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Agenda Bill 06/11/2001
lila 2401 1: CITY OF PETALUMA, CALIFORNIA CITY COUNCIL PRIORITIES MARCH 18,2000 1. Complete Budget Revenue and Service Level Review • Hire a Finance Director • Timely Budget • Complete a Five Year Forecast • Establish Interfund Borrowing 2. Complete Redevelopment Agency Review • Issue Bond Activity • • Maxiniize'Income • Expenditure Priority 3. Complete Wastewater Facility Plan Process • Water Conservation and Supply • . .Xeriscape Ordinances • Sonoma County Water Agency Amendment Policy A • Rate Design • Toilet Retrofit • REP Rate Study • Implementation of Recreational,Facilities 4. Establish Revenue Recapture & Regeneration,Program • Park and Recreation Private Fundraising • User Fees • Revenue Generation • Grants • Additional.Personnel • Impact Fee - Housing 5. Organizational Change & Growth • Support.Reorganization • Build Council Trust With Organization • Integrate Changes • Hear From City Personnel • Employee Recognition Programs J IMPLEMENTATION OF PLANS 1. Establish a Park& Recreation Master Plan • • Park and Recreation Fields 2. Open Up Waterways (B list) 3. The Bicycle Plan 4. The River Plan • Acquisition of Properties • • Implement River Plan Segments • Purchase Open Space • Establish Clear Capital Improvement Plan 5. The Central Petaluma Specific Plan NEW GENERAL PLAN ITEMS I. Economic Development Plan • Quantify Sustainability • What Are Goals.- Value Added . • Focus on What Needs to be Done • Further Direction to Look;at Statistics 2. Surface Water Management (Drainage) Plan • Revisiting and Expanding,Zero Net Fill Policy • Set Direction • Interim Flood Policy • Get a.Recommendation=From-Staff to Generate Funds 3. Regional and Local Transportation Plan • Council Should'Take Leadership Role in Setting Tone for, Countywide Strategy • hnplementMarketing Plan • Ride Trolley • di/manager/Council/March IN Workshop CCPriorities/kc • h y,.i0 -4., CO' O1 0, r a' C Z uq r on �, c 6 co o r 0_ v Z'= i ' o O o C .L a' >„ . ” G)V O Z G ti N U .d U O O V1 0 C C.� C = v o C G N -0 V 4 J W C C .U 0 0. ' , y O C 5 a) V; U U -a N U. d 6 ._ UZN C. •v U r 'O CD M n O r L 7 Y , p cc U 7 H -� O .� �� Cl. Q. U "..-.'t c71 CD T- L 0C i cE 0 U cC 'XN" .0 E U O O r > O N 0 o « c o v Ct ° w ° 0 O 0 •t® 3 • ^ E C , >,•- c It ni ct 0 0 n _ U C r -' r N N c N Or C a' a ti J >--,I ..� c Li- U C C U ti c' p.. C C o aN U C O U Uc � . U 0., 0 Ed m C' G y _ o 0 c6 ° . Emil, ce uC �CD1 ou u e' o a u ._ in- c ca -El F� C c o := c a 04 C i/ `I C :. ti .Yc . 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CJ :C o 'O'. ri ct U o r'C. rn �'i-. -C/) R, E 9 a112001 I = PETALUMA, CALIFORNIA CITY COUNCIL WORKSHOP A- SATURDAY, JANUARY 27, 2001 SHORT TERM GOALS MID-YEAR GOALS (UP To Six MONTHS) (UP To A YEAR) 1. Park Bond Decision 2. Regional Water Policy a. Amendment 11 b. Amendment 12 c. Locating Storage Tanks d. Locating Storage and Pipelines e. Build on Gravel Mining Plus Other Issues 3. Central Petaluma Specific;Plan a. Council Approval of Plan Implementation of Specific Plan b. Committee for Draft Zoning Ordinances c. Rezoning/Right-to-Work Plan for.the River 4. Local Transportation a. Traffic and Circulation Study Funding for Street Repair Ab. Cross-town Connector Regional Transportation Issues c. Funding for Street Repair 5. Flood Plain Management a. Funding Sources for Flood Project Complete Flood Project b. Finalize Zero Net Fill and'.Run-Off 6. Budget and Financial Policies a. New Budget Format Revenue Generation b. General Fund Reserve Policy c. Rolling Stock Maintenance and Financial Plan d. Five/Twenty Year CIP Program and Financing e. Comprehensive Infrastructure Plan 7. Campaign Finance • 8. Wastewater Treatment Plant Cost 9. General Plan Update a. Economic Vision/Public Input Committee General.Plan Open Lafferty Energy Independence d:/manager/council/Ian 27 2001 short and long term goals—amended/kc N: II U E .. I O �1� ro [ ..y te ' ip ' ,+O a. O' R0 A V O 7 '-'M'l ti • 1 1 E u L C) .0 O . N O oo I�■7 •H a . C: � R R a • O ,p.,„ ° , 01)0 ' L •• c aE V x ; 0 o •• 7 Fa WN "m � N 5 n U , W Y U "L U °1' C''..1:)D y : 7 N - , 4:xb •O + pro.. N o t IN . 0.1 r O IF,' '. Gz. m cz u C a . S` o1 1�ai > .°� 3 el V] Cti c 0. 6 '^ � a , p > � d W c 4V h ro �! ° 1 -q E 7 ~ . ._.. R Y eU" L G y tod Ib bci o I' w 4.- o a a � r/� ti � h C O 'G 'o u 'a, A E.. u n�i O O E a) L C I1 W C C t L - 0." O -'17J-' O h/ry`IJ � o o ay L a � ce r.-I c� ICI '3'5 +,' o `'-' 1 JC Q `/ N '0" u. u `� w e �I > w :O �; N ;b Q o ca .. Z .d e? 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'- f 7-!..,= V:• '° i. 0.•4.. j O' O - I f.. _ �. w , _:..�..:r _ u - 'I. Z, : E F' O F...-6.::= 7' - -O L F w C' 'u.• • V] C:�; ;i .-G •6 a Z u. vi V; r _ •_ . . :IS t V. :x.. r- r • City.ot`Santa Rosa - Job Description: ( ity'Manager Page l of 2 JUN 112001 2. The C.rynj ® hitn••Rosa �� h,Hunean Resources • City Manager Rate Class: 1010 Executive Management Unit Compensation'Type: Salary-Fixed Set By Ordinance. DEFINITION. . To coordinatethe,overall administrative activities and operations of the City; to advise and assistthe City Council exercising independent judgment and initiative; and to serve,as the City Clerk, Purchasing Agent, Personnel Director, and Emergency Services Director as provided by Charter. SUPERVISION RECEIVED AND EXERCISED Policy direction is provided by the City Council. Responsibilities include direct and indirect supervision of department heads-and staff assigned to the City Manager's;Office. OEXAMPLES OF DUTIES Depending upon assignment, duties may include, but are not limited.to, the following: Direct and participate in the development and implementation of goals, objectives, policies and procedures; direct.and participate, with department head cooperation, in the preparation and'administration of the City Budget; prepare long-term plans of capital improvements with plans for their financing; confer with department heads concerning administrative and operational problems; make appropriate decisions or recommendations; prepare and submitto:.the City Counct; reports of finances and administrative activities;,keep City'Council advised of'financial conditions, program progress, and present and future needs of the City; oversee the enforcement of all City ordinances; direct,the preparatiomof plans and specifications for work which the City Countit orders, interpret analyze and explain policies, procedures and programs; confer with residents, taxpayers, businesses and other individuals, groups and outside agencies having an interest or potential interest;in affairs of City concern; respond to the most difficult complaints and requests for information; represent the City in the community and at professional meetingsas required; coordinate City activities with other governmental agencies and outside organizations; select,;supervise, train and evaluate staff; perform all duties as may be prescribed in the City code or by City Council action; perform related duties as assigned. QUALIFICATIONS IIIKnowledge of: Modern municipal administrative methods and procedures, http://www.ci.santa-rosa.ca.us/hu/jobs/1010.asp 5/24/01 I City of Santa Rosa- Job Description: City Manager Page 2 of 2 a organizations and functions; current social, political and economic trends and operating problems of municipal government; applicable federal and state laws„rules and regulations regarding local government operations; • principles of effective public relations and interrelationships with community groups and agencies, private,businesses and,firms and other levels of government. Ability to°Provide effective leadership and coordinate the aptivitiesiof`a' large full service, municipal organization; analyze,•interpret,summarize and present administrative•and te chnical information and data in an effective 'manner,. situations and people accurately and quicklyand adopt an effective course of action;serve effectively_and the administ_rative,agent of the City Council; select, supervise, train and evaluate staff. Experience and.Education:=Any combinatibnequivalent to;,experience and education that could likely provide the knowledge and abilitiesawould be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Eightyears of progressively responsible experience in administrative, managerial, Or staff,capacity'in a large municipal organization, involving the responsibility for the planning, organization, implementation and supervision of varied work programs Education - Equivalentto,a Master's Degree from an accredited college or university with major course work inpublic`or business'.administration or a closely related field. License br.Certificate Possession of;,orability to Obtain, an appropriate valid California motor vehicle:operator's license. Approved: •' • Assistant City Manager Date: November 1, 1981 cs\s\citymgr • Pay'Rate as.of:July"09;'2000 - Home I Current,Job Openings i Fire Recruiting I:Police Recruiting I.Interest.cards I Getting,a Job I I Application Packet] Salary'Schedule'I,Benefits I,Address`.Change Job Descriptions I'Policies'l Memorandum of•Understanding l Local Recruitments I • • • • http://www.cisanta-rosa.ca.ns/huijobs/.10 I O.asp 5/24/01 • City-of Santa Rosa - Job Description: Assistant City Clerk Page 1 of 3 • The L Fn1 a/ Santa Rosnn Human Resources Assistant City Clerk Rate Class: 3520 Supervisory/Mid Mqmt Unit • Compensation Type:'°Salary-Range From 4095 to 5245 DEFINITION The fundamental reason for the existence of this classification is to plan, organize and direct the activities of the City Clerk's'office, which includes relieving the City Manager, who is the appointed City Clerk, of a number of administrative details mandated by State law;.maintaining official City records;performing clerical and administrative duties for the City Council; providing information and,service to the public; and serving as an Elections Official in conjunction with the Registrar of Voters Office. SUPERVISION RECEIVED AND EXERCISED Direction is provided by the City Manager and technical or functional supervision may be provided bythe Mayor or Council members, responsibilities include providing direct and indirect supen ision to administrative support positions. EXAMPLES OF DUTIES Essential Duties: The following duties";are-considered essential for this job classification: Prepare City Council agendas and complete agenda;packets;for distribution to Council; attend City Council meetings and prepare official minutes; follow through on items acted upon by the City Council, including composing and preparing correspondence and advising various individuals of City Council actions, publishing, posting and mailing notices, and facilitating the recording of documents; attest, record and certify as required all ordinances"and,resolutions; process and distribute signed contracts as necessary; prepare agenda reports as necessary; ensure distribution of City, Council resolutions,ordinances, and minutes, including electronically; serve as custodian of the official City records; maintain-the City Seal; maintain current and past legislative history of City Council actions and provide research and referenceservices to the public and City staff; maintain annexation files and coordinate with City departments and.other agencies to process, record anddisseminate annexation information; prepare filings related to annexations, rights-of-way,.locations, street name changes, etc.; forward zoning changes to the County Assessor; retain and return bid bonds; prepare a variety of notices in accordance with city, state, and federal law,.and calendar, notice, and advertise public hearings; serve.as Elections.Officer, in conjunction with the Registrar of Voters Office. for the conduct:of municipal elections by issuing and http://www.ci.santa-rosa.ca.us/hu/jobs/3520.asp 5/23/01 3 City of Santa Rosa - Job Description: Assistant City Clerk Page 2 of 3 receiving nomination papers, statements of qualifications, and other required documents from candidates,serve,as Filing Officer/Official.for Statements of Economic Interests and Campaign Statements, provide notary services as required; • maintain City Council Policy Manual. Additional Duties: In addition to the duties listed in°the Essential Duties section, eabit employeeirr this classification may perform the:following duties.,Any single position9may not be assigned all:duties listed below,.nor do the examples cover;all duties which maybe assigned: Prepare and;maintain file of proclamations and special resolutions; develop/End implement office procedures•and'systems, admini"ster oaths for new'employees;,and perform other related duties asrassigned. QUALIFICATIONS Knowledge of: Municipal,organizations and fun_ctions;;record.keeping and records' management programs,particularly~related,to•municipalities; election laws and procedures; reporting requirements of the Political Reform Act of 19.79a"s amended; Modern office procedures, practices and equiptnent, including computer application and use correct punctuation,,spelling;and grammatical-usage;and basic business• arithmetic:. Ability to: Understand the organization and operation of the City•and;oiitside agencies, as necessary far assigned responsibilities; interpret and applyfederal, state and• laws, regulations,;procedures, Political:Reform Act and Brown.Act • requirements, and administrative and departmental policies affecting.the City Clerk's functions either through oral instruction in the(job setting or-through structured lecture and reading; provide information to'and organize materials-in compliance with laws,regulations, and'policies, comprehend and make inferences from written material produce written documents using proper punctuation, grammar and:spelling; meet thepublic, understand their questions, and,provide; applicable information; communicate clearly and concisely, orallyand in writing, with°the public, outside agencies;;City staff,'City Conimissions,and.City Council; communicate orally and'face to face andusing'a telephone; type at a rateof not•less than=60 net words per minute. take dictation,or notes-at a speed sufficient to accurately transcribe and produce the City Council minutes., Experience,and Education: Any combination equivalent to experience and education that could':likely provide the,required knowledge and abilities:would-be qualifying. A typical way to obtain the knowledge and abilities would be:, Experience,- Sufficient years of increasingly responsible secretarial and clerical experience, preferably including local governmentiexperience'to demonstrate possession of knowledge and abilitv,listed:above, Education -`High School diploma or,equivalent, including or supplemented-by specialized courses in business office practices. • License,or'Certificate;"This classification may require the use of.a personal,or City vehicle while conducting,Cityibusiness. In order to operate:a vehicle individual_s must be physically capable of operating the vehicles safely and.must possess an • • appropriate valid California motor vehicle,operator's license. Ability to become a NotaryPublic in the State of Califorruaprior to completion of probationTisTrequired. Certification as a Municipal Clerk by the International Institute of MunicipahClerks http://www:ci:santa-rosa.ca:us/hu/jobs/3520.asp 5/23/01 City of Santa Rosa - Job Description: Assistant City Clerk. Page 3 of 3 • is desirable. WORKING CONDITIONS:. Incumbents are required to•enter data into and retrieve data:from personal computers and terminals via a keyboard device which requires repetitive arm/hand movement; operate office equipment, such as a transcribing machine, which requires the coordination of movement of more than one limb; use stomach and lower back muscles to support the body in order to sit for extended periods of time while operating word processing equipment or take minutes at City Council meetings; lift and carry short or long distances objects such as boxes of files,office supplies, and other packages weighing up to 25 pounds; lift arms above shoulder level in order to remove and refile binders on shelves of climb ladders or steps in order to.reach objects;,prepare boxed or bundles of forms, tapes, or other material for distribution or mailing;differentiate between colors when coordinating or locating color-coded forms or files;measure distances using calibrated instruments or use graphic instruction, such.as drawings or layouts, in•order to determine if wall presentations for Council meetings will fit into certain designated areas; set up or remove folding tables, chairs, or similar objects for meetings; and check the work products of others for compliance with laws, regulations, arid policies. This position is required to attend City Council meetings in the evening or away from the work site. APPROVED: ODirector of Human Resources Established: November 1, 1981 Revised: January 12, 1990 Revised: May 27, 1997 Revised: January 17, 2000 Revised: September 15, 2000 cs\s\accl.wpd Pay Rate as of February 12.2001 Home I Current Job Openings Fire Recruiting) Police Recruiting I Interest Cards Getting a Job I I Application Packet I Salary Schedule 1 Benefits I AddressChange Job Descriptions ] Policies I Memorandum of Understanding ] Local Recruitments S http://ww,w.ci.santa-rosa.ca.us/hu/jobs/3520.asp 5/23/01 • • • ti CITY OF kOHNERT PARK City of Rohnert.Park • CITY MANAGER � 0E1 .tot O woo . DEFINITION - Serves as the Chief Administrative Officer of the City, the, Community Development Commission and other special agencies; advises and assists,the City Council in the conduct • of City business, provides administrative oversight to ihe'operational and policy functions of City government; serves as the City Clerk and the City Personnel Director; and performs other work as required. DISTINGUISHING CHARACTERISTICS The City Manager has the responsibility for the administrative operation of the City • developing, recommending and 'implementing policies, program planning, fiscal management, administration,•and operations of all City functions, programs, and services. The incumbent is responsible'foraccomplishing the City's goals and objectives and for ensuring that the City is provided with desired and mandated services in an effective, cost efficient manner. SUPERVISION RECEIVED/EXERCISED Policy direction is provided;.by,the'CityCouncil. Supervisory responsibilities entail direct and indirect supervision of management and other City employees. ESSENTIAL DUTIES Oversees all administrative activities for the City; provides.advicc,and consultation to the City Council on the development and implementation of City programs and policies; reviews budget requests and makes,recommendations on the development of the City's annual budget; oversees the management of the expenditure. of allocated funds and collection of revenues; develops and recommends programs to assure the economic development and financial vitality of'the City; reviews service delivery programs to assure the effective provision of City services; coordinates the preparation of the agenda for City Council meetings; represents the City Council with employees, community groups, individual members of the public, and other'governmental agencies on a variety of program areas; oversees the preparation of the City's long term capital;improvement plans and,financing strategies; conducts special studies as directed by the City Council, prepares reports, and makes presentations on the findings; oversees the negotiation and management of service contracts and leasing agreements related to City operations; manages all .aspects of the City's personnel function including employment procedures, grievances, affirmative action, Workers' Compensation, and employer-employee relations; supervises the preparation and administration of grant applications and expenditures; • serves as the City's representative on a variety of boards and commissions; oversees municipal elections activities to ensure compliance with regulations; oversees theproper maintenance of City records and archives. • CITY OF ROHNERT PARK • Page 2 of 3 pages - • QUALIFICATIONS gxperience/Educatioh Sufficient,experience and,'education in'the management of complex public organizations to coordinate the overall administration of the"City in an effective and cost efficient?manner. • A typical way'of obtaining the required qualifications is possess the equivalent to a g in i i closely years' of Bachelor's Degree m P"ublic Administration or a close) related field .and:fi"ve. increasingly responsible municipal management,experience. A.Master's Degree in?Public Adininisf?ition of related ficld'is"highly desirable. Knowledge/Skill/Ability. • Comprehensive knowledge of the City's. municipal code and policies, California. Government Code and Civil Code, California Redevclopment',;Law,Health and Safety, and the Open Records Act; administrative principles, methods,, and practices including goal setting,. program and budget development, prograin implementation, and personnel management, techniques utilized in administrative, analysis, fiscal; planning;, and management, and program development; principles and practice of budget development . . and administration; funding'sources impacting program and service development; social, political, and environmental.issues influencing program_ administration; principles and • practices of contract adminisiration, evaluation, and administration. General knowledge of legal and management principles and requirements dealing with employer-employee relations issues. Ability to plan, organize, administer, and coordinate a large variety of complex City,services and programs develop and implement goals, objectives,;policies, procedures,'work standards, and'internal controls, provide advice and consultation to:the City Council on the: development of"ordinances, regulations, programs, and policies;: analyze a variety of complex program and service delivery issues and formulate effective strategies and policies to°address these issues; direct the:work of managers,_supervisors,. and staff in a manner that best utilizes'their 'abilities to provide service, to...01.e public efficiently.and at-,the lowest possible cost,.analyze, prepare; and administer a City,budget; implementand monitor fiscal controls to assure the City's financial health, prepare concise and comprehensive reports coordinate the preparation of City Council agendas; exercise leadership, 'authority; and supervision tactfully and effectively; communicate well with all sectors'of the:community and niakeeffective_public,presentations;,effectively represent the City Council with individual citizens, community groups, and other governmental agencies;"establish'and maintain cooperative working relationships. Working Conditions Position:requires working in a standard office environment and involves sitting; standing,, walking, reaching, twisting„turning, kneeling,;bending, and squatting in the performance. of daily activities..'The position also requires grasping, repetitive hand movement, and fine- coordination in writing reports using. computer key board Additionally; the position requires heir, far, and color vision' in reading',plans, reports; using, the computer and surveying land use areas, hearing is required ;when interacting with,the public and City employees. Theincumb ent'alswmust be available to be called for local emergencies, • CITY OF ROHNERT PARK Page 3 of 3 pages attending meetings in various other cities,work irregular or extended hours to attend various meetings, and work with constant interruptions. LICENSE/CERTIFICATION Possession of a Class C California driver's license by dale of appointment. li ® 4122/97 , CITY OF ROHNERT PARK City of RohnertPark • DEPUTY CITY CLERK c j6-1 Sc4-44,g/ . 0:7-v\--E, Pc av\ two• DEFINITION Serves as Deputy City Clerk including coordinating various election activities; performing required duties for City Council services and records, management. establishing and maintaining organizational procedures and tracking systems for legislative compliance of government codes; preparing agenda packets, following up on Council actions, processing documents, and carrying out a variety of administrative details; performs other duties-as required. DISTINGUISHING.CHARACTERISTICS The Deputy City Clerk is a single position class. This class is distinguished by the breadth of assigned administrative support functions and the responsibilities entailed while acting as the Deputy City Clerk. SUPERVISION RECEIVED/EXERCISED 0 General supervision is provided by the City Manager. May provide lead supervision by assigning and reviewing the work of support staff. ESSENTIAL DUTIES Drafts, types, edits and distributes City Council meeting agendas and related materials, memos, resolutions, City Manager reports and notices, proclamations, and letters; researches, gathers and compiles information for a varietyof;reports and records and in response to requests for in formation from the public or members of,the press; may attend City Council meetings to transcribe action minutes; prepares signs, seals, and processes resolutions, proclamations, agreements, ordinances, and other municipal legal document; processes documents and/or other;meeting follow up'assignments; maintains a variety of municipal files and records,:including processing files for permanent binding or purging; oversees the distribution°and processing of filings required by the Fair Political Practice Commission; oversees the preparation; distribution, and retention of City Council meeting minutes including responding 'to meeting transcriber's interpretive and/or summarizing questions; ensures proper procedures for notification and certification of Council actions;.maintains the Clty's permanent records and archives; maintains records and carries our procedures;for appointments to City boards and commissions; coordinates • City election::•activities with the County Elections Department, including preparation of calendars', distribution of notices, 'providing candidate information and election statements;.'and assures other requirements of the elections code are met; receives candidate nomination papers and:financial disclosure statements; provides certification of election results;'maintains information for deeds,claims against the City, and bids on City projects; notarizes a variety of documents; follows claims procedures to process various • • • CITY OF ROHNERT PARK • Page:2 of,-2 pages • claims;:against the City, answers incoming phone calls and greets office visitors providing information and appropriate referral to various City department;staff; operates a variety of office equipment including'personal computers,.and provides'backup for other office staff as needed. QUALIFICATIONS Eiperience/Fauation Sufficient experience and education to successfully perform the duties of the 'Deputy City Clerk. A typical way of obtaining,the required +qualifications is to .possess the equivalent of four years of increasingly responsible experience in a secretarial position which includes the handling r of legal or public documents and involves public contact,and taking meeting minutes. 1Cnowlsdte/Skill)Ability Knowledge of the City's policies, rules; administrative regulations and procedures;, practices and procedures for the efficient operation of an office; operations and organization of municipal government; legal requirements regarding the preparation and retention of municipal :records; California election !law as it pertains to municipal elections; the regulations and requirements! for compliance with the ;Fair Political Practices techniques of account and statistical record keeping;;correct English usage, • spelling; grammar, and,,punctuation. Ability to carry out a number of administrative support tasks.in a'timely and professional manner; take and prepare action minutes from • meetings;.:interpret and apply a variety of City- rules, laws, and policies with good judgment,;work independently andiexercise good judgmenttin'carrying out assigned tasks;, Prepare. clear, :concise; and accurate •agendas,• Minutes, correspondence, records and reports; independently monitor'various deadlines,and.legal'requirements for compliance • P P y with election code, and other regulations; compile and maintain accurate-information, records, and files,establishrand maintain':cooperative working relationships. Skill=totype • at a:minlmum rate of 50 words persminute.from clear, legible copy. W orki ng:Conditions Position ;requires 'prolonged sitting, standing, walking, reaching, `twisting,, turning:, kneeling, bending, squatting, and••stooping in-the performance of daily office activities., The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and •data+.using a computer keyboard.- Additionally, the position.requires near, far;.and color vision in a'eading correspondence,!statistical data', and using the computer, and hearing is;:required when:providing phone and face-to-face , • service: The need to lift, drag, and push files, paper, and documents•weighing upsto 25 pounds:also:is;required. LICENSE/CERTIFICATE Possession•of a Cless,C California&trees license by date ofappointment. 0123/01 • i�� l Pa PA # 2/CC. 1-2 City of Petaluma March 1990 • O - CITY CLERK: . DEFINITION Salary: $ 22.52 - $ 23.65 - $ 24.83 - $ 26.07 - $ 27.37 per hour Under policy direction. of the City Council , plans, organizes, coordinates and . directs the operations of the City Clerk' s department; serves as Clerk of the Council and 'Secretary :of the Redevelopment Agency; administers municipal elec- tions; provides policy guidance and expert professional assistance to City departments in areas of responsibility; performs related work as assigned. CLASS CHARACTERISTICS. The City Clerk is responsible for overall administration of the City Clerk department functions, including municipal elections and the administration and enforcement of state and federal laws regarding election and campaign financing disclosure preparation of City. Council minutes, maintenance and indexing of . official City records and enforcement of laws pertaining to conflict of interest. Many City Clerk functions and activities are prescribed by the City Charter and ordinances and laws of the State of California. EXAMPLES OF DUTIES (Ill:ustrative Only) Plans , organizes , coordinates and directs the work of the City Clerk department; -, develops and directs the implementation of goals;, objectives, policies, proce- dures and work standards for the department; prepares the Council agenda and backup information and provides for duplication and distribution; works closely with the City Manager,. city Council and City departments, in providing infor- mation and services, attends City Council meetings and is responsible for the documentation, maintenance and dissemination of all Council actions including minutes, ordinances , resolutions and contracts.; indexes Council minutes and codifies ordinances; receives and processes initiative petitions and service for City offices; manages' the City-wide conflict of interest and campaign financing programs; plans, organizes and ,directs the conduct of municipal elections in coordination with the City Attorney and in accordance with state and local elec- - tion and campaign financing laws; serves as Deputy Registrar of Voters ; directs and coordinates the publication of notices, ordinances and other documents ; coordinates the collection and recording of and processes documents related to assessment districts and annexations; serves as the public information officer for the City, including talking with media representatives; plans , organizes , assign's, directs, reviws and evaluates the work of assigned staff; selects assigned personnel and provides for their training and professional development; maintains official custody pf the City. Seal ; prepares a variety of resolutions , reports and' memoranda for submission to the City Manager, City Council and other agencies ; administers oath's and affirmations ; atknowledges signators to .legal . documents ; maintains rosters Of all boards and commissions and directs the pro- cess to fill vacancies; rect mends and implements policy and procedural improve- ments. III Page Two QUALIFICATIONS • Knowledge of: • Applicable ordinances and codes pertaining to records management, the, • conduct of municipal elections, and City Council meetings including the Brown Act Administrative principles and methods including goal setting, program development and implementation, budgeting, ,staffing, and employee supervision Standard office practices, and procedures. including filing and records retrieval Business computer user applications including input/output concepts and information retrieval Skill in: Planni_ng, .organizi;ng, assigning, directing, coordinating, reviewing and evaluating the work of others Selecting and motivating staff and providing fer thei'r ,training and professional development Analyzing, interpreting and applying complex documents and administrative procedures and regulations Developing and implementing goals , objectives , policies, procedures, work standards and internal controls Analyzing technical and administrative evaluating alternatives • and adopting .effective courses of action Preparing clear, concise and complete documentation, Council' meeting minutes, and ,other reports and correspondence Exercising sound independent judgment t:ithin general policy guidelines Establishing' and maintaining effective working relationships, with City departments, City Council , other public, private entities and citizen groups and the public Other .Requ-i:rements: Must, possess a valid California driver' s 1i:cense and 'have, a satisfactory driving record. , Must be willing to attend meetings outside normal working hours: A typical way of gaining the knowledge and skills outlined above. is: - Equivalent to completion of two years of college and four years :of respon- 'sible office administrative or executive secretarial experience'. Additional experience as outlined above 'may be substituted for the education on a year for year. basis. . • 1+ City of Petaluma, California Job Description POSITION: City Clerk REPORTS TO: City Council SUPERVISES: Deputy City Clerk, Administrative Secretary, assigned positions as may be required to deliver the level of high quality and professional • services expected from the Office Of the City Clerk. DEFINITION: The City Clerk:is appointed by the City Council and is a council appointed officer of the City, serving as liaison between the public, media, mayor and council members. The City Clerk also serves as Clerk of the Council, Recording Secretary of the City's Redevelopment Agency and Public Financing Corporation. Primary responsibilities include legislative action organization and administration; maintaining complete and accurate records of the City's business transaction and history and ensure the availability and accessibility of public information; public relations; liability and claims processing; campaign and statement of economic interest reporting; municipal elections; bid and contract administration; municipal code and charter administration; sister city liaison; and liaison services for the Mayor and City Council. The Charter of the City of Petaluma and the Government Code determines the City Clerk's statutory functions. • ESSENTIAL Administrative - FUNCTIONS: Public Outreach Council Support Elections/Conflict of Interest Code Legislative Records and Information Management RESPONSIBILITIES: Administrative: - • Works closely with the City-Manager and City Attorney to provide information and implement the goals and priorities of the Council. • Fosters an environment. of teamwork and promotes a positive work environment Citywide. ▪ Assists with the design, development, and implementation of policies and procedures Citywide: . Attests and or acknowledges signors of legal documents. • • Administers oath's and affirmations. • Maintains the custody°and security of the City's official seals. . Supervises, directs, reviews, and evaluates the work of assigned staff. • Selects personnel and provides for their professional development and training. • Prepares and administers the department's budget and assists in the coordination of the City's Annual Budget and Mid-Year Reporting. • Coordinates with departments Citywide to facilitate bid openings. • Coordinates-with departments Citywide to publish legal notices. Page 1of3 II English Street, Petaluma, California 94952 Telephone 707 778 4360 Fax: 707 778 4420 Website: www.ci.petaluma.ca.0 Ih City of Petaluma, California Public Information: • • Provides responsive, reliable and timely information of interest to and needed .y the public and members of staff, . Main tains the City roster; a directory of Council ;members, board,, committee, and commission members, and represntatives of other-municipal, regional, state, and federal districts; and professional; community,,and neighborhood associations. • Designated and serves as the, City's Public Information Officer coordinating and maintaining a comprehensive public information program for the City that includes an active role when the City's Disaster and Emergency Preparedness Program is activated., . Serves as the media liaison for the Mayor and Council. • Prepares news-releases and sets up press conferences as directed byCouncil. • Coordinates programs and events that promote the City and strengthen its sense of community identity. • Reviews and edits for consistency ;interdepartmental materials and other publications created and produced by the City for public distribution. • Maintains close contact with all departments heads within the City and acts as the liaison between the City and the community regarding the coordination and dissemination of information relating to City services and programs. • Serves as an officer and .representative of the City on various governmental or community committees as directed;by Council • • Administers the production and copying of. City Council meetings; and other committees, commissions and public forums, including facilitation of the custody, maintenance, and security of audio and videotapes, maintains the City's official audio/video library. • Designs, develops, administers, and implements•the City's Internet Master Plan in coordination with department heads and"the Information Services Department. • Coordinates with departments citywide to facilitate advertising and publishing of public notices. • Council Support: • • In concert with the City:Attorney and City Manager,, the City Clerk provides administrative support to the Mayor and Council, which includes creating, receiving, and distributing correspondence addressed to the Mayor and Council members, copying the City;Manager's office on all correspondence. • • • Records.and reports attendance for Council payroll. . Coordinates with the City Manager's Office to maintain the Council's Calendar.. • Attends Management Team meetings,to facilitate the Council's schedule of meetings and calendar and preparation of'Cduncil agendas: • Administers:the preparation, publishing. posting, and distribution of City Council and Redevelopment ,Agency and Pubiic Financing Corporation agendas within the guidelines establishe&in the Brown Act. . Serves as Recording Secretary' to the Redevelopment Agency and the Public Financin g C'or or p p r keeping 'providing, p services based their by-laws and articles of ., '• incorporation kee in minutes.and.,actions as required. Page 2 of 3 • 11 English.Street, Petaluma, California 94952 City of Petaluma, California . Attests to, publishes anc/or posts ordinances and resolutions. ▪ Prepares a variety of •ordinances, resolutions, proclamations, reports, and O memoranda. • Administers prooedur-es and facilitates City Council's recruitment of boards, committees, and commissions and maintains a "talent bank" as required by the Maddy Appointive Act. • The City Clerk, City Attorney, and City Manager administer candidate orientation during election years; 'City Clerk to provide information on electoral process and relevant City documents. . Administers web presence on the City's web pages for Council, boards, committees, and commissions including, but not limited to, the roster, schedule of meetings, agendas, and minutes as provided by City departments. • Administers the maintenance and distribution of information concerning Council biographies, photographs, and history. • Administers and facilitates appointments and assignments of Council members to regional and or county boards, committees, and commissions. Elections/Conflict of Interest Code: • Reviews applicable legislation. • Administers State Campaign Financing and Disclosure laws by facilitating notification, distribution, tracking, and filing of statements, and ensures public access to statements on file. • Administers the State Conflict of Interest Code by facilitating notification, distribution, tracking, and filing of statements, and ensures public access to statements on file. • Serves as Deputy Registrar of Voters and conducts all general municipal and special elections in accordance with the Petaluma City Charter and State Election Code. • Provides information and publishes guidelines about the elections process to interested members of the public. • Administers the design, development, and management of databases to collect, maintain, and provide accurate information and statistics about elections and compliance measures with-state law and codes requested and needed by the public. • Provides election workshop/training for staff. Legislative Records and Information Management: • Indexes the City's legislative history (Council minutes) and codifies ordinances. • Maintains custody of the Petaluma Municipal Code and provides for its updates, subscriptions, and distribution of supplements. • Maintains custody and provides security for the City's information assets to ensure the availability and accessibility of the City's public records, including certifications of authenticity. . • Designs, administrates, and implements the Citywide Records and Information Management (RIM) Program. • Administers the design, development, and management of databases to collect, maintain, and provide accurate information and statistics about the location of City • records and track risk management/quality review of documents designated to bed• filed in the City Clerk's Office Page 3 of 3 1! English Street, Petaluma, California 94952 Telephone 707 778.4360 lax: 707 778 4420 Website• www.ci.petaluma.ca.us • i �‹cA*Lu Web Coordinators' 4 fit a Committee Meeting Minutes Monday, June 4, 2001 zsss 10:30 AM City Council Chambers Attended: Curt Bates, Claire Cooper, Trae Cooper, Dave Deorsey, Shelly Kappel, Sherry Pimsler, Tim Williamsen, TJ Woodd Absent: Ed Anchordoguy, Lori Arvizo, Gene Beatty, David Cormier, Michael Ginn, Doug Hoggan, Fran King, Michael Magie; Steve Simmons, Butch Smith, Barbara Spataro, Jan Tolbert, Robert Volz, Anne Windsor Discussed: ' 1) Look of template created by interns from the Tech Academy High School students. • A Action: Web Coordinators are to bring their ideas, changes,,and revisions to the next Web Coordinators meeting. • 2) Content of each departments web pages. Action: Web coordinators are to meet with their department head to develop an outline of content to be published on their web pages now and in the.future. Tim Williamsen, Dave Deorsey and Claire Cooper will hold individual meetings with department heads and web coordinators to discuss short- and long-term objectives, and to develop a schedule of when total content is to be online. 3) Tim asked Curt-Bates if it is a possibility for Tech.Academy High School students to work longer than was originally anticipated. Tim would like to have students develop a style sheet for the template after.Fred's approval. Action: Tim Williamsen, Dave Deorsey, and Curt Bates will hold:a meeting today with students at 3:30 PM to see if there is an interest for extending their internship with Petaluma through the summer months. Dave is going to put up a flyer at the Santa Rosa Junior College requesting students for internship. Also would like input for the template from Administrative Secretary's group. 4) Need policies and procedures for publishing content and approval required. Action: Further discussion. 11:\sk\gpwebpages\Web Coordinamr060401 meering minutes Page 1 1c 5) Need to have andimplementan.Action Plan. • Action: Further discussion.. 6) Training -Action: All Web Coordinators are encouraged to take HTML 1 and 2; FrontPage I and 2. 7) Incorrectinformation posted on the Web now. Action: Inform Beverly Kline or Tim Williamsen of changes/revisions needed. Adjourned: 11:40 AM Next Meeting ,Date: Thursday; June 7, 2001, at 3:30 PM.in:the City Council Chambers. • Note: Students from the Tech Academy High.School will.be attending. • i H:\sk\gpwebpages\Web Coordinator060401meeting minutes Paget CITY OF PETALU.JMA, CALIFORNIA MEMORANDUM inforrirdtion Services, 11 English Street,Palatal-111i, CA 94952 (707) 778-4573 Fax(707) 776-362 E-tnail:timw@ci.petaluma.ca.us DATE: June 4, 2001 TO: Web Coordinators' Committee FROM: Tim Williamsen,P.E., Information Systems Manager SUBJECT: Proposed Agenda We need a name for this effort/project- let's call this the Web Update Project (or change the name later) 1. Purpose of the Web Update Project The purpose of the project is:to modernize, make the interface more uniform, to create a system for maintenance while we await Beverly's replacement, to enlist_participation, authorship, and support from the individual departments, even "take the web site to the next level" • II. Guidelines from the City Manager. According to my notes, on May31, Fred indicated: O • We (the Web Coordinators' Group) should decide which and how much (and how much how soon) • Fle is highly concerned about accuracy-and thoroughness. • He indicated interest and.tentative.support in using PDF format for already-approved documents. • There should be no surprises to him, Council or the Public. Don't put anything up there you don't want to defend on the 6 o'clock news. • He's OK with the use of web interns. • The content should be decided by those-closest to the public service in•each department. • There should be similar quantity and depth of content across departments. III. My input, recommended steps- • As soon as possible, post and "under construction" notice. Identify the portions that we will keep as is, portions that will undergo "surgery". • Develop an outline of content, by department- each department must list what it wants posted. This list must be prioritized • Develop a schedule, by department, of when total content is to be online. Keep in mind that we can have short- and long-term objectives. • Develop formatting and style guides. Obtain input from various factions, including the Executive Sec. group. This input will result in web templates, to ensure all pages have similar look and feel, consistent appearance throughout the site. • Use the above to create a "design document" that contains.styleguides, policy and procedures and content listings. • Each Web Coordinator re-establish consent/support from dept head. Determine how much dept head will delegate, how much will require approval. • Each Web Coordinator should take classes in 1-ITML 1 and 2, Frontpage 1 and 2. This assures the best chance of support. CITY OF PETALUMA, CALIFORNIA MEMORANDUM Office of the City Clerk, 11 English Street,Petaluma, California 94952 Telephone: 707. 778. 4360 Fax: 707. 778. 4420 E-mail: cityclerk @ci.petaluma.ca.us DATE: May 21 , 2001 TO: Mayor and City Council Members CC: Fred Stouder, City Manager FROM: Beverly Kline, City Clerk , SUBJECT: Petaluma's Web Presence The City Clerk's Office is responsible,for developing the design and content of the City's web pages, including volunteer coordination and vendor contracts when/if necessary. The Clerk's Office facilitates the Department Web Coordinator team to ensure the distribution of information to the public, such as information about City Council, boards, commissions and committees activities, legal notices, management of the City's records, and the collection and distribution of information provided to City Council members by members of'the public. The City Clerk, as the Internet Coordinator is the single point of contact for the staff, community, volunteers, and outside vendor contractors, or volunteers that assist City staff in the development, maintenance, design and support of the City's Internet Home Page(s). The Internet Coordinator provides overall guidance in establishing and maintaining web pages; administering contracts for web-related programs, and acting as a clearing house for concerns and suggestions related to the City's presence on the Internet, including maintaining contact with the community and replying to questions regarding the City's home pages. , The average questions regarding the City's site amount to between 5 to 10 messages per day. I find that I typically spend about 20 - 30 hours, per week working on the City's web presence. This work includes converting and or creating documents generated in a word processing'environment and maintenance of the site as follows: • Council agendas, revised agendas, tentative, future, proposed agendas, and revised tentative, future, proposed agendas. ® • City Council minutes draft and approved. • Boards, committees, and commissions agendas and. minutes: 1J • Schedule of meetings for the City Council, redevelopment agency, boards, committees, and,commission"s with links to agendas. • Updates to boards, committees,:and commission pages. • Updated project+status information. • Updates to department web pages. • Assisting department web coordinators with updates for their department's pages. Additionally, I attend and participate; in. the Public Sector Web Professionals (PSWP) organization for the purpose of ongoing education, training and skill enhancement. PSWP meets once every two - three months. Combined with travel time, these meetings usually take 4 - 5 hours ofiny day. During the past two years the City's website has grown to approximately 400.+ pages with 270 pictures, 4,220 hyperlinks, 960 external and 3,260 internal links. Traffic to the a site has increased from 360 pages to over 560 per day during the past year. • I:\CityClk\councargsts\Torliatt\webtime • • • 9 fi A City of Petaluma, California Memorandum City Manager's Office, 11 English Street, Petaluma, CA 94952 (707)'778-4345 Fax(707) 778-44/9 E-mail:citymgi(hcLpetaluma;ed.us DATE: June 6, 2001 TO: Fred Stouder, City Manager FROM: Gene Beatty, Asst. City Manager SUBJECT: Agenda History The following is provided, per your request, to review the history of the way the City has prepared the Council Agenda documents, to the best of my knowledge: The responsibility for preparatiomand,approval of the Council Agendas has always rested with the City Manager and Mayor. At times, the City Manager has been given broad discretion by the Council to determine the order andcontert of the many Agenda Packets. The City Clerk assists ain advising the City Manager and Council as to required timelines for certain items that were time sensitive due to appeals, etc. Once the content of the agenda is decided, it would beprovided,to the City Clerk. The City Clerk is responsible to ensure that appropriate notices are posted and/or published in a timely manner. Notice of specific itetns'must comply with the provisions of the Brown Act so that the Council is able to hear the matter and make decisions that were under their purview. Other departments are also involved in_the preparation of the Agenda Packets. The Finance Department's General Services'•Division frequently assists in duplicating material for the packets and distributes them to the Council, along with posting them in appropriate public places. Over the years;'the.City Clerks Office-has provided last minute duplication of materials when the reporting department has failed to make sufficient copies. This usually occurs when departments that don't regularly have written items for the packets fail to complete or copy sufficient material for the Agenda Packets. In the past, the Police Department use to deliver Agenda Packets to the'Council Members at their homes or businesses. This practice was discontinued when the Police Department moved to their current facility. With the arrival of a new City Manager, and in consideration of the desire of recent City Councils to try to involve the community in current issues, the Agenda Packets were modified in several ways. First, the Agenda itself was revised in an attempt to provide more detailed e information to the reader regarding the actions before the Council. Second, the reports were re- formatted in an attempt to make"them more "readable' by lay persons: In that process, • significant additional attention,to detail was:required to be included in the reports. Beyond revising;the,agenda and reports, many additional copies of the Agenda Packets were`produced. and provided to various;.community organizations and individuals that requested them. At one point, approximately 54 copies of Agenda Packets were prepared, duplicated.and.distributed. Most recently,the City Manager and:the City Clerk agreed the focus•and completion of the Agenda Packets would be Managed from the City Manager's Office. The reasons'sTor'that are varied but are outlined`below: 1. The City Manager, by Charter, is responsible for all departments of the City of Petaluma. 2. The volume of reports requested and/or provided tocthe City Council hasincreased significantly over the last few years due to the,complexity of the issues and°the attention to detail that is expected by the Council and the City Manager. 3. The introductionof the City's presence on the Web has,contributed significantly to the workload placed on the City Clerk. It was theitnpressionof the City•Manager's Office staff that the accuracy ofthe information provided to the Council and to the public was suffering due to the level of overall activity resultmgin-attention by the City Council. 4. The City Clerk is responsible for the timely posting and publishing of Agenda items, in, addition to many other functions. I find nowhere in the Charter or the Rules;of theCouncil • that the City Clerk is responsible for the preparation of the Agenda Packets. • Currently, our office isproviding the clerical and administrative-assistance,required''to gather:the information and documents for the Agendas and is,,in"fact, overseeing the duplication through the Finance Department and.distributiofrfunctions to'di'stribute the Agenda.P.acket§to the Council and members of the public. In that the City Council will be considering;the recruitment of a new City Clerk,iit would be helpful they have a discussion-on the role they wish to see the City Clerk-perform prior to developing alnew recruitnient brochure. The Council,.theCity Manager,'ard the prospeetive candidates,for:City Clerk need to have a clear'understanding'ofthe-role and duties that will be expected of the next City Clerk. • • • JUN 1 1 2001 CITY OF PETALUMA, CALIFORNIA • MEMORANDUM City Manager's"Office, 11 English Street,Petaluma, CA 94952 (707) 778-4345 Fax(707) 778-4419 E-mail:cityingr@cLpetaluma.ca.us DATE: June 8, 2001 TO: Fred Stouder, City Manager FROM: Gene Beatty, Asst. City Manager SUBJECT: Notice to Empire Waste Management Regarding Non-Extension of Contract The current Franchise Agreement with Empire Waste Management expires on June 16, 2004. . Any amendment to extent this contract must be agreed upon m writing by the City and Empire Waste Management no later than three (3)years prior to the end of the contract. It is my understanding that the Council prefers to solicit bids for the contract and does not wish to extend the current term. I have provided a copy of the current contract for the Council's information. I suggest that we agendize this matter for the Council to confirm.it's intent to solicit bids on the franchise and to notify Empire Waste Management of their intent. I;believe this can be accomplished by a minute item and does not require a resolution from the Council. Gene Beatty Assistant City Manager Rick Skladzien Rich Rudnansky • Bill Thomas AGREEMENT FOR'COLLECTION AND DISPOSAL OF GARBAGE, RUBBISH, WASTE MATTER, AND RECYCLABLES AND STREET SWEEPING WITHIN THE CITY OF PETALUMA AGREEMENT entered into this 16th day of June, 1997, between the CITY OF PETALUMA, a charter city, and a municipal corporation, hereinafter referred to as "CITY", and EMPIRE WASTE MANAGEMENT, a division of Waste Management Collection and . Recycling, Inc., a California Corporation, hereinafter referred to as "CONTRACT AGENT". DEFINITIONS The definitions of the terms used in this Agreement shall be as defined in Chapter 8.16 of the Petaluma Municipal Code. COLLECTIONS (a) Contract Agent agrees to collect and dispose of all garbage, rubbish and other waste matters in accordance with the terms of this Agreement and the provisions of Chapter 8.16 of the Petaluma Municipal Code. The Contract Agent affirms that it has read the terms of this Agreement and the provisions of Chapter 8.16 of the Petaluma Municipal Code and fully understands the regulations, conditions and restrictions contained therein. The Contract Agent affirms that it has personally investigated and familiarized itself with the problems in connection with the collection and disposal of garbage, rubbish and waste,matter in the City of Petaluma and is acquainted with the local conditions relating thereto. (b) The Contract Agent shall make no collection from places of business except between 5:00 A.M. and 5:00 P.M., and it shall make no collections from places other than places of business except between 6:00 A.M. and 6:00 P.M. (c) The Contract Agent shall cause all collection receptacles and lids or covers for the same to be replaced in front of the premises from which they were removed with the receptacles in an upright position and within ten (10) feet of where they were originally placed by the owners, but not in any driveway. All receptacles for garbage, rubbish and waste matter shall be 1 located for convenient access by the Contract Agent. The ContractAgent shall not be required to . enter closed or locked structures unless directed in writing "by the City Manager or his duly authorized representative. (d), The Contract Agent shall make collections in trucks having metal', water-tight bodies,adequate to prevent leakage or.spillage. In the event of spillage,the Contract Agent shall cause the materials to be cleaned up immediately, and for such purposes, shall carry a broom and shovel"on.each truck at all times. Each truck body shall be covered with a metal cover, or other cover approved by the City Manager as equivalent, which shall be securely. fastened at all times except when the truck is loading or unloading., The,Contract Agent shall make all collections as quietly as possible. The Contract Agent shall discipline and dismiss, if necessary, after consultation with the City Manager, all employees who are unnecessarily noisy in making collections or who repeatedly violate any provisions of the Motor Vehicle Code of-,the State of California. (e) Contract Agent shall dispose of all garbage, rubbish, and waste matter at a public dump or such other place as may be provided and shall use no transfer stations within the City • unless they are first'approved as to location,by the City Manager. (f) Whenever the Contract Agent is notified that it has failed to collect garbage properly set out or placed for collection, theContract Agent shall make every effort to collect such garbage on the same date the complaint is received but in no event later than the next. following business day. If such garbage is not so collected, the City may collect such garbage and dispose thereof, and the Contract Agent shalibe liable for the expense so incurred:, (g) Any garbage receptacle damaged by the'Contract Agent,in emptying the same,to such extent that it is no longer useable, shall be replaced by and at the expense of the Contract Agent. Any garbage spilled from the Contract Agent's trucks, onto the"streets, alleys, or other places and not,immediately cleaned up, as hereinbefore required, may cleaned up by the City, and the expense charged to the Contract Agent. (h) Contract.Agerit shall provide a Variable Can Program and a Mixed Household Paper Curbside Collection Program as authorized by Council Resolution No 92-60 N.C.S. (i) Contract Agent shall implement a pilot program to provide the option of a 20 gallon container to residential customers. The pilot program will begin October, 1997: Contract • 2 • Agent and the City .v✓i l evaluate effectiveness of program prior to January, 1998. Final implementation of the program will depend upon the availability of a mass-produced 20 gallon automated container from Contract Agent's vendor,and mutual agreement between Contract Agent and City on an appropriate rate to be charged. STREET SWEEPING As a part of the services to be rendered by the Contract Agent under this Agreement, the Contract Agent shall perform the street sweeping services required by the City of Petaluma, including sweeping of all city streets at least twice each month. the street sweeping equipment presently utilized by the City of Petaluma in sweeping the' streets shall be provided to the Contract Agent and thereafter the Contract Agent shall be solely responsible for its licensing, operation, maintenance, insurance and repair. The consideration to be received by the Contract Agent for performing these street sweeping services is included within the compensation received by the Contract Agent pursuant to the paragraph of this Agreement entitled `Billing by Contract Agent". These street sweeping services shall be performed=.under the supervision of the office of the City Manager or his duly constituted representative and shall be pursuant to rules • and regulations adopted and approved by the City Manager and the Contract Agent. TERM This contract shall commence on June 16, 1997, arid shall terminate on June 16, 2004, unless terminated for cause as herein specified. The Contract Agent and City agree to set the term of this contract to end seven (7) years from June 16, 1997. Any amendment to extend the term of this contract must be agreed upon in writing by the City and Contract Agent no later than three (3) years prior to the end of the contract as established by this section,; except if terminated as otherwise authorized in the contract. EXCLUSIVE RIGHT OF COLLECTION (a) The Contract Agent shall have the exclusive right to engage in the business of collecting garbage, rubbish and waste matter in the City of Petaluma. For the purposes of this Agreement, the term "waste matter" expressly includes, but is not limited to, waste materials 3 • from building construction projects or other waste,materials which because of size or quantity ak require a, debris box type of receptacle for collection purposes.. The City will make every reasonable effort to enforce the provisions of Chapter 8.16 of the Petaluma Municipal Code, provided,"however, that no defect or failure in such enforcement shall;render the City liable in any manner or to any degree by any pecuniary loss.•resulting to the Contract Agent. (b) Paragraph (a) above notwithstanding, Contract Agent shall not have the exclusive right to engage in the business of collecting, nor shall it have an obligation to collect, those waste products resulting from pretreatment of industrial sewage specified in Paragraph A6 of the Tentative Order issued on.November 8, 1974,by the Water Quality Control Board:regarding the City of Petaluma's Water Pollution Control Plant. (c)} Contract Agent shall furnish'to the City Attorney such evidence for use in the enforcement of said Code as shall, in the opinion of the City Attorney, be sufficient to provide a violation or violations of said Code: The City shall be under no obligation or responsibility to commence or prosecute or pay the costs of any civil Suit for the abatement of any nuisance or commencement of any proceedings for an injunction or injunctions arising out of alleged. .• violations of the Petaluma Municipal Code unless the Contract Agent agrees to furnish an adequate consideration guaranteeing the payment of all costs of such civil proceedings including attorney's fees therefor. Commencement of any suit hereunder, whether civil or criminal, shall be at the sole discretion of the,City..Attorney and the City Council. EOUIPMENT No trucksnmore than ten (10) years old shall be'used in the performance of the contract without the written consent of the City Manager. All trucks and equipment used'in making collections shall be painted at least-once every two years. All trucks and equipment shall be washed and cleaned on a.regular•basis. PERFORMANCE The Contract Agent shall deposit a cash bond or a good and sufficient;:corporate surety bond to be'approved by the City Manager and the City Attorney of the City of Petaluma in the principal sum of Fifty Thousand Dollars ($50,000.00). Such bond shall be conditioned:upon the • 4 faithful performance of the contract and shall be,maintained..in full force and effect during the life of the contract. The faithful performance.bond"hereinabove mentioned will be executed upon a yearly basis.and must be renewed from year to year. The Contract Agent will so renew the same and keep it in full force and effect throughout the term of the contract. In the event the City Council is dissatisfied with the Contract Agent's performance pursuant to the annual report;following a public hearing, the City Council shall notify Contract Agent in writing of the specific items of dissatisfaction. The contract Agent shall have fifteen (15) days from the date of such notice-to either remedy the!items set forth by the city Council or provide the council with a written plan whereby said items will be remedied within sixty (60) days.. In the event of failure by the Contract Agent to remedy those items in the time periods stated herein, Contract Agent shall be deemed in default of the Agreement and the City may, at its option, terminate the Agreement. BODILY INJURY AND PROPERTY'LIABILITY INSURANCE The Contract Agent shall assume full responsibility for:dainages to property or injuries to persons caused by any equipment furnished by him under the contract or the operation thereof and shall take out and maintain during the life of the contract such bodily injury and property damage liability insurance satisfactory to the City as shall protect it and the City from claims for damages to property of bodily injury, which may arise from or out of the performance of the contract, whether such performance be by the Contract Agent, the Contract Agent's subcontractor, or anyone directly or indirectly employed by the Contract Agent and the amount of such insurance shall be as follows: Bodily Injury $ 500,000 each person $ 1,000,000 each occurrence Property Damage $ 100,000 each occurrence The.Contract Agent shall name the City of Petaluma as an additional insured and shall furnish the City a certificate of insurance with a 10 day notice of cancellation clause. 5 WORKERS' COMPENSATION INSURANCE The Contract:Agent shall at all times keep fully insured at its own expense all persons • employed bythe Contract Agent or by Contract,Agent's subcontractors in connection with the performance of the Labor Code of the State of California relating to Workers' Compensation Insurance and shall hold the City-free'and harmless from all liability_from any cause that may arise by reason of the injuries to any employees of the Contract Agent Who are injured while performing any work or labor necessary to carry out the provisions of this Agreement. The Contract Agent shall, at any time upon demand,produce to the City Manager evidence that it is fully and properly insured as herein required. No work shall be done by Contract Agent during any period when it is not covered by insurance as herein required. In,such.event, the applicable provisions?hereof shall the same as when the Contract Agent fails to collect and dispose of garbage. PAYMENT TO CITY In consideration for the execution rof.this Agreement, the Contract Agent shall pay to the City ten (10%)percent.of its gross revenue until the termination of the Agreement. For purposes herein, "gross revenue" shall mean;all revenue collected,by Contract Agent pursuant to the terms of the Agreement RATES (a) Rate,Reductions. In the event the City should lower the rates established for the collection of garbage and rubbish in an amount,sufficient to reduce the gross receipts by more than one percent (1%), then andin that event, it is agreed that the parties may renegotiate this Agreement in accordance with such provisions as may be satisfactory to each of-the parties. Should the parties not be able to agree upon the terms of a new agreement pursuant to said renegotiations, then and in that event; the Contract Agent may terminate this Agreement 'by delivering notice of intention to terminate.this Agreement not less than ninety(90) days prior to the date of termination. (b) Rate Increases. The Contract Agent shall have the right from time to time to apply to the City for a change in rates and charges'atsuch,times as the Contract Agent finds that the sates and charges do not providaa fair and reasonable return of profit to the ContractAgent. The application shall be addressed to the.City Council and shall be supported by exhibits; in the • 6 form and with the data.as may be required by the Council, which shall,,among other things, show therates.and.chargesrequested. (c)'. Rate Adjustment. Upon.January. 1st of each year, the Contract Agent shall be entitled=to adjust its in the following manner: Weight Index Change Weighted % Change 0.5 x (% Change in CPI) _ 0.2 x (% Change in Disposal Rates) = 0.1 x (% Change in 0573 03) _ TOTAL % CHANGE CPI: Consumer Price Index for all Urban Consumers of the San Francisco/Oakland area, as prepared and released by the U.S. Department of Labor, Bureau of Labor Statistics, (1967 equals 100) with a base index at January, 1988. ie DISPOSAL: Disposal rates at the Sonoma County General Landfill as established by the County of Sonoma with a base rate established at January, 1988. 0573 03: Produces Price Index for Diesel Fuel as prepared and released by the U.S. Department of Labor, Bureau of Labor Statistics, (1973 equals 100) with a base index at January 1988. In any event, the residential rate shall not exceed the residential rates in the City of Santa Rosa by more than two percent (2%), adjusted for any difference in the franchise/contract fees paid the respective cities. (d) Rate Premium for Multiple Cans. Contract Agent will adjust the residential rates to provide a higher charge for additional refuse cans. On the first day of the month following the adoption of this amendment, the rates will be adjusted (e) Delinquent Accounts. City agrees to assist in good faith and in a timely manner, a process which will assist the Contract Agent to recover delinquent,accounts. 7 SALVAGE As between the parties to this Agreement; the Contract Agent shall have the full and • exclusive right of all salvage materials collected in connection with the garbage, rubbish and waste matter, and shall have the sole right to any and all funds received from the sale of such salvage materials. It•is the intention of the parties to preclude infringement of this Agreement by third parties,who offer garbage, rubbish, or refuse collection services at a lower or discounted rate because some salvage is accepted by the infringing collector. REPORTS (a) Contract Agent shall in person or by agent, visit the office of the City N4anager or other office designated by him when requested by the City Manager or his authorized representative, for the purpose of receiving such orders, directions, and complaints in regard to the performance of this Agreement. The Contract Agent shall report back to the City Manager:in writing-Within twenty-four (24) hours regarding complaints, and the disposition thereof. (b) The Contract Agent shall have an office with a Petaluma telephone number and sr sufficient representatives of the Contract Agent shall be physically present and on'duty to receive complaints or instructions from 8:00 A.M. to 4`.30 P.M. of each day, Monday through Friday, except holidays. If, in the judgment of the City Manager, it is in the best interests of the' of Petaluma or the residents thereof for Contract Agent to;maintain an office in the City of Petaluma staffed adequately'to handle all complaints or questions from residents of the City of Petaluma, Contract Agent shall, within 120 days of written notice by the City.Manager, establish such an office within the city limits of the City of.Petaluma and maintain a telephone and adequate staff therein. (c) The Contract Agent shall, upon request by the City Manager or City Council, submit to the City.-financial statements prepared by a certified public accountant showing the results of the past year's operation together with a copy of Contract Agent's corporate tax return for that tax year. (d) Audited Financial Statements. On or about May 31st of each year, Contract Agent will make available for review audited financial statements for the previous year. A n S 8 iiicome.statement showing revenues and expenses.for the operations:in the City of Petaluma will RIP' be made available. (e) Annual Report. Contract Agent,shall report to the City Council of the City of Petaluma, in public session at the first regularly scheduled,City Council meeting in the month of January of each year of contract. (1) Current number of residential customers; (2) Current number of commercial customers; (3) Current number of recycle containers and tons of waste being recycled; (4) Report on semi-annual clean-up, including household hazardous waste; (5) Number of complaints received by Contract Agent, specifying types of complaints. SUBLETTING OR ASSIGNING This Agreement.is-personal to the Contract Agent. Contract Agent agrees that it will not assign, sublet or hypothocate any part, payment or performance herein unless the City first gives ah mir its consent thereto by resolution duly adopted after the filing of written application for such approval by the Contract Agent. DEFAULT (a) The Contract Agent will make collections of garbage and rubbish on the basis of a plan of division of the City into districts or routes, and upon days and at reasonable times. In the event of the failure of the Contract Agent to collect the garbage or rubbish for any reason from any such district or route within forty-eight (48).hours of the established or approved day or time, the provisions of this Agreement shall be deemed suspended. If the Agreement is suspended for more than five (5) calendar days, the City may forthwith and without notice terminate the Agreement. Either such termination of this Agreement shall constitute.a breach of the faithful performance bond hereinabove mentioned, and the City shall be entitled to the actual amount of the expenses incurred.by the City to be charged to and paid from said bond as damages for the default of the Contract Agent which resulted in the termination of said Agreement. The Contract Agent shall not be liable to the City as a result of the termination of this Agreement to any 9 greater extent that the penalty sum of the bonds except that such Contract Agent shall also . comply with the provisions of the paragraph entitled"Use of Contract Agent's Equipment". (b) Failure to comply with the•terms of these specifications relative toythe collection and disposal of garbage and rubbish by the Contract Agent by reason of major disaster, labor strike, epidemic, or other great emergency within the City or by reason of the enforcement of Federal, State or local laws not now in::effect within the City, shall not constitute a breach of the Agreement. In no event shall difficulty or inconvenience of the Contract Ageritdn the disposal of garbage and rubbish be construed as beyond the ability of the Contract Agent (c) In the event the City Council is dissatisfied with the Contract Agent's performance pursuant to the annual report and;;following a public'hearing,the City Council shall notify Contract Agent in writing of the specific items of dissatisfaction. The Contract Agent shall have fifteen (15) days from the date of such notice to either remedy the items set forth by the City Council or provide the Council with a written plan whereby said;items will be remedied within sixty (60) days: In the event of failure,by the Contract Agent to remedy those items in the time period stated herein, Contract Agent shall be deemed in default of the Agreement and,the • City may;:at itsoption, terminate.the:Agreement. USE OF CONTRACT AGENT'S EOUIPMENT. (a) • • In the event of the termination of the Agreement-for default of the Contract Agent, as provided above, or in the event of'a labor strike, prior to the end of the term of the contract, the City shall have the right,to use and the.Contract Agent shall make and keepLavailableto the City such trucks and other equipment as may be necessary to enable the City to perform for a period of ninety (90) days, the obligations of the Contract Agent hereunder. The City may take immediate possession of all vehicles being used by the Contract Agent for the collection of garbage and rubbish=as provided above without compensation to the Contract Agent: (b) During the period of any suspension of the Agreement,, the City may without notice take over and"use the.trucks and other equipment of Contract Agent in the same manner in (a) hereof. In the event of suspension of the Agreement,the Contract Agent may reinstate the Agreement upon twelve,(12).hours notice to the City if the contract has not been•terminated as • 10 provireceipts above. 'In the event:the Agreement is reinstated the Contract Agent shall pay City all 'A g 'collected for the time City collects the garbage and rubbish. (c) Should it become necessary for the City to take possession of the Contract Agent's vehicles or equipment as provided in paragraphs (a) and (b) above, the Contract Agent agrees to assign to the City its:rights and obligations as to any vehicles or equipment acquired under any lease or conditional sales agreement. The Contract Agent further agrees to require any lessor or vendor of any vehicles or equipment operated by the Contract Agent to give written notice to the City of any default by the Contract Agent in its payments or any performance wider any lease or conditional sales agreement involving the Contract Agent.. • SUPERVISION Performance of each of the provisions of the Agreementshall be under the direction and supervision of the City Manager or his duly authorized representative;and all reasonable orders and directions given by said City Manager with regard to the collection and disposal of garbage and rubbish shall be obeyed by the Contract Agent. LAWS TO BE OBSERVED The Contract Agent shall keep himself informed of all existing and future State and National laws and Municipal ordinances and regulations :which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. He shall at all times himself observe and comply with all such existing and future laws, ordinances, regulations, orders and decrees, and shall protect and indemnify the City and all of its officers and agents and servants against any claim or liability arising from or based on the violation of any such law;:ordinance, regulations, order and decree whether by himself or his employees. • LAWSUITS Whenever under the terms hereof a written notice is required, it shall be sufficient to deliver those addressed to the City to the City Manager at his office in City Hall, Petaluma, 11 California, and those addressed to the Contract Agent to him at his office; as designated in • writing by the Contract Agent. BILLING BY CONTRACT AGENT • The Contract Agent shall be responsible for the billing,and collection of feesfor garbage service-and the payment of all dump fees. Contract Agent shall bill the person occupying or responsible for day-to=day control or operation of every premises in the City,'and said person shall be liable for the charges,prescribed. When a parcel of property is vacant, whether or not improved, and/or produces,no refuse, yard waste, or recyclable materials whatsoever, no collection fee shall be charged to the person responsible for the day-to-day operations of that-parcel. The Contract Agent shall the right to'demand; in writing, the payment in advance of charges for the collection and removal of garbage and rubbish covering a period not to exceed three (3) months, and upon the refusal to make Such payments on demand, the Contract Agent may refuse to collect the garbage and rubbish from the premises of the person refusing to make the payments in advance. Unless demand for payment in advance has.been made, all charges for W the collection and removal of garbage and rubbish shall be,due and payable the first of the month following the collection and removal. Whenever the collection and removal of garbage and rubbish has been made_for less than one.(1) month preceding the first day of:the'moh h following • the collection and removal, the amount of charge shall be one-half(1/2) of the-regular monthly charge if the period of the collection is-less'than one-half(1/2) of one(1) month, and hall be the entire amount of the monthly chargeufathe collections have been made for more than one-half (1/2),of the preceding,month. Whenever any person makes a payment; in advance, of garbage collection charges, and moves from the premises for which the collections are made; prior to the, completion' of the collections for which such payments have been made, the Contract Agent shall refund the<portion of the prepaid collections for which no collection service has been performed. 12 FREE COLLECTION FOR CITY ® Contract Agent agrees to provide free collection service to all City facilities and to provide free bin service to all City approved special events such as parades and community clean-up events. Contract Agent will also provide free refuse and recycling facilities and pick-up in the Central Business District and in City parks as requested by the City. RECYCLING (a) For the purposes of this Agreement, the term "recycling" shall mean any process which has as its,goal the conversion of garbage and rubbish into a usable product. The Contract Agent agrees to keep the City Manager advised as to any current developments in the recycling process and to participate in such recycling programs when it can be done on a sound economical basis. The Contract Agent agrees to cooperate on any reasonable basis with local civic organizations who desire to participate in a recycling program. (b) Contract Agent shall continue a city-wide recycling program for glass, aluminum and paper. (c) Pilot Program for.Downtown Recycling. Contract Agent will provide recycling containers at up to four locations in the downtown area. Contract Agent will monitor containers for contamination and report to the City at the end of six months. If excessive contamination is observed, the program may be discontinued or the containers relocated at the City's option. INSPECTION OF RECORDS. Contract Agent shall keep records in accordance with generally accepted accounting principles. The books and records of contract Agent shall be available at all reasonable times to the City Manager or to his authorized representative and to the City's Director of Finance for . review and auditing purposes. Contract Agent's accounting books and records relating to this Agreement shall not be destroyed without prior written approval of the City's Director of Finance. .13 EFFECTIVE`DATE=CANCELLATION OF PRIORAGREEVMENTS This Agreement constitutes the full and'complete understanding between the parties and • supersedes all prior agreements and amendments between the parties. The City.of Petaluma Empire Waste;Management a Mu 'cipal Corporation_ NISOILWE,. � . eager Pres dent Approved as to Form: - _ A S Secret. reas vet City Attorney Finance Dire or P 'skMana• city Cleric grbg-agr/kc • 14