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HomeMy WebLinkAbout2012-07-25 e-packetSo °�x SAN . AGENDA CITY COUNCIL ^R=" CITY OF SOUTH SAN FRANCISCO '9LIFOR�A REGULAR MEETING MUNICIPAL SERVICES BUILDING COMMUNITY ROOM WEDNESDAY, JULY 25, 2012 7:00 P.M. PEOPLE OF SOUTH SAN FRANCISCO You are invited to offer your suggestions. In order that you may know our method of conducting Council business, we proceed as follows: The regular meetings of the City Council are held on the second and fourth Wednesday of each month at 7:00 p.m. in the Municipal Services Building, Community Room, 33 Arroyo Drive, South San Francisco, California. Public Comment: For those wishing to address the City Council on any Agenda or non - Agendized item, please complete a Speaker Card located at the entrance to the Council Chamber's and submit it to the City Clerk. Please be sure to indicate the Agenda Item # you wish to address or the topic of your public comment. California law prevents the City Council from taking action on any item not on the Agenda (except in emergency circumstances). Your question or problem may be referred to staff for investigation and/or action where appropriate or the matter may be placed on a future Agenda for more comprehensive action or a report. When your name is called, please come to the podium, state your name and address (optional) for the Minutes. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation. The City Clerk will read successively the items of business appearing on the Agenda. As she completes reading an item, it will be ready for Council action. PEDRO GONZALEZ Vice Mayor KARYL MATSUMOTO Councilwoman RICHARD BATTAGLIA City Treasurer BARRY M. NAGEL City Manager ... 1 MARK N. ADDIEGO Councilman KEVIN MULLIN Councilman KRISTA MARTINELLI City Clerk STEVEN T. MATTAS City Attorney PLEASE SILENCE CELL PHONES AND PAGERS HEARING ASSISTANCE EQUIPMENT AVAILABLE FOR USE BY THE HEARING IMPAIRED AT CITY COUNCIL MEETINGS In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection in the City Clerk's Office located at City Hall. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. The address of City Hall is 400 Grand Avenue, South San Francisco, California 94080. CALL TO ORDER 1938277.1 ROLL CALL PLEDGE OF ALLEGIANCE PRESENTATIONS • PG &E Gas line 132 Replacement Project Presentation by Scott Hart. • BIO Conference Report and Presentation by Mike Lappen. AGENDA REVIEW PUBLIC COMMENTS ITEMS FROM COUNCIL • Announcements. • Committee Reports. CONSENT CALENDAR 1. Motion to approve the Minutes of the meetings of July 11, 2012. 2. Motion confirming payment registers for July 25, 2012. 3. Resolution approving an agreement with Ross Recreation Equipment Company, Inc. for the purchase and installation of Playground Equipment and Site Improvements at Siebecker Center in an amount not to exceed $131,070. 4. Resolution approving the Memorandum of Understanding for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014. Resolution amending the 2012 -2013 Fiscal Year Budget Table of Organization for the Economic and Community Development Department adding the position of Community Development Specialist and deleting the position of Community Development Coordinator and revising the salary schedule for the American Federation of State, County and Municipal Employees (AFSCME) Unit. 6. Resolution Acknowledging the Separate Legal Existence of the Successor Agency to the Redevelopment Agency of the City of South San Francisco REGULAR CITY COUNCIL MEETING JULY 255 2012 AGENDA PAGE2 ADMINISTRATIVE BUSINESS 7. Resolution increasing the number of Bicycle and Pedestrian Advisory Committee (BPAC) members from five (5) to seven (7) members and motions appointing additional members. Resolution Authorizing the City Manager to execute a Consultant Services Agreement with California Consulting, LLC, for grant writing, management and consultant services in an amount not to exceed $65,000. 9. Resolution awarding the construction contract to Kone, Inc. of San Leandro, CA for the Magnolia Senior Center Elevator Refurbishing Project (Project No. pfl031) in an amount not to exceed $103,450 and amending the 2012 -2013 Capital Improvement Program (C1P) budget by $555795. 10. Resolution of the City Council, acting as the Housing Successor, notifying the Successor Agency of the City's request to include commitments for the expenditure of unspent housing bond proceeds for affordable housing projects and housing bond debt service payments on the recognized obligation payment schedule (ROPS) CLOSED SESSION 11. Closed Session: Conference with Labor Negotiators (Pursuant to Government Code § 54957.6) Unrepresented Employee: City Attorney Agency designated representative: Barry Nagel 12, Closed Session: Conference with Labor Negotiators. (Pursuant to Government Code § 54957.6) Agency designated representative: Kathy Mount Employee organizations: AFSCME, Local 829, AFL -CIO Confidential Unit, Teamsters Local 856 International Association of Firefighters, Local 1507 Mid - management Unit International Union of Operating Engineers, Local 39 South San Francisco Police Association Public Safety Managers Executive Management Unit COMMUNITY FORUM ►_ . �01"AITr�l�rr REGULAR CITY COUNCIL MEETING JULY 25, 2012 AGENDA PAGE3 CALL TO ORDER: MINUTES CITY COUNCIL CITY OF SOUTH SAN FRANCISCO REGULAR MEETING MUNICIPAL SERVICES BUILDING COMMUNITY ROOM 33 ARROYO DRIVE WEDNESDAY, JULY 11, 2012 TIME: 7:04 P.M. ROLL CALL: PRESENT: Councilmembers Addiego, Matsumoto and Mullin, Vice Mayor Gonzalez and Mayor Garbarino. PLEDGE OF ALLEGIANCE: PRESENTATIONS ABSENT: None. Led by Mayor Garbarino. Presentation of new and promoted employees. Department Heads and Managers introduced new and promoted employees as follows: Deputy Fire Chief Matthew introduced new employee, Paramedic Firefighter Layne Filbrun. Director of Parks and Recreation Ranals introduced new employees, Part Time Tree Trimmer Luis Banda and Full Time Preschool Teacher Ashly Michelson. Chief of Police Massoni introduced new employee Dispatcher Jenna Crests, and promoted employees as follows: Corporal Fahmida Murphy, Corporal Melinda Lopez, Sergeant Martin Mahon and his canine partner Duggan and Officer Blake Molyneux and his canine companion Mannix. Budget Manager Tribby introduced promoted employee Financial Analyst 2 Justin Lovell. PG &E Gas line 132 Replacement Project Presentation by Scott Hart. This item was postponed until the Regular City Council Meeting of July 25, 2012 due to technical difficulties relating to public broadcast of the accompanying PowerPoint Presentation. AGENDA REVIEW None. Ar -.. PUBLIC COMMENTS Wynn Grcicb addressed Council to discuss fluoridation of drinking water and urged Council not to support or associate with legislators, including Congresswoman Jackie Speier, who support fluoridation. She equated legislative action authorizing fluoridation to actions taken by leaders of communist and dictator governments. She opined that Councilwoman Matsumoto's comments in support of Congresswoman Speier after Her (Ms Grcich's) critical comments at the June 27, 2012 Regular City Council Meeting violated the Brown Act, At Councilwoman Matsumoto's request, City Attorney Mattas confirmed that Council is permitted to respond to public commentary. Accordingly, no violation of the Brown Act occurred at the June 27, 2012 meeting. ITEMS FROM COUNCIL • Announcements. • Committee Reports. Councilmembers reported attendance at community meetings and events including a CPTF Meeting, a HOPE Interagency Meeting and a BayBio Summer Mixer. Announcements were made regarding upcoming events, including the National Night Out planned for August 7, 2012. Specific items for further action and/or consideration were set forth as follows: Councilman Addiego requested that the meeting be adjourned in honor of the City's former City Manager, C. Walter Birkelo. Councilman Mullin provided information regarding a Letter to the Editor of the San Francisco Chronicle that he submitted in response to an editorial that had been run regarding South San Francisco Ferry subsidies. Vice Mayor Gonzalez requested that staff provide the HOPE Interagency Council with agenda information for the City of South San Francisco's Successor Agency and Oversight Board. Designation of Voting Delegates for League of California Cities Conference. Council directed that Mayor Garbarino serve as the City's voting delegate at the upcoming conference in San Diego. Councilwoman Matsumoto or Vice Mayor Gonzalez would serve as his alternate. Consideration of Local Agency Formation Commission (LAFCO) report and recommendations related to the San Mateo County Mosquito Abatement District. City Manager Nagel presented a summary of the issue before Council to either: (1) support the City of San Carlos' letter response requesting that the Mosquito Abatement District be REGULAR CITY COUNCIL MEETING JULY 11, 2012 MINUTES 2 dissolved; or (2) make no comment. He noted that a survey of local cities indicated most were opting to refrain from comment. The city of San Bruno had drafted a letter encouraging maintenance of the special district. Councilwoman Matsumoto advocated for joining San Carlos' letter calling for dissolution of the special district. She cited egregious mismanagement related to suspected embezzlement as a major concern. Councilman Addiego noted that while mismanagement of the district was egregious, it had actually done a good job of performing its assigned functions of mosquito and vector control. He further recounted that the County had originally sought to relieve itself of this obligation by creating the special district. Mayor Garbarino agreed the district had done a good job of delivering services as a single purpose agency, but noted egregious administrative mismanagement. Councilmembers discussed multiple options and determined the majority was not comfortable with a letter calling for the district's dissolution. Councilwoman Matsumoto noted her preference for a letter calling for dissolution. Ultimately, Council decided to draft a letter calling for the remedy of management deficiencies but remaining neutral on the Board's status as a special district. Councilwoman Matsumoto noted she would like this letter to indicate it was authorized by the results of the vote reflected below. Motion— Councilman Mullin/Second— Councilman Addiego: authorizing the Mayor's signature on a response to the LAFCO Report calling for the remediation of issues related to mismanagement of the Mosquito Abatement District but remaining neutral on the Board's status as a special district and reflecting that the letter was authorized by the Council's 4- 1 vote. Approved by the following voice vote: AYES: Councilmen Addiego and Mullin, Vice Mayor Gonzalez and Mayor Garbarino; NOES: Councilwoman Matsumoto; ABSTAIN: None; ABSENT: None. CONSENT CALENDAR Motion to approve the Minutes of meetings of June 27, 2012. 2. Motion confirming payment registers for July 11, 2012. 3. Motion to Cancel the Regular City Council Meeting of September 26, 2012. 4. Resolution No 49 -2012 supporting the US 101 Produce Avenue Interchange Project, submitting an application for Measure A Highway Program Funding for Preparation of the Project Initiation Document and Environmental Phases, committing approximately $150,000 in non - federal match, and assuring to complete the project phases. 5. Resolution No. 50 -2012 awarding a Consulting Services Agreement to Mark Thomas REGULAR CITY COUNCIL MEETING JULY 11, 2012 MINUTES 3 & Company, Inc. of San Jose, California, for design services for the replacement of the South Airport Boulevard Bridge at North Access Road (Project No. st1301) in an amount not to exceed $375,775. 6. Resolution No. 51 -2012 supporting the State Route 35 (Skyline Boulevard) Widening from I -280 to Sneath Lane Project, co- sponsoring submittal of an application with the City of San Bruno for Measure A Highway Program Funding for the Project, and assuring to complete the project. Motion — Councilman Mullin/Second— Councilman Addiego: to approve Consent Calendar Items Nos. 1, 2, 3 and 5. Unanimously approved by voice vote. Item No. 4: Vice Mayor Gonzalez requested clarification of the proposed configuration for the Produce Avenue Interchange Project as well as information pertaining to commencement. Director of Public Works White responded the City would file an application with the TA by the end of the year for the required funding. If the funding is awarded, the project would be getting underway by this time next year. He explained the main project component would be the creation of a different on -ramp /off -ramp structure at the south bound 101 exit to Produce Avenue. In addition, the project was proposed to provide another east/west connection from Utah Avenue over 101. Councilwoman Matsumoto supported the project and encouraged expeditious submission of the funding request to the TA. Director White anticipated that the project would likely be before the TA for action in September or November of the present year. Motion— Vice Mayor Gonzalez/Second— Councilwoman Matsumoto: to approve Resolution No. 49 -2012. Unanimously approved by voice vote. Item No. 6: Councilwoman Matsumoto requested that Director White clarify the City's role in San Bruno's proposal. Director White explained that San Bruno is applying to have Highway 35 widened due to the back up problem on Sneath Lane. He explained South San Francisco's connection to this project includes probable relief to traffic congestion at the Westborough 280 south bound entry point. The information provided would assist San Bruno's application in this regard. Councilwoman Matsumoto expressed concern that San Bruno's success on this application could diminish the chances of success on South San Francisco's competing applications, specifically, the application seeking remediation of the 280 /380 traffic weaving danger. Director White noted that many other projects would be competing with South San Francisco's application. However, he did not see the San Bruno Highway 35 widening application as being in direct competition with South San Francisco's 280/380 proposal. REGULAR CITY COUNCIL MEETING JULY 11, 2012 MINUTES 4 Motion— Councilwoman Matsumoto /Second Vice Mayor Gonzalez: to approve Resolution No. 51 -2012. Unanimously approved by voice vote. LEGISLATIVE BUSINESS 7. Motion to waive reading and introduce an Ordinance amending Section 8.32.050 of the South San Francisco Municipal Code related to construction time regulations. Chief Building Official Kirkman presented the staff report recommending that Council waive reading and introduce an ordinance amending Section 8.32.050 of the South San Francisco Municipal Code related to the regulation of construction times. The proposed ordinance would modify the current noise ordinance limiting commercial construction to 6:00 p.m., as opposed to the current 8:00 p.m., on weekdays and weekends. Councilwoman Matsumoto explained she sought this change due to the noise created by commercial construction in residential areas after hours. She noted the change would not create a substantial impact in the east of 101 area and asked Official Kirkman to explain this further. Official Kirkman explained construction cut -off time from maintenance and requests for s Accordingly, this would not outside of 6:00 p.m. as long Department. the proposed revision only changed the commercial 8:00 p.m. to 6:00 p.m. The same parameters for emergency additional time that were presently operable remained in tact. prohibit emergency or required after hours maintenance as relief from the limitation is approved by the Building Councilwoman Matsumoto asked City Attorney Mattas to clarify whether the ordinance could specify the 6:00 p.m. limitation pertained only to commercial construction in residential areas. City Attorney Mattas responded the current ordinance groups commercial and residential construction, but the newly proposed ordinance separates residential construction form commercial. Councilman Mullin proposed a differentiation between activities happening in residential areas of the City versus the east of 101 commercial side of the City. He noted concern for Biotech Companies' operations and his preference that they not be hampered. Councilwoman Matsumoto agreed the intent was not to hamper the industrial parts of the City but rather to deal with residential areas like Westborough where construction is happening into the evening and disturbing neighboring residents. Official Kirkman advised of practical difficulties pertaining to enforcement of a differentiated ordinance. City Attorney Mattas noted the ordinance could be drafted to accommodate this differentiation, but acknowledged the practical concerns raised by Official Kirkman. REGULAR CITY COUNCIL MEETING JULY 11, 2012 MINUTES 5 Ritchard Engelhardt, Vice President of Government Affairs at BayBio, addressed Council to express concerns relayed by east of 101 companies relating to the proposed ordinance's perceived limitation on operations. Specifically he stated Biotech Companies have the need for quick repairs after hours. He noted that the two hour difference from 6:00 p.m. to 8:00 p.m. would raise costs and create business challenges. He requested that Council table a decision on the proposed ordinance so that the community would have time to look at the language and come up with proposals for creating a system where happenings east of 101 are treated differently. Councilman Addiego stated he was inclined to table action on this item to provide time for staff to reassure the business community of no negative impact. He acknowledged merit in the proposed ordinance but believed a differentiation between industrial and residential areas of the City might be warranted. Councilwoman Matsumoto stated the intent was not to penalize local business. She requested that reconsideration be heard at the next Regular Council Meeting as relief from the construction going on in Westborough was needed. Council agreed to reconsider the proposal at its next Regular Meeting scheduled for July 25, 2012. CLOSED SESSION 12. Conference with Labor Negotiators. (Pursuant to Government Code § 54957.6) Agency designated representative: Kathy Mount Employee organizations: AFSCME, Local 829, AFL -CIO Confidential Unit, Teamsters Local 856 International Association of Firefighters, Local 1507 Mid - management Unit International Union of Operating Engineers, Local 39 South San Francisco Police Association Public Safety Managers Executive Management Unit Time entered Closed Session: 8:23 p.m. Open Session resumed: 9:05 p.m. Report out of Closed Session: Direction given. No reportable action taken. COMMUNITY FORUM None. REGULAR CITY COUNCIL MEETING JULY I I, 2012 MINUTES 6 ADJOURNMENT Being no further business, Mayor Garbarino adjourned the meeting at 9:05 p.m. in honor of C. Walter Birkelo, former City Manager of the City of South San Francisco. Submitted by: City of South /�Ci�t;j k Francisco Approved: Richard A. Garbarino, Mayor City of South San Francisco REGULAR CITY COUNCIL MEETING JULY 11, 2012 MINUTES 7 Listing of City Payments for Council Review I certify that the payments shown on this payment register are accurate and sufficient funds were available for payment.* DATED, 712012012 F14ANCE DIRECTOR *Note: Items below do not include payroll related payments Checks: Date 07/09/12 07/11/12 07/16/12 07/18/12 Electronic Payments: Date 07/10/12 07/12/12 Amount 1, 788,824.84 45,730.65 794,749.82 296,628.35 Amount To 41000.00 Neopost 10,521,386.00 CaIPERS Total Payments $ 13,451,319.66 Description Citywide Postage Meter Replenishment Prepayment of Employer Share of PERS for FY 2012 -2013 W M `o V N m m a LO 0 N m 0 V C a` 0 N m O O Ma Y U W Z U W U 0 Z Z 0 _a U W W ❑ w U 0 z z Z 7 0 a w U 0 z W a z O z Z W i N O N W N00 of C U 0 N Q U LL LL LL N LL LL LL LL LL LL LL U N M M M W O N W W (D (n U c W W w L O N W W W W W ) 0 0 0 _U O 0 0 m J N 0 0 0 0 0 m N C 47 aE N O N to V N N W� m N In a LO 0 N m 0 V C a` 0 N m O O Ma Y U W Z U W U 0 Z Z 0 _a U W W ❑ w U 0 z z Z 7 0 a w U 0 z W a z O z Z W i ro � N N � F Z Z O O N N N N N N r a v v v v N N (n to N to In N N N N W M V 7 V 7 V 0 0 0 0 0 0 0 0 0 0 0 0 z° J J Z p N M M M M M U U 0 V V N O o 0 0 0 0 O O J 0 0 z Q Q U U O z Z W W O Z �c W M U U 2 w w OM rC rC N m m d' Z 'L O JJ W W W w W W w w W W W p LL W �' Y K w w w w wll� (if (if K w z (L w w M N 1 EL IL (L a LL a a a a a n. 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L) % C) (L < < 0 Q`$ �& j , �2 / § ° � / / / B 2 k § j § ( ( § ( \ j \ k\ \ k \ j z \ G | § zo z z z o2 * �) >$ ) 0 2Kaf LL w U) ( § /\\ 2 zw [ { R 2 ��\- L GQ( b § - §§$ ±k § c ^`< ( \ cn 2�z >< [ ) [B]22 § 2 _ cn N° ; «8¢ �C) ■( /$ _ [ z- z t k C o e _ ) § §i \\ a± k2 \/ $ 2 \ m § } \ § DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Sharon Ranals, Director of Parks and Recreation SUBJECT: RESOLUTION APPROVING AN AGREEMENT WITH ROSS RECREATION EQUIPMENT COMPANY, INC. FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AND SITE IMPROVEMENTS AT SIEBECKER CENTER IN AN AMOUNT NOT TO EXCEED $131,070 It is recommended that the City Council adopt a resolution approving an agreement with Ross Recreation Equipment Company, Inc. of Santa Rosa, California, in an amount not to exceed $131,070, for the purchase and installation of playground equipment and site improvements adjacent to Siebecker Center. BACKGROUND/DISCUSSION The city operates two very popular licensed fall day pre - school programs located at Westborough Recreation Building and Siebecker Center. Both sites have waiting lists. Siebecker Center was renovated in FY 2010/11 to increase interior square footage and upgrade restrooms to expand capacity. The second phase of this site renovation is to replace the adjacent playground, which was installed in 1998, and improve the site for safety, Americans with Disability Act (ADA) accessibility, play value, and aesthetics. The project goal was to design a playground area that is appropriate for pre - school children, which is required by Community Care Licensing at this site. The playground is shared by the public and the pre - school program. It must have priority for exclusive use of the pre - school program for two hours each day, Monday through Friday; it is reserved from 10:00 a.m. to noon, and 3:00 p.m. to 5:00 p.m. A landscape architect was retained to solicit input from the public and staff, and to insure professional design. Site improvements include replacing and installing an ADA - accessible playground structure for children ages 2 — 5 years, with wood fiber fall surface; drainage improvements; additional fencing; a "tricycle track" painted on the asphalt; and landscape improvements. Several additional improvements will be accomplished by city staff to enhance the area, including relocation of an ADA - accessible drinking fountain, and installation of a sand and water play table and a pre- fabricated shed within the back yard area of the pre - school, which can be used to store tricycles as well as a playhouse when empty of play equipment. Please refer to the Staff Report Subject: Resolution Approving Agreement with Ross Recreation Equipment Company, Inc. Date: July 25, 2012 Page 2 attached site construction and playground plans. Funds for these improvements were generously donated by the Police Department's drug seizure fund. Section 4.04.040 of the South San Francisco Municipal Code authorizes the city to take advantage of valid contract terms that have been negotiated by another governmental agency (piggyback). Staff has relied on the Houston - Galveston Area Council (H -GAC) for the bidding process for this purchase. H -GAC is a regional council of governments which is governed by a board comprised of 35 elected officials from the 13 county region. The H -GAC Board awards all contracts, which can then be made available to local governments nationwide through H- GACBuy. Staff has verified that the proposed agreement with Ross Recreation Equipment Company, hic. has properly utilized the H- GACBuy bidding process; several California cities have utilized the current H- GACBuy bidding process and prices for the purchase of playground equipment with Ross Recreation Equipment Company, Inc. The city recently utilized this H -GAC process for Phase II of the Orange Memorial Park Playground Renovation Project, the qualifications and references of the manufacturer are satisfactory, and staff recommends that the contract be awarded to Ross Recreation Equipment Company, Inc. of Santa Rosa, California in an amount not to exceed $131,070. FUNDING This project is included in the 2011/12 Capital Improvement Program (CIP /pk1205), and is funded from Childcare Impact Fees; sufficient funds have been allocated to cover the project cost. Shown below is the project budget: Callandar Associates — Design/Technical Specs /Construction Management 19,963 Ross Recreation Equipment Company — Equipment/Installation 131,070 Geotechnical Engineering/Testing and Miscellaneous Testing 7,000 Engineering Division — Contract Documents /Construction Management 57000 Project Contingency (10 %) 13,107 Total Project Budget CONCLUSION $176,140 Approval of this agreement will allow the city to make needed site improvements at Siebecker Center, including replacement of the existing playground with ADA compliant playground structures and adjacent site improvements to provide a better user experience, improve access, and enhance safety. By: Wle Sharon Ranals Director of Parks and Recreation Attachments: 1. Resolution 2. Site Construction Plan 3. Playground Equipment Schematic Approv u..J c- arry Nagel City Manager RESOLUTION CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION APPROVING AN AGREEMENT WITH ROSS RECREATION EQUIPMENT COMPANY, INC. OF SANTA ROSA, CALIFORNIA, FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AND SITE IMPROVEMENTS AT SIEBECKER CENTER IN AN AMOUNT NOT TO EXCEED $131,070 WHEREAS, staff recommends that the City Council adopt a resolution awarding an agreement to Ross Recreation Equipment Company, Inc. of Santa Rosa, California, for the purchase and installation of new playground equipment and site improvements at Siebecker Center; and WHEREAS, the project will involve removal of the old playground equipment and installation of new ADA compliant playground equipment and site improvements; and WHEREAS, Section 4.04.040 of the South San Francisco Municipal Code authorizes the City to take advantage of valid contract terms that have been negotiated by another governmental agency, where that agency had used a quote or bid process substantially conforming with SSFMC Chapter 4.04 and State law; and WHEREAS, The Houston - Galveston Area Council (H -GAC) is a regional council of governments and governed by a board comprised of 35 elected officials from the 13 county region. The H -GAC Board awards all contracts, which can then be made available to local governments nationwide thru HGACBuy; and WHEREAS, staff has verified that the proposed agreement with Ross Recreation Equipment Company, Inc. has properly utilized the HGACBuy bidding process; and WHEREAS, staff has also verified that several California Cities have utilized the current HGAC bidding process and prices for the purchase of playground equipment with Ross Recreation Equipment Company; and WHEREAS, the proposed agreement with Ross Recreation Equipment will use valid contract terms established through the HGACBuy process; and WHEREAS, funding is included in the 2011/12 CIP Budget (510- 99999- pk1205) in the amount of $178,500 for the Siebecker Center Playground Equipment Replacement and Site Improvement Project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby awards an agreement to Ross Recreation Equipment Company, Inc. of Santa Rosa, California, in an amount not to exceed $131,070 for the purchase -1- and installation of playground equipment and site improvements. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the agreement on behalf of the City of South San Francisco, upon timely submission by Ross Recreation Equipment Company of the signed agreement, and all other required documents, subject to approval as to form by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 25th day of July 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: -2- Krista Martinelli City Clerk IIIII I I I it + + � + + + Q f + t + +} t + + + + + + + g+ + + + uk + �+ + + + °• °+ �3- + �I+ + + + I' 4) + + + + S a+ + + + + I + + '1+ + + + + + �� + + III + + ty _+ + + + + +� + + I \F + + + + 4 �- + + + I+ + III +\ +� + + + +\� � + � + I I I I + + Jill I , I I ' + + + + + + + + + + + + + + ++ +H+ I ++ + + + + + : @ + + +tt a• + + iq + + + H- +1 +++ + + c + + + + + + ! 4 :F + f + + ++ +t + + + � I �I I I�I I + + + + + I + + + + °+ + /+ + + t + + + + + + + + �I I � I I + + + +I + + + + + + + + + + + + + + + + + + + +/ + + +\ + + + + + + + t + + + + / I I + + +�- r+� + + + + + + + + + + + j + + I + + + + + I + + + + + + t + + FF + + + + + t f + + + + + + + + + I + + + + t + +)+ + + + + + + + + 4 + + + + + t_ +__ +_ + _ +__+_ + _ +_ +_ +J + + -3- > Q' -4- C W _d d • O we i6 T D T N x v C d d T O O a` N C 7 0` �mo T i N O a3 � Y Y N v a� Y I� ,Yr e' v E., �x Staff Report DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Kathy Mount, Human Resources Director SUBJECT: RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING FOR THE INTERNATIONAL UNION OF OPERATING ENGINEERS, LOCAL 39 UNIT DATED JULY 1, 2012 THROUGH JUNE 30, 2014 It is recommended that the City Council adopt a resolution approving the Memorandum of Understanding (MOU) for the International Union of Operating Engineers, Local 39 dated July 1, 2012 through June 30, 20140 1774TQ7 -17 This MOU was negotiated within the parameters authorized by the City Council, and has been ratified by the unit's membership. Attached is the proposed MOU incorporating the agreed -upon terms and conditions of employment for the unit and a summary of the substantive terms of the MOU. FUNDING The MOU provides for a wage increase of no more than 3% following a classification and compensation study, effective July 5, 2013. It further provides for elimination of longevity pay for new hires, elimination of payouts for excess accrued vacation and discretionary holidays after January 2013, and a hard vacation cap of two times annual vacation. CONCLUSION It is recommended that the City Council Approve the MOU for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014. By: Kathy Mount 89iy M. Nagel Human Resources Director City Manager KM/mm Attachments: Resolution Summary of Substantive MOU Changes MOU RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING FOR THE INTERNATIONAL UNION OF OPERATING ENGINEERS, LOCAL 39 UNIT DATED JULY 1, 2012 THROUGH JUNE 305 2014 WHEREAS, staff recommends approval of the Memorandum of Understanding (MOU) for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014; and WHEREAS, the MOU was prepared by the Human Resources Department, has been approved as to form by the City Attorney, and incorporates the agreed upon terms and conditions of employment for the International Union of Operating Engineers, Local 39 Unit. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby approves the MOU for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of , 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: 1304811.1 ATTEST: City Clerk RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING FOR THE INTERNATIONAL UNION OF OPERATING ENGINEERS, LOCAL 39 UNIT DATED JULY 19 2012 THROUGH JUNE 30, 2014 WHEREAS, staff recommends approval of the Memorandum of Understanding (MOU) for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014; and WHEREAS, the MOU was prepared by the Human Resources Department, has been approved as to form by the City Attorney, and incorporates the agreed upon terms and conditions of employment for the International Union of Operating Engineers, Local 39 Unit. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby approves the MOU for the International Union of Operating Engineers, Local 39 Unit dated July 1, 2012 through June 30, 2014. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of , 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: 1304811.1 ATTEST: City Clerk City of South San Francisco International Union of Operating Engineers, Local 39 Unit Summary of Substantive MOU Changes July 25, 2012 1. Term: July 1, 2012 — June 30, 2014. 2. Longevity Pay: Eliminate longevity pay for any employee hired on or after July 1, 2012. 3. Medical Benefits: For fiscal year July 1, 2012 through June 30, 2013 (year one), the medical benefits plans shall remain status quo. In December 1, 2012, the parties agree to reopen negotiations to discuss an alternative to the existing Blue Shield plan based on the recommendation of the medical benefits committee. If no agreement by parties on changes, status quo will remain in effect for year two of the MOU. 4. Vacation Cap: Effective July 1, 2012, institute hard cap on accrual of vacation so no employee accrues more than 2 times annual allotment. After January 2013 there will be no further payouts of excess accrued vacation time except at separation of employment. 5. Discretionary Holiday: Employees accrue one 8 -hour holiday each calendar which must be taken by the end of the year or it will be forfeited. There will be no payouts of unused discretionary holidays. 6. MOU Language Changes: Clarify PERSable nature of existing payments (no substantive change) for uniform allowance and shift holiday pay. 7. Paid Lunch for Non - Continuous Workers: Remove sunset clause and allow continuation of paid lunches for non - continuous workers. 8. Classification and Compensation Study: City will contract with a professional compensation management consulting firm to conduct a Classification and Compensation Study to review all Local 39 unit positions. Salary shall be set at 500' percentile of total compensation with any increase capped up to 3% and any increase effective July 5, 2013. T4 e44, South Memorandum of Understanding Between the International Union of Operating Engineers, Local 39 and the City of South San Francisco July 1, 2012 through June 30, 2014 PA City of south San Francisco International Union of Operating Engineers, Local 39 Memorandum of Understanding Table of Contents July I, 2012 through June 30, 2014 Article Title Page Preamble 1. Recognition .............................................................. .. ............... I....... I..,................. 1 2. Union Security ........................................................................ ............................... 1 2.1 Agency Shop ................................................................. ............................... 1 2.1.1 New Employees ................................................ . ........ I...................... 1 2.1.1.1 Union Dues .......................................... ............................... 1 2.1.1.2 Agency Fee ............................ . ...... . ........ I............................ 1 2.1.1.3 Charitable Contribution ....................... ............................... 1 2.1.2 Notification of New Employees..,..,..... .... I ........... I ....... I.., ... I ............. 1 2.1.3 Changing Deductions ......................................... ............................... 2 2.1.4 Deductions During Absences ... . .......................................... I............. 2 2.1.5 Failing to Follow this Article ............................. ............................... 2 2.1.5.1 City Notification ..... .. ... ... ... . ...................................... I.......... 2 2.1.5.2 City Obligation ..................................... ............................... 2 2.1.5.3 Re- notifying Employee ......................... ............................... 2 2.1.5.4 Involuntary Deductions ........................ ............................... 2 2.1.6 Invalidated Fees ................................................. ............................... 2 2.1.7 Hold Harmless .................................................... ............................... 2 2.1.8 Deduction Forms ................................................ ............................... 2 2.2 Communication with Employees ............................................................ a.... 3 2.3 Advance Notice ............................................................ ............................... 3 2.4 Copies of Memorandum of Understanding .................. .............................a. 3 3, Management Rights ................................................................ ............................... 3 4. No Discrimination ................................................................... ............................... 3 5. Union Stewards and Official Representatives ........................ ............................... 4 5.1 Union Stewards ............................................................. ............................... 4 5.2 Permission to Leave Workstations ............................... ............................... 4 5.3 Abuse of this Article ..................................................... ............................... 4 5.4 Representation for Disciplinary Action .................................... I ..... ....... I..... 4 5.5 Union Representatives .................................................. ............................... 4 5.6 Access to Personnel Files ............................................. ............................... 4 6. Salaries and Other Compensation ........................... ......................I......."I .............. 5 6.1 Definitions ..................................... ............................... ...............1.111........... 5 6.1.1 Base Pay .................................... . .......................................... I........... 5 P4 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page ii July 1, 2012 through June 30, 2014 Article Title Page 6.1.2 Enhanced Pay .................................................... ............................... 5 6.2 Wage Rates ................................................................... ............................... 5 6.3 Classification and Compensation Study ....................... ...........................1111 5 6.3.1 Compensation Adjustments .............................. ..........................1111. 5 6.3.2 Benchmarked Classifications ............................ ........................1..111. 5 6.4 Apprentice Wage Rates ................................................ ............................... 5 6.5 Premium Pay for Grade Certification ........................... ............................... 6 6.5.1 Mechanical and Electrical Classifications ......... ............................... 6 6.6 Longevity Pay Plan for Employees Hired prior to July 1, 2012 .................. 6 6.6.1 Fifteen Years of Service ..................................... ............................... 6 6.6.2 Twenty Years of Service .................................... ............................... 6 6.7 Shift Differential ........................................................... ......0........................ 6 6.8 Like Work for Like Pay (Temporary Upgrading) ........ ............................... 6 6.9 Temporary Assignment to Higher -level Position ......... ............................... 6 6.10 Salary Plan Administration, Advancement within Salary Rates ..............1.. 6 6.11 Revisions to Salary Schedule ............................................................ I.,....... 7 6.11.1 Salary Plan Administration and Salary Step After Promotion ..... 7 6.11.2 Salary Plan Administration and Salary Step After Demotion ...... 7 6.12 Salary Plan and Payperiods ................... . ................... .. ... I............................ 7 6.13 Certification Reimbursement ........................................ ............................1.. 7 6.13.1 Mandatory Certification., ......... I ......................... e .......................... 7 6.13.2 Voluntary Certification .................................. ............................... 7 6.14 Contracting work ........................................................... ............................... 7 6.15 Committee Review ......................................................... ............................... 7 6.16 Uniforms ........................................................................ ............................... 7 7. Health and Welfare Plans ....................................................... ............................... 8 7.1 Medical Insurance ......................................................... ............................... 8 7.1.1 Available Plans ................................................... ............................... 8 7.1.2 Payment of Premium Costs ................................ ............................... 8 7.1.3 Effective Date of Coverage . ............................... ...............1.111........... 8 7.1.4 Medical Plan Advisory Committee .................... ............................... 8 7.2 Dental Insurance ........................................................... ............................... 8 7.2.1 Core Dental Plan ................................................ ............................... 8 7.2.2 Calendar Year Maximum ................................... ............................... 8 7.2.3 Orthodontia ........................................................ .......................1....... 8 7.2.4 Payment of Premium Costs ................................ ......0........................ 9 7.2.5 Effective Date of Coverage ................................ ............................... 9 7.2.6 Buy -Up Dental Plan ........................................... ............................... 9 7.3 Vision Insurance ........................................................... ............................... 9 7.3.1 Available Plan.....,., .... I ................................................. ..*..6 ............... 9 7.3.2 Payment of Premium Costs ............................................... I.,............. 9 P6 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30,2014 Page iii Article Titie page 7.3.3 Effective Date of Coverage ................................ ............................... 9 7.4 Discretionary Benefit Option ........................................ ............................... 9 7.4.1 Proof of Alternate Insurance .............................. ............................... 9 7.4.2 Exercising the Option ......................................... ............................... 9 7.5 Life Insurance and Accidental Death and Dismemberment Insurance ....... 9 7.5.1 Term Life Value ................................................. ............................... 9 7.5.2 AD &D Value ..................................................... ............................... 9 7.5.3 Payment of Premium Costs ................................ ............................... 10 7.5.4 Effective Date of Coverage ................................ ............................... 10 7.5.5 Supplemental Life Insurance .............................. ............................... 10 7.6 Disability Insurance Program ....................................... ............................... 10 7.6.1 Short-term Disability .......................................... ............................... 10 7.6.2 Long -term Disability .......................................... ............................... 10 7.6.3 Payment of Premium Costs ................................ ............................... 10 7.6.4 Effective Date of Coverage ........................ ..... ........................... a...... 10 7.7 Education Expense Reimbursement Program .... ... ............ I......................... 10 7.7.1 Continuing Education Expenses ..................... . ............. a .............. a.... 10 7.8 Section 125 Plan,,., ................................................. a ... a .......................... am .... 10 7.8.1 Group Insurance Premium Plan ......................... 11.......................44.... 10 7.8.2 Health Care Reimbursement .............................. ..................6........a... 10 7.8.3 Dependent Care Reimbursement ........................ ............................... 11 7.9 Section 457 Deferred Compensation Plan ...................... a .......................... a. 11 7.10 Deceased Employee/Retiree Benefits. ......................................................... 11 7.11 Retired Employee Benefits .............................. . ...................... .. ............... a... 11 7.11.1 Group Medical Insurance for Qualifying Retirees......... a ............ "I 11 7.11.2 Alternate Retiree Medical Plan ( "GASB ") ..... .a ...........................a. 11 7.11.3 Group Dental Insurance for Qualifying Retirees ........................... 11 7.11.4 Group Vision Insurance for Qualifying Retirees ........................... 12 7.12 Retirement Plans ........................................................... .............6................. 12 7.12.1 Employee Contributions to the Retirement System ....................... 12 7.12.2 Sick Leave Service Credit ........................................ I..................... 12 7.12.3 Optional Provisions Added ....... . ...................... .. ........................... a 12 7.13 Retirement Health Savings Plan ................................... ............................... 12 8. Hours of Work and Overtime ........ .. ...................................................... a............... 13 8.1 Definitions .................................................................... ............................... 13 8.1.1 Continuous Operations ....................................... .....................$0.6...... 13 8.1.2 Non - continuous Operations ............................. . ....................... I........ 13 8.2 Workday ............ . .... . ... . ................ . ............................ . ........... a...................... 13 8.2.1 Eight -hour Schedule.,, ........................................ a ............................ a. 13 8.2.2 Nine -hour Schedule ..... . ..... . ................................... I ........... ................ 13 P7 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page iv July 1, 2012 through June 30, 2014 Article Title Page 8.2.3 Paid Lunch Break ............................................... ............................... 13 8.2.3.1 Unscheduled Overtime .......................... .....I.......1................. 13 8.2.4 Twelve -hour Schedule ....................................... ............................... 13 8.3 Rest Periods .................................................................. ..............................1 13 8.4 FLSA Work Periods ..................................................... ............................... 13 8.4.1 Standard FLSA Work Period ............................. ............................... 13 8.4.2 Continuous Operations FLSA Work Period ...... ............................... 13 8.4.2.1. Day Shift Operations ......................... ............................... 14 8.4.2.2. Night Shift Operations ....................... ............................... 14 8.5 Workweek Schedules .................................................... ............................... 14 8.5.1 Non - continuous Operations Eight -hour Schedule ............................ 14 8.5.2 Non - continuous Operations 9/80 Schedule ........ ............................... 14 8.5.3 Continuous Operations Twelve -hour Schedule . ............................... 14 8.6 Work Schedule .............................................................. ............................... 14 8.7 Changes in Work Hours /Schedules .............................. ............................... 14 8.8 Overtime ....................................................................... ............................... 14 8.9 Scheduled Overtime ......... . .............................................. I..... I...................... 14 8.10 Compensatory Time ...................................................... ............................... 14 8.10.1 Maximum Compensatory Time ..................... ............................... 14 8.10.2 Compensatory Time Accrual ......................... ............................... 15 8.10.3 Payoff of Compensatory Time ....................... ............................... 15 8.11 Call Back Compensation... ................................................ I .... I .................... 15 8.11.1 Workday Call- back ................................................. . ......... I .......... . 15 8.11.2 Non - workday Call- back ...................................... 1.1.11.................... 15 9. Holidays .................................................................................. ............................... 15 9.1 Observed Holidays ....................................................... ............................... 15 9.2 Half -day Holidays ......................................................... ............................... 15 9.3 Discretionary Holiday ................................................... ............................... 15 9.4 "E" Time in Lieu of Holiday Pay ................................. ............................... 16 9.5 Work Performed on a Holiday ...................................... ............................... 16 9.6 Holiday Pay for Non - continuous Operations ............... ............................... 16 9.7 Shift Holiday Pay for Continuous Operations .............. ............................... 16 9.8 Absent on Holidays ...................................................... ..................I............ 16 9.9 Actual Holiday Staffing ................................................ ............................... 16 9.10 Holidays on a Weekend ................................................ ............................... 16 9.11 Holiday Start Time ........ .. ................................................ .... I ... I., ............. .... 16 10. Vacation Leave., ..... I ... I'll, ............ Me, .... I ..................................... % ........................... m 17 10.1 Vacation Leave ............................................................. ............................... 17 10.2 Vacation Accumulation ................................................ ............................... 17 10.2.1 Through Pay Period Ending July 4, 2013 ...... ............................... 17 10.2.2 Effective July 5, 2013 .................................... ............................... 17 U0 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30,2014 Page v Article Title Page 10.2.3 Vacation Cap Appeal ..................................... ............................... 17 10.3 Scheduling .................................................................... ....I...I...................... 17 10.4 Pay Upon Separation from City Service ....................... ............................... 17 11. Other Leaves.... m .......... m..m ............. ..... M..M .................... M ................................ 11 ......... 18 11.1 Sick Leave .................................................................... ............................... 18 11.1.1 Determination ................................ . ............. . .......................... I........ 18 11.1.2 Amount of Sick Leave ...................................... ............................... 18 11.1.3 Sick Leave Request ............................. . .................... ...... I ... I............ 18 11.1.4 Approval of Sick Leave Request ...................... ............................... 18 11.1.4.1 Notification ........................................ ............................... 18 11.1.4.2 Verification of Injury or Illness ......... .........I.........1........... 18 11.1.4.2.1 Usual Verification ............ ............................... 18 11.1.4.2.2 Doctor's Verification ........ . ..................... I....... 18 11.2 Payment of Unused Accumulated Sick Leave Accrued .............................. 19 11.3 Sick Leave Management Policy ................................... ............................... 19 11.4 Industrial Injury or Illness Leave .................................. ............................... 19 11.5 Disability Insurance Program ....................................... ............................... 11.5.1 Application for Benefits .................................... I ......................... .... 19 19 11.5.2 City Determination ........................................... ............................1.. 20 11.5.2.1 Determination of Employee Disability ......4...........4........ 20 11.5.2.2 Medical Prognosis ............................ ..................4............ 20 11.5.2.3 Permanent and Stationary Determination .......4 ............... 20 11.5.2.4 Temporary Determination ................ ............................... 20 11.5.2.5 Permanent and Stationary Determination During Leave of Absence ............................. ............................... 20 11.5.2.6 Accrued Vacation Payment .............. ............................... 20 11.5.247 Insurance Premium Payment ............ ..............................0 21 11.6 Light -duty Program ...................................................... ............................... 21 11.6.1 Coverage ........................................................... ........ I .................. M. 21 11.6.2 Determination Required Reports ....................... ..... I ................ ....... 21 11.6.2.1 Assignments ..................................... ............................... 21 11.6.2.2 Medical Updates ............................... ............................... 21 11.6.3 Light -duty Assignment, Definitions and Restrictions .................... 21 11.6.4 Holidays/Vacations During Light -duty Assignments .................... 22 11.6.4.1 Holidays Observed ........................... ............................... 22 11.6.4.2 Vacations ......................................... ...........................1 ".. 22 11.6.5 Return to Full Duty ......................................... ............................... 22 11.7 Sick Leave As Family Care .......................................... ............................... 11.7.1 Definition of Family Member for Sick Leave as Family Leave 22 Purposes.......................................................... ............................... 22 lid City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page vi July 1, 2012 through June 30, 2014 Article Title 11.7.2 Leave Amount ................................................. ............................... 11.7.3 Concurrent Use of Leave ................................ I., ........................ .... 11.7.4 Notification Procedures ........................................................ I......... 11.8 Bereavement Leave ...................................................... ............................... 11.8.1 Within California ............ . ..................................................... I........ 11.8.2 Outside of California ....................................... ............................... 11.8.3 Definition of Immediate Family for Bereavement Leave Purposes.......................................................... ............................... 11.9 Leave of Absence ......................................................... ............................... 11.9.1 Expiration of Leave of Absence ................ . ........ I.,....................... 11.9.2 Failing to Return from Leave.. ..................................................... 11.10 Pregnancy- related Disability Leave .............................. ............................... 11.10.1 Temporary Transfer ....................................... ............................... 11.10.2 Physical Examination .................................... ............................... 11.10.3 Leave Utilization ........................................... ............................... 11.10.4 Returning from Leave ..... ............................... 1111........................... 11.11 Paternity Leave ............................................................. ............................... 11.12 Military Leave .............................................................. ............................... 11.13 Jury Duty ...................................................................... .............0................. 12. Automatic Progression ............................................................ .........................6..... 12.1 Plant Operators ............................................................. ............................... 12.1.1 Treatment Plant Operator I to II ... ..... .. ........ ... ............................. I... 12.1.2 Certification a Condition of Continued Employment .......... 1........... 12.1.2.1 Grade II Operators ................................. I ...... .................... 12.1.2.2 Grade III Operators ............................ ............................... 12.1.2.3 Maintenance of Required Certification ............................ 12.1.2.4 New Plant Operators Hired After 1 /1/03 .......................... 12.2 Mechanic and Electrical Staff ....................................... ............................... 13. Apprenticeship ........................................................................ ............................... 14. Personnel Practices ................................................................. ............................... 14.1 Probationary Periods.., , ............................................... I ..... I'll ....................... 14.1.1 Duration............................................................ ............................... 14.1.2 Rejection ........................................................... ............................... 14.1.3 Promotional Probation.., ........... I ..... I ........... I ........ I., ......................... 14.1.4 Probation after Transfer ..... ......................I........ .11.11......................... 14.1.5 Probation after Return from Layoff ...................... I .... I.. ",................ 14.2 Transfer ......................................................................... ............................... 14.3 Promotion ..................................................................... ............................... 14.4 Employment Lists ......................................................... ............................... 14.5 Removal of Names from Employment Lists ................ ............................... 14.6 Time Off for Examinations ........................................... ............................... P10 22 23 23 23 23 23 23 23 23 23 23 24 24 24 24 24 24 24 25 25 25 25 25 25 25 25 25 26 26 26 26 26 26 26 26 27 27 27 27 27 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30,2014 Page vii Axticle Title Page 14.7 Resignation and Reinstatement ................................... ............................... 27 14.7.1 Resignation ....................................................... ............................... 27 14.7.2 Reinstatement ................................................... ............................... 27 15. Reduction -in- Force, Layoffs, and Re- employment ................ ..........1.11.1............... 28 15.1 Council Determination ................................................. ............................... 28 15.2 Seniority.. .... e ........................................................................... I .................... 28 15.3 Order of Layoff ............................................................. ............................... 28 15.4 Identical City Service Seniority ........................................... I....................... 28 15.5 Layoff Notification ....................................................... ............................... 28 15.6 Reassignment in Lieu of Layoff ................................... ............................... 28 15.6.1 Vacant Positions in City ................................... ............................... 28 15.6.2 Former Classification ....................................... ............................... 28 15.6.3 Displacement .................................................... ............................... 29 15.6.4 Step Classification ............................................ ..........................4.... 29 15.6.5 Employee Requests ............ . ... . .... . ... . ........................... .. ............ I...... 29 15.7 Layoffs ................. . ............... ... ............ ......................... . ....................... I....... 29 15.7.1 Exercising Rights ............................................... ............................... 29 15.7.2Accrued Leaves.... ......... .................................... 29 15.8 Layoff Re- employment and Reinstatement Lists ................................... I.... 29 15.8.1 Reduction in Force Reclassification or Demotion ............................ 29 15.8.21teduction in Force Re- employment List ........... ............................... 29 15.8.3 Duration and Removal from Reinstatement or Re- employment Lists.................................................................... ............................... 29 15.8.41'robationary Rehires .......................................... ............................... 30 16. Recreational Facilities and Classes ......................................... ............................... 30 16.1 Admission to Classes ........ . ...... . ..................................... I............................. 30 16.2 Use of Facilities ............................................................ ............................... 30 17. Safety ...................................................................................... ............................... 30 17.1 Observance of Safety Rules and Regulations ............... ............................... 30 17.2 Safety Program ............................................................. ........................I...... 30 17.3 Safety Equipment .......................................................... ............................... 30 18. Discipline ................................................................................ ............................... 30 18.1 Action by City .............................................................. ............................... 30 18.2 Notice of Disciplinary Action ....................................... ............................... 31 18.2.1 Notice ................................................................ ............................... 31 18.2.2 Appeal Rights ................................................... ............................... 31 18.2.3 Probationary Discharge .................................... ............................... 31 19. Grievance Procedure ............................................................... ..............................1 31 19.1 Definition of Grievance ...................................................... I........................ 31 19.2 Time for Filing .............................................................. ............................... 31 PII City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page viii July 1, 2012 through June 30, 2014 Aatcle Title Page 19.3 Informal Discussion with Employee's Supervisor — Step 1 ........................ 32 19.4 Formal Written Grievance — Step 2 .............................. ..........................4.... 32 1945 Grievance to Department Head — Step 3 ...................... ............................... 32 19.6 Waiver of Supervisory Review ..................................... .....0......................... 32 19.7 Informal Review by City Manager — Step 4 ................. .......4....................... 32 19.8 Arbitration of Grievance — Step 5 ........................................................... I.... 32 19.9 Selection of Arbitrator .................................................. ............................... 32 19.10 Duty of Arbitrator ......................................................... ............................... 33 19.11 Power of the Arbitrator ................................................. ............................... 33 19.12 Payment of Costs .......................................................... ............................... 33 19.13 Effect of Failure of Timely Action ............................... ............................... 33 19.14 Non -union Representation ............................................ ............................... 33 20. Past Practices and Existing Memoranda of Understanding .... ............................... 33 20.1 Working Conditions ...................................................... ............................... 33 20.2 Prior Agreements .......................................................... ............................... 33 20.3 Changes ......................................................................... ............................1.. 33 21. Employees Covered..,..,.. ....................................................................................... 34 22. Severability ............................................................................. ..................I............ 34 23. Term of the Memorandum of Understanding ......................... ............................... 34 24. Signatures ................................................................................ ............................... 35 Appendix A Operating Engineers, Local 39 Classifications ....... 111.11 .................... 36 Appendix B Certification Premiums ............................................................. I........ 37 Appendix C Stand -by Pay and Flexible Work Schedules for Non -shift 38 Employees............................................................................ ............................... M.. P12 Memorandum of Understanding Between the City of South San Francisco and the International Union of Operating Engineers, Stationary Engineers Local 39, AFL -CIO Preamble This Memorandum of Understanding is entered into by the City of South San Francisco, hereafter designated as "City" and the International Union of Operating Engineers, Stationary Engineers Local 39, AFL -CIO, hereafter designated as "Union" as a mutual agreement for those wages, hours, and conditions of employment in effect during the period of July 1, 2012 through June 30, 2014. Article 1. Recognition International Union of Operating Engineers, Stationary Engineers Local 39, AFL -CIO is recognized as the majority representative, as provided in City's Resolution 135 -79 adopted 12/4/79, for all full -time regular employees in the classifications assigned to Unit D as identified in Appendix A of this Agreement. Article 2. Union Security 2.1 Agency Shop —A probationary or permanent employee who is employed in a classification covered by this Agreement shall, as a condition of employment, be governed by the following agency shop provision: 2.1.1 New Employees— Probationary or permanent employees hired into a classification covered by this Agreement, shall authorize, within 30- calendar days from the date of hire, one of the following payroll deductions: 2.1.1.1 Union dues. 2.1.1.2 Agency fee equal to 94% of the union dues. 2.1.1.3 Charitable contribution to equal agency fee. The charity shall be one of the two mutually agreed upon below listed charities that meet IRS 501(c)(3) taxation exemption requirements: • United Way of the Bay Area. • Combined Health Agencies (CHA). 2.1.2 Notification of New Employees —The City agrees to make a good faith effort to advise the Union within 10 business days of a new hire. P13 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 2 July 1, 2012 through June 30, 2014 2.1.3 Changing Deductions —An employee who opts for union dues shall not be permitted to change or terminate such deduction. At any time with proper authorization, an employee who opts for an agency fee deduction shall be permitted to change to union dues but is not permitted to change to a charity. An employee who opts for a charity shall be permitted to change to an agency fee or union dues deduction. 2.1.4 Deductions During Absences —No employee covered by this provision shall be required to pay any dues, fees, or charitable contributions during an unpaid leave of 30 days' duration or longer if the employee is on a leave due to the exhaustion of all paid leaves for which the employee is eligible. 2.1.5 Failing to Follow this Article —The following steps shall be followed in order to enforce this provision for employees who fail to comply with the requirements of this article. 2.1.5.1 City Notification —The Union shall notify the City in writing of the name of the employee who has failed to comply. This letter will make a demand upon the City to enforce this provision to collect amounts due commencing with the receipt date of the Union letter, but not for any amounts covering the time preceding the Union demand letter. 2.1.5.2 City Obligation — Within 5 business days of receiving notification from the Union, the City shall in writing, advise the employee of the requirements of this article and that the employee has 5- business days in which to comply. 2.1.5.3 Re- notifying Employee —If the employee does not respond in writing after 5- business days of the notification, the City must again notify the employee in writing that if the employee does not voluntarily comply with this article the agency fee will be automatically deducted from the employee's paycheck. 2.1.5.4 Involuntary Deductions —If, within 5- business days the employee does not comply, the involuntary deduction of the agency fee shall commence retroactive to the receipt date of the Union demand letter. 2.1.6 Invalidated Fees —If this article is held to be invalid under state or federal law, then all of this article shall be null and void and subject to re- negotiation. The Severability article is this Agreement shall govern all other provisions of this article. 2.1.7 Hold Harmless —The Union agrees to indemnify and hold harmless the City and all officials, employees, and agents acting on its behalf, from any and all claims, actions, damages, costs of expenses including all attorney fees and costs of the defense in actions against the City, its officials, employees, or agents arising out of the City's compliance with this article. 2.1.8 Deduction Forms — Sign -up forms for union dues and agency fees shall be provided by the Union and approved by the City. P14 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 3 2.2 Communication with Employees —The Union shall be provided reasonable space on bulletin boards at each work site for posting notices concerning official union business. All such notices must receive prior approval from the department or division head before posting. 2.3 Advance Notice— Except as provided below, the Union shall be given reasonable advance written notice, if affected, of any ordinance, resolution, rule, or regulation proposed to be adopted by the City directly relating to matters within the scope of representation. The Union shall be given the opportunity to meet and consult with appropriate management representatives prior to the adoption. Proper advance notice shall consist of written notice to the designated business agent. If public safety, public welfare, or an emergency arises that requires any of the above actions to be taken by the City without notice to the Union, the City may take the action while concurrently giving notice that affords the Union a reasonable time in which to meet with management representatives. 2.4 Copies of Memorandum of Understanding —The City and the Union shall share the cost of printing sufficient copies of the Agreement for all current bargaining unit employees, new bargaining unit employees, and management employees. Article 3. Management bights To ensure that the City is able to carry out its constitutional and statutory functions and responsibilities, nothing contained herein shall be construed to require the City to meet and confer on matters that are solely a function of management. This is including but not limited to the right to direct the work force; to select and determine the number and types of employees required; to determine the content of job classifications; to hire, transfer, promote, suspend, discipline, and discharge employees; to assign work to employees in accordance with the requirements determined by the City; to establish and change work schedules and assignments; to layoff employees for lack of work; to expand or diminish services; to subcontract any work or operations; to determine and change methods of operations; to determine and change work locations, the processes, and the materials to be employed; and to take all necessary actions to perform its functions in emergencies. Article 4. No o Discrimination There shall be no discrimination because of legitimate union activities as defined by Meyers - Milias -Brown Act, against any employee by the Union, by the City, or by anyone employed by the City. P15 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 4 July 1, 2012 through June 30, 2014 Article 5. Union Stewards and Official Representatives 5.1. Union Stewards —The Union shall be entitled to a reasonable number of stewards who shall restrict their activities to the processing of grievances and shall be allowed a reasonable amount of time for this purpose. The Union shall notify the Personnel officer in writing of the names of the stewards. 5.2. Permission to Leave Workstations— Stewards shall obtain permission from their supervisor before leaving their workstations to assist a grievant and shall report back to their supervisor before returning to their workstations. This provision shall not be used to prevent the Stewards from performing their duties or obligations set forth in this article, provided however, that the use of time for this purpose shall be reasonable and shall not interfere with the requirements of the City's services, as determined by the City. 5.3. Abuse of this Article —In the event the City determines that Stewards are abusing the provisions of this article, the Union agrees to meet with the City, immediately, to investigate the City's complaint and to ensure full compliance by Stewards with the provisions of this subsection. 5.4. Representation for Disciplinary Action — Whenever an employee is required to meet with a supervisor or management official and the employee reasonably anticipates that such meeting will involve questioning leading to disciplinary action, the employee shall be entitled to have a steward and/or Union representative present upon request. In the event the employee desires the presence of a Union representative, the City will contact the representative and arrange a mutually acceptable time and day to hold the meeting. Except in instances where immediate disciplinary action is necessary, once scheduled, the City shall consider reasonable requests to move the meeting date forward by up to 5- working days for the convenience of the Union representative. 5.5. Union Representatives —The Union shall provide the City with a written list of not more than 2 individuals who are their authorized representatives and any changes thereto. An authorized representative of the Union shall be allowed to visit the work location for the purpose of ascertaining whether this Agreement is being observed. This right shall be exercised reasonably. An authorized representative of the Union shall report to the department and/or division head before proceeding to the work location. The representative shall not interfere with the normal conduct of work. Activities, such as the soliciting membership, collecting dues, holding membership meetings, campaigning for office, conducting elections, and distributing literature are strictly prohibited during working hours without prior approval of the appointing authority. 5.6. Access to Personnel Files —An employee or, on presentation of written authorization from the employee, the employee's representative, shall have access to the employee's personnel file upon request, in accordance with applicable law. P16 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Article 6. Salaries and Other Compensation Page 5 6.1 Definitions- 6.1.1 Base Pay —Base pay is the rate of compensation paid for a specified classification of employment, excluding any other payments. 6.1.2 Enhanced Pay — Enhanced pay is the rate of compensation that includes base pay and incentive pay such as longevity, education, and special assignment pay. Enhanced pay does not include acting pay or other temporary assignment pay. Each incentive pay will be computed on base pay. The sum of the base pay plus each incentive is the enhanced rate of pay. 6.2 Wage Rates —There shall not be any across - the -board base wage rate increase during this contract. 6.3 Classification and Compensation Study —The City shall contract with a professional compensation management consulting firm to conduct a Classification and Compensation Study to review all Local 39 unit positions. Salary shall be set at the 50'h percentile of total compensation. 6.3.1. Compensation Adjustments —Any increase resulting from the Classification and Compensation Study shall be capped up to 3% and will be effective July 5, 2013. 6.3.2. Benchmarked Classifications —Below is a list of classifications within the Unit that are benchmarked. The benchmarked classifications will be used for salary and total compensation surveys, and adjustments for the benchmarked classification will also be received for the linked classification. Classifications may be added to this list, as appropriate, and as positions change, benchmarking or linkages may also change. Classifications Links Environmental Compliance Inspector..... Senior Environmental Compliance Inspector, Laboratory Chemist, Senior Laboratory Chemist Plant Electrician II ................... I.............. Plant Electrician I Plant Mechanic II ..... ............................... Lead Plant Mechanic, Plant Mechanic 1, Utility Worker Plant Operator II ....... ............................... Lead Plant Operator, Plant Operator I Apprentice Operator I ............................. As determined by Union Policy See below 6.4 Apprentice Wage Rates — Apprentice Operators shall be paid no less than the following percentage of the current journey (Plant Operator II) base rate of pay. 1st 12 -month period..... 65% 6th 6 -month period.... 85% 3rd 6 -month period....... 70% 7th 6 -month period.... 90% 4th 6 -month period....... 75% 8th 6 -month period.... 95% 5th 6 -month period....... 80% 5th 6 -month period.... Thereafter, at the journey - level plant operator base rate of pay. P17 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 6 July 1, 2012 through June 30, 2014 6.5 Premium Pay for Grade Certification — Employees who possess valid certificates shall be compensated at higher rates pursuant to Appendix B. These Certification Premiums are effective upon adoption of this contract extension by all parties. The prior schedule will remain in place until that time and any increase will not be retroactive. 6.5.1 Mechanical and Electrical Classifications —An employee in the classification of Plant Electrician II, Plant Electrician I, Plant Mechanic 1, or Plant Mechanic II, who possesses a valid California Water Environment Association Grade I Certification in Electrical, Instrumentation, or Mechanical Technology prior to 12/31/99 shall be compensated at a rate 2% higher than the base rate of pay for which the employee qualifies pursuant to the salary schedule. 6.6 Longevity Pay Plan for Employees Hired Prior to July 1, 2012 — Permanent full -time employees hired prior to July 1, 2012 shall be eligible for longevity pay in accordance with the following schedule: 6.6.1 Fifteen Years of Service —After 15 -full years of regular service, 1.5% will be added to the employee's base rate of pay. 6.6.2 Twenty Years of Service —After 20 -full years of regular service, in addition to above, another 1.0% will be added to the employee's base rate of pay. Longevity pay is not available for employees hired on or after July 1, 2012. 6.7 Shift Differential — Employees assigned to work the night shift (6:00 p.m. to 6:00 a.m.) shall receive an additional 6% of base pay for all hours worked during these periods. Shift differential compensation is not paid to employees during approved leaves (i.e., sick, vacation, injury, paid family care, family medical leave, etc.). 6.8 Like -Work for Like -Pay (Temporary Upgrading) —An employee assigned by the City to the duties of a first -line supervisor or above shall be paid the salary of the position commencing with the first day of the assignment. First -line supervisory employees and above, assigned to higher classification duties shall not be paid the salary of the higher classification unless the employee serves in that capacity for 30- consecutive calendar days or more. If this occurs, the employee shall receive the pay of the higher classification commencing with the first day of the 30 -day service in the higher classification. 6.9 Temporary Assignment to Higher -level Classification— Except for first -line supervisory classifications and above that are governed by the provisions of Like Work for Like Pay as outlined above, an employee who is assigned and performs the duties of a higher classification for a period of 3 or more hours, shall receive additional compensation for each hour so assigned at the rate of pay for which the employee would qualify had the employee been promoted to the higher -level classification. 6.10 Salary Plan Administration and Advancement Within Salary Rates — Employees appointed at the first step of the salary range shall be eligible for advancement to the second step of the specific salary range 6 months after original appointment, provided that the employee's performance merits the increase. Advancement to the remaining WL City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 7 steps may be made after 1 year of satisfactory service at each successive salary step, provided that the employee's performance merits the increase. 6.11 Revisions to the Salary Schedule — Changes in an employee's salary because of promotion or demotion may set a revised salary date for that employee. Whenever the salary schedule for a classification is revised, each incumbent in a position to which the revised schedule applies, shall be paid at the same step in the revised rates as the step at which the employee was paid in the previous rate. 6.11.1 Salary Plan Administration and Salary Step After Promotion —When employees are promoted, they shall receive not less than the equivalent of a one- step, 5% salary increase. 6.11.2 Salary Plan Administration and Salary Step After Demotion —When an employee has a voluntary or involuntary demotion, the employee's compensation shall be adjusted to the salary for the classification to which the employee is demoted. Unless otherwise provided, the appointing authority shall determine the specific rate of pay. However, an employee demoted as a result of an abolished position shall be placed at the step in the lower classification that most closely approximates, but does not exceed, the employee's salary in the higher classification. If an employee takes a voluntary demotion to a classification previously held from a classification within the same series, the employee shall be placed at a step commensurate with length of service in both classifications. If the classifications are not within the same series, the employee shall be placed at the same step in the lower classification the employee last held. The service time at such step shall be the same as the service time held previously at such step. 6.12 Salary Plan and Payperiods — Employees shall be paid biweekly, unless mutually agreed to by the City and the Union. 6.13 Certification Reimbursement - 613.1 Mandatory Certification —The City will reimburse employees for all fees associated with the successful completion of any certifications that are required as a condition of employment. 6.13.2 Voluntary Certification —The City will reimburse employees for all reasonable fees associated with the maintenance of elective professional certifications deemed to be pertinent to the employee's classification by plant management. 6.14 Contracting Work —At such times that the regular workload may preclude the use of existing staff to undertake special or emergency maintenance projects, Management will consult with Unit members prior to the contracting out of Unit work. Plant employees have been and will continue to be offered overtime opportunities as they arise. Management is responsible for monitoring the backlog of work to ensure that staff resources are not overburdened. 6.15 Committee Review — Provide for a small labor management committee to review compensation agencies and comparison data each year prior to survey being conducted. 6.16 Uniforms —The monetary value for the purchase of uniforms and maintenance through the City- contracted uniform company is reportable to CalPERS as special compensation. P19 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 8 July 1, 2012 through June 30, 2014 This excludes items that are for personal health and safety such as protective garments and safety shoes. Article 7. Health and Welfare Plans All full -time regular employees shall be eligible to receive insurance benefits, subject to the terms and conditions of the City's contracts with health insurance providers, as follows: 7.1 Medical Insurance- 7.1.1 Available Plans — Eligible employees shall be permitted to select medical insurance coverage for themselves and their eligible dependents from one of the available medical plans the City has with the carriers, subject to the terms and conditions of the City's contract with the providers: P20 • Kaiser Permanente • Blue Shield of California. 7.1.2 Payment of Premium Costs —the City shall pay the premium cost for eligible employees and their dependents to the insurance provider for the plan selected by each employee up to the highest HMO family rate. Employees who opt for a more expensive plan offered through the City will pay any additional cost over the HMO rate based on coverage size (single, two, family). 7.1.3 Effective Date of Coverage —The effective date of medical insurance shall be the first of the month following the date of hire, provided the employee properly submits a completed enrollment form within 31 days of the eligibility date. Coverage shall terminate at 12:00 midnight on the last day of the month in which the employee is on paid status prior to separation from employment with the City, and dependent coverage shall terminate on the date prescribed by each medical insurance provider's contract. 7.1.4 Medical Plan Advisory Committee —A medical plan advisory committee was convened to explore alternatives to the City's medical plan. On or around December 1, 2012, the City and this bargaining unit agree to open negotiations solely upon Article 7. Health and Welfare to consider recommendations made by the committee. Any changes to the medical plan will be subject to mutual agreement. 7.2 Dental Insurance- 7.2.1 Core Dental Plan — Eligible employees and their dependents shall be provided dental insurance, subject to the terms and conditions of the City's contract with the provider. 7.2.2 Calendar Year Maximum —The maximum annual benefit is $19500. 7.2.3 Orthodontia —The lifetime orthodontia coverage is $1,000 for eligible dependents. P20 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 9 7.2.4 Payment of Premium Costs —The City shall pay the premium costs for eligible employees and their dependents to the insurance provider for the basic plan per 7.2.2 and 7.2.3. 7.2.5 Effective Date of Coverage — Coverage is effective on the first day of the month following completion of 6 -full- months of employment with the City, provided the employee properly submits a completed enrollment form within 31 days of the eligibility date. Coverage shall terminate at 12:00 midnight on the last day of the month in which the employee is on paid status prior to separation from employment with the City, and dependent coverage shall terminate on the date prescribed by the provider's contract. 7.2.6 Buy -Up Dental Plan— Subject to the terms and conditions of the City's contract with the provider, employees may participate in an enhanced dental plan by paying the additional coverage costs over the core dental plan. 7.3 Vision Insurance- 7.3.1 Available Plan — Eligible employees and their dependents shall be provided vision insurance with tints coverage, subject to the terms and conditions of the City's contract with the provider. 7.3.2 Payment of Premium Costs —The City shall pay the premium costs for eligible employees and their dependents to the insurance provider. 7.3.3 Effective Date of Coverage — Coverage is effective on the first day of the month following date of hire. Coverage shall terminate at 12:00 midnight on the last day of the month in which the employee is on paid status prior to separation from employment with the City. 7.4 Discretionary Benefit Option —An employee may elect to receive $550 per month in deferred compensation monies in lieu of medical, dental, and vision benefits through the City. 7.4.1 Proof of Alternate Insurance —The employee must provide proof of alternate medical insurance and will be held responsible for maintaining own medical insurance benefits through the alternate source. 7.4.2 Exercising the Option— Employees wishing to exercise this option may do so by submitting a completed Discretionary Benefit Option form to the Human Resources Department. Employees may change the discretionary benefit option once each year during the open enrollment period for medical plans, or at another time during the year provided the employee can demonstrate to the City's satisfaction a bona -fide need. 7.5 Life Insurance and Accidental Death and Dismemberment Insurance- 7.5.1 Term Life Value— Subject to the terms and conditions of the City's contract with the provider, the Term Life Insurance for employees has a face value of $50,000. 7.5.2 AD&D Value— Subject to the terms and conditions of the City's contract with the provider, Accidental Death and Dismemberment Insurance available for employees has a face value of $50,000. P21 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 10 July 1, 2012 through June 30, 2014 7.5.3 Payment of Premium Costs —The City shall pay the premium costs for eligible employees to the insurance provider. 7.5.4 Effective Date of Coverage — Coverage is effective on the first day of the month following date of hire. Coverage shall terminate on the date the employee ceases to be an employee of the City. 7.5.5 Supplemental Life Insurance — Subject to the terms and conditions of the City's contract with the provider, employees may purchase supplemental life insurance at their own cost through the City's life insurance plan. 7.6 Disability Insurance Program— Subject to the terms and conditions of the City's contract with the provider, full -time employees shall be provided Short-term Disability (STD) and Long -term Disability (LTD) insurance. If an eligible and covered employee becomes disabled while insured, the provider will pay benefits according to the terms of the group policy after receipt of satisfactory proof of loss. 7.6.1 Short -term Disability —After a 20 -day waiting period, an eligible employee may receive 66 -2/3% of pre - disability earnings, reduced by any deductible income as determined by the insurance carrier, up to a maximum monthly amount, until LTD benefits begins. 7.6.2 Long -term Disability —After a 90 -day waiting period, an eligible employee may receive 66 -2/3% of pre - disability earnings, reduced by any deductible income as determined by the insurance carrier, up to a maximum monthly amount. 7.6.3 Payment of Premium Costs —The City shall pay the premium costs for medical, dental, vision, and life insurance for eligible employees to the insurance providers. 7.6.4 Effective Date of Coverage --- Coverage is effective the first day of the calendar month following the date of hire. Coverage ends on the date employment terminates. 7.7 Education Expense Reimbursement Program —All employees are eligible to participate in this program. With approval by the department head, an employee who takes a course at an accredited educational institution shall be eligible to receive reimbursement of 50 %, for the costs of tuition, fees, and course materials, not to exceed $500 per fiscal year. 7.7.1 Continuing Education Expenses —The City will provide such training and continued education as is necessary to meet the certification renewal requirements for all job - related employee certifications. Such expenses shall be paid by the City or reimbursed to the employee, who has provided appropriate acceptable documentation. 7.8 Section 125 Plan —Based on the terns and conditions of the City's plan, each employee may participate in the IRS - defined section 125 plan. 7.8.1 Group Insurance Premium Plan: This program allows employees to pay their portion of insurance premiums with pre -tax dollars. 7.8.2 Health Care Reimbursement —This program is available for out -of- pocket unreimbursed health care expenses as allowed under the Plan. P22 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 11 7.8.3 Dependent Care Reimbursement —This program is available for out -of- pocket unreimbursed dependent care expenses as allowed under the Plan. 7.9 Section 457 Deferred Compensation Plan — Employees are eligible, subject to the terms and conditions thereof, to participate in the Deferred Compensation Plans available to City employees. 7.10 Deceased Employee /Retiree Benefits —The City will allow the spouse of a deceased employee /retiree and existing covered dependents to continue to purchase health insurance from a City- provided medical, dental, or vision plan at the City's premium rate, provided: • There is no cost to the City. • The health provider does not require a City contribution. • The City is held harmless if the coverage is discontinued. 7.11 Retired Employee Benefits —. 7.11.1 Group Medical Insurance for Qualifying Retirees —An employee who was hired prior to the adoption of an alternate retiree medical plan by all City bargaining units similar to the plan described in Section 7.11.2 may elect to continue his or her City sponsored medical insurance if the employee is enrolled in the City's group medical plan and retires concurrently with CalPERS and the City. In order to be eligible for this benefit, the employee must have five years of continuous City employment at the time of his or her retirement. The monthly premium that the City will make for retiree medical insurance pursuant to this provision equals the monthly monetary contribution that the City makes for single retiree medical HMO coverage. Retirees will be required to pay any additional costs in order to receive retiree medical benefits. An eligible retiree may also elect to continue dependent coverage provided that the retiree bears the full premium costs for any eligible dependents. Former part-time employees eligible for this benefit will receive a pro -rated retiree medical contribution based on the average budgeted hours of their former position during their final two years of City service. A retiree must continually receive a CalPERS retirement allowance in order to remain eligible to receive retiree medical insurance contributions. Any retiree that unretires from CalPERS and returns to active service with a CaIPERS covered agency will permanently forfeit their eligibility for retiree medical benefits pursuant to this provision. 7.11.2 Alternate Retiree Medical Plan ( "GASB Language'�--An employee who was hired after the adoption of an alternate retiree medical plan by all City bargaining units will not be eligible to participate in the Retiree Medical Insurance program described in 7.11.1. Instead, the City will contribute one and one -half percent (1.5 %) of such an employee's base salary toward a Medical after Retirement Savings Account (e.g. VEBA or similar City- sponsored plan). 7.11.3 Group Dental Insurance for Qualifying Retirees —An employee may elect to continue his or her City sponsored dental insurance if the employee is enrolled in the City's group dental plan and retires concurrently with CalPERS and the P23 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 12 July 1, 2012 through June 30, 2014 City. In order to be eligible for this benefit, the employee must have five years of continuous City employment at the time of his or her retirement. The retiree bears the full premium costs for himself/herself and any eligible dependents and will be completely responsible for these payments and for continuing dental coverage. 7.11.4 Group Vision Insurance for Qualifying Retirees —An employee may elect to continue his or her City sponsored vision insurance if the employee is enrolled in the City's group vision plan and retires concurrently with Ca1PERS and the City. In order to be eligible for this benefit, the employee must have five years of continuous City employment at the time of his or her retirement. The retiree bears the full premium costs for himself/herself and any eligible dependents and will be completely responsible for these payments and for continuing vision coverage. 7.12 Retirement Plans —The benefit contract in effect between the City and the Public Employees' Retirement System (PERS) on behalf of eligible employees of this Unit shall be continued during the term of this Agreement. Retirement benefits shall be those established for miscellaneous employees by the Federal Social Security Act providing Old Age and Survivor's Insurance and PERS Miscellaneous Employees' 2.7% at age 55 Plan with one -year final compensation. Employees hired after a specified date no later than June 30, 2010, will be provided a PERS Miscellaneous Employees' 2% at age 60 with three -year final compensation. 7.12.1 Employee Contributions to Retirement System —The rate prescribed by PERS for employee contributions shall be deducted from the pay by the City and forwarded to PERS in accordance with the rules and regulations governing such employee contributions. This amount is 8% of base salary for Miscellaneous Employees as prescribed by PERS for employees with 2.7% at age 55 retirement benefit and 7% of salary for Miscellaneous employees with 2% at age 60 retirement benefit. The remainder of any rate, which may be subsequently prescribed by PERS for employee contributions, shall be deducted from employees' pay by the City and forwarded to PERS in accordance with the rules and regulations governing such contributions. 7.12.2 Sick Leave Service Credit —Sick Leave accrued but not used and not paid based on the terms of this Agreement at the time of an employee's concurrent retirement from City service and PERS shall BE reported to PERS for the sick leave service credit provision. 7.12.3 Optional Provisions Added —An employee who has served in the military may be eligible for Military Service Credit, as authorized by applicable law. 7.13 Retirement Health Savings (RHS) Plan — Operating Engineers Local 39 member employees may participate in the RHS Plan to the extent permitted under the existing RHS Plan policy. P24 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 13 Article 8. flours of Work and Overtime 8.1 Definitions- 8.1.1 Continuous Operations — Positions that work continuous operation is defined as positions that must be staffed 24 -hours per day, 7 days per week, 52 weeks per year (24/7). 8.1.2 Non - continuous Operations — Positions that work on a non - continuous basis is defined as any position that does not require staffing 24 -hours per day. 8.2 Workday - 8.2.1 Eight -hour Schedule —Eight (8) consecutive hours of work shall constitute a regular work shift for those non - continuous operations staff except that it may be interrupted by a 30 minute paid lunch break. All employees shall be scheduled to work on a regular work shift, and each work shift shall have regular starting and quitting times. 8.2.2 Nine -hour Schedule —Nine (9)- consecutive hours of work shall constitute a regular work shift for those non - continuous operations staff except that it may be interrupted by a 30 minute paid lunch break. All employees shall be scheduled to work on a regular work shift, and each work shift shall have regular starting and quitting times. 8.2.3 Paid Lunch Break for Eight- and Nine -hour Schedule —The 30- minute paid lunch break must be taken at a location where the staff must be immediately available for a response and the employee must be on call for any questions or tasks required during the lunch period. 8.2.3.1 Unscheduled Overtime as a result of Paid Lunch Break —If the amount of unscheduled overtime hours incurred by bargaining unit members results in the need for overtime by 5 percent or more, management has the right to examine the cause and make changes or eliminate paid lunches. 8.2.4 Twelve -hour Schedule — Twelve consecutive hours of work shall constitute a regular work shift for those continuous operations staff except that it may be interrupted by a paid lunch break. All employees shall be scheduled to work on a regular work shift, and each work shift shall have regular starting and quitting times. 8.3 Rest Periods — Employees shall be entitled to one 15- minute rest break during each 4 hours of an assigned shift. Such rest breaks shall not be accumulative and shall be taken at a time when the work schedule permits. 8.4 FLSA Work Periods —The work period under the Federal Labor Standards Act (FLSA) is a period of 7 consecutive 24 -hour periods. The City has established the beginning of the work period as follows. Nothing in this provision is intended to affect the right of any employee to overtime pursuant to the terms of this MOU. 8.4.1 Standard FLSA Work Period —The standard FLSA work period begins at 12:01 am Friday and ends at 12:00 midnight the following Thursday. 8.4.2 Continuous Operations FLSA Work Period— P25 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 14 July 1, 2012 through June 30, 2014 8.4.2.1 Day Shift Operations —The FLSA Work Period for day shift operators assigned to Continuous Operations begins at 10:00 am on Saturday and ends at 9:59 am on the following Saturday. 8.4.2.2 Night Shift Operations —The FLSA Work Period for night shift operators assigned to Continuous Operations begins at 10:00 pm on Saturday and ends at 9:59 pm on the following Saturday. 8.5 Workweek Schedules - 8.5.1 Non - continuous Operations Eight -hour Schedule —The workweek shall consist of 5- consecutive 8 -hour days for non - continuous operations staff. 8.5.2 Non - continuous Operations 9180 Schedule —The workweek for employees assigned to work the 9/80 plan shall consist of eight 9 -hour workdays and one 8- hour workday in each 80 -hour payperiod 8.5.3 Continuous Operations Twelve -hour Schedule —The workweek for plant operators shall consist of 12 -hour workdays within an 80 -hour per payperiod schedule. 8.6 Work Schedule —Work schedules showing the employee's shifts, workdays, and work hours shall be posted on the employee bulletin boards or are available in an electronic format. 8.7 Changes in Work Hours /Schedules — Except for situations where the City determines an emergency exists, changes in work schedules shall not be made until the employee and representative have been given reasonable opportunity to discuss said changes with the appropriate management representative. 8.8 Overtime — Authorized work performed by an employee in excess of scheduled workday or workweek shall constitute overtime except as otherwise provided. An employee required to work in excess of scheduled work hours shall be compensated for each overtime hour so worked at the rate of 1.5 times the employee's enhanced rate of pay. No form of overtime payment shall be made where time worked prior to the beginning of a shift or following completion of a shift is less than 12 minutes in duration. 8.9 Scheduled Overtime — Employees who are scheduled to return to work shall be compensated as overtime hours at 1.5 times the employee's enhanced rate of pay. Those hours must be worked. 8.10 Compensatory Time —With the supervisor's approval, employees may receive compensatory time at the rate of 1.5 times of the employee's enhanced rate of pay for each overtime hour worked, or may accumulate and use compensatory time in accordance with departmental policies. 8.10.1 Maximum Compensatory Time —All compensated time off may be taken in accordance with departmental policies. Accumulated compensatory time cannot exceed 72 hours. Anyone wishing to exercise this option must give a 5 -day notice of the desire for compensatory time off and the time off must be taken so as not to interfere with the minimum staffing and continued functioning of the division or operation. P26 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 15 8.10.2 Compensatory Time Accrual —Hours worked that qualify for compensatory time accrue beginning with the first full payperiod of each calendar year and end at the conclusion of the last payperiod of each calendar year. Hours earned in one year cannot be carried forward to the next calendar year. 8.10.3 Payoff of Compensatory Time — During the second payperiod of each calendar year, all earned but not used compensatory time shall be paid to the employee at the employee's enhanced rate of pay. 8.11 Call -back Compensation— Employees who in the course of their employment are called back to work shall receive overtime pay at the rate of 1.5 times the employee's enhanced rate of pay for each hour worked based on the conditions below. Workday means the day the employee's shift begins and call back commences with the time the employee reports to work and concludes when the employee is released from the assigned work or the beginning of the employee's normal work period, whichever occurs first. 8.11.1 Workday Call - back —An employee shall receive a minimum of 3 hours overtime pay for each call -back that occurs on scheduled workdays. 8.11.2 Non - workday Call - back —An employee shall receive a minimum of 4 hours overtime pay for each call -back that occurs on non - scheduled workdays. Article 9. Holidays 9.1 Observed Holidays —The City observes the followin January1 ..................................... ............................... Third Monday in January ......... . ....... I........................ Third Monday in February ......... ............................... LastMonday in May ....................... I.......................... July4 ........ ............................... First Monday in September .... Second Monday in October.... November 11 .......................... g holidays: New Year's Day Martin Luther King, Jr. Day President's Day Memorial Day ........ Independence Day .................. Labor Day ....I .............. Columbus Day Observed Fourth Thursday in November ... ............................... Friday following Fourth Thursday in November ...... Veteran's Day Thanksgiving Day Day After Thanksgiving December 25 ............................... ............................... Christmas Day 9.2 Half -day Holidays —In addition, the City observes the following half -day holidays: December 24 ........................................ I..................... Christmas Eve Day December 31 ............................... ............................... New Year's Eve Day 9.3 Discretionary Holiday —Each employee shall be entitled to one 8 -hour paid holiday each calendar year, which may be taken at the discretion of the employee. Once accrued, this discretionary holiday will be used before vacation leave. An employee who has not used the discretionary holiday prior to the last day of the last pay period in the calendar year shall forfeit the receipt of compensated time or pay for such holiday that calendar year. P27 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 16 July 1, 2012 through June 30, 2014 9.4 "E" Time in Lieu of Holiday Pay —When a City- observed holiday falls on a regularly scheduled day off, the employee shall be compensated for 8 hours at the enhanced rate of pay for the full day holiday observed, or the employee may request 8 hours of `B" time in lieu of holiday pay, with the approval of division management, subject to the 36 hour compensatory cap provision. `B" time is time off at straight time for the hours earned in lieu of holiday pay. 9.5 Work Performed on a Holiday— Except for employees assigned to continuous operations or as provided above, any regular full -time employee who is required to work on any authorized holiday, in addition to receiving regular pay for such holiday, shall be paid at the overtime rate for all hours worked. 9.6 Holiday Pay for Non - continuous Operations — Regular full -time employees, except for staff assigned to continuous operations, shall be entitled to observe all authorized holidays at full pay, not to exceed 8 hours for any one day, provided they are in paid status on both their regularly scheduled workdays immediately preceding and following the holiday. 9.7 Shift Holiday Pay for Continuous Operations — Employees assigned to continuous operations, who by nature of their assignment are unable to observe City holidays, shall be compensated for authorized holidays through shift holiday pay at the enhanced hourly rate of pay, not to exceed 8 hours, as straight time for the holiday in addition to straight time for the hours worked. 9.8 Absent on Holidays —Staff scheduled to work on a City holiday, but who are unable to do so due to a job - related injury, shall remain eligible for payment in accordance with this provision as long as the employee is not receiving compensation from other sources. An employee unable to work a holiday due to illness or to an injury unrelated to the job and who is on paid leave shall also be compensated for the holiday pursuant to this provision provided that the employee submits to the immediate supervisor a doctor's certificate verifying the illness or injury. 9.9 Actual Holiday Staffing—In addition to the staff assigned on rotational shifts, 2 workers may be assigned to work at the Treatment Plant on 12/24 (half day), 12/31 (half day) and the Friday following Thanksgiving. These 2 additional employees are to be compensated for the holiday at the enhanced hourly rate of pay as follows: Straight time for the holiday and straight time for the hours worked. A designated City management employee shall make the assignment. The assignment will be made, first by relying on volunteers, but if there are no volunteers, then the assignments are made on a rotational system established by the City. 9.10 Holidays on a Weekend —When any of the aforementioned holidays fall on a Sunday, it shall be observed on the following Monday; any holiday falling on a Saturday shall be observed on the preceding Friday. 9.11 Holiday Start Time —For employees who work a continuous operation schedule, holidays occur on the actual holiday. Employees who begin to work a shift that starts anytime after 12:00 midnight on the actual holiday are considered to be working the holiday. P28 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 17 Article 10. Vacation Leave 10.1 Vacation Leave — Regular full time employees shall accrue vacation as follows: Length of Continuous Service Biweekly Accrual Rate 0 through completion of 4'h year ................... I...................... 4.62 hours Fifth through 14s' year.. ... m .......................... I ........... I ............ 6.16 hours Fifteenth through 24s' years..,.. .......................... M ....... M ......... 7.69 hours Twenty-fifth and succeeding years ....... ............................... 9.23 hours 10.2 Vacation Accumulation - 10.2.1. Through Pay Period Ending July 4, 2013 —An employee may defer 40 hours of vacation leave to the succeeding calendar year. In addition, if the service requirements are such that an employee cannot take all entitled vacation in the calendar year, the employee may defer, with the approval of the department head, the unused portion to the following year, provided that no more than 30 working days of vacation are accumulated. The employee shall file a written request to defer vacation with the department head and the appointing authority. Deferred vacation not taken during the calendar year immediately following the calendar year in which the vacation leave was deferred shall be compensated in time off or compensation during January 2013. 10.2.2. Effective July 5, 2013 —An employee may accumulate up to two rimes their annual accrual amount of vacation hours. Once an employee has accumulated two times the annual accrual, no further vacation leave will accrue until the pay period after the vacation balance has been reduced below the two -year cap. 10.2.3. Vacation Cap Appeal —If an employee is continually denied vacation or pre - scheduled vacation is cancelled, the employee may submit documentation for review by Human Resources on a case -by -case basis for resolution based on the following criteria: • The employee has signed documentation that the vacation was approved and then cancelled at a later date. • The employee has multiple (3 or more) documented vacation denials that are not for prime vacation periods (i.e., Christmas, Thanksgiving, New Years, Independence Day, etc.) and are not short notice requests. 10.3 Scheduling —The times during the year at which an employee shall take vacation shall be determined by the department head with regard for the wishes of the employee and the needs of City service. 10.4 Pay Upon Separation from City Service — Employees separating from the City Service shall be paid at their current hourly salary rate for all unused accrued vacation hours. No such payment shall be made for vacation hours accumulated contrary to the provisions of these sections. pig City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 18 July 1, 2012 through June 30, 2014 Axticle 11. Other Leaves 11.1 Sick Leave- 11.1.1 Determination —Every regular permanent and probationary employee, who is temporarily and/or partially disabled from performing the full scope of the usual and customary duties of his or her classification as the result of an injury or illness that is not industrially caused, shall be eligible to receive sick leave without loss of salary or benefits within the limits set forth below. 11.1.2 Amount of Sick Leave — Employees will accrue 8 hours per month of sick leave. Such leave may be accumulated without limit. 11.1.3 Sick Leave Request —An employee shall prepare and present a request for sick leave on each occurrence of sick leave on such forms and in accordance with such policies and procedures established for sick leave requests by the department head or designee. 11. 1.4 Approval of Sick Leave Request —The department head or designee shall review all sick leave requests and, if approved, the request for paid sick leave for an employee shall be granted. The department head or designee shall not unreasonably withhold approval of the employee's sick leave request. Sick leave as used herein, is defined as a period of time during which the employee suffers an illness or injury that necessitates his/her absence from employment. Sick leave is not a right or privilege to be used at the discretion of the employee. 11.1.4.1 Notification —The employee must notify the immediate supervisor prior to the commencement of the daily work period if intending to take sick leave. 11.1.4.2 Verification of Injury or Illness- 11.1.4.2.1 Usual Verification —An employee requesting paid sick leave shall provide reasonable verification of the illness or injury, usually in the form of the employee's personal statement regarding the injury or illness. 11.1.4.2.2 Doctor's Verification—The department head or designee may require a verification prepared and signed by a medical doctor, which confirms that the employee is unable to perform work and the employee's expected return-to -work date. The department head may also request medical verification that the employee has fully recovered and is able to perform the full scope of the normal and customary duties of the position. This verification shall be required when an employee is absent due to illness or injury for a period of 39 or more work hours. In addition, the department head may require a medical verification any time the department head has reasonable basis to believe that the leave has been abused P30 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 19 by an individual employee. Such medical verification request shall not be unreasonably imposed. 11.2 Payment of Unused Accumulated Sick Leave Accrued —Upon death, separation from City employment as a result of a work - related injury /illness, a full- service retirement after 10 years of service, or retirement at age 50, an employee shall be paid for half of the accumulated sick leave at the time of separation, retirement, or death. Retirement is defined as retirement from City service and receiving PERS retirement benefits. Years of service does not include time spent as a temporary or part-time employee. Payment of unused sick leave hours shall be made at the employee's enhanced hourly rate at the date of separation from City service. However, no employee shall receive payment for any accumulated sick leave hours in excess of 1200 and the maximum payable hours shall be 600. 11.3 Sick Leave Management Policy —All permanent and probationary employees who are temporarily and/or partially disabled from performing the full scope of duties within their classification as a result of an injury or illness that is not industrially caused, are eligible to receive sick leave without loss of salary or benefits. As identified in the City's Sick Leave Management Policy Administrative Instruction, abuse of sick leave is defined as the use of sick leave for purposes other than illness or injury. Consistent with this policy, the monitoring, management, maximum use of sick leave, and reporting should conform to a general City standard. Therefore, employees exceeding 56 hours or 7 occurrences of sick leave per year will be subject to a review of sick leave usage. 11.4 Industrial Injury or Illness Leave —An employee who is temporarily and/or partially disabled from performing work as a result of any injury or illness that has been determined to be industrially caused that necessitates the employee's absence from work, shall be entitled to receive paid industrial injury or illness leave without loss of salary or benefits. Employees shall be eligible to receive paid industrial injury or illness leave for all time the employee is normally scheduled to work but is unable to work for a maximum period of 90- calendar days following the date in which the injury or illness caused the period of temporary and/or partial disability and necessitated the employee's absence from work. An employee receiving paid industrial injury or illness leave shall assign to the City all workers' compensation insurance proceeds received by the employee for all of the time in which the employee also received paid leave from the City. 11.5 Disability Insurance Program - 11.5.1 Application for Benefits —An employee who is disabled from performing the full scope of the usual and customary duties of the classification as the result of an injury or illness and has utilized all accrued sick leave and paid leave for which the employee is eligible, may file an application for short- or long -term disability benefits in accordance with the requirements of the City's Disability Insurance policy. The elimination period for the disability plan is 30- calendar days. Employees will not be required to utilize sick leave in excess of this elimination period in order to qualify for disability payment. P31 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 20 July 1, 2012 through June 30, 2014 11.5.2 City Determination —Upon an employee qualifying for disability benefits, the City shall determine the following: 11.5.2.1 Determination of Employee Disability—Whether the employee's disability from performing the full scope of the usual and customary duties of the classification is permanent and stationary. 11.5.2.2Medical Prognosis — Whether the medical prognosis for the employee's eventual ability to completely recover to a point of being able to assume the full scope of the usual and customary duties of the classification is such that there exists a probability of complete recovery within a period of 365 days, or a reasonable extension thereof. The City will require medical verification from the employee regarding the condition, and may also require medical verification regarding the employee's condition from a medical doctor retained by the City. 11.5.2.3 Permanent and Stationary Determination —If the City determines that the employee's disability precludes him/her from performing the full scope of the usual and customary duties of the classification with or without accommodation and the disability is permanent and stationary, then the City may either assist the employee in applying for a disability retirement or otherwise separate the employee from the City's service in accordance with applicable law. 11.5.2.4 Temporary Determination —If the City determines that the employee's disability from performing the full scope of the usual and customary duties of the classification is such that there exists a significant probability of complete recovery within a period of 365 days, based on medical verification, then the City has discretion on a case -by -case basis to grant the employee a leave of absence without pay for a reasonable period of time to recover from the disability. The City reserves the right to require medical verification of the employee's fitness for duty before permitting the employee to return to City service. 11.5.2.5 Permanent and Stationary Determination During Leave of Absence —If the City grants an employee a leave of absence without pay for the purpose of providing the employee with the ability to completely recover and the employee's disability becomes permanent and stationary during the period of such leave, then the City may assist the employee in applying for disability retirement or otherwise separate the employee from City service. 11.5.2.6Accrued Vacation Payment —Upon becoming eligible for disability insurance benefits, and upon being granted a leave of absence without pay for a period appropriate to the time necessary to determine an employee's ability to completely recover, the City will pay, at the request of the employee, any accrued vacation time for which the employee qualifies. P32 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 21 11.5.2.7 Insurance Premium Payment —The City will continue to pay insurance premiums on behalf of a disabled employee and dependents, pursuant to the provisions for such payments otherwise provided in this Agreement until the actual date of separation from City employment of the employee. 11.6 Light -duty Program —The purpose of the light -duty program is to minimize the loss of productive time, while at the same time reintroduce the employee to work to prevent deterioration of skills, facilitate recovery, and reduce income loss. Light -duty assignments will be structured so that employees are not placed in a duty status that would aggravate or cause a reoccurrence of injury or illness. Light -duty assignments will not be made unless the employee receives medical clearance from a physician to return for light duty. This program shall be coordinated with applicable workers' compensation benefits so that benefits are provided at the level not less than those mandated by state law. 11.6.1 Coverage —This light -duty program will cover any employee who suffers a temporary and partial disability due to an industrial or non - industrial injury or illness. 11.6.2 Determination/Required Reports - 11.6.2.1 Assignments —Light -duty assignments may be made following evaluation and determination by the department head. The determination will be based on available medical information, in consultation with the employee and/or the affected supervisor, and based on the needs of the City, and the impact of light duty on departmental operations. 11.6.2.2 Medical Updates — Employees who seek light -duty assignments or who are on light -duty assignments are required to provide medical reports regarding the status of their condition to the department head at 2 -week intervals, or at other agreed -upon intervals, for as long as the employee is off work. Reports will be required for all industrial or non - industrial injuries or illnesses regardless of whether or not a light -duty assignment has been made. Reports will be evaluated by the department head for purposes of continuing or terminating a current light -duty assignment or to determine when to commence a light -duty assignment. 11.6.3 Light -duty Assignment, Definitions, and Restrictions —Light -duty assignments shall only be provided to employees with temporary disabilities where it has been medically determined that the employee will be able to return to the essential functions of his/her current job with or without accommodation. Under no circumstances shall the light -duty assignment be considered to be a permanent alternative position for purposes of reasonable accommodation under the applicable disability discrimination laws. Light -duty assignments: ♦ May consist of reduced work hours, limited work, or any combination thereof. ♦ Will not adversely affect the employee's normal wage rate. P33 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 22 July 1, 2012 through June 30, 2014 ♦ Will be within the employee's assigned department; or if no regular work is available, the employee may be assigned work outside of the department consistent with skill and ability. ♦ When feasible will be during the employee's normal shift and duty hours. However, if it is determined that no useful work will be performed during the normal shift or duty hours, the employee can be assigned light duty during the normal office hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. ♦ Will be developed based for specific light -duty assignments on a case -by -case review of the medical restrictions, so as not to aggravate an injury or illness. 11.6.4 Holidays/Yacations During Light -duty Assignments - 11.6.4.1 Holidays Observed — Holidays shall be observed in accordance with the light -duty assignment work hours and workweek. That is, if an employee is assigned to work hours in a department, division, or operating unit where employees in that work unit take a holiday off, so shall the light -duty employee. If the employee is assigned to work hours in a department, division, or operating unit where employees in that work unit work holidays, so shall the light -duty employee. Compensation for holidays shall be in accordance with this Agreement. 11.6.4.2 Vacations— Employees assigned to light duty shall take their vacation as normally scheduled. Vacations shall cover the same number of workdays and calendar days as would have been if the employee had remained on full duty. Employees may reschedule their vacation with the approval of the department head, provided the rescheduling does not result in increased costs or lost time to the City for relief staff to cover the rescheduled vacation. 11.6.5 Return to Full Duty — Employees will be returned to a full -duty assignment as soon as possible following medical certification that the employee is able to resume the full duties of the classification with or without reasonable accommodation. 11.7 Sick Leave as Family Care ("Kin Care' J— Employees accrue sick leave each year as defined in the sick leave article of this Agreement. In recognition of Labor Code 233, employees are permitted to use up to half of their annual sick leave allotment, in any calendar year, for the purpose of obtaining medical consultation, treatment, or for caring of a sick family member as defined below. 11.7.1 Definition of Family Member for Sick Leave as Family Leave Purposes —A family member, as defined in Labor Code 233 section, shall include the employee's spouse, child, mother, father, and eligible domestic partner. 11.7.2 Leave Amount —The combined total of hours taken for family care purposes pursuant to Labor Code 233 section shall not exceed half of the employee's annual allotment of sick leave. Forty -eight hours of leave per year for this purpose is available. P34 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 23 11.7.3 Concurrent Use of Leave —Sick Leave as Family Care may run concurrently with any family leave permitted under federal or state law. 11.7.4 Notification Procedures —Leave usage forms and notification procedures will continue to be used, provided the City reserves the right to take such action it deems necessary to confirm or verify use of this leave. 11.8 Bereavement Leave —Each employee may take leave without loss of pay for the purpose of attending the funeral of any member of his/her immediate family, as defined below. 11.8.1 Within California —An employee may be granted up to a maximum of 24 hours of bereavement leave per occurrence for the death or to attend the funeral of a family member within California. 11.8.2 Outside California —An employee may be granted up to a maximum of 40 hours of bereavement leave per occurrence for the death or to attend the funeral of a family member outside of California. 11.8.3 Definition of Immediate Family for Bereavement Leave Purposes —As used herein for bereavement leave purposes, immediate family is defined to be spouse, parents, brother, sister, grandparents, child, mother -in -law, father -in -law, brother - in -law, sister -in -law, daughter -in -law, or son -in -law. In addition, the department head may grant the above - described leave in the event of the illness or disability or funeral of someone other than those persons designated if, in the department head's opinion, there exists an extraordinarily close relationship between the employee and such person. 11.9 Leave of Absence —The City may grant an employee in a permanent position a leave of absence without pay or benefits not to exceed 1 year. A request for leave and the reason therefore shall be submitted in writing and must be approved by both the department head and the City Manager. 11.9.1 Expiration of Leave of Absence —Upon expiration of the approved leave, the employee shall be reinstated in former classification without loss of service credits or benefits (subject to terms of the contracts with the benefit providers) accrued prior to said leave. However, during the period of leave, the employee shall not accumulate service credits nor shall the City continue contributions towards retirement plans. During this period the City shall not continue contributions toward group insurances, unless the leave is FMLA - qualifying. 11.9.2 Failing to Return from Leave — Failure on the part of an employee to return to work on the date scheduled shall be cause for termination. 11.10 Pregnancy- related Disability Leave —As provided for in state law, employees may be granted leave up to the maximum period of time permitted by law for disabilities caused or contributed to by pregnancy, childbirth, or related medical conditions, or for reason of the birth of a child. The employee shall provide the City with medical verification of the pregnancy disability, including the anticipated length of absence and the anticipated return -to -work date. This leave may run concurrently with the provisions of the family medical leave act. P35 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 24 July 1, 2012 through June 30, 2014 11.10.1 Temporary Transfer —Upon physician's advice, the employee may request a temporary transfer to a less strenuous or hazardous position carrying the same or lower salary in which the employee is qualified to perform. Nothing herein shall result in the displacement or transfer of other employees in permanent positions or the performance of unnecessary work. 11.10.2 Physical Examination —Where it is the opinion of the department head that the employee should be placed on leave sooner than prescribed by her physician due to the employee's inability to effectively or safely perform the duties of her regular position or of to one to which she has been, or could otherwise be temporarily transferred, the employee may be required to undergo an examination by a second physician. The cost of this examination shall be paid by the City and shall not be ordered without prior approval of the appointing authority. 11.10.3 Leave Utilization —The employee shall be entitled to utilize sick leave, vacation, or compensatory time off benefits on the same basis as other employees who are temporarily disabled. While the pregnant employee is on a paid leave status, service credits shall continue to accrue and the City shall continue payments toward group insurance and retirement coverage. 11. 10.4 Returning from Leave —Upon expiration of the approved leave, the employee shall be reinstated to the former classification or to a comparable one if the former position is abolished during the period of leave and the employee would otherwise not have been laid off. Prior to the employee being reinstated, a statement from the attending physician indicating that the employee is physically capable of resuming the regular duties of the position will be required. 11.11 Paternity Leave —As provided under the family medical leave act, an employee may request to be absent for a period of up to 12 weeks upon the birth or upon adoption of a baby. Unused but accrued vacation or compensatory time may be used to the extent available. Such leave runs concurrently with the family medical leave act leave. 11.12 Military Leave — Military leave shall be granted in accordance with the provisions of applicable state and federal law. All employees legally entitled to military leave shall provide the immediate supervisor with the information, within the limits of military orders or regulations, to determine when such leave shall be taken. The immediate supervisor may modify the employee's work schedule to accommodate the requirements applying to the leave. 11.13 Jury Duo Employecs must notify their supervisors when called to jury duty. All time at jury duty will be applied toward the employees' regular workday. The employee must submit record of hours at jury duty. Given the many different shifts employees' work, modification of work hours for such jury duty will be left to the discretion of the department head or designee, and may be appealed to the Director of Human Resources. P36 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 25 Article 12. Automatic Progression 12.1 Plant Operators - 12.1.1 Treatment Plant Operator I to II —Any employee hired as an Operator I shall upon receipt of a valid Grade II certificate issued by the State of California shall be advanced to Operator II without additional City- required oral, written, or performance examinations. 12.1.2 Certification a Condition of Continued Employment - 12.1.2.1 Grade II Operators —As a condition of continued employment, employees hired as an Operator I must obtain a valid Grade II certificate issued by the State of California or the certifying authority recognized by the State of California, within 2 years from the effective date of hire as an operator. If an employee fails to obtain this required certification within the 2 -year period, the employee may be terminated from employment without right of appeal. 12.1.2.2 Grade III Operators — Employees classified as a Plant Operator II must obtain and maintain a Grade III certificate issued by the State of California or the certifying authority recognized by the State of California, within 3 years of their appointment. If an employee fails to obtain this required certification within the 3 -year period, the employee may be terminated from employment without right of appeal. 12.1.2.3 Maintenance of Required Certification —If an employee classified as a Plant Operator I or II fails to maintain a valid, required Wastewater Plant Operator's certificate issued by the State of California or the certifying authority recognized the State of California, the employee may be terminated from employment without right of appeal. 12.1.2.4 New Plant Operators Hired Afier 1/1/03— Commencing 1/1/03, all new Plant Operator R employees shall at the time of their employment, possess or obtain within 3 years of their employment as a Plant Operator II, a valid Grade III Wastewater Treatment Plan Operator's certificate issued by the State of California or the certifying authority recognized the State of California. Permanent Plant Operator II employees hired prior to 1/1/03 shall be exempt from this provision so long as they maintain a valid Grade II certificate. 12.2 Mechanic and Electrical Staff —The City may fill any position at the level it deems appropriate for Plant Mechanic I or Plant Mechanic II, and Plant Electrician I or Plant Electrician II. It will also provide for alternate staffing/automatic progression for any plant mechanic and electrical staff that are appointed at the lower level of the classification series. This automatic progression for employees hired at the lower level will occur if all of the following conditions are met. The employee in the lower level classification must have: • Reached step 5 on the salary schedule. Piz City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 26 July 1, 2012 through June 30, 2014 Possessed a Grade II or higher CWEA Mechanical Technologist Certification or Electrical/Instrumentation Technologist Certification for at least one year. Achieved "Above Standard" overall job performance ratings on at least 3 of the previous 5 performance evaluations. If promoted, at the conclusion of one year, successfully completed a new probationary period. Article 13. Apprenticeship The Union and the City agree to continue the current Stationary Engineers Local 39 Apprenticeship Training Fund. The City may nominate candidates from either Operations or Maintenance. Axticle 14. Personnel Practices 14.1 Probationary Periods - 14.1.1 Duration —All original and promotional appointments shall be tentative and subject to a probationary period of not less than 12 months of actual service from the date of probationary appointment or promotion. 14.1.2 Rejection —The appointing authority may terminate a probationary employee at any time during the probationary period without right of appeal in any manner and without recourse to the procedures provided in the grievance article of this Agreement. 14.1.3 Promotional Probation —An employee who has previously completed the probationary period and is rejected during a subsequent probationary period for a promotional appointment shall be reinstated to the former position from which the employee was promoted, if such position still exists. This section shall not be construed as to prohibit the City from discharging any employee during a subsequent promotional probationary period for those reasons and causes set forth in the discipline article of this Agreement. 14.1.4 Probation after Transfer — Employees who transfer to another division shall be required to undergo a new probationary period in a position into which transferred. If unsuccessful in the new probationary period, the voluntarily transferred employee may be terminated from City service. Employees transferred non - voluntarily shall be reinstated to their former position if unsuccessful in their new probationary period, if such position exists. 14.1.5 Probation after Return from Layoff —An employee who is laid off and subsequently appointed as a result of certification from an employment eligible list to a position of a different classification than that from which laid off, shall P39 City of South San Francisco Intemational Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 27 undergo the probationary period prescribed for the classifications to which appointed. Former probationary employees appointed from a reinstatement or re- employment list must serve the remainder of the probationary period in order to attain permanent status. 14.2 Transfer —An employee may be transferred by the appointing authority from one position to another position in the same or comparable classification carrying essentially the same maximum salary for which the employee is qualified to perform. 14.3 Promotion —The City shall endeavor to fill vacancies by promotion when in the best interest of the service. In the event the appointing authority determines to fill a vacancy by promotion, the Personnel officer prepares and administers an examination for those employees who meet the minimum qualifications. The names of the successful candidates shall be recorded in the order of their standing in the examination on an employment list. Closed promotional appointments shall be made from the first 4 candidates (the number may be unilaterally changed by City Council Resolution) on the employment list who are ready, willing, and able to accept the position offered. 14.4 Employment Lists — Promotional lists shall become effective upon approval thereof by the Personnel officer. Employment lists shall remain in effect for 1 year unless sooner exhausted, and may be extended, prior to its expiration dates, by action of the personnel officer for additional 3 -month periods, but in no event shall the list be extended for more than one additional year. If an appointment is to be made from an open - competitive list, the names of all persons on the list shall be certified. 14.5 Removal of Names from Employment Lists —the City for any of the following reasons may remove the names of any person on an employment list. ♦ The eligible person requests in writing that his/her name be removed. ♦ The candidate fails to respond to a written offer of employment within 6 business days from mailing. ♦ A subsequent report of an investigation is unsatisfactory. ♦ The candidate has been passed over for appointment 3 times. ♦ A candidate who rejects an offer of employment shall be removed from the employment list. 14.6 Time Off for Examinations — Promotional examinations scheduled by the City during an employee's regular working hours may be taken without loss of compensation. 14.7 Resignation and Reinstatement- 14.7.1 Resignation —An employee desiring to leave the City in good standing shall submit a letter of resignation to the immediate supervisor no later than two weeks in advance of the effective date of separation; complete an exit interview; and receive a satisfactory final evaluation. 14.7.2 Reinstatement —A permanent employee who has resigned in good standing may be reinstated within two years of the effective date of resignation. Such reinstatement may be to a vacant position in the employee's former classification or to one in a comparable classification that does not carry a significantly higher rate of pay and that the former employee is qualified to perform. Reinstatement P39 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 28 July 1, 2012 through June 30, 2014 shall be made at the salary step approved by the appointing authority. The reinstated employee will serve the designated probationary period for that classification at which the employee is reinstated. Article 15. Reductions -in- force, Layoffs, and Re- employment 15.1 Council Determination — Whenever, in the judgment of the City Council, it becomes necessary in the interest of economy or because the position involved no longer exists or is no longer necessary or because of a material change in duties, organization, or shortage of work or funds, the City Council may abolish any position in the competitive service and layoff, reassign, demote, or transfer an employee holding such position. This action shall not be deemed a disciplinary act or an act requiring written charges. The appointing authority may likewise layoff an employee in the competitive service because of a material change in duties, organization, or shortage of work or funds. 15.2 Seniority — Seniority, for the purpose of layoff, is defined as length of continuous full - time regular employment within City service, and shall not include time spent in service on a provisional or temporary status. Seniority shall be retained, but shall not accrue during any period of leave without pay, except for authorized military leave granted pursuant to law. 15.3 Order of Layoff —When one or more employees in the same class in a City department are to be laid off, the order of layoff in the affected department shall be as follows: ♦ Probationary employees in reverse order of seniority. ♦ Permanent employees in reverse order of seniority. 15.4 Identical City Service Seniority — Should two or more employees have identical City service seniority, the order of layoff will be determined by classification seniority. Whenever two or more employees have identical classification seniority, a mutually agreeable random process shall determine the order of layoff. 15.5 Layoff Notification — Employees shall be forwarded written notice, including reasons therefore, a minimum of 10- working days prior to the effective date of layoff by certified or registered mail, return receipt requested, or shall be personally served. An employee receiving said notice may respond, in writing, to the appointing authority. The employee's representative shall receive concurrent notice, and upon request, shall be afforded an opportunity to meet with the City to discuss the circumstances requiring the layoff and any proposed alternatives that do not include the consideration of the merits, necessity, or organization of any service or activity 15.6 Reassignment in Lieu of Layoff- 15.6.1 Vacant Positions in City —In the event of layoff, the employee will be allowed to transfer to a vacant position that the City intends to fill in the same classification in any City department as follows. 15.6.2 Former Classification —In the event there are no vacant positions in the same classification in any department, the employee will be offered a vacant position in P40 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 29 any classification at the same or lower salary level in which permanent status had formerly been held, first in the affected department and then Citywide. 15.6.3 Displacement —In the event there are no vacancies as listed above, the employee shall have the opportunity upon request to be assigned to any classification in the department at the same or lower salary level in which minimum qualifications have been met and a regular layoff procedure in the same or lower salary level shall apply. 15.6.4 Step Classification — Employees transferred, reassigned, or demoted under this section will be assigned in the new classification salary range to a step closest, but not exceeding, the employee's salary at the time of reclassification. 15.6.5 Employee Requests —An employee must request in writing the provisions of the Reassignment in Lieu of Layoff section, within 5- working days prior to the effective date of layoff. 15.7 Layoffs - 15.7.1 Exercising Rights —In the event an employee is not reassigned in lieu of layoff, as set forth above, the employee shall be laid off. If an employee elects not to exercise the rights in section Reassignment in Lieu of Layoff, the employee may be deemed to have been offered and to have declined such work and shall be laid off. 15.7.2 Accrued Leaves —Laid off employees are to be paid for accrued vacation and sick leave in accordance with this Agreement when separated as a result of a layoff. 15.8 Layoff Re-employmentandReinstatementLists- 15.8.1 Reduction in Force Reclassification or Demotion — Probationary and permanent employees, who are reclassified and/or demoted as a result of a reduction in force, shall have their names placed on a classification reinstatement list, in order of their seniority. Vacant positions within the classification shall first be offered to employees on this list. 15.8.2 Reduction in Force Re- employment List — Employees who are laid off, shall have their names placed in order of seniority on a classification re- employment list that in the opinion of the personnel officer requires basically the same qualifications, duties, and responsibilities as those of the classification in which the layoff occurred. Vacant positions in such classifications shall be offered to eligible employees on the re- employment list that qualify for such vacancies prior to an open or promotional recruitment. 15.8.3 Duration and Removal from Reinstatement or Re- employment Lists —No name shall be carried on a reinstatement or re- employment list for a period longer than two years. Refusal to accept the first offer of reinstatement or re- employment within a classification shall cause the employee's name to be dropped from the list. Individuals not responding to written notification by certified or registered mail, return receipt requested, forwarded to their last known address, of an opening within 10- working days from mailing, shall have their names removed from either the reinstatement or re- employment list. Pdt City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 30 July 1, 2012 through June 30, 2014 15.8.4 Probationary Rehires— Probationary employees appointed from a reinstatement or re- employment list must serve the remainder of their probationary period in order to attain permanent status. Article 16. Recreational Facilities and Classes 16.1 Admission to Classes — Employees shall be entitled to free admission to City recreation facilities and to free enrollment in up to 5 recreational classes during a 12 -month period (lab fees or ingredient fees not included). 16.2 Use of Facilities — Employees using City recreation facilities and enrolled in City recreational classes shall engage in such activities on the employee's non -work time. Employee admission to recreation facilities and recreation classes shall be accomplished in conformance with the rules and regulations established by the source deparnnent. Article 17. Safety 17.1 Observance of Safety Rules and Regulations —Both the City and Union shall expend every effort to ensure that work is performed with a maximum degree of safety, consistent with the requirement to conduct efficient operations. 17.2 Safety Program —The City has established a safety program and representatives of the unit shall serve on the safety committee. 17.3 Safety Equipment —The City shall continue to supply employees with safety equipment required by the City and/or Cal/OSHA. All employees shall use City supplied safety equipment only for the purpose and uses specified under applicable safety rules and regulations. Article 18. Discipline 18.1 Action by City —The City may discipline, discharge, suspend, demote, or reduce in salary any permanent employee for reasons including, but not limited to, dishonesty; insubordination; incompetence; willful negligence; failure to perform work as required; or failure to comply with or violation of the City's rules regarding safety, conduct, or operations; chronic absenteeism; misstatement of fact on an application or other personal document; falsification of records; unfitness for duty; and absence without authorized leave. Any discharged, suspended, or demoted employee, or an employee whose salary has been reduced for disciplinary reasons, shall be furnished the reason for such action in writing. In the event an employee feels that the discharge, suspension, demotion, or salary reduction is unjust, the employee shall have the right to appeal the case through the grievance procedure within 5- working days from the date of the disciplinary action. LKIL City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 31 18.2 Notice of Disciplinary Action —The City shall provide the affected employee with written notice prior to taking disciplinary action, except where circumstances dictate the City taking immediate action to remove the employee from the work place. In such cases, written notice, as set forth below, shall be provided the employee within 2- working days of the action. In instances where disciplinary action must be imposed immediately, the notice shall be provided the employee no later than 5- working days before the disciplinary action is to be effective. Where immediate disciplinary action has been imposed, such action will not become final until the aforementioned notice has been furnished the employee and the employee has been provided no less than 5- working days from the receipt of the notice to respond to the authority initially imposing the discipline. 18.2.1 Notice —In all cases, written notice of disciplinary action shall be served on the employee personally or by certified or registered mail, return receipt, with a copy of the notice to be placed in the employee's personnel file. The written notice shall contain the following information: ♦ The type of disciplinary action recommended. ♦ The effective date of the action proposed. ♦ The reason or cause for the action and the rules, regulations, and/or policies violated. ♦ That the employee shall be furnished all copies of all materials upon which the action is based. ♦ That the employee has the right to respond either orally or in writing to the authority initially imposing the discipline. 18.2.2 Appeal Rights —Once the proposed disciplinary action has been imposed, the affected employee shall have the right to appeal. Such appeals shall be filed directly at the fourth step of the grievance procedure set forth in this Agreement. 18.2.3 Probationary Discharge — Probationary employees may be discharged for any reasons, which in the sole opinion of the City is just and sufficient. Such discharge shall not be subject to the grievance procedure, except under the conditions specified in Probationary Period article of this Agreement. Article 19. Grievance Procedure This grievance procedure shall be applied in resolving grievances filed by an employee covered by this Agreement. 19.1 Definition of a Grievance —A grievance shall be defined as any dispute that involves the interpretation or application of any provision of this Agreement during its term, excluding all ordinances, resolutions, rules, and regulations, the contents of which are not specifically covered by the provisions of this Agreement. Such excluded ordinances and resolutions shall not be subject to this grievance procedure. 19.2 Time for Filing —A grievance shall be void unless it is filed in writing within 45- calendar days from the date upon which the City is alleged to have failed to provide a condition of P43 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 32 July 1, 2012 through June 30, 2014 employment that has been established by this Agreement, or within 45- calendar days from the time an employee might reasonably have been expected to have learned of the alleged failure. In no event shall a grievance include a claim for money relief for more than 45- calendar day period, plus such reasonable discovery period. 19.3 Informal Discussion with Employee's Supervisor - Step 1— Before proceeding to the formal grievance procedure, an employee shall discuss the grievance with the immediate supervisor in private and attempt to work out a satisfactory solution. If the employee and the immediate supervisor cannot work out a satisfactory solution, the employee may then choose to represent himself or herself individually, or may request the assistance of the Union in writing to formally present the grievance. 19.4 Formal Written Grievance - Step 2 —If the employee wishes to formally pursue the grievance, the employee shall present the written grievance to the supervisor's immediate superior within 15- calendar days after the date upon which the grieving employee informally discussed the grievance with the immediate supervisor. The written grievance shall specify the article, section, and/or subsection of the Agreement that is alleged to have been violated by the City and shall specify dates, rimes, places, persons, and other facts necessary for a clear understanding of the matter being grieved. The supervisor's immediate superior shall return a copy of the written grievance to the employee with an answer in writing within 15- calendar days from receipt of the grievance from Step 1. 19.5 Grievance to Department Head - Step 3 —The department head or designee shall have 15- calendar days after receipt of the grievance to review and answer the grievance in writing. A meeting between the department head or designee and the grievant with his/her representative is required at this level unless waived by mutual Agreement. 19.6 Waiver of Supervisory Review —If the grievance is not resolved after the informal discussion with the employee's immediate supervisor, the grievant and the department head or designee may, by mutual agreement, waive review of the grievance to the department head or designee. 19.7 Informal Review by the City Manager - Step 4 —Prior to the selection of an arbitrator and submission of the grievance for hearing by an arbitrator, the City Manager or designee shall informally review the grievance and determine whether said grievance may be adjusted to the satisfaction of the employee. The City Manager or designee shall have 15- calendar days in which to review and seek adjustment of the grievance. 19.8 Arbitration of Grievance - Step 5 —In the event that the department head does not resolve the grievance, the grievant may within 30- calendar days after receipt of the department head's decision request in writing that an arbitrator hear the grievance. 19.9 Selection of Arbitrator —The arbitrator shall be selected by mutual agreement between the City Manager or designee and the grievant or representative. If the City Manager or designee and the grievant or representative are unable to agree on the selection of an arbitrator, they shall jointly request the State Mediation and Conciliation Service to submit a list of 7 qualified arbitrators. The City Manager or designee and the grievant or representative shall then alternately strike names from the list until only one -name remains, and that person shall serve as arbitrator. 5z City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Page 33 19.10 Duty ofArbitrator— Except when an agreed statement of facts is submitted by the parties, it shall be the duty of the arbitrator to hear and consider evidence submitted and to thereafter make written findings of fact and disposition of the grievance that shall be final and binding upon the parties. The decision of the arbitrator shall be based solely upon the interpretation of the appropriate provisions of the Agreement applicable to the grievance and the arbitrator shall not add to, subtract from, modify, or disregard any of the terms or provisions of the Agreement. 19.11 Power of the Arbitrator —The provisions for arbitration are not intended and shall not be construed to empower an arbitrator to change any condition of employment specifically covered by the Agreement or to revise, modify or alter in any respect any provision in the Agreement. 19.12 Payment of Costs —Each party to a hearing before an arbitrator shall bear own expenses in connection therewith. All fees and expenses of the arbitrator shall be borne half by the City and half by the grievant, except that the moving party must pay any cancellation charge for both parties if an arbitration session is canceled without sufficient notice to the arbitrator. 19.13 Effect of Failure of Timely Action — Failure of an employee to file an appeal within the required time period at any level shall constitute an abandonment of the grievance. Failure of the City to respond within the time limit at any step shall result in an automatic advancement of the grievance to the next step. 19.14 Non -union Representation —In the event that an employee chooses to represent him/herself or arranges for representation independent of the Union, the department head and the City shall make no disposition of a grievance that is inconsistent with the terms and conditions of this Agreement. In the event an employee shall elect to go to a hearing independently, the Union shall have the right to be a full and equal party to such proceeding for the purpose of protecting the interests of its member under the terms of this Agreement. Article 20. Past Practices and Existing Memorandum of Understanding 20.1 Working Conditions--Continuance of working conditions and practices not specifically provided herein, shall not be guaranteed by this Agreement. 20.2 Prior Agreements —This Agreement shall supersede all existing and prior Memoranda of Understanding, side letters, and agreements between the City and the Union. 20.3 Changes No changes in this Agreement or interpretation thereof (except by decision of the Personnel Board and City Council in accordance with the applicable sections of this Agreement) will be recognized, unless agreed to by the appointing authority and the Union. P45 City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 34 July 1, 2012 through June 30, 2014 Article 21. Employees Covered Provisions of this Agreement apply only to the full -time regular employees represented in Unit D. as identified in Appendix A. Article 22. Severability Should any section, clause, or provision of this Agreement be declared illegal by final judgment of a court of competent jurisdiction, such invalidation of those sections, clauses, or provisions shall not nullify the remaining portions. Those remaining portions shall be in full force and effect for the duration of this Agreement. In the event of such invalidation, the parties agree to meet and confer concerning substitute provisions for those terms rendered and declared illegal. Article 23. Tenn of the Memorandum of Understanding This Agreement shall become effective only upon approval by the City Council and upon ratification by the members of this unit and remain in full force and effect to and including June 30, 2014. City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Article 24. Signatures Signed on this date: For the Union: Jerry Kalmar, Business Manager Madison Bland, President Joan Bryant, Director of Public Employees Richard J. Putz, Business Representative Daniel Fulford Joseph Munoz Abby Partin Brian Schumacker P47 For the City: Page 35 Kathy Mount, Human Resources Director Deborah Glasser Kolly, Negotiator Mich Mercado City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 36 July 1, 2012 through June 30, 2014 Appendix A Operating Engineers, Local 39 Classifications Those classifications in the International Union of Operating Engineers, Local 39 unit are the following: 1. Lead Plant Operator 2. Plant Operator II 3. Plant Operator I 4. Apprentice Operator I 5. Lead Plant Mechanic 6. Plant Mechanic II 7. Plant Mechanic I 8. Plant Electrician II 9. Plant Electrician I 10. Plant Utility Worker 11. Senior Environmental Compliance Inspector 12. Environmental Compliance Inspector 13. Senior Laboratory Chemist 14. Laboratory Chemist City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding July 1, 2012 through June 30, 2014 Appendix B Certification Premiums Page 37 Those classifications listed below are the Plant classifications that are eligible for the following certification premiums, which shall be calculated on the employee's base rate of pay. Notes: 1. Grade III Certification is required for Senior Chemist and 5% Certification Premium is built into the base pay. 2. Grade III certification is required for Lead Plant Operator but it has not yet been built into base pay. Once built into base pay there will no longer be a 5% Certification Premium for a Lead Plant Operator possessing a Grade III certification. 3. There is no Certification Premium for Plant Operator I because once a Plant Operator I obtains a Grade II certification they progress automatically to Plant Operator H. 4. Apprentice Operators are exempt from Certification Premiums unless they progress to Plant Operator II in which case the Plant Operator II conditions apply. 5M Certification Premiums Classifications Grade II Grade III Grade IV Grade V Lead Plant Operator ...... ............................... Plant Operator II ............ ............................... Plant Operator I ............. ............................... Apprentice Operator I ... ............................... NA NA NA NA 5.00% 5.00% NA NA 7.5% 7.50% NA NA 10.00% 7.5% NA NA Lead Plant Mechanic .................. I................. Plant Mechanic II .......... ............................... Plant Mechanic I ........... ...................1111........ Plant Electrician II ........ ............................... Plant Electrician I .......... ......................111.1.... Plant Utility Worker ...... ............................... NA 5.00% 5.00% 5.00% 5.00% 2.50% 5.00% 7.50% 7.50% 7.50% 7.50% 5.00% 7.50% NA NA NA NA NA Sr Environmental Compliance Inspector..... 5.00% 7.50% 10.00% Environmental Compliance Inspector.......... 5.00% 7.50% NA Sr Laboratory Chemist .. ............................... Laboratory Chemist .............. 1....................... NA NA NA 5.00% 5.00% NA Notes: 1. Grade III Certification is required for Senior Chemist and 5% Certification Premium is built into the base pay. 2. Grade III certification is required for Lead Plant Operator but it has not yet been built into base pay. Once built into base pay there will no longer be a 5% Certification Premium for a Lead Plant Operator possessing a Grade III certification. 3. There is no Certification Premium for Plant Operator I because once a Plant Operator I obtains a Grade II certification they progress automatically to Plant Operator H. 4. Apprentice Operators are exempt from Certification Premiums unless they progress to Plant Operator II in which case the Plant Operator II conditions apply. 5M City of South San Francisco International Union of Operating Engineers, Stationary Engineers, Local 39 Memorandum of Understanding Page 38 July 1, 2012 through June 30, 2014 Appendix C Stand -by Pay and Flexible work Schedules for Non -shift Employees 1. The City agrees that upon specific written request by the Union during the life of this Agreement, it will discuss with the Union creation of a Stand -by Pay program as a departmental policy and procedure which is separate and apart from this memorandum of understanding. The City agrees to engage in "effects bargaining" with the Union to negotiate over the impact on affected unit members resulting from such a program if the City determines that it makes operation sense to implement such a program. 2. The City agrees that upon specific written request by the Union during the life of this Agreement, it will discuss with the Union creation of a Flexible Work Schedule program for non -shift employees as a departmental policy and procedure which is separate and apart from this memorandum of understanding. The City agrees to engage in "effects bargaining" with the Union to negotiate over the impact on affected unit members resulting from such a program if the City determines that it makes operation sense to implement such a program. P50 Published by Human Resources Department City of South San Francisco Street Address: First Floor City Hall 400 Grand Avenue South San Francisco CA 94080 Web Site www.ssfnet P52 Mailing Address: P. O. Box 711 South San Francisco CA 94083 650/877 -8522 Tel 650/829 -6699 Job Line 650/829 -6698 Fax o S+ y HJ ° c9LIF0t Staff Report DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Kathy Mount, Director of Human Resources SUBJECT: RESOLUTION AMENDING THE 2012 -13 FISCAL YEAR BUDGET TABLE OF ORGANIZATION FOR THE ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT BY ADDING THE POSITION OF COMMUNITY DEVELOPMENT SPECIALIST AND DELETING THE POSITION OF COMMUNITY DEVELOPMENT COORDINATOR AND REVISING THE SALARY SCHEDULE FOR THE AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) BARGAINING UNIT RECOMMENDATION It is recommended that the City Council adopt a resolution amending the 2012 -2013 fiscal year budget adding the position of Community Development Specialist and deleting the position of Community Development Coordinator from the budget organization chart and revising the salary schedule for the American Federation of State, County and Municipal Employees (AFSCME) bargaining unit recognizing these changes. BACKGROUND /DISCUSSION The position of Community Development Coordinator has been vacant for over a year, and this vacancy coincides with the elimination of the Redevelopment Agency and scaling down of Community Development Block Grants (CDBG) by about 25 %. The Economic and Community Development Department has concluded that it is no longer necessary to fill the higher level position of Community Development Coordinator because a number of the job duties previously performed by this classification no longer need to be done. However, CDBG monitoring functions have increased considerably as have efforts related to the First Time Homebuyers and Rehabilitation Loan Program and it is no longer practical to use hourly employees to perform those functions. The Department recommended to the City Manager that the higher level position be abolished and a lower level position, Community Development Specialist, be created and filled as a regular position through a competitive recruitment process. The Council passed Ordinance #1447 -2011 in July 2011 providing that the City Manager has the authority to create and delete classifications within the city's employment classification system. In May 2012 the City Manager abolished the position of Community Development Coordinator, a classification in the Mid - Management bargaining unit, and authorized creation of a new position, Community Development Specialist, a classification in the AFSCME bargaining unit. Council must approve the revisions to the 2012 -13 adopted budget and establish the salary range for the position of Community Development Specialist and this resolution would accomplish that. Staff Staff Report Subject: RESOLUTION AMENDING THE 2012 -13 FISCAL YEAR BUDGET TABLE OF ORGANIZATION FOR THE ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT ADDING THE POSITION OF COMMUNITY DEVELOPMENT SPECIALIST AND DELETING THE POSITION OF COMMUNITY DEVELOPMENT COORDINATOR AND REVISING THE SALARY SCHEDULE FOR THE AFSCME BARGAINING UNIT Page 2 of 3 has determined a competitive salary to be: Step 1 Hourly Rate $31.00 Monthly $5,373.33 Annual $64,480.00 Step 2 Step 3 $32.55 $34.18 $5,642.00 $5,924.10 $67,704.00 $71,089.20 Step 4 Step 5 $35.89 $37.68 $6,220.31 $65531.32 74,643.66 $78,375.84 This salary range is roughly 10% lower than range for the Community Development Coordinator classification. FUNDING Funding for this position comes from the U.S. Department of Housing and Urban Development's Community Development Block Grant (CDBG) program. In accordance with Federal requirements, the City's One -Year Action Plan for CDBG funds was presented to and approved by Council at the meeting of April 25, 2012. There is sufficient budget in the current administrative allocation for the newly created Community Development Specialist position, as it replaces the budgeted Community Development Coordinator position, at a lower rate. The 2012- 13 amended budget will reflect this new position's salary if approved. CONCLUSION By approving a resolution revising the 2012 -13 fiscal year budget and AFSCME salary range for the position of Community Development Specialist, while eliminating the position of Community Development Coordinator, the position can be filled and the CDBG administrative activities can continue. By: .. Kathy Mount Director of Human Resources I:44Au /[+f-: Attachments: Resolution Class Description Approved: ar y M. Nagel City Manager RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AMENDING THE 2012 -13 FISCAL YEAR BUDGET TABLE OF ORGANIZATION FOR THE ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT ADDING THE POSITION OF COMMUNITY DEVELOPMENT SPECIALIST AND DELETING THE POSITION OF COMMUNITY DEVELOPMENT COORDINATOR AND REVISING THE SALARY SCHEDULE FOR THE AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) BARGAINING UNIT WHEREAS, the City of South San Francisco ( "City) has previously approved a 2012 -13 Operating Budget; and, WHEREAS, the City desires to revise the budget organization chart for the Economic and Community Development Department to reflect the addition of a newly created position of Community Development Specialist and eliminating the position of Community Development Coordinator; and, WHEREAS, the City hereby establishes the salary range for position of Community Development Specialist located within the AFSCME unit as follows and, Step 1 Step 2 Hourly Rate $31.00 $32.55 Monthly $5,373.33 $55642.00 Annual $64,480.00 $67,704.00 Step 3 Step 4 Step 5 $34.18 $35.89 $37.68 $5,924.10 $6,220.31 $6,531.32 $71,089.20 74,643.66 $785375.84 WHEREAS, the salary range will be revised to reflect the changes in the salary schedule for the AFSCME unit; and, WHEREAS, such a change will reduce the amount of the salary scheduled roughly $8,500 plus benefits annually once implemented. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of South San Francisco hereby approves a resolution amending the 2012 -13 fiscal year budget organization chart for the Economic and Community Development Department adding the position of Community Development Specialist and eliminating the position of Community Development Coordinator and approving the new salary range for the position within the AFSCME unit. 1 I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the _ day of 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: City Clerk City of South San Francisco Human Resources Department Community Development Specialist Class Description Definition Under general supervision, performs a variety of professional, technical, and administrative tasks involving the implementation of community development and housing programs; and does related work as required. Distinguishing Characteristics This is a single- position entry-level professional classification and it is distinguished by its specialization in community development and housing programs. Assignments are in such areas as housing production, real property management, affordable housing promotion, and community development block grants (CDBG). An employee in this classification may direct the work of others on a project basis. Important and Essential Duties 1. Manages the Community Development Block Grant Program. 2. Manages the City's First time Homebuyer Program including eligibility evaluations, underwriting loans, calculating resale prices and payoff demands, preparing loan agreements and escrow instructions, and monitoring loan repayments. 3. Assist with the management and maintenance of commercial properties and residential properties. 4. Perform economic development activities including performing market research, writing marketing plans, preparing databases of retail space and businesses, analyzing retail market mix and developing business assistance program 5. Identifies and works with for -profit and non -profit housing organizations in managing, rehabilitating and developing housing projects. 6. Researches and analyzes economic and sociological issues relating to short- and long -term housing and community development needs. 7. Develops new housing assistance programs, negotiates lending agreements and contracts with non -profit organizations, property owners and financial institutions. 8. Develops and evaluates Requests for Proposals. 9. Consults with property owners and develops owner participation agreements for housing and commercial projects. 10. Evaluates qualifications of contractors and consultants. 11. Reviews funding applications and environmental assessments; monitors and ensures compliance with a variety of regulations. City of South San Francisco Community Development Specialist Class Description Page 4 12. Develops, coordinates, and monitors activities, such as loan brokering services, loan/grant agreements, and consultant services agreements. 13. Assists applicants in preparing loan documents to determine eligibility for City programs. 14. Provides information to City officials and to federal, state, county, and private organizations, as well as to individual citizens. 15. Maintains liaison with applicable government agencies; represents the City in a variety of groups and county-wide organizations. 16. Prepares and maintains a variety of reports and documents, such as the HUD Consolidated Plan and Annual Performance Reports. 17. May direct the work of other workers on a project basis. 18. Performs related duties and responsibilities as assigned. Job Related and Essential Qualifications Knowledge of • Principles and practices of grant administration, particularly with respect to community development programs. • Environment review process. • Real estate lending practices and underwriting standards. • Housing development finance. • Statistical and research methods, practices, and techniques. • Laws, regulations, relating to state and federal assisted housing programs, HUD, CDBG, and HOME programs. • Principles and practices of financial management. • Principles and practices of public administration. • Marketing principles and methods. • Commercial space planning and leasing. • Residential tenants' rights. • Residential relocation law. Ability to: • Effectively administer assigned housing and community development programs within requirements and guidelines established by the City and funding agencies. Acquire a thorough knowledge of applicable federal, state, county, and local regulations and processes relating to community development programs. • Acquire a thorough knowledge of applicable City and department policies and regulations. • Maintain effective liaison with other City departments and other agencies and deal successfully with the public and community groups. • Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions. • Prepare complex reports and analyses; prepare clear, concise, and complete written reports. 0 City of South San Francisco Community Development Specialist Class Description Page 5 • Calculate monthly loan payments, interest rates, loan balances and total payments on loans. • Communicate clearly and concisely, both verbally and in writing. • Use English effectively to communicate in person, over the telephone, and in writing. • Use initiative and independent judgment with established policy and procedural guidelines. • Organize own work, set priorities, meet critical deadlines, and follow -up on assignments with a minimum of direction. • Represent the City and the department effectively in contacts with representatives of other agencies, City departments, and the public. • Establish and maintain cooperative relationships with those contacted in the course of the work. • Take a proactive approach to customer service issues. • Make process improvement changes to streamline procedures. • Effectively utilize personal computers in connection with work performed. • Make presentations to appropriate agencies, groups, and parties. • Organize own work, set priorities, meet critical deadlines, and follow -up on assignments with a minimum of direction. • Work in a safe manner, following City safety practices and procedures. • Maintain confidentiality regarding sensitive information. Skill in: • Using a personal computer and its associated applications. Experience and Training Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Experience: One year of increasingly responsible experience with housing programs, grant administration, or real estate in the areas of redevelopment or economic development. Training: A bachelor's degree from an accredited college or university with major coursework in planning, public administration, economics, business administration, policy development, or a related field. Licenses and Certificates All licenses and certificates must be maintained as a condition of employment. • Possession of, or ability to obtain, a valid, appropriate California driver's license and a satisfactory driving record. Special Requirements Essential duties require the following physical skills and work environment: City of South San Francisco Community Development Specialist Class Description Page 6 Physical Skills: Ability to use standard office equipment, including a computer; sit, stand, walk, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; lift and carry 35 pound boxes, files, and materials. Work Environment: Mobility to work in a typical office setting with some exposure to the field and outdoors. Ability to: Travel to different sites and locations; drive safely to different sites and locations; maintain a safe driving record; work protracted and irregular hours and evening meetings or off - shift work for meeting attendance or participation in specific projects or programs; available for evening meetings. Approved by CM: May 2012 Revised Date: Former Titles: Community Development Coordinator Abolished: SDE Bargaining Unit: AFSCME ADA Review: May 2012 DOT: No Physical: Class 3 Status: Classified/Non- exempt EEOC Category: SAE Job Code: A ADA Documentation of Essential Duties 1. SDE 2. SDE 3. SDE 4. SDE 5. SDE 6. SDE 7. MAE 8. SDE 9. SAE 10. SAE 11. SAE 9. SAE 10. SAE 11. SAE 12. SAE 13. SAE 14. SDE 15. SDE 16. SDE 17. SAE 07/19112 2:03 PM �T�e taff R M DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Steven T. Mattas, City Attorney SUBJECT: RESOLUTION ACKNOWLEDGING THE SEPARATE LEGAL EXISTENCE OF THE SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF THE CITY OF SOUTH SAN FRANCISCO RECOMMENDATION: It is recommended that the City Council adopt a resolution acknowledging that the Successor Agency to the City of South San Francisco Redevelopment Agency is a separate legal entity distinct from the City. BACKGROUND: On December 29, 2011, the California Supreme Court issued its opinion in CRA v. Matosantos and upheld the validity of AB 1 x26, the bill that dissolves all the redevelopment agencies in the State. As a result of the Court's ruling, the dissolution of redevelopment agencies became effective as of February 1, 2012. On June 27, 2012, ABxl 26 was amended per AB 1484. DISCUSSION: At its meeting on January 25, 2012, the City Council agreed to serve as the successor agency to the Redevelopment Agency of the City of South San Francisco ( "Successor Agency ") with the adoption of Resolution No. 8 -2012. Pursuant to ABxi 26, the City of South San Francisco has been serving as the successor agency to the redevelopment agency since February 1, 2012. On June 27, 2012, ABx 1 26 was amended by AB 1.484. AB 1484 provides that successor agencies are separate public entities from their sponsoring cities: In order to affirm that the Successor Agency is a' separate public entity, it is recommended that the City Council adopt a resolution acknowledging the Successor Agency's separate legal status and resolving to support the Successor Agency with respect to use of City personnel, facilities and other resources. The resolution also acknowledges that the City Council will continue to act as the governing board of the Successor Agency, ` and that all Redevelopment Agency Assets were transferred to the Successor Agency. Staff Report July 25, 2012 Page 2 of 2 CONCLUSION: It is recommended that the City Council approve the attached Resolution affirming the Successor Agency's status as a separate entity. By: ` L___= Approved. Steven T. Attas �Bar6 M. Nagel Successor Agency General Counsel City Manager Attachment: Resolution 1936026.1 RESOLUTION NO: CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION ACKNOWLEDGING THE SEPARATE LEGAL EXISTENCE OF THE SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF THE CITY OF SOUTH SAN FRANCISCO WHEREAS, the California Legislature adopted, the Governor signed, and the California Supreme Court, in California Redevelopment Association, et al. v. Matosantos, (2012) 53 Cal.4" 231, upheld Assembly Bill xl 26 ( "ABxl 26 "); WHEREAS, pursuant to ABx1 26, all California redevelopment agencies were dissolved effective February 1, 2012; WHEREAS, as added by ABx1 26, California Health and Safety Code Sections 341710) and 34173 provide that a city or county that formed a redevelopment agency (the "Sponsoring Jurisdiction ") would serve as the successor agency to the dissolved redevelopment agency unless the Sponsoring Jurisdiction affirmatively elected not to fill that role; WHEREAS, as added by ABxl 26, California Health and Safety Code Section 34173(b) provides that the authority, rights, powers, duties and obligations previously vested with the former redevelopment agencies are vested in the successor agencies; WHEREAS, pursuant to Resolution No. 8 -2012, adopted by the City Council on January 25, 2012, the City of South San Francisco ( "City ") agreed to serve as the successor agency to the Redevelopment Agency of the City of South San Francisco (the "Redevelopment Agency ") commencing upon the dissolution of the Agency on February 1, 2012; WHEREAS, Assembly Bill 1484, enacted June 27, 2012, modified ABxl 26 to clarify that successor agencies are separate legal entities from the Sponsoring Jurisdiction; and WHEREAS, the City of South San Francisco wishes to acknowledge the existence of the successor agency to the Agency as an entity separate and distinct from the City. NOW THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of South San Francisco that it hereby: 1. Pursuant to Health and Safety Code Sections 341710) and 34173, acknowledges the successor agency to the Redevelopment Agency of the City of South San Francisco (the "Successor Agency ") as a separate public entity distinct from the City. 1936996.1 2. Acknowledges that the members of the City Council of the City of South San Francisco have been acting, and shall continue to act, as the governing board of the Successor Agency. 3. Acknowledges that by operation of law, upon dissolution of the Redevelopment Agency, ownership and control of all Redevelopment Agency assets, including without limitation, all properties, contracts, agreements, books and records, real property, personal property, equipment, cash and cash equivalents, and receivables of the former Redevelopment Agency (other than housing assets that transferred to the City as housing successor pursuant to Health and Safety Code Section 34176) were transferred to the Successor Agency. 4. Resolves that, subject to further agreement, the City shall support and cooperate with the Successor Agency with respect to use of City personnel, facilities and other resources to support the Successor Agency's governance and operations. 5. Authorizes the City Manager to consider and, in his reasonable discretion grant, requests for waivers of conflicts of interest with respect to legal representation provided to the City and the Successor Agency. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the _ day of 2012 by the following vote: on ABSTAIN: ABSENT: ATTEST: City Clerk 1936996.1 Staff Report DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Terry White, Director of Public Works SUBJECT: A RESOLUTION INCREASING THE NUMBER OF BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE MEMBERS FROM FIVE (5) TO SEVEN (7) MEMBERS AND MOTIONS APPOINTING ADDITIONAL MEMBERS RECOMMENDATION It is recommended that the City Council discuss and consider: A) adoption of a resolution increasing the numbering of Bicycle and Pedestrian Advisory Committee (BPAC) members from five (5) to seven (7) members, and if so approved; B) by motion appoint additional members, Ari Gerrits, and Jill Eyres to the BPAC; and C) by motion the appoint Cassandra Woo to the BPAC and authorize her simultaneous service on both the Cultural Arts Commission and BPAC. BACKGROUND/DISCUSSION In 1998, the City Council adopted a resolution establishing a Bicycle Advisory Committee. This committee was a requirement for submitting projects under the Transportation Development Act (TDA) Article 3 funding and their role is to review and/or prioritize TDA Article 3 bicycle projects. This group also participates in the development and review of bicycle plans. Since that time, the name of the committee has evolved to include pedestrian issues, thus the change in name to Bicycle and Pedestrian Advisory Committee (BPAC). Currently, the BPAC is required to be composed of a minimum of three (3) and a maximum of five (5) members who live or work in the City of South San Francisco and are to be appointed by the City Council. The Engineering Division provides administrative and technical support to the Committee. In an effort to enhance our ability to facilitate the submission of ongoing grant applications, review of pedestrian and bicycle plans, as well as promoting biking and walking within the City of South San Francisco, it has been requested that Council review the need for additional BPAC members to vary the background, experiences and expertise of the BPAC. It therefore has been suggested that the BPAC be increased from a maximum of five (5) members to seven (7) members. The City Clerk included BPAC in the Spring Board and Commission recruitment and received three Staff Report Subject: A RESOLUTION INCREASING THE NUMBER OF BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE MEMBERS FROM FIVE (5) TO SEVEN (7) MEMBERS AND MOTIONS APPOINTING ADDITIONAL MEMBERS Page 2 of 2 (3) BPAC applicants. The applicants are as follows: 1. Cassandra Woo lives in South San Francisco and works for the San Mateo County Behavioral Health and Recovery Services and is a recently sworn member of the South San Francisco Cultural Arts Commission. 2. Ari Gerrits works at Solazyme in South San Francisco. 3. Jill Eyres works at Group 4 Architecture, Research & Planning in South San Francisco. All three meet the requirements of living and /or working in South San Francisco. As Ms. Woo is a present member of the Cultural Arts Commission, Council is advised to make a separate motion on her appointment clearly stating its intent to have her serve on both boards. FUNDING Administrative and technical support will continue to be accomplished using the operational budget from the Engineering Division. CONCLUSION Consideration of a resolution to increase the maximum number of members of the BPAC and approval of the proposed appointees, if approved, will increase the number of members to the maximum of seven which is anticipated to increase the participation on this Committee within the community at large. By: tJ Terry Whig �� Director of Public Works Attachment: Resolution 1932296.1 Appro d: Barry M. Nagel City Manager RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION INCREASING THE NUMBER OF BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE MEMBERS FROM FIVE (5) TO SEVEN (7) MEMBERS WHEREAS, as a requirement for submitting projects under the Transportation Development Act, the City of South San Francisco ( "City ") has established a Bicycle and Pedestrian Advisory Committee; and WHEREAS, the Bicycle and Pedestrian Advisory Committee ( "BPAC ") has historically been composed of three (3) to five (5) members, who live and/or work in the City of South San Francisco, and who are appointed by the City Council; and WHEREAS, an increase in the number of members to the maximum of seven should increase the participation within this Committee and the community at large. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby increases the number of members of the Bicycle and Pedestrian Advisory Committee from five (5) members to seven (7) members. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the day of 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: -1- ATTEST: City Clerk DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Valerie Sommer, Library Director SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSULTANT SERVICES AGREEMENT WITH CALIFORNIA CONSULTING, LLC, FOR GRANT WRITING, MANAGEMENT AND CONSULTANT SERVICES IN AN AMOUNT NOT TO EXCEED $65,000 RECOMMENDATION: It is recommended that the City Council adopt a resolution authorizing the City Manager to execute a Consulting Services Agreement with California Consulting, LLC, for provision of grant writing, management and consultant services in an amount not to exceed $65,000. BACKGROUND: Over the years, City departments have been pro - active and effective in pursing grant funding opportunities. In this economic environment, as City budgets have become leaner and competition for large federal and state grants has increased, the City is looking for new ways to stretch resources and provide funding for priority projects. Securing private and public grant funding can be a key component in maintaining and enhancing vital city programs and services. Funding needs cover a broad range of City departments, including Economic and Community Development, Fire, Information Technology, Library, Parks and Recreation, Police, Public Works, and the Green Division/Sustainable SSF. On June 14, 2012, City Staff requested an informal quotation and proposal for grant writing and management services from four grant writing consultant firms. All four firms submitted proposals. Based on a review of the proposals and positive feedback from reference checks, staff is recommending the City enter into an agreement with California Consulting, LLC, to perform grant writing, management and associated services. California Consulting has staff located in the greater Bay Area, and are planning to open an office in the area this year, making communication and face to face interaction easier and more convenient. In addition, the South San Francisco Unified School District has selected California Consulting, LLC for grant writing services, which will give us more opportunities for collaborative projects. Under the supervision of the City Manager via the Library Director, the Consultant will provide grant writing and associated expertise in pursuit of federal, state, local, foundation, and corporate funding. The Consultant's responsibility to the City includes, but is not limited to: researching and identifying grant opportunities, writing and submitting grant applications, developing letters of support and gathering/compiling statistics and documentation, identifying grant requirements regarding financial reporting, and providing grant compliance and management services as needed. Staff Report Subject: Awarding a consulting agreement to California Consulting, LLC for grant writing service Date: July 25, 2012 Page 2 As part of the process the grant writer will interview key department representatives in a needs assessment to determine city and department needs. The Consultant operates on a monthly retainer model, with unlimited Federal, State and private foundation or corporate grant writing and associated services. The City has contacted references of the firm and found the clients are very satisfied with the retainer model and the Consultant's performance of providing a successful return on investment of the annual fee. FUNDING: The one year agreement with California Consulting provides for a monthly cost of $5,000, with modest reimbursements for pre- approved operating and travel costs not to exceed $5,000 over the life of the contact. Adequate funding for grant writing services has been established in the FY 12- 13 operating budget. CONCLUSION: Authorizing the consulting agreement with California Consulting, LLC will enable the City to pursue additional grant funding opportunities without increasing the amount of staff time committed to researching, applying for, and managing grants. It is recommended that the City Council authorize the City Manager to execute a consulting agreement with California Consulting, LLC for grant writing services in an amount not to exceed $65,000. By: W�G� �4—� 6 Approved: Valerie Sommer Library Director Attachments: Resolution Consulting Services Agreement California Consulting, LLC company information Barry M. Nag City Manager RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSULTING SERVICES AGREEMENT WITH CALIFORNIA CONSULTING, LLC FOR GRANT WRITING, MANAGEMENT AND CONSULTING SERVICES IN AN AMOUNT NOT TO EXCEED $65,000 WHEREAS, the City of South San Francisco (the "City ") is a municipal corporation organized and existing under and pursuant to the Constitution and laws of the State of California; and WHEREAS, on June 14, 2012, City staff issued a request for proposals for grant writing services; and WHEREAS, the City received four (4) proposals in response to request for proposals; and WHEREAS, staff recommends that the City Council award a consulting services contract to California Consulting, LLC for grant writing and grant administration services, in an amount not to exceed $65,000; and conditioned WHEREAS, adequate funding for the proposed agreement is included in the City's Fiscal Year 2012 -2013 operating budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco, that the City Council hereby awards a consulting services agreement to California Consulting, LLC, in an amount not to exceed $65,000, conditioned on California Consulting's timely execution and submission of all required documents. BE IT FURTHER RESOLVED by the City Council of the City of South San Francisco, that the City Manager is hereby authorized to execute the consulting services agreement on behalf of the City of South San Francisco, subject to approval as to form by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 25th day of July, 2012 by the following vote: AYES: -1- NOES: ABSENT: ATTEST: -z- City Clerk CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND CALIFORNIA CONSULTING, LLC THIS AGREEMENT for consulting services is made by and between the City of South San Francisco ( "City ") and California Consulting, LLC ( "Consultant ") (together sometimes referred to as the "Parties ") as of August 1, 2012 (the "Effective Date "). Section 1, SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A, attached hereto and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on July 31, 2013, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first -class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 13 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 21 COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $65,000, notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for Consulting Services Agreement between City of South San Francisco and California Consulting -3- Page 1 of 15 services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 21 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the monthly Consultant fee of $5,000 per month for services performed plus any pre- approved reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: • Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; • The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; • A brief description of the work during this billing period, and each previously approved reimbursable expense; and • The Consultant's signature. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 fReservedl. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. Consulting Services Agreement between City of South San Francisco and California Consulting -4- DATE Page 2 of 15 2.5 Hourly Fees. No hourly fees are billable for work performed as part of the Scope of Services; fees are covered by a monthly flat fee of $5,000. 2.6 Reimbursable Expenses. Reimbursable expenses are as specified below, and in no event shall exceed $5,000. Expenses not listed below are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. The City agrees to Reimburse Consultant for extraordinary out of pocket expenses as Extra Work and only upon written pre - approval from the City's Contract Administrator. Extraordinary out of pocket expenses can include overnight accommodations for trips requested by the City; normal office expenses such as postage, fax, telephone, copies, as well as reasonable mileage expense between the Consultant's local office and SSF, are covered as part of the monthly compensation for services. "Extra Work" means work which is determined by the City to be necessary for the provision of services, but which was not reasonably anticipated would be necessary at the execution of this Agreement. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long- distance telephone or other communication charges, vehicles, and reproduction facilities. Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 3 of 15 -5- Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide Certificates of Insurance, attached hereto and incorporated herein as Exhibit B, indicating that Consultant has obtained or currently maintains insurance that meets the requirements of this section and under forms of insurance satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s). 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self- insurance program to meet those requirements, but only if the program of self- insurance complies fully with the provisions of the California Labor Code. Determination of whether a self- insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self- insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting there from, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non - owned automobiles. Consulting Services Agreement between City of South San Francisco and California Consulting 6- Page 4 of 15 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: The insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis. b. Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. 4.3 Professional Liability Insurance. 4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. Any deductible or self- insured retention shall not exceed $150,000 per claim. 4.3.2 Claims made limitations. The following provisions shall apply if the professional liability coverage is written on a claims -made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. C. If coverage is canceled or not renewed and it is not replaced with another claims -made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and Consulting Services Agreement between City of South San Francisco and California Consulting -7- DATE Page 5 of 15 expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.41 Acceptability attached to all policies of primary insurance with respect to insurers. All insurance required by this section is to be placed with officials, employees and insurers with a Bests' rating of no less than ANIL 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete copies of all required insurance policies at any time. 4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified endorsement shall be attached to all insurance obtained pursuant to this Agreement stating that coverage shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. In the event that any coverage required by this section is reduced, limited, cancelled, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than ten (10) working days after Consultant is notified of the change in coverage. 4.4.4 Additional insured; primary insurance. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant, as applicable; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant in the course of providing services pursuant to this Agreement. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. A certified endorsement must be attached to all policies stating that coverage is primary insurance with respect to the City and its officers, officials, employees and Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 6 of 15 -8- volunteers, and that no insurance or self - insurance maintained by the City shall be called upon to contribute to a loss under the coverage. 4.4.5 Deductibles and Self- Insured Retentions. Consultant shall disclose to and obtain the approval of City for the self- insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self- insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self - insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverage, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: • Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; • Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and /or • Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 7 of 15 a of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and /or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONSULTANT. 6,1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and /or employee contributions for PERS benefits. 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 8 of 15 -10- 7.1 Goveming Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of what -so -ever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement upon 30 days' written notice to Consultant and without cause.. Consultant may cancel this Agreement upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 9 of 15 -11- In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. 8.3Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall include, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. Consulting Services Agreement between City of South San Francisco and California Consulting 12- DATE Page 10 of 15 9.7 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties unless required by law. 9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and /or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. 9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals. All responses to a Request for Proposals (RFP) or invitation to bid issued by the City become the exclusive property of the City. At such time as the City selects a bid, all proposals received become a matter of public record, and shall be regarded as public records, with the exception of those elements in each proposal that are defined by Consultant and plainly marked as 'Business Secret" or Trade Secret." Any proposal that contains language purporting to render all or significant portions of the proposal "Confidential," "Trade Secret," or "Proprietary," shall be regarded as non - responsive. The City shall not be liable or in any way responsible for the disclosure of any such proposal or portions thereof, if Consultant has not plainly marked it as a 'Trade Secret' or "Business Secret" or if disclosure is required under the Public Records Act. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 11 of 15 -13- that the information that a prospective bidder submits is a trade secret. If a request is made for information marked "Trade Secret" or "Business Secret," and the requester takes legal action seeking release of the materials it believes does not constitute trade secret information, by submitting a proposal, Consultant agrees to indemnify, defend and hold harmless the City, its agents and employees, from any judgment, fines, penalties, and award of attorneys fees awarded against the City in favor of the party requesting the information, and any and all costs connected with that defense. This obligation to indemnify survives the City's award of the contract. In submitting a proposal, Consultant agrees that this indemnification survives as long as the trade secret information is in the City's possession, which includes a minimum retention period for such documents. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County San Mateo or in the United States District Court for the First District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 101 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 12 of 15 -14- Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12 months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Valerie Sommer, Library Director ( "Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. Further, Consultant will assign one staff person or "account manager' to coordinate the work of grant writers and support staff assigned to the City under this agreement. 10.10 Notices. Any written notice to Consultant shall be sent to: Steve Samuelian California Consulting, LLC 1530 East Shaw Avenue, Suite 114 Fresno, CA 93710 Any written notice to City shall be sent to: City Clerk City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 With a copy to: Valerie Sommer South San Francisco Public Library Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 13 of 15 -15- 840 West Orange Ave. South San Francisco, CA 94080 10.11 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. 10.12 Counterparts, This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. [SIGNATURES ON THE FOLLOWING PAGE] Consulting Services Agreement between City of South San Francisco and California Consulting -16- DATE Page 14 of 15 The Parties have executed this Agreement as of the Effective Date. CITY OF SOUTH SAN FRANCISCO Consultants Barry M. Nagel, City Manager NAME: TITLE: Attest: City Clerk Approved as to Form: City Attorney Consulting Services Agreement between City of South San Francisco and California Consulting »- DATE Page 15 of 15 EXHIBIT A SCOPE OF SERVICES The following services will be provided by California Consulting, LLC to the City of South San Francisco, but not necessarily be limited to the list designated below: 1. Upon execution of the Agreement, Consultant will conduct an on -site needs assessment of overall City needs, as well as individual departmental needs, goals and priorities in order to develop a comprehensive grant strategy to guide research, identification and submittal of grant applications. 2. Consultant will research, identify and write grants at the direction of the City for federal, state, local, and foundation, including corporate, funding. Consultant services may include, but are not limited to the following activities: a. Make contact with the funding agency to alert them of the proposed project and ensure that the project meets their funding criteria and timelines. b. Compile data, photos and other required information. c. Attend pre- proposal conferences, webinars, etc. hosted by the funding agency, as necessary. d. Coordinate with local agencies and organizations as needed when applying for collaborative grants. e. Work with City staff to determine if City Council or other authorizing approval is needed for submission of the grant and/or commit to a local funding match, and work with staff to prepare a staff report to City Council. f. Work with City staff to develop a timeline and task lists for grant proposal completion. g. Work with local, state and federal elected officials and agency representatives to secure letters of support as appropriate. h. Provide draft copies of grant application to City staff with adequate time to allow for feedback and editing, with adequate time for paper or online submittal of the application. 1 Consultant and City will determine responsibility for submittal of each grant application; when Consultant is designated, all necessary copies must be submitted by the due date. If submitting electronic applications via the Internet, the Consultant will coordinate any password or authorization requirements in order to ensure the timely submission of grant applications. 4. Consultant will maintain contact with the funding agency until grant awards are announced. If the grant was denied, Consultant should secure follow -up information from the funding agency to determine why the grant was not successful; Consultant will debrief the City on this post - evaluation and provide suggestions for any future grant cycle or similar grant submittals. 5. The Consultant will provide post award administration and compliance unless previously authorized in writing by the Contract Administrator and included as part of the grant budget and narrative submittal. 6. Consultant will communicate with key persons in state government, state agencies, local government, community leaders, community organizations and business persons to further the funding goals of The City; this will include, but is not limited to, progress reports and presentations as requested (grants pending /awarded /in progress /upcoming). Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 1 of 3 -18- 7. Consultant will arrange and /or attend meetings with the above groups to further the goals of the City. Consulting Services Agreement between City of South San Francisco and California Consulting 19- DATE Page 2 of 3 EXHIBIT B INSURANCE CERTIFICATES Consulting Services Agreement between DATE City of South San Francisco and California Consulting Page 3 of 3 -20- Ali\ I'I •) 8\ V Central Valley Office Sacramento Office 1530 East Shaw Avenue 520 Capitol Mall Suite 114 Suite 700 Fresno, CA 93710 Sacramento, CA 95814 Managing Your Public 8 Government Affairs SIEVE SAMUE JAN California Consulting, LLC A Full Service Governmental Affairs Agency www.californiaconsulting.org History Founded in 2004 California Consulting, LLC has quickly established a reputation for hard work and a commitment to success for its clients. Through that special hard work ethic, California Consulting, LLC has become one of the fastest growing advocacy and grant writing companies in California. With over 60 clients statewide, California Consulting's success has translated into rapid and unprecedented growth. Put simply, no lobbying /grant writing firm has grown faster in California in recent history. Owner Steve Samuelian has more than two decades of experience dealing with Government, including 8 years as District Director for a U. S. Congressman. Additionally, Mr. Samuelian served in the California Legislature. The company has a professional team of Governmental affairs advocates and grant writers to successfully serve our client's needs. California Consulting has developed an expertise in representing public agencies, private companies, and non - profit organizations. California Consulting has secured almost $1.4 billion for our clients. Grant Writing: The California Consulting team boasts ten grant writers. Through years of experience our grant writers have a proven track record of success and have mastered their skills of identifying, researching, and obtaining funding for significant projects at every level of government. Our team has successfully written competitive federal and state grants. Our aggressive, hard- working, and results- oriented style has translated into millions of dollars for our clients. Our professional grant writers are diligent and stay current on every federal and state grant available on a myriad of different topics and public policy areas. Whether it is recreation, education, parks money, or public safety our grants team knows where to locate grant funds and how to successfully write the applications. Our grant writers have written over 300 grant applications that have been funded for our clients. State Government Advocacy: California Consulting has three registered lobbyists. Specializing in relations with State Government Agencies, California Consulting assists clients specifically with the Governor's Office, the State Legislature, and the State Agencies that issue grant monies. With two registered lobbyists at the State Level, California Consulting, LLC has the expertise, experience, and relationships in Sacramento to successfully advocate for your issues. With Mr. Samuelian's former role as an elected State Legislator, our company is uniquely positioned to represent our clients with every facet of state Phone (559) 244 -0801 FAX (559) 244 -0804 E -Mail steve @californiaconsulting.org Website www.californiaconsulting.org -21- government. If you want to pass, amend, or stop state legislation, California Consulting has a proven track record of success. We also have secured funding for our clients through legislative avenues including budget trailer bills specifically for our clients needs. California Consulting maintains strong relationships with the Governor's Senior Staff and with the Departments that have grant money available for cities, i.e., Department of Housing and Community Development, Integrated Waste Management Board, State Water Resources Control Board, Department of Water Resources, CalTrans, Department of Parks and Recreation, Cal -EPA, Office of Traffic & Safety and many others. Sacramento Trios: Our office regularly organizes trips to Sacramento for our clients. We organize a full day of meetings with key State Agencies that have grant monies available. Usually the City Manager (or Superintendent if School District) and some city elected officials attend the day long visit to the Capitol accompanied by California Consulting Manager Steve Samuelian. Our team makes weekly trips to Sacramento to stay in constant contact with State Agencies and Legislators. We provide, coordinate, and arrange consistent visits to Sacramento for our clients. These visits include a full day of lobbying State Agencies and key decision makers for grant money. With an affiliate office in Sacramento, California Consulting is well equipped to host visits of local elected and appointed officials. Quarterly Events: In order to keep our clients regularly informed of updates from the Capitol, we routinely invite special guests from Sacramento to visit with our clients. Each quarter we host a roundtable with a key elected or appointed official from the Capitol. Recent events have been held in Montebello, Salinas and Fresno in conjunction with our office. Guests have included CalTrans Interim Director, Malcolm Dougherty, the Governor's Cabinet Secretary, current State Superintendent Tom Torlakson, and other key policymakers. This allows our clients to interact with major policymakers in a unique small group setting. References: California Consulting references include key leaders from around the State. Our relationships are bi- partisan and we have references from major figures and leaders in both political parties. A full list of our references can be viewed at www.califomiaconsultin .orb. California Consulting currently represents 22 cities across California, over 30 School Districts, Waste Management, Fresno Council of Governments (COG), Kern Council of Governments (COG), County of Fresno, and others. We have also been retained to work for agencies including Chevron Corporation and academic institutions including the California Institute of Technology in Pasadena, as well as several private sector clients. A full client list can be obtained at www.califomiaconsulting or¢. -22- CALIFORNIA CONSULTING ANNOUNCES BAY AREA TEAM California Consulting is pleased to announce the company's Bay Area leadership team. Noelani Sallings will serve as the firm's Regional Director in the Bay Area and Central Coast. Kish Rajan will serve as Business Development Liaison in the Bay Area. Noelani Sallings Regional Director Noelani will be leaving the office of Assemblyman Paul Fong to -23- join California Consulting. Noelani joins the company as a full time staff member and will serve as Regional Director for the Bay Area and the Central Coast. Noelani will be based in Santa Clara County and will direct the firm's grant writing and lobbying efforts in this region of the State. Noelani has extensive experience with public agencies and in working with different levels of government. Her experience and dedication will be a hugely valuable service to California Consulting's clients. Noelani has worked as the Campaign Coordinator and as a Field Representative for Former Assemblyman and current California Secretary of Resources John Laird. She served as Field Representative for Assemblyman Fong. Noelani has been an advocate for education and the community for the past 15 years. She has served on various community boards, including the Santa Clara Schools Foundation, DAWN, BAYMEC, SVAPADC and NextVista for learning. Although her primary focus is education, she is also an advocate for women's rights, social justice and issues affecting our environment. Noelani co- organized "Walk for Education," a protest walk against budget cuts. She has also served on a "No Child Left Behind" panel, founded the Santa Clara University Psychology Club (and earned the Senior Award for Outstanding Service from the University's Psychology Department), and was a key contributor to the Santa Clara Schools Foundation's reorganization and -24- redirection efforts. She continues to serve on the PTA board at her daughter's school and her most prized project is Music Rivals - - a school district -wide music competition. Noelani earned a Bachelor of Science in Psychology from Santa Clara University and is working on a Masters Degree in Public Administration from Notre Dame de Namur. Noelani is the first in her family to attend college. Kish Rajan Business Development Liaison Kish currently serves as the Mayor Pro Tern on the Walnut Creek City Council. Kish Rajan began his public sector career on Capitol Hill as an aide to United States Senator Barbara Boxer and then later at the California State Capitol as a campaign aide to Phil Angelides who went on to become California State Treasurer. After a successful stint in the public sector, Kish built a 14 year career in the private sector as a business development executive with SanDisk corporation. -25- Kish was elected to his first four -year term on the Walnut Creek City Council in November 2008. He previously served as Chair of the Walnut Creek Transportation Commission. As a council member, Kish has become a regional leader in advocacy for economic development, transportation improvements and education. Kish graduated from UC Berkeley with a Bachelor of Arts in United States History and later earned a J.D. from Golden Gate University School of Law. Kish met Evie Spencer, also a lifelong resident of Walnut Creek in 1990 when they were both attending Diablo Valley College. They married in 1996 and now have 3 children - Jordan, Kendall, and Lincoln. California Consulting is the State's largest and most well respected grant writing company and is composed of 15 team members, with clients ranging from Butte County in the North to Los Angeles County in the South. California Consulting grant writers have written 345 competitive federal, state, and private foundation applications that have been funded for our clients since opening in 2004. -26- Past & Current Clients Government Agencies Bear Mountain Recreation & Park District County of Fresno County of Kern County of Merced City of Arvin City of Avenal City of Atwater City of Chowchilla City of Coalinga City of Delano City of Farmersville City of Fowler City of Fresno Redevelopment Agency City of Greenfield City of Gridley City of Gustine City of Hughson City of Huron City of Kerman City of Kingsburg City of Lancaster City of Lemoore City of Lindsay City of Lynwood City of McFarland City of Mendota City of Modesto City of Montebello City of Monterey Park City of Newman City of Orange Cove City of Parlier City of Patterson City of Porterville City of Rancho Cordova City of Reedley City of Rialto City of Ridgecrest City of Salinas City of San Joaquin -27- City of Soledad City of Tehachapi City of Tracy City of Waterford City of Yuba City The Latino Mayors & Local Elected Officials Coalition of Fresno County. Fresno Council of Governments (all 15 cities in Fresno County) Fresno County Workforce Investment Board Fresno Economic Opportunities Commission (EOC) Kern Council of Governments (COG) Kingsburg Medical Center Madera Irrigation District Malaga County Water District McFarland Recreation & Park District Santa Nella County Water District Sand City Selma - Kingsburg- Fowler Co. Sanitation Dist. Southwest Transportation Agency Veterans of Foreign Wars - Dept. of California Public Education Agape Charter School Alameda County Office of Education Alvina Unified School District Alum Rock Elementary District (San Jose) Annona Union Elementary School District Arvin Union School District Ballico - Cressey Unified School District Bassett Unified School District Caruthers Unified School District Central Unified School District Coalinga -Huron Unified School District Corcoran Unified School District Dixon Unified School District Earlimart School District El Rancho Unified Fairfax Elementary School District Farmersville Unified School District Firebaugh Las Deltas Unified School District Fowler Unified Greenfield Unified School District Hacienda La Puente Unified School District Hayward Unified School District Kerman Unified School District Kingsburg Elementary Charter School District Kings Canyon Unified School District Kings County Office of Education Laton Unified School District Lemoore Union High School District Lindsay Unified School District Lynwood Unified School District McFarland Unified School District Mendota Unified School District Monroe Unified School District Monterey County Office of Education Monterey Penninsula School District Newman Crows Landing Unified School District Oxnard School District Parlier Unified School District Rialto Unified School District Ripon Unified School District Riverdale Unified School District Rowland Unified Salinas City Elementary School District Salinas High School District San Jose Conservation Corps Santa Cruz Office of Education Selma Unified School District Semitropic School District Southern Kern Unified School District Travis Unified School District West Covina Unified School District West Park School District Westside Unified School District 33' Grants California Consulting grant writers have obtained more than $100,838,592 for their clients in competitive state and federal grants, see detailed list below: Corcoran Unified $200,000 Planning Grant / EDA (Teacher Education Facility) City of Parlier $18,700 Tree Grant / CDF (180 trees throughout City of Parlier) City of Sanger $1.4 million TEA Grant (11th to North) (TraNeighborhood Stabilization Programortation enhancement 11th to North St.) Corcoran Unified $21,000 Computer Grant / USDA (30 computers for learning center) McFarland Unified $66,000 Playground Tire Derived / California Integrated Waste Management Board (CIWMB) (Playground cover in two schools) Kings Canyon Unified $1.4 million CMAQ (buses) (9 new CNG buses) City of Huron $2 million BEGIN / HCD (Down payment assistance to homebuyers South of Huron) City of Sanger $990,000 BEGIN / HCD (Down payment assistance for home buyers in Sanger) City of Huron $50,000 Police Equipment / USDA (Patrol car and ballistics equipment) (Playground cover at two city parks) City of Delano $150,000 Targeted RAC / California Integrated Waste Management City of Parlier $5,000 City Allotment / Board (CIWMB) Dept. of Conservation (Rubberized asphalt on several streets of (Beverage recycling city allotment) Delano) City of McFarland $8,000 Amnesty Day / City of Delano $14,350 RAC / CIWMB CIWMB (Rubberized asphalt on several streets of (Tire collection event in McFarland) Delano) City of McFarland $12,000 RAC / CIWMB (Rubberized asphalt on several streets of McFarland) City of McFarland $150,000 Targeted RAC / CIWMB (Rubberized asphalt on several streets of McFarland) City of Parlier, P.D. $5000 Bullet Proof Vest / Dept. of Justice (Ten bullet -proof vests) City of Huron, P.D. $15,000 Seatbelt Mini - grant/ Office of Traffic Safety (Officer overtime to implement "Click It Or Ticket' program) City of Selma, P.D. $234,592 DUI Grant / Office of Traffic Safety (Officer time and equipment to implement regional DUI program) City of Sanger, P.D. $111,000 Public Safety Equipment / Office of Traffic Safety (Equipment for Sanger Police Department) Corcoran Unified School District $88,000 Playground Cover / CIWMB (Playground cover for three schools) City of Sanger $59,000 Playground Cover / CIWMB -29- Kings Canyon Unified $500,000 School Violence Prevention / CDE (Five years of school violence prevention program) Orange Cove $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Coalinga, P.D. $1400 Bullet Proof Vest / Dept. of Justice (Two bullet proof vests for Police Department) City of Sanger $175,000 Targeted RAC / CIWMB (Rubberized asphalt on several streets of Sanger) City of Arvin $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Sanger $6000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of McFarland $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Delano $12,090 City Allotment / Dept. of Conservation (Beverage recycling city allotment) Kings Canyon Unified $299,000 Library Literacy Program / Federal ED (Additional librarian and materials for school library in Orange Cove) City of Parlier $140,000 Soccer Field / Stewardship Council (New soccer field to be constructed in City) City of Huron $175,000 Rubberized Asphalt Concrete / CIWMB (Rubberized asphalt on several streets of Huron) City of Parlier $175,000 Rubberized Asphalt Concrete / CIWMB (Rubberized asphalt on several streets of Parlier) Corcoran Unified School District $2 million Joint Use / California Department of Education (Teacher Education facility for 26,000 sq. ft. facility) City of Fowler $175,000 Rubberized Asphalt Concrete / CIWMB (Rubberized asphalt on several streets of Fowler) City of Arvin $150,000 Rubberized Asphalt Concrete / CIWMB (Rubberized asphalt on several streets of Arvin) City of Selma $175,000 Rubberized Asphalt Concrete / CIWMB (Rubberized asphalt on several streets of Selma) City of Parlier $33,000 Community Facilities / USDA Rural Dev. (Computers for Police Department) City of Selma $2024 Bullet Proof Vest Program / Dept. of Justice (Four bullet proof vests) -30- City of Delano $99,596 Playground Cover / CIWMB (Playground cover at every park in Delano) Kings Canyon Unified School District $100,000 Running Track, Playground Cover / CIWMB (Running track and playground cover at four schools) City of Selma $44,000 Playground Cover / CIWMB (Playground cover at two city parks) McFarland Parks and Rec. District $57,807 Playground Cover / CIWMB (Playground cover at two city parks) City of Arvin $66,000 Jogging Track / CIWMB (Jogging path around Smothermon Park in Arvin) City of Huron $31,693 Walking Paths / CIWMB (Walking paths throughout city) City of Fowler $81,500 Tire Derived /CIWMB (Jogging path and playground cover in park) City of McFarland $64,288 Tire Derived/ CIWMB (Sidewalks in City) City of Parlier $75,000 Tire Derived/ CIWMB (Artificial turf for medians in City) City of Sanger $88,000 Tire Derived / CIWMB (Playground cover) City of Coalinga $30,000 Tire Derived / CIWMB (Playground cover) Corcoran Unified School District $93,000 Tire Derived / CIWMB (Playground cover) Malaga County Water District $66,000 Tire Derived / CIWMB (Jogging path) City of Parlier $15,000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) City of Selma $15,000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) City of Coalinga $15,000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) City of Huron $3000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) City of Delano $15,000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) City of Reedley $15,000 Seat Belt Campaign / Office of Traffic Safety (Officer overtime for seat belt campaign) Parlier Unified School District $919,829 annually for seven years QEIA / CDE (Assists low performing schools increase student achievement) McFarland Unified School District $1,085,499 annually for seven years QEIA / CDE (Assists low performing schools increase student achievement) City of Arvin $5000 City Allotment / -31- Dept. of Conservation (Beverage recycling city allotment) City of Sanger $6000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of McFarland $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Parlier $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Parlier $300,000 CDBG / Housing and Community Development (Disaster relief from 2007 freeze) City of Arvin $154,368 Selective Traffic Enforcement Program / Office of Traffic Safety (One officer and officer overtime) City of Parlier $60,000 DUI / Office of Traffic Safety (Officer overtime and DUI enforcement equipment) City of Huron $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Orange Cove $5000 City Allotment / Dept. of Conservation (Beverage recycling city allotment) City of Reedley $6203 City Allotment / Dept. of Conservation (Beverage recycling city allotment) McFarland Unified School District $283,739/ Office of Public School Construction Construction (Portables for schools) Malaga Water District $8,000 /CIWMB/Waste Tire Amnesty (Conduct three waste tire amnesty events) Kingsburg $5,000/Department of Conservation (City Allotment) McFarland Unified School District $60,000/ Department of Justice, G.R.E.A.T. (Gang resistance curriculum for Middle School) City of Delano $300,000 CDBG / Housing and Community Development (Disaster relief from 2007 freeze) Kings Canyon Unified School District/$184,000 (Library Literary Program/Federal ED /Additional librarian & materials) Kings Canyon Unified School District /$428,728 California Dept. of Education Education Technology Voucher (Vouchers for equipment & software) Kings Canyon Unified School District/$9.5 million California Dept. of Education/Joint Use (Facilities at six school sites) City of Huron/$80,000 Department of Justice, G.R.E.A.T. (Gang resistance curriculum for Middle School) City of Parlier /$2,680,000 Economic Development Administration (Parlier Industrial Park Infrastructure Improvements) City of Fowler /$3,098.99 Department of Justice /Bullet Proof Vest -32- I' = City of Parlier /$4,106.84 Department of Justice/Bullet Proof Vest Program City of Coalinga /$31,848.46 Department of Justice/Bullet Proof Vest Program City of Sehna/$21,000 FEMA/Asst. to Firefighters City of Arvin/$546,700 ARB/Vehicles, Street Sweeper & Backhoe City of Lemoore /$85,052 CIWMB /Tire Derived Program — Rubber Mulch City of Tehachapi/$99,384 CIWMB /Tire Derived Program — Rubber Mulch City of Kerman /$99,558 CIWMB /Tire Derived Program — Rubber Mulch Madera Irrigation District/$99,340 CIWMB /Tire Derived Program — Rubber Mulch City of Reedley /$59,835 FEMA/AFG — Facilities, Equipment City of Lemoore /$70,000 HCD /CDBG — Planning and Technical Assistance — Development Study City of McFarland/$70,000 HCD /CDBG — Planning and Technical Assistance — Development Study Cities of Sanger, Selma, Fowler, Orange Cove, Parlier, Kingsburg & Reedley $400,000 Calgrip Anti -Gang Grant City of Orange Cove /$298,800 Cal Trans /Safe Routes to Schools — Traffic Signal Kings Canyon Unified School District/$330,000 CDE —Prop 1D, Dunlap High School City of Parlier /$500,000 HCD /CDBG Enterprise Zone City of Fowler /$280,000 CMAQ — Golden State Bike Trail Parlier Unified School District/ $340,000 CMAQ — Buses City of Reedley/ Kings Canyon Unified/$990,000 CMAQ — Joint TraNeighborhood Stabilization Programortation Yard City of McFarland /$220,000 Parks & Rec. — Community Project City of Reedley /$69,530 Office of Traffic Safety — Motorcycles City of Sanger /$79,306 Office of Traffic Safety — DUI Trailer City of Salinas /$190,071 Office of Traffic Safety — Motorcycles and Computers Parlier Unified School District/$97,500 CDE — Special Education — Teacher Professional Development Pilot City of Arvin /$11,000 CDF -Tree Grant Corcoran Unified/$3.8 million EDA -33- City of Delano /$126,000 CDF -Tree Grant City of Fowler /$11,000 CDF -Tree Grant City of Fowler /$9,621 FEMA- Radios for Fire Department City of Huron/$9,566 CDF -Tree Grant City of Kerman/$6,275 CIWMB -Tire Clean-up City of Kerman/$100,000 CIWMB -Tire Derived Laton Unified School District/$144,000 Office of Public School Construction - Emergency Repair Grant City of Lemoore /$100,000 CIWMB -Tire Derived Program- Rubber Mulch Malaga /$26,000 CDF -Tree Grant City of Reedley /$69,000 Office of Traffic Safety- Motorcycles City of Reedley /$66,483 FEMA/AFG -Fire Fighter Equipment Salinas Valley HCD - Enterprise Zone Designation for 5 Salinas Valley cities plus Monterey County City of Selma/$33,000 CMAQ -3 GEM cars City of Selma/$30,000 CDF -Tree Grant City of Tehachapi/$40,000 USDA - Equipment for PD City of Arvin/$5,000 DOC -City Allotment City of Huron/$5,000 DOC -City Allotment City of McFarland/$5,000 DOC -City Allotment City of Orange Cove /$5,000 DOC -City Allotment City of Sanger /$5,000 DOC -City Allotment City of Reedley /$6534 DOC -City Allotment City of Lemoore /$6322 DOC -City Allotment City of Taft/$5000 DOC -City Allotment Kings Canyon Unified School District/$321,662 DOE - Improving Literacy through School Libraries City of Taft/$500,000 CDBG, FTHB & Housing Rehab City of Parlier /$250,000 Water Use Efficiency Parlier Unified/$50,000 Low Emission School Buses McFarland Unified/$50,000 Low Emission School Buses City of Fowler /$15,000 Tony Hawk Foundation/Panzak Park -34- City of Parlier /$3,785 CEDAP Night Vision Equipment City of Kerman/$8,000 CEDAP Mini Thermal Monocular City of Delano /$8,000 CEDAP City of Lemoore /$102,419 Safe Routes to Schools/Non- Infrastructure City of Parlier /$205,000 Safe Routes to Schools City of McFarland/$367,268 Safe Routes to Schools City of Taft/$300,000 Cal -Home City of Fowler /$2,212 Bureau of Justice Assistance /7 Bullet Proof Vest City of Kingsburg/$14,000 AFG /Fire Department Equipment City of Greenfield/$300,000 CDBG Enterprise Fund City of Sanger & Central Valley Cities /$395,786 Ca1Grip City of Salinas /$400,000 CalGrip /Operation Ceasefire Corcoran High School/$104,204 SB70 Distance Learning Pilot Grant Corcoran Joint Unified School District/$54,495 Tire Derived /Running Track City of Gonzales /$24,010 PG &E Climate Smart Program City of Delano Waste Water Treatment/$2,000,000 State Water Resources Control Board City of Lemoore /$300,000 CDBG Enterprise Fund City of Taft 1$300,000 CDBG Enterprise Fund City of Coalinga /$37,004 Office of Traffic & Safety City of Parlier /$56,250 Tire Derived/Rubberway softwalk City of Salinas /$184,189 Office of Traffic & Safety City of Greenfield /$25,777 Office of Traffic & Safety City of Arvin /$34,391 Justice Assistance Grant Grant /Arvin Police Dept. City of Soledad 1$150,000 Tire Derived /Rubber Mulch City of Lemoore /$146,945 Tire Derived/Rubber — Crumb City of Lemoore /$149,994 Tire Derived/Rubber Matting City of Coalinga 1$15,000 Tire Amnesty City of Delano 1$131,225 Justice Assistance Grant/Delano PD City of Kerman /$8,310 Tire Amnesty -35- City of Delano /$276,904 Chip Sea] $ RAC /CIWMB City of Taft /$77,000 USDA City of Avenal /$22,663 Justice Assistance Grant City of Arvin /$34,391 Justice Assistance Grant City of Lemoore 170,301 Office of Traffic Safety City of Delano /423,134 COPS Hiring Recovery Program (CHRP) City of Arvin /$198,501 COPS Hiring Recovery Program (CHRP) City of Sanger /$518,954 COPS Hiring Recovery Program (CHRP) City of Huron /$135,944 COPS Hiring Recovery Program (CHRP) City of Parlier /$252,554 COPS Hiring Recovery Program (CHRP) City of Salinas /$3,837,546 COPS Hiring Recovery Program (CHRP) City of Coalinga/$33,066 CalFire Tree Grant McFarland Unified School District/$40,000 USDA Rural Development City of Taft/$63,000 USDA Rural Development City of Delano /$31,924 Justice Assistance Grant City of Delano /$733,210 Neighborhood Stabilization Program City of Wasco /$303,592 Neighborhood Stabilization Program City of McFarland/$149,629 Neighborhood Stabilization Program City of Taft/$149,286 Neighborhood Stabilization Program City of Lemoore /$39,300 Lemoore PD /Justice Assistance Grant City of Avenal/$5,437 Office of Traffic Safety /Click It or Ticket City of Soledad/$16,429 Office of Traffic Safety /Click It or Ticket Fresno County/$147,758 Adjudication Grant Kern County/$147,092 Adjudication Grant Fresno County/$98,000 USDA Farmer's Market Grant City of Soledad- PD/$20,654 Click It or Ticket City of Avenal - Office of Traffic Safety/$14,555 Click It or Ticket City of Avenal — Office of Traffic Safety/$7,309 DUI Checkpoints City of Reedley - $66,088 Justice Assistance Grant City of Kerman - $14,897 Justice Assistance Grant -36- City of Parlier - $46,119 Justice Assistance Grant City of Delano - $31,350 REMOVE Colorado NW Community College - $430,000 DOE — Geothermal Energy — (10/29/09) McFarland Unified School District - $314,859 EETT C — (10/29/09) Fresno County - $3,151,300 EECBG — (11/4/09) City of Reedley - $212,472 CMAQ — Trail (11 /5/09) Kings Canyon Unified School District - $635,400 CMAQ — 3 buses (11/09) Chevron Energy Solutions/UC Davis - $2,500,000 DOE FOA #122 West Village Project (1 /10) Grapevine- Colleyville School District /$1,700,000 Department of Energy, State of Texas, ARRA grant (3/2010) City of Greenfield/$95,660 Cal Grip (3/2010) City of Gonzales /$95,660 Cal Grip (3/2010) City of King City/$95,660 Cal Grip (3/2010) City of Soledad/$95,660 Cal Grip (3/2010) City of Huron /$2,500 PG & E (4/2010) City of Huron/$90,000 40 Per Capita (4/2010) Kings Canyon Unified School District/$200,000 Fresno County First 5 Family Strengthening (4/2010) City of Avenal/$13,426 Baseball Tomorrow (5/2010) City of Parlier /$54,000 Planning and Technical Assistance General Allocation (5/2010) City of Lemoore /$136,469 EECBG (5/2010) City of Lemoore /$200,000 AB 118 Alternative Fuel /CNG Station (5/2010) City of Reedley /$480,000 AB 118 TraNeighborhood Stabilization Programortation Yard (5/2010) City of Taft/$300,000 CDBG Enterprise Fund (5/2010) Gonzales Unified School District/$4,000 IFT Mini -Grant for 2010 -11 school year (5/2010) City of Delano /$379,650 Southern California Edison Local Government Strategic Plan (5/2010) City of Reedley /$10,000 General Mills Foundation/Champions grant/Learning Healthy Habits (6/2010) -37- City of Reedley/PD /$35,000 DOJ Gang Resistance Education and Training (7/2010) Salinas Union High School District/$300,000 ASES Grant (8/2010) Gang Resistance Education and Training Valley Energy, LLC /$1,989,010 AB 118 (8/2010) City of Gonzales /$40,000 TraNeighborhood Stabilization Programortation Planning (8/2010) City of Kerman /$157,500 TraNeighborhood Stabilization Programortation Planning (8/2010) Greenfield Union School District/$23,000 AB 2766 (8/2010) Parlier Unified School District/$51,731 USDA Community Facilities (9/2010) Orange Cove PD /Kings Canyon Unified School District/$53,968 COPS Secure Our Schools (9/2010) Fairfield PD /Travis Unified School District/$99,306 COPS Secure Our Schools (9/2010) Dixon Unified School District/$14,560 School Breakfast Program (9/2010) Ripon Unified School District/$6,259 COPS Secure Our Schools City of Kerman/$31,600 Gang Resistance Education and Training Grant for 2009 (9/2010) City of Kingsburg/$29,000 Gang Resistance Education and Training Grant (9/2010) Fresno EOC/$1,530,950 Civic Justice Corps Program (CJC) (10/2010) Fresno County/$38,750 Co. Complete Count Com. Census Outreach Funds (10/2010) City of Salinas /Police Dept. /Salinas City Elementary School Dist./$198,249 COPS Secure Schools (10/2010) Farmersville Unified School District/$1,081,500 School Improvement Grant (SIG) app. (10/2010) City of Orange Cove /$250,000 Safe Routes to School (10 /2010) City of Reedley /249,469 COPS Hiring (10/2010) City of Avenal/$530,000 Prop. 84 (11/2010) City of Arvin /$3,397,000 Prop. 84 (11/2010) McFarland Unified School District/$50,000 Enhancing Education Through Technology (EETT) (11/2010) City of Arvin /$150,000 Sustainable Communities* City of Orange Cove /$100,000 U.S. Soccer Foundation Grant Salinas Union High School District /$26,042 -38- California Postsecondary Education Commission Improving Teacher Quality State Grant Program (Foundation) (01/2011) City of Kingsburg/Fire Department/$21,494 AFG for Firefighters PPE Equipment (01/2011) City of Lemoore /$100,000 Dept. of Forestry & Fire Protection CAL FIRE Green Trees for the Gold State Grant Program (03/2011) Caruthers Unified School District/$3,300 Dept. of Forestry & Fire Protection CAL FIRE Green Trees for the Gold State Grant Program (03/2011) City of Newman/$32,038 Dept. of Forestry & Fire Protection CAL FIRE Green Trees for the Gold State Grant Program (03/2011) City of Avenal/$3,824 Dept. of Forestry & Fire Protection CAL FIRE Green Trees for the Gold State Grant Program (03/2011) Salinas City Elementary School District/El Gabilan Elementary School/$50,000 EISS - Early Intervention for School Success (04/2011) City of Lemoore /$16,164 ABC GAP Grant Assistance Program (04/2011) City of Arvin/$10,783 Justice Assistance Grant (05/2011) City of Delano /$31,442 Justice Assistance Grant (05/2011) City of Reedley /$13,906 Justice Assistance Grant (05/2011) Fresno Economic Opportunity Commission (EOC) /$70,000 CSBG Targeted Initiatives & Innovative Projects (05 /2011) Alvina Elementary School District/$54,250 Tire Derived (05/2011) City of Delano /$144,625 Tire Derived (05/2011) City of Gonzales /$36,350 Tire Derived (05/2011) City of Lemoore /$150,000 Tire Derived (05/2011) City of Newman /$122,545 Tire Derived (05/2011) City of Orange Cove /$25,375 Tire Derived (05/2011) City of Sanger /$14,790 Tire Derived (05/2011) Farmersvifle Unified School District/$150,000 Tire Derived (05/2011) Newman Crows Landing Unified School District/$150,000 Tire Derived (05/2011) Parlier Unified School District/$150,000 Tire Derived (05/2011) Salinas City Elementary School District/$149,945 Tire Derived (05/2011) -39- City of Salinas /$148,793 Office of Traffic Safety DUI Enforcement and Awareness (06/2011) City of Oakdale /$11,368 Office of Traffic Safety (07/2011) Kings Canyon Unified School District/$500,000 USD HRSA (07/2011) Arvin Union School District/$75 per Student/$157,380 Fresh Fruit and Vegetable Grant (07/2011) Greenfield Unified School District/$75 per Student/ $105,600 Fresh Fruit and Vegetable Grant (07/2011) Salinas City Elementary School District/$75 per Student/$289,320 Fresh Fruit and Vegetable Grant (07/2011) City of Reedley - $13,906 Justice Assistance Grant (08/2011) City of Tracy - $12,734 BIA Justice Assistance Grant (08/2011) City of Delano Police Department - $23,199 BIA Justice Assistance Grant (08/2011) City of Reedley Police Department - $12,492 BIA Justice Assistance Grant (08/2011) Newman Crows Landing Unified School District - $25,138 SFYAB Farmers Market Project (09/2011) Alum Rock Union Elementary School - $150,000 Kaiser Permanente HEALS (09/2011) Kern County Public Health Services Department - $416,577 Community Transformation Grant (09/2011) City of Lemoore - $91,850 CalTrans Planning Grant (09/2011) City of Gonzales - $116,150 Planning and Technical Assistance Grant (10/2011) City of Orange Cove - $6,947 Bulletproof Vest Partnership Program (10/2011) City of Gustine - $5,655 Bulletproof Vest Partnership Program (10/2011) City of McFarland - $2,450 Bulletproof Vest Partnership Program (10/2011) City of Rancho Cordova - $1,879,000 SACOG Regional /Local for Sunrise Rehab (11/2011) City of Rancho Cordova - $148,000 SACOG Bike /Ped for Signal Detection (11/2011) City of Rancho Cordova - $181,000 SACOG Bike/Ped for Class II Bike Trail System (11/2011) City of Kerman - $200,000 Stewardship Council Infrastructure Grant (11/2011) Agape Corporation - $10,000 PG & E Grant (11/2011) City of Delano - $250,000 Disaster Recovery Initiative (11/2011) -40- City of Sanger - $25,500 IMPACT, LEAD, Minor Decoy, Shoulder Tap, Juvenile Surveillance (12/2011) Kings Canyon Unified School District - $450,000 2011 California Math Science Partnership Professional Development Program Demonstration Centers (12/2011) Earlimart Middle School - $700 Target Field Grant (12/2011) City of Kerman - $7,289 Bulletproof Vest Partnership Program (12/2011) Lindsay Unified School District - $96,061 San Joaquin Valley Air Pollution Control District New Alternative Vehicle Program (01/2012) City of Gonzales - $400,000 Ca1HOME Owner Occupied Rehabilitation (01/2012) City of Escalon - $51,030 San Joaquin Valley Air Pollution Control District New Alternative Fuel Vehicle Purchase (01/2012) City of Delano - $1,000,000 HCD Emergency Housing and Capital Development (01/2012) City of Orange Cove - $71,036 San Joaquin Valley Air Pollution Control District New Alternative Fuel Vehicle Purchase (01/2012) City of Newman - $100,000 San Joaquin Valley Air Pollution Control District New Alternative Fuel Vehicle Purchase (01/2012) Lynwood Unified School District - $3,100,302 School Improvement Grant (02/2012) City of McFarland - $4,200 Field Irrigation (02/2012) Arvin Unified School District - $4,069 U.S. Soccer Foundation Grant (02/2012) Dixon Unified School District - $129,500 Cal Recycle Tire Derived Product Grant (03/2012) Mendota Unified School District - $124,697 Cal Recycle Tire Derived Product Grant (03/2012) Alum Rock Union Elementary School District - $150,000 Cal Recycle Tire Derived Product Grant (03/2012) Earlimart Unified School District - $12,324 Cal Recycle Tire Derived Product Grant (03/2012) City of Montebello - $142,180 Cal Recycle Tire Derived Product Grant (03/2012) City of Escalon - $150,000 Cal Recycle Tire Derived Product Grant (03/2012) City of Arvin - $51,996 Cal Recycle Tire Derived Product Grant (03/2012) Monterey Peninsula Unified School District - $149,847 Cal Recycle Tire Derived Product Grant (03/2012) -41- City of Rancho Cordova - $2509000 CA Gang Reduction, Intervention and Prevention Grant — Ca1GRIP (03/2012) City of McFarland - $106,600 Rubberized Pavement Grant (03/2012) Central Unified School District - $837,288 Congestion Mitigation and Air Quality Improvement Program (CMAQ) (03/2012) Southwest Transportation Agency - $690,000 Congestion Mitigation and Air Quality Improvement Program (CMAQ) (03/2012) Total amount: $100,838,592 DATE: July 25, 2012 TO: Honorable Mayor and City Council FROM: Terry White, Director of Public Works SUBJECT: RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO KONE INC. OF SAN LEANDRO, CA FOR THE MAGNOLIA SENIOR CENTER ELEVATOR REFURBISHING PROJECT IN AN AMOUNT NOT TO EXCEED $103,450, AND AMENDING THE 2012 -2013 CAPITAL IMROVEMENT PROGRAM BUDGET BY $55,795 RECOMMENDATION It is recommended that the City Council adopt a resolution awarding the construction contract to Kone, Inc. of San Leandro, CA for the Magnolia Senior Center Elevator Refurbishing Project (Project No. pf1031) in an amount not to exceed $103,450 and amending the 2012 -2013 Capital Improvement Program (CIP) budget by $55,795. BACKGROUND/DISCUSSION The elevator at the Magnolia Senior Center is 25 years old and regularly malfunctions due to electrical circuitry problems. The elevator will stop functioning and must be reset in order to obtain continued service. The current system is obsolete and replacement parts for the circuit boards are no longer manufactured. After several years of service through elevator technicians that routinely must manually reset the main circuit panel, it was recommended that the elevator's electronic controls be replaced or receive a major refurbishment to prevent potential long down time occurrences. Replacement of the entire elevator electrical control system was estimated to cost $250,000. Staff estimated, after speaking with technicians, that the cost to refurbish the unreliable portions of the elevator was originally $100,000, which included, but was not limited to upgrading the control system, a new communication system, new motor control, and new heavy duty door operators. This was budgeted in the 2010/2011 Capital Improvement Program and the project advertised for bid. Bids were opened on December 15, 2011 and staff was disappointed to receive only one bid. Staff recommended and Council rejected that bid at its January 25, 2012 meeting with the hopes that reconfiguring the bid package would result in additional bidders submitting more responsive bids overall. A consultant was hired to better define the scope of work and craft monthly maintenance requirements in order to solicit more competitive bids. The elevator refurbishment project was then combined with the City -wide elevator maintenance contract and rebid. The revised schedule of work includes new components as mentioned above but also includes bringing the equipment into compliance with new safety standards, battery standby power, signage, lighting, and switch gear. The new maintenance contract will be executed separately by Parks & Facilities Maintenance staff. Staff Report Subject: RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO KONE INC. OF SAN LEANDRO, CA FOR THE MAGNOLIA SENIOR CENTER ELEVATOR REFURBISHING PROJECT IN AN AMOUNT NOT TO EXCEED $10334505 AND AMENDING THE 2012 -2013 CAPITAL IMROVEMENT PROGRAM BUDGET BY $55,795 Page 2 of 3 A Notice Inviting Bids was advertised on May 26, 2012 and June 4, 2012. Although only two bids were received and opened on June 26, 2012, staff feels they are more responsive than before. The two bids received are summarized below: Engineer's Estimate $ 120,000 KONE, Inc. of San Leandro, CA $ 115,534 (Annual Maintenance value of the bid $ 16,584) Ascent Elevator Services, Inc. of S.F., CA $ 1463660* (Annual Maintenance value of the bid $ 25,820) * Ascent, Inc. made an error on their Base Bid calculation. The documents submitted indicated a Total Base Bid of $154,220, but due to a multiplication error, the Total Base Bid is actually $146,660. The lowest responsible bidder was KONE, Inc. of San Leandro, California. Staff has verified the low bidder's current contractor's license status with the Contractors State License Board and found it to be in good standing. KONE, Inc. has successfully completed the construction of several projects of similar size. References provided by the contractor were contacted and found to be satisfactory. Shown below is the project budget less the value of the annual maintenance contract: KONE, Inc. of San Leandro, CA (Construction) $ 982950 Alternate 1 (Upgraded Finishes * *) $ 4,500 Construction Contract Amount $ 103,450 Contingency (10% of Construction Contract only) $ 10,345 Elevator Consultant Construction Support $ 15,000 Construction Administration by Staff $ 10,000 Total Project Budget $ 138,795 * *Upgraded finishes consists ofproviding satin stainless steel cladding ofentranceframes, cab entrances and transom on all three floors. FUNDING The remaining project budget is approximately $83,000 which is funded by the General Fund. This action will amend the 2012 -13 CIP budget by adding an additional $55,795 in Community Development Block Grant (CDBG) funds. This project is eligible for CDBG funds as the City's 2012- 2013 One -Year Action Plan allocates CDBG funds to be used for public facility improvement projects. Staff Report Subject: RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO KONE INC. OF SAN LEANDRO, CA FOR THE MAGNOLIA SENIOR CENTER ELEVATOR REFURBISHING PROJECT IN AN AMOUNT NOT TO EXCEED $103,4501 AND AMENDING THE 2012 -2013 CAPITAL IMROVEMENT PROGRAM BUDGET BY $55,795 Page 3 of 3 CONCLUSION Awarding the construction contract to KONE, Inc. of San Leandro, California for the Magnolia Senior Center Elevator Refurbishing Project allows for the renovation of the elevator, as well as approving a revised budget for the project. This project will provide seniors at the Magnolia Senior Center a safer, reliable, and code compliant elevator. By: Terry White Director of Public Works Attachment: Resolution Approve arty M. Nagel City Manager RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO KONE, INC. OF SAN LEANDRO, CA, FOR THE MAGNOLIA SENIOR CENTER ELEVATOR REFURBISHING PROJECT IN AN AMOUNT NOT TO EXCEED $103,450 AND AMENDING THE 2012 -2013 CAPITAL IMPROVEMENT BUDGET BY $55,795 WHEREAS, City of South San Francisco ( "City ") staff issued a Notice Inviting Bids for the Magnolia Senior Center Elevator Refurbishing Project on May 26, 2012; and WHEREAS, on June 26, 2012, staff received two (2) valid bids in response; and WHEREAS, KONE, Inc. of San Leandro, California, was the lowest responsible bidder; and WHEREAS, staff recommends awarding the construction contract to KONE, Inc. of San Leandro, California, in the amount of $103,450; and WHEREAS, the Project is included in the City of South San Francisco's 2012- 2013 Capital Improvement Program ( "CIP "); and WHEREAS, additional funds from Community Development Block Grant are required to cover the Project cost above the amount originally budgeted. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby awards the construction contract for the Magnolia Senior Center Elevator Refurbishing Project to KONE, hic. of San Leandro, California, in an amount not to exceed $103,450, conditioned on KONE, Inc.'s timely execution of the Project contract and submission of all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the Project documents. BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance Department to establish the Magnolia Senior Center Elevator Refurbishing Project Budget ( "Project Budget ") consistent with the information contained in the staff report, with funding appropriated as follows: Approximate remaining General Fund Budget already appropriated $ 83,000.00 Community Development Block Grant new appropriation $ 55,795.00 1935024.1 - 1 - BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the documents on behalf of the City Council upon timely submission by KONE, Inc.'s signed contract and all other documents, subject to approval by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: 1935024.1 - 2 - City Clerk DATE: July 25, 2012 TO: Honorable Mayor and City Council and Successor Agency Board FROM: Marty Van Duyn, Assistant City Manager SUBJECT: A RESOLUTION FOR THE RETENTION AND USE OF UNSPENT HOUSING BOND PROCEEDS I. It is recommended that the City Council, acting in its capacity as Housing Successor, adopt a resolution notifying the Successor Agency of the City's request to include commitments for the expenditure of unspent housing bond proceeds for affordable housing projects and housing bond debt service payments on the Recognized Obligation Payment Schedule (ROPS) II. It is recommended that Successor Agency, adopt a resolution authorizing the use of unspent housing bond proceeds for affordable housing projects, and direct staff to include such expenditures and housing bond debt service payments on the next Recognized Obligations Payment Schedule (ROPS). BACKGROUND /DISCUSSION On June 27, 2012 the Governor signed AB 1484, the budget trailer bill applicable to the dissolution of redevelopment agencies. Per AB 1484, bonds issued before December 31, 2010 may be used for purposes consistent with the bond covenants. The Finance Director estimates the Successor Agency is holding $2.38 million in unspent housing bond proceeds. Prior to AB 14841 the Oversight Board had committed funds in the ROPS to pay down the outstanding housing bonds. Consistent with AB 1484, staff recommends that the City, as Housing Successor, consent to retain these funds for affordable housing projects, and request the Successor Agency to include future expenditures of housing bond proceeds and continued housing bond debt service payments on the ROPS. The former Redevelopment Agency (Agency) originally issued the housing bonds for Mid - Peninsula Housing Coalition's (Mid -Pen) Willow Gardens redevelopment project. Ultimately, Mid Pen concluded it was in its interest to structure the Willow Gardens financing as a loan, but IRS rules do not permit tax exempt bonds to be used for loans. Thus, the loan structure precluded the Agency from using the bond funds as originally intended. Since that time, the Agency has sponsored many other affordable housing developments with loans to nonprofit housing developers. Since the Agency structured all of these projects as loans, it was never able to utilize the bond proceeds. Staff Report Subject: Retention and Use of Unspent Housing Bond Proceeds M Although the State of California ended redevelopment and will recapture the former Agency's unencumbered housing funds, AB 1484 provides an opportunity for the City, acting as the Housing Successor, to use the housing bond funds for future affordable housing projects. The City is currently considering several housing projects that could be affordable or include an affordable housing component. Potential projects include (but are not limited to) 418 Linden Avenue, 310 -314 Miller Avenue, a project on Grand Cypress and Shelter Network's HOT program. Staff will continue to evaluate these projects that are at various stages of development from conceptual to entitled, and return in the near future with a recommendation for utilizing the bond funds. Given IRS requirements, the bond funds will be used for a city -owned affordable housing project or granted to a private nonprofit or for profit developer that will develop affordable housing or construct affordable units within a market -rate project. FUNDING If approved by the Successor Agency, the Oversight Board, and the State Department of Finance, the City will retain the balance of housing bond proceeds, approximately $2.38 million for use in future affordable housing projects. Future property taxes that would have flowed to taxing entities in the amount of approximately $289,000 annually will be needed to pay debt service until the bonds are retired in 2018. Those dollars will come from the former Redevelopment Agency tax increment property taxes. By: Approved: + _c Ak Marty Van Duyn Barry M. Nagel Assistant City Manag City Manager 1938223.1 RESOLUTION NO: CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION OF THE CITY COUNCIL, ACTING AS HOUSING SUCCESSOR, NOTIFYING THE SUCCESSOR AGENCY OF THE CITY'S REQUEST TO INCLUDE COMMITMENTS FOR THE EXPENDITURE OF UNSPENT HOUSING BOND PROCEEDS FOR AFFORDABLE HOUSING PROJECTS AND HOUSING BOND DEBT SERVICE PAYMENTS ON THE RECOGNIZED OBLIGATION PAYMENT SCHEDULE (ROPS) WHEREAS, pursuant to Resolution No. 8 -2012, adopted by the City Council of the City of South San Francisco on January 25, 2012, the City of South San Francisco ( "City ") agreed that upon dissolution of the Redevelopment Agency of the City of South San Francisco (the "Redevelopment Agency ") on February 1, 2012 pursuant to Assembly Bill xl 26 ( "ABxl 26 "), the City: (i) would serve as the successor agency to the Redevelopment Agency ( "Successor Agency "), and (ii) would assume the housing functions of the Redevelopment Agency; WHEREAS, Health and Safety Code Section 34176(g), added by Assembly Bill 1484 enacted June 27, 2012, modified ABxl 26 to provide that the entity that assumes the housing functions formerly performed by a redevelopment agency (the "Housing Successor ") may designate the use of, and commit unobligated proceeds of bonds that were issued prior to January 1, 2011 for affordable housing purposes, provided that the Housing Successor provides notice to the successor agency of such proposed designations and commitments at least 20 days prior to the deadline for submission of the Recognized Obligation Payment Schedule (ROPS) to the oversight board established for the successor agency; and WHEREAS, the City Council of the City of South San Francisco, acting in its capacity as Housing Successor, desires to request the Successor Agency to include on the ROPS: (i) commitments for the expenditure of unspent housing bond proceeds for affordable housing projects, and (ii) housing bond debt service payments. NOW THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of South San Francisco, acting in its capacity as Housing Successor, that it hereby: 1. Subject to approval by the Oversight Board and the Department of Finance to the extent required by law (i) consents to the use of unspent housing bond proceeds for affordable housing projects, and (ii) requests the Successor Agency to include on the ROPS such commitments and housing bond debt service payments. 2. Authorizes the City Manager and designees to undertake all actions necessary to implement this Resolution. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco, acting in its capacity as Housing Successor, at a regular meeting held on the day of 2012 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: 1938374.1 City Clerk