TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: FEBRUARY 24, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
ADOPTION OF A RESOLUTION APPROVING SIDE LETTER AGREEMENTS WITH THE CLAREMONT POLICE OFFICERS’ ASSOCIATION (CPOA), CLAREMONT POLICE MANAGEMENT ASSOCIATION (CPMA), AND CLAREMONT MANAGEMENT ASSOCIATION (CMA) RELATED TO UNIFORM AND EQUIPMENT ALLOWANCES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
Staff recommends City Council approval of Side Letter Agreements with the Claremont Police Officers’ Association (CPOA), Claremont Police Management Association (CPMA), and Claremont Management Association (CMA) to modify provisions related to uniform and equipment reimbursement.
The proposed Side Letter Agreements convert the existing uniform and equipment reimbursement to an optional wear and equipment stipend. This change is intended to streamline administration, eliminate subjectivity in eligible purchase determinations, and provide greater clarity and consistency across the affected bargaining units. The Side Letter Agreements were discussed with each employee organization and reflect a consistent approach across all three units. For CMA, the Side Letter applies only to the Police Chief classification. The proposed changes do not expand or add a new benefit but instead modify the mechanism by which an existing benefit is administered.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLAREMONT, CALIFORNIA, APPROVING SIDE LETTER AGREEMENTS WITH THE CLAREMONT POLICE OFFICERS’ ASSOCIATION (CPOA), CLAREMONT POLICE MANAGEMENT ASSOCIATION (CPMA), AND CLAREMONT MANAGEMENT ASSOCIATION (CMA) RELATED TO UNIFORM AND EQUIPMENT ALLOWANCES.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
There is no fiscal impact associated with approval of the proposed Side Letter Agreements. The total annual allowance amounts are not increasing and are already budgeted within the applicable departmental budgets.
The staff cost to prepare this report is estimated at $2,460 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Each of the affected Memorandum of Understanding (MOU) currently provides two separate benefits related to uniforms and equipment:
1. A monthly uniform allowance intended to support routine uniform maintenance; and
2. An annual uniform and equipment reimbursement, which requires employees to submit receipts for eligible purchases and, in some cases, obtain discretionary approval.
Staff recommends converting the uniform and equipment reimbursement benefit to an annual stipend, while leaving the existing monthly uniform allowance provisions unchanged.
Proposed Changes
The proposed Side Letter Agreements convert the existing uniform and equipment reimbursement to an optional wear and equipment stipend, while retaining the current monthly uniform allowance. This approach removes the requirement for receipt submission and eliminates discretionary reimbursement determinations, while maintaining clear language that the stipend is optional and intended for wear and equipment purchases that comply with City and Police Department policy.
Any current remaining unused uniform and equipment reimbursement balances will be paid out on the payroll closest to City Council approval of the Side Letter Agreements. The optional wear and equipment stipend will begin with the payroll closest to July 1, 2026, and will be paid each fiscal year thereafter, aligning the benefit with the fiscal year and ensuring consistent and transparent administration.
The Side Letter Agreements are structured to ensure consistency across CPOA, CPMA, and CMA, while preserving existing differences in allowance amounts between units. The CMA Side Letter applies only to the Police Chief classification.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning documents: City Council Priorities and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Christi Giannone
Assistant City Manager Human Resources Manager
Attachment:
Resolution Approving Side Letter Agreements