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20241119 Regular City Council Meeting - PacketRegular City Council Meeting Agenda November 19, 2024 Page 1 of 5 Agenda City of Vernon Regular City Council Meeting Tuesday, November 19, 2024, 9:00 AM City Hall, Council Chamber 4305 Santa Fe Avenue, Vernon, California Judith Merlo, Mayor Melissa Ybarra, Mayor Pro Tem Leticia Lopez, Council Member Jesus Rivera, Council Member Crystal Larios, Council Member The public is encouraged to view the agenda and meeting at CityofVernon.org/publicmeetings. You may address the Council in the Council Chambers, via mail or email to PublicComment@cityofvernonca.gov, include the meeting date and item number in the subject line (mail and/or email must be received at least two hours prior to the start of the meeting). CALL TO ORDER FLAG SALUTE ROLL CALL APPROVAL OF AGENDA PUBLIC COMMENT At this time the public is encouraged to address the City Council on any matter that is within the subject matter jurisdiction of the City Council. The public will also be given a chance to comment on matters which are on the posted agenda during City Council deliberation on those specific matters. PRESENTATIONS 1. Swearing-In Ceremony for New Police Officer in the Police Department Recommendation: Administer the Oath of Office to Police Officer Genevieve Lastra 2. Employee Service Pin Awards Recommendation: Recognize October 2024 Employee Service Pin Award recipients. Regular City Council Meeting Agenda November 19, 2024 Page 2 of 5 CONSENT CALENDAR All matters listed on the Consent Calendar are to be approved with one motion. Items may be removed from the Consent Calendar for individual consideration. Removed items will be considered immediately following the Consent Calendar. 3. Meeting Minutes Recommendation: Approve the November 5, 2024 Regular City Council Meeting Minutes. 4. Claims Against the City Recommendation: Receive and file the claim submitted by Crown Poly, Inc. 5. Operating Account Warrant Register Recommendation: Approve Operating Account Warrant Register No. 139, for the period of September 29, 2024 through October 19, 2024, totaling $9,226,534.10 and consisting of ratification of electronic payments totaling $8,219,682.49 and ratification of the issuance of early checks totaling $1,006,851.61. 6. Vernon Reads! Virtual Library Program Recommendation: Allocate $25,000 in funding for the Vernon Reads! Virtual Library Program to establish a budget for the purchase of e-readers, e-book subscriptions, and online resources in support of literacy in Fiscal Year 2024-25 and subsequent fiscal years. 7. Fire Department Activity Report Recommendation: Receive and file the September 2024 Fire Department Activity Report. 8. Police Department Activity Report Recommendation: Receive and file the September 2024 Police Department Activity Report. 9. Services Agreement with AdminSure Inc. for Worker's Compensation Third Party Claims Administration Recommendation: Approve and authorize the City Administrator to execute the proposed Worker’s Compensation Third Party Claims Administration Services Agreement with Athens Administrators, in substantially the same form as submitted, in an amount not to exceed $257,415 for a three-year term. 10. Amendment No. 1 to Services Agreement with Alliant Insurance Services, Inc. Recommendation: A. Find that it is currently commercially unreasonable to rebid the contract for health benefits brokerage and consulting services in light of the ongoing open enrollment period and health benefits implementation period, pursuant to Vernon Municipal Code (VMC) Section 3.32.220 (B); and B. Approve and authorize the City Administrator to execute Amendment No. 1 to the services agreement with Alliant Insurance Services, Inc., in substantially the same form as submitted, Regular City Council Meeting Agenda November 19, 2024 Page 3 of 5 extending the term of the agreement for a period of six months from October 1, 2024 or until a new agreement is awarded, for a total amount not-to-exceed $40,000. 11. Contract with Oppenheimer National for Americans with Disabilities Act (ADA) Improvements and Street Tree Planting Along Santa Fe Avenue and Vernon Avenue Recommendation: A. Find that award of the proposed contract is categorically exempt under the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 (Existing Facilities), part (c) (existing highways and streets), because the Project is merely to repair existing streets and involves no expansion of existing use; B. Accept the bid proposal from Oppenheimer National as the lowest responsive and responsible bidder, and reject all other bids; C. Approve and authorize the City Administrator to execute a contract with Oppenheimer National for ADA Improvements and Street Tree Planting, in substantially the same form as submitted, in an amount not-to-exceed $657,000; and D. Authorize a contingency amount of ten percent (10%) or $65,700 in the event of an unexpected changed condition in the Project, and grant authority to the City Administrator to issue change orders for an amount up to the contingency amount, if necessary. NEW BUSINESS 12. Citywide Fringe Benefits Policy Recommendation: Adopt Resolution No. 2024-026 approving the revised Citywide Fringe Benefits Policy and repealing Resolution No. 2023-24. 13. Appointment of Health Officer for the City of Vernon Recommendation: A. Pursuant to Vernon Municipal Code (VMC) Section 3.32.110 (B)(2), find that it is in the best interests of the City to award a service agreement for health officer services to Steven H. Florman, M.D. without a competitive selection process, for a one-year term, in light of the immediate and indispensable needs for health officer services; and B. Adopt Resolution No. 2024-027 appointing Steven H. Florman, M.D. as the Health Officer for the City of Vernon, approving and authorizing the execution of a services agreement for health officer services, and repealing Resolution No. 2022-37. ORAL REPORTS 14. City Administrator Reports on Activities and Other Announcements 15. Council Reports on Activities (including AB 1234), Announcements, or Directives to Staff CLOSED SESSION 16. Public Employment Government Code Section 54957 Title: City Administrator CLOSED SESSION REPORT Regular City Council Meeting Agenda November 19, 2024 Page 4 of 5 ADJOURNMENT On November 19, 2024, the foregoing agenda was posted in accordance with the applicable legal requirements. Regular and Adjourned Regular meeting agendas may be amended up to 72 hours and Special meeting agendas may be amended up to 24 hours in advance of the meeting. Regular City Council Meeting Agenda November 19, 2024 Page 5 of 5 Guide to City Council Proceedings Meetings of the City Council are held the first and third Tuesday of each month at 9:00 a.m. and are conducted in accordance with Rosenberg's Rules of Order (Vernon Municipal Code Section 2.04.020). Copies of all agenda items and back-up materials are available for review in the City Clerk Department, Vernon City Hall, 4305 Santa Fe Avenue, Vernon, California, and are available for public inspection during regular business hours, Monday through Thursday, 7:00 a.m. to 5:30 p.m. Agenda reports may be reviewed on the City's website at www.cityofvernon.org or copies may be purchased for $0.10 per page. Disability-related services are available to enable persons with a disability to participate in this meeting, consistent with the Americans with Disabilities Act (ADA). In compliance with ADA, if you need special assistance, please contact the City Clerk department at CityClerk@cityofvernon.org or (323) 583-8811 at least 48 hours prior to the meeting to assure arrangements can be made. The Public Comment portion of the agenda is for members of the public to present items, which are not listed on the agenda but are within the subject matter jurisdiction of the City Council. The City Council cannot take action on any item that is not on the agenda but matters raised under Public Comment may be referred to staff or scheduled on a future agenda. Comments are limited to three minutes per speaker unless a different time limit is announced. Speaker slips are available at the entrance to the Council Chamber. Public Hearings are legally noticed hearings. For hearings involving zoning matters, the applicant and appellant will be given 15 minutes to present their position to the City Council. Time may be set aside for rebuttal. All other testimony shall follow the rules as set for under Public Comment. If you challenge any City action in court, you may be limited to raising only those issues you or someone else raised during the public hearing, or in written correspondence delivered to the City Clerk at or prior to the public hearing. Consent Calendar items may be approved by a single motion. If a Council Member or the public wishes to discuss an item, it may be removed from the calendar for individual consideration. Council Members may indicate a negative or abstaining vote on any individual item by so declaring prior to the vote on the motion to adopt the Consent Calendar. Items excluded from the Consent Calendar will be taken up following action on the Consent Calendar. Public speakers shall follow the guidelines as set forth under Public Comment. New Business items are matters appearing before the Council for the first time for formal action. Those wishing to address the Council on New Business items shall follow the guidelines for Public Comment. Closed Session allows the Council to discuss specific matters pursuant to the Brown Act, Government Code Section 54956.9. Based on the advice of the City Attorney, discussion of these matters in open session would prejudice the position of the City. Following Closed Session, the City Attorney will provide an oral report on any reportable matters discussed and actions taken. At the conclusion of Closed Session, the Council may continue any item listed on the Closed Session agenda to the Open Session agenda for discussion or to take formal action as it deems appropriate. City Council Agenda Report Meeting Date:November 19, 2024 From:Robert Sousa, Chief of Police Department:Police Submitted by:Brandon Gray, Captain Subject Swearing-In Ceremony for New Police Officer in the Police Department Recommendation Administer the Oath of Office to Police Officer Genevieve Lastra Background The City Council typically hosts a public Swearing-In Ceremony when new Police Officers are hired. During the past several months, there have been several Police Officer positions vacated due to retirements and promotions in the Police Department (PD). The PD has filled these vacancies as leaving these positions vacant would negatively impact the necessary patrol deployment, and would increase overtime costs to cover staff shortages. To fill the vacancies, PD, with assistance from the Human Resources Department, conducted the necessary recruitment processes. Based on a review of the qualifications of each eligible candidate, and the completion of an extensive background investigation, Genevieve Lastra was selected as the best-qualified candidate to fill the vacant Police Officer position. Officer Lastra has been invited to attend the November 19th Council Meeting with her family for a public swearing-in and badge-pinning ceremony. Fiscal Impact There is no fiscal impact associated with this report. Attachments None. .  .  Item 1 Page 1 of 1 City Council Agenda Report Meeting Date:November 19, 2024 From:Lisette Grizzelle, Interim Director of Human Resources Department:Human Resources Submitted by:Veronica Avendano, Human Resources Specialist Subject Employee Service Pin Awards Recommendation Recognize October 2024 Employee Service Pin Award recipients. Background The following employees are eligible to receive their service pin based on the number of service years with the City of Vernon: THIRTY YEARS OF SERVICE Armando Hinojos, Utilities Dispatcher, Hired October 1994 TEN YEARS OF SERVICE Dwight Pierce, Facilities Maintenance Worker, Lead, Hired October 2014 Fiscal Impact There is no fiscal impact associated with this report. Attachments None. .  .  Item 2 Page 1 of 1 City Council Agenda Report Meeting Date:November 19, 2024 From:Deborah Harrington, Interim City Clerk Department:City Clerk Submitted by:Sandra Dolson, City Clerk Specialist Subject Meeting Minutes Recommendation Approve the November 5, 2024 Regular City Council Meeting Minutes. Background Staff has prepared and submits the minutes for approval. Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. November 5, 2024 Regular City Council Meeting Minutes .  .  Item 3 Page 1 of 1 MINUTES VERNON CITY COUNCIL REGULAR MEETING TUESDAY, NOVEMBER 5, 2024 COUNCIL CHAMBER, 4305 SANTA FE AVENUE CALL TO ORDER Mayor Pro Tem Ybarra called the meeting to order at 9:00 a.m. FLAG SALUTE Mayor Pro Tem Ybarra led the Flag Salute. ROLL CALL PRESENT: Melissa Ybarra, Mayor Pro Tem Leticia Lopez, Council Member Jesus Rivera, Council Member ABSENT: Judith Merlo, Mayor Crystal Larios, Council Member STAFF PRESENT: Daniel Calleros, Interim City Administrator Zaynah Moussa, City Attorney Deborah Harrington, Interim City Clerk Gigi Decavalles-Hughes, Interim Finance Director Fredrick Agyin, Health and Environmental Control Director Lisette M. Grizzelle, Interim Human Resources Director Robert Sousa, Police Chief Dan Wall, Public Works Director Todd Dusenberry, Public Utilities General Manager APPROVAL OF THE AGENDA MOTION Council Member Lopez moved and Council Member Rivera seconded a motion to approve the agenda. The question was called and the motion carried 3-0, Mayor Merlo and Council Member Larios absent. PUBLIC COMMENT None. .  .  Item 3 Page 1 of 5 Regular City Council Meeting Minutes Page 2 of 5 November 5, 2024 RECESS/RECONVENE Mayor Pro Tem Ybarra recessed the City Council meeting at 9:02 a.m. to consider the Board of Library Trustees Meeting. Mayor Pro Tem Ybarra reconvened the City Council meeting at 9:09 a.m. PRESENTATIONS 1. Proclamation Recognizing Retired Employee - George Ruiz Interim City Clerk Harrington read the proclamation. City Council acknowledged the proclamation to retired employee George C. Ruiz, Facilities Maintenance Worker, in recognition of his dedicated service to the City of Vernon. CONSENT CALENDAR MOTION Council Member Lopez moved and Council Member Rivera seconded a motion to approve the Consent Calendar. The question was called and the motion carried 3- 0, Mayor Merlo and Council Member Larios absent. The Consent Calendar consisted of the following items: 2. Meeting Minutes Recommendation: Approve the October 15, 2024 Regular City Council Meeting Minutes. 3. Operating Account Warrant Register Recommendation: Approve Operating Account Warrant Register No. 138, for the period of September 15, 2024 through September 28, 2024, totaling $8,016,133.48 and consisting of ratification of electronic payments totaling $7,366,523.24 and ratification of the issuance of early checks totaling $649,610.24. 4. Redevelopment Agency Obligation Retirement Account Warrant Register Recommendation: Approve Redevelopment Agency Obligation Retirement Account Warrant Register No. 70, for the period of August 18, 2024 through September 28, 2024 and consisting of ratification of electronic payments totaling $2,250. 5. Letter of Support Urging the United States Environmental Protection Agency to Accept Exide Technologies, Inc. into the National Priority List and Identify the Site and Surrounding Impacted Communities as a Superfund Site Recommendation: Authorize the Mayor to submit a letter to the United States Environmental Protection Agency (EPA) to support the designation of the former Exide Technologies, Inc. site and impacted neighborhoods as a Superfund Site. 6. Quarterly Report of Cash and Investments Recommendation: Receive and file the Third Quarter Cash and Investments Report. 7. Public Works Department Monthly Report Recommendation: Receive and file the September 2024 Building Report. 8. Union Rescue Mission Fee Waiver Recommendation: A. Find that granting a fee waiver for the Union Rescue Mission (URM) is an appropriate use of public funds because URM is a local 501(c)(3) non-.  .  Item 3 Page 2 of 5 Regular City Council Meeting Minutes Page 3 of 5 November 5, 2024 profit organization assisting the community, and the funds will support activities that are charitable and provide a substantial benefit to the public; and B. Waive annual Business License, Hazmat Permit, and Public Health Permit fees for URM for Fiscal Year (FY) 2024-2025 and subsequent years. 9. Third Amendment to the Memorandum of Understanding (MOU) with the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) Recommendation: Approve and authorize the City Administrator to execute the Third Amendment to the MOU with GWMA, in substantially the same form as submitted, to update and continue implementing the Watershed Management Program (WMP) and Coordinated Integrated Monitoring Program (CIMP) for a total amount not-to-exceed $170,000 for a 3-year term. 10. 2023 Power Source Disclosure Program Annual Report and Power Content Label Recommendation: A. Ratify the submission to the California Energy Commission (CEC) of the attestation signed by Vernon Public Utilities’ General Manager of the veracity of the 2023 Power Source Disclosure Program Annual Report; and B. Approve the 2023 Power Content Label and authorize its submission to the CEC. 11. New and Revised Personnel Policies and Revised Administrative Manual Policy Recommendation: A. Adopt new and revised Personnel Policies and Procedures Manual Policy III-10 Workplace Violence Prevention Plan Policy (new), I-12 Reference-Background Checks Policy (revised), III-7 City Harassment- Discrimination Retaliation Prevention Policy (revised), I-13 Criminal Background Check and Live Scan Policy (revised); B. Adopt revised Administrative Policy Manual Policy Section 1.2 Miscellaneous City Owned Vehicle Authorization and Use Policy (revised); and C. Authorize the City Administrator and Director of Human Resources to execute and distribute the Policies. NEW BUSINESS 12. April 8, 2025 General Municipal Election Interim City Clerk Harrington presented the staff report. MOTION Council Member Lopez moved and Council Member Rivera seconded a motion to: A. Adopt Resolution No. 2024-023 calling and giving notice of an all-mail ballot General Municipal Election to be held on Tuesday, April 8, 2025, for the election of one City Council Member as required by the provisions of the Vernon Charter and submitting ballot measures to the voters to define the City Council reorganization process and election canvass; B. Determine Mayor Merlo as author of arguments and rebuttals; C. Direct the City Clerk to transmit a copy of the measures to the City Attorney for preparation of the impartial analyses; D. Adopt Resolution No. 2024-024 adopting regulations for candidates for elective office pertaining to candidate statements submitted to the voters at any General Municipal or Special Municipal Election to be held in the City; and E. Adopt Resolution No. 2024-025 requesting the Board of Supervisors of the County of Los .  .  Item 3 Page 3 of 5 Regular City Council Meeting Minutes Page 4 of 5 November 5, 2024 Angeles render specified services to the City of Vernon relating to the conduct of a General Municipal Election to be held Tuesday April 8, 2025. The question was called and the motion carried 3-0, Mayor Merlo and Council Member Larios absent. ORAL REPORTS 13. City Administrator Reports on Activities and Other Announcements. Interim City Administrator Calleros announced the following: •Fall Harvest (a two-day event) will be held on November 18 with the Vernon Resident door-to-door grocery gift card delivery at 5:00 p.m. and on November 19, 2024, the nonprofit organization turkey pick-up at 4:00 p.m. and Community drive-thru distribution of turkeys and grocery gift cards at 6:30 p.m. •Tree Delivery for Vernon City Elementary School will take place on December 3, 2024 at 10:00 a.m. •Holiday Tree Lighting will be held on December 5, from 5:00 p.m. to 7:00 p.m. •Spark of Love Toy Drive – The County of Los Angeles Fire Department is accepting applications from nonprofit organizations interested in receiving donated toys and sports equipment. Only applications received before December 17, 2024 will be processed. 14. City Council Reports on Activities (including AB 1234), Announcements, or Directives to Staff. None. CLOSED SESSION RECESS Mayor Pro Tem Ybarra recessed the meeting to Closed Session at 9:23 a.m. 15. Conference with Legal Counsel – Anticipated Litigation Significant Exposure to Litigation Government Code Section 54956.9(d)(2) Number of potential cases: 1 RECONVENE At 9:37 a.m., Mayor Pro Tem Ybarra adjourned the Closed Session and reconvened the regular meeting. CLOSED SESSION REPORT City Attorney Moussa reported that Council met in Closed Session, discussed the item on the agenda, and took no reportable action. .  .  Item 3 Page 4 of 5 Regular City Council Meeting Minutes Page 5 of 5 November 5, 2024 ADJOURNMENT Mayor Pro Tem Ybarra adjourned the meeting at 9:37 a.m. _____________________________ JUDITH MERLO, Mayor ATTEST: ______________________________ YONNIE PARKER, Deputy City Clerk (seal) .  .  Item 3 Page 5 of 5 City Council Agenda Report Meeting Date:November 19, 2024 From:Deborah Harrington, Interim City Clerk Department:City Clerk Submitted by:Sandra Dolson, City Clerk Specialist Subject Claims Against the City Recommendation Receive and file the claim submitted by Crown Poly, Inc. Background The City received the following claim and, pursuant to Municipal Code Section 2.32.040, the claim is being presented to the City Council as soon after filing of the claim as practical. Name of the Claimant Amount Demanded Date Received Crown Poly, Inc.$980 October 28, 2024 Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. Crown Poly, Inc. Claim .  .  Item 4 Page 1 of 1 .  .  Item 4 Page 1 of 5 .  .  Item 4 Page 2 of 5 .  .  Item 4 Page 3 of 5 .  .  Item 4 Page 4 of 5 .  .  Item 4 Page 5 of 5 City Council Agenda Report Meeting Date:November 19, 2024 From:Gigi Decavalles-Hughes, Interim Director of Finance Department:Finance Submitted by:Angela Melgar, Finance Manager Subject Operating Account Warrant Register Recommendation Approve Operating Account Warrant Register No. 139, for the period of September 29, 2024 through October 19, 2024, totaling $9,226,534.10 and consisting of ratification of electronic payments totaling $8,219,682.49 and ratification of the issuance of early checks totaling $1,006,851.61. Background Vernon Municipal Code Section 2.32.060 indicates the City Treasurer, or an authorized designee, shall prepare warrants covering claims or demands against the City which are to be presented to City Council for its audit and approval. Pursuant to the aforementioned code section, the Deputy City Treasurer has prepared Operating Account Warrant Register No. 139 covering claims and demands presented during the period of September 29 through October 19, 2024, drawn, or to be drawn, from East West Bank for City Council approval. Fiscal Impact The fiscal impact of approving Operating Account Warrant Register No. 139, totals $9,226,534.10. The Finance Department has determined that sufficient funds to pay such claims/demands, are available in the respective accounts referenced on Operating Account Warrant Register No. 139. Attachments 1. Operating Account Warrant Register No. 139 .  .  Item 5 Page 1 of 1 .  .  Item 5 Page 1 of 57 .  .  Item 5 Page 2 of 57 .  .  Item 5 Page 3 of 57 .  .  Item 5 Page 4 of 57 .  .  Item 5 Page 5 of 57 .  .  Item 5 Page 6 of 57 .  .  Item 5 Page 7 of 57 .  .  Item 5 Page 8 of 57 .  .  Item 5 Page 9 of 57 .  .  Item 5 Page 10 of 57 .  .  Item 5 Page 11 of 57 .  .  Item 5 Page 12 of 57 .  .  Item 5 Page 13 of 57 .  .  Item 5 Page 14 of 57 .  .  Item 5 Page 15 of 57 .  .  Item 5 Page 16 of 57 .  .  Item 5 Page 17 of 57 .  .  Item 5 Page 18 of 57 .  .  Item 5 Page 19 of 57 .  .  Item 5 Page 20 of 57 .  .  Item 5 Page 21 of 57 .  .  Item 5 Page 22 of 57 .  .  Item 5 Page 23 of 57 .  .  Item 5 Page 24 of 57 .  .  Item 5 Page 25 of 57 .  .  Item 5 Page 26 of 57 .  .  Item 5 Page 27 of 57 .  .  Item 5 Page 28 of 57 .  .  Item 5 Page 29 of 57 .  .  Item 5 Page 30 of 57 .  .  Item 5 Page 31 of 57 .  .  Item 5 Page 32 of 57 .  .  Item 5 Page 33 of 57 .  .  Item 5 Page 34 of 57 .  .  Item 5 Page 35 of 57 .  .  Item 5 Page 36 of 57 .  .  Item 5 Page 37 of 57 .  .  Item 5 Page 38 of 57 .  .  Item 5 Page 39 of 57 .  .  Item 5 Page 40 of 57 .  .  Item 5 Page 41 of 57 .  .  Item 5 Page 42 of 57 .  .  Item 5 Page 43 of 57 .  .  Item 5 Page 44 of 57 .  .  Item 5 Page 45 of 57 .  .  Item 5 Page 46 of 57 .  .  Item 5 Page 47 of 57 .  .  Item 5 Page 48 of 57 .  .  Item 5 Page 49 of 57 .  .  Item 5 Page 50 of 57 .  .  Item 5 Page 51 of 57 .  .  Item 5 Page 52 of 57 .  .  Item 5 Page 53 of 57 .  .  Item 5 Page 54 of 57 .  .  Item 5 Page 55 of 57 .  .  Item 5 Page 56 of 57 .  .  Item 5 Page 57 of 57 City Council Agenda Report Meeting Date:November 19, 2024 From:Daniel Calleros, Interim City Administrator Department:City Administration Submitted by:Karla Washington, Management Analyst Subject Vernon Reads! Virtual Library Program Recommendation Allocate $25,000 in funding for the Vernon Reads! Virtual Library Program to establish a budget for the purchase of e-readers, e-book subscriptions, and online resources in support of literacy in Fiscal Year 2024-25 and subsequent fiscal years. Background At a Special Meeting of the Library Board of Trustees on November 5, 2024, the Board approved the establishment of the Vernon Reads! Virtual Library Program (Attachment 1). The Vernon Reads! Virtual Library Program (Program) is intended to encourage literacy, make books available to the community, and inspire a love of reading and learning. The Program would provide e-readers with unlimited e-book subscriptions to TK – 12th grade students living in Vernon and provide e-book subscriptions to adults living in Vernon. In order to purchase the necessary e-readers and subscriptions, the Program requires an allocation of funds by the City Council as no funds were budgeted for the Board’s objectives. Accordingly, at their November meeting the Board also recommended that the City Council allocate $25,000 in funds needed for the Program. Fiscal Impact Approval of this action would require an appropriation of $25,000 for the purchase of e-readers, e-reader subscriptions, and books in General Fund, Community Development, Good Neighbor Program Account No. 011-010-160-529715 from available General Fund Unassigned Fund Balance. Attachments 1. November 5, 2024 Board of Library Trustees Agenda Report .  .  Item 6 Page 1 of 1 .  .  Item 6 Page 1 of 4 .  .  Item 6 Page 2 of 4 .  .  Item 6 Page 3 of 4 .  .  Item 6 Page 4 of 4 City Council Agenda Report Meeting Date:November 19, 2024 From:Daniel Calleros, Interim City Administrator Department:City Administration Submitted by:Diana Figueroa, Senior Management Analyst Subject Fire Department Activity Report Recommendation Receive and file the September 2024 Fire Department Activity Report. Background Attached is a copy of a Fire Department Activity Report which covers the period of September 1 through September 30, 2024. The report is provided by Los Angeles County Fire and consists of incident details and a summary for the month. Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. Fire Department Activity Report – September 2024 .  .  Item 7 Page 1 of 1 .  .  Item 7 Page 1 of 19 .  .  Item 7 Page 2 of 19 .  .  Item 7 Page 3 of 19 .  .  Item 7 Page 4 of 19 .  .  Item 7 Page 5 of 19 .  .  Item 7 Page 6 of 19 .  .  Item 7 Page 7 of 19 .  .  Item 7 Page 8 of 19 .  .  Item 7 Page 9 of 19 .  .  Item 7 Page 10 of 19 .  .  Item 7 Page 11 of 19 .  .  Item 7 Page 12 of 19 .  .  Item 7 Page 13 of 19 .  .  Item 7 Page 14 of 19 .  .  Item 7 Page 15 of 19 .  .  Item 7 Page 16 of 19 .  .  Item 7 Page 17 of 19 .  .  Item 7 Page 18 of 19 .  .  Item 7 Page 19 of 19 City Council Agenda Report Meeting Date:November 19, 2024 From:Robert Sousa, Chief of Police Department:Police Submitted by:Donna Aggers, Records Manager Subject Police Department Activity Report Recommendation Receive and file the September 2024 Police Department Activity Report. Background The Vernon Police Department’s activity report consists of activity during the specified reporting period, including a summary of calls for service, and statistical information regarding arrests, traffic collisions, stored and impounded vehicles, recovered stolen vehicles, the number of citations issued, and the number of reports filed. Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. September 2024 Police Department Activity Report .  .  Item 8 Page 1 of 1 .  .  Item 8 Page 1 of 49 .  .  Item 8 Page 2 of 49 .  .  Item 8 Page 3 of 49 .  .  Item 8 Page 4 of 49 .  .  Item 8 Page 5 of 49 .  .  Item 8 Page 6 of 49 .  .  Item 8 Page 7 of 49 .  .  Item 8 Page 8 of 49 .  .  Item 8 Page 9 of 49 .  .  Item 8 Page 10 of 49 .  .  Item 8 Page 11 of 49 .  .  Item 8 Page 12 of 49 .  .  Item 8 Page 13 of 49 .  .  Item 8 Page 14 of 49 .  .  Item 8 Page 15 of 49 .  .  Item 8 Page 16 of 49 .  .  Item 8 Page 17 of 49 .  .  Item 8 Page 18 of 49 .  .  Item 8 Page 19 of 49 .  .  Item 8 Page 20 of 49 .  .  Item 8 Page 21 of 49 .  .  Item 8 Page 22 of 49 .  .  Item 8 Page 23 of 49 .  .  Item 8 Page 24 of 49 .  .  Item 8 Page 25 of 49 .  .  Item 8 Page 26 of 49 .  .  Item 8 Page 27 of 49 .  .  Item 8 Page 28 of 49 .  .  Item 8 Page 29 of 49 .  .  Item 8 Page 30 of 49 .  .  Item 8 Page 31 of 49 .  .  Item 8 Page 32 of 49 .  .  Item 8 Page 33 of 49 .  .  Item 8 Page 34 of 49 .  .  Item 8 Page 35 of 49 .  .  Item 8 Page 36 of 49 .  .  Item 8 Page 37 of 49 .  .  Item 8 Page 38 of 49 .  .  Item 8 Page 39 of 49 .  .  Item 8 Page 40 of 49 .  .  Item 8 Page 41 of 49 .  .  Item 8 Page 42 of 49 .  .  Item 8 Page 43 of 49 .  .  Item 8 Page 44 of 49 .  .  Item 8 Page 45 of 49 .  .  Item 8 Page 46 of 49 .  .  Item 8 Page 47 of 49 .  .  Item 8 Page 48 of 49 .  .  Item 8 Page 49 of 49 City Council Agenda Report Meeting Date:November 19, 2024 From:Lisette Grizzelle, Interim Director of Human Resources Department:Human Resources Submitted by:Lisette Grizzelle, Interim Director of Human Resources Subject Services Agreement with AdminSure Inc. for Worker's Compensation Third Party Claims Administration Recommendation Approve and authorize the City Administrator to execute the proposed Worker’s Compensation Third Party Claims Administration Services Agreement with Athens Administrators, in substantially the same form as submitted, in an amount not to exceed $257,415 for a three-year term. Background On April 25, 2024, the Human Resources Department issued a Request for Proposals (RFP) for Worker’s Compensation Third Party Claims Administration (TPA) in accordance with Vernon Municipal Code 3.32.080. The RFP invited proposals from firms that could provide professional services in the area of worker’s compensation claims administration services for the City’s self- insured program. TPA services include, but are not limited to, reporting injuries, employee contact, providing lost time and salary information, training for managers, supervisors, and employees, assisting with early return to work programs, payment of benefits and expenses, and maintenance of the City’s worker’s compensation claim files. The RFP was structured to solicit “unbundled” services from providers to ensure that the City retains a greater level of control when managing its worker’s compensation cases. The RFP was advertised directly to eight providers and on PlanetBids. By the deadline of Thursday, May 16, 2024, seven providers issued a response to the RFP. All proposals were reviewed and evaluated as per the criteria established in the RFP. Based on the evaluations, the proposal from AdminSure Inc., (AdminSure) was determined to be the most responsive to the RFP and best suited to provide the desired TPA services. Accordingly, it is recommended that the City enter into the proposed three-year services agreement with AdminSure for worker’s compensation third party claims administration. AdminSure has over 20 years of experience servicing the public sector with nearly 100% of their client base comprised of full-service cities with safety members including Police and Fire. AdminSure prides themselves in maintaining strong lines of communication with the City, the injured workers, and all other interested parties. During their presentation to the City, AdminSure demonstrated the importance of processing claims quickly and economically, with the ultimate goal of providing the City’s injured workers with appropriate benefits. AdminSure expressed their commitment to provide the City with a high level of service, responsiveness, and communication. It is recommended that the City Council approve and authorize the City Administrator to execute the proposed services agreement with AdminSure Inc. for Worker’s Compensation Third Party Claims Administration. The proposed agreement has been reviewed and approved as to form by the City Attorney’s Office. Fiscal Impact.  .  Item 9 Page 1 of 2 The fiscal impact is not-to-exceed $257,415 for three-year agreement term. Sufficient funds are available in General Fund, Human Resources Department, Professional Services Administration Account No. 011-010-120-529220 for the current fiscal year (FY). The annual fees are increased by 3% each year of the agreement to $85,780 in the second year and $88,355 in the third year. Funds will be budgeted accordingly in the FY 2025-2026 and FY 2026-2027 Human Resources Department Budget. The costs associated to the Service Agreement with AdminSure Inc. are solely for the administration of worker’s compensation claims and do not include any ancillary costs that may be associated to individual claims filed by employees. Attachments 1. 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Recommendation A. Find that it is currently commercially unreasonable to rebid the contract for health benefits brokerage and consulting services in light of the ongoing open enrollment period and health benefits implementation period, pursuant to Vernon Municipal Code (VMC) Section 3.32.220 (B); and B. Approve and authorize the City Administrator to execute Amendment No. 1 to the services agreement with Alliant Insurance Services, Inc., in substantially the same form as submitted, extending the term of the agreement for a period of six months from October 1, 2024 or until a new agreement is awarded, for a total amount not-to-exceed $40,000. Background The Human Resources (HR) Department utilizes the services of a professional Health Benefits Brokerage and Consulting firm to provide health benefit consulting services and to assist with the acquisition, implementation, maintenance, communication and improvement of employee and retiree health and welfare benefits. On September 21, 2021, City Council approved a three-year agreement with Alliant Insurance Services, Inc. (Alliant) effective October 1, 2021 to September 30, 2024, with a total value not to exceed $222,000 to provide the aforementioned services. The HR Department plans to issue a Request for Proposals (RFP) to establish a new three-year agreement for health benefits brokerage and related consulting services. However, to ensure continuity of employee and retiree health benefits during the City’s current ongoing open enrollment period and health benefits implementation and audit during the first quarter of 2025, staff recommends that City Council approve a contract extension with the current firm, Alliant. If approved, the proposed Amendment No. 1 would extend the contract term for six months from October 1, 2024, or until a new services agreement is awarded; whichever comes first. The extension would allow staff to process two upcoming quarterly invoices totaling approximately $40,000 and issue an RFP to solicit proposals and secure a vendor within the six-month period. Pursuant to the City’s special good governance reform contract terms and procedures outlined in VMC Sections 3.32.220(B) and 3.32.110(B)(3), for contracts exceeding $100,000, only the City Council may find it commercially unreasonable to rebid the agreement and authorize an extension beyond the initial three-year term. The proposed Amendment No. 1 has been reviewed and approved as to form by the City Attorney’s Office. Fiscal Impact .  .  Item 10 Page 1 of 2 The fiscal impact is estimated at $40,000. Sufficient funds are available in the General Fund, Human Resources Department, Professional Services Administration Account No. 011-010-120- 529220 for the current fiscal year. Attachments 1. Amendment No. 1 – Alliant Insurance Services, Inc. .  .  Item 10 Page 2 of 2 .  .  Item 10 Page 1 of 2 .  .  Item 10 Page 2 of 2 City Council Agenda Report Meeting Date:November 19, 2024 From:Daniel S. Wall, P.E., Director of Public Works Department:Public Works Submitted by:Carlos Velazquez, Engineering Aide Subject Contract with Oppenheimer National for Americans with Disabilities Act (ADA) Improvements and Street Tree Planting Along Santa Fe Avenue and Vernon Avenue Recommendation A. Find that award of the proposed contract is categorically exempt under the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 (Existing Facilities), part (c) (existing highways and streets), because the Project is merely to repair existing streets and involves no expansion of existing use; B. Accept the bid proposal from Oppenheimer National as the lowest responsive and responsible bidder, and reject all other bids; C. Approve and authorize the City Administrator to execute a contract with Oppenheimer National for ADA Improvements and Street Tree Planting, in substantially the same form as submitted, in an amount not-to-exceed $657,000; and D. Authorize a contingency amount of ten percent (10%) or $65,700 in the event of an unexpected changed condition in the Project, and grant authority to the City Administrator to issue change orders for an amount up to the contingency amount, if necessary. Background The proposed Capital Improvement Project consists of constructing 15 ADA ramps, 125 tree wells, and ten tree planters along Santa Fe Avenue and Vernon Avenue. The City's tree planter design will collect runoff from the gutter and bring it into the tree planter, where the runoff is treated through a combination of biofiltration, evapotranspiration, and infiltration while at the same time supplementing the irrigation requirements of the tree. Vernon's Public Works Engineering team designed this tree planter standard in-house. On August 14, 2024, the Public Works Department advertised the Notice Inviting Bids (NIB) for Contract No. 20250060 – ADA Improvements and Street Tree Planting Along Santa Fe and Vernon Avenue, in accordance with Vernon Municipal Code Section 3.32.070(A) for competitive bidding. The NIB was posted on the City's PlanetBids website. The Department has utilized the template Notice Inviting Bids, Bid form, Project Specifications, Instruction to Bidders, and Specifications and Contract forms approved by City Council. The bids for Contract No. 20250060 were received and opened on September 10, 2024. The calculated results are as follows: 1. Oppenheimer National $657,000.00 2. Kormex Construction Inc. $686,250.00 3. Axion Group $710,937.50 4. DASH Construction Company Inc. $749,925.00 5. Onyx Paving Company Inc. $787,000.00 6. Addison Miller, Inc. $789,250.00 Public Works staff reviewed the bids and deemed that the bid received by Oppenheimer National is the lowest responsive and responsible bid. Based on a thorough bid evaluation, staff .  .  Item 11 Page 1 of 2 recommends award of the proposed Contract to Oppenheimer National. The proposed contract has been reviewed and approved as to form by the City Attorney's Office. Fiscal Impact The fiscal impact is not-to-exceed $722,700, including a ten percent contingency. Los Angeles County’s Safe Clean Water Program (SCWP) will fund $401,740. The remaining $320,960 is budgeted and available in the General Fund, Public Works Department, Street Maintenance Division, Capital Outlay Account No. 011-040-430-660000 for the current fiscal year. Attachments 1. 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Background The Citywide Fringe Benefits Policy (Policy) contains provisions that apply to all employees and officers of the City of Vernon and specifically outlines the benefits and terms and conditions of employment for employees in classifications designated as Executive, Management, Mid- Management, Confidential, Unclassified, and Elected Officials. The Human Resources and Legal Department reviewed these revisions and solicited input from the employee Union and Association groups. A revision to the Sick Leave provision contained in Section 7 of the Policy is proposed. The proposed revision applies to part-time and temporary employees (excluding CalPERS retired annuitants). Existing law authorizes an employer to limit an employee’s use of accrued paid sick days to 24 hours or 3 days in each year of employment, calendar year, or 12-month period. Under the proposed provision, in accordance with Senate Bill No. 616, eligible part-time and temporary employees will accrue no less than 40 hours of sick leave by the 200th calendar day of employment or each calendar year, or in each 12-month period. The proposed revision to the Citywide Fringe Benefits Policy is recommended to align with Senate Bill No. 616, which was approved by the Governor on October 4, 2023. A revision to the Administrative Leave Time provision contained in Section 2 of the Policy is proposed. The proposed revision applies to employees designated as Executive, Management, and Mid-Management. Currently, the Policy refers to leave rewarded to said employees as “Administrative Leave.” Under the proposed revision, the Policy will refer to the leave accruals referred to as “Executive Leave.” The proposed revision to the Citywide Fringe Benefits Policy is recommended to align with the Finance Department’s reference to said leave and to differentiate administrative leave related to discipline and leave accrued by eligible Executive, Management, and Mid-Management staff. Pursuant to Government Code Section 54953(c)(3), prior to taking final action, an oral report summarizing the recommended fringe benefits to be paid to eligible Executive and Management employees will be provided. Fiscal Impact The fiscal impact is estimated at $4,231.22. Sufficient funds are available in the Salaries - Regular Account for each City Department for the current fiscal year and will be budgeted in subsequent fiscal years..  .  Item 12 Page 1 of 2 8 5 5 Attachments 1. Resolution No. 2024-026 2. Citywide Fringe Benefits Policy Redline .  .  Item 12 Page 2 of 2 .  .  Item 12 Page 1 of 27 .  .  Item 12 Page 2 of 27 .  .  Item 12 Page 3 of 27 .  .  Item 12 Page 4 of 27 .  .  Item 12 Page 5 of 27 .  .  Item 12 Page 6 of 27 .  .  Item 12 Page 7 of 27 .  .  Item 12 Page 8 of 27 .  .  Item 12 Page 9 of 27 .  .  Item 12 Page 10 of 27 .  .  Item 12 Page 11 of 27 .  .  Item 12 Page 12 of 27 .  .  Item 12 Page 13 of 27 .  .  Item 12 Page 14 of 27 .  .  Item 12 Page 15 of 27 .  .  Item 12 Page 16 of 27 .  .  Item 12 Page 17 of 27 .  .  Item 12 Page 18 of 27 .  .  Item 12 Page 19 of 27 .  .  Item 12 Page 20 of 27 .  .  Item 12 Page 21 of 27 .  .  Item 12 Page 22 of 27 .  .  Item 12 Page 23 of 27 .  .  Item 12 Page 24 of 27 .  .  Item 12 Page 25 of 27 .  .  Item 12 Page 26 of 27 .  .  Item 12 Page 27 of 27 Fringe Benefits Policy Page 1 of 25 City of Vernon CITYWIDE FRINGE BENEFITS POLICY Adopted November 19, 2024October 3, 2023 .  .  Item 12 Page 1 of 25 Fringe Benefits Policy Page 2 of 25 TABLE OF CONTENTS CITYWIDE FRINGE BENEFITS POLICY Introduction: ..........................................................................................................3 Section 1: Holiday..............................................................................................3 Section 2: Administrative Executive Leave Time...............................................4 Section 3: Overtime............................................................................................5 Section 4: Compensatory Time ........................................................................ 7 Section 5: Court Time....................................................................................... 7 Section 6: Vacation........................................................................................... 8 Section 7: Sick Leave....................................................................................... 9 Section 8: Family Sick Leave (Kin Care) .........................................................12 Section 9: Bereavement Leave.........................................................................12 Section 10: Jury Duty .........................................................................................13 Section 11: Automobile Allowance and Reimbursement for Expenses..............14 Section 12: Health Insurance..............................................................................15 Section 13: Dental Insurance..............................................................................16 Section 14: Vision Insurance..............................................................................16 Section 15: Life Insurance..................................................................................16 Section 16: Deferred Compensation Plan ..........................................................16 Section 17: CalPERS Retirement Plan...............................................................17 Section 18: Retiree Medical Insurance...............................................................19 Section 19: Longevity Program...........................................................................22 Section 20: Bilingual Pay....................................................................................22 Section 21: Uniform Allowance...........................................................................22 Section 22: Stand-by Policy................................................................................23 Section 23: Per Diem .........................................................................................24 Section 24: Compensation for Classifications Designated as Executive, Management, Mid-Management, Confidential, Unclassified and Elected Officials ..............................................................................24 .  .  Item 12 Page 2 of 25 Fringe Benefits Policy Page 3 of 25 INTRODUCTION The Citywide Fringe Benefits Policy shall apply to all employees and officers of the City of Vernon. Exceptions, additions, and/or limitations to this basic policy may be found in respective Memoranda of Understanding or employment contracts. The existence of these policies shall not create or imply any employment contract or vested right of employees. For those employees covered in respective memoranda of understanding (MOU), the provisions set forth in the applicable MOU shall prevail in the event that there is any conflict between provisions established in this Resolution and any provisions established in the respective MOU. The provisions set forth in this Policy or as amended from time to time shall be effective upon City Council adoption, unless a specific effective date is stated therein. FRINGE BENEFITS Section 1. HOLIDAYS A. Authorized holidays are as set forth in Table 1, attached hereto and incorporated herein by reference. Municipal offices shall be closed on such holidays. B. The dates for observation of holidays shall be approved by the City Council. C. If an authorized holiday falls on a Sunday, the following Monday shall be treated as the holiday. Holidays falling on a Friday, or Saturday, shall not be granted as an authorized holiday to employees. D. An employee whose regular shift assignment falls on an authorized holiday and who is required to work on that day shall be paid at his/her regular hourly rate of pay for the holiday, plus his/her regular hourly rate including any applicable overtime pay for the actual hours he/she was required to work on the authorized holiday. E. Temporary and part-time employees are not eligible for paid holidays. G. All full-time employees may use vacation time or compensatory time for a religious holiday (not listed herein as an authorized holiday) with the prior approval of the department head. If there is insufficient accumulated time, the employee may request the time as unpaid leave of absence. .  .  Item 12 Page 3 of 25 Fringe Benefits Policy Page 4 of 25 TABLE 1 - HOLIDAY Section 2. ADMINISTRATIVE EXECUTIVE LEAVE A. Executive and Management - Includes City Administrator, City Attorney, City Clerk, City Treasurer and the heads of all Departments as listed in the City Code or City Charter and their respective Deputies and Assistant Directors shall receive, effective January 1 of each calendar year, 80 hours of Administrative Executive leave. B. The 80 hours may not be carried over into the succeeding calendar year and is lost and not eligible for cash payout if not used by December 31 of each calendar year. C. Executive and Management staff hired, promoted, or reclassified on or after April 1 of each calendar year shall be eligible to receive pro-rated administrative executive leave hours during the year of hire as identified below: HOLIDAY January 1st - New Year’s Day 3rd Monday in January - Martin Luther King Jr. Day 3rd Monday in February - Presidents Day March 31st - Cesar Chavez Day Last Monday in May – Memorial Day July 4th – Independence Day 1st Monday in September – Labor Day 2nd Monday in October – Indigenous Peoples’ Day November 11th – Veterans Day 4th Thursday in November - Thanksgiving Day December 24th – Christmas Eve December 25th – Christmas Day December 31st – New Year’s Eve And other days as such designated by City Council. Hired, Promoted, or Reclassified on or Between Administrative Executive Leave January 1 – March 31 80 hours April 1 – June 30 60 hours July 1 – Sept. 30 40 hours Oct 1 – Dec. 31 20 hours Commented [ZM1]: Should we change the title to Executive Leave to match payroll? .  .  Item 12 Page 4 of 25 Fringe Benefits Policy Page 5 of 25 D. Mid-Management – Staff who are designated as exempt in accordance with the Fair Labor Standards Act (FLSA) shall receive, effective January 1 of each calendar year, 60 hours of Administrative Executive leave. E. The 60 hours may not be carried over into the succeeding calendar year and is lost and not eligible for cash payout if not used by December 31 of each calendar year. F. Mid-Management FLSA exempt staff hired, promoted, or reclassified on or after April 1 of each calendar year shall be eligible to receive pro-rated administrative executive leave hours during the year of hire as identified below: Hired, Promoted, or Reclassified on or Between Administrative Executive Leave January 1 – March 31 60 hours April 1 – June 30 45 hours July 1 – Sept. 30 30 hours Oct 1 – Dec. 31 15 hours G. All Administrative Executive leave requests should be approved by the department head or City Administrator at least ten days in advance of the date to be taken, although the department head retains discretion to approve the use of Administrative Executive Leave in special circumstances. H. The City Administrator or his/her designee may grant additional administrative executive leave upon commencement of employment in order to attract highly qualified and experienced executive and management level staff. Section 3. OVERTIME A. It shall be the duty of all department heads to operate their respective departments with a minimum amount of overtime. If the best interests of the City require that an employee work beyond the forty (40) hours of work scheduled, such employee shall be compensated as set forth hereinafter. B. The department head may reschedule the workweek of employees in positions not exempt from the FLSA to allow credit for productive hours actually worked on one day (excluding lunch periods) towards the regular paid workweek schedule. For example, if an employee works twelve (12) hours on one day (based on a ten (10) hour day), the entire twelve hours will be recorded on the time card as paid worked time. In this example, the department may schedule the employee to work only eight (8) hours on one of the other scheduled workdays in the workweek, as long as the employee’s hours for the workweek do not fall below the minimum paid work hours schedule. .  .  Item 12 Page 5 of 25 Fringe Benefits Policy Page 6 of 25 C. All overtime requests must have prior written authorization of the respective department head or designee prior to the commencement of such overtime work. Where prior written authorization is not feasible, explicit verbal authorization must be obtained. Where verbal authorization is obtained, written authorization must be obtained as soon thereafter as practicable. D. Except as may be provided in specific memoranda of understanding, employees will be paid overtime at time and a half (1.5) of their regular hourly rate for all eligible hours worked in excess of forty (40) hours in a single workweek. E. Holidays (regular, in-lieu), vacation time, sick leave, compensatory time, paid jury duty leave, and bereavement leave shall count as time worked for the purposes of computing overtime. Unpaid jury leave, disciplinary suspensions, and administrative leave shall not count as time worked for the purpose of computing overtime. F. In the event a part-time or temporary employee is required to work beyond his/her assigned working hours, compensation shall be at the normal hourly rate up to forty (40) hours per workweek. For hours worked beyond forty (40) in a workweek, such employee shall be compensated at the rate of one and one-half of (1.5) said employee’s hourly rate. G. If an employee works on his/her regular day off, the employee will receive paid compensation or receive compensatory time, at the employee’s discretion. With a mutual agreement between an employee and his/her supervisor, an employee’s regular day off may be rescheduled to another day off in the same pay period. H. An employee is expected to begin work no more than five (5) minutes prior to the beginning of his or her scheduled start time, and to stop work no later than five (5) minutes after the end of his or her scheduled ending time. An employee who wishes to begin or end work at a different time must obtain written approval from his or her department head prior to working the different or additional time. I. Straight time and overtime will be compensated in six (6) minute segments of time. J. While overtime should be attempted to be distributed equally amongst all employees in a given classification, the department head retains discretion to assign such overtime. K. The City Administrator, department heads and those management employees designated by the City Administrator as exempt under the provisions of the Fair Labor Standards Act (FLSA) shall not be subject to the provisions of this section relating to overtime, but shall work such hours as may be necessary for the effective operation of their respective departments. L. Please refer to Human Resources Policy, Salary Plan Administration II-3. FB 2-1 .  .  Item 12 Page 6 of 25 Fringe Benefits Policy Page 7 of 25 Section 4. COMPENSATORY TIME A. All regular full-time employees may request to accrue compensatory time in lieu of cash payment for overtime worked. The total compensatory time accrued is calculated by multiplying the number of hours of overtime worked by the applicable overtime rate (1, 1.5 or 2), and is subject to the approval of the department head. B. Compensatory time may be accumulated up to a maximum of eighty (80) hours. It is at the employee’s option whether to receive overtime compensation or compensatory time accruals up to the 80-hour limit. C. Compensatory time shall be taken in 6-minute increments. Scheduling of compensatory time requires prior approval and must be preceded by a ten (10) day notice of intended use from the employee. Management may waive the ten (10) day notice in cases of emergency. D. Employees who have reached the 80-hour limit shall receive overtime compensation. There are no cash payouts of compensatory time once an employee has elected compensatory accrual. Section 5. COURT TIME A. The required presence in a court of law of any employee subpoenaed to testify in a matter arising within the course and scope of his/her City employment shall be compensated in accordance with the below provisions. B. For each day that the presence of the employee is required in a court of law in response to an order or subpoena in relation to an incident or event arising out of the course and scope of employment with the City, the employee shall be given a paid leave of absence. C. For each day an employee is required in a court of law in response to an order or subpoena in relation to an incident or event arising out of the course and scope of employment with the City that is outside of the employee’s regularly scheduled work shift, the employee shall be given a paid leave of absence. D. An employee who needs to appear in court on any other matter not arising out of the course and scope of employment with the City shall be expected to use their accrued paid leave to make such appearance, or unpaid leave if no leave is available. .  .  Item 12 Page 7 of 25 Fringe Benefits Policy Page 8 of 25 Section 6. VACATION A. Except as provided for in respective memoranda of understanding, every full time employee who has been in the continuous employment of the City shall receive annual vacation leave as set forth in below: Mid-Management and Confidential Staff: Continuous Years of Service Vacation Hours Earned Bi-Weekly Accrual 1st year thru 4th year 80 3.08 5th year thru 9th year 100 3.85 10th year thru 14th year 120 4.62 15th year thru 24th year 160 6.16 25th year and more 190 7.31 Executive and Management Staff: Include the City Administrator, City Attorney, City Clerk, City Treasurer and the heads of all Departments as listed in the City Code or City Charter and their respective Deputies and Assistant Directors. Continuous Years of Service Vacation Hours Earned Bi-Weekly Accrual 1st year thru 4th year 120 4.62 5th year thru 10th year 150 5.77 10th year thru 15th year 170 6.54 15th year thru 25th year 185 7.12 25th year and more 190 7.31 B. Current active employees as of July 1, 2022, who have had a previous break in service with the City shall receive credit for any previous full-time City of Vernon service for the purpose of determining accrual of vacation leave. C. Mid-Management and Confidential staff shall be allowed to accumulate and carry over to the next calendar year a maximum number of hours equal to the number of hours the employee accrued during the immediately preceding year. In or about February of each year, employees shall be compensated for unused accrued vacation benefit in excess of the allowed accumulated amount referenced herein. D. Executive and Management staff shall be allowed to accumulate up to a maximum accrual cap of 480 hours. Upon reaching the 480-hour maximum accrual cap, the employee shall continue to accrue vacation hours and shall be automatically cashed out for all hours in excess of 480 in February of each year. .  .  Item 12 Page 8 of 25 Fringe Benefits Policy Page 9 of 25 E. Vacation leave shall be scheduled with the approval of the City Administrator or department head or his or her designee by submitting a Leave Request Form in writing, within ten (10) business days before the beginning of the vacation. Vacation leave requests for extended times (3 weeks or more), unless an unforeseen emergency exists, shall be submitted at least thirty (30) days in advance of the beginning of the vacation. F. Vacations shall be approved subject to the needs of the department. The employee’s seniority and wishes will be factors that are considered during the scheduling process. G. Vacation leave requests shall not be in excess of such leave actually earned at the time it is requested or in excess of the regular scheduled workweek. H. No vacation leave shall be accumulated by employees while they are on an unpaid leave of absence. I. Vacation may be taken prior to the completion of the employee’s probationary period under special circumstances and with the approval of the department head. J. In the event one or more City holidays fall within a vacation period, such holidays shall not be charged as vacation leave. K. Upon separation from City employment, compensation shall be paid for vacation leave that has been earned but not taken. L. Vacation leave shall be requested in fifteen (15) minute increments. M. The department head retains discretion to cancel previously authorized vacation in the case of an emergency. N. The City Administrator or his /her designee may grant additional leave upon commencement of employment in order to attract highly qualified and experienced executive and management level staff. Section 7. SICK LEAVE A. All full-time employees shall accrue up to 80 hours of sick leave per calendar year, at a rate of 3.08 of sick leave hours per pay period. B.Effective January 1, 2024, Iin accordance with the Healthy Workplaces, Healthy Families Act of 2014, beginning July 1, 2015, all part-time and temporary employees (excluding CalPERS retired annuitants) working for 30 or more days within a year shall be entitled to accrue paid sick days at the rate of one (1) hour per every 30 hours worked and shall be eligible to use accrued sick leave after satisfying a 90-day employment period. Eligible part-time and temporary employees .  .  Item 12 Page 9 of 25 Fringe Benefits Policy Page 10 of 25 will accrue no less than 40 hours of sick leave by the 200th calendar day of employment or each calendar year, or in each 12-month period. C. Employees shall only receive sick leave accrual while they are in a paid status. D. The City shall allow annual carry-over of sick leave hours for full-time employees up to a maximum accrual cap of 960 hours and 48 hours for eligible part-time/ temporary employees. This bank of carry-over sick leave would provide a cushion for long-term illnesses and injuries. E. Any sick leave hours exceeding 960 hours (full-time) or 48 Hours (part-time will be compensated for in or about February of each year at 50% of the employee’s hourly rate. F. Temporary employees are not eligible for cash-out of accrued sick leave hours. G. All employees who are rehired with a break in service of less than one year are entitled to have previously unpaid accrued and unused paid sick days reinstated. H. Sick leave shall be allowed on account of actual illness, for the diagnosis, care, or treatment of an existing health condition or preventative care for an employee or an employee’s family member (including to care for a parent-in-law, grandparent, grandchild, or a sibling, in addition to child, parent, spouse or registered domestic partner). Sick leave shall also be allowed for an employee for certain purposes related to being a victim of domestic violence, sexual assault, or stalking. Preventive health care shall include medical and dental appointments (if such appointments cannot be arranged other than during working hours) and injury not arising out of and in the course of employment. Sick leave shall be used in increments of fifteen (15) minutes and shall not be taken in excess of time earned at the time it is taken. I. Foreseeable sick leave requires advance notification, while unforeseeable sick leave requires notice as soon as practicable. If sick leave on account of any of the above illnesses exceeds two (2) consecutive working days, the employee, prior to return to work, shall submit a statement of such disability illness or injury from the employee or family member’s physician. The statement shall certify the physical condition of the employee/employee’s family member that prevented the employee from performing the duties of said employee’s position during the period of absence. The department head or designee, in accordance with departmental procedure, shall approve all sick leaves. Notwithstanding the above, the City may require verification of sick leave use whenever it has reason to believe there is misuse, abuse or a pattern of abuse. J. Abuse of sick leave, and excessive leave, may constitute grounds for disciplinary action. Abuse of sick leave includes, but is not limited to, not adhering to sick leave policies, using sick leave for purposes not enumerated in this policy, and falsifying .  .  Item 12 Page 10 of 25 Fringe Benefits Policy Page 11 of 25 or misstating facts when using sick leave. A pattern of sick leave usage on Mondays, Thursdays, and immediately before and after holidays and/or vacations may be evidence of sick leave abuse. A violation of this policy will result in corrective action including counseling and/or disciplinary action, and/or a mandatory referral to the City’s Employee Assistance Program (EAP). This determination of abuse does not apply to an employee’s use of sick leave under an approved family, medical, and/or pregnancy disability leave in accordance with state and federal laws. K. If in the opinion of the department head it appears that an employee may be establishing a pattern of abuse of sick leave or frequent or excessive absences, a statement establishing the need for sick leave from the employee’s physician may be required as a condition of approved sick leave. L. Employees may use accrued compensatory or vacation leave for extended sick leave absence because of a prolonged and continuing illness and/or medical treatment after sick leave has been exhausted. M. Employees are required to use accumulated sick leave concurrently with absences on account of a work related injury arising out of and in the course of his/her employment. In cases where the injury suffered is covered by Workers Compensation Insurance, accumulated sick leave must be used concurrently to make up the difference between Workers Compensation Insurance allowance and full base pay. Please refer to Personnel Policy, Family and Medical Leave Policy. N. If an employee resigns from the City with 20 years or more of continuous service, he/she will be compensated for all unused sick leave hours in his/her sick leave bank at the time of separation at 50% of his/her then current regular hourly rate of pay. O. If an employee retires from the City with 15 or more years of continuous service, but fewer than 20 years, he/she will be compensated for all unused sick leave hours in his/her sick leave bank at the time of separation at 50% of his/her then current regular hourly rate of pay. If an employee retires from the City with 20 or more years of continuous service, he/she will be compensated for all unused sick leave hours in his/her sick leave bank at the time of separation at 100% of his/her then current regular hourly rate of pay. P. If a temporary employee resigns or the temporary assignment has ended, he/she shall not be eligible for compensation of unused sick leave hours in his/her sick leave bank at the time of separation. .  .  Item 12 Page 11 of 25 Fringe Benefits Policy Page 12 of 25 Section 8. FAMILY SICK LEAVE (KIN CARE) Employees may use in any calendar year, up to one-half of employee’s annual, accrued and available sick leave to attend to the illness of a child, parent, spouse, domestic partner, sibling, parent-in-law, grandchild, or grandparent. In the case of joint custody of a child, illness of the child occurring at the other custodial parent’s house may also qualify. All family sick leave shall be approved by the department head. Section 9: BEREAVEMENT LEAVE A. Permanent full-time employees, regardless of period of service, may in the event of death or if death appears imminent, of any “immediate family member” as defined below, including the equivalent relatives of a registered domestic partner, be allowed up to the equivalent of four (4) work days (total hours may vary depending on work schedule) of bereavement leave without loss of salary. Relative All Regular Employees Spouse 4 work days Child 4 work days Registered Domestic Partner 4 work days Step-Child 4 work days Parent 4 work days Step-Parent 4 work days Mother-in-law 4 work days Father-in-law 4 work days Grandchild 4 work days Step-Grandchild 4 work days Grandparent 4 work days Grandparent-in-law 4 work days Brother 4 work days Sister 4 work days Step-Sister 4 work days Step-Brother 4 work days Daughter-in-law 4 work days Son-in-law 4 work days Brother-in-law*4 work days Sister-in-law*4 work days *Brother-in-law and sister-in-law are defined as the spouse of the employee’s sibling or the sibling of the employee’s spouse. B. Bereavement leave is paid over a maximum of seven (7) workdays and is paid in thirty-minute increments. The bereavement leave begins on the first regularly scheduled workday as requested by the employee. If the employee learns of the .  .  Item 12 Page 12 of 25 Fringe Benefits Policy Page 13 of 25 death while at work, he or she is entitled to leave work immediately; this partial day leave will not be counted towards the bereavement leave. C. Bereavement leave must be authorized by the Department head and must be utilized within fifteen (15) days of employee learning of the death, or of the date of foreseen imminent death of the immediate family member, unless special circumstances require that the leave begin at a later date. Such requests to the Department head shall be made within 15 days of the employee learning of the death or of the date of foreseen imminent death and shall not be unreasonably denied. D. Representatives may be authorized by the Department head to attend with pay the funeral of a co-worker in said department on behalf of the City if the funeral of the deceased co-worker occurs during working hours; provided the funeral is held within a reasonable distance of City limits. Section 10: JURY DUTY A. All regular full-time employees summoned to serve on jury duty shall be provided “Jury Duty Pay” and there shall be no loss of compensation. An employee will be compensated up to two weeks (equivalent to eight (8) days based on City Hall schedule Monday through Thursday) at full pay for jury duty. The employee must provide notice of the expected jury duty to his or her supervisor as soon as possible, but in no case later than 14 calendar days before the expected start date of the jury duty. B. An employee on call for jury duty is expected to report to work. An employee who is called in for jury duty does not have to report to work before or after appearing in court. All employees shall obtain verification of the hours of jury duty performed using verification forms as may be supplied by the court. C. Except as herein provided, employees shall remit to the City any compensation received for those days while on jury duty and shall receive regular pay for the time served. Employees shall be reimbursed by the City for the mileage portion of the jury duty compensation. Jury duty performed on an employee’s regular day off shall not be compensated by the City and the employee shall be entitled only to the jury’s compensation for duty performed on such employee’s regular day off. Employees assigned to jury duty on a City authorized holiday will be considered to have taken such a holiday and will receive regular holiday pay, but the employee shall be entitled to the jury compensation for duty performed on such holiday. Section 11: AUTOMOBILE ALLOWANCE AND REIMBURSEMENT FOR EXPENSES A. Any employee who is required to use said employee’s personal automobile in the course of employment with the City shall be reimbursed for each mile actually .  .  Item 12 Page 13 of 25 Fringe Benefits Policy Page 14 of 25 traveled on official business in accordance with the per mile reimbursement rate allowed by the Internal Revenue Service in effect at the time of such travel. B. Any employee who is required to travel in the performance of his or her duties or to attend an authorized meeting or conference which is of benefit to the City shall be reimbursed for reasonable expenses incurred for transportation, meals, lodging and incidentals. Automobile allowance and reimbursement for expenses shall be recommended by the department head or designee and approved by the City Administrator pursuant to the provisions of the City of Vernon Travel and Meeting Expense Reimbursement Administrative Policy. No allowance shall be made for transportation between the employee’s home and the place where such person is normally employed by the City. C. The City Administrator shall have the option to receive a monthly automobile allowance of $600 or shall be provided a City Vehicle and Fuel. Executive and Management Staff consisting of the Director of each City Department and their respective Deputy Director or Assistant Director shall be eligible to receive a $400 monthly automobile allowance or be provided a City Vehicle and Fuel as determined by the City Administrator. D. Employees who occupy the following classifications shall receive a monthly automobile allowance or be provided the use of a City Vehicle and Fuel as set forth below. Classification Amount City Attorney (non-contract)$400.00 Environmental Health Program Administrator $400.00 Assistant General Manager of Public Utilities City Vehicle & Fuel Utilities Operations Manager City Vehicle & Fuel Utilities Engineering Manager City Vehicle & Fuel Police Admin. Lieutenant City Vehicle & Fuel Police Canine Officer #1 City Vehicle & Fuel Police Canine Officer #2 City Vehicle & Fuel Police Captain City Vehicle & Fuel Police Lieutenant City Vehicle & Fuel Police Motor Officer #1 City Vehicle & Fuel Police Motor Officer #2 City Vehicle & Fuel Police Sergeant on Detective Duty City Vehicle & Fuel E. Wherever an automobile allowance is made to any employee for the use of their personal automobile, such allowance shall not be payable whenever the employee is on vacation, leave of absence, or otherwise absent the entire calendar month, unless otherwise specified by the City Administrator. .  .  Item 12 Page 14 of 25 Fringe Benefits Policy Page 15 of 25 F. The City shall not be responsible for repairs or any additional costs for upkeep, fuel, lubrication, replacement in whole or in part, or other expenses in connection with any such vehicle beyond the respective amounts set forth above. Section 12: HEALTH INSURANCE A. The City offers various medical plans to employees under a Section 125 Cafeteria plan (non-cash out). The City reserves the right to select, administer, or fund any fringe benefit program involving insurance that now exist or may exist in the future. The City will adhere to the cafeteria plan requirements in accordance with IRS Section 125 regulations. B. The City shall contribute for each full-time employee up to the maximum amounts as set forth below per pay period, toward the cost of his/her medical plan as outlined in Subsection A through C below. In the event an employee does not exhaust nor exceed his/her monthly medical allowance, the employee shall be allowed to apply any unused portion towards the purchase of dental, vision, supplemental or ancillary plans offered through the City and approved by the Director of Human Resources. a. Effective July 1, 2016, employees shall receive a cafeteria plan contribution equal to the total premium costs of the Employee Only, Employee + Spouse, Employee + Child(ren), or Employee + Family Low Medical HMO, lowest cost Dental DMO, and lowest cost vision Plan that corresponds with the employees’ benefit selection or $1,120, whichever is greater. The allotment amounts will vary based on the premium costs that go into effect on January 1st of each calendar year. b. Employees that elect a health plan higher than the Low HMO medical, dental and/or vision, will be responsible for any applicable, excess premium costs; however, if employees opt out of dental and/or vision coverage, they may use the allotments for those respective coverages toward excess medical premiums. c. Employees who elect the PPO/HSA coverage shall receive an equal benefit to that described above, less $3,000 on an annual basis, which would instead be deposited to their HSA account. C. City Council members are entitled to the same medical benefits offered to the management and confidential employees. The City shall not pay or reimburse any medical-related health, vision, or dental costs not covered by the City’s insurance program or Medicare for City Council members or their eligible dependents or spouses. .  .  Item 12 Page 15 of 25 Fringe Benefits Policy Page 16 of 25 D. The City shall not provide or reimburse the City Council members or their dependents or spouses for expenses incurred relating to a PERS long-term health care benefit. Section 13. DENTAL INSURANCE The City of Vernon provides a dental insurance plan to full-time employees. In the event an employee does not exceed his/her monthly employer medical allowance, the employee shall be allowed to apply any unused portion toward the purchase of dental insurance for himself/herself and eligible dependents (spouse, registered domestic partners and qualified dependents). The cost of any plan selected by the employee that exceeds his/her monthly employer medical allowance shall be paid by the employee through a pre-tax payroll deduction. Section 14. VISION INSURANCE The City of Vernon provides a vision care plan to full-time employees. All premiums for vision coverage at each tier of coverage are to be deducted from the total monthly City contribution for Medical, Dental, and vision coverage. In the event an employee does not exceed their monthly employer medical allowance, the employee shall be allowed to apply any unused portion towards the purchase of additional provided coverage for vision care. Section 15. LIFE INSURANCE The City provides life insurance up to $20,000 in coverage to full-time employees. The City shall pay 100% of the cost of such plan for employees. The City’s agreement to pay full or partial costs of said premiums shall not create or ripen into a vested right for said employee. Section 16. DEFERRED COMPENSATION PLAN Employees are eligible to participate in the City’s Deferred Compensation Program. .  .  Item 12 Page 16 of 25 Fringe Benefits Policy Page 17 of 25 Section 17. CALIFORNIA PUBLIC EMPLOYEE RETIREMENT SYSTEM (CALPERS) CONTRIBUTION The City advises that it makes no representation to employees as to whether any of the compensation or payments in this document are subject to CalPERS service credit or pensionable income. Any determination by CalPERS to not fully credit the compensation and/or service time provided under this document is not a proper basis on which to pursue any claim or action against the City related to any determination made by CalPERS in connection with this document. MISCELLANEOUS EMPLOYEES A. The City shall maintain its contract with the California Employees Public Retirement System (PERS) that provides full-time employees hired before January 1, 2013 with 2.7% at 55 PERS retirement benefit plan. As a result of the recent passage of AB 340, Public Employee Pension Reform Act (PEPRA), new CalPERS members hired on or after January 1, 2013 who meet the definition of new member under PEPRA, shall be provided a 2.0% at 62 PERS retirement benefit plan. B. Employees shall be responsible for paying 100% of their PERS employee’s contributions. C. Effective the first pay period in July 2019, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of nine percent (9%). Effective the first pay period in July 2020, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of ten percent (10%). Effective the first pay period in July 2021, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of eleven percent (11%). D. The City provides additional supplemental retirement benefits to full-time employees under CalPERS as follows: a. Gov’t Code Section: 20042 – (Classic Members Only) One Year Final Compensation .  .  Item 12 Page 17 of 25 Fringe Benefits Policy Page 18 of 25 New employees hired on or after January 1, 2013 who meet the definition of new member under PEPRA shall receive 3 Year Average Final Compensation b. Gov’t Code Section: 21024 - Military Service Credit as Public Service c. Gov’t Code Section: 21624, 21626, 21628 – Post Retirement Survivor Allowance d. Gov’t Code Section: 21548 – Pre-Retirement Option 2W Death Benefit d. Gov’t Code Section: 21573 – Third Level of 1959 Survivor Benefits E. The payment to CalPERS made by the City on behalf of the affected employee shall not be considered as base salary but shall be considered an employer contribution pursuant to Section 414(h)(2) of the Internal Revenue Code. SAFETY EMPLOYEES A. The City shall maintain its contract with the California Employees Public Retirement System (PERS) that provides full-time safety employees hired before January 1, 2013 with 3.0% at 50 PERS retirement benefit plan. As a result of the recent passage of AB 340, Public Employee Pension Reform Act (PEPRA), new CalPERS safety members hired on or after January 1, 2013 who meet the definition of new member under PEPRA, shall be provided a 2.7% at 57 PERS retirement benefit plan. B. Employees shall be responsible for paying their PERS nine percent (9%) employee’s contributions. C. Effective the first pay period in July 2019, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of ten percent (10%). Effective the first pay period in July 2020, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of eleven percent (11%). .  .  Item 12 Page 18 of 25 Fringe Benefits Policy Page 19 of 25 Effective the first pay period in July 2021, in accordance with Government Code Section 20516(f) pursuant to a cost-sharing arrangement, all employees designated as “classic” employees and enrolled in the “classic” retirement benefit formula shall share the cost of the employer CalPERS contribution by paying an additional 1% of CalPERS reportable compensation for a total contribution of twelve percent (12%). D. The City provides additional supplemental retirement benefits to full-time employees under CalPERS as follows: a. Gov’t Code Section: 20042 – (Classic Members Only) One Year Final Compensation New employees hired on or after January 1, 2013 who meet the definition of new member under PEPRA shall receive 3 Year Average Final Compensation b. Gov’t Code Section: 20124 - Military Service Credit as Public Service c. Gov’t Code 21574 – 4 th Level 1959 Survivor Benefit (Fire members only) d. Gov’t Code Section: 21571 – Basic Level of 1959 Survivor Benefit (Police members only) e. Gov’t Code Section: 21624, 21626, 21628 – Post Retirement Survivor Allowance f. Gov’t Code Section: 21548 - Pre-Retirement Option 2W Death Benefit (Fire members only) g. Gov’t Code Section 20965 – Credit for Unused Sick Leave E. The payment to CalPERS made by the City on behalf of the affected employee shall not be considered as base salary but shall be considered an employer contribution pursuant to Section 414(h)(2) of the Internal Revenue Code. Section 18. RETIREE MEDICAL - NON-SAFETY EMPLOYEES A. The City will pay up to the amount equivalent to the then current, lowest cost, HMO insurance premium for the City's medical and/or dental insurance premium(s) for the employee and their eligible spouse for all full-time employees designated as Executive who retire at age 55 or later with at least twenty (20) years of eligible service. Eligible retirees may opt not to enroll in the City’s medical and/or dental insurance coverage and instead receive a monthly reimbursement up to the then-current lowest cost City-offered medical HMO and/or dental HMO insurance premium for the employee and eligible spouse. .  .  Item 12 Page 19 of 25 Fringe Benefits Policy Page 20 of 25 Once an eligible retiree opts not to enroll in the City’s medical and/or dental insurance, he or she will not be allowed to re-enroll. Once an eligible retiree who has opted out reaches Medi-care eligibility, the retiree shall receive a monthly reimbursement to the then-current cost of supplemental coverage. Eligible service shall include cumulative employment in the public sector at other public agencies. B. The City will pay up to the amount equivalent to the then current, lowest cost, employee only HMO insurance premium for the City's medical and/or dental insurance premium(s) for all full-time employees designated as Management, Mid-Management and Confidential who retire at age 60 or later with at least twenty (20) years of continuous uninterrupted service. Eligible retirees may opt not to enroll in the City’s medical and/or dental insurance coverage and instead receive a monthly reimbursement up to the then-current lowest cost City-offered Employee-only medical HMO and/or dental HMO insurance premium. Once an eligible retiree opts not to enroll in the City’s medical and/or dental insurance, he or she will not be allowed to re-enroll. Once an eligible retiree who has opted out reaches Medi-care eligibility, the retiree shall receive a monthly reimbursement to the then-current cost of supplemental coverage. C.Eligible retirees will be permitted to enroll in a higher-cost plan and pay the amount in excess of the HMO equivalent. D. All full-time regular employees with at least thirty (30) years of continuous uninterrupted service who retire before the age of sixty (60) years will be permitted to pay their medical and/or dental insurance premiums, and, upon reaching the age of sixty (60), the City will pay up to the amount equivalent to the then current lowest cost, employee only HMO medical and/or dental insurance premium(s). E. All full-time regular employees, who retire with a minimum of ten (10) years of continuous uninterrupted service with the City, may pay the premium(s) for medical and/or dental insurance. F. Current active employees as of July 1, 2022, who have had a previous break in service with the City shall receive credit for any previous full-time City of Vernon service for the purpose of determining eligibility for retiree medical benefits. G. All retiree medical and/or dental insurance benefits provided pursuant to subsections A, B, and C above, shall be for retired employees only and shall not include their spouses or other dependents. H.All retired employees who receive medical and/or dental insurance benefits pursuant to subsections A, B, or C above and who reach the age of sixty-five (65), are required to be enrolled in Medicare, and shall show proof of such enrollment, where upon the City's insurance policy will become supplemental .  .  Item 12 Page 20 of 25 Fringe Benefits Policy Page 21 of 25 coverage, if applicable. I.Should the retired employee fail to pay any premiums due for the cost of the insurance premium for the City’s medical-dental insurance program for any two (2) consecutive months, or should the coverage otherwise lapse for any reason other than City’s non-payment, then the City’s obligation to make further payment under the retiree medical benefits program shall automatically terminate and cease, without the need for further notice. J. The City’s obligation to make any payment under the retiree medical benefits program shall automatically terminate and cease upon the death of the retired employee. K. The offer of the retiree medical benefits is not a vested right for future years. L. City Council members are entitled to the same retiree medical benefits offered to all full-time regular employees as identified under the citywide resolution for retiree medical benefits in effect at the time Council members retire. Section 19. LONGEVITY PROGRAM A. LONGEVITY PROGRAM FOR EMPLOYEES EMPLOYED ON OR BEFORE JUNE 30, 1994. The City has established a longevity program for all employees. The longevity program described herein will apply to all employees, except Department Heads and employees covered in a collective bargaining agreement, employed on or before June 30, 1994. a. Five (5) Years of Service. All eligible employees who have five (5) years of consecutive uninterrupted service on or before July 1, 1986, shall receive an additional five percent (5%) per month of their base salary effective July 1, 1986, and every year thereafter until reaching the next step. Employees upon reaching their 5th anniversary date after July 1, 1986, shall be entitled to said five percent (5%) per month upon said anniversary date. b. Ten (10) Years of Service. All eligible employees who have ten (10) years of consecutive uninterrupted service on or before July 1, 1987, shall receive an additional ten percent (10%) per month of their base salary effective July 1, 1987, and every year thereafter until reaching the next step. Employees upon reaching their 10th anniversary date after July 1, 1987, shall be entitled to said ten percent (10%) per month upon said anniversary date. .  .  Item 12 Page 21 of 25 Fringe Benefits Policy Page 22 of 25 c. Fifteen (15) Years of Service. All eligible employees who have fifteen (15) years of consecutive uninterrupted service on or before July 1, 1988, shall receive an additional fifteen percent (15%) per month of their base salary effective July 1, 1988, and every year thereafter until reaching the next step. Employees upon reaching their 15th anniversary date after July 1, 1988, shall be entitled to said fifteen percent (15%) per month upon said anniversary date. d. Twenty (20) Years of Service. All eligible employees who have twenty (20) years of consecutive uninterrupted service on or before July 1, 1989, shall receive an additional twenty percent (20%) per month of their base salary effective July 1, 1989, and every year thereafter. Employees upon reaching their 20th anniversary date after July 1, 1989, shall be entitled to said twenty percent (20%) per month upon said anniversary date. e. Compensation Not Cumulative. Payment of the aforesaid longevity compensation shall not be cumulative and only the highest applicable longevity pay shall be paid. B. LONGEVITY PROGRAM FOR EMPLOYEES ON OR AFTER JULY 1, 1994 AND ON OR BEFORE DECEMBER 31, 2013. The longevity program described in Section B herein will apply to all employees, except Department Heads and employees covered in a collective bargaining agreement, employed on or after July 1, 1994. a. Five (5) Years of Service. All eligible employees who are employed on or after July 1, 1994 and on or before December 31, 2013, who attain five (5) years of consecutive uninterrupted service shall receive an additional five percent (5%) per month of their base salary. Such employees upon reaching their 5th anniversary date shall be entitled to receive said five percent (5%) per month upon said anniversary date. Further, such employees will not be entitled to receive any additional percentage increase to their base salary for further service. This subsection shall only apply to employees hired on or after July 1, 1994 and on or before December 31, 2013. Section 20. BILINGUAL PAY A program is hereby established for all employees whose regular and essential job duties as described in their job description provide for interaction with the public on a regular basis, allowing said employee to be compensated for bilingual skills after the employee demonstrates proficiency in speaking Spanish (the ability to read and write in Spanish may also be tested, if necessary), which proficiency would be determined by successful completion of a proficiency test as determined by the Director of Human Resources. Those employees who successfully demonstrate this skill would be eligible to receive an additional Two Hundred Seventy-Five Dollars ($275) per month for bilingual pay. .  .  Item 12 Page 22 of 25 Fringe Benefits Policy Page 23 of 25 Section 21. UNIFORM ALLOWANCE A.If an employee’s job classification requires him/her to wear a uniform while on duty, as designated by the City or employee’s Department, the City will provide and launder such uniform. B. For the Administrative Secretary and Police Records Manager that works in the Police Department, the City will provide the initial set of uniforms to the employees. The newly hired employee will receive: two (2) class A uniforms; two (2) class B uniforms; two (2) polo shirts and one (1) jacket or sweater. On all subsequent anniversary dates the City will provide an annual uniform purchase and maintenance allowance of $600.00. The employee’s uniforms shall meet the applicable regulations for his/her job classification pursuant to City/Departmental policies. C. The monetary value of uniforms shall be reported to CalPERS in accordance with CCR 571(a) and as defined by GC 7522.04(f) Section 22. STAND-BY POLICY The purpose of the Stand-by Policy is to have employees on stand-by to respond to major incidents and emergencies during non-working hours which require immediate attention to availability of qualified individuals with expertise in operating, maintaining, restoring and repairing the City’s technology systems. A. It is presently anticipated that the need for stand-by is for one (1) Information Technology staff, with the understanding that actual stand-by staffing, if any, remains at the discretion of the department head. B. The Stand-by Policy does not apply to FLSA exempt managers and Executive staff. C. Stand-by duty requires that an employee be accessible, available, and physically able to report to work. The employee must possess a City issued mobile phone device that remains available for immediate contact. The employee must be ready, willing, and able to respond to an emergency or incident or request for assistance based on a pre-arranged schedule. Employees on stand-by must respond to the mobile phone call immediately and be able to respond to the City within one (1) hour of being called upon. The department head or designee will determine if an employee is qualified to perform stand-by duties. The stand by duty period shall be defined by the Department Head. D. Employees on “stand–by” shall receive two (2) hours of regular straight time compensation for each date that the employee is assigned to be on stand-by. Stand-by time is not counted as hours worked for purposes of overtime calculation .  .  Item 12 Page 23 of 25 Fringe Benefits Policy Page 24 of 25 as employees are not restricted in their activities and may engage in non-work related personal activities. On City-recognized Holidays where City Hall is closed, employees on stand-by will be compensated four (4) hours of straight time compensation. E. An employee assigned to stand-by who is not available to report will be subject to appropriate disciplinary action, unless the employee provides sufficient notice to their immediate supervisor of their incapacity to respond prior to the call back so that appropriate arrangements can be made for stand-by coverage. F. When an employee on “stand-by” is called back to the City, he/she shall be entitled to “stand-by” pay. Call back duty does not occur when an employee is held over from his/her prior shift, or is working planned overtime. An employee called back to duty shall be paid a minimum of four (4) hours of pay at the applicable overtime rate. Time begins when the call back request is received and ends when the employee returns home. If work is performed remotely, the employee shall receive hour for hour compensation at the applicable overtime rate. G. The employee will at times remain able to immediately respond to any emergencies. H. Each employee on stand-by duty is accountable to all of the rules and regulations of the City. I. In the event of a call back, the employee will wear his/her City uniform, if applicable. Section 23. PER DIEM: Per Diem is intended as a reimbursement to temporary/interim employees recruited from outside the Los Angeles County area when working in a temporary or interim assignment due to a critical staffing shortage to cover expenses relating to lodging/housing, travel, meals, and incidentals. The rate is set at $125.00 for each day the employee physically reports to work at the City of Vernon. The eligibility to receive this per diem must be pre- approved and is at the discretion of the City Administrator. Section 24. COMPENSATION FOR CLASSIFICATIONS DESIGNATED AS EXECUTIVE, MANGEMENT, MID-MANAGEMENT, CONFIDENTIAL, UNCLASSIFIED, AND ELECTED OFFICIALS: EXECUTIVE There shall be no Cost of Living Salary Adjustments (COLA) for classifications designated as Executive for the fiscal year July 1, 2022 through June 30, 2023. Effective the first full pay period in July, 2023, the salary ranges for classifications designated as Executive shall be increased by 2.5% .  .  Item 12 Page 24 of 25 Fringe Benefits Policy Page 25 of 25 Effective the first full pay period in July, 2024, the salary ranges for classifications designated as Executive shall be increased by 2.5%. MANAGEMENT & MID-MANAGEMENT Effective in July, 2022, employees who occupy classifications designated as Management and Mid-Management shall receive a one-time lump sum Off Salary Schedule payment equivalent to 3% of their annual base salary. This one-time Off Salary Schedule Payment is given in lieu of any Cost of Living Adjustment or general salary increase. Effective the first full pay period in July, 2023, the salary ranges for classifications designated as Management and Mid-Management shall be increased by 3%. Effective the first full pay period in July, 2024, the salary ranges for classifications designated as Management and Mid-Management shall be increased by 3%. CONFIDENTIAL, UNCLASSIFIED, AND ELECTED OFFICIALS Effective the first full pay period in July, 2022, the salary ranges for classifications designated as Confidential, Unclassified, and Elected Officials shall be increased by 3%. Effective the first full pay period in July, 2023, the salary ranges for classifications designated as Confidential, Unclassified, and Elected Officials shall be increased by 3%. Effective the first full pay period in July, 2024, the salary ranges for the classifications designated as Confidential, Unclassified, and Elected Officials shall be increased by 3%. .  .  Item 12 Page 25 of 25 City Council Agenda Report Meeting Date:November 19, 2024 From:Freddie Agyin, Director of Health and Environmental Control Department:Health and Environmental Control Submitted by:Dulce Gonzalez, Management Analyst Subject Appointment of Health Officer for the City of Vernon Recommendation A. Pursuant to Vernon Municipal Code (VMC) Section 3.32.110 (B)(2), find that it is in the best interests of the City to award a service agreement for health officer services to Steven H. Florman, M.D. without a competitive selection process, for a one-year term, in light of the immediate and indispensable needs for health officer services; and B. Adopt Resolution No. 2024-027 appointing Steven H. Florman, M.D. as the Health Officer for the City of Vernon, approving and authorizing the execution of a services agreement for health officer services, and repealing Resolution No. 2022-37. Background Pursuant to California Health and Safety Code (HSC) 101450, each city is mandated to take measures to preserve and protect public health. HSC 101460 also requires each city to appoint a health officer unless the city contracts with the county for health officer services. Since the City does not currently contract with the County, the City must appoint a health officer to formalize the roles and responsibilities of the Health Department and exercise its full delegated authority. On October 24, 2022, the City Administrator approved a Master Services Agreement with Wellness and Equity Alliance (WEA) effective November 1, 2022, for health officer services and a Community Health Needs Assessment (CHNA) for a five-year term. On November 1, 2022, the City Council adopted Resolution No 2022-37, ratifying the appointment of Tyler B. Evans, M.D. from WEA, as the City's Health Officer. The Master Services Agreement with WEA was terminated on July 1, 2024, and the City must appoint a new health officer to ensure compliance with State law. The Department of Health and Environmental Control recommends that City Council adopt Resolution No. 2024-027 appointing Steven H. Florman, M.D. as the City’s Health Officer and authorizing the execution of a services agreement for health officer services for a one-year term. Dr. Florman has a strong background in clinical medicine, public health, and healthcare administration, with expertise in epidemiology, biostatistics, and disaster preparedness. For the past thirty-five years, Dr. Florman has fostered a solid foundation of trust within the community with his medical clinic operation in Vernon. Dr. Florman possesses excellent skills and extensive experience in the National Incident Management System (NIMS), which makes him well- equipped to address public health challenges and promote effective health programs. Pursuant to Vernon Municipal Code (VMC) Section 3.32.110(B)(2), City Council may exempt the services agreement from the City’s competitive selection requirements, as it is in the best interests of the City to award the contract to Dr. Florman without a competitive selection process due to the immediate and indispensable need for health officer services. .  .  Item 13 Page 1 of 2 The proposed services agreement with Dr. Florman has been reviewed and approved as to form by the City Attorney’s Office. Fiscal Impact The fiscal impact of the proposed agreement is not-to-exceed $90,000. Sufficient funds are available in the General Fund, Health Department, Health Services Account No. 011-020-200- 529230 for the current fiscal year. Attachments 1. 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