The URL can be used to link to this page

05/22/2003 f _0PY TE O GRAND TERR CE May 22,2003 - 22795 Barton Road Grand Terrace California 92313-5295 Civic Center ? (909)824-6621 „ Fax(909)783-7629- Fax(909)783-2660 CITY -OF GRAND TERRACE Lee Ann Garcia Mayor CRA/CITY_ -COUNCIL Maryetta Ferri- Mayor Pro Tem - REGULAR MEETINGS Herman Hilkey DonLarkin 2ND AND 4TH Thursdays - 6:00 p.m. Bea Cortes Council Members ' Thomas J.Schwab City Manager , Council Chambers Grand Terrace Civic Center 22795 Barton Road Grand Terrace, CA 92313-5295 CITY OF GRAND TERRACE COUNCIL MEETING AGENDA CITY COUNCIL CHAMBERS MAY 22, 2003 GRAND TERRACE CIVIC CENTER 6:00 PM 22795 Barton Road THE CITY OF GRAND TERRACE COMPLIES WITH THEAMERICANS WITH DISABILITIES ACT OF'1990.IFYOU.` REQUIRE SPECIAL.ASSISTANCE TO PARTICIPATE�IN'THIS-MEETING,.PLEASE CALL:THE•CITY,CLERK'S- OFFICE AT(909)'824-6621 ATLEAST,48 HOURS PRIOR-TO THE"MEETING.'' IF.YOU DESIRE TO-ADDRESS"THE CITY COUNCIL DURING THE MEETING, OTAER'THAN UNDER PUBLIC. COMMENT,YOU ARE ASKED TO PLEASE COMPLETE A-REQUEST TO SPEAK FORM AVAILABLE AT THE. ENTRANCE AND PRESENT IT TO THE CITY CLERK. SPEAKERS WILL BE CALLED UPON BY THE MAYOR AT!. THE APPROPRIATE TIME. * Call to Order- * Invocation- * Pledge of Allegiance- * Roll Call - STAFF COUNCIL AGENDA ITEMS RECOMMENDATION ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY 1. Approval of 05-08-2003 Minutes Approve 2. 2003-2004 City of Grand Terrace Community Redevelopment Adopt Agency Budget Resolution 3. Closed Session - Real Estate Negotiations (12548 Mirado & 22565 Franklin and 22268 Van Buren) ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL MEETING 1. Items to Delete 2. SPECIAL PRESENTATIONS A. Water Awareness Poster Contest Winners - Grand Terrace Elementary 3. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without discussion. Any Council Member,Staff Member,or Citizen may request removal of an item from the Consent Calendar for discussion. A. Approval of Check Register Dated May 22,2003 Approve B. Ratify 05-22-2003 CRA Action C. Waive Full Reading of Ordinances on Agenda D. Approval of May 6,2003 &May 8,2003 Minutes Approve E. Community Development Block Grant (CDBG) Program Approve 2003-2006 Delegate Agency Agreement COUNCIL AGENDA 05-22-2003 PAGE 2 OF 2 AGENDA ITEMS STAFF COUNCIL RECOMMENDATIONS ACTION F. Contract with the Grand Terrace Chamber of Commerce for Approve the Joint Continuation of the Blue Mountain Outlook G. Grant Deed for Property Line Adjustment on Property Authorize Dedicated at 22087 Barton Road(Yasin) H. Resolution Adopting the 2002-03 Disadvantaged Business Approve Enterprise Program Goal I. 2003-2004 City of Grand Terrace Budget Resolution Adopt 4. PUBLIC COMMENT 5. ORAL REPORTS A. Committee Reports 1. Emergency Operations Committee a. Minutes of April 1,2003 Accept 2. Crime Prevention Comnnttee a. Minutes of April 14,2003 Accept B. Council Reports 6. PUBLIC HEARINGS A. An Ordinance of the City of Grand Terrace, California, Adopt Amending the Grand Terrace Municipal Code by Establishing a Fee for the Recovery of Costs Associated with the Towing of Vehicles by Sheriff's Deputies and City Code Enforcement Officers 7. UNFINISHED BUSINESS-None 8 NEW BUSINESS-None 9. CLOSED SESSION-None , ADJOURN THE NEXT CRA/CITY COUNCIL MEETING WILL BE HELD ON THURSDAY,JUNE 12,2003. ....................................................................................................................... AGENDA ITEM REQUESTS FOR THE 06-12-2003 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY NOON 06-05-2003. PENDING C E�A APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING-MAY 8, 2003 ,A regular meeting of the Community Redevelopment Agency, City of Grand Terrace,was held in the Council Chambers,Grand Terrace Civic Center,22795 Barton Road,Grand Terrace,California, on May 8, 2003 at 6:00 p.m. PRESENT: Lee Ann Garcia, Chairman Maryetta Ferr6,Vice-Chairman Don Larkin, Agency Member Bea Cortes, Agency Member Tom Schwab, Executive Director Brenda Stanfill, City Clerk Steve Berry, Assistant City Manager Lary Ronnow,Finance Director �- Jerry Glander, Building & Safety Director Lt. Guerra, Sheriff's Department ABSENT: Herman Hilkey, Agency Member Gary Koontz, Community Development Director John Harper, City Attorney APPROVAL OF 04-24-2003 MINUTES CRA-2003-17 MOTION BY VICE-CHAIRMAN FERRE, SECOND BY AGENCY MEMBER CORTES, CARRIED 4-0-1-0(AGENCY MEMBER HILKEY WAS ABSENT),to approve the April 24, 2003 C6ni nunity Redevelopment Agency Minutes. COMBINED CASH AND INVESTMENTS TREASURY REPORT FOR QUARTER ENDED MARCH 31, 2003 CRA-2002-18 MOTION BY VICE-CHAIRMAN FERRE, SECOND BY AGENCY MEMBER CORTES, CARRIED 4-0-1-0(AGENCY MEMBER HILKEY WAS ABSENT),to accept the Combined Cash and Investments Treasury Report for the Quarter Ended March 31, 2003. Chairman Garcia adjourned the Community Redevelopment Agency Meeting at 6:10 p.m.until the next CRA/City Council Meeting scheduled to be held on Thursday,May 22,2003,2003 at 6:00 p.m. SECRETARY of the Community Redevelopment Agency of the City of Grand Terrace CHAIRMAN of the Community Redevelopment Agency of the City of Grand Terrace CRA AGENDA ITEM NQ. COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE >"7,7y-W,T7 ,j7 p zg^ Z "'A RE Px,, 'R �`T 4L." a _tP .............. . .......... LIE CRA ITEM(X ) COUNCIL ITEM MEETING DATE : MAY 22, 2003 AGENDA ITEM SUBJECT: 2003-2004 CRA BUDGET RESOLUTION FUNDING REQUIRED _XX NO FUNDING REQUIRED On May 6, 2003, the Agency Board conducted a review of the Preliminary CRA Budget for the fiscal year beginning July 1, 2003 through June 30, 2004 and approved the proposed fund and departmental budgets.There were no changes to the Budget as proposed. SOURCES OF CRA FUNDS: (Estimated FY 2003-2004) Capital Projects Fund Revenue S 598,500 Debt Service Fund Revenue 3,372,153 Low Income Housing Fund Rev 1.325. 888 Total CRA Revenue 5,296,541 Other Sources of Funds Use of Available Fund Balance: (to fund expenditures in that fund) Capital Projects Fund 1,911,593 Debt Service Fund (608,752) Low Income Housing 217.903 Total Use of Available Fund Balance 1.520,744 TOTAL SOURCES OF ALL CRA FUNDS S AAL7=,2�8 USES OF CRA FUNDS: (Budget FY 2003-2004) Expenditures CRA Projects/Operations Fund S 2,510,093 Debt Service Fund 2,763,401 Low Income Housing Fund 1.543,791 Total CRA Expenditures 6.817.285 CRA AGENDA ITEM NO. 2 , COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE TOTAL USES OF ALL CRA FUNDS STAFF RECOMMENDS THAT THEAGENCYBOARD: Adopt a resolution for the 2003-2004 Fiscal Year Budget of the CRA of the City of Grand Terrace with estimated revenues of$5,296,541 and use of available fund balance of$1,520,744 for a total source of funds of$6,817,285, and total appropriations and use of funds of$6,817,285. t RESOLUTION NO. CRA 2003- A RESOLUTION OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADOPTING A BUDGET OF ESTIMATED REVENUES AND EXPENDITURES FOR FISCAL YEAR 2003- 2004 WHEREAS, the Community Redevelopment Agency of the City of Grand Terrace is required to adopt a budget for the subsequent fiscal year for estimated revenues and expenditures; and WHEREAS, the members of said Community Redevelopment Agency and staff members have thoroughly reviewed and analyzed the proposed budget in order to determine the needs of the City of Grand Terrace; and WHEREAS,the planning and administrative expenditures in the housing fund are necessary for the production, improvement, or preservation of low and moderate income housing; NOW,THEREFORE,THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE,that a budget for Fiscal Year 2003- 2004,a copy of which is on file in the City Clerk's office,is hereby adopted with estimated revenues of $5.296.541, and use of available fund balance of $1.520,744, for a total source of funds of $6,817.285 and total appropriations and use of funds of$6,817.285. - ADOPTED this 22°d day of May, 2003 ATTEST: Secretary of the Grand Terrace Community Chairman of the Grand Terrace Community Redevelopment Agency Redevelopment Agency RESOLUTION NO. CRA 2003- PAGE 2 BRENDA STANFILL, Secretary of the Community Redevelopment Agency of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the Grand Terrace Community Redevelopment Agency held on the 22"a day of May, 2003, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Approved as to form: City Attorney Secretary Check Register D.,' I May22, 2003 vchlist Voucher List Page: 1 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51640 5/1/2003 005702 PUBLIC EMPLOYEES RETIREMENT 042503 PERS FOR PAYROLL END 4/25/03 10-022-62-00 4,219.52 Total : 4,219.52 51641 5/1/2003 005702 PUBLIC EMPLOYEES RETIREMENT 042503a PERS FOR PAYROLL END 4/25/03 10-022-62-00 4,283.73 Total : 4,283.73 51642 5/1/2003 006772 STANDARD INSURANCE COMPANY std may STANDARD INS- LIFE AND DISABILITY 10-120-142-000-000 13.00 10-125-142-000-000 11.75 10-140-142-000-000 19.50 10-172-142-000-000 3.26 10-175-142-000-000 2.60 10-180-142-000-000 18.88 10-370-142-000-000 9.10 10-380-142-000-000 6.50 10-440-142-000-000 89.75 10-450-142-000-000 6.50 21-572-142-000-000 5.87 32-370-142-000-000 2.60 34-400-142-000-000 20.19 34-800-142-000-000 10.50 10-022-63-00 1,190.07 Total : -1,410.07 51643 5/1/2003 004630 METLIFE (METROMATIC) met may MET LIFE MAY 2003 10-022-63-00 202.03 Total : 202.03 51644 5/1/2003 003420 INLAND COUNTIES INSURANCE SVCS dental may DENTAL FOR MAY 2003 10-022-63-00 1,022.52 10-022-61-00 38.94 10-022-63-00 28.08 Total : 1,089.54 � Page: 1 COUNCIL AGENDA ITEM G'm. vchlist Voucher List Page: 2 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51645 5/1/2003 -005452 PACIFICARE OF CALIFORNIA 883933 PACIFICARE HEALTH INS 10=120-142-000-000 427.48 10-125-142-000-000 378.30 10-140-142-000-000 1,350.21 10-172-142-000-000 162.96 10-175-142-000-000 130.36 10-180-142-000-000 '616.63 10-370-142-000-000 456.26 10-380-142-000-000 213.74 10-440-142-000-000 427.48 10-450-142-000-000 189:15 21-572-142-000-000- 213.74 - 32-370-142-000-000 130.36 34-400-142-000-000 826.57 34-800-142-000-000 166.53 10-022-61-00 380.27 10-022-63-00 5,820.51 Total : 11,890.55 51646 5/1/2003 004587 MANAGED HEALTH NETWORK- 011782 MANAGED HEALTH NETWORK 34-400-142-000-000 39.30 34-80Q 142-000-000 23.82 10'-022-61--,00 23.82 32-370-142-000-000 4.76 10-120-142-000-000 .23.82 107125-142-000-000 23.82 10-140-142-000-000' 35:73 10-172-142-000-000 5.96 .10-175-142-000-000 4.76 10-180-142-000-000 35.74 10-370-142-000-000 16.68 10-380-142-000-000 11.91 10-440-142-000-000 297.75. 10-450-142-000-000 11.91 21-572-142-000-000 11.90 Total : 571.68 Page: 2 vchlist - '.-_..� cher List - Page: 3 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51647 5/2/2003 010038 VERHELLE, JO A. 051503 BIRTHDAY_BONUS - 10-120-110-000-000 50.00 Total : 50.00 51648 5/2/2003 010040 SCOTT„MARY J 050603 BIRTHDAY BONUS 10-440-1107-000=000 50.00 Total : :50.00 51649 5/2/2003 010039 GREER OWENS, BARRIE 050803 BIRTHDAY BONUS 10=180-110-000-000 25.00 34-800-110-000-000 25.00 Total : 50.00 51650 5/5/2003 010142 RADIOSHACK 382417 RADIO- 107808-247-000-000 129.93 10-808-247-000-000 10.07 Total : 140.00 51651 5/6/2003 001907 COSTCO##478 4781500728 CHILD CARE SUPPLIES 10-440-220-000-000 13.74 10-440-228-000-000 252:56 Total : 266:30 51652 5/7/2003 010200 INLAND PARTY RENTALS 05052003 Jumper/helium tank 5/10/03 v 10'-125-222-000-000 92.67 Total : 92.67 51653 5/7/2003 001907_ COSTCO #478. 47809017726 CHILD CARE SUPPLIES - 10-440-220-000-000 30:71 10-440-228-000-000 46496 Total : 77.67 51654 5/7/2003 010202 ORTEGA, ANTHONY 05062003 Dropped from proqram w/credit 10-440-28 116.50 Total : 116.50 51655 5/7/2003 010201 ALL CREATURES EDU. PETTING ZOO 05062003 Pettinq Zoo 5/8/03 - 23-200-14-00 400.00 - Page: 3 vchlist Voucher List Page: 4 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51655 5/7/2003 -010201 ALL CREATURES EDU. PETTING ZOO (Continued) Total : 400.00 51656 5/7/2003 007259 AMERINATIONAL COMMUNITY SERV. 05072003 Home Improv. Loan-22421 De Soto (White) 34-700-100-0001000 13,367.50 Total : 13,367.50 51657 5/12/2003 010164 GREAT-WEST LOAN1 DEF COMP LOAN PAYMENT 10-022764-00 355.92 Total : 355.92 51658 5/13/2003 006720 SO CA.EDISON COMPANY Apr. 2003' Apr. Street liqhtinq electricity 16-510-238-000-000 4,128.39 26-600-238-000-000 49.80 26-601-238-000-000 41.50 - 26-602-238-000-000 58.10 April, 2003 Electricity-Signals/C. Care Ctr/Sr. Str 16-510-238-000-000 478.46 10-450-238-000-000 30.52 15-500-601-000-000 19.47 10-440-238-000-000 551.44 1 Q-805-238-000-000 548.66 Total : 5,906.34' 51659 5/13/2003 001038 VERIZON WIRELESS-LA LA4865534042 April Cell Service-Bldg & Safety 34-400-235-000-000 197.69 Total : 197.69 51660 5/13/2003 003210 HOME DEPOT 423/8011052 75 ft. hose : 1,0-180=218-600-000 41.99 425/7290471 Maint supplies ; 10-450-710-000-000 16.96 10-180-245-000-000 12.86 10-450-245-000-000 12.74 469/9040800 Hand Rail paint . . 10-440-245-000-000 25.78 469/9040800a Roto rooter drain cleaner 10-180-218-000-000 63.57 Page: 4 vchlist --cher List Page: 5 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51660 5/13/2003 003210 HOME DEPOT (Continued) 538/8011296 C. Care fence repair supplies 10-440-704-000-000 157.39 716/9040821 CREDIT MEMO TO CORRECT 5/8/03 OVERPAYMP 10-440-704-000-000 -24.44 10-450-245-000-000 -1.64 Total : 305.21 51661 5/22/2003 001024 ACCENT PRINT & DESIGN 230328 C. Care letterhead/envelopes 10-440-210-000-000 463.07 230329 3-part NCR paper 10-440-210-000-000 32.33 Total : 495.40 51662 5/22/2003 007259 AMERINATIONAL COMMUNITY SERV. 75737 Loan processing fee-MontgomerV 34-700-100-000-000 387.50 Total : 387.50 51663 5/22/2003 010205 AVID ELECTRIC INCORPORATED 2002PD16703 AUTO THEFT BAIT CAR 10-410-701-000-000 2,921.80 Total 2,921.80 51664 5/22/2003 001365 BARBU, DRAGOS S. 04302003 Reimburse mileage for school 10-380-271-000-000 45.36 05052003 GIS Conf. P. Springs 4/9-11 Barbu 10-380-271-000-000 86.40 10-380-270-000-000 20.00 Total : 151.76 51665 5/22/2003 001456 BOISE CASCADE OFFICE PRODUCTS 013320 Office supplies 10-120-210-000-000 9.20 911280 Manila folders 10-140-210-000-000 22.28 951570 Office supplies 10-120-210-000-000 1.20 Page: 5 vchlist Voucher List Page: 6 05/1412003 9:39:05AM. CITY OF-GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51665 5/22/2003 001456 BOISE CASCADE OFFICE PRODUCTS (Continued) 966065 Xerox paper&folders 10-190-212-000-000 28.20 10-140-210-000-000 16.64 - 10-190-212-000-000 2.18 10-140=210-000-000 1.29 CM947033 CREDIT MEMO FOR ORIG. INV. 911280 10-140-210-000-000 -22.28 Total : 58.71 51666_ 5/22/2003 001713 CA. DEPT OF TRANSPORTATION 163660 Mar._ 1215 Electricity& Maint. " 16-510-238-000-000 48.20 Total : 48.20 51667 5/22/2003 001683 CA. STATE DEPT OF CONSERVATION 05052003 3RD'QTR STRONG MOTION/MAPPING FEES 10-700-01 .-5.70 23-200-21-00 " 113.98 Total : 108.28 51668 5/22/2003 001739 CENTRAL CITY SIGN SERVICE 26041 Street siqns 16-900-220-000-000 161.63 Total : 161.63 51669 5/22/2003 001840 COLTON,•CITY OF 05072003 WASTEWATER'TREATMENT,SERVICES 21-570-802-000-000 159,939.30 Total : 159,939.30 51670 5/22/2003 010108 COMMUNITY WORKS DESIGN GROUP 6565 OUTDOOR ADVENTURE CENTER 32-600=205-000-000 1,637.25 Total : 1;637.25 51671 5/22/2003 010147 CORTES, BEA 05132003 Reimburse travel expense 4/23-25 SACTO - 10-110-270-000-000 13.00 Total : 13.00 51672 5/22/2003 001930 DAILY JOURNAL CORPORATION B531418 Publice Hearinq Notice 10-370-230-0007000 72.00 Page: 6 vchlist .,.ocher List Page: 7 05/14/2003 9:39:05AM - CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51672 5/22/2003 001930 DAILY JOURNAL CORPORATION (Continued) Total : 72.00 51673 5/22/2003 001937 DANKA OFFICE IMAGING COMPANY 72238848 DANKA USAGE 10-172-246-000-000 20.33 10-175-246-000-000 25.42 34-400-246-000-000 55.92 Total : 101.67 51674 5/22/2003 001942 DATA TICKET INC. 7748 PROCESS PARKING TICKETS 10-140-255-000-000 350.00 Total : 350.00 51675 5/22/2003 002082 DISCOUNT SCHOOL SUPPLIES D02413000101 CHILD CARE SCHOOL AGE SUPPLIES 10-440-228-000-000 231.88 P08615510101 CHILD CARE SCHOOL AGE SUPPLIES 10-440-228-000-000 26.24 Total : 258.12 51676 5/22/2003 010203 DOWLING, GAYLE 05052003 G.T. Days performances 6/7/03 23-200-12-00 250.00 Total : 250:00 51677 5/22/2003 002165 DRUG ALTERNATIVE PROGRAM 3600 LAWN CARE 34-700-767-000-000 40.00 Total : 40.00 51678 5/22/2003 002187 DUNN-EDWARDS CORP. 00180040257 PAINT SUPPLIES 10-450445-000-000 37.16 00180040411 PAINT SUPPLIES 10-450-245-000-000 17.14 00180042979 PAINT SUPPLIES 10-450-245-000-000 24.13 Total : 18.43 51679 5/22/2003 010055 EMPIRE DEVELOPMENT SOLUTIONS _ 2003.11 COMMERCE WAY REDEVELOPMENT CONSULT 32-600-205-000-000 2,587.50 Total : 2,587.50 Page: 7 vchlist Voucher List Page: 8 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51680 5/22/2003 002301 FEDEX 4-671-95033 Document Delivery Service 10-190-211=000-000 20.62 Total : 20.62 51681 5/22/2003 010035 FOREL, DENNIS 05052003 G.T. Days performance 6/7/03 23-200-12-00 250.00 Total : 250.00 51682 5/22/2003 002710 FOX OCCUPATIONAL MEDICAL CT. 10756 EMPLOYEE PHYSICALS 10-190-224-000-000 110.00 Total : 110.00 51683 5/22/2003 002727 FREEMAN COMPANY, J R 239764-0 OFFICE SUPPLIES 10-190-210-000-000 56.13 239766-0 OFFICE SUPPLIES ~ 10-125-210-000-000 140.15 239766-1 OFFICE SUPPLIES 10-125-210-000-000 7.75 10-125-210-000-000 0.60 Total : 204.63 51684 5/22/2003 002740 FRUIT GROWERS SUPPLY 32054126 Equipment supplies 10-450-246-000-000 63.28 32054143 RETURN BELT SUPPORT 10-180-218-000-000 -18.45 32054144 XL Belt support 10-180-218-000-000 23.61 32054367 Barton Beautification supplies 10-450-710-000-000 323915 R3 Muffler cover 10-450-246-000-000 7.00 Total : 130.43 ,- 51685 5/22/2003 002795 GARCIA, LEE ANN 05122003 Reimburse 4/23-24 travel expense-Garcia 10-110-220-000-000 54.00 Total : 54.00 _ Page: 8 vchlist '�:„"cher List Page: 9 05/14/2003 9:39:05AM, CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51686 5/22/2003 010181 GOPHER PATROL 30966 GOPHER CONTROL - 10-450-245-000-000 350.00 31322 GOPHER CONTROL 10-450-245-000-000 125.00 31323 GOPHER-CONTROL 10-450-245-000-000 62.50 31447 GOPHER CONTROL 10-450-245-000-000 175.00 31552 GOPHER CONTROL 10-450-245-000-000 62.50 31650 GOPHER CONTROL 10-450-245-000-000 218.75 31651 GOPHER CONTROL 10-450-245-000-000 62.50 31753 GOPHER CONTROL 10-450-245-000-000 31.25 31754 GOPHER CONTROL 10-450-245-000-000 62.50 31755 GOPHER CONTROL 10-450=245-000-000 87.50 Total : 1,237.50 51687 5/22/2003 010120 H & E DO-IT-YOURSELF CENTERS 39299 - Plexi-Glass 10-450-245-000-000 48.48 Total : 48.48 51688 5/22/2003 003152 HARPER & BURNS LLPN April 2003 April legal services 10-160-250-000-000 1,265.00 Total : 1,265.00 51689 5/22/2003 010199 HIGHLIGHTS FOR CHILDREN 92313VRE224B Annual Subscription-Varela 10-440-228-000-000 26.04 Total : 26.04 51690 5/22/2003 010194 HINKLEY& ASSOCIATES, INC. 05072003 ROLLINS PARK/TERRACE HILLS SCHOOL 32-600-207-000-000 212,132.99 Page: 9 vchlist Voucher List Page: 10 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account ' Amount 51690 5/22/2063 010194 HINKLEY& ASSOCIATES, INC. (Continued) Total : 2129132.99 51691 5/22/2603 003216 HOUSTON & HARRIS . 8927 SEWER MAINT./HYDRO WASHING 21-573-602-000-000 2,628.00 Total : 2,628.00 51692 5/22/2003 010172 INLAND CONCRETE ENT. INC. 98022 MANHOLE LID 21-573-250-000-000 134.00 21-573-250-000-000 10.39 Total : 144.39 5.1693 5/22/2003 003440 INLAND EMPIRE MANAGERS ASSOC. 010.82003 2003 Dues-Schwab 10-120-265-000-000 25.00 Total : 25.00 51694 5/22/2003 003747 J & M TROPHIES 34416 Engraved Plate 10-125-222-000-000 8.62 Total : 8.62 51695 5/22/2003 003800 JAGUAR COMPUTER SYSTEMS INC 27775 May Eden server payment 10-140-70.1-000-000 291.32 27776 May Mail.Server payment 10-380-701-000-000 406.10 Total : 697.42 51696 5/22/2003 003850 JANI-KING 04030136 JANI-KING 34-400-246-000-000 150.00 04031902 April C. Care Carpet Cleaning 10-440-244-000-000 50.00 05030110 May C. Care BUILDING CLEANING 10-440-244-000-000 815.00 4031813 April Carpet/chair cleaning-C.,Care 10-440-244-000-000 60.00 - Total : 1,675.00 51697 5/22/2003 003856 JON'S FLAGS & POLES F29552 Dowels for G.T. Days flags 23-200-12-00 134.90 Page: 10 vchlist :�;-cher List Page: 11 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account - Amount 51697 5/22/2003 003856 JON'S FLAGS & POLES (Continued) Total : 134.90 51698 5/22/2003 003890 KELLY PAPER 107787 2 cases paper 1 34-400-210-000-000 189.47 Total : 189.47 51699 5/22/2003 004320 LAWNMOWER CENTER 28854 LAWNMOWER REPAIRS 10-180-246-000-000 25.85 28900 Mower repair parts 10-180-218-000-000 73.24 Total : 99.09 51700 5/22/2003 004380 LEGEND BUILDING MAINTENANCE Apr04-2003-3 JANITORIAL SERVICES 10-180-245-000-000 250.00 Total : 250.00 51701 5/22/2008 010204 LEWIS, BRANDEE 05102003 Refund-2 children dropped with credit 10-440-21 160.00 Total : 160.00 N 51702 5/22/2003 010197 LIVING AIR AND WATER 04222003 3 Flair Air Purifiers-C. Care 10-440-704-000-000 1,289.77 Total : 1,289.77 51703 5/22/2003 005435 ORIENTAL TRADING COMPANY 495382293-01 CHILD CARE SCHOOL AGED SUPPLIES- 10-440-223-000-000 188.90 Total : 188.90 51704 5/22/2003 005584 PETTY CASH 05122003 Reimburse petty cash 10-125-210-000-000 37.55 10-180-245-000-000 20.95 10-180-246-000-000 7.73 10-180-272-000-000 4.30 10-190-211-000-000 17,90 10-450-246-000-000 32.38 10-804-220-000-000 18.11 10-808-246-000-000 12.66 10-808-248-000-000 8.44 _ - Page: 11 vchlist Voucher List Page: 12 05/1412003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51704 5/22/2003 005584 PETTY CASH (Continued) Total : 160.02 51705 5/22/2003 005586 PETTY CASH 05132003 Reimburse Petty cash-Child Care 10-440-220-000-000 38.98 10-440-221-000-000 142.25 10-440-223-000-000 107.51 10-440-228-000-000 118.22 Total : 406.96 51706 5/22/2003 005673 RENTAL SERVICE CORPORATION 16185531-001 4 WO Tractor Loader rental-weed 34-700-710-000-000 163.79 r Total : 163.79 51707 5/22/2003 006285 RIVERSIDE HIGHLAND WATER CO 2177 OUTSOURCE OF SEWER BILLING 21-572-255-000 000 1,569.29 Total : 1,569.29 51708 5/22/2003 006365 ' S & S WORLDWIDE 4212892 SCHOOL AGE SUPPLIES 10-440-223-000-000 81.39 Total : 81.39 51709 5/22/2003 006531 S.B. COUNTY SHERIFF 3717 02-03 SHERRIFFS CONTRACT 14-411-256-000-000 4,778.99 10-410-256-000=000 82,279.10• 10-410-255-000-000 2,268.91 10-410-256-000-000 229.39 10-410-701-000-000 . 3,604.02 10-410-250-000-000 3,212.57 Total : 96,372.98 51710 5/22/2003 006430 SAN BERNARDINO ASSOC GOV'T GADUES-03 FY 2002/03 Gen. Assessment Dues 10-190-265-000-0.00 419.28 Total : 419.28 51711 5/22/2003 010109 SAN MANUEL BOTTLED WATER GROUP Apr 21334 BOTTLED WATER SERVICE 10-190-238-000-000 191.25 Apr 21335 BOTTLED WATER SERVICE 10-440-238-000-000 52.00 Page: 12 vchlist { ��;Acher List Page: 13 05/14/2003 9:39:05AM CITY OF GRAND TERRACE " Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51711 5/22/2003 010109 SAN MANUEL BOTTLED WATER GROUP (Continued) Apr 21336 BOTTLED WATER SERVICE 10-805-238-000-000 32.00 Apr 21388 BOTTLED WATER SERVICE 10-440-238-000-000 15.25 Apr 21389 BOTTLED WATER SERVICE 10-440-238-000-000 15.25 Apr 22119 BOTTLED WATER SERVICE 34-400-238-000-000 20.25 April 21336 April bottled water-Sr. Ctr < 10-805-238-000-000 14.50 Total : 340.50 51712 5/22/2003 010196 SHAD.EZONES 100-270 SHADE COVER FOR.PLAYGROUND 10-440-704-000-000 1,750.00 Total : 1,750.00 51713 5/22/2003 006681 SMART & FINAL 0096026 CHILD CARE SCHOOL AGE SUPPLIES- 1-0-440-223-000-000 81.65 0098780 CHILD CARE SCHOOL AGE SUPPLIES- 10-440-223-000-000 56.85 Total : 138.50 51714 5/22/2003 006730 SO.CA.GAS COMPANY Apr 2003 Apr. Natural gas-CNG Fuel 15-500-601-000-000 17.85 April 2003 Natural-gas-City Facilities 10-190-238-000-000 323.70 10-805-238-000-000 24.71 10-440-238-000-000 40.78 Total : 401.04 51715 5/_22/2003 006778 STAPLES CREDIT PLAN 3446202001 Office supplies - 32-370-210-000-000 56.44 10-370-210-000-000 56.44 71869 Office supplies 10-370-210-000-000 43.08 Page: 13 vchlist Voucher List Page: 14 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51715 5/22/2003 006778 STAPLES CREDIT PLAN (Continued) 77534 Office supplies 10-172-210-000-,000 189.66 10-175-210-000-000 189.65 Total : 535.27 51716 5/22/2003 006898 SYSCO FOOD SERVICES OF L.A. 0881946 RETURN TO STOCK-INV. #304230936 10-440-220-000-000 44.96 3043010093 C. Care FOOD SUPPLIES 10-440-220-000-000 613.74 3050712060 C. Care Food Supplies 10-440-220-000-000 566.49 Total : 1,135.27 51717 5/22/2003 010091 TELEPACIFIC COMMUNICATIONS 5745 April phone service 10-190-235-000-000 906.50 Total : 906.50 51718 5/22/2003 006980 TEXACO/SHELL 800020968730 April Gasoline/Fuel City Vehicles 10-180-272-000-000 768.69 16-900-254-000-000 145.60 34-800-272-000-000 22.36 " Total : 936.65 51719 5/22/2003 007005 TOM,& KATHY'S ANY HOUR 101040 Key,-truck toolbox 10-180-272-000-000 1.62 Total : 1.62 51720 5/22/2003 007027 TOYS R US P00003897 CHILD CARE SCHOOL AGED SUPPLIES- 10-440-223-000-000 95.21 Total : 95.21 51721 5/22/2003 "001038 VERIZON WIRELESS-LA Ia4778500041 C. Care cell phone 10-446-235-000-000 5.15 Total : 5.15 51722 5/22/2003 007880 WEST GROUP 804190551 LEGISLATIVE UPDATES - 10-125-250-000-000 133.61 Page: 14 vchlist :"Cher List Page: 15 05/14/2003 9:39:05AM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51722 5/22/2003 007880 WEST GROUP (Continued) Total : 133.61 51723 5/22/2003 007854 WESTERN EXTERMINATORS CO 04232003 Termite treatment-council chambers 10-180-245-000-000 310.00 154384 PEST CONTROL 10-440-245-000-000 35.00 10-805-245-000-000 28.00 34-400-246-000-000 32.00 154384a April Pest Control - 10-180-245-000-000 95.00 Total : 500.00 51724 5/22/2003 007920 WILLDAN 062-6376 March Enqineerinq Services 10-172-250-000-000 490.00 10-370-255-000-000 275.00 Total : 765.00 51725 5/22/2003 007940 WORLD WIDE SCREEN PRINTING 10858 Printinq cost-G.T. Days Flaqs 23-200-12-00 500.24 Total : 500.24 86 Vouchers for bank code : bofa Bank total : 544,397.99 86 Vouchers in this report Total vouchers : 544,397.99 I certify that, to the best of my knowledge, the afore-listed checks for payment of City and Community Redevelopment Agency liabilities have been audited by me -and are necessary and appropriate expenditures for the operation of the City and Agency. Larry Ronnow, Finance Director Page: 15 COUNCIL APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY & CITY COUNCIL MINUTES SPECIAL MEETING - MAY 6, 2003 A special meeting of the Community Redevelopment Agency and City Council of the City of Grand Terrace was called to order in the Council Chambers, Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California, on May 6, 2003, at 5:00 p.m. PRESENT: Lee Ann Garcia, Mayor Maryetta Ferre, Mayor Pro Tern Herman Hilkey, Councilmember Don Larkin, Councilmember Bea Cortes, Councilmember Tom Schwab, City Manager Brenda Stanfill, City Clerk Steve Berry, Assistant City Manager Larry Ronnow,Finance Director Jerry Glander, Building & Safety Director Gary Koontz, Community&Economic Development Director Lt. Hector Guerra, Sheriff's Department ABSENT: John Harper, City Attorney City Manager Schwab gave an overview of the 2003-2004 Fiscal Year Budget. Finance Director Ronnow gave a review of revenues and expenditures for the 2003-2004 Fiscal Year Budget. Council went through the Budget and made comments and asked questions to the appropriate departments. It was the consensus of the Council to direct Staff to agendize the Council Benefit Package for the May 22, 2003 City Council Meeting. CC-2003-53 MOTION BY COUNCILMEMBER HILKEY,SECOND BY MAYOR PRO CRA-2003-16 TEM FERRE, CARRIED 5-0, to accept the 2003-2004 Fiscal Year Budget Revenues and Expenditures as presented. ORDER OF ADJOURNMENT , Mayor Garcia adjourned the Community Redevelopment Agency and City Council Meeting at 6:20 p.m.,until the next CRA/City Council Meeting which is scheduled to be held on Thursday,May 8, 2003 at 4:30 p.m. COUNCIL AGENDA ITEM N0® 3 D CRA/Council Minutes May 6,2003 Page 2 CITY CLERK of the City of Grand Terrace MAYOR of the City of Grand Terrace I PrNADHNG Ci R COUNCIL APPROVAL CITY OF GRAND TERRACE CITY COUNCIL MINUTES REGULAR MEETING- MAY 8, 2003 A regular meeting of the City Council of the City of Grand Terrace was called to order in the Council Chambers, Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California, on May 8, 2003, at 4:30 p.m. PRESENT: Lee Ann Garcia, Mayor Maryetta Ferre, Mayor Pro Tern Herman Hilkey, Councilmember Don Larkin, Councilmember Bea Cortes, Councilmember Tom Schwab, City Manager Brenda Stanfill, City Clerk Steve Berry, Assistant City Manager Larry Ronnow, Finance Director Jerry Glander, Building & Safety Director Lt. Guerra, Sheriff's Department ABSENT: Gary Koontz, Community Development Director John Harper, City Attorney Mayor Garcia announced that the Council is holding a workshop to discuss the possibility of forming a Grand Terrace Foundation. Assistant City Manager Berry introduced Cheryl Alexander,President and Chief Executive Officer of the Community Foundation that serves Riverside and San Bernardino Counties who gave a presentation on the Community Foundation and how it works. CC-2003-54 MOTION BY COUNCILMEMBER CORTES, SECOND BY MAYOR PRO TEM FERRE, CARRIED 4-0-1-0 (COUNCILMEMBER HILKEY WAS ABSENT), to create a sub-committee consisting of two Council Members and Community Leaders to begin dialog on how a Grand Terrace Foundation would be set up. The Council Members will be Mayor Garcia and Councilman Larkin who will bring back to / Council a list of Community Leaders they would like to appoint to the sub- committee. The meeting was opened with invocation by Councilmember Don Larkin, followed by the Pledge of Allegiance led by Councilmember Bea Cortes. SPECIAL PRESENTATIONS Council Minutes May 8,2003 Page 2 2A. Proclamation - Water Awareness Month, May 2003 Mayor Pro Tem Ferre read a Proclamation proclaiming May 2003 as Water Awareness Month urging all citizens to be responsible water users and protectors and presented it to Don Hough, CEO Riverside Highland Water Company. 2B. Water Awareness Poster Contest Winners - Terrace View Elementary Nora Neal, Principal Terrace View Elementary School, indicated that Terrace View Elementary School has a wonderful relationship with Riverside Highland Water Company who supports our schools in many ways. The children are very excited to participate in the Water Awareness Poster Contest. This year the title is "Water is Life." People from Riverside Highland Water Company and Community Organizations judged 850 water posters. She introduced the winners of the contest from grades Kindergarten through Sixth. Each winner will receive a plaque from Riverside Highland Water Company at an assembly on May 23`d. The judges selected a grand prize winner who is 2nd grader Karen Sandoval who won a $100 savings bond. Don Hough,indicated that this is the 11`h year of the Adopt-a- School program with Terrace View Elementary and Riverside Highland Water Company. Every year the program gets better and better. He thanked Ms.Neal and the City Council. CONSENT CALENDAR CC-2003-54 MOTION BY COUNCILMEMBER LARKIN,SECOND BY COUNCILMEMBER CORTES,CARRIED 5-0, to approve the following consent calendar items with the removal of items 3D and 3E: 3A. Approval of Check Register Dated May 8, 2003 3B. Ratify 05-08-2003 CRA Action 3C. Waive Full Reading of Ordinances on Agenda 3F. Resolution Authorizing Nomination of a Project for Funding From the Safe Route to School Program 3G. Combined Cash and Investments Treasury Report for Quarter Ended March 31, 2003 ITEMS REMOVED FROM CONSENT CALENDAR 3D. Approval of April 24, 2003`Minutes CC-2003-55 MOT10N BY MAYOR PRO TEM FERRE, SECOND BY COUNCILMEMBER HILKEY, CARRIED 4-0-0-1 (COUNCILMEMBER CORTES ABSTAINED), to, Council Minutes May 8,2003 Page 3 approve the Minutes of the April 24, 2003 City Council Meeting. 3E. Lease Agreement with Site Management Services (SMS) for the Wireless Location in Rollins Park CC-2003-56 MOTION BY COUNCILMEMBER LARKIN,'SECOND BY COUNCILMEMBER CORTES, CARRIED 5-0, to approve a Contract with Site Management Services (SMS) for the Wireless Location in Rollins Park subject to the City Attorney's review of the contract regarding the requirement of adequate time for the approval of plans for modifications to the structure. PUBLIC COMMENT RA "Barney" Barnett, 474 Prospect Avenue, Highgrove, indicated that he spoke to the Council a while back regarding a Metrolink Station in the Highgrove area. He reported that there will be a public hearing meeting on May 12, 2003 discussing the possibilities of Metrolink stops. He requested support of the City of Grand Terrace and encouraged anyone interested to participate in the meeting. City Manager Schwab indicated that the City will be reviewing the options from RCTC and that a representative from the City will be attending the meeting on the 12`' ORAL REPORTS 5A. Committee Reports 1. Historical and Cultural Activities Committee a. Minutes of April 7, 2003 CC-2003-57 MOTION BY COUNCILMEMBER LARKIN, SECOND BY MAYOR PRO TEM FERRE, CARRIED 5-0, to accept the April 7, 2003 minutes of the Historical and Cultural Activities Committee. COUNCIL REPORTS Mayor Pro Tem Ferre,indicated that she attended the Colton Joint Unified School Districts Annual Medal of Honor Awards Ceremony where the Grand Terrace Woman's Club received a Medal of Honor for being Volunteers in Action as a Service Group. There are ten women in the Club that read every week to first and second graders at Grand Terrace Elementary School. She congratulated the Club. She attended the Annual Art Show which was very well done and something that Grand Terrace should be proud of. She indicated that two members of City Staff participated in the event. She reported that on Friday,April 25, Council Minutes May 8,2003 Page 4 she attended the Second Annual Inland Empire Transportation Logistics Summit in San Bernardino. It was a full day workshop ending with facilities tours. Councilmember Larkin, indicated that he really enjoyed the water poster contest. He reminded everyone that Riverside Highland Water Company is a very well managed company providing the best quality of water around and that the City is very lucky. He questioned if there was anything being planned to repair Mt.Vernon Avenue where the Gas Company made their cuts. Assistant City Manager Berry, responded that the area will be paved when the work,is completed. Councilmember Larkin, reminded Staff that he previously asked Staff to place on the Agenda the Naming of Facilities and would like to address it before there is a controversial issue. Mayor Garcia, requested that the procedure manual for Council be updated. City Manager Schwab, indicated that the naming of facilities should be on the Agenda for the second meeting in June. Councilmember Larkin, he indicated that there are many people serving in the military especially the reserves that have been mobilized and they should be honored for the sacrifice that they make as well as their families. He encouraged everyone to support our military all of the time not just during a war because they are always protecting our freedom. Councilmember Cortes,reported that she attended training in Sacramento. She also attended the Art Show. She reported that the Kiss the Cow Spaghetti Lunch 'Fund-raiser was a success. She also reported that she attended the SANBAG meeting. Mayor Garcia, requested that Councilmember Cortes give an update on the renewal of Measure I. Councilmember Cortes, indicated that she can get the information to Council. Mayor Garcia, expressed the importance of working with our neighbors. She reported that the Annual Volunteer Appreciation BBQ and the Fire Department's Pancake Breakfast will be held on Saturday, May 10, 2003. She reminded everyone that Grand Terrace Days will be held on June 71". She reported that she along with Councilmember Cortes and Mayor Pro Tem Ferre will be attending Legislative Action Days in Sacramento that is put on by the League of California Cities. She is pleased with the amount of respect the League is receiving. She indicated that the Blue Mountain Outlook reported that the Board of Council Minutes May 8,2003 Page 5 Supervisors honored the Grand Terrace Lions Club as the Community Services Organization of the Year. She reported that at the SCAG General Assembly Meeting Larry Sharp was honored as the Regional Citizen of the Year. She also reported that she attended a joint meeting of SANDAG,which is San Diego Regional Planning Agency, and SCAG. The two agencies are trying to come up with the issues that shouldn't be happening due to agencies not working together. She reported that San Diego and Riverside Counties are going to great strides to protect their open space. She is concerned that San Bernardino County is doing very little to protect their open space. PUBLIC HEARING -None UNFINISHED BUSINESS -None NEW BUSINESS 8A. Appointment to the County of San Bernardino Solid Waste Advisory Task Force CC-2003-58 MOTION BY COUNCILMEMBER LARKIN, SECOND BY MAYOR PRO TEM FERRE, CARRIED 5-0, to appoint Mayor Garcia as the Delegate to the County of San Bernardino Solid Waste Advisory Task Force. CLOSED SESSION -None ORDER OF ADJOURNMENT Mayor Garcia adjourned the City Council Meeting at 7:15 p.m., until the next CRA/City Council Meeting which is scheduled to be held on Thursday, May 22, 2003 at 6:00 p.m. CITY CLERK of the City of Grand Terrace MAYOR of the City of Grand Terrace RFIND TERR C - Community Services Department Staff Report MEETING DATE: May 22, 2003 SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM 2003-66 DELEGATE AGENCY AGREEMENT NO FUNDING REQUIRED BACKGROUND:', Since the establishment of the current CDBG Program format, the City of Grand Terrace has participated with the County of San Bernardino in the implementation of programs within our jurisdiction. Examples of such projects can be seem at the Grand Terrace Senior Center,the soon to be'Susan'Petta Park, the Grand Terrace Library, and numerous upgrades in facilities to benefit the handicapped. Because the City does not qualify as an Entitlement City(requiring a population-of - 50,000 or greater), Grand Terrace is required to participate under the County of San Bernardino Program: This includes funding from the'U.S.,Department of Housing and Urban Development (HUD) for both the CDBG Program and the-Emergency Shelter Grant (ESG) funds. As a participant in the County program, the City is responsible for identification of funding priorities for the distribution of monies as set by a' per,capita funding formula. The County assumes all responsibility for overall administration of the programs, . including submittal of grant documents with HUD and compliance monitoring. The attached Delegate Agency Agreement formalizes the relationship'between the City and County, with the outlining of responsibilities and representation with the Federal Department of Housing and Urban Development for the Year 2003-06. RECOMMENDATION: That the City Council Approve a COOPERATION AGREEMENT FOR COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FOR FISCAL YEARS 2003-06. ATTACHMENT: Delegate Agency Agreement from County ECD. COUNCIL AGENDA 1TEM No 13E DEPARTMENT OF ECONOMIC COUNTY OF SAN BERNARDINO ECONOAND COMMUNITY DEVELOPMENT �,n,,;y IC DEVELOPMENT AND PUBLICSERVICES G OUP r• SAN BER14ARDINO ri 290 North"D"Street,Sixth Floor San Bernardino,CA 92415-0040 (909) 388-0800 THOMAS R.LAURIN Fax (909) 388-0844 Director May 7, 2003 Mr. Steve Berry,Assistant City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 RE: 2003-2006 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CITY/COUNTY DELEGATE AGENCY AGREEMENT Dear Mr. Berry: The current Delegate Agency Agreement between the City and the County for implementing Community Development Block Grant(CDBG)funded projects will expire on June 30, 2003.Enclosed is a new Delegate Agency Agreement that is similar to the existing agreement. Under this new agreement, which will be effective from July 1, 2003, to June 30, 2006, you will be able to directly implement your CDBG-funded activities. This period coincides with the term of the CDBG Program Cooperation Agreement that was approved on September 17, 2002 by the Board of Supervisors. We have enclosed three(3) copies of the agreement for signing. Please process these copies for City Council approval and signature by the City's chief executive officer and attorney, as specified on the agreement signature page. We will return a fully executed original copy to you following the Board of Supervisors'approval. It is important that we receive all three (3) contract copies with original signatures by June 5, 2003. This deadline is necessary to ensure sufficient time for obtaining approval by the Board of Supervisors. CDBG regulations also require the submittal of evidence of authorization from the governing bodies of the City and County. The evidence can be Certified Minutes or a City Council Resolution authorizing approval of the agreement. Realizing that you may not have enough time to produce Certified Minutes or a final Resolution before the deadline, we will accept a Minute excerpt or draft Resolution. We thank you for expediting this process and for your able assistance in implementing your projects in the CDBG Program. If you need additional information or assistance,please call me at(909)388-0990 or Mr. Norm Buckner,ECD Analyst, at(909) 388-0965. Sincerely, DOUGLAS PAYNE,Deputy Director Community Development and Housing Preservation Division DP:NB:cr Enclosures Dm*.r�,. NENMG f"EAXSEEFX E.. FOR COUNTY USE ONLY X New Vendor Code DeDt. Contract Number BER Chanoe SC ECD A Cancel County Department Dept. Orgn. Contractor's License No. Economic and Community Development ECD PROJ. County Department Contract Representative Telephone Total Contract Amount County of San Bernardino THOMAS R. LAURIN/Norm Buckner (909) 388-0808 $N/A F A S Contract Type Revenue []Encumbered []Unencumbered []Other: CONTRACT TRANSMITTAL If not encumbered or revenue contract type,provide reason: Commodity Code Contract Start Contract End Original Amount Amendment Amount Date Date July 1,2003 June 30,2006 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB Amount No. SBA ECD PROJ. 200 2005 00000000 Project Name ' Estimated Payment Total by Fiscal Year 2003-2006 CDBG City/County FY Amount I/D FY Amount I/D Delegate Agency Agreements N/A N/A Contract Type-2(b) CONTRACTOR City of Grand Terrace Federal ID No.or Social Security No. N/A Contractor's Representative Thomas J. Schwab, City Manager Address 22795 Barton Road, Grand Terrace,CA 92313-5207 Phone (909) 824-6621 N of Contract: (Briefly describe the general terms of the contract) In Compliance with the requirements of Title I of the Housing and Community Development ktt_of 1974, as amended,the County executed Cooperation Agreements with thirteen (13)incorporated cities to qualify a�.�r an,county"through mutual cooperation to undertake or assist in undertaking essential community development and ho lil;ctivrties. This was accomplished on September 17,2002, when said Agreements were executed for joint participation i �t project for Program Years 2003 through 2006. Pursuant to Section 16 of the Cooperation Agreements,theAdleg e Agency Agreemen. -,and their attachments are set forth to further implement the provisions of the Cooperation Agree�m,� ts. ey specify the pro�ce� ,sequeno,,responsibilities and forms to be used to carry out CDBG activities accordm o 1 cal, state and feder eq rre. nt a elegate Agency Agreements are specifically subordinate and suppleme t) araali concurrent with he -Cooperation • e Ir The attached Contract consists of 10 pages. (Attach this transmittal to all contracts not prepay athtl%Standard Contract"form.) Approved as to Legal Form(sign in blue ink) Reyie ed as to Contract Compliance Presented to BOS for Signature County Counsel Department Head Date Date Date AuditorIController-Recorder Use Onl �1=7Conttac`.LDataMas. ��A.. . ` Input"FDate e . on"WIN COMMUNITY DEVELOPMENT BLOCK GRANT CITY-COUNTY DELEGATE AGENCY AGREEMENT For Fiscal Years 2003-04,2004-05, 2005-06 This Agreement is made and entered into,by and between the County of San Bernardino hereinafter referred to as "COUNTY", and the City of Grand Terrace, a municipal corporation and a political subdivision of the State of California located within the boundaries of San Bernardino County, hereinafter referred to as "CITY". WITNESSETH WHEREAS, COUNTY has been designated an "Urban County"'by the United States Department of Housing and Urban Development, hereinafter referred to as "HUD", as that term is defined in Title I of the Housing and Community Development Act of 1974 as amended, hereinafter referred to as "ACT", and accordingly,COUNTY will administer a Community Development Block Grant(CDBG)program that includes the development of a Consolidated Submission of the HUD Housing and Community Development Grant Programs, hereinafter referred to as "CONSOLIDATED PLAN", which constitutes COUNTY's application for Federal assistance under said ACT; and, WHEREAS, CITY and COUNTY have entered into a "Cooperation Agreement for Community Development Block Grant Funds", as part of COUNTY's CDBG Program,covering Fiscal Years 2003-04,2004-05 and 2005-06,to which this is a subordinate and supplementary agreement per Section 16 (Other Agreements) of said Cooperation Agreement executed by these parties,dated September 17, 2002; and, WHEREAS, COUNTY administers a CDBG program in cooperation with thirteen cities, and in the unincorporated areas of San Bernardino County, through County Department of Economic and Community Development, hereinafter referred to as "ECD"; and, WHEREAS, CITY has the ability to manage and administer CDBG projects; and, WHEREAS, CITY chooses to assume the responsibility of project implementation within its corporate limits in cooperation with COUNTY; and, WHEREAS,both COUNTY and CITY seek to coordinate their efforts to maximize utilization of personnel and resources and increase efficiency and economies of scale in the planning and administration of the program hereinafter set forth. NOW,THEREFORE, it is understood and agreed by and between the parties hereto as follows: 1. PURPOSE This Agreement is made pursuant to the provisions of Article 1,Chapter 5,Division 7,Title I of the Government Code of the State of California(commencing with Section 6500),relating to public agencies. The purpose of this Agreement is to implement the provisions of the Cooperation Agreement in carrying out CDBG activities that have been approved by COUNTY for CITY in accordance with CONSOLIDATED PLAN. The purpose will be accomplished pursuant to the requirements of the ACT, its regulations and other Federal, State and County laws and policies in the manner hereinafter set forth. Unless specified otherwise, ECD shall have the authority to represent COUNTY regarding the terms and conditions of this Contract and the administration thereof. Page 1 of 10 2. ' TERM This Agreement shall become effective starting fiscal year 2003-04 that begins July 1,2003 and shall continue in full force and effect through fiscal year 2005-2006 that ends on June 30, 2006. COUNTY may grant an extension of up to six (6)months of the effective period of this Agreement for the purpose of completing CITY's projects/activities that are underway and cannot be completed during the term of this Agreement. CITY must request any such extension in writing. Any extension will only be effective if granted in writing by COUNTY. Maintenance and operation and monitoring requirements for facilities developed under the terms of the Agreement shall be in effect and continue in full force as prescribed in Section 9. 3. AUTHORIZATION OF PROJECT/ACTIVITY CITY shall not initiate nor incur expenses for any CDBG funded project or activity covered under the terms of this Agreement prior to receiving written authorization from COUNTY. Written authorization will be accomplished when Attachments A (Request to Initiate Project or Activity) and B (Project or Activity Description)of this Agreement have been completed for a CDBG funded project or activity and signed by CITY and countersigned by ECD. Any such authorized Project or Activity shall hereinafter be referred to as an "AUTHORIZED PROJECT". 4. BvIPLEMENTATION OF AUTHORIZED PROJECT CITY agrees to implement AUTHORIZED PROJECTS in the manner prescribed in the Delegate Agency Coordination Procedures (Attachment C), using the forms and language contained in the Delegate Agency Construction Contract Provisions(Attachment D), and agrees to comply with all applicable local County,State and Federal regulations associated with the implementation of CDBG projects. CITY may contract for all necessary services to complete AUTHORIZED PROJECTS described on its executed Attachment's A and B provided that contracts are submitted to and approved in writing by ECD prior to their execution. CITY Attorney is responsible for assuring and certifying that the AUTHORIZED PROJECT undertaken by CITY's contracting party complies with all applicable regulations and statutes,as amended,listed in Attachment C, Section IV. 5. MODIFICATION OF AUTHORIZED PROJECTS All modifications to AUTHORIZED PROJECT must be pre-approved by COUNTY in order to be considered a part of AUTHORIZED PROJECT and eligible for reimbursement by COUNTY. CITY may request modification(s)to CDBG funding levels authorized by Attachment A or the pertinent Project Description (i.e. Scope of Activity) authorized by Attachment B. Upon receipt of a written request from CITY, and approval by COUNTY, COUNTY will revise Attachments A and B. 6. CONSOLIDATED PLAN AMENDMENT Requests by CITY to add, delete or substantially modify an activity listed in CONSOLIDATED PLAN must be made in writing to COUNTY. Requests to add new activity(ies) must be accompanied by a CDBG project proposal application. Substantial modifications are defined as follows: 1)a net increase of greater than 100%of the activity allocation listed in a published CONSOLIDATED PLAN; or 2)a net increase or decrease in the activity allocation greater than$50,000;or 3) a change in the type of activity; or 4)a change in the location of the activity;or 5)a change in the beneficiaries of the activity. The Consolidated Plan shall be amended when an activity is added or deleted. The "program administration" activity and "unprogrammed funds" activity are not subject to the allocation limitations defined herein. Page 2 of 10 Requests for additions and substantial modifications will be reviewed by COUNTY for eligibility and compatibility with CONSOLIDATED PLAN. Additions, deletions and substantial modifications must be approved by CITY Council action and supportive documentation for said action must be sent to COUNTY. CITY shall comply with the requirements of and participate in the implementation of the citizen participation portion of CONSOLIDATED PLAN. 7. COUNTY RESPONSIBILITIES COUNTY, through ECD,is empowered to enforce all Federal regulations pertaining to CDBG funded projects undertaken by CITY under this Agreement. CITY recognizes that COUNTY, as the formal grantee of the CDBG, has full responsibility,and obligations to HUD for undertaking the CDBG Program and has full authority in administering and allocating funds. CITY will have no direct responsibilities or obligations to HUD, except as identified, under this Agreement. COUNTY will provide technical assistance to CITY in a.timely and expeditious manner upon written request to the Director of ECD. 8. CONFORMANCE TO COUNTY PROCEDURES Under this Agreement, CITY elects to be responsible for carrying out CDBG projects. However, in implementing said projects,CITY must perform all services and activities in accordance with Federal and State statutory requirements and with the policies and procedures established by the Board of Supervisors, and shall comply with the following: A. COMMUNITY DEVELOPMENT ADMINISTRATOR Upon COUNTY and CITY's mutual assent to this Agreement, CITY will designate a "Community Development Administrator" by filling in the name of said person in the space provided below. The Community Development Administrator is the responsible authority for all correspondence with COUNTY, the signatory on AUTHORIZED PROJECT Attachments A and B and shall advise the CITY council, CITY administration and CITY staff, as appropriate regarding the CDBG program. CITY may, by written notification as set forth below, change the Community Development Administrator. CITY's Community Development Administrator for this Agreement is TITLE: B. FISCAL CONTACT PERSON For purposes of this Agreement,CITY shall also designate a fiscal contact person by filling in the space provided below. The fiscal contact person shall be responsible for billing and fiscal procedures regarding the CDBG Program and will serve as the primary contact for technical fiscal matters. CITY may,by written notification as set forth below, change the fiscal contact person. CITY Fiscal Contact person for this Agreement is TITLE: C. CITY shall be responsible for maintaining complete and separate fiscal accounts for CDBG funds which come under its control in such manner as to permit the reports required by COUNTY to be prepared therefrom and to permit the tracing of CDBG funds to their final expenditure. CITY will submit to ECD complete and detailed project descriptions, budgets, and expenses for each project that CITY implements with CDBG funds along with monthly reports of grant expenditures. Page 3 of 10 9. MAINTENANCE AND OPERATION OF FACILITIES CITY shall provide maintenance and operation for the life of any and all facilities constructed with CDBG funds under this Agreement that are CITY owned or operated, for the life of the facility, not less than twenty (20) years. 10. FUNDING LB41TS CDBG funding of AUTHORIZED PROJECTS is limited to the amount allocated by CITY in AUTHORIZED PROJECTS Attachment A. 11. DISBURSEMENT OF FUNDS All CDBG funds allocated to CITY'S AUTHORIZED PROJECT(S) shall be received from the Federal Government by COUNTY under ACT. ECD will disburse the funds to CITY on a cost reimbursement basis. Billing shall be accompanied by all pertinent source documentation to be presented to ECD by CITY on or about the first day of each month, allowing 15 days for payment on the part of ECD. COUNTY shall be entitled to retain from such funds such amount as is calculated as the direct costs (including,but not limited to, salaries, benefits,mileage, actual cost of materials,meals and other authorized expenses allowable under the Travel Code Section 13.0638 County of San Bernardino)incurred by COUNTY in implementing CITY's AUTHORIZED PROJECTS. 12. WITHHOLDING OF FUNDS COUNTY shall retain the right to withhold funds for any programs carried out by CITY, CITY's Contractor, or CITY's subcontractor upon giving written notice to CITY indicating that COUNTY has determined that CITY has not performed its obligations as stated in this Agreement in a satisfactory or timely manner consistent with Federal regulations or policy. COUNTY shall notify CITY in writing of this determination, specifying the objection(s) to CITY's performance. CITY shall then have a maximum of 10 days in which to remedy said deficiencies. Should approval of COUNTY not be obtained within said period, COUNTY shall have full authority to reallocate CITY's CDBG program funding to other eligible activities which can be implemented or to assume sole responsibility for carrying out any and/or all AUTHORIZED PROJECTS, upon written notice to CITY. Upon such notice, CITY agrees to cease all activity provided hereunder,as specified in said notice. 13. PROGRAM INCOME Program income represents net income directly generated from the use of CDBG funds by CITY as a result of the activity funded under the terms of this Agreement. When such income is generated by an activity only partially assisted with CDBG funds,the income shall be prorated to reflect the percentage of CDBG funds used. CITY shall retain the use of program income by returning program income to COUNTY and requesting project budget increases for activities authorized under this Agreement. Program income shall be returned to COUNTY within thirty(30)days after: a)disposition or sale of real or personal property occurs or;b)cumulative program income reaches increments of one thousand dollars ($1,000); or c) the end of each fiscal year. CITY shall include the reports required by Section 14,PROGRAM REPORTING AND RETENTION OF RECORDS, all sources and amounts of program income on a monthly and year-to-date basis. Program income returned by COUNTY to CITY will be spent by CITY on only those costs authorized under this Agreement. All provisions of this Agreement shall apply to said use of program income funds. CITY shall account for the receipt and use of program income in such a way that program income is spent on AUTHORIZED PROJECTS before additional CDBG funds are spent. Any program income on-hand when this Agreement expires or is received after such expiration, will be paid to COUNTY. Page 4 of 10 14. PROGRAM REPORTING AND RETENTION OF RECORDS CITY agrees to prepare and submit financial, program progress, and other reports as required by HUD or COUNTY directives. CITY shall maintain such program,property,personnel,financial, statistical and other records, supporting documents and accounts as are considered necessary by HUD or COUNTY to assure proper accounting for all Contract funds. Said records, documents and accounts are to be retained by CITY for a minimum of five (5) years. The retention period starts from the date the COUNTY submits its annual performance and evaluation report,as prescribed in 24CFR 91.520,in which the service,under the terms of this contract, is reported on for the final time. Said COUNTY submission will follow CITY's final submission to COUNTY of reports identified under this paragraph. Records and accounts that pertain to something being sued or audited over must be maintained for the five(5) years or until the issue is resolved, whichever is longer. Records that pertain to real estate transactions must be maintained for the five (5) years or the number of years that there is an outstanding obligation, whichever is longer. The starting date for retention of records on CDBG-purchased equipment begins at the end of the equipment's use, when it is disposed of or transferred. The retention period for records relating to program income begins on the last date of COUNTY fiscal year in which the income is earned. All CITY records,with the exception of confidential client information, shall be made available to representatives of COUNTY and the appropriate federal agencies. CITY is required to submit data necessary to complete the Annual Grantee Performance Report in accordance with HUD regulations in the format and at the time designated by the ECD Director or his designee. 15. MONITORING ECD Director or his designee will conduct periodic monitoring of CITY administration of AUTHORIZED PROJECTS. Monitoring will focus on the extent to which CONSOLIDATED PLAN has been implemented and measurable goals achieved, effectiveness of project management, and impact of the AUTHORIZED PROJECTS. Authorized representatives of COUNTY and HUD shall have the right of access to all activities and facilities operated by CITY under this Agreement. Facilities include all files,records,and other documents related to the performance of this Agreement. CITY will permit on-site inspection by COUNTY, and HUD representatives; and insure that its employees furnish such information, as in the judgement of COUNTY and HUD representatives, may be relevant to a question of compliance with contractual conditions and HUD directives, or the effectiveness, legality, and achievements of the program. 16. ACCOUNTING CITY must establish and maintain, on a current basis,an adequate accrual accounting system in accordance with generally accepted accounting principles and standards. 17. AUDITS CITY is required to arrange for an independent financial and compliance audit annually for each fiscal year during which Federal funds are received under this Agreement as required by Circular A-128 pursuant to the Single Audit Act of 1984,Public Law 98-502. The results of the single audit must be submitted to COUNTY within thirty(30)days of completion. Within thirty(30)days of the submittal of said audit report, CITY shall provide a written response to all conditions or findings reported in said audit report. The response must examine each condition or finding and explain a proposed resolution,including a schedule for correcting any deficiency. All condition or finding correction actions shall take place within six (6)months after ECD's receipt of the audit report. An audit may also be conducted by Federal, State or Local funding source agencies as part of the COUNTY's audit responsibilities. COUNTY and its authorized'representatives shall, at all times, have access for the purpose of audit or inspection to any and all books, documents, papers,records,property, and premises of CITY. CITY's staff will cooperate fully with authorized auditors when they conduct audits and examinations of CITY's program. If indications of misappropriation or misapplication of the funds of this Agreement cause COUNTY to require a special audit,the cost of the audit will be encumbered and deducted from funds allocated to CITY CDBG AUTHORIZED PROJECTS. Should COUNTY subsequently determine that the special audit was not warranted, the amount encumbered will be restored to said CDBG AUTHORIZED PROJECT Page 5 of 10 allocations. Should the special audit confirm misappropriation or misapplication of funds,CITY shall reimburse COUNTY the amount of misappropriation or misapplication from non-CDBG funding sources. 18. REVERSION OF ASSETS Upon Agreement termination CITY shall transfer to COUNTY all CDBG funds on-hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. All real property acquired or improved in whole or in part with CDBG funds in excess of$25,000 under this Agreement must continue in the use that provides the service benefits and national objectives for which it was funded until five years after expiration of this Agreement, or such longer period of time as determined by COUNTY; or it must be disposed of in a manner resulting in a reimbursement to COUNTY in the amount of the current fair market value of the property less any portion thereof attributable to expenditures of non-CDBG funds for the acquisition of, or improvement to, the property. 19. TERMINATION AND TERMINATION COSTS This Agreement may be terminated in whole or in part at any time by either party upon giving their(30)days notice in writing to the other party. An agreement must be reached by both parties as to reasons and conditions for termination in compliance with the provisions of Federal Regulations at 24CFR Part 85.44,Termination for Convenience. COUNTY ECD is hereby empowered to give said notice subject to ratification by the COUNTY Board of Supervisors. COUNTY may immediately terminate this Agreement upon the termination, suspension, discontinuation or substantial reduction in HUD CDBG funding for the Agreement activity or if for any reason the timely completion of the work under this Agreement is rendered improbable, infeasible or impossible. If CITY materially fails to comply with any term of this Agreement, COUNTY may take one or more of the actions provided under the Federal Regulation at 24CFR•,Part 85.43, Enforcement, which includes temporarily withholding cash, disallowing non-compliant costs, wholly or partly terminating the award, withholding future awards, and other remedies that are legally available. In such an event, CITY shall be compensated for all services rendered and all necessarily incurred costs performed in good faith in accordance with the terms of this Agreement that have been previously reimbursed,to the date of said termination to the extent that CDBG funds are available from HUD. 20. PROJECT ACKNOWLEDGMENT Should CITY determine that the funding sources or the names of responsible public officials be displayed on a completed building or significant project, such identification should be acknowledged on a plaque, permanently mounted in an appropriate location, made of bronze or other appropriate material, acknowledging the funding source as the Department of Housing and Urban Development,San Bernardino County Community Development Block Grant. The current Board of Supervisors and the members of the City Council shall also be identified. In instances where multiple funding sources are utilized to construct a project, all funding sources shall be identified. The listing order of multiple funding sources identified on the plaque shall be the largest dollar amount first,the second largest dollar amount second, etc. 21. CONTRACT COMPLIANCE J CITY will take all necessary affirmative steps to assure that minority firms,women's business enterprises, and Labor surplus Area Firms (a firm located in an area of high unemployment) are used when possible in compliance with provisions of Title 24 Code of Federal Regulations Part 85.36(e). CITY shall comply with Executive Orders 11246, 11375, 11625, 12138, 12432, 12250,Title VII of the Civil Rights Act of 1964,the California Fair Employment and Housing Act, County Policy 15-01,(Emerging Small Business Enterprise Program) and other applicable federal, state and County laws, regulations and policies relating to equal employment and contracting opportunities, including laws and regulations hereafter enacted. Page 6 of 10 CITY shall make every effort to.ensure that all projects funded wholly or in part by CDBG Program funds shall provide equal employment and career advancement opportunities for minorities and women. In addition,CITY shall make every effort to employ residents of the area and shall keep a report of CITY staff positions that have been funded directly by,or as a•result of this program. 22. DISCRIIVJ1NATION During the performance of this Agreement,CITY agrees not to discriminate against any contractor or applicant for employment in performing work because of race,color,religion,sex or national origin. CITY further agrees to take affirmative action to ensure that its contractors employ and treat all employees during employment without regard to their race,color,religion,sex or national origin. Such action shall include,but not be limited to,the following: employment,upgrading,demotion or transfer,recruitment or recruitment advertising,lay off or termination, etc. CITY will cause contractor to comply with the provisions of Executive Order 11246 of September 24, 1965, and the rules, regulations, and relevant orders of the Secretary of Labor. -CITY shall require its contractor to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 23. STANDARDS OF CONDUCT Pursuant to Office of Management and Budget Circular A-110 Attachment O and 24CFR 570.611,Conflict of Interest,and 24CFR Part 85.36,Procurement, CITY shall maintain a written code or standards of conduct that shall govern the performance of their officers,employees or agents engaged in the award and'administration of contracts supported by Federal funds. No employee,officer or agent of the CITY shall participate in selection, award,or administration of a�contract supported by Federal funds if,a conflict of interest,real or apparent,would be involved. Such a conflict would arise when: a. , The employee,officer or agent; b. Any member of his immediate family; C. His or her partner; or d. An organization which employs, or is about to employ,any of.the above,has financial or other interest in the firm selected for award. CITY officers, employees or agents shall neither solicit nor accept gratuities,favors or anything of monetary value from contractors,potential contractors, or parties to_subagreements. CITY may set minimum rules where the financial interest is not substantial or the-gift is an unsolicited item of nominal intrinsic value. To the extent permitted by State or local law or regulations, such standards of conduct shall provide for penalties,sanctions,or other disciplinary actions for violations of such standards by CITY's officers,employees, or agents, or by contractors or their agents. 24. RELIGIOUS PROSELYTIZING OR POLITICAL ACTIVITIES CITY agrees that it will not perform or permit any religious proselytizing or political,activities in.connection with the performance of this Agreement. Funds under this Agreement will be used exclusively for performance of the work required'under this Agreement and no funds made available under this Agreement shall be used to promote any religious or political activities. 25. INDEMNIFICATION CITY shall indemnify,defend and hold the COUNTY,its officers,agents,volunteers and employees,harmless from and against any loss,liability,claim,or damage that may arise or result from activities of CITY,its officers, agents, volunteers and,employees; and, CITY shall, at its own cost, expense and risk, defend' any legal proceedings that may be brought against COUNTY,its officers,agents and employees,on any liability;claim or demand and satisfy,any judgement that may be rendered against any of them arising or resulting from Page 7 of 10 l activities of CITY,its officers, agents and employees. CITY shall assume liability for all and any direct expense incurred in providing services pursuant to this Agreement and shall assume any and all responsibilities for loss or damage resulting from negligence, injury,illness or disease arising out of the provision of services. CITY, however, is obligated to promptly notify COUNTY in writing of the occurrence of any such loss or damage. CITY shall indemnify,defend and hold harmless COUNTY against any liability,claims, losses, demands, and actions incurred by COUNTY as a result of the determination by the United States Department of Housing and Urban Development or its successor that activities undertaken by CITY under the program or programs fail to comply with any laws, regulations or policies applicable thereto or that any funds billed by and disbursed to CITY under this Agreement were improperly expended. Consistent with all other provisions of this Agreement, COUNTY shall, at its own cost and expense, defend, indemnify, and hold the CITY, its officers, agents,volunteers and employees; harmless from and against any loss, liability, claim, or damage that may arise or result from any wrongful act or wrongful omission by COUNTY, its officers, agents and employees. 26. INSURANCE REQUIREMENTS Without, in any way affecting the indemnity herein provided and in addition thereto, CITY shall secure and maintain throughout the Contract the following types of insurance with limits as shown: - Workers' Compensation - A program of Workers' Compensation insurance or a State-approved Self Insurance Program in an amount and form to meet all applicable requirements of the Labor Code of the State of California,including Employers'Liability with$250,000 limits,covering all persons providing services on behalf of CITY and all risks to such persons under this Contract. If CITY has no employees, it may certify or warrant to County that it does not currently have any employees or individuals who are defined as "employees"under the Labor Code and the requirement for Workers'Compensation coverage will be waived by the County's Risk Manager. With respect to contractors that are non-profit corporations organized under California or Federal law, volunteers for such entities are required to be covered by Workers' Compensation Insurance. If the County's Risk Manager determines that there is no reasonably priced coverage for volunteers,evidence of participation in a volunteer insurance program may be substituted. Comprehensive General and Automobile Liability Insurance-This coverage is to include contractual coverage and automobile liability coverage for owned,hired,and non-owned vehicles. The policy shall have combined single limits for bodily injury and property damage of not less than one million dollars ($1,000,000). Errors and Omissions Liability Insurance-Combined single limits of$1,000,000 for bodily injury and property damage and$ 3,000,000 in the aggregate or - Professional Liability-Professional Liability Insurance with limits of at least$1,000,000 per claim or occurrence. Additional Named Insured - All policies, except for Workers' Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming COUNTY and its officers, employees, agents, and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. Waiver of Subrogation Rights-Except for Errors and Omissions and Professional Liability,CITY shall require the carriers of the above required coverage to waive all rights of subrogation against COUNTY, its officers, employees, agents, volunteers,contractors and subcontractors. Page 8 of 10 Policies Primary and Non-Contributory-All policies required above,are to be primary and non-contributory with any insurance or self-insurance programs'carried or administered by COUNTY., Proof of Coverage—CITY shall immediately furnish certificates of.insurance to ECD evidencing the insurance coverage, including endorsements, above required prior to the commencement of performance of services hereunder, which shall provide that such insurance shall not be terminated or expire without thirty(30)days written notice to ECD, and CITY shall maintain such insurance from the time CITY commences performance of services hereunder until the completion of such services. Within sixty(60)days of the commencement of this Contract,-CITY shall furnish certified copies,of the policies and,all endorsements. CITY shall complete and submit Contract Exhibit 1 of 1, INSURANCE INVENTORY, along with the above-required insurance documents. 27. INSURANCE REVIEW The above insurance requirements are subject to periodic review by COUNTY. The COUNTY's Risk Manager is authorized,but not required,to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of COUNTY. In addition,if the Risk Manager determines that heretofore unreasonably priced or,unavailable types of insurance coverage or-coverage limits become reasonably priced or available,the Risk Manager is authorized,but not required,to-change the above insurance requirements;to.require additional types of insurance coverage or higher coverage limits,provided that any such change is reasonable in light of past claims against COUNTY,inflation,or any other item reasonably related to the COUNTY's risk. Any such reduction or waiver for the entire term of the Contract and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Contract. 'CITY agrees to execute any such amendment within thirty(30)days of receipt. CITY is.a self-insured public entity for the purpose of professional liability, general liability, and Workers' Compensation. CITY warrants that,through its program of self-insurance,it has adequate professional liability, general liability, and Workers' Compensation to provide coverage for liabilities arising out of CITY'S performance of.this agreement. Additionally, CITY carries insurance coverage for any potential exposure beyond the self-insured retention limit. (continued on next page) /// Page 9 of 10 28. AMENDMENTS: VARIATIONS This writing, with attachments,embodies the whole of this Agreement of the parties hereto. There are no oral agreements contained herein. Except as herein provided, addition or variation of the terms of this Agreement shall not be valid unless made in the form of a written amendment to this Agreement formally approved and executed by both parties. IN WITNESS WHEREOF,the parties have caused this Agreement to be executed as of the day and year first written above. COUNTY OF SAN BERNARDINO CITY OF GRAND TERRACE By. By: DENNIS HANSBERGER, Chairman LEE ANN GARCIA,Mayor Board of Supervisors Dated: APPROVED AS TO FORM. THE TERMS ATTEST: AND PROVISIONS OF THIS AGREEMENT ARE FULLY AUTHORIZED UNDER STATE By: AND LOCAL LAW AND THIS AGREEMENT BRENDA STANFILL, City Clerk PROVIDES FULL LEGAL AUTHORITY FOR COUNTY TO UNDERTAKE OR ASSIST IN UNDERTAKING ESSENTIAL Dated: COMMUNITY DEVELOPMENT AND HOUSING ASSISTANCE ACTIVITIES, SPECIFICALLY URBAN RENEWAL AND PUBLICLY ASSISTED HOUSING. By: Deputy County Counsel APPROVED AS TO FORM By: JOHN R. HARPER, City Attorney Dated: SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD J. RENEE BASTAIN Clerk of the Board of Supervisors of the County of San Bernardino By: Comdev/Temp/Cathy/Delegate Agency Agree/03-06 Grand Terrace DA 03/19/03/NB/cr Page 10 of 10 EXHIBIT 1 of 1 COUNTY OF SAN BERNARDINO DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT ' Project/Activity Title: 2003-2006 CDBG City/County Case Number: Delegate Agency Agreements Name/Address of Contractor A ency: Date of Issue: City of Grand Terrace 22795 Barton Road Original:Beginning Grand Terrace,CA 92313=5207 Amendment# INSURANCE INVENTORY WORKERS' COMPENSATION/EMPLOYERS LIABILITY INSURANCE - Name of Insurance Company: Effective Dates: Employer's Liability Limit$ Certificate.of Insurance Attached Yes No: On File w/ECD COMPREHENSIVE GENERAL AND AUTOMOBILE LIABILITY INSURANCE Name of Contractor's General Insurance Company: Limits of Liability Effective Dates: Per Occurrence $ Additional Insured Endorsement Attached Yes No: On File w/ECD Annual Aggregate $ Certificate of Insurance Attached Yes No: On File w/ECD Name of Contractor's Automobile Liability Insurance Company: Limits of Liability Effective Dates: Per Person $ Per Accident$ Damage Liability-$ Combined Single Limit$- ERRORS AND OMISSIONS LIABILITY INSURANCE Name of Contractor's Insurance Company: Limits of Liability Effective Dates: Per Occurrence $ Additional Insured Endorsement Attached Yes No: On File w/ECD' Annual Aggregate $ Certificate of Insurance Attached -Yes' ` No: On File w/ECD PROFESSIONAL LIABILITY INSURANCE Name of Contractor's Insurance Company: Limits of Liability Effective-Dates: Per Occurrence $ Additional Insured Endorsement Attached Yes No: On File w/ECD Annual Aggregate $ Certificate of Insurance.Attached Yes No: On File w/ECD ATTACHMENT A -REQUEST TO INITIATE PROJECT/ACTIVITY PROJECT NUMBER: DATE OF ORIGINAL ISSUE: CASE NUMBER: ORIGINAL: REVISION#: TARGET AREA: DATE OF REVISION: Pursuant to the terms of the Delegate Agency Agreement between the Department of Economic and Community Development(ECD) and the City , dated ,ECD hereby requests that the following project/activity be initiated. There will be no changes in Project/Activity Title,Activity Budget(Attachment A)or in the Activity Description(Attachment B)without written approval of the Director of the Department of Economic and Community Development. PROJECT/ACTIVITY TITLE: ACTIVITY LOCATION: TOTAL PROJECT FUNDING: $ CITY CDBG ALLOCATION RELEASED: $ CITY CDBG FUNDS EXPENDED AS OF: $ DATE OF RELEASE OF FUNDS: BALANCE OF FUNDS AVAILABLE: $ SCHEDULE OF CITY CDBG ALLOCATION: Years 1-25 Year 26 Year 27 Year 28 Year 29 Year 30 Year 31 TOTAL OF (75-2000) (2000-01) (2001-02) 2002-03 2003-04 2004-05 (2005-06) 31 YEARS MAINTENANCE AND OPERATION BUDGET/AGREEMENT: BER PERTINENT INFORMATION: ACCEPTANCE OF REQUEST TO INITIATE PROTECT/ACTIVITY I hereby acknowledge the receipt of the Request to Initiate the above Project/Activity and agree to implement the activity described in Attachment B (Project/Activity Description) in accordance with the above Allocation and Balance of Funds Available subject to necessary approvals of the Board of Supervisors. The proposed budget for this project is as follows: LAND ACQUISITION: $ PURCHASE OF EQUIPMENT: $ STAFF COST RELATED CONSTRUCTION COST: $ TO LAND ACQUISITION: $ CITY STAFF COST: $ DESIGN: $ CONTINGENCY: $ CONSULTANT SERVICES: $ TOTAL CITY CDBG ALLOCATION AVAILABLE: $ IMPLEMENTING CITY: DATE: SIGNATURE: TITLE: COUNTY OF SAN BERNARDINO DIRECTOR DATE: DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT/ ECONOMIC DEVELOPMENT AND PUBLIC SERVICES GROUP Delegate Agency-NB 5/07/03 ATTACHMENT B -PROTECT/ACTIVITY DESCRIPTION PROJECT NUMBER: DATE OF ORIGINAL ISSUE: CASE NUMBER: ORIGINAL: REVISION#: TARGET AREA: DATE OF REVISION: PROJECT/ACTIVITY TITLE: ACTIVITY LOCATION: ACTIVITY DESCRIPTION: IMPLEMENTING CITY: DATE SIGNATURE TITLE DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT/ ECONOMIC DEVELOPMENT AND PUBLIC SERVICES GROUP DIRECTOR DATE Delegate Agency-NB 5/7/03 Attachment C COUNTY OF SAN.BERNARDINO DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT DELEGATE AGENCY COORDINATION PROCEDURES I. Introduction The following procedures identify the actions, responsibilities, and sequence of events for CDBG funded projects being implemented by a coordinated effort between the San Bernardino County Department of Economic and Community Development,hereinafter referred to as"ECD," and the Delegate Agency,hereinafter referred to as "DA". For each action or event listed in Section III of this attachment,the entity responsible for carrying out that action or event is referenced beside it. Section IV contains regulations and statutes applicable - to CDBG funded activities. H. Authorization to Proceed The Delegate Agency is not authorized to expend funds or to initiate CDBG project until authorized to do so in writing by ECD. Continued authorization is contingent upon adequate progress and timely submission of Monthly Project Status Reports covering all current AUTHORIZED PROJECTS. See Attachment"D"for blank Monthly Status Report form. Contract procurement shall be governed by.all Federal regulations and statutes, as amended,listed in Section IV of the Attachment. ECD payments of DA Requests for Reimbursement will be subject to DA submittal of a complete reimbursement report package as listed in Section III,D-22. A. Proiect/Activity•Budg_et Each project activity is initiated by an Attachment "A". The Attachment "A" is released when the project/activity is ready to be implemented and subsequent to environmental clearance and release of funds from HUD. It specifies the total funding allocation for the project/activity,the portions currently released and available to expend,,the budget categories the•allocation will be expended under,and the entity responsible for maintenance and operation of the completed project. In accepting the Attachment "A" the DA is to complete an estimated budget showing the allocation distribution to design costs, staff costs, construction costs, etc. This breakdown may also include a contingency or inflation factor not to exceed 10%of the total activity allocation. B. Activity Description The activity description is forwarded to the DA as Attachment 'B". The preparation of the project description, both preliminary and final, is the responsibility of the ECD Community Development Division. The Description should be specific enough for use as the scope of work funded by CDBG money in an RFP for architectural or engineering services or for a vendor in preparing a bid.It will contain,but is not limited to the following: 1. Title of Project/Activity 2. Activity Number 3. Specific site description 4. On-and off-site improvement description 5. Size of building 6. Fixtures list(such as stove,-built-in equipment) 7. Water and sewer requirements 8. Utilities 9. Specific zoning and planning requirements 10. Specific uses of the site and/or building 11. Equipment 12. Functions 1 • Approval to change the project/activity description will come from ECD in the form of a revised Attachment"B" (and corresponding Attachment"A",if appropriate). ECD will complete the Attachments "A" and "B" and will send two copies each to DA for signature. Once signed and fully completed,they must be returned to ECD for the Director's signature. A copy of each will be returned to DA signifying authorization to proceed with actions outlined in the following section. III. Actions and Responsibilities A. Property Acquisition The DA can pursue the acquisition of real property(and related relocation requirements,if necessary) through its jurisdiction or request the County's General Services Group Real Estate Services Department,hereinafter referred to as "RES",to handle the acquisition and/or relocation. If relocation is required,initiate 90-day notice to occupant(s). 1. If DA wishes to purchase the property,the following procedures should be followed: a. DA: Refers to HUD Handbook 1378 which implements the Uniform Relocation Assistance and Real Property Acquisition regulations including the Federal Relocation Assistance and Real Property Acquisition Policies Act of 1970, the Braithwaite Act of the State of California and any subsequent amendments to these acts and regulations. If relocation is required, the appropriate notices will be issued in accordance with the "Timely Notices" (49CFR 24.203) provision of the Relocation Handbook 1378. b. DA: Obtains required appraisals. C. DA: Reviews required appraisals and/or leases to determine if property can be acquired within the project allocation. d. DA: Sends all lease documents to ECD for approval. e. DA: Sends any requests for adjustments of funds for property acquisition and/or relocation to the ECD Director for approval. f. ECD: Issues approvals in relation to "d" above and sends them to DA.. g. DA: Initiates lease or purchase. h. DA: Sends Request for Advance of Funds to ECD 10 working days prior to expected close of escrow, with all appropriate documentation attached. 2. If DA desires to have RES handle Acquisition and/or relocation activities,the DA should follow this procedure: a. DA: Submits a letter to ECD requesting that RES handle the project/activity, describing in detail what property is to be acquired, giving all pertinent information, and identifying who the DA contact person is to be. If relocation is required,initiate 90-day notice to occupant(s). b. ECD: Initiates appraisal process. C. RES: Obtains required appraisals. 2 d. RES: Forwards appraisals to DA. e. DA: Reviews appraisals and/or leases to determine if property should be acquired and/or leased. Prepares and forwards request to ECD. f. ECD: Reviews request from DA, and forwards Authorization to Proceed to RES . (note all leases'and•all adjustments in project allocations must be requested and approved by the ECD Director). g. RES: Initiates purchase or lease of property. If relocation is required,the appropriate notices will be issued in accordance with the "Timely Notices" (49CFR 24.203)provision'of the Relocation Handbook 1378. _ RES will work with the designated DA contact person throughout the acquisition/relocation,process to assure that the DA is aware of the activities and can make any necessary decisions in relation to the activity. B. Architect and/or Engineer Selection 1. The usual procedure for the selection of an architect or engineer involves a Request for Proposal (RFP)for professional services,following this process: a. DA: Prepares an RFP for architectural and engineering or other consultant services. b. DA: Submits,prior to release all,RFP's to ECD for review for contract compliance and consistency with Fe deral Title 24CFR; 'Part 85 Section 85.36, (Procurement Standards). C. DA: Reviews RFP's for compliance with State,Federal,Local and ECD regulations. Requests ECD for"Approval to Proceed to Issue RFP". ' r d. ECD: Issues to DA an "Approval to Proceed to Issue an RFP". e. DA: Advertises RFP,receives responses,interviews,requests ECD representation on selection committee and makes selection. f. DA: Notifies ECD of selection. Sends back-up documentation and draft contract to'ECD. Requests ECD for "Approval to Proceed to Award a Consultant Services Contract". g. ECD: Reviews final contract for contract compliance and issues an "Approval to Proceed to Award a Consultant Services Contract". h. DA: Awards Consultant Services Contract. 2. Architectural and Engineering Services may also be negotiated under certain situations; i.e., obtained through a sole source procurement. This is an eligible alternative requiring the following steps: a. DA: Determines that the situation warrants sole source procurement and that such procurement will comply with requirements and.criteria specified in Federal Title 24CFR Part 85.36,(Procurement Standards). b. DA: Selects architect,engineer or other consultant. C. LL DA: Sends "Request for Approval to Proceed to Award a Sole Source Consultant Services Contract"to ECD explaining why the DA has chosen the consultant and why the competitive RFP procedure is not being used 3 d. ECD: Reviews the request and approves or denies sole.source procurement request based on explanation and backup. e. ECD: Issues "Approval to Proceed to.Award a Sole Source Consultant Services Contract" authorization or denial of request. f. DA: Negotiates and awards the sole source contract. C. Design Phase 1.. DA:' Monitors preparation of preliminary plans by architect. 2. DA: _ Notifies ECD of all.public meetings with architect five working days before event. 3. ECD/ DA: Reviews and approves preliminary design. 4. DA: Secures all required permits and regulatory approvals. - 5. DA: Reviews and approves plans and specifications, and obtains current Federal Wage" Decision to include in the-bid package. ECD keeps current copies that are available by request. 6. DA: Forwards construction bid package to ECD for review and approval along with request for"Approval to Proceed to Issue an Invitation to Bid for Construction Services". See -(Attachment D) "Construction Contract Boilerplate",for the forms used in preparing bid packages. 7. ECD: Reviews and approves construction bid package for compliance with Federal and local - regulations and forwards authorization to proceed with changes(if any)to DA. y 8. DA: Secures plans, check of plans and specifications from the appropriate Building and Safety Authority. D. Construction Phase 1. DA: Determines bid solicitation process permitted by CDBG requirements under Federal Title 24CFR Part 85.36(Procurement Standards),and County contracting regulations. Advertises invitation to bid and receives bids. 2. DA: Ten days prior to bid opening,DA makes telephone contact with ECD and requests updated Federal Wage Decision. ECD will send to DA the latest Wage Decision. If they are in any way different from those issued in the original bid package,DA will immediately forward latest wage decision to all bidding contractors who, in turn, submit revised bids prior to the bid opening. 3. DA: Conducts bid opening and sends to ECD a copy of the contract bid specifications including copies of the wage decisions in effect at bid opening. 4. DA: Reviews bid documents submitted by the low-bidder to assure compliance with County Policy 15-01, if applicable, and 24CFR 85.36(e) regarding the participation of minority,disadvantaged and women business enterprises.(MWBE's)in the proposed construction contract. If DA has its .own plan that meets the aforementioned requirements,it may use this plan for bid document reviews. 4 5. DA: Submits the low-bidder information and list of subcontractors to ECD and requests ECD for "Approval- to Proceed to Award a Construction Services Contract". If • adjustment of funds or project description is needed, the written request for reallocation of funds (revision of Attachment "A") or change in project description (revision of Attachment"B")should be sent at this time: Requests over 25%of project' allocation,require approval by DA governing body in a public hearing. 6. ECD: Prepares revisions to Attachment"A"and/or"B"as requested. 7. ECD: Reviews Contractor/Subcontractor's eligibility to receive Federal contracts. 8. ECD: Issues "Approval to Proceed"to DA. 9. DA: Approves the Affirmative Action Plan for contractors who: 1)have contracts with the DA during current fiscal year,or 2)employ ten(10)or more employees,or 3)bid work for more than$10,000. 10. DA: Insures completeness of contract documents prior to award of contract. Construction contracts must contain a copy of Federal Labor.Standards, applicable Federal Wage Determination,'and a copy of restrictions on public buildings and public works projects provisions. 11. DA: Awards Contract. 12. DA: Notifies ECD of pre-construction conference at least 12 days prior to event. 13. ECD: Notifies HUD of pre-construction conference at least 10 days prior to event. 14. DAM Conducts pre-construction'conference(ECD attendance mandatory). ECD forwards Contract Compliance Instructions to prime contractor. 15. DA: Provides ECD with a copy of signed contract prior to start of construction.DA ensures completion of bonds and obtains contractor/subcontractor certifications concerning labor standards and prevailing wage requirements; regarding Equal Employment Opportunity, and restrictions on public buildings and public works projects before signing contract. 16. DA: Keeps an up-to-date record of all encumbrances and obligations,including staff costs incurred,to assure that the remaining balance of funds is known. 17. ECD/ DA: Ongoing observation and monitoring of projects. 18. DA: Conducts,on-site interviews with employees regarding their wages. Sends copy of interviews to ECD. 19. DA: Receives from contractor, requests for progress payments accompanied by Weekly; Certified Payroll, form WH-347; and any other documentation of.expenditures and work accomplished. See Attachment "D-6"for form W11-347. 20. ECD: Receives from contractor,duplicate copies of Weekly Certified Payroll forms WITH- ORIGINAL SIGNATURES. 5 21. ECD: Checks wages reported on Certified Payroll forms against employee interview forms for consistency between wage rates.reported by contractor and wages received by employees. 22. ECD: Checks contractor's compliance with the approved Affirmative Action Plan. 23. DA: Submits to ECD once each.month during the term of the construction contract,a report package containing: a. Request for Reimbursement and accompanying documentation. Payments on said requests that are subject to complete compliance with Federal Labor Standards. -24. DA: Notifies ECD of all meetings regarding ECD projects, such as Design Conferences, Public Meetings,meetings with Community Development Advisory Commission,and DA at least five(5)working days before event occurs. 25. DA: Processes change orders and sends copy(ies)of change order(s)along with "Request for Approval of a.Contract Change Order"to ECD. Notifies ECD of proposed changes in the list of-subcontractor(s)and submits "Request For Approval to Proceed"to add or delete subcontractors)from the approved list. 26. DA: Must obtain approval from ECD regarding all change orders prior to authorizing the contractor to proceed with said changes. '27. DA: Requests revisions to Attachment "A" or Attachment"B" as needed. 28. ECD: Revises Attachments "A" or "B" and issues "Approval to Proceed to Issue Change Orders)",to DA. 29. DA: Notifies ECD of final inspections at least five(5)working days before inspection date. 30. DA: Attends final inspections (ECD attendance optional). 31. DA: Secures its governing body's acceptance=of completed project and filing of Notice of Completion. 32. ECD: Monitors project progress and contract compliance and issues, as necessary, "Notice of Non-Receipt of Monthly Status Report"or"Notice to Submit Final Activity Costs" notices to DA. 33. DA: Takes necessary actions to comply with said notices. 34. DA: Prepares and submits "Notice of Completion"to ECD. 35. ECD: Conducts "Annual Certification of Use of Facilities". IV. DA must ensure compliance with the following regulations and statutes, as amended, in carrying out CDBG funded activities: A. Community Development Block Grant Regulations of the Housing and Community Development Act of 1974, as amended(24CFR 570). b B. Applicable Uniform Administrative Requirements: 1) Office of Management and Budget.Circular A-87 2) Office of Management and Budget Circular A-128 3) 24CFR Part 85 C. Applicable Uniform Administrative Requirements for Subrecipients that are not Governmental Entities: 1) Office of Management and Budget Circular A-110 ` 2) Office of Management and Budget Circular A-122 J 3) 24CFR Part 84 D. Federal Labor Standards Compliance Handbook No. 1344.1 REV-1 including: 1) Davis-Bacon Act(40 U.S.C. 276a to a-7) 2) Contract Work Hours and Safety Standards Act(40 U.S.C. 327-330) 3) Copeland Act(18 U.S.C. 874) E. Equal Employment Opportunity Requirements of Executive Order 11246,as amended F. Environmental Protection Agency Regulations(40CFR Part 1500-1508) G. Flood Disaster Protection Act of 1973 (42 U.S.C. 4001-4128) H. Archaeological and Historic Preservation Act of 1974 I. Rehabilitation Act of 1973,as amended I Americans With Disabilities Act K. Clean Air Act(42 U.S.C.7401 et. seq.) L. Clean Water Act(33 U.S.C.,1368) M. Section 3 Regulations of the Housing and Urban Development Act of 1968,Title 24CFR,Part 135(12 U.S.C. 1701u) N. Title VI of the Civil Rights Act of 1964, as amended(42 U.S.C. 2000d et-.,seq.) O. Fair Housing Act(42 U.S.C. 3601-20) P. Uniform Relocation Assistance and Real Property Acquisition Policies Act of..1970,as amended(42 U.S.C.4601-4655) Q. Hatch Act R. Lead Based Paint Poisoning Prevention Act(42 U.S.C.4831(b)) 7 ATTACHMENT E SAN BERNARDINO COUNTY DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT DELEGATE AGENCY MINORITY AND WOMEN OWNED BUSINESS ENTERPRISE PARTICIPATION This form is designed to assist the County of San Bernardino in complying with HUD regulations by reporting the amounts of contracts and subcontracts awarded to Minority and Women Owned Business Enterprises (M/WBE'S) for the project named below. Include information on all subcontractors and suppliers if the total bid amount exceeds$10,000. "Minority owned or controlled"means that 51%or more of the company's ownership or controlling interest in the company is held by one or more African Americans,Native Americans (including American Indians,Eskimos, Aleuts, and Nati Hawaiians), Hispanic/Latino Americans, or,Asian/Pacific Americans"(including persons whose origins are from Japan, China,the Philippines,Vietnam,Korea,Samoa,Guam,the United States Trust Territories of the Pacific,Northern Marianas, Laos,Cambodia,and Taiwan),or any other group of natural persons identified as minorities in the project specifications by the County. "Female owned or controlled" means that 51%or more of the company's ownership or controlling interest in the company is held by one or more female persons. PROJECT Project Name Project Number Total Bid Amount CONTRACTOR/SUPPLIER Contractor Name Address Zip Federal I.D.Number Phone Number $ Minority owned or controlled? [ ] Yes [ ] No Portion of bid amount to be If yes, which minority? performed by contractor Female owned or controlled? [ ] Yes [ ] No SUBCONTRACTORS/SUPPLIER 1) Subcontractor Name Address Zip Federal I.D.Number Phone Number $ If yes, which minority? Subcontract Amount Which Minority? Female owned or controlled? [ ] Yes [ ] No ------------------------------------------------------------------------------------ 8 Minority and Women Owned Business Enterprises Participation (continued) 2) Subcontractor Name Address Zip Federal I.D.Number Phone Number $ Minority owned or controlled? [ ]Yes [ ]No Subcontract Amount If yes, which minority? , . Female owned or controlled? [ ]Yes [ ]No 3) , Subcontractor Name Address Zip Federal I.D. Number Phone Number $ Minority owned or controlled? [ ] Yes- [ ]No Subcontract Amount If yes,which minority? Female owned or controlled? [ ] Yes [ ]No 4) Subcontractor Name Address Zip Federal I.D.Number Phone Number Minority owned,or controlled? [ ] Yes [, ] No Subcontract Amount If yes,which minority? Female owned or controlled? [ ] Yes [ ]No 5) Subcontractor Name Address Zip Federal I.D.Number Phone Number $ Minority owned or controlled? [ ] Yes [ ]No Subcontract Amount If yes, which minority? Female owned or controlled? [ ] Yes [ J No --------------------------------------------------------- 6) Subcontractor Name Address Zip Federal I.D. Number Phone Number $ Minority owned or controlled? [ ]-Yes [ ]No 'Subcontract Amount If yes,which minority? Female owned or controlled? [ ] Yes . [ ]No 7) Subcontractor Name Address „Zip Federal I.D.Number . Phone Number $ Minority owned or controlled? [ ]Yes [ ] No Subcontract Amount If yes,which minority?, Female owned or controlled? [ ] Yes [ ]No (Use additional copies of this form if needed to provide information on all subcontractors) J t-Rkqmv TERR C ' Community Services Department- Staff Report MEETING DATE: May 22, 2003 CRA-ITEM ( COUNCIL ITEM (X) SUBJECT: CONTRACT WITH THE GRAND TERRACE CHAMBER OF COMMERCE FOR THE JOINT CONTINUATION OF THE BLUE MOUNTAIN OUTLOOK FUNDING REQUIRED'(X) ' DISCUSSION: The City entered into an agreement on.September 15, 2000 with the Grand Terrace Chamber of Commerce to combine the Blue Mountain Outlook (Chamber's Publication) with the City publication. The contract for this,publication expired on June 1, 2001 (Attachment 1). Staff has been working with the Grand Terrace Chamber of Commerce to increase the number of pages in the newspaper and finalize a major facelift for"the paper. A new, layout with color was completed for the April edition. In addition, more articles were added on the front page and the photograph clarity was increased: In postage fees along with color and more pages have increased the monthly cost to the chamber. A percentage of these increases have been passed on to the City. The A new annual subsidy requested from the City will.increase from $5,600 to $7,449. The negotiated changes to the contract are in bold (Attachment 2). The Board of Directors of the.Grand Terrace,Chamber of Commerce approved this contract at their April meeting. RECOMMENDATION:. STAFF RECOMMENDS COUNCIL APPROVE THE NEW CONTRACT DATED MAY,1, 2002 WITH THE GRAND TERRACE CHAMBER OF COMMERCE FOR THE JOINT PUBLICATION OF THE BLUE MOUNTAIN OUTLOOK., COUNCIL AGENDA ITEM N0 3T AN AGREEMENT BETWEEN THE CITY OF GRAND TERRACE, CALIFORNIA AND THE GRAND,TERRACE CHAMBER OF COMMERCE FOR THE CONTINUATION , OF THE JOINT USE NEWSLETTER/PUBLICATION THIS AGREEMENT IS ENTERED INTO THIS 1 ST DAY OF June 2003 BY AND BETWEEN THE CITY OF GRAND TERRACE("CITY")AND GRAND TERRACE AREA CHAMBER OF COMMERCE (CHAMBER)FOR THE DEVELOPMENT OF A JOINT USE NEWSLETTER/.PUBLICATION. RECITALS , WHEREAS, CHAMBER has published the Blue Mountain Outlook Newsletter as a monthly publication for the benefit of the business community and for the information of the residents of Grand Terrace; and WHEREAS, the CITY has been in a working relationship with the Chamber since August 2000 to produce.and distribute the Blue Mountain.Outlook by direct mailing the publication to Grand Terrace businesses and residents; and WHEREAS,the main goal of this publication is to be an information resource for the Grand Terrace community which benefits both the City as an outreach source and.the helps-in the promotion and recognition of the local business community; and NOW,THEREFORE, THE PARTIES AGREE AS FOLLOWS: SECTION 1. SERVICES OR SCOPE OF WORK CHAMBER shall perform all the services described-as follows: • Work with the City in the continued development of the Blue Mountain Outlook Newsletterwhich includes a business section and a City developed ".City News" section. •' Provide a minimum offive'(5)pages of the Blue Mountain Outlook Newsletter to the City and one article and the Terrace Talk column on the front page. • Provide services for the layout and development of the entire newsletter, including but not limited to design, editing, and printing of the publication. • -Ensure that the publication is delivered to the Postal Service by the last business day of the preceding month. • Provide that the Blue Mountain Outlook Newsletter maintains at least a 40%news and 60% ads ratio. • Allow the City at least two full working days to review the draft before printing. • Allow the City to,provide one photograph at least every other month for the front page of the newspaper. Both parties agree that each monthly publication will be approved by both parties prior to publication and mailing. SECTION 2. SERVICES PROVIDED CHAMBER shall provide all labor, supervision and equipment required to perform said services. SECTION 3. COMPENSATION CHAMBER shall be paid an amount not to exceed $7500 annually which shall be billed in monthly increments. SECTION 4. BUSINESS LICENSE CHAMBER is a non-profit organization and is exempted from the requirement to obtain a City Business License. SECTION 5. INDEPENDENT CHAMBER The parties agree that CHAMBER is an independent entity who is being paid to produce a result. CHAMBER is in no way an employee of the CITY. CHAMBER controls the means of accomplishing the work. CHAMBER shall pay all Federal and State payroll taxes for employees of CHAMBER and said employees shall in no way be deemed or construed to be employees of CITY for any purpose. SECTION 6. EFFECTIVE DATE/TERM This agreement shall become effective upon the date of execution of the agreement by both parties. This contract shall terminate on June 2004 unless renewed. SECTION 7. TERMINATION Parties shall have the right to terminate this agreement at a date earlier than specified for default. Before parties exercises said right they shall give 60 days notice of the facts constituting the default and a chance to cure any deficiencies within that time. If those deficiencies have not been cured,parties shall have the right to send other notice that the contract has been terminated for default pursuant to this paragraph by giving notice as provided herein. SECTION 8. ASSIGNMENT No assignment of this agreement may be made without the express written consent of the CITY. 2 SECTION 9. NOTICE The parties may give notice under-this agreement by sending such notice certified mail addressed as follows: TO CITY: CITY OF GRAND TERRACE 22795 Barton Road Grand Terrace, CA 92313 ATTN: Brenda Stanfill, City Clerk TO CHAMBER: GRAND TERRACE CHAMBER OF COMMERCE 12.139 Mt. Vernon Ave. Grand Terrace, CA 92313 ATTN: Board of Directors Such notice shall be deemed received five (5) days.after mailing,whether signed or not. SECTION 10. GRATUITIES' CHAMBER.warrants that neither it nor any of its employees, agents, or representatives has offered or given any gratuities to CITY'S employees, agents, or representatives with a view toward securing this agreement or securing favorable treatment with respect thereto. SECTION 11. MUTUAL BENEFIT PUBLICATION CHAMBER and CITY agree that this publication is to be developed as a non-political, non-partisan publication which provides information beneficial to both entities. The content will be geared toward the development of articles and information which aims at the mutual reflections of the community and will not contain information which may be construed as detrimental to the interests of either the CITY or the CHAMBER. SECTION 12. ADVERTISEMENTS Both the CITY and CHAMBER agree that the publication may contain advertisements on the pages dedicated to,the CHAMBER which advertises the local business community.. The publication will not contain advertisements which contain material not suited for community publication. Specifically; the CHAMBER may not sell advertisements which advertise adult oriented services (pornography, adult entertainment,telephone or internet chat services), alcohol or tobacco products,political advertisements (partisan or non- partisan), and any products or services which cannot be utilized by the'general public. The City reserves the right to approve content for its own ads and articles. SECTION 13. NO WAIVER 3 The failure of the CITY at the time to require performance by the CHAMBER of any provisions hereof shall in no way affect the right of the CITY thereafter to enforce same. Nor shall waiver by the CITY of any breach of any provisions hereof be taken or held to be a waiver of any succeeding breach of such provision or as a waiver of any provision itself. SECTION 14. INTEGRATION This agreement constitutes the entire agreement and understanding between the parties hereto,and it shall not be'considered modified, altered, changed, or amended in any respect unless in writing and signed by the parties hereto. SECTION 15. LEGAL ACTION/ATTORNEY'S FEES The parties agree that should any dispute arise concerning,the interpretation of this agreement, or regarding the performance or non-performance of this agreement, that the prevailing party shall be entitled to, in addition to all other relief, its reasonable attorney's fees and court costs fixed by the Court. SECTION 16. EXTRA WORK i The CHAMBER hereby agrees that they will not proceed with any extra work unless they have been authorized in writing to'do so by CITY. WITNESS WHEREOF,the parties hereto have set their hands and seals the day and year first above written. ATTEST: CITY OF GRAND TERRACE By: Mayor City Clerk CHAMBER By: APPROVED AS TO FORM: Title: City Attorney -4 DATE: May 14,2003 W.O.# 12.610 c6CpMMUNy ' (rye GRHMD 7ER CRA() COUNCIL ITEM(X) MEETING DATE: May 22,2003 SUBJECT: Grant Deed for Property Line Adjustment on Property Dedicated H�I��S at 22087 Barton Road DEPARTMENT OF FUNDING REQUIRED_ NO FUNDING REQUIRED XX BUILDING& SAFETY, PUBLIC WORKS On November 17, 1998 City Council accepted an offer of dedication made by Ali M. AND HOUSING Yasin and Salam A. Yasin for the required widening on the west side of Michigan 22795 Barton Road Street at Barton Road. ' Suite B Grand Terrace When the curb, gutter and sidewalk were formed and prior to placement of concrete,it California 92313-5295 was determined that by reducing the radius at the back edge of the sidewalk from 35'to Civic Center a 25'radius would`give more room for vehicular access,to the pump island adjacent (909) 825-3825 thereto. Fax(909) 825-7506 As a result of the above change, a deed with the description and plat map showing the property line in the correct location has been prepared for recordation. STAFF RECOMMENDS THAT THE CITY COUNCIL: 1. Authorize and direct the City Clerk to record said document COUNCIL AGENDA ITEM N0. 5G Recording requested by: The City of Grand Terrace WHEN RECORDED MAIL_TO: City Clerk City of Grand Terrace 22795 Barton Road Grand Terrace,CA 92313 SPACE ABOVE THIS LINE FOR RECORDER'S USE APN: 0277451-02 GRANT DEED FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, City of Grand Terrace, a Municipal.Corporation. a corporation organized under the laws of the State-of CALIFORNIA does hereby GRANT TO: Ali M. Yasin & Salam A. Yasin th'e'real property in the City of Grand Terrace, County of San Bernardino, State of California, described as: On Exhibit"A" and shown on Exhibit `B',both are attached'and by reference made apart hereof. By: DATED: . .— 13 -643 State of California ) County of San Bernardino )ss. City of Grand Terrace ) 0n MO.V 003 ,before me,the undersigned,a Notary Public in and for said State,personally appeared [ crys ,pers e to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity,and that by his signature on the instrument the person,or the entity upon behalf of which the person acted,executed the instrument. WITNESS my hand and official seal �� llL . • JASPREET KA UR '2m�] Ajr vw 'G .- COMM. #1370004 �r��/ ¢ NOTARY PUBLIC-CALIFORNIA SAN BERNAR- COUNTYIt My Comm.Expires Aup,73,2006 Exhibit "A" A portion of Lot 5 of the LANDS OF EAST RIVERSIDE LAND COMPANY, according to the plat filed in Book 6 of Maps, page 44, Records of San Bernardino County, California, more particularly described as: COMMENCING at the centerline intersection of Barton Road (formerly Palm Avenue) and Michigan Avenue as shown on said map and also shown on Parcel Map 3803, Parcel Map Book 49, pages 16 and 17 in said County; thence South 0°25'17"East along the centerline of Michigan Avenue a distance of 178.00 feet to the easterly prolongation of the north line of Parcel I of said Parcel Map 3803; thence South 89°22'25" West along said prolongation a distance of 44.00 feet; to the Northeast corner of said parcel 1; thence North 0°25'17" West along a line parallel to said Michigan Avenue a distance of 92.87 feet to the beginning of a tangent curve concave southwesterly, having a radius of 35.00 feet; said point being the TRUE POINT OF BEGINNING. Thence northwesterly along said curve through a central angle of 90°12'18", an arc length of 55.10 feet to a point In the South line of said Barton Road (being 50 feet south of it's centerline); thence along said line,North 89°22'25" East a distance of 10.04 feet to the beginning of a tangent curve concave southwesterly having a radius of 25.00 feet; thence southeasterly along said curve through a central angle of 90'12'18", an are length of 39.36 feet to a point In the East line of said Parcel 1; thence South 0 Degrees 25 minutes 17 seconds 10.04 feet to the POINT OF BEGINNING. Said parcel contains 129.8 square feet. Prepare by AL.zRED J. O Alfred Thelwell 7,1-i:,l��;ELL � Dec 9, 2002 EX° 9-3o-�� LS 6999 cn No. 6999 Exp 9-30-05 5,u OF 0 Exhibit " B " DEED PLAT S89'22'25"w BAR TON R OAD J 10.04' N89'22'25"E N89'22'25"E 88.91' /y�,� 9�1`Z�� II m w �� CA D co p IICA 010 CD 00, NO 0 3 O N (T O V SO co C (n v N O P O V p t0 m bD N v 1 7� 44 N89'22'25"E 114.00' 1.00 33.00.' This plat is solely an aid for interpreting the attached document. �Itdo not alter or s . any portion ,of Exhibit "A" AND Pre ared by �� AL FRED J. Alfred J Thelwell THELWELL O LS '6999 70 Exp 9-30-05 ExP. 9-30-05 ,q N� tv0:6999 \Q OF C A'0- RAND TERR J Community Services Department Staff Report MEETING DATE: May 22, 2003 SUBJECT: 2002-03 Disadvantaged Business Enterprise Program Goa NO FUNDING REQUIRED BACKGROUND: In July 2001,the City Council approved'the City's Disadvantaged Business Enterprise (DBE)Program for use in the implementation of all projects utilizing Federal Funds. 'The DBE program is submitted-annually to the Office'of Local Programs Assistance at CALTRANS. This item is requesting that the,Council approve'a resolution adopting our 2002-03-Goal for the City. In 2002-03 it is anticipated that we will be working on three projects which require the oversight of our DBE Program. These are the West Barton Road Bridge Project,the installation of lights at the intersection of De Berry and Mt Vernon, and the CDBG projects at Susan Petta.Park. Our estimated goal is 11.7%based upon the calculation of the budgeted estimated-goal and the amounts going to-the DBE's. RECOMMENDATION: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING A DISADVANTAGED BUSINESS ENTERPRISE PROGRAM GOAL. COUNCIL AGENDA ITEM ND® JH 1 RESOLUTION NO. 03- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, - CALIFORNIA, ADOPTING A DISADVANTAGED_ BUSINESS ENTERPRISE PROGRAM GOAL WHEREAS, under Federal Guidelines, all entities, both State and Local, which receive Federal funding for transportation related projects, are now required to begin the implementation of programs which will assist and maximize the use of Disadvantage Business Enterprises (DBE's); and WHEREAS, under Title 49'CFR Part 26,the US Department of Transportation now mandates "Participation by Disadvantaged Business Enterprises" in all projects which involve the I Federal-Highway Administration (FHWA), Federal Transit Administration (FTA)' and the Federal Aviation Administration (FAA); and _WHEREAS,,the City of Grand Terrace is in the process of.implementing capital projects-which will utilize'federal funding which will be,subject-to the regulations imposed under Title 49; and WHEREAS, the.City of Grand Terrace has an approved DBE Program and Policy which conforms to the regulations and will serve as the governing document for compliance for the expenditure-of federal funds; and " i 4 WHEREAS, the City of Grand Terrace is setting 11.7% as our estimated DBE Participation goal for the period of,October 1, 2002 to September 30, 2003. NOW, THEREFORE, BE IT RESOLVED, that the City Council adopts the CITY OF GRAND TERRACE DISADVANTAGED BUSINESS (DBE) ENTERPRISE PROGRAM GOAL and authorizes submittal to the Caltrans Office of Local Programs and'Assistance. PASSED, APPROVED AND ADOPTED this 22"d day of May, 2003. Mayor of the City of Grand Terrace ATTEST: r City Clerk of the City of Grand Terrace 1 s L NOTICE OF DISADVANTAGED" BUSINESS ENTERPRISE PROGRAM GOALS AND RIGHT OF PUBLIC COMMENT NOTICE IS HEREBY GIVEN TO THE PUBLIC THAT: 1. The City of Grand Terrace has heretofore adopted an Overall Annual Goal of 11.7% Disadvantaged Business Enterprise (DBE) minority participation, including 10.5% race- - neutral participation and 1.2% race-conscious participation, for all federally funded or assisted Capital Improvement Program projects for the.Federal Fiscal Year (FFY) 2002- 2003. The 'City of Grand Terrace shall pursue these DBE Goals by committing itself to substantially increase disadvantaged businesses utilization for all federally funded or assisted Capital Improvement Program projects. The goals further include a commitment by the City of Grand Terrace, and its contractors and subcontractors, to provide disadvantaged businesses with the maximum opportunity to participate in the performance of all federally funded or assisted contracts-and subcontracts, in accordance with 49 CFR 26. 2. The public may inspect the goals and a description of the methodology utilized to„establish said goals,at the City of Grand Terrace,22795 Barton Road, Grand Terrace, California,for -` a period of 30 days from the date this notice is first published. 3. The U.S.Department of Transportation and the City of Grand Terrace will accept comments on said goals for 45 days from the date that this notice is first published and said comments shall'be considered to be for informational purposes only. 4. In addition to the foregoing,interested disadvantaged and majority contractor organizations, upon request,shall receive a direct mailing of the complete program with a request that they provide written comments to the City of Grand Terrace on this program. The City of Grand Terrace Overall Annual Goal of 11.7%Disadvantaged Business Enterprise(DBE) minority participation covers the period between October 1, 2002 and September 30, 2003. Brenda Stanfill, City Clerk City of Grand Terrace . CITY OF GRAND TERRACE FINANCE DEPT C%T Y fi0.pMD h0.0.C STAFF REPORT CRA ITEM( ) COUNCIL ITEM(X) MEETING DATE : May 22, 2003 AGENDA ITEM SUBJECT: 2003-2004 CITY OF GRAND TERRACE BUDGET RESOLUTION FUNDING REQUIRED XX NO FUNDING REQUIRED On May 6, 2003, Council conducted a review of the Preliminary City Budget for the fiscal year beginning July 1, 2003 through June 30, 2004. SOURCES OF CITY FUNDS: (Estimated FY 2003-2004) _ Revenues General Fund General Fund Revenue $ 3,411,269 Special Revenue Funds Street Fund Revenue 8,100 Storm Drain Fund Revenue 12,000 Park Fund Revenue 1,300 SLESF (COPS)Fund 102,000 Air Quality Revenue 14,725 Gas Tax Fund Revenue 247,778 Traffic Safety Revenue 49,200 Measure I Fund Revenue 164,750 Waste Water Disposal Fund Rev. 1,224,785 Landscape District Fund 15,217 Total Special Rev. Fund-Revenue $1,839,855 Capital Project Funds Barton Rd. Bridge Project 1,368,817 Total Capital Project Funds Revenue 1,368.817 Total City Revenue $6,619,941 COUNCIL AGENDA ITEM NOJ J CITY OF GRAND TERRACE FINANCE DEPT Budget Adoption ry May 22, 2003 Other Sources of Funds Interfund Transfers-In Storm Drain Fund 4,853 AB 3229 COPS Fund 25,000 Gas Tax Fund 32,222 Barton Rd.Bridge Project 83,278 Total Transfers-In 145,353 Use of(Addition to.)Available Fund Balance: (to Tund appropriations in that particular fund) Street Fund (8;100) Park Fund (1,300) AB3229 COPS' 89,510 Storm Drain Fund 56,978 Air Quality Improv. Fund (12,898) Gas Tax Fund 23,363,, Traffic Safety Fund (19,065) Measure I Fund 5,044 Waste Water Disp Fund (105,452) Landscape District'Fund 4 223 Total Use of Available Fund'Balance (net) 23,857 TOTAL SOURCES OF ALL CITY FUNDS $ 6,789,151 USES OF CITY FUNDS: (Budget FY 2003-2004) Appropriations & Operating Transfers: General Fund.Expenditures $ 4,078.07 Operating Transfer-Out 32,222 Cost Allocation(net) 699 620 3,411,269 Special Revenue Funds 1,644j802 Operating Transfers-out 113,131 Cost Allocation (net) 167,854 1,925,787 Capital Project Funds 1,435,858 Cost Allocation(net) 16,237 1,452,095 TOTAL USES OF ALL CITY FUNDS $6,789,151 CITY OF GRAND TERRACE FINANCE DEPT Budget Adoption May 22, 2003 STAFF RECOMMENDS THAT COUNCIL: Adopt a resolution for the 2003-2004 Fiscal Year Budget of the City of Grand Terrace with estimated revenues of$6,619,941, use of available fund balance of$23,817, and transfers-in of$145,353, for a total source of funds of$6,789,151, and total appropriations-of $6,643,798, and transfers-out of$145,353, for a total use of funds of$6,789,151. i RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,ADOPTING A BUDGET OF ESTIMATED REVENUES AND EXPENDITURES FOR FISCAL YEAR 2003-2004 WHEREAS, local agency is required to adopt a budget for the subsequent fiscal year for estimated revenues and expenditures; and WHEREAS, every local governmental agency shall file with the county auditor of the county in which the agency conducts its principal operations, a budget for the fiscal year then in progress; and WHEREAS, the City Council and Staff members have thoroughly reviewed and analyzed the proposed budget in order to determine the needs of the City of Grand Terrace; NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE, DECLARE,AND ORDER AS FOLLOWS: Section 1. That a budget for Fiscal Year 2003-2004,a copy of which is on file in the City Clerk's Office, is hereby adopted for the City of Grand Terrace with estimated revenues of $6,619,941,use of available fund balance of$23,857,interfund transfers-in of$145,353,for a total source of funds of$6,789,151 and total appropriations of$6,643,798,and interfund transfers-out of 145 353 for a total use of funds of$6,789,151. Section 2. That the City Clerk is hereby directed to forward a copy ofthis Resolution and the adopted Fiscal Year 2003-2004 Budget to the Auditor-Controller of the County of San Bernardino. ADOPTED this 22"d day of May, 2003. ATTEST: City Clerk of the City of Grand Terrace Mayor of the City of Grand Terrace Terrace and of the City Council thereof and of the City Council thereof G RESOLUTION NO. 2003- Page 2 I BRENDA STANFILL, City Clerk of the City of Grand Terrace, California, do hereby certify that the foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 22nd day of May, 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Approved as to form: City Attorney City Clerk J Of i Y OF GRAND TERRI- . CITY OF GRAND TERRACE EMERGENCY OPERATIONS COMMITTEE • ' 2003 Regular Meeting , MINUTES 01.k X CLEW April 1,2003 The Grand Terrace Emergency Operations Committee met at the regular time at the Emergency Operations Center at 22795 Barton Road, Building 3. The meeting was called to order by Chairperson, JoAnn Johnson at 6:02 p.m. Agendas were distributed. MEMBERS PRESENT-Vic Pfennighausen,Dottie Raborn and JoAnri Johnson. MEMBERS'ABSENT—Richard Haubert and Claire McElwee. CITY STAFF—Assistant City Manager, Steve Berry and Management Information Systems Specialist, Dragos Barbu. GUESTS PRESENT—Capt. John Lansing and Fireman,Nathan Harrison with Station 23 in Grand Terrace, Councilwoman, Bea Cortes and Judy Smith,prospective member. INTRODUCTIONS a. Capt'John Lansing briefly outlined what he does with the Fire Department and.indicated that there are regularly two regular paid personnel and 15 volunteers each day. b. Fireman,Nathan Harrison has been in G.T. for two years. _ c. Bea Cortes, Councilwoman explained that she was a field-representative for Assembly woman Gloria McLeod. ' `J d. Judy Smith indicated that she may be interested in joining the committee and her expertise is in nursing and fitness. e. Regular members and liaisons introduced themselves and briefly gave their backgrounds and current positions re the committee and the city. APPROVAL OF MINUTES of March 4,2003 was given, with motion by Dottie Raborn and second by Vic Pfennighausen. LIAISON REPORT by Steve Berry a. Steve received papers from Homeland Security Dept and has been perusing them. b. He will follow up and apply for funds,if that is possible. c. Steve indicated that the Council meetings may possibly be changed to Tuesdays. d. When viewing the facts, Tuesday would work,for us if it remained the second and fourth Tuesday since our meeting is the first Tuesday. 4 EQUIPMENT AND FACILITIES REPORT by Vic Pfennighausen a. Radios and generators are all functional but one HT needs some repair. b. Autopatch is being finished and should be back soon. c. Thanks to Steve for seeing that EOC area in community room storage is being fim'shed. d. All boxes and other equipment are being stored near where they would be used. e. Information about cell phone failure in some emergencies was distributed. This indicates that in some cases,radio is the only means of communication. f. Vic indicated that we have $282 left in our budget. COUNCIL AGENDA ITEM NOS,Fn1a. g. Radio purchased for Fire Department is ready. Will set up time to install at F.D. h. EOC generator will supply power to three buildings and operate radio equipment. i. HT's are kept charged at all times. UNFINISHED BUSINESS a. Steve would like to set up a time to do,the electrical check planned previously: b. Vic indicated that he would be available when ever the time was decided. NEW BUSINESS a: Grand Terrace Days will,be June 7th. i b. Vendors packets, letters,parade info, fund raising, etc., all have been sent out. C. Fair will move to the Middle School since the park will be in the renovation stage. d. Need 40 to 50 volunteers to help from 8 a.m. until 4 or 5 p.m. n TRAINING/SPEAKERS a. Capt. Lansing spoke on the national situation and measures taken locally. b. The-Fire Department is a reactionary force for the most, as opposed to proactive. c. Though the nation is.at an orange level, Station 23 is at a yellow level. d. The station is secure and school visits and observers have been curtailed, e. All equipment can be secured very quickly. f.• Prepared to deal with"dirty bomb" and'.has new Technical Rescue Trailer. g. Trailer is a state level "..heavy" so can do really•heavy rescue. h. San Bernardino County will be one of the leading rescue teams.in California. i. Station 23 can assist Riverside County, etc.,but will not be sent out of the area. j. Will take training in heavy concrete lifting, etc. k. Shelter-in-place is used today in place of the older Bomb Shelter. L County EOC was activated a day after the start of the war,but not,full staff. in. Grants are available for satellite phones. (Who will follow up on.this?)- MEMBER/GUEST REPORTS AND COMMENTS a. Judy Smith wondered if F.D. still gives First Aid and CPR. Not at this time. b. Bea Cortes will sponsor spaghetti dinner April 30th from 11 until 2 at Lions Community Center as a fund raiser for the Kiss a Cow library fund. ADJOURNMENT at 6:53 p.m. Respectfully submitted, JoAnn Jo on, Acting Secretary NEXT MEETING WILL BE TUESDAY,MAY 6,2003 6 p.m. CITY OF GRAND TERRACE CITY OF GRAND iERRACLi CRIME PREVENTION COMMITTEE: ' Regular Meeting N AY ISBN MINUTES , ARM 14,2003 CITY CH EN", ", The Grand Terrace Crime Prevention Commime'met for the regular meeting at the Senior Center. Meeting was called to order at 6:01,p.m. by Chairperson, Philomene Spisak. MEMBERS PRESENT were Philomene Spi§ak, Chairperson, JoAnn Johnson, Dottie Raborn, Pat Smith, Don Bennet and Lew Neeb.' MEMBERS ABSENT- Secretary, Dick Rollins, Claire McElwee and Margaret Reagan (alternate). CITY STAFF/SHERIFF'S DEPT. - Tanya Cahill, SSS. GUESTS PRESENT-Bob Stewart, Citizen Patrol'.'. 1 AGENDA was approved with motion by Lew Neeb and second:by Don Bennet. MINUTES for the meeting"of March 10, 2003 were not approved because they were not available. PUBLIC COMMENT-None. CORRESPONDENCE -None. BUDGET/FINANCIAL REPORT-No change. Balance of$7099.'32. UNFINISHED BUSINESS A. Swindles a. Jail inmates may call telephone and get to.accept charges. At that time, they have a; ^ clear line and can make any calls. B. Regular/Alternate Member Vacancies - To be removed from agenda. NEW BUSINESS A. Crime Prevention Planning a. Citizen patrol members have requested that they pay for their CPR and First Aid classes from their own account. b. Grand Theft Auto's are up in Grand Terrace. c. Usually 1 or 2 auto burglaries per day. d. Crime Prevention budget will probably be eliminated, due to the fact that the SSS is funded by a Grant. e..Tom Schwab will explain next month. REPORTS A. Summary of Law Enforcement Activity. a.Dick Rollins Park was invaded by soccer players from outside the area. COUNCIL AGENDA ITEM-NW 5ig2a b. Citizen Patrol was asked to keep an eye on the park while under construction. B. Citizen Patrol Report ' a. Citizen Patrol turned in 162 hours in March. 'Total of 673 to date. b. Hours are down.due to health problems of members. c. Request to patrol.OzFest on July 5th. C. Other Community Programs a. The 40 and 80 meter EOC antenna was destroyed when contractor for the park snagged a guy wire. It must be replaced quickly. b. Should be covered by the contractors insurance. c:Grand Terrace Days planning meeting set for April 16th if 2 p.m, d. Citizen Patrol will to only traffic control. D. Member Reports a. Lew had checked'on bank for Citizen Patrol. b. However, plans were already made to go to Valley Bank. c. Lew would like to have Velma Snyders'jacket. OK. There being no further business to discuss, the meeting was adjourned at approximately 6:46 p.m. Respectfully Submitted, Acting Secr ary, JoAnn Johnson STAFF REPORT GRAND TERR CCity Manager's Office 1 CRA ITEM ( ) COUNCIL ITEM (X) MEETING DATE: May 22, 2003, SUBJECT: AN ORDINANCE ESTABLISHING A FEE FOR THE RECOVERY OF COSTS ASSOCIATED WITH THE TOWING OF VEHICLES BY SHERIFF'S DEPUTIES AND CITY CODE ENFORCEMENT OFFICERS FUNDING REQUIRED ( ) ,NO FUNDING REQUIRED (X) BACKGROUND As part of our efforts to reduce costs associated with law enforcement activities, we conducted.a review of routine and repetitive tasks performed-by the Sheriff's Deputies. The towing-of vehicles as a result of violations of laws requires the expenditure,of valuable patrol time. The average time required for a deputy to tow a vehicle,is slightly over one hour. This includes but is not limited to; investigative time,time waiting for tow trucks,completion reports,and'sending teletypes. Currently our deputies are towing over one hundred vehicles per year.. Although performance of this task generally can not be avoided or reduced,recovery of costs associated with the completion of the task is allowable by law. The City of Grand Terrace is one of only two cities in the San Bernardino valley that does not pursue the recovery of these costs. ANALYSIS The California Government Code allows for the recovery of expenses up to one thousand dollars ($1,000) for .acts of wrongful conduct by individuals, which result in response by emergency personnel and equipment. Section 22651 of the California Vehicle Code authorizes the removal or tow of a vehicle by a peace officer or city code enforcement officer. A survey of neighboring communities indicates that the.average fee charged for a towed vehicle release is seventy-five dollars($75). The actual costs associated with the towing of a vehicle by our deputies,is slightly higher than this,however it would seem reasonable to use the average rate of$75. The projected cost recovery generated by this fee is between$10,000 and $15,000 annually. COUNCIL AGENDA-ITEM NO IPA FINANCIAL IMPACT None STAFF RECOMMENDATION: IT IS RECOMMENDED THAT THE CITY COUNCIL ADOPT AN ORDINANCE - ESTABLISHING A SEVENTY-FIVE DOLLAR ($75) FEE FOR THE RECOVERY OF COSTS ASSOCIATED WITH THE TOWING OF VEHICLES BY SHERIFF'S DEPUTIES AND CITY CODE ENFORCEMENT OFFICERS. INTEROFFICE. MEMO -- ° y - DATE November 18, 2002 PHONE FROM Hector Guerra, Lieutenant MAIL CODE 0061 Central Station TO Tom Schwab, City Manager City of Grand Terrace SUBJECT Cost Recovery -Vehicle Tows ( ~y BACKGROUND For the past several months I have been monitoring the activities that our deputies do on a routine and repetitive basis. As part of this study, I have been-looking for ways to either reduce the frequency of these activities, or recover the costs for performing the task. One such task that we perform quite frequently, is the towing of vehicles. Although we generally have the discretion of whether or not to tow a vehicle, in most cases it'is appropriate to tow based on circumstances such as when it,is subsequent to an arrest, or where the driver-is not properly licensed. Other examples of vehicle tows we frequently do include; abandoned vehicles, expired or false registration, and parking violations. During the first six months of this year, 56 vehicles were towed as a result of a public offense (criminal or traffic related). The cost associated with the towing of a vehicle by a Sheriffs Deputy is $11.7.31 per incident. This figure is based on a calculation of the actual time spent on the call I for service resulting in a tow, multiplied by the_hourly rate charged to the city per our contract. Currently the City of Grand Terrace does not have a policy, ordinance_or fee designed, for the.recovery of costs associated with the towing of a vehicle. Grand Terrace is one of only two cities in the valley that does not collect such fees, Loma Linda being the other. COST RECOVERY OPTION The California Government Code allows for the recovery of expenses up-to one thousand dollars ($1,000)'for acts of wrongful conduct by individuals, which result in response by emergency personnel and equipment. A survey of our neighboring communities indicates that the average fee charge for a towed vehicle release is seventy-five dollars ($75). Although, as previously indicated, the actual cost .for the towing of a vehicle in Grand Terrace is slightly higher, it would seem reasonable to use . the average rate of$75. Assuming we use the,rate of$75 per towed vehicle as anlexample, and multiply that rate'by the number of vehicles we towed in the first six months of this year (56),we a; would have generated $4,200 in fees or recovered costs. In some jurisdictions, special enforcement programs such as DUI checkpoints, license, insurance and seat belt checkpoints, as well as traffic enforcement saturation patrols are conducted and used to generate revenue and/or recover the costs associated with conducting the enforcement_program. This proposal does, not suggest we adopt such a policy, however, the information is being submitted for your consideration., The fee is only imposed on a vehicle towed for a law violation and does not apply in situations such as recovered stolen vehicles, and vehicles towed as a result of a traffic collision (unless the collision involved a criminal offense such as DUI). In all cases the city retains the authority to waive,the fee upon an.administrative review of any mitigating.facts. The vehicle release fee.could also be applied to vehicles towed by the City's Code Enforcement Officers . FEE COLLECTION PROCESS Adoption of the fee collection practice in most other jurisdictions has been accomplished through the passing of a resolution by the City Council. . J Upon towing a vehicle;the deputies will indicate on the vehicle tow report form that the vehicle release fee payment is required prior to authorizing release of the vehicle. All tow agencies used by-our deputies in Grand Terrace would be notified as to the fee requirement. The tow agencies would be instructed not to release any vehicle towed from the city of Grand Terrace,(not including recovered stolen vehicles and collision related tows), without proper proof of fee payment such as a receipt from the city. Collection of the fee could be handled at City hall in the.same fashion as the collection of other fees required by the city. ADDITIONAL FEE COLLECTION.OPTIONS In conjunction with the vehicle release fee,the City may want to consider imposing a business license fee to all tow agencies operating_ in the city(currently we utilize 16 different tow companies). An additional option.the city might consider is to enter into an exclusive franchise agreement'with just one tow agency. This is accomplished through the RFP process, and is currently being done in many other communities. ORDINANCE NO. AN ORDINANCE- OF -THE CITY OF GRAND TERRACE,. CALIFORNIA, AMENDING THE GRAND TERRACE MUNICIPAL CODE BY ESTABLISHING A FEE FOR THE RECOVERY OF COSTS ASSOCIATED WITH THE TOWING OF VEHICLES BY SHERIFF'S , DEPUTIES AND CITY CODE ENFORCEMENT OFFICERS WHEREAS, the increasing demands on public services has required agencies to begin implementing programs which shift costs associated with the towing of privately owned vehicles from that of the general public to the persons responsible for the towed vehicle; and WHEREAS,there arises on occasion, an incident,violation of a law or municipal code, or other situation which require law enforcement or code enforcement personnel to tow privately owned vehicles; and WHEREAS, these types of situations require an inordinate amount of personnel time;:and WHEREAS, the responsibility for paying for.such additional time should be born by the persons responsible for the towed vehicle and not the general public;.and WHEREAS, several other jurisdictions have adopted-procedures for the cost recovery associated with the towing of privately owned vehicles by law enforcement and code enforcement personnel; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS: Section 1':A Chapter entitled";Towing of privately owned vehicles by law enforcement and code enforcement personnel"is hereby added to the Grand Terrace Municipal Code. Section-2: Purpose - The purpose of this Chapter is to establish a procedure for the cost, recovery of the costs associated with the personnel time required for the towing of privately owned vehicles by law enforcement or code enforcement personnel as a result of a violation of a law, municipal code or other act of wrong doing. Section 3:Definitions"For the-purposes ofthis chapter,the following definitions shall apply: A. "Vehicle"means a device by which any person or property maybe propelled,moved, or drawn upon a highway, excepting a.device moved exclusively by human power. This includes but is not limited to automobiles; all terrain vehicles, buses, trucks, motorcycles,motorized cycles,tractors,trailers, or other such vehicles as described in section 670 of the California Vehicle Code. B. "Persons responsible for the vehicle" means the person/s holding legal title to the vehicle 'and or having ultimate, financial responsibility for the vehicle, or being entitled to the possession of the vehicle under a lease,rental,or purchase agreement, or as'described in section 460'of the California Vehicle Code. C. "Law Enforcemenf or�Code Enforcement Personnel' means any San Bernardino County Sheriffs Deputy, Sheriffs Service Specialist, or other law 'enforcement . u officer as described in section 830 ofthe California Penal Code having such authority to enforce laws within the City of Grand Terrace, and any City Code Enforcement Officer employed by the.City of Grand Terrace. Section 4: Application The person/s responsible for•any vehicle towed away under the direction of Law Enforcement or City Code Enforcement personnel pursuant to Section 22651 of the California Vehicle Code, or pursuant to authority granted under this code, shall be required to pay an administrative fee for cost recovery of personnel time associated with the towing of said vehicle. ` r The administrative cost recovery shall occur for the following circumstances in which a vehicle is towed: a. When.a vehicle is parked or left standing upon a highway for 72 or more hours in violation of a local ordinance authorizing removal and after adequate warning has been posted on said vehicle. b. When a vehicle is found-upon a highway,any public lands,or an off-street parking facility with a registration expiration date in excess of six.(6)months-before the date found. c. When'an officer issues the driver of a vehicle a notice to appear for being unlicensed or driving with-a suspended license. d. When an officer arrests any person driving or in control of a vehicle for an alleged offense and the officer,by this code or other law, required or permitted to take, and does take,,the person into custody. e. When any law enforcement or code enforcement personnel causes the tow or removal of a vehicle pursuant to any other authority given to said officer by this code or other law. Section 5: Appeal Process -Pursuant to Section 22852 of the California Vehicle Code the registered and legal owners of a towed vehicle in the circumstances stated above are to be provided an opportunity for a hearing to determine the validity of the vehicle tow. If reasonable grounds are not established in the hearing, the law enforcement agency or the City.of Grand Terrace will be responsible for the tow charges and the administrative fee shall be waived. Section 6:Fee-The administrative fee for towing a vehicle in the above stated circumstances is $75.00. Section 7: Exceptions - The administrative fee shall not be charged in the circumstances where the tow or impound was as a result of a third party's criminal activity, or where such vehicle was found to be obstructing traffic due to unavoidable mechanical malfunctions,or where the driver was found to be incapacitated due to illness or injury. Section 2: Effective Date-This Ordinance shall be in full force and effect at 12:01 a.m. on the 31st day of its adoption. Section 3:Postin -The City Clerk shall cause this Ordinance to be posted in three(3)public places within fifteen(15) days of its adoption, as designated for such purpose by the city Council. Section 4: First read at a regular meeting of the City Council of said city held on the 22nd day of May 2003, and finally adopted and ordered posted at a regular meeting of said City Council on the 12th day of June, 2003. Mayor of the City of Grand Terrace And of the City Council thereof. ATTEST: City Clerk of the City of Grand Terrace and of the City Council thereof. I, Brenda Stanfill, City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Ordinance was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 12`'day of June, 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Brenda Stanfill, City Clerk Approved as to form: John Harper, City Attorney