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12/12/1991 FILE COPY Nc .•rem (,,T calloZzAg December 12, 1991 22795 Barton Road Grand Terrace CITY OF GRAND TERRACE California 92324-5295 s, Civic Center (714) 824-6621 Regular Meetings 2nd and 4th Thursday - 6:00 p m. Byron R Matteson Mayor a a Hugh J Grant t` Mayor Pro Tempore A Gene Carlstrom Ronald M Christianson Herman Hilkey Council Members Thomas J Schwab City Manager Council Chambers Grand Terrace Civic Center 22795 Barton Road Grand Terrace, CA 92324-5295 f CITY OF GRAND TERRACE REGULAR COUNCIL MEETING AGENDA CITY COUNCIL CHAMBERS December 12, 1991 GRAND TERRACE CIVIC CENTER *6 30 P.M. 22795 Barton Road * *THE REGULARLY SCHEDULED CRA/CITY COUNCIL MEETING WILL BE HELD AT 6 30 P M., FOLLOWING A POTLUCK DINNER TO BE HELD AT 5 00 P.M. TO CELEBRATE THE CITY'S -1 13TH BIRTHDAY. * Call to Order - * Invocation - Pastor Tom Comstock, Assembly of God * Pledge of Allegiance - Roll Call - STAFF RECOMMENDATIONS COUNCIL ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY 1 Approval of 11/14/91 Minutes Approve 2. Approval of Check Register Nos. CRA121291 & Approve CRA112791 )3 Annual Financial Audit Report Accept ..—r ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL 1. Items to Delete 2. SPECIAL PRESENTATIONS None 3 CONSENT CALENDAR The following Consent Calendar items are expected to be routine & non-controversial 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 Approve Check Register Nos. 121291 & 112791 Approve B. Ratify 12/12/91 CRA Action C. Waive full reading of Ordinances on Agenda COUNCIL AGENDA STAFF 12/12/91 - Page 2 of 2 RECOMMENDATION COUNCIL ACTION D Approve 11/14/91 Minutes Approve E. Resolution Amending Personnel Rules & Approve Regulations F. Appropriation for Tree Replacement at Approve Terrace Pines G Liability Claim 91-03 (Evans) Reject 4. PUBLIC COMMENT 5 ORAL REPORTS A. Committee Reports ( 1) Historical & Cultural Committee (a) Minutes of 10/30/91 & 11/4/91 Accept ( 2) Crime Prevention Committee (a) Minutes of 10/14/91 Accept (3) Parks & Recreation Committee (a) Purchase of new picnic shelter B Council Reports 6. PUBLIC HEARINGS - 6 30 P M None 7. UNFINISHED BUSINESS A. SECOND READING - AN ORDINANCE OF THE CITY Approve OF GRAND TERRACE ESTABLISHING FIRE SERVICE FEES FOR FIRE PREVENTION AND PLANNING SERVICES B. Review Proposed Block Wall (Along school on Barton Road) 8 NEW BUSINESS None 9 CLOSED SESSION ADJOURN THE NEXT REGULAR CRA/CITY COUNCIL MEETING WILL BE HELD ON JANUARY 9, 1991 AT 6 00 P M AGENDA ITEM REQUESTS FOR THE 1/9/91 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY NOON 1/02/91 ➢ t 1 PENDING C R A APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING - NOVEMBER 14 , 1991 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 November 14, 1991, at 6: 00 p.m. r PRESENT Byron Matteson, Chairman Hugh Grant, Vice-Chairman Gene Carlstrom, Agency Member Ronald Christianson, Agency Member Herman Hilkey, Agency Member Thomas J Schwab, Executive Director Patrizia Materassi, Planning Director Randall Anstine, Assistant City Manager Brenda Stanfill, Secretary John Harper, City Attorney Joe Kicak, City Engineer ABSENT' None APPROVAL OF OCTOBER 24, 1991 CRA MINUTES CRA-91-41 MOTION BY VICE-CHAIRMAN GRANT, SECOND BY AGENCY MEMBER CARLSTROM, CARRIED 5-0, to approve the October 24 , 1991 CRA Minutes. APPROVAL OF CHECK REGISTER NUMBER CRA111491 CRA-91-42 MOTION BY AGENCY MEMBER CARLSTROM, SECOND BY VICE- CHAIRMAN GRANT, CARRIED 5-0, to approve Check Register No. CRA111491 Mayor Matteson adjourned the CRA meeting at 6 10 p m , until the next regular City Council/CRA meeting, which is scheduled to be held on Thursday, December 12 , 1991 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 - ___ _z _ C R A AGENDA ITEM NO. I - COMMUNITY, REDEVELOPMENT AGENCY CITY OF GRA( TERRACE DATE DECEMBFR 12. 1991 CHECK REGISTER NO 121791 CHECK OUTSTANDING DEMANDS AS OF DFCFMBFR 17, 1991 NUMt,ER VENDOR DESCRIPTION AMOUNT I P7551 UNITED STATES ESCROW LOAN, LOW INCOME HOUSING PROGRAM $10,631 00 243616 KICAK & ASSOCIATES ENGINEERING SERVICES, LOW INCOME HOUSING PROGRAM 1,680 50 TOTAL $12,311 50 I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORELISTED CHECKS FOR PAYMENT OF THE COMMUNITY REDEVELOPMENT AGENCY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE COMMUNITY REDEVELOPMENT AGENCY 50 rn THOMAS SCHWAB p TREASURER m c) z 75 C5 a m v o ® a r F COMMUNITY REDEVELOPMENT AGENCY CITY OF GRAND TERRACE DATE NOVEMBER 27, 1991 CHECK REGISTER NO CRA NO 112791 CHECK OUTSTANDING DEMANDS AS OF NOVEMBER 27, 1991 NUMBER VENDOR DESCRIPTION AMOUNT 2429:2 1 GENE CARLSTROM STIPENDS FOR NOVEMBER, 1991 $150 00 24294 RONALD CHRISTIANSON STIPENDS FOR NOVEMBER, 1991 150 00 243031 HUGH GRANT STIPENDS FOR NOVEMBER, 1991 150 00 24307,E HERMAN HILKEY STIPENDS FOR NOVEMBER, 1991 AND REPLACE LOST CHECK FOR JULY, 1991 STIPENDS 300 00 24315 BYRON MATTESON STIPENDS FOR NOVEMBER, 1991 150 00 IUTAL $900 00 I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORELISTED CHECKS FOR PAYMENT OF THE COMMUNITY REDEVELOPMENT AGENCY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE COMMUNITY REDEVELOPMENT AGENCY n m -® 1)3* __---._=-?-a.4 ,s /a„i__ n r 1 0 IHOMAS SCHWAB Z Z TREASURER v 0 JP a il .D 5) o • C November 18, 1991 STAFF REPORT C R A ITEM (X) COUNCIL ITEM ( ) MEETING DATE: 12/12/c41 AGENDA ITEM NO SUBJECT C'-RA ANNTTAT. FTNANC'-TAT. ATTTTTT REPORT FUNDING REQUIRED NO FUNDING REQUIRED XX Presented for your review and acceptance is the CRA Financial Audit Report for the fiscal year ended June 30, 1991 The Audit Report was prepared by the accounting firm of Moreland & Associates, Inc , with whom the Agency contracts to perform a financial and a compliance audit The auditor has rendered an opinion that the financial statement fairly represents the financial position of the Agency and there are no instances of non-compliance with the laws governing Redevelopment Agencies This report will be submitted to the State Controller as required by California Health and Safety code §33080 Staff Recommends that the Agency ACCEPT THE ATTACHED AUDITED FINANCIAL STATEMENTS FOR THE COMMUNITY REDEVELOPMENT AGENCY FOR THE FISCAL YEAR ENDED JUNE 30, 1991 THE FINANCIAL REPORT WILL BE AVAILABLE PRIOR TO THE DECEMBER 12, 1991 MEETING. ' l COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Annual Financial Report June 30, 1991 r \ - - COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Annual Financial Report June 30, 1991 TABLE OF CONTENTS PAGE FINANCIAL SECTION Independent Auditors' Report 1 General Purpose Financial Statements Combined Balance Sheet - All Fund Types and Account Group 2 Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - All Governmental Fund Types 4 Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual - All Governmental Fund Types 6 Notes to Financial Statements 8 COMPLIANCE SEC;I'ION Independent Auditors' Compliance Report 15 October 25, 1991 The Board of Directors of the Community Redevelopment Agency of the City of Grand Terrace Independent Auditors' Report We have audited the general purpose financial statements of the Community Redevelopment Agency of the City of Grand Terrace as of and for the year ended June 30, 1991, as listed in the table of contents These financial statements are the responsibility of the Community Redevelopment Agency of the City of Grand Terrace management Our responsibility is to express an opinion on these financial statements based on our audit We conducted our audit in accordance with generally accepted auditing standards Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation We believe that our audit provides a reasonable basis for our opinion In our opinion, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Community Redevelopment Agency of the City of Grand Terrace at June 30, 1991 and the results of its operations for the year then ended in conformity with generally accepted accounting principles COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Combined Balance Sheet All Fund Types and Account Group June 30, 1991 Account Governmental Fund Types Group General Debt Capital Long-Term Assets Service Projects Debt Cash and investments (Note 5) $ 191,988 Cash and investments with fiscal agent(Note 5) $ 329,901 Accounts receivable and accrued revenue 4,369 1,920 Due from other funds 169,860 Restricted assets Cash and investments (Notes 2 and 5) 1,139,117 Accrued revenue (Note 2) 17,453 Amount available in debt service funds $ 164,410 Amount to be provided for payment of long-term debt 5,965,613 Total Assets $ 334,270 $ 1,520,338 $ 6,130,023 Liabilities and Fund Balance Liabilities Accounts payable and accrued expenses Due to other funds $ 169,860 Long-term debt (Note 3) $ 6,130,023 Total Liabilities 169,860 6,130,023 Fund Balance Reserved for low or moderate income housing $ 1,156,570 Reserved for debt service 164,410 Unreserved-designated for capital outlay 363,768 Total Fund Balance 164,410 1,520,338 Total Liabilities and Fund Balance $334,270 $ 1,520,338 $ 6,130,023 _ See Accompanying Notes to Financial Statements 2 Totals (Memorandum Only) 1991 1990 $ 191,988 $ 144,355 329,901 334,406 6,289 8,542 169,860 288,536 1,139,117 919,379 17,453 17,429 164,410 33,800 5,965,613 6,161,223 $ 7,984,631 $ 7,907,670 $ $ 35,015 169,860 288,536 6,130,023 6,195,023 6,299,883 6,518,574 1,156,570 936,808 164,410 33,800 363,768 418,488 1,684,748 1,389,096 $ 7,984,631 $ 7,907,670 3 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Combined Statement of Revenues, Expenditures, and Changes in Fund Balances All Governmental Fund Types For the Year Ended June 30, 1991 Governmental Fund Types Totals Debt Capital (Memorandum Only) Service Projects 1991 1990 Revenues Taxes $ 860,588 $ 860,588 $ 696,774 Use of money and property 29,313 $ 87,252 116,565 111,542 Total Revenues 889,901 87,252 977,153 808,316 Expenditures Current General government 11,055 94,328 105,383 68,676 Debt service Interest 511,118 511,118 543,944 Principal 65,000 65,000 166,460 Total Expenditures 587,173 94,328 681,501 779,080 Excess (Deficiency) of Revenues Over Expenditures 302,728 (7,076) 295,652 29,236 Other Financing Sources (Uses) Operating transfers in 254,279 254,279 289,355 Operating transfers out (172,118) (82,161) (254,279) (289,355) Total Other Financing Sources (Uses) (172,118) 172,118 Excess of Revenues and Other Financing Sources Over Expenditures and Other Financing Uses 130,610 165,042 295,652 29,236 Fund Balances, July 1 33,800 1,355,296 1,389,096 1,359,860 Fund Balances, June 30 $ 164,410 $ 1,520,338 $ 1,684,748 $ 1,389,096 See Accompanying Notes to Financial Statements 4 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual - All Governmental Fund Types For the Year Ended June 30, 1991 Debt Service Fund Variance Favorable Budget Actual (Unfavorable) Revenues Taxes $ 750,000 $ 860,588 $ 110,588 Intergovernmental Use of money and property 29,313 29,313 Total Revenues 750,000 889,901 139,901 Expenditures Current General government 11,055 (11,055) Debt service Interest 527,400 511,118 16,282 Principal 65,000 65,000 Capital outlay Total Expenditures 592,400 587,173 5,227 Excess(Deficiency) of Revenues Over Expenditures 157,600 302,728 145,128 Other Financing Sources(Uses) Operating transfers in Operating transfers out (172,118) (172,118) Total Other Financing Sources (Uses) (172,118) (172,118) Excess (Deficiency) of Revenues and Other Financing Sources Over Expenditures and Other Financing Uses 157,600 130,610 (26,990) Fund Balances, July 1 33,800 33,800 Fund Balances, June 30 $ 191,400 $ 164,410 $ (26,990) See Accompanying Notes to Financial Statements 6 Capital Projects Fund Totals(Memorandum Only) Variance Variance Favorable Favorable Budget Actual (Unfavorable) Budget Actual (Unfavorable) $ 750,000 $ 860,588 $ 110,588 $ 200,000 $ (200,000) 200,000 (200,000) 15,000 $ 87,252 72,252 15,000 116,565 101,565 215,000 87,252 (127,748) 965,000 977,153 12,153 102,400 94,328 8,072 102,400 105,383 (2,983) 527,400 511,118 16,282 65,000 65,000 350,000 350,000 350,000 350,000 452,400 94,328 358,072 1,044,800 681,501 363,299 (237,400) (7,076) 230,324 (79,800) 295,652 375,452 254,279 254,279 254,279 254,279 (82,161) (82,161) (254,279) (254,279) 172,118 172,118 (237,400) 165,042 402,442 (79,800) 295,652 375,452 1,355,296 1,355,296 1,389,096 1,389,096 $ 1,117,896 $ 1,520,338 $ 402,442 $ 1,309,296 $ 1,684,748 $ 375,452 7 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements June 30, 1991 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES Description of Funds and Account Group Fund Accounting The accounts of the Agency are organized on the basis of funds and an account group, each of which is considered a separate set of self-balancing accounts that comprise its assets,liabilities,fund equity,revenues,and expenditures Government resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled The funds of the Agency are grouped,in the financial statements of this report, into generic fund types and broad fund categories as follows Governmental Funds Debt Service Fund-The Debt Service Fund is used to account for the accumulation of resources for, and the payment of,general long-term debt principal,interest,and related costs Capital Projects Fund - The Capital Projects Fund is used to account for financial resources to be used for the acquisition or construction of major capital facilities Account Group General Long Term Debt Account Group - Accounts for long-term liabilities expected to be financed from governmental funds Measurement Focus The accounting and reporting treatment applied to the long- term liabilities associated with a fund are determined by its measurement focus All governmental funds are accounted for on a spending or"financial flow" measurement focus This means that only current assets and current liabilities are generally included on their balance sheets Their reported fund balance (net current assets) is considered a measure of "available spendable resources " Governmental fund operating statements present increases (revenues and other financing sources) and decreases (expenditures and other financing uses) in net current assets Accordingly, they are said to present a summary of sources and uses of"available spendable resources" during a period 8 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements (Continued) June 30, 1991 The account group is not a "fund " It is concerned only with the measurement of financial position Basis of Accounting Basis of accounting refers to when revenues and expenditures are recognized in the accounts and reported in the financial statements Basis of accounting relates to the timing of the measurements made, regardless of the measurement focus applied All governmental funds are accounted for using the modified accrual basis of accounting Their revenues are recognized when they become measurable and available as net current assets Expenditures are generally recognized under the modified accrual basis of accounting when the related fund liability is incurred An exception to this general rule is pnncipal and interest on general long-term debt which is recognized when due Encumbrances Encumbrance accounting, under which purchase orders, contracts, and other commitments for the expenditure of monies are recorded in order to reserve that portion of the applicable appropnation, is employed as an extension of formal budgetary integration in the Capital Projects Fund Unexpended and unencumbered appropriations of the governmental funds automatically lapse at the end of the fiscal year Investments Investments are stated at cost or amortized cost,which approximates market The Agency pools its cash other than cash and investments with fiscal agent with the City of Grand Terrace to maximize yield Comparative Data Comparative total data for the prior year have been presented in the accompanying financial statements in order to provide an understanding of changes in the Agency's financial position and operation However, comparative data by fund type have not been presented in each of the statements since their inclusion would make the statements unduly complex and difficult to read - --- 9 i f < 1. r .. F1 1, COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements (Continued) June 30, 1991 Total Columns on Combined Statements Total columns on the Combined Statements are captioned"Memorandum Only"to indicate that they are presented only to facilitate financial analysis Data in the total columns do not present financial position, results of operations, or changes in financial position in conformity with generally accepted accounting principles Neither is such data comparable to a consolidation 2 RESTRICTED ASSETS The Agency is required by the Health and Safety Code, Sections 33334 2 and 33334 3 to use or set aside 20% of its tax allocations, plus interest earned on the investment of the unused funds,for the purpose of increasing or improving housing for low or moderate income households 3 CHANGES IN GENERAL LONG-TERM DEBT The following is a summary of changes in the General Long-Term Debt Account Group for the year ended June 30, 1991 Balance Balance 7/1/90 Additions Retirements 6/30/91 Due to City of Grand Terrace $2,450,023 $2,450,023 Certificates of Participation 3,745,000 $65,000 3,680,000 Total $6,195,023 $ - $65,000 $6,130,023 Due to the City of Grand Terrace The City of Grand Terrace has made loans to the Redevelopment Agency to finance its operations Interest on these loans accrues at a rate equal to the prime rate plus 2 25% adjusted semiannually Total interest paid on this loan in fiscal year 90/91 amounted to$252,659 The principal balance at June 30, 1991 was$2,450,023 and no repayment schedule has been established Certificates of Participation On April 8, 1986, the Agency sold $4,000,000 of Certificates of Participation in order to accomplish an advanced refunding of an original$3,430,000 of certificates 10 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements (Continued) June 30, 1991 The certificates are dated March 1, 1986 Interest on the certificates is payable on September 1 and March 1 each year,commencing September 1, 1986 The principal of the certificates will be payable annually on March 1 of each year, commencing in 1988 until maturity or pnor redemption The annual requirements to amortize the certificates of participation at June 30, 1991 are as follows Year Ending Pnncipal Interest Total 1992 $ 70,000 $ 263,307 $ 333,307 1993 75,000 258,828 333,828 1994 75,000 253,953 328,953 1995 85,000 249,003 334,003 1996 90,000 243,308 333,308 Thereafter 3,285,000 2,939,939 5,981,631 $3,680,000 $3,965,030 $7,645,030 4 MORTGAGE REVENUE BONDS The Community Redevelopment Agency of the City of Grand Terrace has issued the following mortgage revenue bonds Outstanding Balance at June 30, 1991 Community Redevelopment Agency$30,000,000 1981 Residential Mortgage Revenue Bonds $ 6,815,000 Community Redevelopment Agency $30,000,000 1985 Multi-Family Mortgage Revenue Bonds 29,820,000 La Verne/Grand Terrace Housing Finance Agency$38,625,000 1984 Series A Residential Mortgage Revenue Bonds 15,780,000 The bonds are payable solely from payments made on, and secured by, a pledge of mortgage loans acquired from bond proceeds, neither the faith and credit nor the taxing power of the Agency has been pledged to the payment of the bonds Therefore,these bonds are not included as an outstanding obligation in the financial statements of the Agency Y d i COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements (Continued) June 30, 1991 5 CASH AND INVESTMENTS The Agency pools all of its cash and investments with the City except for funds required to be held by outside fiscal agents under the provisions of bond Indentures Interest income earned on pooled cash and investments is allocated monthly to the vanous funds based on monthly cash and investment balances Interest income from cash and investments with fiscal agents is credited directly to the related fund Authorized Investments Under provision of the Agency's investment policy, and in accordance with Section 53601 of the California Government Code, the Agency may invest in the following types of investments = Securities of the U S Government, or its agencies Certificates of Deposit or Time Deposits placed with savings and loan associations or banks Bankers' Acceptances Negotiable Certificates of Deposit Commercial Paper `- Local Agency Investment Fund (State Pool) Repurchase Agreements Passbook Savings Account Pooled Deposits/Credit Risk The California Government Code requires California banks and savings and loan associations to secure an Agency's deposits by pledging government securities as collateral The market value of pledged securities must equal at least 110% of an Agency's deposit California law also allows financial institutions to secure Agency deposits by pledging first trust deed mortgage notes having a value of 150% of the Agency's total deposits The Agency may waive collateral requirements for deposits which are fully insured up to $100,000 by federal depository insurance In accordance with GASB Statement 3, deposits are classified as to credit risk by three categories as follows Category 1 Insured or collateralized with securities held by the Agency or by its agent in the Agency's name 12 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Notes to Financial Statements (Continued) June 30, 1991 Category 2 Collateralized with secunties held by the pledging financial institution's trust department or agent in the Agency's name Category 3 Uncollateralized Credit Risk, Carrying Amount, and Market Value of Investments Investments made by the Agency are summanzed below The investments that are represented by specific identifiable investment securities are classified as to credit risk by three categones as follows Category 1 Insured or registered,or secunties held by the Agency or its agent in the Agency's name Category 2 Uninsured and unregistered with securities held by the counterparty's trust department or agent in the Agency's name Category 3 Uninsured and unregistered with securities held by the counterparty,or by its trust department or agent but not in the Agency's name All of the Agency's cash and investments are pooled with the City's cash and ,_ investments, and therefore are not specifically identifiable However, cash and investments with fiscal agents are categorized as follows Category Carrying Market 1 2 3 Amount Value Cash and Investment with Fiscal Agents Money Market $ 468 $ 468 $ 468 U S Treasury Note 329,433 329,901 331,238 Total Cash and Investments with Fiscal Agents $ - $ - $329,901 $329,901 $331,706 _— _ _- - - — _ —�� 13 - - -- October 25, 1991 The Board of Directors of the Community Redevelopment Agency of the City of Grand Terrace Independent Auditors' Compliance Report We have audited the general purpose financial statements of the Community Redevelopment Agency of the City of Grand Terrace, as of and for the year ended June 30, 1991 and have issued our report thereon dated October 25, 1991 Our audit was made in accordance with generally accepted auditing standards and,accordingly,included such tests of the accounting records and such other auditing procedures as we considered necessary in the circumstances In connection with our audit, we also performed tests of compliance as required by the "Guidelines for Compliance Audits of California Redevelopment Agencies"issued by the State Controller, State of California, Division of Local Government Fiscal Affairs Based on these procedures, we noted no instances of non-compliance with the regulations for the year ended June 30, 1991 -- -- - - _ -___-- __15 -- CITY OF GRAD (ERRACL 1 DATE DECEMBER 12, 1991 CHECK REGISTER NO 121291 r I CHECK OUTSTANDING DEMANDS AS OF -DECEMBER 1?. 1991 NUMBER! VENDOR DESCRIPTION AMOUNT P7547 SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/27/91 $ 98 59 P7548 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/27/91 84 25 P7549 ; PERS FOR PAYROLL ENDING 11/22/91 4,432 31 P7550,1 G T AREA CHAMBER OF COMMERCE PROGRESS PAYMENT ON 1991/92 GRANT 8,750 00 P7552I AMERICAN PLANNING ASSOCIATION LEGISLATIVE OUTLOOK SMEINAR, PLANNING 100 00 P7501 BRENDA STANFILL ADVANCE FOR TRAVEL, ELECTION SEMINAR 150 00 24350i DR CYNTHIA WILLIAMS REIMBURSEMENT FOR DIASTER SEMINAR EXPENSE 452 56 24351 DIANA CONDOR REIMBURSEMENT FOR CHILD CARE CLASS 54 50 24352 UNIVERSITY OF SO CALIFORNIA PLANNING WORK PAPERS 6 00 24353 ALL PRO CONSTRUCTION REMOVE/REPLACE CURB/GUTTERS VARIOUS LOCATIONS 11,268 75 24354 RANDALL ANSTINE AUTO ALLOWANCE FOR DECEMBER, 1991 200 00 24355 ARNOLD' S BACKFLOW INSTALL BACKFLOW DEVICE, CHILD CARE CENTER, AND REPLACE BACKFLOW DEVICE, DEBERRY PARK 2,364 78 24356 BAYLESS STATIONERS DESK ACCESSORIES, CHILD CARE 81 94 CI 24357 DANIEL BUCHANAN PLANNING COMMISSION MEETING, 11/21/91 50 00 24358 Z CHILDCRAFT SUPPLIES FOR CHILD CARE CENTER 304 45 24359 n CONSOLIDATED ELECTRICAL LIGHTS FOR CIVIC CENTER 176 63 8 24360 > DFM ASSOCIATES 1992 CALIFORNIA ELECTION CODE UPDATE 30 00 C 'rn n 24361 2 E & L LANDSCAPING SERVICE REPLACE TREES, TERRACE PINES 4,480 00 n Fr; IT 24362 0 EASTMAN KODAK CREDIT CORP LEASE ON KODAK COPIER FOR 11/11-12/10/91 223 27 la 0 24363 D STANLEY HARGRAVE PLANNING COMMISSION MEETING, 11/21/91 50 00 13 0 24364 A HONEYWELL, INC MAINTENANCE ON HVAC UNIT, DEC 1991 1,043 00 O .< 24365 HYDRO-SCAPE PRODUCTS, INC IRRIGATION SUPPLIES 29 52 r ft 24366 0,, KICAK AND ASSOCIATES ENGINEERING SERVICES FOR 11/4-12/1/91 15,791 00 1 i 1 o CITY OF GRAND TERRACE I DATE DECEMBER 12, 1991 CHECK REGISTER NO 121291 CHECK! OUTSTANDING DEMANDS AS OF DECEMBER 12, 1991 NUMBE,I VENDOR DESCRIPTION AMOUNT f I 24371 LITTLE RED SCHOOL HOUSE SUPPLIES FOR TINY TOTS $ 48 30 24168++ PATREZIA MATERASSI AUTO ALLOWANCE FOR DECEMBER, 1991 200 00 24369' RAY MUNSON PLANNING COMMISSION MEETING, 11/21/91 50 00 24370 NATIONAL NOTARY ASSOCIATION NOTARY SUPPLIES, CITY CLERK 27 60 24371 ONE STOP LANDSCAPING SUPPLY DUMPING CHARGES FOR 11/4/91 15 00 24372 OTIS ELEVATOR COMPANY MAINTENANCE ON ELEVATOR FOR DEC 1991 213 78 2437 PACIFIC BELL PHONE, CHILD CARE, SENIOR CENTER, EMERGENCY OPERATIONS CENTER 85 36 24374 PAGENET—ONTARIO AIR TIME/MAINTENANCE FOR PAGERS, DEC ,1991 33 00 24375 RIVERSIDE HIGHLAND WATER COMPANY AC OVERLAY ON VISTA GRANDE WAY 6,575 00 243761 S E RYKOFF & COMPANY FOOD, CHILD CARE 409 58 24377' COUNTY OF SAN BERNARDINO DUMPING CHARGES FOR 10/22-11/12/91 561 65 24378, THOMAS SCHWAB AUTO ALLOWANCE FOR DEC , 1991 200 00 24379 THE SUN NOTICE OF PUBLIC HEARING, 12/5/91 117 05 24380 TRI—COUNTY OFFICIALS UMPIRES, SLO—PITCH SOFTBALL, NOV , 1991 162 00 24381 UNOCAL FUEL FOR CITY TRUCKS AND EQUIPMENT 188 71 24382 FRAN VAN GELDER PLANNING COMMISSION MEETING, 11/21/91 50 00 24383 WAXIE JANITORIAL SUPPLIES FOR CIVIC CENTER 192 33 24384 RONALD WRIGHT PLANNING COMMISSION MEETING, 11/21/91 50 00 IOTAL $ 59,400 91 I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORELISTED CHECKS FOR PAYMENT OF CITY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE CITY el THOMAS SCHWAB, FINANCE DIRECTOR I2 CITY OF GRA FERRACC DATE NOVEMBER 27, 1991 CHECK REGISTER NO 112791 CHECK I OUTSTANDING DEMANDS AS OF NOVEMBFR 27, 1991 NUMBER I VENDOR DESCRIPTION AMOUNT P7524 j MARY LENGEL REFUND, RECREATION PROGRAM $ 15 00 P7525 INLAND EMPIRE, L C C REGISTRATION FOR MEETING 88 00 P7526 1 J BARRY FOSTER CONSULTANT, RECYCLING STUDY, PROGRESS PAYMENT 960 00 P7527 SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/8/91 452 04 P7528 CA CHAMBER OF COMMERCE SB 198 HANDBOOK, 1991/92 52 70 i P7529 PERKINS PLASTIC PLASTIC CLEANER FOR CIVIC CENTER 113 13 P7530 , ALL PRO CONSTRUCTION REPAIR/REPLACE AC BASE, VARIOUS STREETS 21,695 00 P7531 1 SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/13/91 530 69 P7532 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/13/91 245 19 P7533 HOME DEPOT SHELF MATERIAL FOR CHILD CARE CENTER 137 98 t P7534 PERS FOR PAYROLL ENDING 11/8/91 4,375 83 P7535 , SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/15/91 591 90 P7536 n SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/15/91 290 00 7:r P7537 C SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/19/91 769 12 P7538 n SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/19/91 213 27 P7539 r G T COMMUNITY SOCCER CLUB DONATION 250 00 P7540 3) SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/21/91 118 07 n P7541 Z SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/21/91 105 01 P7542 ® CA MUNICIPAL BUSINESS TAX ASSOC REGISTRATION FOR MEETING 20 00 n Z P7543 a CATALINA VARELA REIMBURSEMENT FOR SUPPLIES FOR CHILD CARE 142 47 r" Z P7544 PHIL SPISAK REIMBURSEMENT FOR RED RIBBON WEEK SUPPLIES 54 62 13 0 P7545 4* SOUTHERN CA EDISON COMPANY CASH PAYMENTS FOR 11/25/91 457 06 0 P7546 W SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 11/25/91 161 59 a 24274 BRADLEY SORENSEN REFUND, CHILD CARE 40 00 r 1 CITY OF GRAND TERRACE DATE NOVEMBER ?7, 1991 CHECK REGISTER NO 112791 CHECK OUTSTANDING DEMANDS AS OF NUMBER VENDOR DESCRIPTION AMOUNT 24275 BUILDING PERMIT LAW BULLETIN SUBSCRIPTION, PLANNING $ 56 78 24276 JANUS DEVELOPMENT MONUMENTATION DEPOSIT REFUND 500 00 24277 BLOCK AND COMPANY, INC KEY CABINET 175 24 24278 PANTHER AND ROGERS, INC FINAL CLEAN-UP, CONSTRUCTION, CHILD CARE CENTER 400 00 24279 DEPARTMENT OF JUSTICE FINGERPRINT CHECK, CHILD CARE 26 00 24280 SHELBY FRYE REFUND, WASTE WATER DISPOSAL SERVICES 6 23 24281 JOHN PAPAPIETRO REFUND, WASTE WATER DISPOSAL SERVICES 14 17 24282 GREG NELSON REFUND, WASTE WATER DISPOSAL SERVICES 5 95 24283 GESA KEARNEY REFUND, WASTE WATER DISPOSAL SERVICES 16 72 24284 AT&T INFORMATION CENTER MAINTENANCE ON PHONES, NOV 1991 AND RENT PHONE FOR EMERGENCY OPERATIONS CENTER 239 72 24285 ALL PRO CONSTRUCTION REPAIR SEWER LINES AND AC CAP ON MINONA 11,404 50 24286 RANDALL ANSTINE LEAGUE OF CA CITIES CONFERENCE 229 30 24287 BFI WASTE SYSTEMS TRASH PICK-UP, SENIOR CENTER, NOV 1991 67 26 24288 B T FLORAL FLOWERS FOR TRIMBLE 34 48 24289 BAYLESS STATIONERS OFFICE SUPPLIES 384 74 24290 BECKLEY CARDY SUPPLIES FOR CHILD CARE 175 87 24291 DANIEL BUCHANAN PLANNING COMMISSION MEETING, 11/7/91 50 00 24292 GENE CARLSTROM STIPENDS FOR NOVEMBER, 1991 300 00 24293 CHILDCRAFT SUPPLIES FOR CHILD CARE 151 04 24294 RONALD CHRISTIANSON STIPENDS FOR NOVEMBER, 1991 300 00 24295 CONNEY SAFETY PRODUCTS MEDICAL SUPPLIES FOR CHILD CARE 329 05 24296 DETCO ENGRAVING/TROPHY PLAQUES FOR POSTER/ESSAY CONTEST 458 01 24297 DICKSON COMPANY/INLAND EMPIRE STREET SWEEPING FOR OCT 1991 2,075 00 2 CITY OF GRANu 1ERRACE DATE NOVFMRFR 77, 1gg1 CHECK REGISTER NO 1127g1 CHECK OUTSTANDING DEMANDS AS OF NOVEMBER 27, 1991 NUMBER VENDOR DESCRIPTION AMOUNT 24298 EASTMAN KODAK COMPANY MAINTENANCE ON KODAK COPIER FOR OCT 1991 AND EXTRA COPIES FOR SEPT 1991 $ 311 25 24299 EWING IRRIGATION SUPPLIES IRRIGATION SUPPLIES FOR CIVIC CENTER AND PARKS 52 62 24300 FLOWERS BY YVONNE FLOWERS FOR OCHOA AND VARELA 86 20 24301 KAREN GERBER MONITOR, CIVIC CENTER (18 5 HOURS) 147 08 24302 GRAND CENTRAL PRODUCE PRODUCE FOR CHILD CARE CENTER 172 25 24303 HUGH GRANT STIPENDS FOR NOVEMBER, 1991 300 00 24304 JERRY HAWKINSON PLANNING COMMISSION MEETING, 11/7/91 50 00 24305 WILLIAM HAYWARD INSTRUCTOR, KARATE 380 80 24306 HEALTH NET HEALTH INSURANCE FOR DECEMBER, 1991 3,924 90 24307 HERMAN HILKEY STIPENDS FOR NOVEMBER, 1991 AND REPLACE LOST CHECK FOR JULY STIPENDS 600 00 L 24308 HYDRO-SCAPE PRODUCTS LANDSCAPE MATERIALS FOR SENIOR CENTER, CIVIC CENTER, AND PARKS 1,250 27 24309 INLAND COUNTIES INSURANCE LIFE INSURANCE FOR DECEMBER, 1991 138 00 24310 INTERSTATE BRANDS, INC BAKERY GOODS FOR CHILD CARE 32 97 24311 GEORGE LOPEZ MONITOR CIVIC CENTER (13 5 HOURS) 107 33 24312 ALECIA LUCAS MONITOR CIVIC CENTER (15 HOURS) , AND REIMBURSEMENT FOR LOCAL MILEAGE 146 95 24313 MCI TELECOMMUNICATIONS LONG DISTANCE PHONE 46 26 24314 PATRIZIA MATERASSI LEAGUE OF CA CITIES CONFERENCE 508 67 24315 BYRON MATTESON STIPENDS FOR NOVEMBER, 1991 300 00 24316 MR T V VIDEO REPAIR CAMERA, EMERGENCY OPERATIONS CENTER 84 00 24317 RAY MUNSON PLANNING COMMISSION MEETING, 11/7/91 50 00 24318 MURRY' S KITCHEN SUPPLIES, CHILD CARE CENTER 12 39 3 CITY OF GRAND TERRACE DATE NOVEMBER 27, 1991 CHECK REGISTER NO 112791 II CHECK OUTSTANDING DEMANDS AS OF NOVEMBER 27, 1991 NUMBER VENDOR DESCRIPTION AMOUNT 24319 NCR CORPORATION SOFTWARE MAINTENANCE FOR DEC 1991 $ 66 81 24320 PACIFIC BELL PHONE FOR CHILD CARE, COMPUTER MODEM, FAX MACHINE, PAY PHONES AT CIVIC CENTER, AND MAIN PHONE AT CIVIC CENTER 909 13 24321 PARTIES PLUS SUPPLIES FOR HALLOWEEN HAUNT 177 75 24322 PATTON SALES CORP FILE CABINET, FINANCE 477 50 24323 KATHY PIERSON INSTRUCTOR, GYMNASTICS AND TINY TUMBLERS 580 80 24324 PRESS ENTERPRISE SUBSCRIPTION, HISTORICAL AND CULTURAL COMMITTEE 87 28 24325 R H A ARCHITECTURAL SERVICES, UPGRADE CITY ENTRANCE 2,657 23 24326 ADRIAN REYNOSA SCOREKEEPER FOR SLO-PITCH SOFTBALL 10/9-11/14/91 276 50 24327 ROLLINS BURDICK HUNTER EMPLOYEE DISHONESTY BONDS 392 00 24328 S E RYKOFF & COMPANY FOOD, CHILD CARE 596 63 24329 COUNTY OF SAN BERNARDINO BOOKING FEES FOR OCT 1991 491 60 24330 SHERIFF DICK WILLIAMS LAW ENFORCEMENT AND CRIME PRVENTION OFFICER FOR DEC 1991 76,226 00 24331 SIGNAL MAINTENANCE SIGNAL MAINTENANCE FOR OCT 1991 272 64 24332 JIM SIMS PLANNING COMMISSION MEETING FOR 11/7/91 50 00 24333 LOUISE SMITH REIMBURSEMENT FOR OFFICE SUPPLIES 122 41 24334 SOUTHERN CA EDISON COMPANY ELECTRIC FOR BALL PARK LIGHTS, CITY BUILDINGS, SENIOR CENTER, BARTON/PALM, IRRIGATION AT PARKS, SIGNALS, CIVIC CENTER, AND STREET LIGHTS 7,606 66 24335 SOUTHERN CA GAS COMPANY GAS FOR CIVIC CENTER, CHILD CARE CENTER, CITY BUILDINGS, AND SENIOR CENTER 201 25 24336 SO CAL JOINT POWERS HEALTH NETWORK INSURANCE FOR DECEMBER, 1991 552 00 24337 SOUTHWESTERN CASH REGISTER MAINTENANCE/SUPPLIES FOR CASH REGISTER 54 78 24338 THE SUN NOTICE OF PUBLIC HEARING 92 22 24339 CATH TOTH INSTRUCTOR, AEROBICS 43 20 4 ( CITY OF GRAND -IERRACE DATE NOVEMBER 27, 1991 CHECK REGISTER NO 112791 CHECK OUTSTANDING DEMANDS AS OF NOVEMBER 27, 1991 NUMBER VENDOR DESCRIPTION AMOUNT 24340 UNIVERSAL CITY STUDIOS DISASTER SEMINAR, EMERGENCY OPERATIONS MEMBER $ 795 00 24341 FRAN VAN GELDER PLANNING COMMISSION MEETING, 11/7/91 50 00 24342 VISA MEMBERSHIP FEE, 1991/92, RECORDS MANAGEMENT SEMINAR, PLANNING CONFERENCE, LEAGUE OF CA CITIES CONFERENCE 4,990 14 24343 WAXIE JANITORIAL SUPPLIES, CHILD CARE CENTER 270 84 24344 WEST-COMPUTIL CORP PROCESS PARKING CITATIONS, OCT 1991 9 00 24345 WESTER EXTERMINATORS PEST CONTROL FOR CIVIC CENTER, CHILD CARE CENTER, SENIOR CENTER, AND COMMUNITY CENTER 145 00 ` 24346 WEST PUBLISHING COMPANY CALIFORNIA CODE UPDATE 17 55 24347 YOSEMITE WATERS BOTTLED WATER AND COOLER RENTAL FOR CIVIC CENTER AND CHILD CARE CENTERS 146 54 24348 RONALD WRIGHT PLANNING COMMISSION MEETING, 11/7/91 50 00 , PAYROLL FOR NOVEMBER, 1991 95,506 17 IOTAL $251,895 30 _ I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORELISTED CHECKS FOR PAYMENT OF CITY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE CITY THOMAS SCHWAB FINANCE DIRECTOR 5 CITY OF GRAND TERRACE PENDING CITY CITY COUNCIL MINUTES COUNCIL APPROVAL REGULAR MEETING - NOVEMBER 14, 1991 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 November 14, 1991 at 6 00 p.m. PRESENT Byron Matteson, Mayor Hugh J. Grant, Mayor Pro Tem Gene Carlstrom, Councilmember Ronald Christianson, Councilmember Herman Hilkey, Councilmember Thomas J. Schwab, City Manager/Finance Director Randall Anstine, Assistant City Manager Patrizia Materassi , Planning Director Brenda Stanfill , Deputy City Clerk John Harper, City Attorney Joe Kicak, City Engineer ABSENT None The meeting was opened with invocation by Pastor Salim Elias, Azure Hills Seventh-Day Adventist Church, followed by the Pledge of Allegiance led by Mayor Pro Tem Grant. Mayor Matteson convened City Council meeting at 6 00 p.m. Mayor Matteson reconvened City Council meeting at 6 10 p.m. SPECIAL PRESENTATIONS 2A. Lisa Coburn, Grand Terrace Chamber of Commerce, introduced the new 1991/92 Little Miss Grand Terrace, Ariel Schwab. 2B. Sharon Korgan, Community Services Officer, introduced the Crime Prevention Poster and Essay Contest winners. 2C. Mayor Pro Tem Grant read a Proclamation declaring Thursday, November 21, 1991 as "Great American Smokeout Day." CONSENT CALENDAR CC-91-161 MOTION BY COUNCILMEMBER CARLSTROM, SECOND BY COUNCILMEMBER CHRISTIANSON, CARRIED 5-0, to approve the Remainder of the Consent Calendar with the removal of Item F. A. APPROVE CHECK REGISTER NO. 111491 COUNCIL AGENDA ITEM# 3 Q Council Minutes - 11/14/91 Page 2 B. RATIFY 11/14/91 CRA ACTION C WAIVE FULL READINC OF ORDINANCES ON AGENDA D. APPROVE 10/24/91 MINUTES E. AUTHORIZE DEPUTY CITY CLERK' S ATTENDANCE AT THE LEAGUE OF CALIFORNIA CITIES ELECTION LAW SEMINAR, DECEMBER 11-13, 1991. G. RECYCLING EXEMPTION (MENDEZ) H RESOLUTION APPROVING THE APPLICATION FOR FUNDS UNDER THE CALIFORNIA SENIOR CENTER BOND ACT OF 1984 FOR SENIOR CENTER RENOVATION I. RESOLUTION AMENDING THE SOURCE REDUCTION AND RECYCLING PLANNING AGREEMENT MEMORANDUM OF UNDERSTANDING ALLOWING THE CITY OF RIALTO TO AMEND THE PROFESSIONAL SERVICES CONTRACT WITH EMCON ASSOCIATES TO COVER ADDITIONAL SERVICES REQUIRED BY THE EAST VALLEY COALITION AND TO MEET THE REQUIREMENTS OF STATE LAW ITEMS REMOVED FROM THE CONSENT CALENDAR 3F. Refuse Exemption (Chavez) CC-91-162 MOTION BY COUNCILMEMBER CHRISTIANSON, SECOND BY COUNCILMEMBER CARLSTROM, CARRIED 4-1 (COUNCILMEMBER HILKEY VOTED NO) , to approve the refuse exemption for Mr. Chavez. PUBLIC COMMENT Fran Van Gelder, 11975 Mt Vernon, Grand Terrace, expressed delight with the children who received awards for their anti-drug posters and essays She announced that the Juvenile Justice and Delinquency Prevention Commission of San Bernardino will host its 7th Annual Recognition of Service to Youth Event on Tuesday, December 10, 1991 at 4 00 p.m. at the County Government Center in the Board of Supervisor' s Chambers, adding that there will be an audio-visual presentation and a reception. She remarked that reservations must be made by December 2, 1991 by calling 387-5762. She stated that the Grand Terrace Lion's Club will be honored for its contributions of services to youth and revealed that the Lion' s Club has donated $8,000 to the Colton Joint Unified School District to fund the Quest Program for junior high students. She explained that the Quest Program provides students with instructional materials regarding behavior, peer pressure, substance abuse, family relations, and survival skills. She asserted that teachers are trained in the proper application of the Quest Program and added that the Lion's Club also funded the teacher training for the program. She extended thanks to the Lion's Club for their service to the community's youths and invited the -- Council and -the public to attend the Recognition of Service to Youth —_� Event. Council Minutes - 11/14/91 Page 3 ORAL REPORTS 5A. Committee Reports 1. Crime Prevention Committee (a) Resignation of Debra Mueller CC-91-163 MOTION BY MAYOR PRO TEM GRANT, SECOND BY COUNCILMEMBER CHRISTIANSON, CARRIED 5-0, to accept the resignation of Debra Mueller from the Crime Prevention Committee with deepest regrets and to direct Staff to advertise the vacancy with the term to expire on 6/30/94. 2 Parks & Recreation Committee (a) Minutes of 10/7/91 CC-91-164 MOTION BY MAYOR PRO TEM GRANT, SECOND BY COUNCILMEMBER CARLSTROM, CARRIED 5-0, to approve the Parks and Recreation Committee Minutes of October 7, 1991. (b) Purchase of new bleacher seats CC-91-165 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER CARLSTROM, CARRIED 5-0, to approve the purchase of four, three-tiered bleacher seats to be installed at the DeBerry Street baseball diamond and at the Pico Street baseball diamond at a cost of $4,160. (c) Request for financial help for Grand Terrace Soccer Team to attend State Cup Tournament CC-91-166 MOTION BY COUNCILMEMBER CARLSTROM, SECOND BY COUNCILMEMBER CHRISTIANSON, CARRIED 5-0, to appropriate $250 from the General Fund for a donation to the Geckoes, an under-12 Grand Terrace Soccer Team, for their attendance at the State Cup Tournament. 5B. Council Reports Mayor Matteson, remarked that he received a telephone call from a resident regarding the lack of a crosswalk on the hill on Mt. Vernon but expressed his belief that the location is too dangerous for a crosswalk. He stated further that he received a letter from a resident that expresses objection to a $15.00 fee for late payment of the trash collection bill , and he directed Staff to investigate the matter. He announced that on November 18, 1991, the Department of Transportation Landscape and Vegetation Control Billboard Policies will hold a meeting in San Bernardino at 10 00 a m. and asked for a volunteer to attend the meeting. He also indicated that the League of Women Voter' s sent a letter of thanks to the City for the use of the Council Chambers for the School Council Minutes - 11/14/91 Page 4 Board Candidates Forum, and he added that the Grand Terrace Youth Basketball Club thanked the City for the donation. He indicated further that he has received complaints from citizens regarding abandoned vehicles and debris in the yard of a residence on Canal Street, and he requested that Staff investigate the situation. Councilmember Carl strom, stated that he would attend the Department of Transportation meeting. Mayor Pro Tern Grant, read a letter, written by a Grand Terrace resident, which expresses appreciation for the services and programs offered by the City of Grand Terrace. Councilmember Hilkey, thanked Thelma Winkler and Ron Wright for arranging the League of Women Voter' s Candidate's Forum. He expressed satisfaction with the success of the Country Fair and indicated delight at the community support of the Miss Grand Terrace and Little Miss Grand Terrace Pageants. He revealed that he attended a Conference in San Fransisco and expressed his interest in a seminar entitled "Urban Forestry," explaining that it is a service whereby the trees in a City are inventoried and the community is subsequently given information on the maintenance of those trees. He commented further about the lateness of the November issue of the Chamber newsletter and remarked that some residents complained about the delivery of the newsletter. He reported that he attended a seminar at Lake Arrowhead and commented that it was informative, stating that the seminar emphasized the importance of an increased reliance upon mass transit He indicated his dissatisfaction with the quality of the Council Chamber' s Public Address system and requested that Council direct Staff to check the system. He observed that the Ontario-based Comcast system does not produce huming and static as does the Grand Terrace system and remarked further that the system also receives transmissions from a local radio station. He questioned whether certain expenses, such as those incurred to support umpires and groundskeepers, are actually being offset by the fees collected. Councilmember Carl strom, concurred that the Conference in Lake Arrowhead was informative and added that the seminar unveiled environmental and other plans for the future of California He questioned, however, the source of the revenue to support the new plans for the State, remarking that the State is currently enmeshed in an economic depression. He intimated his belief that there is a morale problem on the Citizens ' Patrol and requested that Staff investigate the matter. Councilmember Christianson, announced that the 13th annual City Birthday Party will be held prior to the Council Meeting on December 12, 1991 and mentioned that anyone interested in attending the Birthday__potluck- should contact Ann Petta at 783-0658. He _ _ -`—reported��that the Chamber of Commerce is sponsoring a Christmas - - _-decorating contest and stated that applications must be submitted Council Minutes - 11/14/91 Page 5 to the Chamber by December 6, 1991. He indicated that the awards for the Christmas Decorating Contest will be announced at the City Birthday Party. He remarked further that he was pleased to discover announcements in the sewer billing regarding the City of Grand Terrace Housing Program and sign-ups for the Colton/Terrace Little League, which will be held on Saturday, November 16, 1991 from 9 00 a.m. to 1 00 p m. at the Snack Bar at the Soccer Field. Elsa Ingalls, Grand Terrace Chamber of Commerce, announced that the Economic Development Committee meets on the first Friday of every month and added that the Committee recently reviewed the Resolution of the City of Grand Terrace relating to fire fees. She remarked that the November 1991 newsletter featured the Grand Terrace Cleaners on Barton Road and indicated that any business that wishes to be featured in the newsletter should contact the Chamber in order to be placed on the publication list. She revealed further that in January 1992 the Chamber will begin a "Read Me" campaign whereby a Chamber member's name will be hidden within the text of the newsletter and when that member calls the Chamber with the correct location of their name, that member will win prizes. She expressed satisfaction with the Chamber Mixer, which was held at Pure Design Interiors on November 13, 1991 in Grand Terrace. She mentioned further that she and Lisa Coburn also attended the Grand Opening of the new K-Mart store in Cooley Ranch on November 14, 1991 and added that they also attended an anti-smoking luncheon sponsored by the San Bernardino County Medical Society and co-sponsored by the Colton and Grand Terrace Chambers on the same day, commenting that the luncheons are held every other month. She expressed satisfaction with the Second Annual Program of Action Planning Retreat, stating that any questions about the Action Plan can be addressed to the Chamber. She also mentioned that the Chamber is sponsoring a Christmas Party at Terrace Village RV Park on December 11, 1991 and added that the participants are requested to bring an unwrapped child's toy with them. She stated that the toys will be given to needy families in the City. She announced that Mail Mart USA, 12056 Mt. Vernon, Grand Terrace, received the postal contract for the City and indicated that the City now has its own postmark PUBLIC HEARING 6A. AN ORDINANCE OF THE CITY OF GRAND TERRACE ESTABLISHING FIRE SERVICE FEES FOR FIRE PREVENTION AND PLANNING SERVICES Mayor Matteson opened discussion to the public, there being none, he returned discussion to Council . CC-91-167 MOTION BY COUNCILMEMBER CHRISTIANSON, SECOND BY MAYOR PRO TEM GRANT, CARRIED 4-1 (MAYOR MATTESON VOTED NO) , to adopt the First Reading of the Ordinance relating to the establishment of fire _ __ _ _ service fees_for_ fire prevention and planning services Council Minutes - 11/14/91 Page 6 UNFINISHED BUSINESS 7A. Award School District Feasibility Study CC-91-168 MOTION BY COUNCILMEMBER HILKEY, SECOND BY MAYOR PRO TEM GRANT, CARRIED 5-0, to postpone action on the School District Feasibility Study until the first City Council Meeting in January 1992 pending a response from the San Bernardino County Superintendent of Schools office. 7B. Study on School Area Pedestrian Safety CC-91-169 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM GRANT, CARRIED 5-0, to adopt the traffic engineer's report with Item #7 amended to indicate that a "25 mph" speed limit sign is to be posted on Vivienda and Carhart Avenues and on McClarren Street and to amend Item #9 to indicate that Botz Dots are to be installed on Barton Road and on Vivienda in the vicinity of Grand Terrace Elementary School and to appropriate $6,000 from the unappropriated General Fund for the completion of the improvements. NEW BUSINESS 8A. City Entry Beautification (Includes "School Block Wall " on Barton Road) Mayor Pro Tem Grant, suggested that Council adopt a composite of Options 2 and 3. Councilmember Hilkey, commented that he liked the idea of a three-foot high solid block construction on the lower section of the wall to provide for protection from vehicles that may leave the roadway and an open design on the top section. City Manager Schwab, asserted that an open structured wall will not meet the sound attenuation goal but stated that the combination of Options 2 and 3 will be an effective compromise, providing both a certain level of sound attenuation and adequate playground surveillance. He expressed his belief that the School District might accept the compromise solution. Councilmember Carlstrom, commented that the openings along the wall will produce a photo effect of the entire playground when observed from a moving vehicle but suggested that one row of blocks be placed higher on the wall and one row lower in order to magnify the photographic effect. He suggested further that a wrought iron opening be placed every 50 feet along the wall . Councilmember Hilkey, expressed his objection to the use of the concrete block in the wall structure, citing the lack of the aesthetic quality of that type of block. He inquired as to the level of sound attenuation that was to be mitigated by the - structure of the wall . - Council Minutes - 11/14/91 Page 7 Planning Director Materassi , stated that the guideline is 65 decibels on-site but remarked that the wall will not meet that requirement since sound in the area originates from several sources. She stated that the Planning Department can inform the School District as to how much the wall will reduce the decibel levels but added that the Planning Department can not guarantee a specific decibel reduction at the site. City Manager Schwab, mentioning that the School District has agreed to work with the City regarding the design of the wall , he stated that he will present any proposal agreed upon by the Council to the School Board. Councilmember Christianson, declared that he preferred the combination of Options 2 and 3 for the design and structure of the wall Councilmember Carlstrom, concurred with the composite of Options 2 and 3 but suggested that more rows of open blocks be added to the wall to increase surveillance of the playground, recommending that three rows of open block traverse the wall . Councilmember Christianson, commented that the wall has been designed to provide pedestrian surveillance of the playground through the top row of open blocks and viewing of the playground by vehicular traffic through the middle section of open blocks. Councilmember Hilkey, requested that the Planning Commission provide recommendations for the structure and design of the wall and reiterated his objection to the concrete block. He suggested that the sketches of the wall be expanded to cover 100' to 150' of the wall . Councilmember Carlstrom, stated his opposition to a solid block wall . He questioned whether the City should modify the ingress and egress of the City at Barton Road due to the impending changes on the I-215 freeway which have been proposed by Cal-trans. City Manager Schwab, remarked that the City relinquished that portion of the freeway where Cal-trans has their right-of-way, stating that the areas shown on the drawings reveal rights-of-way that are currently owned by the City. Councilmember Hilkey, inquired as to whether there are any plans to modify the northbound onramp to the I-215 freeway and expressed his dissatisfaction with the aesthetics of that area. Mayor Matteson, questioned whether wrought iron could be used to replace the cinder block in the wall . Council Minutes - 11/14/91 Page 8 City Manager Schwab, suggested that the different suggestions offered by Council be reviewed and returned to Council in approximately one month. Councilmember Carlstrom, in discussing the Options presented for the entry signs, he praised the City of Rancho Cucamonga's entry monument. Mayor Matteson, indicated that Option 1 was the concensus selection for the entry sign. City Manager Schwab, stated that the City will bid on all the Options and allow Council to select one of the signs once the costs for each Option are known. He mentioned further that the project budget is $120,000, which he estimated to be approximately $60,000 less than the necessary amount. He requested that Council approve one of the concepts so that the project can be presented for approval to the School District. Councilmember Hilkey, inquired as to whether it was premature to complete the red accent painting at Mt. Vernon and Barton, stating that only one corner of the intersection conforms to the Specific Plan. City Manager Schwab, remarked that the existing, conforming corner , will be repeated or enhanced on the remaining corners. He assured Council that he will bring the issue of the wall back to Council for further discussion in the future. Councilmember Christianson, requested that the drawings cover 50' or more of the proposed wall . Mayor Matteson, asserted that Council seemed to concur on the slump stone and the wrought iron features of the wall , remarking that the cinder block opening is the only structural component of the wall that is in question. City Manager Schwab, reiterated that the wall issue will be re-examined by Staff and returned to Council for future review. 8B. Storm Drain Construction - Grand Terrace Road CC-91-170 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER HILKEY, CARRIED 5-0, to participate in the cost of providing for the construction of adequate drainage facilities for Terrace Village Plaza Development to the extent of 76. 11% of the final total audited costs of the project and to appropriate $93,375 from the Storm Drain Capital Improvement Fund (Excludes City' s payment of the 10% overhead) . Council Minutes - 11/14/91 Page 9 ORDER OF ADJOURNMENT Mayor Matteson adjourned the City Council meeting at 9 30 p.m. , until the next regular CRA/City Council meeting, which is scheduled to be held on Thursday, December 12, 1991. Deputy City Clerk of the City of Grand Terrace MAYOR of the City of Grand Terrace DATE• Dec. 4, 1991 STAFF REPORT CRA ITEM ( ) COUNCIL ITEM (xx) MEETING DATE• Dec. 12, 1991 SUBJECT: ADOPT RESOLUTION NO. 91- _ TO AMEND THE PERSONNEL RULES AND REGULATIONS FOR THE CITY OF GRAND TERRACE The City's personnel Rules and Regulations were last updated in 1988 . Changes in the law, as well as programs adopted by the Council, need to be included in the manual These changes have been highlighted for your convenience Some of the changes include: 1. Defining the classifications of full and part-time employees, and what benefits are extended and apply to each classification of employees. 2 . The policy expands the nepotism restriction to also include spouses relatives, and further defines and includes anyone within the entire City work force. 3 . The City has expanded its nondiscrimination policy to include categories not previously included 4. A section is included on sexual harassment 5. A section on a Drug/Alcohol Free Workplace has been included under general provisions. 6. The policy manual clarifies the fringe benefits plan, and includes the new benefits adopted since 1988 7. An amendment to the law requires a change in the worker's compensation section to conform with the new guidelines. 8. The balance of the changes are primarily to bring the rules and regulations up-to-date with actions Council has taken. TS:bt STAFF RECOMMENDS THAT COUNCIL: ADOPT THE ATTACHED RESOLUTION TO AMEND THE PERSONNEL RULES AND REGULATIONS FOR THE CITY OF GRAND TERRACE. TS:bt COUNCIL AGENDA ITEM#3 E. RESOLUTION NO 91- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 87-09, 87-17 AND 88-05, AND AMENDING THE RULES AND REGULATIONS FOR THE ADMINISTRATION OF PERSONNEL MATTERS PURSUANT TO GRAND TERRACE MUNICIPAL CODE SECTION 2. 24 090. WHEREAS, Section 2 24 090 of the Grand Terrace Municipal Code states Personnel Rules and Regulations and amendments thereto shall be adopted by Council Resolution , and WHEREAS, the Rules and Regulations have been updated to incorporate the City ' s Travel Policy and Non-Discrimination Policy, and WHEREAS, the Rules and Regulations have been updated to include minor changes and additions for clarification NOW, THEREFORE, the City Council of the City of Grand Terrace DOES HEREBY RESOLVE, DECLARE , DETERMINE AND ORDER as follows Section 1 Rescission - That Resolution 87-09, 87-17 and 88-05 are hereby rescinded in their entirety Section 2 That said City Council hereby approves the amended Rules and Regulations for the Administration of Personnel Matters incorporated herein as Exhibit "A " ADOPTED this 12th day of December , 1991 ATTEST Deputy City Clerk of the City Mayor of the City of Grand of Grand Terrace and of the Terrace and of the City City Council thereof Council thereof EXHIBIT "A " Resolution No CITYT Y OF GRAND TERRACE RULES AND REGULATIONS FOR THE ADMINISTRATION OF PERSONNEL MATTERS RULE NO. SUBJECT PAGE I DEFINITIONS 1-4 II GENERAL PROVISIONS 5-10 III CLASSIFICATION 11 IV COMPENSATION 12-14 V FRINGE BENEFITS/RETIREMENT 15-16 VI ADMINISTRATIVE LEAVE/ANNUAL VACATIONS 17-18 VII HOLIDAYS 19 VI I I LEAVES OF ABSENCE , SICK LEAVE , LEAVE WITHOUT PAY , MILITARY LEAVE , COMPULSORY LEAVE , MATERNITY LEAVE , JURY LEAVE , FUNERAL LEAVE 20-22 IX SEPARATION FROM THE SERVICE 23 X DISCIPLINARY PROCEDURES 24-25 XI APPEAL TO CITY COUNCIL 26-27 XII PROBATIONARY PERIOD 28 XIII REPORTS AND RECORDS - SERVICE AWARDS 29 XIV TRAVEL POLICY 30-32 XV EDUCATION INCENTIVE POLICY 33-35 XVI CITY IDENTIFICATION CARDS 36 XVII ISSUANCE OF KEYS TO CITY FACILITIES 37 INDEX SUBJECT PAGE REFERENCE Abandonment of Job 6 Administrative Leave 18 Advancements (Also see "Promotion" ) 13 Appeal 26-27 Appointing Authority 1 Citizenship (Proof of) 5 Appointments 12 Classification Plan 11 Compensation 12-13 Compensatory Time 14 Compulsory Leave 21-22 Definitions 1-4 Departmental Rules 5 Disciplinary Suspension 24-25 Dismissal (See "Separation" ) 23 Drug/Alcohol Free Workplace 7-9 Education Incentive 33-35 Efficiency Records 7 Employee Warning Notices 24 Exceptional Service 13 Fringe Benefits 15-16 Funeral Leave 21 General Provisions 5-10 Grand Jury Testimony 10 Holidays 19 Hours of Work 10 Identification Cards 36 Jury Leave 22 Keys to City Facilities 37 Leaves of Absence 21 Longevity Pay 29 Lunch/Break Policy 10 Maternity Leave 22 Military Leave 21 Nepotism 10 Nondiscrimination Policy 5 Overtime 14 Pay Increases 13 Physical Examinations 7 Physician ' s Certificate 20 Probationary Period 28 Promotion 13 Reclassification 11 Records/Reports 29 Regular Appointment 28 Relations , Emergency Sick Leave 21 Retirement Plan - PERS 16 Safety/Health 19 Salary 13-14 Separation/Termination 23 SUBJECT PAGE REFERENCE Service Awards 29 Sexual Harrassment 6 Sick Leave 20-21 Szandards of Performance 6 Transfer 13-14 Travel Policy 30-32 Unsatisfactory Service Rating 5 Vacation 17-18 Violation of Rules 5 Worker ' s Compensation 20-21 "Y" Rated Salary 13 RULE I DEFINITIONS GENERAL TERMS Wherever used , the masculine noun or pronoun shall include the feminine. The singular shall include the plural , and the plural the singular. The word "shall" shall be construed as mandatory, and the word "may" as permissive or discretionary. DEFINITION OF TERMS Active Service - shall mean actual time worked, holidays with pay, leaves of absence with pay, leaves of absence without pay not to exceed 14 calendar days , and leaves of absence without pay not to exceed one year for which Worker ' s Compensation is paid. It shall also include Saturdays and Sundays or other regular days off which are immediately preceded or immediately followed by other time worked. Advancement - shall mean a salary increase within a range of compensation provided for each position, which is conditioned upon a given minimum term of meritorious service in the same position and which is made without examination. Applicant - shall mean a person who has made application to take { , a City examination. Appointing Authority - shall mean the City Manager. Appointment - shall mean the offer to , and acceptance by, a person of a position either on a regular or temporary basis . Certification - shall mean endorsement as meeting required minimum standards for a vacant position. Class - shall mean a group of positions , with such similarity in respect to their duties and responsibilities that similar requirements as to education , experience , knowledge , and ability should be demanded of incumbents , that similar tests of fitness may be used to choose qualified employees , and that the same schedule of compensation may apply with equity under substantially the same employment conditions Classification Plan - shall mean the official or approved system of grouping positions into appropriate classes Classified Service - shall mean all offices , positions , and employments in the Grand Terrace City service , except those expressly designated as unclassified in City ordinances . -1- Compensation - shall mean any salary , wage , fee , allowance paid to an employee for performing the duties and exercising the responsibilities of a position. Compensation Plan - shall mean the official schedule of pay approved by the City Council assigning one salary or wage range to each class title. Compensatory Time - Time accrued or taken off from work , with pay, in lieu of paid overtime compensation. Continuous Service - shall mean City service uninterrupted by separation. Deferred Compensation - shall mean tax-deferred monies held in an account until time of termination or retirement from the City. Department - shall mean an administrative branch including a group of employees under the immediate charge of a chief executive officer of a department , institution , board, or commission of the City government, which latter officer shall be known as the department head. Eligibility List - shall mean the ranking of eligibles for a vacancy in order of over-all qualifications . Employee - shall mean a person who is legally an incumbent of a position in the classified service , or who is on leave of authorized absence with the right to return to his position. Exempt Employees - shall be those employees designated by the City Manager. Such employees shall be exempt from paid overtime. Fringe Benefit( s) - shall mean an employment benefit (health insurance , paid holiday, etc. ) granted by an employer that involves a money cost without affecting basic wage rates . Hours Worked - shall be those hours actually worked by an employee in any calendar week , Sunday through Saturday inclusive , and shall include paid holidays and vacation time used, however , hours worked shall not include leave without pay or sick leave time taken. Interim Appointment - shall mean a short-term appointment made from an eligibility list. Intermittent Service - shall mean City service interrupted by separation. Lay-Off - shall mean the involuntary nondisciplinary separation of an employee from a position. -2- Leave - shall mean an approved type of absence from work as provided for by these Rules . Length of Service - shall include Saturdays , Sundays , or other regular days off which are immediately preceded or immediately followed by normal work days . Nepotism - Favoritism shown to a relative -- such as appointment to a position on basis of relationship. Nondiscrimination - shall mean to not make a difference in treatment or favor on a basis other than individual merit. An example to favor your friends or rule against a certain race , belief or sex , etc. On-call employee - shall mean an employee that does not work a regular schedule -- works intermittently. Overtime Rate - shall be one and one-half times the hourly pay rate. Pay Range - Ranges start at minimum, with a mid-point and maximum pay rate; raises are normally in five percent increments , but can be less or more depending on the employee 's performance. Part-Time Employee - shall mean an employee working part- time that receives personal leave and holidays on a pro-rated basis , receives ten percent deferred compensation , PERS retire- ment and Managed Health Network for benefits Pay Rate - shall mean a specific dollar amount expressed as either an annual rate, a monthly rate , a semi-monthly rate , a bi- weekly rate , or an hourly rate. Personal Leave - shall mean leave for illness or vacation for part-time employees and non-management day care employees . On-call and seasonal employees will not be able to accrue personal leave. Position - shall mean a specific office of employment , whether occupied or vacant , calling for the performance of certain duties and the carrying of certain responsibilities by one individual , either on a full-time or part-time basis . Probationary Status - shall mean service under regular appointment prior to completion of six months of probationary service. At management 's discretion , probation may be extended to a full year. Promotion - shall mean elevation of a City employee to a position which has a maximum salary higher than that of the employee ' s former position. -3- Regular Status - shall mean the satisfactory completion of six months probationary service and continuing regular appointment. Regular Full-Time Employee - An employee that works at full-time and receives all benefits . Regular Part-Time Employee - An employee that works part-time and receives benefits on an accrual basis . Rejection - shall mean giving no consideration. Relative - shall include spouse and spouse 's relatives , mother , father , sister, brother , son , daughter, grandmother , grandfather, granddaughter, grandson , son-in-law, daughter-in- law, aunt, uncle, niece , nephew, cousin and person(s ) under guardianship of the employee. Seasonal Employee - shall mean an employee hired for a short term due to seasonal employment. An example would be a lifeguard , pool manager or pool cashier. Suspension - shall mean an enforced leave of absence for disciplinary purposes or pending investigation of charges made against an employee. Temporary Appointment - shall mean an appointment not made from an eligible list for short-term employment. Termination - The separation of an employee from City service because of retirement, resignation , death or dismissal . Transfer - shall mean assignment of an employee from one position to another position. Transfer can take place within a department, between departments , between positions of the same class , or between positions of different classes . Work Day - shall mean scheduled number of hours an employee is required to work per day. -4- RULE II GENERAL PROVISIONS Purpose of Rules and Regulations - These rules and regulations are adopted to ensure complete understanding of personnel policies by the City 's employees , to develop fairness of application throughout the City 's several departments , and to serve as guidelines for the administration of Personnel matters . The City reserves the right to change or modify the terms and conditions set forth at its discretion and without prior notice to the employee. These rules serve as guidelines only and do not constitute a contract. Nondiscrimination Policy - The City of Grand Terrace does not discriminate on the basis of political affiliation , sexual orientation , marital status , race, color, ancestry, national origin, sex , age , religious belief , or handicapped status in admission to, or treatment or employment in , its programs and activities. Proof of Citizenship - The Immigration and Control Act of 1986 requires that the City (employer) attest on an I-9 form, and provide proof , that the employees hired after November 6 , 1986 are either citizens , a permanent resident alien , or otherwise authorized to be employed. Verification of proof may be by social security card , birth certificate , U S passport , driver 's license, foreign passport with work authorization or alien immigration ID card. Violation of Rules - Violation of the provisions of these rules may be grounds for dismissal , disqualification , suspension , or demotion Departmental Rules - A department head may, with the approval of the City Manager , adopt and administer written personnel regulations for his department which are supplementary to and not inconsistent with these Personnel Rules and Regulations or the laws of the State of California . Promulgation of Rules - All City personnel ordinances , rules , notices , and policies shall be made easily accessible to all employees . Unsatisfactory Service Rating - Any employee receiving an unsatisfactory rating for any of the following Work quality, work quantity, work attitudes , or work habits may be subject to reduction in compensation or may be subject to dismissal from the classified service pursuant to these rules . -5- Standards of Performance and Conduct High Standards Required - Employees of the City of Grand Terrace are expected to maintain high standards of performance and conduct. Employees wno fail to maintain high standards of performance and conduct subject themselves to suspension from duty without pay, demotion , or dismissal . Performance Guides - Failure to meet high standards of performance and conduct may be associated with the following a . Physical inability to perform the duties of his position, b. Failure to pay just debts or make reasonable provisions for future payments , c. Conviction of a criminal offense involving moral turpitude, d Damage to public property or waste of public supplies through misconduct or negligence, e. Conduct unbecoming an officer or employee, f. Absence from regular assigned duty without leave. Abandonment of Job - Any employee that is absent from his job without notification or contact with his employer for 72 hours shall be terminated due to Abandonment of Job. Sexual Harassment - is a form of misconduct that undermines the integrity of the employment relationship. Employees should not be subjected to unsolicited and unwelcome comments or conduct with sexual overtones . Sexual harassment does not refer to occasional compliments of socially acceptable nature. It refers to behavior that is not welcome and is personally offensive to a reasonable person, interfering with work effectiveness . Such conduct , whether committed by supervisors or nonsupervisory personnel , is specifically prohibited. This includes repeated offensive sexual flirtations , advances , or propositions , continued to repeated verbal abuse of a sexual nature , graphic or degrading comments about an individual or his or her appearance. the display of sexually suggestive objects or pictures , or any offensive or abusive physical contact. -6- Any employee who is subject to sexual harassment or intimidation is strongly encouraged to bring such behavior to the attention of his immediate supervisor or the City Manager. All such complaints will be treated in the strictest confidence Efficiency Records - In all offices , departments , and places of employment , subject to the Personnel Rules , the City Manager shall make , or cause to be made , on the prescribed forms , reports and individual efficiency of each employee in the classified service of the City. Such reports shall cover the following periods three month and six-month review for probationary employees and annually for regular employees until they reach the top of their range. After the top of the range is reached, reviews can be when the supervisor or Personnel Officer feels there is a need. From such reports of efficiency ratings , the City Manager shall establish and maintain records showing the service ratings of employees for possible use in determining the order of lay-off and reinstatement and for consideration in recommendations related to transfer , promotion , demotion , and dismissal . Any employee may, upon request, ascertain his own service rating. Physical Examinations - The City shall require that all initial , regular employees be in such physical or mental condition to perform the duties of their jobs and shall require an initial medical evaluation , which includes drug testing , according to job classification. Subsequent examination( s) may be required due to changing health conditions as directed by the City Manager . No employee shall hold any position in a classification in which he cannot physically or mentally perform all the duties of the job adequately or without hazard to himself or others . Within the limitations indicated , the City 's policy shall be to make such efforts as are consistent with the provisions of these rules to place physically disabled employees in such positions as are available in the City 's service where their disabilities will not affect their performance of duties . The employee 's length of service , nature of past performance , and the availability of openings may be considered in placing disabled employees . Drug/Alcohol Free Workplace - Use of drugs/alcohol presents a substantial safety problem, in that an intoxicated employee is a danger to himself , as well as fellow employees , the public , or to the operation of the City. Drug and alcohol use can seriously affect job performance and employee safety. The City of Grand Terrace, in order to achieve and maintain a drug and alcohol free workplace , will be firm in disciplining any employees who should be found to be working under such influences . Violation of this policy could be a cause for termination. In order to promote a drug/alcohol free workplace , the City conducts pre-employment drug/alcohol testing for City positions . -7- l Pre-employment drug/alcohol tests apply only to non-City employees , City employees who apply for another City position shall not be subject to pre-employment drug/alcohol tests . Any applicant who tests positive in a drug/alcohol test will not be hired by the City. For existing City employees drug/alcohol abuse shall be monitored as follows 1. The use of prescription drugs which would not alter an employee 's work performance is acceptable , if pre- } scribed by a qualified physician. However , employees must notify their supervisor before beginning work when taking drugs (prescription or non- prescription) which may interfere with the safe and effective performance of their duties. 2. It shall be cause for discipline to sell or trade any drugs or alcohol , while on duty or on City property. Drugs shall be defined as any narcotic, prescribed or over-the-counter medications in excess of prescribed dosages , or other non-prescribed hallucinogenic substances , stimulants , depressants , or other illegal substances , or becoming so intoxicated or influenced while on the premises of the City or during working hours or while performing assigned work . 3. It shall be up to each individual employee to report any information regarding the use , manufacture , sale , s possession or employees under the influence of alcohol , or unprescribed controlled substances on City property or City time. 4. An employee who is convicted of violation of a criminal drug statute as a result of activity, occurrences , or events which are also in violation of the terms of this policy must report the conviction within five days after the conviction to the City. Failure to properly report a conviction, will result in discipline, up to and including termination. 5. It shall be cause for discipline if any employees report to work intoxicated or under the influence of narcotics , prescribed or over-the-counter medications in excess of prescribed dosages , or other nonprescribed hallucinogenic substances , or to become so intoxicated or influenced while on duty. 6. When a supervisor has reason to believe that an employee is under the influence of intoxicating liquor and/or narcotics , the supervisor shall have the -8- authority to order that employee , accompanied by a supervisor , to report immediately to a medical facility and be examined by a physician The examination shall be conducted while the employee is "on the clock " The City shall bear the expense of the examination , and shall provide transportation to and from the medical facility and the employee ' s work station. 7. If an examination shows that the employee is intoxicated or under the influence of narcotics , prescribed or over-the-counter medications in excess of prescribed dosages , or other nonprescribed hallucinogenic substances and has , therefore , violated the above rules , the employee shall be subject to discipline. 8 Failure to submit to an examination , when so ordered by a supervisor, will be considered insubordination , and grounds for discipline , up to and including termination. 9. All test results shall be kept confidential and will only be revealed to the applicant/employee tested, or as required by law , or to any employee of the City who has a need to know in order to carry out his job function. 10. In appropriate cases , such as a first offense , the City shall make every effort to work with the employee and place him in an assistance program or service for ourposes of rehabilitation , in lieu of disciplinary action or criminal prosecution. Failure of the employee to attend an assistance program or service, may be consideration for dismissal . 11. Employees who test positive a second time for the use of intoxicants or drugs , as previously defined , will be terminated from other employment with the City. Employee Responsibilty for Correct Personnel Information - It shall be the responsibility of each employee to keep his department head and the City Manager ' s Office advised concerning his marital status , number of dependents , and his correct address and telephone number. Safety and Health - Employees shall comply with all applicable safety laws , rules , and regulations . Employees shall follow safety practices , use personal protective equipment as required, render every possible aid to safe operations , and report to proper authority all unsafe conditions or practices . -9- Grand Jury Testimony - The refusal of any employee to testify under oath before the County Grand Jury in a County Grand Jury investigation of governmental bribery or misconduct in public office shall constitute good and sufficient grounds for the dismissal of such employee. Nepotism - No person shall be appointed to any position in the classified service who is a relative by blood or marriage of any elected official , the appointing authority, or any board , committee, or commission receiving regular remuneration from the City, nor shall any person be appointed to any position in the classified service in the City which has in its employ a person who is a relative by blood or marriage. For purposes of this section , a relative shall be defined to spouse and spouse ' s relatives , father, mother , sister, brother , daughter, son , grandmother, grandfather , grandson, granddaughter, son-in-law, daughter-in-law, aunt, uncle, niece , nephew, cousin and person( s) under guardianship of the employee. Hours of Work - Except as otherwise provided for , the normal work week shall be 40 hours . The City Manager may establish work schedules consistent with the normal business practices within the community and the needs of the City. Lunch/break Policy - Employees that work an eight-hour day may take one break in the morning , and one in the afternoon. Break periods shall not exceed 15 minutes each. A part-time employee working four to five hours per day is entitled to a 15-minute break during his four to five-hour work period. Anyone working three and one-half hours or less will not be entitled to a break. An employee that works an eight-hour day is entitled to an hour for lunch. An employee that works more than five hours , but less than eight is entitled to a 30 minute lunch break. When there is work period of not more than six hours the lunch hour may be waived by mutual consent of employer and employee. The supervisor may stagger Lunch hours throughout the late morning and early afternoon hours . Break and lunch periods may be taken only in the time period for which they are designated and may not be accrued. Extenuating circumstances , as determined by the immediate supervisor, may establish cause for variation from the scheduling of break and lunch periods. -10- RULE III CLASSIFICATION Preparation of Plan - The City Manager , or a person or agency employed for that purpose, shall ascertain and record the duties and responsibilities of all positions in the classified service and, after consulting with heads of departments affected , shall recommend a classification plan for such positions . The plan and any revisions thereof shall become effective upon approval of the City Council . Following the adoption of the classification plan , the City Manager shall allocate every position in the classified service to one of the classes established by the plan. When a new position is created, before the same may be filled , except as otherwise provided , no person shall be appointed or employed to fill any such position until the classification plan shall have been amended to provide therefor. Reclassification - Positions , the duties of which have changed materially so as to necessitate reclassification , shall be recommended by the City Manager , for approval by the City Council , to a more appropriate class , whether new or already created. Reclassifications shall not be used for the purpose of avoiding restrictions concerning demotions and promotions . Reclassifications do not require a three and six-month review for regular status . For review purposes , the annual review can remain the same as in the past or can be changed, depending on supervisor and individual circumstances . The City Manager and/or supervisor will be deciding party( ies ) on change of review date. -11- RULE IV COMPENSATION Application of Rates - The City has a policy of open salary ranges which define the minimum, midpoint and maximum for each job. Employees occupying a position in the classified service shall be paid, a salary or wage established for that position class under the approved compensation schedule , based on their time worked. Compensation Schedule - The compensation schedule for classified ,� service shall include a list of classes of positions by occupational group, with the standard rates of compensation shown for each class. All rates shown on the official compensation schedule and conditions set forth therein are in full payment for services rendered and are intended to cover full payment for the number of hours regularly worked in each class . Application of the Compensation Schedule - The salary range as set forth for each classification shall be applied in accordance with the following New Appointments - Each position has a salary range wnich consists of minimum, midpoint and maximum. The minimum rate for the position shall generally apply to new employees with little or no experience within his classification. When qualifications and experience warrant, an original appointment or reinstatement may be made at a rate other than the minimum rate. The City Manager will decide the new appointment salary based in part on the experience and training of each employee involved and according to the needs of the City. Normal Advancements - After an employee successfully completes his six-month probation , he is eligible for an increase. It is up to his department head to recommend the percentage of increase based on the employee 's performance record to the City Manager Thereafter, increases may be considered at annual evaluation dates . The date that the employee receives his first increase will be the annual evaluation date. Employees that demonstrate consistent superior perform- ance may receive advancements outside the normal pro- cedure based on the merit of the performance. Advancement Provisions - No salary advancement shall be made so as to exceed any maximum rate established in the compensation schedule for the class to which the advanced employee 's position is allocated except as otherwise may be provided for. Advancement shall not be automatic , but shall depend upon increase -12- service value of an employee to the City as exemplified by the recommendations of his department head , length of service , performance record , special training undertaken , or other pertinent evidence , within the advancement policy established by the compensation schedule. The advancement of an employee , therefore , is one in which actual merit and not time alone governs . An employee shall be recommended for pay increases then only when he clearly deserves advancement as indicated by at least a competent rating on his last performance evaluation , and not simply according to the elapse of a time period. Exceptional Service - Another provision of these rules , notwithstanding , the City Manager may grant a 5% increase in salary above the established rate for a given class for a specified period of three, six , nine , or twelve months when an employee on his own initiative and by his own efforts and abilities is rendering service above the level of proficiency normally expected in the class or is producing results consistently superior to that normally expected of employees in the class. "Y" Rate - "Y" rate of the salary range of any class is defined as any rate of pay in excess of the maximum step prescribed for a class. An employee at the "Y" rate shall retain the same rate of pay that he was receiving immediately prior to being assigned to the "Y" rate. An employee may be assigned to "Y" rate who is reclassified from a class or position in which he has acquired regular status to a class or position with a lower salary maximum than his present position , or he may have his salary reduced. An employee with regular status may appeal a salary reduction to the City Council . Promotion to Another Class - Upon promotion, an employee shall receive a minimum of 5% increase in pay, subject to the following conditions The position held by the employee immediately prior to the promotion must have been held under a regular or probationary appointment. The employee who is receiving compensation at the "Y" rate immediately prior to promotion shall have his salary reduced by reason of such promotion . A promotion under the above requires a six-month probation period with salary review upon completion of probation. This date will become the new annual evaluation date. Pay Increases Other than Advancement and Promotion - The pro- provision governing the granting of pay increases specified on page under Advancement Provisions apply to all pay increases as well as advancements . Transfer to Position within the Same Class - When a transfer of position is made within the same pay range , there shall be no salary increase or decrease because of such transfer . -13- If , in the opinion of the City Manager , the application of the provisions of this section results in compensating an employee at an inequitably low rate compared to other employees in the same class , the City Manager may raise such salary to a rate determined to be most equitable Such action shall not be contrary to the general intent and spirit of this Rule. Overtime - General - All nonexempt employees who render approved overtime service and , as a result, whose time worked exceeds the normal work week, shall be paid overtime. A current record shall be kept at each instance of authorized overtime work stating the reasons therefor and by whom authorized , and also that date and duration of each instance. The overtime service must be for work definitely ordered or approved in advance by the appointing authority, except in emergency conditions . Overtime Rate - Overtime shall be computed at one and one-half times the employee ' s hourly rate of pay. The smallest unit of time worked to be credited as overtime shall be a half-hour. Compensatory Time Off - Exempt employees shall be allowed to accrue compensatory time in lieu of overtime pay. Said compensatory time shall be accrued as hours worked in excess of 40 hours per week or eight hours per day. The maximum accrual shall be 40 hours . In addition , the City Manager shall have the option of paying exempt employees for time worked in excess of the standard work day or week at straight time computed at that employee ' s regular hourly rate of pay. Any compensatory time earned must be used before terminating from the City or it will be lost. Temporary Salary Increase - The City Manager may, at his discretion , grant an employee a temporary advancement of not more than ten percent for a period in excess of one month , but not to exceed six months , during that time such employee is required to perform the duties of a higher position . At the conclusion of such assignment or period of advancement granted , whichever is shorter , the employee ' s salary shall be reduced to the normal rate prescribed for his classification . -14- RULE V FRINGE BENEFITS Fringe Benefit Plan The City provides a cafeteria fringe benefit plan for regular full-time and regular part-time employees in the amount of 18. 1 percent of the employee 's regular salary and 10% for part-time and non-management day care personnel . This amount is put into an account so that it can be used as a cafeteria plan for health insurances -- medical and dental . Any money not used for fringe benefits is deposited in the employee 's deferred compensation account and accrues interest until time of termination or retirement. The employee can also designate a portion of his salary be deferred to this account. Life Insurance The City pays for life insurance for regular full-time employees , and for regular part-time employees after five continuous years of service. Short-Term Disability Insurance The City has short-term disability insurance for regular full- time and regular part-time employees , payment of which comes out of the employee 's cafeteria fringe benefit plan. Short-term disability applies to a non-work-related illness or injury that prevents an employee from doing his regular or customary work. The weekly amount is based on 60% of your salary with $500 per week being the highest one can be paid. Managed Health Network The City provides for regular full-time , regular part-time , and part-time employees a Managed Health Network(MHN) . This is a Mental Health Program designed to help employees and their families deal with the stresses of everyday life. The plan provides confidential , professional assistance in coping with problems on the job, at school , and in the home. -15- Retirement Plan The City provides retirement benefits for regular full- time, regular part-time and part-time employees through the Public Employees ' Retirement System ( PERS) . The City pays both the employee 's and employer 's contributions into the plan. -16- RULE VI ADMINISTRATIVE LEAVE - ANNUAL VACATIONS PERSONAL LEAVE Earned Vacation - Full-Time - Each regular full-time and regular part-time employee who is paid at a bi-weekly rate and has had continuous full-time active service throughout the year shall be credited with annual vacation with pay according to his number of years service as follows Vacation Rate - General Service Employees - Each eligible employee shall be credited on a rate of 1/26th of a . Ten working days vacation during his first, second, third , fourth , and fifth years of service, and b. Fifteen working days during his sixth through tenth years of service; and c Twenty working days vacation during his eleventh and succeeding years of service. Posting of Earned Vacation - Earned vacation will be credited upon completion of thelfirst six months of continuous full-time service and every pay period thereafter. Postings will be equal to one twenty-sixth the applicable yearly earning rates as set forth above under Vacation Rate. Vacation Credit Accumulation - In the event an employee who has served continuously for at least twelve months does not take all of the vacation to which he is entitled in any year , he shall be allowed to accumulate the oalance , to be taken in a subsequent year. Provided, further , that no employee shall be granted in any one year more vacation than the equivalent of two full annual vacations , except in the case of separation from the service as hereinafter provided. Further , each employee shall take a minimum of five consecutive work days off each fiscal year. Regular Part-Time Employees - Accrue vacation time according to the number of hours worked. Maximum Vacation Accumulation - Unused vacation accumulated by an employee shall not exceed the total of two annual vacations to which , according to his total years of service , he is entitled. -17- Unused Vacation at Separation - At the time a regular full-time or regular part-time employee who has served continuously for at least six months is separated from the City service , whether voluntarily or involuntarily, he shall be granted all of the unused vacation to which he is entitled based upon his active service in prior years and , in addition , he shall be granted vacation based upon the length of his active service during the year in which the separation occurs and computed on the basis set forth under "Earned Vacation" on page 17. A part-time employee who receives personal leave must have served continuously for six months in the City to be paid his accrued personal leave at time of separation . Holidays Occurring During Vacations - Paid holidays immediately preceding , immediately following , or wholly within the vacation period shall not be regarded as part of the annual vacation. Vacation Schedules - Vacation scedules shall be arranged by the appointing authority with particular regard to the needs of the service , and so far as possible, with the wishes of the employee. Vacation time may commence any day of the week and vacation time shall consist of consecutive working days , exclusive of intervening paid holidays , with full pay for such time as the employees would have been paid if at work for the City for the same period of time. The appointing authority may, however , in his discretion , divide the employee 's vacation time if the needs of the service so require or permit. Vacation Requests - No vacation shall be granted to, or taken by, an employee without the consent of the appointing authority. Requests for annual vacation shall be submitted in advance and approved by the appointing authority. Administrative Leave - On July 1 of each year beginning with the July 1 immediately following the first anniversary of employment of the City Manager , the City Manager shall receive ten ( 10) days administrative leave in addition to all other leaves , this administrative leave must be used during the following fiscal year, or it will be lost. Personal Leave - part-time employees and non-management day care personnel receive personal leave on an accrual basis , and this leave may be used for vacation or sick time. This time can be used as it is earned. The above-mentioned employees must have served six continuous months with the City to receive his accrued personal leave at time of separation. On-call and seasonal employees will not be able to accrue personal leave. -18- RULE VII HOLIDAYS Fixed Holidays The City observes the following fixed holidays New Year ' s Day Thanksgiving Day President ' s Day Day after Thanksgiving Memorial Day Day before Christmas Independence Day Christmas Day Labor Day Day before New Year ' s Day Veteran ' s Day Holiday pay is granted to all employees regularly scheduled to work. Those employees regularly scheduled to work, whose hours vary from day-to-day or week-to-week, will be paid holiday pay at an average rate for the pay period which the holiday is within. Any exceptions would have to receive approval from the City Manager. Floating Holidays - Employees appointed to regular positions upon completion of the six-month probation period shall be entitled to two floating holidays per calendar year , to be taken within that calendar year and coordinated with his or her Supervisor. Float- ing holidays must be used before terminating from City service or they will be lost. Holidays - New and Terminating Employees - In order to be eligible for a paid holiday , employees must be on pay status both the day before and the day after the holiday. Holidays Occurring During Vacations - Paid holidays immediately preceding , immediately following , or wholly within the vacation period shall not be regarded as part of the annual vacation. Employee Required to Work on a Fixed Holiday - Whenever a non- exempt employee is required to work on a fixed holiday, the employee shall be paid overtime for time worked on holidays . -19- RULE VI I I LEAVES OF ABSENCE - SICK LEAVE , LEAVE WITHOUT PAY, MILITARY LEAVE , COMPULSORY LEAVE , MATERNITY LEAVE , JURY LEAVE , FUNERAL LEAVE Sick Leave - Sick leave with pay shall be granted to all probationary and regular employees in accordance with this Rule. Sick leave shall not be considered as a right which an employee may use at his discretion, but shall be allowed only in case of necessity and actual personal sickness or disability. Abuse of the sick-leave privilege , as with all rules , will be grounds for disciplinary action . Compensation Procedure - In order to receive compensation while absent on sick leave, the employee shall notify his immediate superior prior to time set for beginning his daily duties , or as may be specified by the head of his department. Physician ' s Certificate - When absence is for more than three work days , the employee is required to file a physician ' s certificate with the Personnel Officer stating the cause of the absence and the employee 's ability to return to his duties . In cases of suspected abuse or chronic sick leave use , a physician ' s certificate shall be required regardless of the length of absence. Sick Leave Earning Rate - Each employee who is paid at a monthly rate shall earn sick leave at the rate of one work day for each calendar month of full-time active service. All such sick leave which is unused may be accumulated. Regular part-time employees receive pro- rated sick leave based on hours worked. Worker 's Compensation and Sick Leave - All City employees are covered under Worker 's Compensation for accidents or illness incurred as a result of perform- ance or assigned work duties . Injuries should be reported to the Department Head as soon as possible, it will be the responsibility of the Department Head to ensure that Personnel is notified immediately in order to have the injured employee fill out an "Employee 's Claim for Workers ' Compensation Benefits" form within 24 hours . The City 's Safety Officer is also to be notified so that he can investigate the accident and make out a "Report of Occupational Injury or Illness . The employee shall also make out a "City of Grand Terrace Employee -20- Statement of Accident. " All compensation received in accordance with the provision of the Workmen ' s Compensation Act of the State of California shall be deemed to be included in any compensation due from the City by virtue of any grant for sick leave with pay. Sick Leave Conversion Privilege - Any employee who has taken five days sick leave or less during the fiscal year ending June 30 of each year shall be entitled to convert up to three days of unused sick leave to vacation leave, however, in no case shall such conversion reduce an employee 's accumulated sick leave balance below 24 days . No prorations shall be made for employees terminating on or before June 30 of the fiscal year. Unused Sick Leave at Time of Separation - Any employee who voluntarily separates from City service after a minimum of five years shall be compensated for 40% of all unused sick leave. Funeral Leave - Special leave with pay may be granted from sick leave in any twelve-month period to a regular or probationary employee in order to discharge the customary obligations arising from the death of a grandparent, parent, spouse, brother, sister, child, or relatives for whom the employee is responsible. The amount of leave taken must be approved by the appointing authority and supported by such facts as he may require. Leave of Absence without Pay - The City Manager may grant a regular or probationary employee leave of absence without pay or accrual of seniority of benefits for a period not to exceed one year. No such leave shall be granted except upon written request of the employee setting forth the reason for the request , and approval shall be in writing. Upon expiration of a regularly approved leave or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. Failure on the part of an employee on leave to report promptly at its expiration or within a reasonable time after notice to return to duty shall be cause for discharge. Military Leave - Military leave shall be granted in accordance with the provisions of State law. All employees entitled to military leave shall give the appointing authority an opportunity within the limits of military regulations to determine when such leave shall be taken. Compulsory Leave - If, in the opinion of the appointing authority, an employee is incapacitated for work on account of illness , such employee may be required to submit himself to a physician designated by the appointing authority for examination -21- at the City ' s expense. If the employee objects to being examined by the designated physician , he may request one change of physician. If the report of the physician shows the employee to oe in an unfit condition to perform his duties , the appointing authority shall have the right to compel such employee to take the sufficient leave of absence to fit himself for such work. verification of such fitness shall be made by a physician designated by the City, and all expenses incurred in securing such verification shall be at the employee 's expense. Accrued ', sick leave shall be used for such absences or, when no such accrued leave exists or has been exhausted, an employee may be granted leave without pay, the total of which shall not exceed one year. For good cause , an employee may request extensions of this time in increments of not more than one month. Maternity Leave - Employees who become pregnant may continue regular employment status , subject to the ability to perform their required duties without being subject to medical restrictions. Any regular employee may apply in writing for sick leave or a leave of absence of up to four months of unpaid leave for maternity leave. Jury Leave and Compensation - Every regular and probationary employee of the City who is called or required to serve as a J trial juror shall be entitled to absent himself from his duties with the City during the period of such service or while necessarily being present in court as a result of such call . Under such circumstances , the employee shall be paid the difference between his full salary and any payment received by him, except travel pay, for such duty. -22-- RULE IX SEPARATION FROM THE SERVICE RESIGNATION - An employee may resign by submitting the proper notice in writing specifying the reasons therefor and the effective date to his department head as far in advance as possible, but a minimum of two weeks notice is considered proper. Failure to comply with this requirement may be cause for denying future employment with the City. Types of Separation - All separations of employees from positions in the classified service shall be designated as one of the following types Resignation , Lay-off , Death, Retirement, Dismissal . Any separation by an employee from the classified service not specifically designated as one of the above at the time of separation shall automatically be considered a resignation. -23- RULE X DISCIPLINARY PROCEDURES Oral Warning - An oral warning shall De given for minor misconduct. The warning should be immediate , calm, and constructive. Oral warnings should include the performance the employee is to take in the future and consequences for failure to correct the problem for which the employee is being warned. Written Warning - In the event that an employee should need more than an oral warning regarding his job performance , attendance , or for other reasons , fair warning can be given by filing an Employee Warning/Incident Report. This report is placed in the employee 's personnel file and a copy given to the employee with a complete statement regarding reason for such warning. A third warning given for the same reason constitutes cause for dismissal. Disciplinary Suspension - Disciplinary suspensions can be given for minor or serious disciplinary reasons. Suspensions without pay shall not exceed thirty calendar days , nor shall any employee be penalized by suspension for more than thirty calendar days in any fiscal year. Intended suspension action shall be reported immediately to the City Manager (Personnel Officer) . Suspensions shall be in written form and given to the employee. Such notice shall include a statement of the reason( s) for the proposed action and the charge(s) being considered. Suspensions can be done with pay when an inquiry or investigation is needed for the alleged misconduct. The Department Head or other authorized person shall follow the "Skelly" process in cases where the disciplinary action involves employee property rights such as loss of pay, suspension without pay, demotion or termination. This policy is as follows 1. A written notice of the proposed disciplinary action shall be delivered to the employee. 2. The reason( s) for the proposed disciplinary action will be to the employee. 3. The employee shall be given a copy of , or be provided access to written materials , reports and documents , if any, upon which the action is based. 4. The employee shall have the right within the specified time to respond either orally, in writing or both orally and in writing , to the authority initially imposing the discipline. -24- Employee Review/Grievance Procedure - The employee shall be given an opportunity to review the material upon which the proposed disciplinary action is based, and respond to the Department Head , orally or in writing , concerning the proposed action within the period of time stated. An attempt needs to be made on the part of the employee to resolve the issue with his/her immediate supervisor. If the issue is not resolved with the immediate supervisor , the issue can be taken to the Personnel Officer (City Manager) within five working days. Failure to respond within the times specified in this procedure may result in the employee 's waiver of his or her right to appeal . If mutually agreed upon , the specified time period may be extended. The City Manager will provide a written response to the employee and supervisor within ten working days after a review of the issue is completed. Should this not be satisfactory to the employee , an appeal may be taken to the City Council. Informal discussions and oral warnings are not appealable. The Appeal Procedure is outlined in Rule XI . -25- APPEAL TO CITY COUNCIL RULE XI Right of Appeal - Any employee in the classified service shall have the right to appeal to the City Council any disciplinary action , interpretation, or alleged violation of the Personnel Ordinance or these Rules except in instances where the right of appeal is specifically prohibited by the Personnel Ordinance or these Rules. Such appeal shall be filed within ten ( 10) calendar days from the date the employee was notified of the appealed action. Method of Appeal - Appeals shall be in writing , subscribed by the appellant, and filed with the City Manager ( Personnel Officer) , who shall , within ten ( 10) days after receipt of the appeal , inform the City Council , the appointing power, and such other persons or officers named or affected by the appeal or the filing of the appeal . The appeal shall be a written statement addressed to the City Council explaining the matter appealed from and setting forth therein a statement of the action desired by the appellant, with his reasons therefor. The formality of a legal pleading is not required. Notice - Upon filing of an appeal , the Personnel Officer shall set a date for a hearing on the appeal not less than ten ( 10) days , nor more than thirty ( 30) days from the date of filing. The Personnel Officer shall notify all interested parties of the date , time , and place of the hearing , at such places as the City Council shall prescribe. Investigation - Upon the filing of an appeal , the City Council may make such independent investigation of the matter as it may deem necessary. The result of such investigation shall be made a part of the record of the proceedings , and the appellant shall have the right to have a reasonable time within which to answer or to present evidence in opposition to the findings of this independent investigation. Hearing - The appellant shall appear personally , unless physically unable to do so, before the City Council at the time and place of the hearings. He may be represented by any person or attorney as he may select and may, at the hearing , produce on his behalf relevant oral or documentary evidence. Appellant shall state his case first and, at the conclusion, opposition matter may then be presented Rebuttal matter not repetitive may be allowed in the discretion of the City Council. Cross examination of witnesses shall be permitted. The conduct and decorum of the hearing shall be under the control of the City Council , with due regard to the rights and privileges of the parties appearing before it. Hearings need not be conducted -26- according to technical rules relating to evidence and witnesses . Hearings shall be closed unless either party requests in writing an open hearing . Pursuant to Resolution Nos . CC-82-39 and CRA- 82-06 , making applicable the provisions of Section 1094.6 of the Code of Civil Procedures providing for judicial review of administrative decisions , time for filing court action after a hearing on a personnel matter shall be limited to 90 days . Findings and Recommendation - The City Council shall , normally within ten ( 10) days after the conclusion of the hearing , certify its findings and decision to the appellant. The City Council may affirm, revoke , or modify the action taken as in its judgment seems warranted , and the action taken shall be final . Majority Vote Necessary for Action - Action under this rule shall require a majority vote of the City Council . -27- RULE XII PROBATIONARY PERIOD Objective of Probationary Period - An appointment shall not be regular until after the expiration of a probationary period. The probationary period shall be regarded as a part of the examination process and shall be utilized for closely observing the employee 's work , for securing the most effective adjustment of a new employee to his position , and for dismissing any probationary employee whose performance or personal qualifications do not meet the required standards of work. Regular Appointment Following Probationary Period - All original and promotional appointments shall be tentative and subject to a probationary period of six full calendar months . Appointment to regular status from probationary status of any employee shall require the written approval of the City Manager , prior to the employee attaining such regular status . A probationary period may be extended , if needed, beyond the six months . Dismissal of Probationer - During the probationary period, an employee may be dismissed at any time by the appointing authority without cause and without the right of appeal . L_, -28- RULE XIII REPORTS AND RECORDS - SERVICE AWARDS Employee Master Record - The Personnel Officer shall maintain a file containing a record on each employee in the service of the City showing the name , title of position held , the department to which assigned , salary, changes in employment status , and such other job-related information as may be considered pertinent. Change-of-Status Report - Every appointment, transfer, promotion , demotion, change of salary rate , and any other temporary or regular change in status of employees shall be reported to the Personnel Officer in such manner as he may prescribe. Employee Service Awards On the anniversary of five years of service , employees receive a service pin with City logo, one diamond and two sapphires . Should the employee wish , a choice of various pieces of jewelry may be chosen to affix to the pin. On the anniversary of ten years of service , longevity pay in the amount of $100 is paid in addition to the employee 's normal monthly salary. -29- RULE XIV TRAVEL POLICY Authorized Travel - All travel outside San Bernardino , Riverside , Imperial , Los Angeles , Orange , and San Diego Counties must be approved by the City Council . The City Manager, Assistant City Manager and Planning Director receive $200 per month for car allowance. If they travel within the San Bernardino , Riverside , Orange , and Los Angeles Counties , there is no reimbursement. If they travel outside of those four counties , than reimbursement for mileage will apply. The City Manager is authorized to approve necessary trips within San Bernardino , Riverside , Imperial , Los Angeles , Orange, and San Diego Counties by private vehicle consistent with mileage allow- ance. Requests for such travel shall be submitted to the City Manager on a "Travel Authority & Expense Report" form. The Finance Department shall maintain for one ( 1) year a record of where and when official travel was performed. Authorization for attendance at meetings will be considered in accordance with the following guidelines a . Authorization for attendance at meetings at City expense, Authorization may be granted when the program material is directly related to business and may benefit the City as a result of attendance. b Authorization for attendance without expense reimbursement or with limited expense reimbursement , but on City time , may be granted when the officer or employee is engaged on the City 's behalf , but from which the gain will insure principally to the benefits of the one in attendance and only incidentally to the City. In such uses , the amount of expense reimbursement will be determined on an individual basis . Those authorized to attend such meetings shall furnish reports of such activity to the City Manager on such meetings . Expense reimbursement claims may be submitted any time after the expense has been incurred. a. Request for reimbursement for all travel expenses shall be substantiated by receipts and vouchers which verify the claimed expenditures. -30- b Reimbursement shall be made for personal expenses such as entertainment , tips , etc. when such expenses are related to City business and may benefit the City c. A recap of any advanced monies should be turned in to the Finance Department within seven days of the return trip, accompanied with all necessary receipts . The lower half of the Travel Request form is used for expense reporting. Transportation Modes - The mode of transportation selected shall represent the lowest expense to the City. Travel via Automobile a Reimbursement for City use of privately owned vehicles will be at the rate of twenty-five cents ( . 25) per mile. b. When an employee, traveling on official City business , leaves directly from his/her residence rather than from a designated work location, mileage allowed to the first work contact point shall be equal to the actual mileage from the residence or the mileage computed from the designated work location , whichever is less. Similarly, if the officer or employee departs from the last point of contact directly to his/her residence , only such mileage shall be allowed as the lesser distance between it and the designated work location. When an officer or employee of the City is required to use a privately owned automobile on City business outside of working hours , mileage shall be allowed from the residence to the first point of contact in the performance of duties , and from the last point of contact in the performance of duties to residence. c Private vehicles may be used in lieu of public carriers in such circumstances as isolation of the destination or the number of travelers in a group resulting in savings to the City. The maximum reimbursement of a private vehicle is the cost of actual mileage or the cost of a round trip air coach ticket, whichever is less . d. The City does not have any insurance for private automobiles used on City business. The owner of -31- a car is responsible for the personal liability and property damage insurance when the vehicle is used on City business . =ravel via Air a. When commercial aircraft transportation is approved, the "cost of public carrier" shall mean the cost of air coach. b No private or charter aircraft transportation will be permitted. Reimbursement - Reimbursement for lodging and meals shall be made at actual cost. - a. Reimbursement for lodging or meals shall not be allowed without prior approval of the City Manager and only as deemed necessary for the purpose of conducting City business , or under emergency or special conditions . b. Reimbursement for lodging shall be at rates reasonable and customary as to the area. Reimbursement for meals shall be at rates reasonable and customary to the area. c. Within the County of San Bernardino, actual meal expenditures may be reimbursed when attending breakfast, luncheon , or dinner meetings at direction of and with approval of the City Manager. d. Reimbursement shall be made for one ( 1) personal telephone call of reasonable duration per day. Travel Expense Advances - Advances of funds for traveling expenses can be obtained from the Finance Office through submission of a "Travel Authority & Expense Report" form. -32- RULE XV EDUCATION INCENTIVE POLICY Introduction - The City Manager and department heads share joint responsibility for employee training. However, any regular full- time City employee desiring to attend classes , with the purpose of improving job skills related to City work, is encouraged to do so. With this policy, which is to be administered by the City Manager, the City clearly defines its position concerning educational opportunities and benefits for City employees . Prior Approval - Cost of tuition and books will be paid for by the City of Grand Terrace , given the following provisions Approval from City Manager - All courses for which tuition reimbursement is requested of the City must receive prior approval from the City Manager. If no prior approval is received, the employee is not eligible for reimbursement. Request for Approval of Courses - must be made on "Prior Approval for Tuition Reimbursement" form, available from the City Manager. Upon Completion of Course - employee must submit to the City Manager a "Request for Tuition Reimburse- ment" form, with required receipts and grade slips . Criteria for Approval - In reviewing courses requested by employee for tuition reimbursement , the City Manager , in consultation with the employee 's department head ( or immediate supervisor) , shall use the following criteria in determining if course( s) is/are suitable for reimbursement from the City Relatedness to City Work - Course( s) must be directly related to employee ' s present and future career goals within the public sector Availability of Funds - Approval of course( s) must be based on availability of funds . A yearly fixed budget for this purpose shall be maintained, the amount of which shall be determined by Council at the beginning of each fiscal year. Alternate Funding Sources - The employee must have exhausted all other sources of financial aid, government grants , scholarships , etc. Before requesting -33- reimbursement for tuition. Under no circumstances will the City forward reimbursement money if the possibility of duplicate funding exists . Applicability to Graduate Study - Courses of study shall be pursued at community or State-supported schools , such as a . High schools and trade/vocational schools , b. Community colleges , c. State colleges, and d. State universities . Applicability to Graduate Study - This policy is not applicable to courses leading to beyond a Master 's Degree. Employee Commitment - All tuition costs must be advanced by the employee upon enrollment. Reimbursement will be made by the City upon completion of the course( s) provided Prior Employment - Employee must be employed full time by the City of Grand Terrace for at least six months prior to the date the "Prior Approval for Tuition Reimburstment" form is {� submitted. Passing Grade - In addition to providing receipts for all courses taken , employee must present evidence of passing grade , defined as either a . Credit or pass , if course if offered on basis of Credit/No Credit or Pass/Fail , respectively with passing defined as "C" or better , or; b. A letter or numerical grade equal to or better than a "B" or 3.0, respectively, if graduate level course Books - This policy shall also include the following provisions Possession of Books - If reimbursement for books is requested , the employee must present all receipts , furthermore , textbooks purchased for the course at City cost are to be placed in the City Library upon completion of course. However, if employee fails to qualify for tuition reimbursement at the end of a given course, the employee shall not be eligible for reimbursement for the cost of books . -34- Food , Lodging , and Mileage - This policy applies only to reimbursement for tuition and books , it does not include provisions for food, lodgin or mileage reimbursement related to educational endeavors specified herein. Administration of Policy - The City Manager has the responsibility of interpreting and administering the provisions set forth in this policy by the staff and approved by the City COuncil . Given the employee ' s position within the City, the courses specified attime of request, availability of funds , and all other provisions of this policy, the City Manager may approve o- reject employee ' s request for tuition reimbursement. 1 -35- RULE XVI CITY IDENTIFICATION CARDS Regular Employees - All regular and part-time employees will be issued identification (ID) cards which will be reissued annually with the expiration date of December 31 of each year. Temporary Employees - ID cards will be issued only with authorization of the City Manager and for those temporary employees working directly with the public. The expiration date will be the term of estimated employment. These cards are to be turned in at expiration of the temporary assignment. Replacement or Reissue - ID cards will be reissued as follows Lost or Stolen ID cards will be reissued upon receipt of a signed affidavit stating the card was lost or stolen. Damaged ID Cards must be surrendered prior to replacement. Change of Title - ID cards will be reissued when there is a change of title. (The replaced ID card must be turned in to Personnel . ) Termination of Employment or Service - It is the responsibility of department heads to ensure the return of ID cards , keys , and any other City-issued items to the Personnel Department prior to the issuance of final checks. -36- XVII ISSUANCE OF KEYS TO CITY FACILITIES Objective - The purpose of this policy is to ensure the orderly and systematic distribution of keys to City facilities . Authority for Issuance - Keys will be issued to City facilities only when a definite need exists upon recommendation of the department head and with approval of the City Manager. Responsibility - The City Manager ' s office shall be responsible for numbering, issuing , duplicating , keeping an updatedrecords , and maintaining master and extra keys . Procedure Approval - Keys are to be requested by the department head for approval from the City Manager. Assignment - All personnel assigned keys will sign an acknowledgment of receipt. Transfer of Keys - No keys will be transferred without coordination with the department head and the City Manager of the transfer. Duplication - Duplication of keys must be done in coordination with the City Manager ' s office. Any unauthorized duplication of keys will' be in violation of the Rules and Regulations to Administer Personnel Matters . Temporary Issuance - Temporary keys will be issued on a sign-out basis Lost or Stolen Keys - It is the assignee 's responsibility to immediately report any loss of City keys to the City Manager or the department head, who will immediately advise the City Manager. It is the responsibility of the department head to ensure the return f all keys , ID cards , and any other City issued items to Personnel prior to the issuance of final checks . -37- November 13, 1991 STAFF REPORT C R A ITEM ( ) COUNCIL ITEM (X) MEETING DATE Dec 12, 1991 AGENDA ITEM NO. SUBJECT APPROPRIATION FOR TREE REPLACEMENT AT TERRACE PINES FUNDING REQUIRED _X__ NO FUNDING REQUIRED The cold temperatures last winter killed twenty-eight trees located in the Terrace Pines Assessment District The cost to replace these trees is $4,480 00 The City will be reimbursed in fiscal year 1992/93 via an increased assessment reflecting this charge, thus no cost to the City Staff Recommends that Council 1 APPROPRIATE $4,480 00 FOR TREE REPLACEMENT IN THE TERRACE PINES ASSESSMENT DISTRICT COUNCIL AGENDA ITEM# 3 V DATE: Dec. 4, 1991 STAFF REPORT CRA ITEM ( ) COUNCIL ITEM (xx) MEETING DATE: Dec 12, 1991 SUBJECT* REJECT CLAIM 91-03 4%0 The City of Grand Terrace is in receipt of a claim for alleged damage or injury from Dennis L Evans, 22064 De Berry Street, Grand Terrace, in the amount of $10, 000 STAFF RECOMMENDS THAT COUNCIL• REJECT THE CLAIM AND AUTHORIZE THE DEPUTY CITY CLERK TO REFER THE CLAIM TO OUR CLAIMS ADJUSTOR AND TO NOTIFY THE CLAIMANT OF THE ACTION TAKEN TS.BT Attachment COUNCIL AGENDA ITEM# 3�° CLAIM FOR D'\MAGE OR INJURY Claims for death , injury to person, or to personal property must be filed not later than 100 days after He occurrence (Gov Code, Sec 911 2) • Claims for damages ho real property must be filed not later than 1 year after He occurrence (Gov Code, Sec 911 2) 0 C I fY OF Grand Terrace Dennis L Evans 22064 DeBerry St , Grand Terrace, CA 92324 783-2291 45 Name of Claimant Address Zip Phone Age 22064 DeBerry St , Grand Terrace, CA 92324 Address to which Claimant wishes notices sent 1HEN did damage or injury occur? Within six months preceding this claim and continuing /HERE did damage or injury occur? Within the County of San Bernardino 'OW and under what circumstances did damage or injury occur? Willful, malicious and intentional interference with beneficial contractual relationship (Attorney— Client Relationship) VHAT particular action by the City, or its employees, caused the alleged damage or injury? Include names of employees, if known) City Manager, City Council and City Attorney acted to pressure Maclachlan, Burford & Arias into forcing claimants attorney to abandon his representation of claimant VHAT sum do you claim? Include the estimated amount of any prospective loss, insofar as it may be known t He time of He presentation of this claim, rogerher with the bass oc cc^,T ufaiion of the amount claimed Attach estimates or bills, if possible) Attorneys Fees $ 10,000 Total Amount Claimed $ 10,000 TAMES and addresses of witnesses, Doctors and Hospitals —,2 7— 91 ,V- m a�oG m ATG - Signature of Claimant --_ _- RECEIVED - _— HISTORICAL & CULTURAL 1' CT.IVITIES_COMMITTEE_ ,�tLf } �_ , n�- -:',ITY LEFAR S DEPfi --- Miriu es of-�ctoberyS0, -1 1 Nleetrn --- -- ' - — A special meeting was called to order at 7 PM at the home of Chairman Vi Gratson. Those present were Ann Petta, Marie Schmidt, Pauline Grant, VI, and Hannah Laister. The purpose of the meeting was to discuss final plans for the Country Fair. The meeting was adjourned at 8 30 PM. Respectfully Submitted, Hannah Laister, Secretary COUNCIL AGENDA ITEM#S 1\Los- RECEtvED -=-�II4STORI_C9-L U-L11URAL_AC!T '.CITIES RCQi3 i I-EE -- _ _ - - --—__= - ��jY-CG i�1'�� E9T -Minutes of November -I�j9 — ��— =y—— The meeting was called to order by Chairman Vi Gratson at 7 10 PM. Those present were Ann Petta, VI, Collen Edmundson, Pauline Grant, Irene Mason, and Hannah Laister. The secretary' s minutes for the October meeting were read and approved, motion made by Ann, seconded oy Irene. There was still no Treasurer' s report as balance is unknown. Catholic Church Vi saw Sister Caroline who is trying to find history of the property. Sister has pictures of the original buildings and is trying to find original owner. She wiLl report her progress to us ana give the Committee information she finds for our records. Country Fair Fair was very successful with very nice things for sale. Book sale netted fi94. 50. We need better publicity and will go oack to the large posters for display around town. Square dancers drew a crowd, and will be Invited next year. Thank you cards will ee sent to the judges who did a good job. Mr. Thompson' s help was invaluable. llth Year Birthday Party some discussion was made on this and final plans will be made at our next meeting. End of Year Reports Will be discussed in January. the next meeting will be December 2nd. Meeting was adjourned at 8 PM, motion made by Colleen, seconded by Pauline. Respectfully submitted, .cttr�c df � Hannah Laister, Secretary f 1 1 1 r r RECEIVED NOV 1g1991 CITY CLERK'S DEPT CRIME PREVENTION COMMITTEE MEETING OCTOBER 14 , 1991 MINUTES The Grand Terrace Crime Prevention Committee met at it' s regular monthly meeting at 7 03 pm in the conference room of the Civic Center MEMBERS PRESENT: JoAnn Johnson, Chairperson, Harold Lord, Treasurer, Debra Mueller, Phil Spisak, Vice Chairperson, Bea Gigandet, Dick Rollins , Howard Panek and Mike Fasenmyer. MEMBERS ABSENT Earl Litts and Ron Wright CITY STAFF Sharon Korgan, CPO ITEMS #1 The Minutes of the meeting of September 9 , 1991 were approved. MSC #2 Partial treasurer report City staff provided expenditure account listing with totals thru period 25 June 1991 #3 Reports as follows * CSO reported 2 ,500 portfolios received from Sheriff ' s Department 200 already prepared with information handouts for distribution to all businesses and community members , , Neighborhood Watch Board to meet October 16 , at 7 30 pm 700 flyers to be distributed by Citizens Patrol to community Friday October 25 , at 5 00 to 7 00 pm the party for Red Ribbon Week will be held at the City Hall All citizens are welcome Fax Alert program on hold. * Citizens Patrol will soon have new patrol members Academy , CPR and First Aid Training could be held in GT if 8 or more candidates were to seek this training. * Funds to aquire prizes and gifts for Red Ribbon Week Poster and Essay Winners MSC * Funds to repair Sharon ' s camera and film used during Red Ribbon Week and 35mm camera for Crime Prevention Department. MSC There being no further business to come before the Comm ttee the meeting was adjourned at 8 03pm. Re tfully Submitted, if.) - Ike F senm er COUNCIL AGENDA ITEM#s Pro.o. R cord g cretary COMMISSION AND COMMITTEE REPORTS COUNCIL MEETING DATE DECEMBER 12 , 1991 DATE 12/2/91 COMMISSION/ COMMITTEE PARKS AND RECREATION SUBJECT PURCHASE OF NEW PICNIC SHELTER TO COVER THE EXISTING PICNIC TABLE AREA AT TERRACE HILLS COMMUNITY PARK. r 1/4 �r PROBLEM The City has two concrete picnic tables weighing approximately Facts 2,200 pounds each bolted to a 3?inch concrete slab at the Terrace Hills Community Parksite. The Committee voted to request Council for permission to purchase a permanent picnic shelter equivelant to the existing shelter now adjacent to the one noted. This will provide additional shelter for picnicers during hot weather and thereby augment family usage of the facility. Costly electrical hookups for lighting was not recomended, the Parksite has very limited voltage connections for any additional lighting or appliances . Funds for the purchase of an additional shelter would come from the 1988 Capitol Improvement Bond monies that remain available to the City. Estimated cost of the shelter had been established at $9, 000. 00 plus or minus. ALTER,NATI,VES No purchase of the Picnic Shelter with Staff recomendations for any alternate usage of the funds. Funds are to be used for improvdments to the City°s Public Parks areas. SOLUTION Purchase of the Picnic Shelter and the installation thereof, which is included in the purchase price, prior to the end of the fiscal year. REQUESTED ACTION TO BE TAKEN BY COUNCIL AND/OR STAFF The Parks and Recreation Committee requests Council to approve purchase of the picnic shelter to be installed in the location as noted. COUNCIL AGENDA ITEM# 5 1\3 a DATE December 5 , 1991 STAFF REPORT CRA ITEM ( ) COUNCIL ITEM ( XX) MEETING DATE Dec . 12 , 1991 ,- SUBJECT: SECOND READING OF THE FIRE FEE ORDINANCE FUNDING REQUIRED NO FUNDING REQUIRED XX At the City Council Meeting on November 14 , 1991 , City Council adopted the first reading of the Fire Fee Ordinance . Staff was directed to show specific examples of the effects of the Fire Fees on recent devlopments in the community at the second reading of the Ordinance A memo from the Planning Department outlines the specific fees which are illustrated in the following Developer Developer Fire Total Name Fees Fees Fees 1 . Grand Terrace Associates $ 13 , 681 . 08 $420 . 00 $ 14 , 101 08 Commercial Center 22400 Grand Terrace Rd . Grand Terrace , CA 92324 2 . Grand Terrace Associates $ 1 , 082 00 $ 160 00 $ 1 , 242 00 Tenant Improvement Food Connection 22400 Barton Rd . , St . 1 Grand Terrace , CA 92324 3 La Mancha Development $21 , 685 . 24 $450 .00 $22 , 135 . 24 Retail Center 22488 Barton Road Grand Terrace , CA 92324 4 Potomac West $23 , 935 . 34 $580 . 00 $24 , 415 34 Commercial Center 22310/22330 Barton Road Grand Terrace , CA 92324 5 . Potomac West $ 466 00 $ 80 00 $ 526 . 00 Tenant Improvements Sub Depot Sandwich Shop 22310/22330 Barton Road Grand Terrace , CA 92324 As illustrated , the examples of the Fire Service Fees are reasonable in relationship to the total fees charged for COUNCIL AGENDA ITEM# `7 R STAFF REPORT--FIRE FEE ORDINANCE 12/5/91 Page 2 development Public safety , and the safety of those individuals working in and utilizing these developments and businesses , should be our number one priority STAFF RECOMMENDS COUNCIL CONDUCT AND ADOPT THE SECOND READING OF THE FIRE FEE ORDINANCE . TS yjm Attachments ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ESTABLISHING FIRE SERVICE FEES FOR FIRE PREVENTION AND PLANNING SERVICES. The City Council of the City of Grand Terrace does hereby ordain as follows SECTION 1. The City Council of the City of Grand Terrace hereby finds and determines ( A) That the City of Grand Terrace has grown at a very rapid pace in recent years. Such growth has caused an increased demand upon Fire Dept/CSA 38 to perform necessary services including plan checking , plan review, permit issuance , inspections and public education ; ( B) That the increased demand for such services cannot be met with present resources, ( C) That fire safety inspections are not keeping pace with development, which may result in serious public safety consequences , (D) That all planned development requires adequate review in order to meet fire safety standards and reduce the risk of ,_`' injury and property damage , ( E) That in order to reduce such risk , provide proper planning and insure fire safety through a program of inspections and community education , the Fire Dept/CSA 38, needs to charge and collect the fees established herein , ( F) That such fees reasonably cover , but do not exceed , the estimated cost of providing the services for which said fees are charged , (G) That pursuant to Government Code Sections 24008 and 25210. 59, and Health and Safety Code Section 13916, the Fire Dept/CSA 38 is hereby assigned the duty to perform those specific functions and activities related to the fees set forth herein , ( H ) That the performance by the Fire Dept/CSA 38 of the activities for which fees are charged herein is in support of the work of the City Planning Agency, as provided in Government Code Section 65104, ( I ) That such fees are for the purpose of meeting the operating expenses of the Fire Dept/CSA 38 and the adoption of said fees is exempt from the provisions of the California Environmental Quality Act Under Public Resources Code Section 21080 ( b) (8 ) SECTION 2. Fire Service Fees shall be paid to the Fire Chief as follows ( A) Fire safety requirement pre-application and application review fee prior to Development Review Committee ( 1) Minor subdivisions $100 00 ( 2 ) Tract $200. 00 (3 ) Site approval ( conditional use permit) $160. 00 ( 4 ) Planned unit and residential developments $500. 00 (5 ) Special project review ( outside of County process) where the County is not the clearing house) $500 00 ( 8) Fire Safety requirement plan review, building and/o ' system( s) inspection ( 1 ) Single family dwellings and mobile homes ( not to exceed $800. 00 per tract) $ 80. 00 (2) Multi-family dwellings ( per unit) $ 40. 00 ( 3 ) Commercial--up to 5, 000 sq. ft $100. 00 (4) Commercial--over 5,000 sq. ft. ( No additional fee for building over 250, 000 sq. ft ) ( per sq ft. ) $ . 02 ( 5 ) Industrial--up to 5, 000 sq . ft. $100. 00 (6 ) Industrial--over 5, 000 sq. ft. ( per sq. ft . ) ( No additional fee for building over 250, 000 sq. ft . ) ( per sq. ft. ) $ :02 ( 7 ) Interior and/or exterior building alteration ( per individual suite/floor) $ 80. 30 (8) Sprinkler systems (~ 1 ( a) All new systems and altered systems more than twenty heads $ 160. 00 ( b ) Twenty heads or less ( alteration only) $ 60. 00 (9 ) Engineered or pre-engineered automatic suppression systems ( excluding water ) $ 80. 00 ( 10 ) Fire alarm systems $ 80. 00 ( 11 ) The charge for any revision of a previously approved plan for any of the above shall be $40. 00 per hour for the time spent in review, but not less than 25% of the original fee ( 12) Failure to keep field inspection appointment without notification ( one hour minimum) $ 40. 00 ( 13 ) Same day ( short notice demand) field inspection ( one hour minimum) $ 40. 00 ( 14) Division consultation fees not otherwise stated ( except phone consultations , one hour minimum) $ 40. 00 ( 15) Fire flow test ( one hour--two people) $ 80. 00 ( 16 ) When an outside consultant is used for plan check, the fee shall be paid by the developer/ contractor or owner to the consultant prior to plan approval . ( 17 ) Additional field inspections required after the initial inspection and one follow up inspection ( per hour or portion thereof to the nearest 1/2 hour ) $ 40. 00 2 ( C) Fire safety permits ( single issuance or as otherwise noted) ( 1 ) Above ground storage or use of flammable or combustible liquids (more than 60 gallons) $100 00 ( 2 ) Liquefied petroleum gas ( store , handle , transport or use more than 500 gallons , excluding R-3 occupancies ) $ 60 00 ( 3 ) Fireworks-inspections , public display $ 80 00 (4) Message parlors $ 60. 00 ( 5 ) Explosives and blasting agents , permit and inspection $ 60 00 ( 6 ) Flammable and combustile liquids , tank removal inspection ( per tank) $ 60. 00 ( 7 ) Hazardous chemicals--storage , handling , or use as a solid , liquid or gas, other than underground tanks ( per permit) $ 60 00 ( 8 ) Industrial operations ( per fire suppressions extinguishing system) $ 60 00 ( 9 ) Title 19 Inspections ( inspection ) $ 60 00 SECTION 3 This Ordinance shall take effect thirty ( 30 ) days from the date of adoption SECTION 4 The City Clerk shall cause this ordinance to be posted in three ( 3 ) public places designated for such purpose by the City Council SECTION 5 First read at regular meeting of the City Council of said City held on the 14th day of November , 1991, and finally J adopted and ordered posted at a regular meeting of said City Council on the 12th day of December , 1991 ATTEST Deputy City Clerk of the Mayor of the City of Grand City of Grand Terrace and Terrace and the City Council City Council thereof thereof 3 I , BRENDA STANFILL , Deputy City Clerk of the City of Grand Terrace , California , 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 12th day of December , 1991 by the following votes AYES NOES ABSENT ABSTAIN Approved as to form Deputy City Clerk City Attorney 4 f t l OF,F wz ,. : Planning Maio TERRACE Department ry��tMwEwkw'�::. Date December 3, 1991 To Tom Schwab, City Manager \NI\ From Planning Department Subject Comparison Study Fire Service Fees Tom, attached is a listing of the Fire Services Fee Schedule Also, attached are five samples of recent commercial centers and tenant improvement fees without the fire service charges compared to the costs to the applicant including the fire service fees Staff has contacted the Fire Warden's Department to confirm the estimated fire fees, and have been determined to be accurate However, there could be additional fees from their department based on the quantity of inspections and revisions Refer to attached Fire Service Fee Schedule The asterisk on the following sheets refers to the following additional fees from service agencies Environmental Health Services does have plan check fees for food handler permit fees, and hazardous handler permit fees Utilities only indicate hookup fees from the three agencies combined (SCE, SCG and Riverside Highland Water) Deposits are not included as they are based on credit history/rating, years of business operation, year in the local area, use and square footage The Fire Services Fee Schedule is sectioned for your benefit as follows Section I Pre-application/application review means review of the project at the beginning such as Site and Architectural Review, Conditional Use Permit, Tract Maps and Subdivisions 22795 Barton Road • Grand Terrace, California 92324-5295 • (714) 824-6621 Section II Refers to plan check review, after approval by the Planning Commission and City Council, during the building permit process for construction Section III Refers to tenant improvements Section IV Miscellaneous additional fees (inspections, revisions, sprinkler systems, alarms, storage of combustible materials etc) The total figures with fire service fees are as close to exact as possible due to unforeseen circumstances that may require additional fees, such as Environmental Health and utility fees, additional inspections by Fire and revisions , GRAND TERRACE ASSOCIATES 22400 GRAND TERRACE ROAD SA-90-30 COMMERCIAL CENTER ,r 1 Permit Costs to Applicant A Planning (SA + Plancheck $10 00ea) $ 590 00 B Bldg Construction (+Capital Improv/Signals) $10,223 00 C Grading/Ldscp /On-site Improvements $ 838 00 D Signs (Sign Program + Monument) $ 247 00 Subtotal 1 $11,898.00 Additional Fees E Business License (Contractor) $ 110 00 F Colton Unified School District Fees $ 1,653 08 --' G Utilities (SCE,SCG, Water Hookups only) $ 20 00 Subtotal 2 $ 1,783.08 TOTAL WITHOUT FIRE SERVICE FEES (1+2) $13,681 08 H Fire Service Fees Preliminary review (SA, CUP etc) $ 160 00 Plan Check Approval (>5,000 sq ft/$ 02 sq ft) $ 180 00 Fire Flow Test (1-2 persons/1 hour) minimum $ 80 00 Subtotal 3 $ 420 00 TOTAL WITH FIRE SERVICE FEES (1+2+3) $14,101.08 Percentage of Permit Fees were waived by the City, Traffic Signals, Capital Improvements GRAND TERRACE ASSOCIATES TENANT IMPROVEMENT FOOD CONNECTION 22400 BARTON ROAD, SUITE 1 SA-90-13 Permit Costs to Applicant A Plancheck Planning $ 10 00 B Building Construction $ 942 00 Subtotal 1 $ 952.00 Additional Fees C Busmess License $ 110 00 D Utilities (Hookups only) $ 20 00 ` Subtotal 2 $ 130.00 TOTAL WITHOUT FIRE SERVICE FEES (1+2) $ 1,082 00 H Fire Service Fees Interior/Tenant Improvements $ 80 00 Fire Alarm Systems $ 80 00 Subtotal 3 $ 160.00 TOTAL WITH FIRE SERVICE FEES (1+2+3) $ 1,242.00 LA MANCHA DEVELOPMENT 22488 BARTON ROAD RETAIL CENTER Permit Costs to Applicant t ) A. Planning Fees (SA + Plancheck) $ 570 00 B Bldg & Construction (+Capital Improvements) $ 5,39100 C Grading/Ldscp/On-Site Improvements $ 914 00 D Refundable Deposit (Monument) $ 3,000 00 E Street Improvements $ 533 00 F Miscellaneous (Demo, Street Cut Deposit, Power) $ 6,292 00 Subtotal 1 $ 16,700 00 Additional Fees G Grand Terrace Sewer $ 280 00 H Colton Sewer $ 2,520 00 I Colton Unified School District $ 1,605 24 J Utilities (Hookups only) $ 20 00 K Business License (Contractor) $ 110 00 Subtotal 2 $ 4,535.24 TOTAL WITHOUT FIRE SERVICE FEES (1+2) $ 21,685 24 L Fire Service Fees Preliminary Review (SA, CUP etc) $ 160 00 Plancheck - Permit (>5,000 sq ft/$ 02 sq ft) $ 130 00 Fire Spnnkler Systems (over 20 heads) $ 160 00 Subtotal 3 $ 450 00 TOTAL WITH FIRE SERVICE FEES (1+2+3) $ 22,135.24 POTOMAC WEST 22310/22330 BARTON ROAD COMMERCIAL CENTER Permit Costs to Applicant A Planmng Fees - Subdivision Map $ 250 00 Site & Architectural Review $ 550 00 Environmental Review $ 100 00 Plancheck ($10X3) $ 30 00 Subtotal 1 $ 930 00 B Building/Construction (+Capital Improvements) $ 5,536 00 C Public Works (Includes Signals) $ 5,002 00 D 2 Year Cash Deposit (Street Excavation) $ 1,080 00 E Gradmg/Ldscp/On-Site $ 1,444 00 F Map (One Lot Consolidation) $ 1,000 00 G Monument Bond Deposit $ 1,500 00 Subtotal 2 $ 15,562.00 Additional Fees H Grand Terrace Sewer $ 39180 I Colton Sewer $ 3,526 20 J Utilities (Hookups only) $ 20 00 K Business License (Contractor) $ 110 00 L Colton Umfied School District $ 3,395 34 Subtotal 3 $ 7,443 34 TOTAL WITHOUT FIRE SERVICE FEES (1+2+3) $ 23,935 34 M Fire Service Fees Preliminary Review (SA,CUP etc) $ 160 00 Minor Subdivision $ 100 00 Plan Check-Permit (>5,000 sq ft/$ 02 sq ft) $ 240 00 Fire Flow Test (2 people/1 hour minimum) $ 80 00 Subtotal 4 $ 580 00 TOTAL WITH FIRE SERVICE FEES (1+2+3+4) $ 24,415.34 POTOMAC WEST TENANT IMPROVEMENTS SUBDEPOT SANDWICH SHOP 22310/22330 BARTON ROAD SA-90-21 Permit Costs To Applicant A Planning Plancheck $ 10 00 B Building/Construction $ 334 00 Subtotal 1 $ 344.00 Additional Fees C Business License (when issued) $ 82 00 D Utilities (Hookups only) $ 20 00 Subtotal 2 $ 102.00 TOTAL WITHOUT FIRE SERVICE FEES (1+2) $ 446 00 E Fire Service Fees Interior/Tenant Improvements $ 80 00 Subtotal 3 $ 80.00 TOTAL WITH FIRE SERVICE FEES (1+2+3) $ 526 00 ( (irk " ) i Planning GRAND TERRACE; Department TO: City Council FROM: Planning Department DATE. December 12, 1991 SUBJECT: City Entry Beautification School Block Wall APPLICANT: City of Grand Terrace RECOMMENDATION: Review and Approval of Block Wall **************************** BACKGROUND: At the request of City Council, the consultant, RHA, was directed to provide additional school wall studies These wall studies are a refinement of three previous options All City Council comments have been taken into consideration The three additional wall options include Option 1 - A wrought iron panel midway between street trees expanded to eight feet wide, with a straight, half wall below, Option 2 - A wrought iron panel midway between street trees expanded to eight feet wroughtwi de ironwitha panelrad whereiusedha streetfwl tree pelowop-oanuts occur with a straight half wall below and radiused corners Block sizes consist of 6" X 6" X 16" tan slump block, 6" X 8" X 16" brick block caps and columns and 6" X 8" X 16" tan slump block with 2' radiused corners at tree pop-outs Wrought iron members consist of 1" X 2" top and bottom rails, 1" square pickets at 6" on center and 1" thick and approximately 3" tall squares and circles The consultant will make the architectural presentation All the options include a "stepped" brick block cap at the columns to mirror a design motif at City Hall and options for geometric shapes added to the wrought iron pickets in COUNCIL AGENDA ITEM# `l6 22795 Barton Road • Grand Terrace, California 92324-5295 • (714) 824-6621 cc mtg 12-12-91 staff report page 2 association with the school use The brick block cap is wider than the other brick, thus making a small shadow and increasing the wall decoration The geometric shapes added to the wrought iron pickets could be replaced by different motifs in case the City Council desires so Staff has gone over many alternatives (Please refer to Attachments A and B for rejected wrought iron patterns ) The cost of construction of the block wall (excluding landscaping and other costs) varies slightly according to the different alternatives if seen in relation to the purpose of the project as a whole (Please refer to Options 1, 2 and 3, "Opinion of Probable Cost", noted in the plans - Exhibit A) Options 1 and 2 are less costly as they include less footage of wrought iron On the other hand, prices will go up on any option as the complexity of wrought iron fabrication increases The wrought iron alternatives proposed (straight pickets or pickets with geometric forms) are the selected alternatives The proposed alternatives reflect design of easy fabrication and most importantly a motif sensitive to the school use of property It should be noted that preliminary drawings of these three alternatives/options were shown to the School District Superintendent and his staff and received positive feedback Staff and the consultant recommend complete elimination of some type of screen block or wrought iron element to provide continuous visibility of the school grounds Proposed alternatives show that the width of the wrought iron panels are increased and by themselves provide for much more visibility than the original option recommended by staff(solid block wall with screen block only) Staff recommends that Option 3 be approved Staff feels that it maximizes visibility/surveillance opportumties and integrates the trees into the school yard, thus disguising the impression of openings made just for the purpose of surveillance In this way, the wrought iron appears to be really part of the wall The cost differential does not seem to be significant in relation to the benefit provided and the cost of the project as a whole (Please refer to "Preliminary Cost Study" for the project as a whole, Attachment C) PROJECT BIDDING PROCESS The bidding process will commence as staff has a final wall alternative/option approved by the City Council The bidding requests will include "add" and "delete" options to provide flexibility to phase the project In case bidding is according to RHA's estimate,which is well above the original $120,000 00 allocated funds, then staff will return to the City Council for determination of intent and phasing, in view of funds restrictions cc mtg 12-12-91 staff report page 3 At this time, however, staff requests City Council action regarding the school block wall so that the project can proceed RECOMMENDATION Staff recommends approval of Option 3 design for the school block wall Respectfully submitted, T3,74.1(fi GE kCtS i c Patnzia Materassi Planning Director PM ma Attachments A, B - Wrought Iron Patterns C - Project's Preliminary Cost Study Exhibit A - Plans of Block Wall Options 1, 2 and 3 r' _ d , J .'� a ! - A �-e-i 1 4 i F I i A k i ! =7 = E E 3 r ` ° T EE E ' ` c c h e j } 2 E E E c f k c s c -i ii a C ! 1 e c a �_1 A R c e I R * e ! 6 i a _ 1 f p-E i i x 1 5 a i t' --- F E = c 3 S_ i ', 1..,-e-_if.�..4.„.......,- ..,i�i i 1 1 t &H n i E E 6 ..t.......-,--...---.--..„,• i i i ...�? a ' _ rl i -i =\ I 1 . 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Si SN A 'u,t eAkte fA-r-rer- 1 AT a f ` d'±►* %, W u. PF B c>1 ` - 5,a E ,� '5 A7 # S�I3`t;`e g-1 Arol t(- Dv Tn htvfite 12 c f- Gv rs itW eLps 1151 F - 14a � r CITY OF GRAND TERRACE BARTON ROAD LANDSCAPE IMPROVEMENTS PRELIMINARY COST STUDY PHASE I - BARTON IMPROVEMENTS FROM 215 FWY TO VIVIENDA ITEM SUBTOTAL DEMOLITION 6,000 HARDSCAPE CONSTRUCTION 80,000 IRRIGATION 8,000 PLANTING 9.000 i� ' SUBTOTAL $103,000 15% CONTINGENCY $14.400 TOTAL $118,500 3 PHASE II - BARTON/MT. VERNON INTERSECTION �1 ITEM SUBTOTAL usL • DEMOLITION 7,000 HARDSCAPE 33.000 a SUBTOTAL $40,000 „ 15% CONTINGENCY $6,000 -,' TOTAL $46,000 PHASE III - LA CROSSE AVENUE IMPROVEMENTS ITEM SUBTOTAL IRRIGATION 21,000 PLANTING 16.000 SUBTOTAL $36,000 15%CONTINGENCY $5,400 TOTAL $41,400 GRAND TOTAL $205,900 (PHASE I, II & III) OPTIONS 1 MEDIAN ENTRY MONUMENT $12,500 2 ACCENT PAVING IN BARTON (WEST OF LA CROSSE) $10,000 Tripp ATTACHMENT C