3 ARTICLE I
1.0 RECOGNITION
1.1 Pursuant to the provisions of the Meyers-Milias-Brown Act, Government Code Section 3500, et seq., the City of Santa Ana (hereinafter called the “City”) has recognized the Santa Ana Police Management Association (hereinafter called the “Association”) as the recognized representative of the bargaining unit which includes full-time Police Department employees in the sworn, “safety-member” classifications and assignments of Police Lieutenant, and Police Captain, and full-time department employees in the non-sworn, “miscellaneousmember” classifications and assignments of Police Communications Manager, Police Administrative Budget Manager, Police Administrative Manager, Jail Administrator, Correctional Manager, and Police Systems Manager.
City Council 25 – 5 12/2/2025
4 ARTICLE II
2.0 NON-DISCRIMINATION CLAUSE
2.1 The City and the Association agree that they shall not discriminate against any employee in violation of State or Federal law. The City and the Association shall reopen any provision of this Memorandum of Understanding (hereinafter called the “MOU”) for the purpose of complying with any order of a Federal or State agency or court of competent jurisdiction requiring a modification or change in any provision or provisions of this MOU in compliance with State or Federal anti-discrimination laws.
City Council 25 – 6 12/2/2025
5 ARTICLE III
3.0 ATTENDANCE, WORKDAY, WORKWEEK & WORK SCHEDULE
3.1 Attendance. Employees shall be in attendance at their work during hours prescribed by the Police Chief or their designee(s) and shall not absent themselves during prescribed hours without authorization from the Police Chief or their designee. Employees shall not be required to submit a Leave of Absence Request for absences of two (2) hours or less, provided that they have received prior authorization from the Police Chief or their designee.
3.2 Alternative Work Schedules.
A. All employees, except those Police Lieutenants assigned as Watch Commanders or assigned to positions designated by the Police Chief as special exemptions, shall be permitted, at the employee’s option, to work a 4/10 work schedule. Each workday shall consist of ten (10) hours of work and thirty (30) minutes unpaid mealtime. Said schedule shall be set by the Police Chief and subject to annual review by the Police Chief.
B. All employees (except those Police Lieutenants assigned as Watch Commanders) not assigned to the 4/10 work schedule shall work a 9/80 work schedule. Employees assigned to the 207(k) 9/80 work schedule shall work either five (5) nine-hour workdays in the first seven (7) day span and three (3) nine-hour and one (1) eighthour workdays in the second seven (7) day span, or alternatively three (3) nine-hour workdays and one (1) eight-hour workday in the first seven (7) day span and five (5) nine-hour workdays in the second seven (7) day span. Each nine (9) hour workday shall consist of nine (9) hours of work and thirty (30) minutes unpaid mealtime. The eight (8) hour workday shall consist of eight (8) hours of work and thirty (30) minutes of unpaid mealtime.
C. Police Lieutenants assigned to the Field Operations Division as Watch Commanders will continue to be assigned to a 3/12 – 4/12 work schedule. The minimum work day for these employees will consist of eleven (11) hours and thirty (30) minutes of work, with thirty (30) additional minutes for meals. A minimum work period shall consist of two (2) consecutive weeks, with three (3) shifts of eleven (11) hours and thirty (30) minutes in one (1) week and four (4) shifts of eleven (11) hours and thirty (30) minutes in the second week.
D. For purposes of computing holiday, vacation, and sick leave accruals, an eight (8) hour day shall be the basis for computation.
City Council 25 – 7 12/2/2025
6 ARTICLE IV
4.0 SALARIES
4.1 Basic Compensation Plan. There is hereby established a basic compensation plan for all members of the Association who are now employed or will in the future be employed in any of the designated classifications of employment listed in this MOU.
4.2 Salary Schedule. The basic salary schedule, as periodically updated and published by the City is comprised of five (5) steps or rate ranges of pay for sworn (CalPERS “Safety”) employees and five (5) steps or rate ranges of pay for non-sworn (CalPERS “Miscellaneous”) employees.
The steps within each range are identified by the letters “A” through “E” inclusive for sworn (CalPERS “Safety”) classifications and “AA” through “E” inclusive for non-sworn (CalPERS “Miscellaneous”) classifications, with Step “A” being the lowest step for sworn (CalPERS “Safety”) and Step “AA” being the lowest step for non-sworn (CalPERS “Miscellaneous”) classifications.
The assignment of classes to salary rate ranges during the term of this MOU is listed in Exhibit A.
4.3 Salaries.
A. The base salaries of employees shall be adjusted as follows:
1. Effective the first full pay period following July 1, 2025, classifications covered by this MOU shall receive a salary increase of five percent (5%).
2. Effective the first full pay period after July 1, 2026, employees covered by this MOU shall receive a salary increase of four percent (4%).
3. Effective the first full pay period after July 1, 2027, employees covered by this MOU shall receive a salary increase of three percent (3%).
4. Effective July 1, 2020, the City agrees, after implementation of the four percent (4%) salary increase effective July 1, 2020, to maintain approximately five percent (5%) between the classes of Top Step Sergeant including all pay additives available to this classification and Police Lieutenant “D” Step including Supervisory Post Additive (minimum five percent (5%)) and Bilingual Pay Additive.
City Council 25 – 8 12/2/2025
7 5. Effective upon Council adoption of this MOU, the City agrees to maintain five percent (5%) between the classes of Top Step Correctional Supervisor, inclusive of all available pay additives, and Top Step Correctional Manager, inclusive of all available pay additives. All available pay additives shall mean the maximum available pay additives to a single employee in their respective classification.
6. Effective upon Council adoption of this MOU, the City agrees to maintain five percent (5%) between the classes of Top Step Communications Supervisor, inclusive of all available pay additives, and Top Step Communications Manager, inclusive of all available pay additives. All available pay additives shall mean the maximum available pay additives to a single employee in their respective classification.
7. The City and Association agree that upon the expiration of this MOU and during the period of good faith negotiations for a subsequent contract, salary and benefits shall continue at the then current rate.
8. Although there are some retroactive compensation adjustments included in this 2025 - 2028 MOU, all compensation adjustments provided for in this MOU shall apply only to those employees who are employed on the day in which the City Council approves this MOU. This applies to compensation adjustments in any Article of this MOU.
B. The City agrees, during the term of this MOU, to maintain approximately seventeen percent (17%) between the classes of Police Captain and Police Lieutenant.
4.4 Longevity Pay. Effective the first full pay period following Council adoption of this MOU, employees will receive longevity pay as follows.
Sworn Employees – employees in the classifications of Police Lieutenant and Police Captain will be paid at a rate of four and one-half percent (4.5%) above their base monthly salary step for the completion of six (6) consecutive years of service as a Police Lieutenant and/or Police Captain with the City of Santa Ana.
Non-Sworn Employees – employees in non-sworn classifications listed in Exhibit A will be paid at a rate of two and one-half percent (2.5%) above their base monthly salary step for the completion of six (6) consecutive years of service with the City of Santa Ana in any of the non-sworn classifications or combination of non-sworn classifications listed in Exhibit A.
4.5 Application of Basic Compensation Plan. All employees working in classifications of employment covered by this MOU shall be compensated at a monthly rate, as set forth in City Council 25 – 9 12/2/2025
8 Exhibit A.
4.6 Beginning Rates. An employee appointed to one of the designated sworn (CalPERS “Safety”) classifications of employment listed in this MOU may be placed by the appointing authority at Step “A,” Step “B,” Step “C”, or Step “D” within the applicable rate range in the schedule to which the class has been allocated by Resolution of the City, provided that such employee shall be assigned such salary step upon the commencement of theirservice in said classification and such assignment having once been made shall remain in effect until the said employee shall be entitled to advance to the next salary step in accordance with the further provisions of the Article.
An employee appointed to one of the designated non-sworn (CalPERS “Miscellaneous”) classifications of employment listed in this MOU may be placed by the appointing authority at Step “AA”, Step “A”, Step “B”, or Step “C” within the applicable salary rate range as provided above.
4.7 Service. The word “service” as used in this MOU shall be deemed to mean continuous, fulltime service in the classification in which the employee is being considered for salary advancement, service in a higher classification, or service in a classification allocated to the same salary rate range and having generally similar duties and requirements. Employees hired after the first (1st) working day of a pay period shall not be credited with “time in service” for that pay period when determining the length of service required for salary step advancement. A lapse of service by an employee for a period of time longer than ten (10) calendar days by reason of resignation, quit, or discharge, shall serve to eliminate the accumulated length of service time of such employee for the purpose of this MOU and any such employee reentering the service of the City shall be considered as a new employee, except that they may be reemployed within two (2) years and placed in the same salary step in the appropriate salary rate as they were at the time of termination of employment. “Resignation, quit, or discharge” for purposes of this section shall mean leaving City service altogether and not movement within City employment by way of transfer, promotion, or demotion between and among any City departments.
4.8 Advancement Within Ranges. The following regulations shall govern salary advancement within rate ranges:
A. For any employee who has been initially appointed to a step lower than Step “E,” advancement to the next higher step (Step “A” from Step “AA,” Step “B” from Step “A,” Step “C” from Step “B,” Step “D” from Step “C,” or Step “E” from Step “D” respectively) shall be granted for continued satisfactory and efficient service by said employee in the effective performance of the duties of their position. The effective date of step increases, if granted, shall be the first (1st) day of the pay period following completion of one (1) year of service at the step to which said employee is being advanced.
City Council 25 – 10 12/2/2025
9 Such merit advancement shall require the following:
1. There shall be on file in the Office of the Executive Director of Human Resources a copy of each periodic efficiency or performance report required to be made on the employee by the Civil Service Rules and Regulations and/or the City Manager during the period of service time of such employee subsequent to their last salary advancement.
2. The Police Chief, at least twenty (20) calendar days prior to the anticipated completion of such employee’s required length of service, shall file with the City Manager a statement recommending the granting or denial of the step increase and supporting such a recommendation with specific reasons therefore. The employee shall be notified of the reasons therefore.
3. No advancement in salary above the lowest step in the salary rate range of the designated classification shall become effective until approved by the City Manager, except when placement on a salary step above the lowest step in the applicable salary rate range results from promotion under the provisions of Section 4.10.
B. When an employee has not been approved for advancement to the next higher salary step, they may be reconsidered for advancement to the next higher step above their then current step after the completion of three (3) months of additional service and shall be reconsidered for such advancement after the completion of six (6) months of additional service.
4.9. Annual Performance Based Bonus Pay:
Each employee covered by this MOU may be eligible to receive an annual performance bonus for superior performance as a one-time monetary incentive payment based on a percentage of current annual rate of base salary in accordance with the following criteria in Sections 4.9(A) through 4.9(C).
A. Performance Levels
1. For overall superior performance rated as ‘5’ Significantly Exceeds Expectations, a one-time monetary incentive payment of five percent (5%).
2. For overall superior performance rated as ‘4’ Exceeds Expectations, a onetime monetary incentive payment of two and one-half percent (2.5%).
City Council 25 – 11 12/2/2025
10 3. For overall performance rated as ‘3’ Meets Expectations, no monetary incentive payment.
4. For overall performance rated as ‘2’ Below Expectations, no monetary incentive payment.
5. For overall performance rated as ‘1’ Significantly Below Expectations, no monetary incentive payment.
B. Upon an employee failing to receive a rating of "Significantly Exceeds Expectations" in their Annual Performance Evaluation, the supervisor shall promptly prepare a written document which details objectives the employee must meet in order to receive a "Significantly Exceeds Expectations" rating for that evaluation period and provide that document to the employee. The employee’s evaluation will be held in abeyance for a period no longer than ninety (90) days, allowing the employee time to attempt to achieve the objectives. During this time any Performance Based Salary Adjustment for an “Exceeds Expectations,” if awarded, shall not be processed. If the employee fails to achieve a rating of "Significantly Exceeds Expectations" within the ninety (90) day period, they will not be eligible for the “Significantly Exceeds Expectations” bonus for that rating period.
C. Application of Guidelines
1. Any one-time incentive payment granted under this plan is not an increase in base salary and no salary rate range applicable to an employee shall be changed or deemed to have been changed by reason of such payment.
However, such incentive payment for Classic CalPERS members as allowable under CCR Section 571a will be reported to CalPERS as special compensation for calculation towards retirement.
2. In the event that CalPERS determines that such payments do not meet the definitions listed in CCR Section 571a as special compensation to be reported to CalPERS, the City will convert the incentive payment for eligible employees to a meritorious step on the salary range as set forth in section
4.9(C)(7).
3. An employee that is deemed to be a “New CalPERS Member” is not eligible to have the incentive payment reported to CalPERS as special compensation.
See Government Code section 7522.34(c) and PERS circular 200-064-17 dated December 6, 2017, a bonus is not “PERSable” compensation for new members.
City Council 25 – 12 12/2/2025
11 4. Employees must complete a full year of service to be eligible for the annual performance bonus. An employee that is off on IOD or other leave of absence (excluding vacation or management time off) for ten (10) consecutive work days or more will have their annual bonus payment delayed by the total length of time of such absences. The employee will not be eligible for the incentive bonus payment until completing the required time in their regular position necessary to complete a full year of service. Subsequent performance based bonus pays will be dependent upon completing a full year of service from the effective date of the prior bonus.
5. Performance based monetary incentive payment amounts for employeesshall be recommended by the employee’s supervisor and requires the approval of both the Police Chief and City Manager.
6. The Police Chief shall be responsible for the development and administration of detailed administrative procedures and guidelines for the consistent and effective application of the Association performance appraisal evaluation criteria. Such procedures and guidelines shall define how performance objectives, measure and standards are developed; when and how performance reviews are to be carried out; how overall performance ratings will be determined; and how performance based monetary incentive payment options are to be exercised.
7. If it is determined by CalPERS that the “Bonus” is not eligible to be included as “PERSable” compensation, the City shall convert the bonus to two (2) additional merit based steps at increments of two and one-half percent (2.5%) for the last year that the employee earned the Bonus. The Association understands and agrees that these steps would be merit based and employees must maintain a Significantly Exceeds rating to receive or maintain the five percent (5%) or Exceeds Expectations rating to receive or maintain the two and one-half percent (2.5%). Employees who do not receive Significantly Exceeds rating or Exceeds Expectations rating will be returned to Step D of the Association salary schedule.
4.10 Promotional Salary Advancement. When an employee is promoted to a position in a higher classification from a position in a lower classification in the bargaining unit, they shall be reassigned to the lowest step in the appropriate salary rate range for the higher classification that gives the employee a minimum increase of one (1) salary step (approximately five percent (5%) over their current base salary step (plus any pay for performance bonus if said employee was at top step in their current classification) and exclusive of any pay additive or additives such as shift differential, assignment pay, special skill pay, or the like.
City Council 25 – 13 12/2/2025
12 4.11 Demotion. When an employee is demoted to a position in a lower classification, theirsalary rate shall be fixed in the appropriate salary rate range for the lower classification in accordance with the following provisions:
A. The salary rate shall be reduced by at least one (1) step.
B. The new salary rate must be within the appropriate salary rate range.
D. The new salary rate shall not be higher than the salary step to which the employee would have been entitled had theirservice time in the higher classification been spent in the lower classification.
4.12 Reallocation of Salary Rate Ranges. An employee who is employed in a classification which is reallocated to a different salary rate range from that previously assigned shall be retained in the same salary step in the new salary rate range as he or she had previously held in the prior rate range and shall retain credit for length of service in such step towards advancement to the next higher step.
City Council 25 – 14 12/2/2025
13 ARTICLE V
5.0 ASSIGNMENT & OTHER SPECIAL PAY ADDITIVES
5.1 Bilingual Assignment Pay. An employee who speaks both English and either Spanish, Samoan, Vietnamese, or other languages designated by the Police Chief, will be paid a monthly assignment pay differential in accordance with the criteria and amounts set forth below:
A. An employee who works in a position where it is essential to carry out duties and responsibilities of a critical and/or emergency nature without ready access to backup assistance, or positions where bilingual public contact is a major and essential element of the work being performed shall be paid a monthly differential of one hundred seventy five dollars ($175) above their then current base monthly salary step, upon certification by the Executive Director of Human Resources that the employee has satisfactorily demonstrated conversational fluency in both languages.
B. Employees who receive bilingual assignment pay shall recertify their bilingual capability every three (3) years after the date of initial certification. Employees who do not successfully pass required recertification examinations shall have their bilingual assignment pay removed.
5.2 Acting Pay. Acting pay shall be defined as the temporary assignment of an employee to perform work of a job class (represented by the Association) which is assigned to a higher salary schedule than their regular job class. An employee who is temporarily appointed by the Chief of Police to serve in an acting capacity for two (2) weeks or more and who is responsible for the full range of duties and responsibilities assigned to the higher level classification, shall receive a five percent (5%) increase in base salary or the minimum salary of the higher level classification (whichever is higher) for all time worked in the higher job classification.
A. Employees temporarily assigned to serve in an acting capacity of an Executive Management (Executive Director) classification for thirty (30) consecutive calendar days or more and who is responsible for the full range of duties and responsibilities assigned to the Executive Management position shall receive a ten percent (10%) increase or the minimum salary of the Executive Management classification (whichever is higher) for all time worked in the higher job classification.
B. An employee must be qualified (i.e. meet the minimum qualifications) for the higher position in order to be paid for acting pay.
City Council 25 – 15 12/2/2025
14 C. Non-permanent employees (probationary, seasonal, temporary, limited-term, etc.) shall not be eligible for acting pay.
D. In computing qualifying service rendered, only full-days shall be computed for acting pay, and partial days shall not be combined to make full days.
E. Each assignment may be terminated at any time, but in no event shall such assignment continue beyond one hundred eighty (180) calendar days or nine hundred sixty (960) hours each fiscal year, whichever comes first.
City Council 25 – 16 12/2/2025
15 ARTICLE VI
6.0 EDUCATIONAL INCENTIVE PROGRAM
6.1 All eligible employees currently receiving Educational Incentives listed in Section 6.1(A) through Section 6.1(I) (as described below) as of July 1, 2019 will be “grandfathered in” to continue to receive those incentives. In no event shall the application of this Educational Incentive program described in Section 6.1 result in an employee being eligible to earn more than ten percent (10%) above their then current base monthly salary step.
A. FBI National Academy. Any employee who successfully completes the FBI National Academy shall be paid at a rate set approximately five percent (5%) above their then current base monthly salary step.
B. California Command College. An employee who successfully completes the California Command College shall be paid at a rate set approximately five percent (5%) above their then current base monthly salary step.
C. LAPD Leadership Program. An employee who successfully completes the LAPD Leadership Program shall be paid at a rate set approximately two and one-half percent (2.5%) above their then current base monthly salary step.
D. Police Executive Research Forum (PERF) Senior Management Institute for Police.
An employee who successfully completes the Senior Management Institute for Police shall be paid at a rate set approximately two and one-half percent (2.5%) above their then current base monthly salary step.
E. FBI National Academy (LEEDS Program). An employee who successfully completes the FBI LEEDS Program shall be paid at a rate set approximately two and one-half percent (2.5%) above their then current base monthly salary step.
F. International Association of Chiefs of Police. An employee who successfully completes the Leadership in Police Organizations Program shall be paid at a rate set approximately two and one half percent (2.5%) above their then current base monthly salary step.
G. Homeland Security Executive Leaders Program. An employee who successfully completes the Homeland Security Executive Leaders Program shall be paid at a rate set approximately two and one-half percent (2.5%) above their then current base monthly salary step.
H. Advanced Leadership Program. The advanced leadership courses listed below represent curriculum that exceed minimum training mandates for law enforcement City Council 25 – 17 12/2/2025
16 managers. The subject matter addresses a variety of critical topics associated with advanced organizational development and the role of leaders within the organization.
All courses are applicable to sworn and civilian managers.
An employee who successfully completes a cumulative total of one hundred twelve (112) hours of the below listed advanced leadership courses shall be paid at a rate set approximately two and one-half percent (2.5%) above their then current base monthly salary step.
Leadership Courses Hours
Command Institute for Law Enforcement Executives (F.B.I. – LEEDA) 40 Contemporary Leadership Issues (F.B.I. – LEEDA) 32
Executive Development Course (P.O.S.T.) 80
Management Civilian Seminar (Part I) (P.O.S.T.) 24
Management Civilian Seminar (Part II) P.O.S.T. 24
Organizational Leadership (P.O.S.T.) 40
Police Management Seminar Advanced (P.O.S.T.) 24
Supervisor Leadership Institute (F.B.I. – LEEDA) 40
POST Management Update 24
POST Supervisory Update 24
FBI-LEEDA Executive Survival 32
Role of the Police Chief 40
POST Supervisory/Leadership Update 24
Effective Executive Communication 24
Police Management Seminar Advanced 24
Civilian Management Seminar 40
Advanced Civilian Management 24
I. Additional Courses. Any other course, twenty-four (24) hours or longer, which focuses on developing leadership skills or increasing knowledge of contemporary law enforcement issues of a management/executive nature, or which enhances knowledge of community policing strategies or trends, shall be reviewed and approved by the Chief of Police after they ensure that the above criteria are met.
6.2 Educational Incentive Program: Effective July 1, 2019 for all members covered by this MOU, including Current PMA members, employees hired or promoted into the PMA unit on or after July 1, 2019, shall not be eligible for the Educational Incentives Program described in Section 6.1(A) through Section 6.1(I) (above) but shall instead be eligible for the Education Incentives listed in Sections 6.2(A) and 6.2(B). Employees who were previously receiving incentives in Section 6.1(A) through Section 6.1(I) that qualify for the provisions in this section on or after July 1, 2019, shall not be eligible for both, only the greater benefit of the two.
City Council 25 – 18 12/2/2025
17 A. SWORN ONLY
Sworn employees may qualify for the following education incentives;
1. Supervisory POST Certificate - A sworn employee who successfully obtains their Supervisory POST certificate, shall be five percent (5%) above their then current base monthly salary step.
2. California Command College or FBI National Academy - A sworn employee who successfully completes the California Command College, FBI National Academy, or equivalent coursework that focuses on developing leadership skills or increasing knowledge of contemporary law enforcement issues of a management/executive nature and is approved by the Chief of Police,shall be paid five percent (5%) above their then current base monthly salary step.
3. Master’s Degree - A sworn employee who attains their MA/MS Degree shall be paid five percent (5%) above their then current base monthly salary step.
4. The education incentives in this section shall not exceed fifteen percent (15%)
B. NON-SWORN
1. A non-sworn employee who successfully attains a Masters of Art or Master of Science degree shall be paid at a rate set approximately five percent (5%) above their then current base monthly salary step (cap=5%).
City Council 25 – 19 12/2/2025
18 ARTICLE VII
7.0 TRAINING & EDUCATIONAL ASSISTANCE PROGRAM
7.1 Purpose.
A. To encourage the employees of the City of Santa Ana to take college courses and special training courses, which will better enable them to perform their present duties and prepare them for increased responsibilities.
B. To provide financial assistance to eligible employees for education and training.
C. To establish eligibility requirements, conditions and procedures whereby such assistance may be provided.
7.2 Eligibility.
A. Application for tuition reimbursement will be considered only from full-time, regular employees who have completed probation.
B. Reimbursement is not authorized for courses for which the employee is receiving financial assistance from other sources such as the G.I. Bill, scholarships, etc.
C. Applications will be approved only for courses directly related to the employee’s job or directly related to a promotional position in the employee’s occupational specialty.
D. Courses not ostensibly related to the employee’s job, but which are required in the course plan to qualify for a degree that is directly related to his job, may be reimbursable only after all required, occupationally-related courses have been completed.
E. Prior to receiving tuition reimbursement, employees must submit documentary proof of having received a grade of not less than “C” for the course. If objective ratings are not rendered for a specific course, then a certificate of successful completion must be submitted.
F. Approval will be limited to courses given by accredited colleges and universities, community colleges, or adult education courses under the sponsorship of a Board of Education and certain non-collegiate training seminars approved by the Police Chief.
Other workshops, seminars, conferences, and similar activities not identifiable as a formal course of instruction within the curriculum of a recognized educational institution do not fall within the purview of this program but may be authorized and funded by the Police Department with prior approval of the Police Chief.
City Council 25 – 20 12/2/2025
19 7.3 Reimbursement.
A. Reimbursement will be based on the cost of tuition or registration fees and all required texts and related material for each course. Additional expenses such as meals and parking fees are not reimbursable. If, however, an employee is required by the Police Chief to attend a particular course or seminar, the expense shall be borne entirely by the Department.
B. Costs for required textbooks are eligible for one hundred percent (100%) reimbursement subject to the following conditions:
1. That a duplicate of the required textbook(s) was unavailable for loan from the Department library prior to the commencement of coursework; and
2. That any textbook(s) purchased by the City shall be submitted to the employee’s Departmental library in order that such textbook(s) may be made available to all employees.
C. Tuition and registration costs are eligible for one hundred percent (100%) reimbursement up to a maximum total of two thousand dollars ($2,000) per fiscal year (including non-P.O.S.T. reimbursable courses and approved non-collegiate seminar training courses).
Reimbursement for non-collegiate seminar training courses require the prior approval of the Police Chief and shall be limited to two (2) such courses per year and a maximum of five hundred dollars ($500) per course.
7.4 Procedures.
A. An employee who desires to seek tuition reimbursement under the provisions of this Article must complete an Application for Training and Educational Assistance form and submit it to the Police Chief.
B. The Police Chief will recommend approval or disapproval and forward the application to the Human Resources Department.
C. The Executive Director of Human Resources will approve or disapprove the application for the City. One (1) copy will be returned to the employee and a duplicate will be retained by the Human Resources Department. It is advisable that the applicant accomplish the procedure so far described prior to the inception of the course or disbursement of personal funds in order to ascertain the eligibility of the intended course of instruction for reimbursement under the provisions of this policy.
City Council 25 – 21 12/2/2025
20 D. The employee will submit their copy of the approved application to the Human Resources Department within three (3) months after they have completed the course and received their final grade with appropriate receipts for tuition and textbook costs.
These will be returned to the employee upon request. Applications not submitted to the Human Resources Department within three (3) months following completion of the course become void.
E. Upon receipt of the application and required documentation, the Executive Director of Human Resources will compute the amount of reimbursement, authenticate the application, and forward it to the Police Chief.
F. The Police Chief will then authorize the Finance and Management Services Department to reimburse the employee the approved amount out of the budget of the Police Department.
City Council 25 – 22 12/2/2025
21 ARTICLE VIII
8.0 OVERTIME
8.1 Compensation for Overtime. Employees in any of the designated classes of employment listed in this MOU are not eligible for monetary compensation for overtime work or for compensatory time off with pay for overtime work, unless so required by the Fair Labor Standards Act, or any other State or Federal laws.
City Council 25 – 23 12/2/2025
22 ARTICLE IX
9.0 HOLIDAYS
9.1 Legal holidays observed by full-time permanent and probationary employees of the City of Santa Ana are as follows:
o January 1st - New Year’s Day
o Third (3rd) Monday in January - In observance of Martin Luther King, Jr’s Birthday o Third (3rd) Monday in February - In observance of Presidents’ Day o March 31st - In observance of Cesar Chavez Day
o Last Monday in May - In commemoration of Memorial Day o July 4th - In observance of Independence Day
o First (1st) Monday of September - In observance of Labor Day o November 11th - In observance of Veteran’s Day
o Fourth (4th) Thursday in November - In observance of Thanksgiving Day o The Friday immediately following Thanksgiving Day
o Last working day before Christmas Day, unless Christmas Day falls on Thursday, in which instance, the day following Christmas Day shall be observed in lieu thereof. o December 25th - In observance of Christmas Day
o One (1) Floating Holiday - Any workday selected by the employee with prior permission of the employee’s supervisor.
o Every day proclaimed by the Mayor of the City as a holiday for City employees. Any holiday which falls on a Sunday will be observed on the following Monday. Any holiday which falls on a Saturday will be observed on the Friday preceding the holiday.
9.2 Full-time time permanent and probationary employees shall receive thirteen (13) working days off, eight (8) hours per day, during the calendar year in lieu of the holiday benefits specified in Section 9.1. Employees with alternative work schedules shall be credited with City Council 25 – 24 12/2/2025
23 one hundred four (104) hours of holiday time at the beginning of every calendar year in lieu of thirteen (13) holidays in the year.
For purposes of computing holiday accruals, an eight (8) hour day shall be the basis for computation.
9.3 A employee must actually work at least one (1) day preceding the day a holiday listed in Section 9.1, supra, actually occurs in order to receive credit for such holiday during the month in which it occurs.
An employee separating from the service of the City must actually work at least one (1) day following the day a holiday listed in Section 9.1, supra, actually occurs in order to receive compensation for the holiday.
A newly appointed employee must complete six (6) months of continuous full-time service in order to receive credit for the floating holiday listed in Section 9.1.
9.4 Holiday Bank Election.
A. If an employee wants to use their holiday bank hours as described in Section 9.2 during the year in which the holiday leave time is accrued, but not necessarily used in the pay period in which the holiday occurs, they must make an irrevocable election by December 15th of the prior calendar year (i.e. by December 15, 2020 for the calendar year 2021 holidays). Employees completing an irrevocable election form will not be automatically cashed out as the holidays occur (if not taken off), and will retain those hours for use any time during the current calendar year earned. Forms will be turned into the Police Department Human Resources Department then forwarded to City Payroll. If an employee leaves employment during the year and has not used their earned holiday time, the eligible hours will be paid on their final check and will not be eligible to be reported to CalPERS as Special Compensation.
B. Said substitute holidays may be taken at any time during the calendar year with prior permission of the employee’s supervisor and subject to the operational needs of the Department. However, if an employee who separates from the service of the City has taken time off for holidays in advance of the date or day the holidays actually occur, they must pay the City the cash value for such used but unearned holiday time off benefits prior to or at the time of separation.
C. Holiday time off may be taken in thirty (30) minute increments.
9.5 Holiday benefits may not be carried over from one (1) calendar year to the next.
9.6 Holiday Leave.
City Council 25 – 25 12/2/2025
24 A. Members of the Association will receive holiday hours each year as set forth in Section 9.2 to be used as time off in the pay period in which the legal holiday occurs.
Holiday hours (excluding the floating holiday) not used in the pay period in which the legal holiday falls will be automatically given holiday pay-in-lieu.
B. Pay-in-lieu of time off will be based on the twelve (12) holidays observed by the City of Santa Ana. Pay-in-lieu will be computed at eight (8) hours each legal holiday at the regular rate of pay on a straight time basis. This additional compensation shall be reported to CalPERS as special compensation to the extent it qualifies under Title 2, California Code of Regulations, Sections 571 and 571.1
City Council 25 – 26 12/2/2025
25 ARTICLE X
10.0 VACATION
10.1 Purpose. It is the policy of the City to grant employees vacation leave in order to provide them with a break in their regular work schedule and this purpose will be used as a guide in the administration of the provisions of this Article.
10.2 Vacation.
A. Members shall accrue the combined vacation with pay on a monthly basis as set forth in the following table.
Completed
Years
Annual
Vacation
Accrued
Monthly
Accrual
Rate
1 120 10.00
2 120 10.00
3 120 10.00
4 120 10.00
5 120 10.00
6 124 10.33
7 128 10.67
8 132 11.00
9 136 11.33
10 140 11.67
11 144 12.00
12 148 12.33
13 152 12.67
14 156 13.00
15 160 13.33
16 168 14.00
17 176 14.67
18 184 15.33
19 192 16.00
20 or more 200 16.67
B. Vacation time off may be taken in increments as small as one (1) hour, with fractional usage rounded upward to the next higher multiple of one (1).
City Council 25 – 27 12/2/2025
26 C. Computing Regular Vacation.
1. In computing vacation, each municipal holiday that occurs during the vacation, and that falls on a day which the employee would have worked had they not been on vacation, shall be deducted from the computation so that one (1) additional day of vacation shall be allowed to the employee. Should an employee become sick while on authorized vacation, each full day of such illness, when confirmed by a physician’s statement and approval of the Police Chief, may be deducted from the computation of vacation expended and charged against the employee’s accumulated sick leave.
2. No employee may carry over from one (1) calendar year to the next, more than the maximum vacation carryover as set forth in the following table. Any vacation not used beyond the maximum carryover amount from the current calendar year will be cashed out at the employee’s base rate of pay by the City at the end of the current calendar year provided that the employee takes a minimum of eighty (80) hours of accrued vacation leave time off in that calendar year.
3. An employee who does not take a minimum of eighty (80) hours of vacation leave hours during the calendar year beyond the maximum carryover amount as described in Section 10.2(C)(2), will forfeit the hours beyond the maximum carry over amount from year to year, meaning that no pay shall be received for such unused vacation at any time. This provision constitutes a waiver of any rights to vested vacation benefits under California Labor Code section 227.3.
Completed
Years
Max
Carryover
1 120
2 240
3 240
4 240
5 240
6 244
7 252
8 260
9 268
10 276
11 284
12 292
13 300
City Council 25 – 28 12/2/2025
27 14 308
15 316
16 328
17 344
18 360
19 376
20 392
21 400
22 400
23 400
24 400
25 400
4. Employees may or may not be allowed or required to accumulate or split vacations. The time at which an employee shall take their vacation shall be determined by seniority within rank, with due regard for the needs of the service.
For purposes of computing vacation accruals, an eight (8) hour day shall be the basis for computation.
D. Vacation Leave Cash Option.
1. Through December 31, 2025
a. Employees may receive cash compensation, computed on a straighttime basis, for up to a maximum of one hundred fifty (150) hours of earned, unused vacation leave benefits, subject to the limitation in Section 10.2(E).
2. Effective January 1, 2026 and continuing every year thereafter a. If an employee wants to cash-out unused vacation leave they accrued during the calendar year, they must make an irrevocable election by December 15th of the prior calendar year (i.e., by December 15, 2025 for a cash-out in calendar year 2026). The provisions of Section
10.2(D)(1)(a) shall also apply to management vacation leave. b. The irrevocable election must indicate the amount of vacation hours the employee intends to cash-out during the next calendar year. The number of hours to be cashed-out cannot exceed the total number of hours the employee will accrue during the same calendar year, or a maximum of one hundred fifty (150) hours, whichever is the lesser amount.
c. Once the election form is submitted to Payroll, the amount of hours to be cashed out cannot be changed for that calendar year. d. Employees may submit a request for cash-out up to two (2) times per year for payment.
City Council 25 – 29 12/2/2025
28 e. In the event an employee’s vacation leave balance (on either pay period when they can elect to cash-out) is less than the amount of hours the employee had previously elected to cash-out (in the prior calendar year), the employee will only receive payment for the amount of accumulated vacation leave remaining at the time of the cash-out. f. If an employee makes an irrevocable election to cash-out vacation in the following calendar year and uses vacation leave during that subsequent calendar year, the vacation leave used will first come from vacation leave the employee had earned (if any) prior to January 1st of the calendar year the employee had elected to cash-out. The use of such earned, but unused, vacation leave accumulated from previous calendar years shall not result in a reduction in the amount of vacation hours the employee is eligible to cash out.
E. Employees may cash out a combination of vacation and management vacation leaves, up to a maximum of two hundred sixty (260) hours in a calendar year.
10.3 Management Vacation Benefit. All employees will be granted one hundred (100) hours of management vacation per calendar year over the vacation schedules. Employees may accrue a maximum of four hundred eighty (480) hours of such Management Vacation.
Employees may receive cash compensation, computed on a straight time basis, up to a maximum of one hundred fifty (150) hours of earned, unused management vacation leave benefits, subject to the provisions in Sections 10.2(D) and 10.2(E).
10.4 Effect of Extended Sick Leave on Vacation Accrual. An employee that is absent on paid sick leave or unpaid leave for a period of time greater than fifteen (15) consecutive calendar days in any one (1) calendar month shall not accrue vacation credits during that month.
City Council 25 – 30 12/2/2025
29 ARTICLE XI
11.0 OTHER LEAVES OF ABSENCE
11.1 Sick Leave.
A. Definition. Except as otherwise provided in this Article, sick leave shall be deemed to mean absence from duty of an employee for the purposes outlined under California Labor Code § 246.5, Article 11.1 (J), or as otherwise permitted by law.
B. Accrual. Each employee shall earn eight (8) hours of sick leave for each full calendar month of service in which they are employed by the City with full pay; provided, however, any absence on sick leave for a period of time greater than fifteen (15) consecutive calendar days in any one (1) calendar month shall not be considered to be service entitling an employee to earn sick leave as aforesaid. Subject to the other provisions in this Article, sick leave shall accrue to the credit of each employee to the extent that it is not used. Notwithstanding the foregoing, an employee on leave of absence for service-connected illness or injury who is covered by the provisions of Labor Code Section 4850, shall continue to accumulate eight (8) hours of sick leave for each full calendar month of service for which he or she is employed by the City with full pay during said absence for service-connected illness or injury. For purposes of computing sick leave accruals, an eight (8) hour day shall be the basis for computation.
C. Authorized Only When Necessary. Sick leave shall be allowed only in cases of necessity and actual sickness or disability, or as authorized in Section 11.1(J).
When an accepted industrial illness or injury has caused a non-sworn employee’s absence, for which benefits are required under the State Workers’ Compensation Insurance and Safety Act, paid sick leave will be allowed such employee during the first three (3) days of the statutory waiting period. If the workers’ compensation related illness or injury continues past the initial three (3) consecutive days, the employee will have the three (3) used sick days recredited to their account. Paid sick leave will continue until the fourth (4th) day when the City pays the employee workers’ compensation benefits for such illness or injury. If the employee does not have sufficient accumulated sick leave at the commencement of such industrial illness or injury, they will be advanced sick leave for this purpose. Subsequently, the City will deduct an equal amount previously advanced from any sick leave accrued by the employee until the total amount is recovered. If the employee terminates before recovery of all advanced sick leave, the City will deduct the unrecovered cost of sick leave from such terminated employee’s final paycheck, to the extent possible.
The City may authorize employees to use sick leave, vacation, or compensatory time for approved workers’ compensation medical appointments as specified herein. The City Council 25 – 31 12/2/2025
30 City may authorize use of such leave for City approved medical appointments whenever such appointments cannot be secured outside the employee’s regular workday, and salary continuation or workers’ compensation benefits are not available.
D. Limit. The maximum total accumulation of sick leave with pay shall be two thousand (2,000) hours. Sick leave usage of less than a full day shall be charged in minimum increments of one (1) hour, with fractional usage rounded upward to the next higher multiple of one (1).
For employees who are hired on or after November 15, 2022, from outside the City into classifications represented by the Association:
1. The maximum accumulation of sick leave with pay shall be three hundred fiftytwo (352) hours; and
2. Any annual accrual over the three hundred fifty-two (352) sick leave hours (up to ninety-six (96) hours) will be converted into an employee’s Retirement Health Savings (“RHS”) Plan account during the first full pay period in January of each year.
E. Extended. The City Manager may grant leave up to six (6) months without pay to an employee who has exhausted all of their accrued sick leave if a licensed physician indicates that the employee will be sufficiently recovered to return to his employment within a six (6) month period. Prior to the expiration of the additional time, the employee may return to his position provided that the employee has a certificate from a licensed physician stating that the employee is able to perform the essential functions of their classification with or without reasonable accommodation. In addition to the above, the City Manager may grant a further extension not to exceed a total of one (1) year without pay.
F. Extension by Use of Vacation. After an employee’s sick leave has been exhausted, they may be granted permission to take any earned vacation they may have accrued.
G. Notice. The employee taking sick leave shall notify their immediate supervisor as established by the Police Department regulations. Sick leave shall only be used for the purposes outlined under California Labor Code § 246.5, Article 11.1 (J), or as otherwise permitted by law. If an employee uses sick leave for a purpose not permitted by this MOU or the law, it will be considered abuse of sick leave. If abuse of sick leave is suspected, a physician’s certificate or other satisfactory written evidence may be requested.
H. Denial. No employee shall be entitled to sick leave with pay while absent from duty City Council 25 – 32 12/2/2025
31 because of sickness or injury purposely self-inflicted or caused by willful misconduct; or, sickness or disability sustained while engaged in employment other than employment by the City, for monetary gain or other compensation, or by reason of engaging in business or activity for monetary gain or other compensation.
I. Excess Usage. If sick leave is used in excess of that due and available to an employee, such excess sick leave will, first, be deducted from any available vacation leave benefit; finally, deducted from the next scheduled salary payment.
J. Personal Necessity Leave. Each employee shall be afforded the opportunity to use up to forty-eight (48) hours of sick leave per calendar year, on a non-cumulative basis, as personal necessity leave. All of this personal necessity leave may be used to attend to an illness of a child, parent, spouse, or registered domestic partner of the employee.
As used in this section, a child means a biological, foster, or adopted child, a stepchild, a legal ward, or a child of a person standing in loco parentis; and a parent means a biological, foster, adoptive parent, a stepparent, or a legal guardian of an employee or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child. This section also applies to the employee’s grandparent, grandchild, or sibling.
California’s Healthy Workplaces/Healthy Families Act of 2014 (AB1522) also known as California’s Paid Sick Leave Law, required the City to provide paid sick leave to eligible employees upon oral or written request, within the parameters of the law, for the following purposes:
• Diagnosis, care, or treatment of an existing health condition of, or preventative care for an employee or an employee’s qualified family member; • Specified purposes for an employee who is a victim or domestic violence, sexual assault, or stalking.
Up to five (5) days of this personal necessity leave may be used: (a) to attend to a serious accident to members of the employee’s immediate family; (b) childbirth; (c) to cope with imminent danger to the employee’s home or other valuable property; or (d) when the existence of external circumstances beyond the employee’s control make it impractical for him or her to report for duty. For the purposes of this section only, a “day” shall be defined as the number of hours of work that an employee is required to work according to his or her specific workday schedule.
K. Payment for Unused Sick Leave.
1. Payment criteria and limitations.
Upon non-disciplinary termination of employment after ten (10) years of cumulative full-time service with the City, each qualified employee shall be City Council 25 – 33 12/2/2025
32 entitled to the following cash out provisions below:
a. After ten (10) years, but less than fifteen (15) years of service, the employee shall be entitled to fifty percent (50%) of the amount of unused sick leave benefits credited to either 1) their RHS account, or 2) their individual 457 account, or 3) cash upon the effective date of separation, not to exceed a maximum limit of six hundred forty (640) hours. b. After fifteen (15) years, but less than twenty (20) years of service, the employee shall be entitled to fifty percent (50%) of unused sick leave benefits credited to either 1) their RHS account, or 2) their individual 457 account, or 3) cash upon the effective date of separation, not to exceed a maximum limit of eight hundred (800) hours.
c. After twenty (20) years, but less than twenty-five (25) years of service, the employee shall be entitled to sixty-six and sixty-seven hundredths percent (66.67%) of unused sick leave benefits credited to either 1) their RHS account, or 2) their individual 457 account, or 3) cash upon the effective date of separation, not to exceed a maximum limit of one thousand sixty-seven (1,067) hours.
d. After twenty-five (25) years of service or more, the employee shall be entitled to one hundred percent (100%) of the amount of unused sick leave benefits credited to either 1) their RHS account, or 2) their individual 457 account, or 3) cash upon the effective date of separation, not to exceed a maximum limit of two thousand (2,000) hours.
2. A lump sum payment shall be made to the beneficiaries of any eligible employee whose death occurs while such employee is an active employee of the City, such payment to be in the amount of two-thirds (2/3) of the total sick leave benefit credited to the employee’s account at the time of their death, and at the rate of pay effective on the date of the death.
3. Association members who notify the City, in writing, of their intent to retire from the City within twelve (12) calendar months shall be allowed to cash out any and all eligible leave bank balances, including sick leave, upon request.
Employees shall receive payment the first paycheck in January after the request has been made. If an employee cashes out their eligible leave bank balances prior to retirement and subsequently remains employed one (1) year after their initial notice of intent to retire,said employee shall be ineligible to accrue one hundred (100) hours of management vacation the next calendar year.
City Council 25 – 34 12/2/2025
33 11.2 Bereavement Leave. An employee shall be granted up to three (3) days leave without loss of pay in case of death of a member of the employee’s immediate family. For purposes of this Section only, a “day” shall be defined as the number of hours of work that an employee is required to work according to his/her specific workday schedule. Such leave is designated as bereavement leave. “Immediate family” as used in this section is limited to:
A. Any relative by blood or marriage who is a member of the employee’s household; B. A parent, parent-in-law, spouse, child, brother, sister, grandparent, or grandchild of the employee, regardless of residence;
C. Any other relative of the employee by blood or marriage where it can be established by the employee that as a result of such relative’s death, the employee’s presence is required.
D. An employee may use up to two (2) additional work days of leave. An employee can choose to use any accrued leave for these additional two (2) days.
11.3 Military Leave.
A. Proof of Orders and Reinstatements. An employee shall be granted military leave if they furnish the Executive Director of Human Resources satisfactory proof of their order to report for duty. Upon return and upon showing of proof of actual service pursuant to such orders, they will be reinstated as provided in Section 9-143 of the Civil Service Rules and Regulations of the City of Santa Ana.
B. Temporary. Members of the reserve forces of the United States or the National Guard, granted temporary leave when ordered to duty, in accordance with the Military and Veterans Code, will be granted leave with pay not to exceed thirty (30) working days in each calendar year after one (1) years’ service with the City upon presenting satisfactory proof of orders to and from such temporary active duties.
11.4 Jury and Witness Leave. When an on-duty employee is called to serve as a juror or witness in any court action, they shall be allowed to leave for the time actually required for such service without loss of pay. Each on-duty employee called for such service shall present to the Police Chief for examination the subpoena calling them to such service and shall pay into the City Treasury the fees collected for such service, with the exception of reimbursement for transportation expenses, if any.
11.5 Examination Leave. Employees participating in examinations conducted during their normal working hours for positions in the competitive service of the City of Santa Ana will be granted leave with pay for the time actually required without loss of any accrued vacation time off benefits.
City Council 25 – 35 12/2/2025
34 11.6 Unauthorized Absence. Unauthorized absence from duty for any duration of time may be considered cause for dismissal.
11.7 Authorized Absence Without Pay - Short Term. Absence without pay, not to exceed five (5) consecutive working days, may be authorized by the Police Chief. Absence without pay, not to exceed fifteen (15) calendar days, may be authorized by the Department with the approval of the City Manager. Such an absence may be authorized only if, in the judgment of the Police Chief, it serves the best interest of the City.
11.8 Authorized Absence Without Pay - Long Term. Upon receipt of a written request from an employee having permanent status plus action by the Police Chief recommending approval of the request, the City Manager may grant a leave of absence without pay for up to six (6) months.
An employee returning to duty with the City shall inform the Police Chief and the Executive Director of Human Resources of their intention at least thirty (30) calendar days prior to the expiration of the six (6) months period or a shorter period of the full six (6) months if not taken. Upon receipt of such notice, the Police Chief will take steps necessary to restore the employee to their former position.
11.9 Industrial Leave.
A. Each “safety member” employee covered by the provisions of Labor Code Section 4850 who is compelled to be absent from duty because of an illness or injury covered by the State of California Workers’ Compensation Insurance and Safety Act shall, in lieu of temporary disability compensation payable under the aforementioned Act, continue to be paid his or her normal salary and accrue other benefits in accordance with the provisions of Labor Code Section 4850.
B. Any period of time during which an employee is required to be absent from their position by reason of an industrial injury or industrial illness for which they are entitled to receive compensation shall not be considered a break in continuous service for the purpose of their right to salary adjustments or to the accrual of vacation, seniority, and any other benefits.
11.10 Administrative Leave Policy. The City Manager is authorized to grant, at their discretion, paid or unpaid administrative leave for employees.
11.11 Catastrophic Leave Donation. In order to assist employees otherwise granted leave of absence without pay by the City Manager because of catastrophic non-industrial medical condition or injury, the City and Association agree to implement a Catastrophic Leave Donation procedure.
City Council 25 – 36 12/2/2025
35 Nothing herein shall be construed to alter City policies and procedures as provided in the Charter or ordinances of the City of Santa Ana or other provisions of this MOU with regard to granting unpaid leaves of absence.
The Catastrophic Leave benefit will be provided for non-industrial injury or sickness only.
The leave shall cover the uncompensated time prior to the employee becoming eligible for Long Term Disability (L.T.D.) benefits.
A. Guidelines. It shall be understood that all donations under this procedure are voluntary and subject to taxation for the recipient.
Employees may donate vacation or compensatory time or one (1) in lieu holiday to the eligible employee. In no event shall sick leave be donated.
Employees shall be provided a two (2) week period to submit donations. Donations received after this two (2) week period shall not be processed. The two (2) week period for each case shall be designated by the Police Chief or their designee as provided herein below.
Donations shall be for a minimum of two (2) hours and a maximum of eight (8) hours per donor. All donations must be made in two (2) hour increments, except in lieu holidays must be for eight (8) hours.
Any authorization of donations not made in accordance with the procedures outlined in Section 11.11(C) will not be processed.
All donations shall be irrevocable.
In the event the recipient returns to work before leave donations have been exhausted, any balance on the books shall be accrued by the recipient and designated as sick leave.
B. Eligibility. Regular, full-time employees shall be eligible for Catastrophic Leave donations if the following criteria are met:
1. When it is reasonably foreseeable that all accrued time on the books, such as sick leave, compensatory time, vacation, and in lieu holidays, will be exhausted and the employee’s illness will continue past the time when the employee will be on paid status.
2. The Police Chief or their designee has approved a written request for donations accompanied by a medical statement from the employee’s attending physician. The attending physician’s statement must verify the City Council 25 – 37 12/2/2025
36 employee’s need for an extended medical leave and an estimate of the time the employee will be unable to work.
C. Procedure.
Upon receipt of a valid request for donations from an eligible employee, the Police Chief or their designee shall post a notice of the eligible employee’s need for donations on bulletin boards accessible to employees. No confidential medical information shall be included in the posted notice.
Employees wishing to donate time to an eligible employee must sign their authorization of the transfer of such donated time and provide:
1. Their name, department name, and employee number.
2. The number of hours of compensatory or vacation time of the donation within the limitations of Section 11.11(A)(3).
3. The name, department, and employee number of the recipient.
4. A statement indicating that the donor understands such donation of time is irrevocable.
City Council 25 – 38 12/2/2025
37 ARTICLE XII
12.0 EMPLOYEE INSURANCE
12.1 Health Insurance. The City shall contribute an allowance towards the employee’s Cafeteria Benefit plan for health insurance premiums for affected employees and their dependents under The Public Employees’ Medical & Hospital Care Act (PEMHCA) which governs the California Public Employees’ Retirement System (CalPERS) Health Insurance Programs pursuant to the provisions below.
A. Effective the first full pay period following City Council adoption of this MOU, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1004.00
• Employee +1 $1,657.00
• Employee + Family $2,050.00
B. Effective January 1, 2026, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,054.00
• Employee +1 $1,807.00
• Employee + Family $2,200.00
C. Effective January 1, 2027, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,104.00
• Employee +1 $1,957.00
• Employee + Family $2,350.00
D. Effective January 1, 2028, the City will provide a monthly contribution to health insurance premiums at the following rates:
• Employee Only $1,154.00
• Employee +1 $2,107.00
• Employee + Family $2,500.00
The above amounts are inclusive of the CalPERS statutory minimum amount which CalPERS determines and publishes each year.
City Council 25 – 39 12/2/2025
38 E. Any contribution necessary to maintain benefits under any health insurance program provided by the City for its employees and their eligible dependents in excess of the amount of the City contribution to the Cafeteria Benefit Plan specified above shall be borne entirely by the employee.
F. Cafeteria Benefit Plan. The City provides a Cafeteria Benefit Plan adopted in accordance with the provisions of Internal Revenue Code § 125 for employees covered by this MOU.
1. Employees will be eligible to receive through the Cafeteria Benefit Plan, the cash difference (subject to taxation as wages) if the monthly City allowance exceeds the monthly cost of the Medical and Dental monthly plan premium cost.
2. For each such employee who is covered under a group sponsored health plan, the City will pay the employee a cash-in-lieu payment (subject to taxation as wages) each month in an amount equal to the City contribution for the “employee-only” coverage for medical, if the employee waives, in writing, City-paid coverage. The above specified amount of City contribution towards such coverage waived will be applied to earned income. If an employee waives City provided coverage, said employee shall provide proof of medical insurance coverage in a group-sponsored health plan. Said waiver shall include a provision warning such employee that reentry into any of the Citysponsored plans is allowed only at open enrollment, unless there is a qualifying event, and may require proof of insurability for such employee and/or family.
12.2 Dental Insurance. The City agrees to contribute towards the cafeteria Benefit plan the payment of premiums for dental insurance plans provided by the City for employees and their eligible dependents on the following basis:
A. One hundred percent (100%) of the premium cost for “employee-only” coverage.
B. The City will contribute up to one hundred thirty dollars ($130) per month per employee for “family” coverage.
Any contribution necessary to maintain benefits under said dental plans in excess of the amount of the City contribution to the cafeteria plan specified above shall be borne entirely by the employee.
For each such employee who is covered under a group sponsored dental plan, the City will pay the employee a cash-in-lieu payment (subject to taxation as wages) each month in an amount equal to one-hundred percent (100%) of the City’s contribution, if the employee City Council 25 – 40 12/2/2025
39 waives, in writing, City-paid coverage. Such waiver shall include a provision warning such employee that reentry into any City-sponsored plan is allowed only at open enrollment, unless there is a qualifying event, and may require proof of insurability for such employee and/or family.
12.3 Disability Insurance. The City shall continue to pay one hundred percent (100%) of the premium cost for a long term disability insurance plan (with a sixty (60) day elimination period) for employees. Employees shall receive a monthly benefit of sixty-six and two-thirds percent (66 2/3%) of their base monthly salary (to a maximum monthly benefit of ten thousand dollars ($10,000)).
12.4 Life Insurance. The City shall continue to pay one hundred percent (100%) of the premium cost for term life insurance coverage under the policy it maintains on behalf of its officers and employees in order to provide employees with life insurance coverage in an amount equal to twice such employee’s annual rate of salary to a maximum of three hundred thousand dollars ($300,000), provided said affected employees can provide evidence of insurability of coverage above one hundred fifty thousand dollars ($150,000) if so required by the terms and conditions of said term life insurance policy.
In the event any such employee is determined to be ineligible for said insurance coverage, the City will attempt to provide as much coverage as may be obtained at reasonable cost without having to provide evidence of insurability.
12.5 The City shall retain the right to change health, dental, and life insurance carriers, administer the insurance benefits provided thereunder, and select and/or change any excess or supplemental insurance carriers as a part of any self-insurance plan during the term of this MOU, provided that employees continue to receive equivalent benefits and provided that the parties have met and conferred before the changes have been made.
12.6 Medical Retirement Subsidy Plan. The City provides a Retirement Health Savings Plan (“RHS”).
A. The City shall contribute four percent (4%) of base salary, plus pay additives each pay period into the individual accounts of Association members established with the City’s plan administrator.
1. Employees shall continue to contribute one-half of one percent (.50%) of base salary, plus pay additives, each pay period into their individual RHS accounts established with the plan administrator.
City Council 25 – 41 12/2/2025
40 2. In addition to the contributions referenced above, an Association member may contribute unused sick leave, vacation, and other benefits to the trust as defined by the plan guidelines.
3. The program is not intended to create any form of lifetime insurance subsidy, benefit or entitlement.
B. For employees hired after November 15, 2022 from outside the City, the City shall contribute one percent (1%) of base salary plus pay additives each pay period into the individual accounts of employees established with the City’s plan administrator.
Additionally, said employeesshall contribute one and one-quarter percent (1.25%) of base salary, plus pay additives, each pay period into their individual RHS accounts established with the plan administrator.
12.7 Vision Insurance. The City shall maintain in effect its existing vision care plan for employees. This plan is voluntary on behalf of the employee and shall be fully funded by the participating employee.
City Council 25 – 42 12/2/2025
41 ARTICLE XIII
13.0 DEFERRED COMPENSATION
13.1 Effective January 1, 1977, employees covered by this MOU were granted a one percent (1%) salary increase to be utilized toward deferred compensation. Effective July 1, 1991, to comply with CalPERS salary reporting requirements, salary rate ranges for employees were adjusted upward by one percent (1%) to reflect the deferred compensation as salary. For salary reporting purposes, the deferred compensation was shown as part of salary, rather than as an add-on benefit. The amounts contributed by the City under this Article shall be subject to provisions as outlined in the Internal Revenue Code (IRC) section 457. Furthermore, all new contributions and existing assets are to be held for the exclusive benefit of the participants and beneficiaries.
City Council 25 – 43 12/2/2025
42 ARTICLE XIV
14.0 RETIREMENT
14.1 General. The terms of the existing contract between the City and California Public Employees’ Retirement System (CalPERS) governing the City retirement benefits of employees are incorporated by reference herein. The City shall continue to make contributions to CalPERS in accordance with its contract with CalPERS for employees covered by said contract as amended.
14.2 Deferred Retirement. The City will continue to make payment to CalPERS on behalf of each affected employee, in an amount necessary to pay one hundred percent (100%) of their individual employee retirement contribution. Such payments shall be credited to the individual employee’s CalPERS account.
Such payments are not increases in base salary and no salary rate ranges applicable to any employees shall be changed or deemed to have been changed by reason thereof. As a result, the City will not treat these payments as ordinary income and, thus will not withhold Federal or State income tax from said payments.
For the purpose of reporting an employee’s compensation to CalPERS, the City shall include these payments as if they were part of the employee’s base salary.
In the event that the City receives a ruling from the Internal Revenue Service that such payments are ordinary income of the employees instead of deferred compensation, the City’s obligation to make such payments shall discontinue and in place thereof the base salary of each said employee shall forthwith be increased by nine percent (9%) for “safety member” employees covered under the 3% at age 50 CalPERS formula and eight percent (8%) for all “miscellaneous member” employees covered under the 2.7% at age 55 CalPERS formula.
14.3 1959 Survivor’s Benefit. The City shall provide CalPERS fourth level of 1959 Survivor’s Benefits to all eligible employees.
14.4 Pre-Retirement Optional Settlement 2 Death Benefit. The City shall provide the PreRetirement Optional Settlement 2 Death Benefit to all employees.
14.5 2.7% at 55 Service Retirement Benefit for Classic Miscellaneous Members. The City agrees to continue to provide Classic Miscellaneous employees who are defined as Classic Members under the California Public Employees’ Pension Reform Act (PEPRA) of 2013 with the
2.7% at 55 Service Retirement benefit.
Payment of 2.7% at 55 Service Retirement Benefit. Classic Miscellaneous employees covered by this MOU shall pay eight percent (8%) of CalPERS reportable compensation City Council 25 – 44 12/2/2025
43 toward the employer cost of the 2.7% at 55 enhanced retirement formula. This payment shall be implemented as cost-sharing pursuant to Government Code section 20516(f).
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service regulations, this eight percent (8%) employee contribution shall be implemented through payroll deductions on a pre-tax basis.
2% at 62 Retirement Benefit for New Miscellaneous Members. The City agrees to provide Miscellaneous employees who are defined as New Members under PEPRA, with the 2% at 62 Service Retirement benefit.
The California Public Employees’ Pension Reform Act (PEPRA) went into effect on January 1, 2013. The parties agree that if there is any other clean up or other retirement legislation which goes into effect during this MOU and if there are provisions of that legislation which, by law, automatically goes into effect, either party may request to negotiate over the legislation, including over the impact.
Final compensation for New Miscellaneous Members will be based on the highest annual average compensation earnable during a period of at least thirty-six (36) consecutive months preceding the effective date of his or her retirement per Government Code Section 7522.32.
Effective July 1, 2013, employees covered under the 2% at 62 retirement formula for Miscellaneous shall pay one half of the normal cost rate, as established by CalPERS.
14.6 3% at 50 Service Retirement Benefit for Classic Safety Members. The City agrees to continue to provide Classic Safety employees who are defined as Classic Members under the California Public Employees’ Pension Reform Act (PEPRA) with the 3% at 50 Service Retirement benefit.
Payment of 3% at 50 Service Retirement Benefit. Classic Safety employees covered by this MOU shall pay twelve percent (12%) of CalPERS reportable compensation toward the employer cost of the 3% at 50 enhanced retirement formula. This payment shall be implemented as cost-sharing pursuant to Government Code Section 20516(f).
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service regulations this twelve -percent (12%) employee contribution shall be implemented through payroll deduction on a pre-tax basis.
2.7% @ 57 Retirement Benefit for New Safety Members. The City agrees to provide Safety employees covered by this MOU who are defined as New Members under PEPRA with the
2.7% @ 57 Service Retirement benefit.
The California Public Employee’s Pension Reform Act (PEPRA) went into effect on January City Council 25 – 45 12/2/2025
44 1, 2013. The parties agree that if there is any other clean up or other retirement legislation which goes into effect during this MOU and if there are provisions of that legislation which, by law, automatically goes into effect, either party may request to negotiate over the legislation, including over the impact.
Final compensation for New Safety Members will be based on the highest annual average compensation earnable during a period of at least thirty-six (36) consecutive months preceding the effective date of his or her retirement per Government Code Section 7522.32.
Effective July 1, 2013, employees covered under the 2.7% @ 57 retirement formula for Safety shall pay one half of the normal cost rate, as established by CalPERS.
14.7 Military Service Credit as Public Service. “Safety” employees and “miscellaneous” employees may elect to purchase up to four (4) years of service credit for any continuous active military or merchant marine service prior to employment. The employee must contribute an amount equal to the contribution for current and prior service that the employee and the employer would have made with respect to that period of service per Government Code Section 21024.
14.8 Credit for Unused Sick Leave. All sworn and non-sworn employees can have unused accumulated sick leave at the time of retirement converted to additional service credit at the rate of four thousandths (0.004) years of service credit for each day, eight (8) hours per day, of unused sick leave (i.e., two hundred (200) days of sick leave equals eight tenths (.8) additional years of service credit), pursuant to regulations prescribed by CalPERS. The maximum total unused sick leave that can be converted shall be two-hundred fifty days (250) eight (8) hours working days equal to two thousand (2000) hours. Any accumulated sick leave in excess of two thousand (2000) hours shall be forfeited. The City must report only those hours of unused sick leave that were accrued by the employee during the normal course of employment. This section applies to members whose effective date of retirement is within four (4) months or one hundred twenty (120) days of separation from employment. (Government Code Section 20965)
The maximum total unused sick leave that can be converted shall be ten (10) eight (8) hour working days equal to eighty (80) hours. Employees hired on or after a contract amendment between the City and CalPERS shall not be eligible to convert unused sick leave to CalPERS for service credit.
City Council 25 – 46 12/2/2025
45 ARTICLE XV
15.0 TECHNOLOGY STIPEND
15.1 The City shall provide a one hundred dollar ($100) per month Electronic Device Stipend (“Stipend”) for those Association employees whose positions require the regular use of a cell phone and/or tablet and who choose to use their own personal devices for business-related conversations and activities. These employees may be eligible to receive a Stipend to compensate for business-related costs incurred while using their individually-owned electronic devices. Eligibility for the stipend requires the employee to return to the City any City issued electronic device(s) for which the employee will be substituting their personal device.
City Council 25 – 47 12/2/2025
46 ARTICLE XVI
16.0 EXPANDED RESIDENCY
16.1 The City shall continue to permit employees to reside outside the limits of Orange County, so long as such residency is not an unreasonable distance nor requires an unreasonable response time to the particular employee’s place of employment. Any affected employee who desires to take advantage of the opportunity to reside outside of Orange County shall first request permission to do so from the Police Chief. Said request shall be granted by the Police Chief if it is determined that the intended residence is not an unreasonable distance nor requires an unreasonable response time to the employee’s place of employment.
Should the Police Chief refuse any such request, the employee shall have the right to appeal said determination to the City Manager for reconsideration.
City Council 25 – 48 12/2/2025
47 ARTICLE XVII
17.0 CONTROLLED PARKING AND TAKE HOME VEHICLE PRIVILEGES
17.1 Parking. The City shall provide non-sworn employees with free parking for personal vehicles during on-duty hours in controlled parking facilities in the Civic Center area.
17.2 Take Home Vehicle. All employees in the classifications of Police Captain and Police Lieutenant shall receive a City-owned and maintained vehicle for traveling between the employee’s residence and the Police Department or other business-related location, as necessary in the performance of their duties.
City Council 25 – 49 12/2/2025
48 ARTICLE XVIII
18.0 DISCIPLINE
18.1 Pre-Disciplinary Procedure.
If an employee is to be suspended without pay, receive a reduction in pay, transferred for purposes of discipline, demoted, or discharged, the employee shall:
A. Receive written notice of the intended action at least ten (10) calendar days before the date it is intended to become effective, stating the specific grounds and the particular facts upon which the intended action is based.
B. Receive copies of any known materials, reports, transcripts, statements, or other documents upon which the intended action is based.
C. Be accorded the right to respond to the intended charges in writing or in person with the Chief of Police or designee within a reasonable period of time, not to exceed ten (10) calendar days unless the Chief of Police or designee authorizes a longer time.
D. Be given the written decision of the Chief of Police or designee prior to the effective date of the disciplinary action.
18.2 Disciplinary Appeals Procedure.
The following appeals procedures are adopted by the parties pursuant to Government Code section 3304.5 of the Public Safety Officers’ Procedural Bill of Rights Act.
A. Punitive Action – The term “punitive action” means any action defined by Government Code section 3303, i.e., “any action that may lead to dismissal, demotion, suspension, reduction in salary, written reprimand, or transfer for purposes of punishment.”
B. Formal Appeals Procedures – For Punitive Action not Covered by the Informal Hearing Process
1. Step 1.
a. If an employee desires to appeal a disciplinary action not covered by the informal process, they (or their representative) shall submit a written notice of appeal to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the written decision from the Chief of Police.
City Council 25 – 50 12/2/2025
49 b. The City Manager or designee shall meet with the employee within twenty-one (21) days after submission of the appeal. The City Manager or designee may affirm, reverse, or modify the disciplinary action.
c. The City Manager or designee shall deliver the written response to the employee within ten (10) calendar days after meeting with the employee.
2. Step 2.
a. Filing the appeal: If an employee is not satisfied with the City Manager or designee’s decision, they (or their representative) shall submit a written notice of appeal to be submitted to an impartial arbitrator for a final and binding decision. Such written notice of appeal shall be submitted in writing to the Executive Director of Human Resources or designee.
b. The City and Association shall create and maintain a standing list of three (3) to five (5) mutually approved arbitrators.
c. The City and Association shall select an arbitrator from the standing list via the striking method. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name.
Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
d. If none of the identified arbitrators are able to take the case, then the parties will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing. e. Hearing Process: During the hearing, the formal rules of evidence do not apply. The cost of the arbitrations, including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter shall be split evenly between the City and Association. The arbitrator’s decision will be final and binding. The arbitrator shall City Council 25 – 51 12/2/2025
50 issue their decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
18.3 Informal Appeals Procedure.
A. Informal Appeals Procedure, as opposed to the formal procedures, shall be used for written reprimands.
1. The appeal is an opportunity for the employee (or their representative) to present information and arguments why a written reprimand should not occur or offer alternatives to the action.
2. Notice of Appeal: Within ten (10) calendar days of receipt by an employee of the written reprimand, the employee (or their representative) shall notify the Executive Director of Human Resources or designee in writing that they intend to appeal the written reprimand. The Executive Director of Human Resources or designee shall contact either the employee or their identified representative within ten (10) calendar days of receipt of the notice of appeal to schedule the appeal.
3. Hearing Officer: The Chief of Police or City Manager or designee (depending on who issued the written reprimand as determined by the Executive Director of Human Resources or designee) shall act as the hearing officer. The meeting shall take place within twenty-one (21) calendar days of the date the employee filed the appeal or such other time as may be agreeable by the parties.
4. Decision: After the meeting, a decision will be submitted in writing within thirty (30) calendar days and provided to the employee. The decision is final and binding. The decision shall advise the employee that the time within which judicial review of the decision may be sought as governed by Code of Civil Procedures section 1094.5.
18.4 Performance evaluations shall not be subject to appeal.
City Council 25 – 52 12/2/2025
51 ARTICLE XIX
19.0 GRIEVANCE REVIEW PROCEDURE
19.1 Definition of a Grievance. A grievance shall be defined as a timely complaint by the Association concerning the interpretation or application of specific provisions of this MOU.
The parties can mutually agree to extend any deadlines in this Article.
19.2 Step 1.
A. The Association shall first attempt to resolve the grievance at Step 1 with the Executive Director of Human Resources or designee without undue delay, but in no case, beyond a period of ten (10) calendar days after the occurrence of the alleged incident giving rise to the grievance, or when the grievant knew or should have reasonably become aware of the facts given rise to the grievance.
B. The Executive Director of Human Resources or designee will respond to the grievance within fourteen (14) calendar days of receiving the grievance.
C. Every effort shall be made to find an acceptable solution to the grievance at Step 1.
19.3 Step 2.
A. If the Association is not satisfied with the response from the Executive Director of Human Resources or designee, the Association must submit the grievance in writing to Step 2 (binding arbitration) to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the Step 1 response. Should the grievant fail to file a written grievance at Step 2 within ten (10) calendar days after receiving the response at Step 1, the grievance shall be barred and waived.
B. The City and Association agree to select an arbitrator in the following manner:
1. The City and Association shall refer to the mutually-approved standing list of arbitrators as specified in Section 192(B)(2)(b).
2. The City and Association shall select an arbitrator from the standing list via the striking method. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
3. If none of the identified arbitrators are able to take the case, then the parties City Council 25 – 53 12/2/2025
52 will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
B. Hearing Process: During the hearing, the formal rules of evidence do not apply. The cost of the arbitration including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter shall be split evenly between the City and Association. The arbitrator’s decision shall be final and binding. The arbitrator shall issue their decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
19.4 Alleged violations of City Rules, Regulations, and Policies.
A. If an employee, group of employees, or the Association (grievant) believes there has been a violation or misapplication of a City rule, regulation, or policy, the grievant may file a grievance within ten (10) calendar days of the alleged violation or misapplication or when the grievant knew or should have reasonably become aware of the facts giving rise to the grievance.
B. Step 1.
1. A grievant must submit a grievance in writing to the Executive Director of Human Resources or designee.
2. The Chief of Police shall meet with the employee within ten (10) calendar days after submission of the grievance.
3. The Chief of Police shall deliver the Step 1 written response to the employee within ten (10) calendar days after meeting with the employee.
C. Step 2.
1. If the grievant is not satisfied with the Step 1 response, the grievant must submit the grievance in writing to Step 2 to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the Step 1 response.
2. The City Manager or designee shall meet with the employee within twentyone (21) days after submission of the Step 2 grievance. The City Manager or City Council 25 – 54 12/2/2025
53 designee may affirm, reverse, or modify the decision made at Step 1.
3. The City Manager or designee shall deliver the Step 2 written response to the employee within ten (10) calendar days after meeting with the employee.
C. Step 3.
1. If the grievant is not satisfied with the Step 2 response, the grievant must submit the grievance in writing to Step 3 (binding arbitration) to the Executive Director of Human Resources or designee within ten (10) calendar days of receiving the Step 2 response. Should the grievant fail to file a written grievance at Step 3 within ten (10) calendar days after receiving the response at Step 2, the grievance shall be barred and waived.
2. The City and Association agree to select an arbitrator in the following manner:
a. The City and Association shall refer to the mutually-approved standing list of arbitrators as specified in Section 19.2(B)(2)(b). b. The City and Association shall select an arbitrator via the striking method. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing. c. If none of the identified arbitrators are able to take the case, then the parties will request a list of seven (7) arbitrators from the State Mediation and Conciliation Services. Once the list is received, the representatives of the parties shall strike names until an arbitrator is chosen. The parties shall mutually agree which party strikes the first name. If the parties cannot mutually agree, the parties shall toss a coin to determine who shall strike the first name. Once the arbitrator is selected, the parties will contact the arbitrator to schedule a hearing.
3. Hearing Process: During the hearing, the formal rules of evidence do not apply. The cost of the arbitration including but not limited to the list of arbitrators, the arbitrator themselves, and the court reporter shall be split evenly between the City and Association. The arbitrator’s decision shall be final and binding. The arbitrator shall issue their decision within thirty (30) calendar days from the conclusion of the hearing, unless the parties agree otherwise.
City Council 25 – 55 12/2/2025
54 ARTICLE XX
20.0 DUES DEDUCTION AND INDEMNIFICATION
20.1 Dues Deduction. The City shall deduct dues, on a regular basis, from the pay of all employees recognized to be represented by the Association, who voluntarily authorize such deduction, in writing, on a form to be provided for this purpose by the City. The City shall remit such funds to the Association within thirty (30) days following their deduction.
20.2 Indemnification. The Association agrees to hold the City harmless and indemnify the City against any claims, causes of action, or lawsuits instituted by a member or members of the Association arising out of the deductions or transmittal of such funds to the Association, except the intentional failure of the City to transmit, to the Association, monies deducted from the employees pursuant to this Article.
City Council 25 – 56 12/2/2025
55 ARTICLE XXI
21.0 CITY RIGHTS
21.1 The City reserves, retains, and is vested with, solely and exclusively, all rights of Management which have not been expressly abridged by specific provision of this MOU or by law to manage the City, as such rights existed prior to the execution of this MOU. The sole and exclusive rights of Management, as they are not abridged by this MOU or by law, shall include but not be limited to the following rights:
A. To manage the City generally and to determine the issues of policy.
B. To determine the existence or non-existence of facts which are the basis of the Management decision.
C. To determine the necessity of organization of any service or activity conducted by the City and expand or diminish services.
D. To determine the nature, manner, means, and technology, and extent of services to be provided to the public.
E. To determine methods of financing.
F. To determine types of equipment or technology to be used.
G. To determine and/or change the facilities, methods, technology, means, and size of the workforce by which the City operations are to be conducted.
H. To determine and change the number of locations, relocations, and types of operations, processes, and materials to be used in carrying out all City functions including but not limited to the right contract for or subcontract any work or operation of the City.
I. To assign work to and schedule employees in accordance with requirements as determined by the City, and to establish and change work schedules and assignments.
J. To relieve employees from duties for lack of work or similar nondisciplinary reason, subject to the provisions of the City Charter, Municipal Code, Federal and State law and this MOU.
K. To establish and modify productivity and performance programs and standards.
City Council 25 – 57 12/2/2025
56 L. To discharge, suspend, demote, or otherwise discipline employees for proper cause in accordance with the provisions set forth in the City Charter and Santa Ana Municipal Code.
M. To determine job classifications and to reclassify employees.
N. To hire, transfer, promote and demote employees for nondisciplinary reasons in accordance with this MOU.
O. To determine policies, procedures, and standards including, but not limited to, quality and quantity standards and to require compliance therewith.
P. To establish employee performance standards including, but not limited to, quality and quantity standards and to require compliance therewith.
Q. To maintain order and efficiency in its facilities and operations.
R. To establish and promulgate and/or modify rules and regulations to maintain order and safety in the City which are not in contravention with this MOU.
S. To take any and all necessary action to carry out the mission of the City in emergencies.
21.2 Except in emergencies, or where the City is required to make changes in its operations because of the requirements of law, whenever the contemplated exercise of Management’s rights shall impact on a significant number of employees of the bargaining unit, the City agrees to meet and confer in good faith with representatives of the Association regarding the impact of the contemplated exercise of such rights prior to exercising such rights, unless the matter of the exercise of such rights is provided for in this MOU.
21.3 Layoffs. During the term of this MOU, the City agrees to meet and confer regarding both the decision and the impact of layoffs to the ranks of Police Lieutenant or Police Captain, respectively.
21.4 Transfer of Bargaining Unit Work. As required by the Meyers-Milias-Brown Act, the City agrees to meet and confer prior to the implementation of said transfer as follows:
A. Transfer of bargaining unit work from an Association classification to a class not represented by the Association; or
B. Transfer of work from a classification outside the Association to a classification represented by the Association.
City Council 25 – 58 12/2/2025
57 ARTICLE XXII
22.0 STRIKES AND WORK STOPPAGES
22.1 Prohibited Conduct.
A. The Association, its officers, agents, representatives, and/or members agree that during the term of this MOU, they will not cause or condone any unlawful strike, workout, slowdown, sick-out, or any other unlawful job action by withholding or refusing to perform services.
B. Any employee who participates in any conduct prohibited in Section 22.1(A) shall be subject to suspension, demotion, or dismissal by the appointing authority.
22.2 Association Responsibility. In the event that the Association, its officers, agents, representatives, or members engage in any of the conduct prohibited in Section 22.1, the Association shall immediately instruct any persons engaging in such conduct that their conduct is in violation of this MOU and unlawful, and they must immediately cease engaging in the conduct prohibited and return to work.
City Council 25 – 59 12/2/2025
58 ARTICLE XXIII
23.0 SOLE AND ENTIRE AGREEMENT
23.1 It is the intent of the parties hereto that the provisions of this MOU shall supersede all prior agreements and memoranda of agreement, or memoranda of understanding, or contrary salary and/or personnel rules and regulations or administrative codes, provisions of the City, oral and written, expressed or implied between the parties, and shall govern the entire relationship and shall be the sole source of any and all rights which may be asserted hereunder. This MOU is not intended to conflict with Federal or State law or the City Charter.
23.2 The City will continue to administer its employee relations and its personnel policies and procedures in accordance with duly adopted ordinances and resolutions, and the affected employees will continue to be governed thereby during the term of this MOU.
City Council 25 – 60 12/2/2025
59 ARTICLE XXIV
24.0 WAIVER OF BARGAINING DURING THE TERM OF MOU
24.1 During the term of this MOU, the parties mutually agree that they will not seek to negotiate or bargain with regard to wages, hours, and terms of conditions of employment, whether or not covered by this MOU or in the negotiations leading thereto, unless required by specific provision of this MOU, and irrespective of whether or not such matters were discussed or were even within the contemplation of the parties hereto during the negotiations leading to this MOU. Regardless of the waiver contained in this Article, the parties may, however, by mutual agreement, in writing, agree to meet and confer about any matter during the term of this MOU.
City Council 25 – 61 12/2/2025
60 ARTICLE XXV
25.0 SEVERABILITY PROVISION
25.1 Should any provision of this MOU be found to be inoperative, void, or invalid by a court of competent jurisdiction or by statue, all other provisions of this MOU shall remain in full force and effect for the duration of this MOU, provided that if any such affected provisions invalidate or void any benefits of employees covered hereunder, the parties shall forthwith commence negotiations to replace the invalidated benefits with benefits of comparable value.
City Council 25 – 62 12/2/2025
61 ARTICLE XXVI
26.0 TERM OF MOU
26.1 The term of this MOU shall be from July 1, 2025 through June 30, 2028.
City Council 25 – 63 12/2/2025
City Council 25 – 64 12/2/2025
City Council 25 – 65 12/2/2025
64 SANTA ANA POLICE MANAGEMENT ASSOCIATION
SWORN CLASSIFICATIONS
EXHIBIT A
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 13, 2025 TO JULY 11, 2026
JOB TITLE
JOB
CODE STEP A STEP B STEP C STEP D STEP E
Police Captain (RM) 03360 19,029 19,980 20,979 22,028 23,131 Police Lieutenant (RM) 03350 16,262 17,076 17,930 18,825 19,766
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 12, 2026 TO JULY 10, 2027
JOB TITLE
JOB
CODE STEP A STEP B STEP C STEP D STEP E
Police Captain (RM) 03360 19,790 20,779 21,818 22,909 24,056 Police Lieutenant (RM) 03350 16,912 17,759 18,647 19,578 20,557
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 11, 2027
JOB TITLE
JOB
CODE STEP A STEP B STEP C STEP D STEP E
Police Captain (RM) 03360 20,384 21,402 22,473 23,596 24,778 Police Lieutenant (RM) 03350 17,419 18,292 19,206 20,165 21,174 City Council 25 – 66 12/2/2025
65 SANTA ANA POLICE MANAGEMENT ASSOCIATION
NON-SWORN CLASSIFICATIONS
EXHIBIT A
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 13, 2025 TO JULY 11, 2026
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Correctional Manager (RM) 01971 10,259 10,772 11,311 11,876 12,470 13,092 Jail Administrator (RM) 03231 15,915 16,712 17,548 18,424 19,346 20,312 Police Administrative Budget Manager (RM) 00181 13,355 14,025 14,725 15,461 16,235 17,048 Police Administrative Manager (RM) 00180 11,933 12,533 13,158 13,815 14,506 15,230 Police Communications Manager (RM) 03370 11,099 11,653 12,236 12,848 13,489 14,163 Police Systems Manager (RM) 02931 13,355 14,025 14,725 15,461 16,235 17,048
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 12, 2026 TO JULY 10, 2027
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Correctional Manager (RM) 01971 10,669 11,203 11,763 12,351 12,969 13,616 Jail Administrator (RM) 03231 16,552 17,380 18,250 19,161 20,120 21,124 Police Administrative Budget Manager (RM) 00181 13,889 14,586 15,314 16,079 16,884 17,730 Police Administrative Manager (RM) 00180 12,410 13,034 13,684 14,368 15,086 15,839 Police Communications Manager (RM) 03370 11,543 12,119 12,725 13,362 14,029 14,730 Police Systems Manager (RM) 02931 13,889 14,586 15,314 16,079 16,884 17,730
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 11, 2027
JOB TITLE
JOB
CODE STEP AA STEP A STEP B STEP C STEP D STEP E
Correctional Manager (RM) 01971 10,989 11,539 12,116 12,722 13,358 14,024 Jail Administrator (RM) 03231 17,049 17,901 18,798 19,736 20,724 21,758 Police Administrative Budget Manager (RM) 00181 14,306 15,024 15,773 16,561 17,391 18,262 Police Administrative Manager (RM) 00180 12,782 13,425 14,095 14,799 15,539 16,314 Police Communications Manager (RM) 03370 11,889 12,483 13,107 13,763 14,450 15,172 Police Systems Manager (RM) 02931 14,306 15,024 15,773 16,561 17,391 18,262 City Council 25 – 67 12/2/2025
Police Department
www.santa-ana.org/pd
Item # 26
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: Data Analytics and Visualization Services
AGENDA TITLE
Agreement with Peregrine Technologies, Inc. for Data Analytics and Visualization Services (Non-General Fund - SLESA)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Peregrine Technologies, Inc. for data analytics and visualization services in the amount of $760,200 for a three-year period beginning December 15, 2025, and expiring December 14, 2028, with two optional one-year extensions at a cost of $261,000 for the first extension, $268,830 for the second extension, and an additional $100,000 for data sources, for a maximum amount not to exceed $1,390,030 over a five-year term. (Agreement No. A-2025-XXX) GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Police Department is seeking to procure data visualization and analytics services via Peregrine Technologies’ cloud-based platform. This system will significantly improve the Police Department’s efficiency and effectiveness in several ways.
Advanced Search Tool
The Peregrine system will aggregate data from a variety of sources to provide a unified search tool. This will allow results to come from several internal systems at once. As an example, a detective can review a case and obtain crime report information from the Records Management System (RMS) alongside booking information from the Jail Management System (JMS) and body-worn camera footage from the digital evidence system. This aggregation process will also collate and link information from different systems. All of this will enhance the Police Department’s ability to solve crimes.
Analytical Tool
The Peregrine system will provide advanced analytical capabilities to the Police Department. This will improve the Department’s transparency as it will be much better City Council 26 – 1 12/2/2025
Data Analytics and Visualization Services
December 2, 2025