HomeMy WebLinkAboutItem 5 - Attachment A - Whale Rock Dam Keepers Residence Admin Guidelines1
Agenda Item 5 - Attachment A
Whale Rock Reservoir Residence
Administrative Guidelines
1. Introduction
The Whale Rock Reservoir facilities encompass a dam keeper’s
residence that was built in the 1920s. Due to the construction of the
dam, the house was relocated to its current location, was actively
used until 1991 and remained vacant thereafter. In 2015, the Whale
Rock Commission approved the renovation of the house in order to
use it again as a dam keeper’s residence. The Commission
considers this 24-hour per day presence important to provide quick
response to emergencies at the dam and its water delivery
infrastructure. A constant presence will also discourage illegal entry
to areas not safe for the public.
2. Occupancy Criteria
A. Job Classifications:
1. The residence is first offered to the Whale Rock
Reservoir Supervisor as a primary residence.
2. If the Whale Rock Reservoir Supervisor chooses not to live
in the dam keeper’s residence, interest in the residence is then
solicited from all staff funded directly by the City’s Water Fund
or Whale Rock Fund. Whale Rock Reservoir staff, then Water
Treatment and Water Distribution staff.
3. All interested and eligible employees shall submit an
application for residence at Whale Rock Reservoir to the
Utilities Director upon notification of its availability. The selection
will be based on an evaluation process by the Utilities Director
or his/her designee.
B. To be Considered, the applicant:
• Must have at least “meets qualification” in all evaluation
areas on their most recent evaluation.
• Must not be on a Performance Improvement Plan (PIP).
• Must be a regular employee who is not currently on probation.
• Must be willing and able to perform dam keeper’s duties
as required for emergencies involving the Whale Rock
Reservoir water system infrastructure and respond within
a reasonable time.
• Must be willing to cover standby requirements, as
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required by the Utilities Department.
C. To Retain Residency the Occupant:
• Must have at least “meets qualification” in all evaluation
areas on their most recent evaluation.
• Must not be on a Performance Improvement Plan (PIP).
C.D. Section Process:
1. The City will notify eligible employees of the availability of
the Whale Rock Reservoir residence at least sixty (60) days
in advance of the expected move-in date.
2. Interested employees must submit an application to the
Utilities Department administrative office on or before the
noticed due date, describing their interest in residing in the
Whale Rock Dam Keeper’s Residence Reservoir and
specific needs (number #of residents, pets, etc.). The
application must clearly state the job classification category
the employee is in, i.e. “Whale Rock Reservoir Operator,”
etc. as well as describe their qualifications for performing the
required functions described herein.
3. The selected employee will be notified at least thirty (30)
days prior to the expected move-in date.
3. Resident employee responsibilities
A. Non-Compensable Responsibilities
1. Primary residence: The resident employee must use the
Whale Rock Reservoir Residence as his/her primary
residence.
2. Provide courteous service to reservoir visitors: on any
occasion that the employee has contact with visitors to
the reservoir area, other employees, neighbors, etc., it is
expected the resident employee will be courteous and
helpful.
3. Maintain residence: the resident employee is expected, at
his or her own expense, to maintain the existing landscaping
and perform routine and minor household maintenance.
Examples include: lawn mowing, replacing light bulbs,
replacing furnace filters, carpet cleaning, replacing smoke
detector batteries, etc. Other repairs or modifications to the
residence require prior approval of the Utilities Director or
his/her designee.
4. Telephone: the resident employee is required to have a
working personal telephone and to make the phone
number available to Utilities Department managers that
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may need to contact the resident employee.
5. Site presence and visibility: the resident employee is
required to provide a visible on-site presence. Daily
inspections of the facility should be performed prior to
nightfall and is for the purpose of assuring all doors are
locked and the main gate is closed and locked.
B. Compensable Responsibilities (Call-Back)
1. Call-back: A call-out is defined in Article 8 of the City of San
Luis Obispo MOU and applies to all non-management
employees. Call- back compensation for the resident
employee is made only when the employee responds to an
official request, a citizen report or a known condition of an
emergency nature. Examples of call outs are checking the
dam following an earthquake, flooded conditions that might
require on site monitoring of the reservoir level.
2. The resident employee shall respond promptly to call-
backs by making any required checks or by calling out
appropriate assistance.
3. Call-backs are to be recorded on the employee time sheet
follow established protocols.
4. Non-emergency work is not to be charged as call-back.
4. Determination of Monthly Rent
A. Monthly rent shall be based on the Housing Authority’s
(HASLO)Housing and Urban Development (HUD) USER
Fair Market Rent Documentation System
(https://www.huduser.gov/portal/datasets/fmr/fmrs/FY2024_code/
select_Geography.odn) assessment of similar structures in
size and location, less a 66% discount for management
employees and a 50% discount for SLOCEA employees in
recognition of:
1. The limited privacy experienced by the resident employee;
2. The employee’s increased availability, incidental to
on-site residency, to respond quickly to emergencies;
3. The daily site checks expected of the resident employee;
4. A 16% differential in rental discount between salaried and
hourly employees is applied as a result of salaried employees
not being eligible for overtime pay when called upon.
4.5.The acceptance of all other conditions of the rental
agreement.
B. If occupied by a management employee, rent shall be reduced
by the current compensation for one single standby shift per
month, as outlined in the SLOCEA MOA. If occupied by a
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SLOCEA employee, the employee shall be directly
compensated for standby coverage and the employee shall not
receive a rent reduction associated with standby coverage.
B.C. The rental value may be adjusted annually on July 1st, in
consideration of changes in the area rental market.
C.D. Bi-weekly rent payments will be made through automatic
payroll deduction or other means as approved by the City’s
finance department.
5. Landlord and Resident Rights and Responsibilities:
A. Deposits:
1. A security deposit in the amount of $2,000 is due prior
to the resident moving into the residence.
2. The City shall, within three weeks after the resident vacates
the property, mail the resident a refund of his or her deposit,
or, if the deposit is not completely refunded, a written
itemization as to how it was applied to cost of cleaning or
repairs (except for “ordinary wear and tear”).
B. Inspecting the property:
Before resident moves into the residence, a Utilities Department
manager, along with the prospective resident, will inspect the
property for damage and obvious wear and tear. The parties will
complete and sign a property inspection form, noting any
obvious damage to the house.
C. Sub-Tenants and sublets:
A sub-tenant is a person who rents all or part of the property
from the resident and does not sign the rental agreement or
lease with the City. Sublets and sub-tenants will not be
allowed.
D. Occupancy Limits:
The maximum space-to-people ratio shall be one person per
bedroom except with the prior approval of the Utilities Director.
The City may refuse to rent to employees with pets, or restrict
the type of pets it accepts. The City would not refuse to rent on
this basis if the animal is a properly trained and certified dog for
the blind, deaf or physically disabled person or other properly
trained and certified service dog.
E. Housing Standards
The Whale Rock Reservoir residence shall meet the following
standards:
1. a structure that is weatherproof and waterproof;
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2. a plumbing system in good working order, connected to the
facility water system and septic tank;
3. a hot water system in good working order;
4. a heating system maintained in good working order;
5. an electrical system in good working order;
6. floors, outdoor stairs and railings in good repair;
7. Smoke detectors.
F. Resident’s Responsibilities:
1. Keep the premises clean and sanitary;
2. Properly operate gas, electrical, and plumbing fixtures;
3. Refrain from damaging or defacing premises or allowing
anyone else to do so;
4. Reimburse the City or repair all damage caused by family,
friends, and invited guests.
4.5. Require that all guests that enter areas of the Whale Rock
Facility fill out a liability waiver and that all guests under the
age of 18 are accompanied by an adult at all times.
G. Commission Right of Entry: The Commission designee may
enter the residence under the following circumstances:
1. to deal with an emergency;
2. when the resident gives permission;
3. to make needed repairs or assess the need for them;
4. To show the property to prospective new residents.
H. Resident’s Right to Privacy: Except in cases of emergency,
abandonment, and invitation by the resident, the Commission
Designee shall enter the residence only during normal
business hours and give the resident at least a 24-hour notice.
I. Raising the Rent: The City will notify the resident, in writing, at
least 30 days in advance of any rent increase.
J. Termination of Tenancy: The City will give the resident a 30-
day termination notice when terminating the tenancy
agreement except in cases calling for a Three-Day Notice to
Quit as follows:
1. Non-correctable violation, e.g. there is no other way the
violation can be corrected in three days, such as when a
resident has sublet.
2. Nuisance, i.e. the resident is causing a nuisance on the
property to area residents or visitors to the reservoir area.
3. Extreme Damage, e.g. the resident has caused or
permitted the destruction of property.
4. Illegal Use, i.e. the resident is using the property for an
illegal use or use inconsistent with this agreement.
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K. When the Resident Leaves: If a resident gives less than 30
days’ notice, the Commission will still be entitled to payment of
rent for the entire 30 days from the time of the notice. The
resident will have the right to stay through the 30 days if he or
she wishes.
L. Fixtures: If a resident attaches anything to a wall more or less
permanently, such as bookshelves bolted or nailed in, it is called
a “fixture.” In the absence of written agreement to the contrary,
any fixture installed by the resident becomes part of the
premises. If a fixture cannot be removed without leaving
noticeable marks on walls, the fixtures must be left in place
when leaving. The Commission designee must authorize the
placement of any fixtures and is entitled to use part of the
security deposit to remove and repair walls where fixtures were
placed without prior approval.
M. Utilities: The cost of the water, septic tank, and trash service
will be provided in the rent. Other utilities, e.g. electric are at
the expense of the resident.
6. Relocation
A. The Whale Rock Commission reserves the right to change the
status of the Whale Rock Reservoir residence to meet
operational needs of the commission members. However, every
effort will be made to provide the employee with a 90-day notice
of the need for the employee to vacate the residence.
B. The resident employee shall not be entitled to any relocation
benefits and/or payments to vacate the premises.
C. Occupancy of the Whale Rock Reservoir residence
should be considered of a temporary nature.
7. Whale Rock Lease Area Map
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