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04/22/2014CITY OF GRAND T, ERRAC E r AGENDA & STAFF REPORTS FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY TUESDAY, April 22, 2014 6:00 P.M. Regular Meeting COUNCIL CHAMBERS r GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 C Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councilmember Sylvia Robles, Councilmember V t 4 Kenneth J Henderson, Interim City Manager Richard L Adams, City Attorney Cynthia A Fortune, Finance Director Sandra Molina, Interim Community Development Director Shar Toler, Interim Secretary The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6.00 pm 01 CITY OF GRAND TERRACE T ., CITY COUNCIL AGENDA • APRIL 22, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a request to speak form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerks office at city hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www cityofgrandterrace org CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Pledge of Allegiance Roll Call `Attendee Name- - f Present a"Absent' Late Arrived Mayor Walt Stanckiewitz ❑� ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ Council Member Sylvia Robles ❑ ❑ ❑ 1 1 ITEMS TO DELETE 2 SPECIAL PRESENTATIONS A Grand Terrace Woman's Club - Certificate of Appreciation B Volunteer Appreciation Burga Laesser Central Station Volunteers Citizens on Patrol Historical & Cultural Committee Pastor Andy McRae City of Grand Terrace IPage 1 Agenda Grand Terrace City Council Apnl 22, 2014 Planning Commission C Year -End Criminal Statistics Report 3 CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent Calendar for discussion A Waive Full Reading of Full Ordinances on Agenda B Approval of Minutes — Regular Meeting — 04/08/2014 C Approval of Check Register No 04-22-2014 D Foundation of Grand Terrace Healthy Cities Sponsorship Application E Support of Redlands Passenger Rail Project F City of Grand Terrace Opposition to Assembly Bill 2574 4 PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting 5 COUNCIL REPORTS A Council Member Jackie Mitchell B Council Member Sylvia Robles C Council Member Darcy McNaboe D Mayor Walt Stanckiewitz 6 PUBLIC HEARINGS A Adoption of an Ordinance to Establish New Speed Limits on Certain Streets Based on Speed Zone Survey 7 UNFINISHED BUSINESS 8 NEW BUSINESS A Fiscal Policies B Set the Proposition 218 Public Hearing for Proposed City of Grand Terrace New Sewer Rates C Selection of Mayor Pro-Tem City of Grand Terrace 0Page 2 Agenda Grand Terrace City Council April 22, 2014 D Selection of City of Grand Terrace Southern California Association of Governments Representative E Selection of Alternate to Water Policy Committee 9 CLOSED SESSION A CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Section 54956 8 of the Government Code Property Grand Terrace Senior Citizens/Community Services Center - located at 22140 Barton Road, Grand Terrace, Ca 92324 Agency negotiator Kenneth J Henderson, Interim City Manager Negotiating parties Grand Terrace Lions Club Under negotiation Terms of Lease Payment ADJOURN B The Next Regular City Council Meeting will be held on Tuesday, May 13, 2014 at 6 00 PM Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace I Page 3 City of Grand Terrace Certificate of Appreciation Presented to Burga Laesser In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councilmember Sylvia Robles, Councilmember City of Grand Terrace Certificate of Appreciation Presented to Central Station Volunteers In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councalmember Sylvia Robles, Councalmember City of Grand Terrace Certificate of Appreciation Presented to Citizens on Patrol In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace. Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councilmember Sylvia Robles, Councilmember City of Grand Terrace Certificate of Appreciation Presented to Historical & Cultural Committee In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace. Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councilmember Sylvia Robles, Councilmember City of Grand Terrace Certificate of Appreciation Presented to Pastor Andy McRae In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councalmember Sylvia Robles, Councalmember City of Grand Terrace Certificate of Appreciation Presented to Planning Commission In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councalmember Sylvia Robles, Councalmember City of Grand Terrace Certificate of Appreciation Presented to Emergency Operations Committee In appreciation of your many contributions and efforts to help strengthen the community and welfare for the residents of the City of Grand Terrace. Presented this 22nd day of April, 2014 Walt Stanckiewitz, Mayor Darcy McNaboe, Councilmember Jackie Mitchell, Councalmember Sylvia Robles, Councalmember IDTaft City of Grand Terrace Certificate of Appreciation Presented to Boy Scouts Cub Scouts Troop #242 Recognizing the many contributions made by those who volunteer to serve our community for the betterment of the City. Presented this 23rd day of April, 2013 ID)Taft City of Grand Terrace Certificate of Appreciation Presented to Boy Scouts Cub Scouts Troop #242 For generously volunteering and demonstrating the continued commitment to the community and citizens of City of Grand Terrace. Presented this 23rd day of April, 2013 City of Grand Terrace 2013 in Review e� gull — zuij comparison CITY OF GRAND TERRACE Crimes Reported PART I CRIMES 2011 2012 013 12/13 Murder 0 1 0 -100% Manslaughter 0 0 0 0% Rape 1 1 1 0% Robbery 4 8 16 100% Aggravated Assault 12 19 21 11 % Simple Assault 34 47 36 -23% Burglary 76 105 79 -25% Larceny 127 138 146 6% GTA 33 42 59 40% Part I Total 287 361 358 -1% STAFFING LEVELS 2011INEW20112 2013 Deputies 248 hours 248 hours 248 hours Traffic 40 0 0 Detective 1 56 56 SSS 1 0 0 SOURCE CAD/RMS & J1MS Systems REASON FOR SPIKE IN ROBBERIES •More people out of jail (PRCS) •Electronics •I -Pods •Cell Phones •Computers eputy Repo rand errace rrests 700 w 625 boo 500 451 400 300 _ _ �72 200 100 0 2011 2012 2013 Calls for Service 2011 2012 2013 800 700 600 500 eo 400 r 4 300 200 100 0 Calls for Service San Bernardino County Sheriff Calls by Date by Hour of the Day For Period 1-Jan-2013 Thru 31-Dec-2013 Station Grand Terrace 0000 0100 0200 0300 0400 0500 0600 0700 0800 0900 1000 1100 1200 1300 1400 1500 1600 1700 1800 1900 2000 2100 2200 2300 Hours Response i es CITY OF GRAND TERRACE Res onse Times 2011 2012 2013 Emergency Rec — Disp 0108 0046 0158 Disp — On Scene 0416 0344 0419 Priority I Rec — Disp 0322 0329 0416 Disp — On Scene 0636 0636 0705 On Scene to Clear — Average 1919 2744 2858 SOURCE CAD/RMS & JIMS Systems rand errace • Calls for Services: 377 • Reports: 36 • Drugs • Under the influence • Fighting / assaults • Vandalism • Theft igh Sch Traffic Collisions Investigations • 2011- 54 • 2012- 46 • 2013- 45 Traffic Citations Issued • 2011- 923 ® 2012- 1101 • 2013- 945 Crisis Calls • Responded - go • Reports taken /Transported individuals - 67 entral&'s lunteer • Reserve Deputies - 8 members • Citizen on Patrol - 55 members • Search and Rescue - zo members • Explorers - io members r ups - I- -- - - - - • Grand Terrace activities include: • Patrol • Sex Offender compliance checks • Parole Sweeps • Homeless Project • Probation compliance checks • DUI Saturation Patrols • Total Station Hours: 4,126 itizen on Patrol • Patrol. • Parking Enforcement • ALPR Car. • Total Station Hours - 9,336 • Central - z,444 • Grand Terrace - 37341 =approximately 9.15 hours a day/7 days a week. • Loma Linda - 37551 .JCa 1 L.1 1 a 1 lu 1\CaLOUC: • Grand Terrace Days • Blue Mountain Hike • Total Station Hours - 11,978 I • Patrol Office Work . Automated License Plate Readers • Invented in i98o's • Deployed in Highland. City is adding four cameras a year. • Successes. • Burglary. • Vehicle thefts. • Grant. • Future plans. • State- DMV. • Sheriff's Department. • City. 3B 0 CITY OF GRAND TERRACE 0 CITY COUNCIL MINUTES • APRIL 8, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation - Pastor Andy McRae Pledge of Allegiance - Council Member Sylvia Robles Attendee Name Title Status 1 Arrived Walt Stanckiewitz Darcy McNaboe__� ~� Mayor _ Council Member Present ; Present _ _Jackie Mitchell _ _ Co_uncd Member Sylvia Robles Kenneth J_Henderson Council Member Interim City Manager _ Present Present _ Adams City Attorney 1 Present _Richard _ Emily Wong Interim Assistant City Manager _ _ _ Present_ -Steve-Elam Finance Department Present _Cynthia Fortune Sandra Molina _ Finance_ Director Interim Community Development Director _ Present Present Barrie Owens Senior Code Enforcement Officer TPresent I _ Shar Toler Interim Secretary________ 1 Present _ Lieutenant Donn Mahone San Bernardino Count Sheriff's Department I Present 1 ITEMS TO DELETE - NONE 2 SPECIAL PRESENTATIONS A JoAnn Johnson - Appreciation Plaque Mayor Walt Stanckiewitz presented JoAnn Johnson with an Appreciation plaque and roses in recognition of her many years of volunteerism in the community of Grand Terrace Council Members lauded Ms Johnson for her volunteering efforts and many contributions to the City Also present was Jon Gaede, Representative of Assembly Member Cheryl Brown, who presented a Certificate of Appreciation from the 47th Assembly District office to JoAnn Johnson as well B Don Hough, Riverside Highland Water Company Don Hough, General Manager of the Riverside Highland Water Company, delivered an in-depth report on water usage in the Grand Terrace area and Riverside Highland's strategies for water use and conservation Mr Hough urged residents of Grand Terrace to become "Water Wise" as it relates to outdoor water use 3 CONSENT CALENDAR Consent Calendar Items A, and B were approved unanimously City of Grand Terrace Page 1 Packet Pg 4 3B Minutes Grand Terrace City Council April 8, 2014 A B C 4 5 6 A 1= C RESULT APPROVED [UNANIMOUS] MOVER Jackie Mitchell, Council Member SECONDER Darcy McNaboe, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles Waive Full Reading of Full Ordinances on Agenda Approval of Minutes — Regular Meeting — 03/25/2014 Item Pulled from Consent Pulled from Consent for further discussion by Council Member Jackie Mitchell REMOVED FROM CONSENT CALENDAR Approval of Check Register No 04-08-2014 Council Member Mitchell had questions regarding line items relating to the Landscaping, Fertilizing and Pico Park surveillance system payments that were addressed by Sandra Molina, Interim Community Development Director RESULT APPROVED [UNANIMOUS] MOVER Jackie Mitchell, Council Member SECONDER Darcy McNaboe, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles PUBLIC COMMENT - NONE Ceelli ne Lod 4Ze7-A&I Council Member Jackie Mitchell Council Member Jackie Mitchell congratulated Steve Bills on the Grand Terrace Little League Opening Ceremonies she attended on April 5th, and announced that it was Volunteer Appreciation week Also, Council Member Mitchell would like members of the Emergency Operations Committee to attend a future City Council Meeting to provide a presentation on Earthquake Safety in light of the recent earthquakes felt throughout the region Lastly, she announced the possible closure of Blue Mountain Beer company Council Member Sylvia Robles Council Member Sylvia Robles provided a summary of items discussed at the City/County Conference she recently attended on behalf of the City of Grand Terrace She requested from Staff an Agenda Item on Business License procedures This request was echoed by Council Member Jackie Mitchell Ken Henderson, Interim City Manager, informed the Council that it would receive an Agenda Item on Business License procedures at a future meeting of the City Council Council Member Darcy McNaboe Council Member Darcy McNaboe spoke about her participation as a panelist on Education at the City/County Conference she attended representing the City of Grand Terrace Also, she attended a breakfast for Women of Distinction hosted by Assembly Member, Cheryl Brown She congratulated Sally Maguire, Executive Director of the Grand Terrace Chamber of Commerce, on receiving a "Woman of Distinction" award at the event City of Grand Terrace Page 2 Packet Pg 5 2 3B Minutes Grand Terrace City Council April 8, 2014 X 7 8 9 A 9 Mayor Walt Stanckiewitz Mayor Walt Stanckiewitz thanked all of the volunteers responsible for the success of the Grand Terrace Little League Opening Ceremonies PUBLIC HEARINGS - NONE UNFINISHED BUSINESS - NONE NEW BUSINESS Agreements Between the City of Grand Terrace and County of San Bernardino for Participation and Implementation of the Community Development Block Grant Program Sandra Molina, Interim Community Development Director, presented the Staff Report regarding item Council Member Darcy McNaboe asked if the rationale for going through San Bernardino County for Community Development Block Grant (CDBG) administration was because the City could not qualify on its own Both Ms Molina and Ken Henderson, interim City Manager, responded affirmatively to Council Member McNaboe's question, indicating the City could not qualify as an entitlement community and that it is more efficient to go through San Bernardino County for administration RESULT APPROVED [UNANIMOUS] MOVER Jackie Mitchell, Council Member SECONDER Darcy McNaboe, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles Approval of an Agreement for Animal Control and Shelter Services with City of San Bernardino Barrie Owens, Senior Code Enforcement Officer, presented the Staff Report on this item Sergeant Adam Affrunti, from the City of San Bernardino Police Department, was present to answer questions Council Member Darcy McNaboe asked if the Animal Services contract provided for seven (7) days coverage per week as was the previous contract, and whether the contract had a provision for education Ms Owens responded in the affirmative, coverage is available 7 days per week and there is a provision to provide education Also, Council Member McNaboe asked if Staff will continue to be responsible for processing dog licenses, and Ms Owens responded that City Staff will no longer be processing dog licenses at the counter, however, residents will be able to process the licenses at the Animal Shelter and via mail Council Member Jackie Mitchell asked for a description of the term "on -duty" as it relates to the contract, and Sergeant Affrunti responded by differentiating between "on -duty" and "off -duty" hours and use of personnel Council Member Mitchell asked if there would be proactive enforcement, and if the educational component can provide for at least one (1) mandatory spade and neutering module Sergeant Affrunti responded, indicating there would be quarterly educational components, including spay/neutering programs Council Member Sylvia Robles made a statement regarding the numerous emails the City Council had received regarding the San Bernardino City Animal Shelter She said that she was satisfied with the escape clause noted in the contract, and would like the ability to request a third -party review of the Animal Shelter should it be necessary Mayor Walt Stanckiewitz congratulated Officers/Animal Shelter staff on their outstanding service at the Center He asked how many cities the Animal Shelter supported, and Sergeant Affrunti said that they support four (4) cities Fontana, Colton, Loma Linda and San Bernardino Also, Mayor Stanckiewitz City of Grand Terrace Page 3 t) Packet Pg 6 3B Minutes Grand Terrace City Council April 8, 2014 C 10 A B asked about the twenty-three percent (23%) increase over the previously contracted amount, and Sandra Molina, Interim Community Development Director, responded by describing the additional services in the new contract Council Member Jackie Mitchell asked for clarification regarding the offset and third -party review requested by Council Member Sylvia Robles The offset was explained in detail by Ms Molina, and Council Member Robles clarified that her statement was not an immediate request but an acknowledgment that one could be requested in the future if necessary Jeff Allen, Resident, asked about the travel inconvenience for the residents and whether license costs would increase as a result of the 23% increase in the contract amount Barrie Owens, Senior Code Enforcement Officer, assured Mr Allen that there have been no proposed rate increases for Grand Terrace residents, and licenses can be obtained via mail Council Member Jackie Mitchell asked about cat licenses, and Sergeant Affrunti responded that cat licenses are optional in Most cities Council Member Darcy McNaboe asked why cat licenses were necessary, and Sergeant Affrunti explained RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Council Member SECONDER Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles Grand Terrace Fitness Park Contract Amendments Sandra Molina, Interim Community Development Director, presented the Staff Report regarding the grant process for the City's Fitness Park Council Member Jackie Mitchell asked for the expiration date of the grant Ms Molina explained that the grant expires in June 2015, however, the report is requesting a six (6) month extension for the proposed additional improvements RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Council Member SECONDER Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles CLOSED SESSION - NONE ADJOURN A Special Meeting of the Council to be held on Friday, April 11, 2014 at 9 00 A M for the purpose of a Visioning and Strategic Planning Workshop in the Community Room The Next Regular City Council Meeting will be held on Tuesday, April 22, 2014 at 6 00 PM City of Grand Terrace Page 4 U 2 Packet Pg 7 Minutes Grand Terrace City Council April 8, 2014 Mayor of the City of Grand Terrace City Clerk of the City of Grand Terrace City of Grand Terrace Page 5 m Packet Pg 8 TITLE PRESENTED BY AGENDA REPORT April 22, 2014 Council & Successor Agency Item Approval of Check Register No 04-22-2014 Cynthia Fortune, Finance Director RECOMMENDATION Approve Attached Check Register for April 22, 2014, as submitted, which includes the Check Register Account Index and Voucher Listings for Fiscal Year 2013-14 BACKGROUND The Check Register for April 22, 2014 is presented in accordance with Government Code §37202 and is hereby submitted for the City Council's approval The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and CRA Successor Agency Expenditure account number formats are XX-XXX-XXX [Fund - Department -Account] Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact A total of $172,594 61 in accounts payable checks were issued during the period for services, reimbursements, supplies and contracts and are detailed in the attached check register New vendors Check payee Description Amount No No New Vendors Payments larger than $10,000 Check No payee Description Amount 70271 City of Colton Wastewater Treatment Advance for $98,500 00 May 2014 70272 City of San Animal Control Services for March 2014 $10,135 75 Bernardino 70296 Willdan Financial Finance Department Services for March $22,490 00 Services 12014 Payroll costs for the period ending March 28, 2014 Pay Period Ending Period Amount Per 7 3/28/2014 Biweekly Payroll for the Period $56,721 14 3/15/2014 — 3/28/2014 Packet Pg 9 FISCAL IMPACT All disbursements are made in accordance with the Adopted Budget for Fiscal Year 2013-14 ATTACHMENTS • Check Register Account Index • Check Regsiter 04-22-2014 APPROVALS Finance Completed 04/14/2014 9 02 AM Cynthia Fortune Completed 04/14/2014 9 02 AM City Attorney Completed 04/15/2014 5 20 PM City Manager Completed 04/15/2014 5 38 PM City Council Pending Packet Pg 10 City of Grand Terrace Check Register Index i No Fund Name 09 CHILD CARE FUND 10 GENERALFUND 11 STREET FUND 12 STORM DRAIN FUND 13 PARK FUND 14 AB 3229 COPS FUND 15 AIR QUALITY IMPROVEMENT FUND 16 GAS TAX FUND 17 TRAFFIC SAFETY FUND/ TDA FUND 19 FACILITIES DEVELOPMENT FUND 20 MEASUREIFUND 21 WASTE WATER DISPOSAL FUND 22 COMMUNITY DFV BLOCK GRANT 26 LSCPG/ LGHTG ASSESSMENT DIST 44 BIKE LANE CAPITAL FUND 46 STREET IMPROVEMENT PROJECTS 47 BARTON RD BRIDGE PROJECT 48 CAPITAL PROJECTS FUND 32 CRA-CAPITAL PROJECTS FUND 33 CRA-DEBT SERVICE FUND 34 CRA-LOW & MOD HOUSING pt No Department Name/Cost Center 110 CITY COUNCIL 120 CITY MANAGER 125 CITY CLERK 140 FINANCE 160 CITY ATTORNEY 172 BUILDING & SAFETY 175 PUBLIC WORKS 180 COMMUNITY EVENTS 185 RENTAL INSPECTION PROGRAM 187 ENFORCEMENT PROGRAM 190 GENERAL GOVERNMENT (NON-DEPT) 195 FACILITIES MAINTENANCE 370 COMMUNITY & ECONOMIC DEV 380 MGT INFORMATION SYSTEMS 410 LAW ENFORCEMENT 430 RECREATION SERVICES 440 CHILD CARE 450 PARKS MAINTENANCE 510 STREET & SIGNAL LIGHTING 600 WEST SIDE PARK 601 TRACT 14471 PICO & ORIOLE 602 FORREST CITY PHASE II 631 STORM DRAIN MAINTENANCE 801 PLANNING COMMISSION 802 CRIME PREVENTION UNIT 804 HISTORICAL & CULTURAL COMM 805 SENIOR CITIZENS PROGRAM 807 PARKS & REC COMMITTEE 808 EMERGENCY OPERATIONS PROG Acct No General Account Numbers 110 SALARIESMAGES 139 EMPLOYEES' BENEFIT PLAN 140 RETIREMENT 142 HEALTH/LIFE INSURANCE 143 WORKERS' COMPENSATION 138/141 MEDICARE / SUI 210 OFFICE EXPENSE 218-219 NON -CAPITAL FURN/SMALL TOOLS 220 SPECIAL DEPARTMENTAL EXP 230 ADVERTISING 235 COMMUNICATIONS 238-239 UTILITIES 240-242 RENTS & LEASES 245-246 MAINT BLDG GRNDS EQUIPMNT 250-251 PROFESSIONAL SERVICES 255-256 CONTRACTUAL SERVICES 260 INSURANCE & SURETY BONDS 265 MEMBERSHIPS & DUES 268 TRAINING 270 TRAVEUCONFERENCES/MTGS 272 FUEL & VEHICLE MAINTENANCE 570 WASTEWATER TREATMENT 33-300 DEBT SERVICE 7XX FACILITIES IMPRV (NO CIP) 700 COMPUTER -RELATED 701 VEHICLES & EQUIPMENT Attachment Check Register Account Index (Check Register No 04-22-2014) 3Cb vchlist Voucher List Page 1 04/11/2014 8 48 12AM CITY OF GRAND TERRACE Bank code bofa Voucher Date Vendor Invoice Description/Account Amount eF 70256 4/1/2014 011306 FLINT STRATEGIES 20-2426 VISIONING CONSULTANT c 10-190-280-000-000 3 221 10 N Total 3,221 10 og 70257 4/3/2014 011282 KOSMONT & ASSOCIATES INC 70258 4/3/2014 011282 KOSMONT & ASSOCIATES INC 70259 4/10/2014 011261 MITCHELL JACQUELINE 70260 4/11/2014 011195 AMERICAN FIDELITY ASSURANCE CO 70261 4/11/2014 001213 AT & T 70262 4/11/2014 011296 CALIPERS 457 PLAN 70263 4/11/2014 003210 HOME DEPOT CREDIT SERVICE 70264 4/11/2014 011206 MIDAMERICA ADMIN & RETIRE le 0003 OCT PROFESSIONAL SRVS c 32-370-250-000-000 5 518 75 Z Total 5,51875 m r 0004 NOV PROFESSIONAL SRVS N rn 32-370-250-000-000 1 95025 Total 1,95025 Y c.� MAR 2014 MAR HEALTH INS REIM-MITCHELL t 10-110-142-000-000 21300 U Total 21300 d' T Co 021342A MAR EMP PAID FLEX SPENDING/DEP CARE N 23-250-10-00 50472 N N Total 50472 c MAR/APR 2014 MAR/APR PHONES & INTERNET SRVS f +°_� 10-190-235-000-000 49705 09-440-235-000-000 10724 w Total 60429 v a� PR END 3/28/14 PR END 3/28/14 CONTRIBUTIONS/LOANS = U 10-022-63-00 1 86008 10-022-64-00 58965 Total 2,44973 E s 0 1015362 SUPPLIES FOR CITY HALL 10-195-245-000-000 3085 Q Total 3085 PR END 3/28/14 CONTRIBUTIONS FOR PR END 3/28/14 10-022-68-00 1,06086 Page 1 Packet Fig 12 3Cb vchlist Voucher List Page 2 04/11/2014 8 48 12AM CITY OF GRAND TERRACE Bank code bofa Voucher Date Vendor Invoice Description/Account Amount 70264 4/11/2014 011206 MIDAMERICA ADMIN & RETIRE (Continued) Total 1,06086 d 70265 4/11/2014 006597 SCHOLASTIC BOOK FAIRS W3243325BF BOOK FAIR FUNDRAISER c N 23-200-14-00 1,14216 N Total 1,14216 4 0 70266 4/11/2014 006720 SO CA EDISON COMPANY MAR 2014 MAR ENERGY USAGE o 10-172-238-000-000 3833 Z 10-175-238-000-000 38 34 a; 10-190-238-000-000 2,81439 T 10-450-238-000-000 99504 d 16-510-238-000-000 32214 Total 4,208 24 t 70267 4/11/2014 006730 SO CA GAS COMPANY 122 321 6900 8 FEB NATURAL GAS USAGE U 10-190-238-000-000 6701 Total 6701 c N 70268 4/22/2014 001072 ADT SECURITY SERVICES 120623897 4TH QTR SENIOR CENTER SECURITY MONITORIN N N 10-805-245-000-000 16083 c Total 16083 L a� r 70269 4/22/2014 010293 AVAYA INC 2732967932 FEB/MAR PHONE & VOICEMAIL MAINT N 0 10-190-246-000-000 18346 2733003313 MAR/APR PHONE & VOICEMAIL MAINT 10-190-246-000-000 18346 d Total 36692 U 70270 4/22/2014 010867 CHAMPION FIRE SYSTEMS INC 31793 4TH QTR SMOKE DETECTOR MONITORING 10-195-246-000-000 14400 E Total 14400 v m 70271 4/22/2014 001840 CITY OF COLTON MAY ADVANCE MAY WASTEWATER TREATMENT ADV Q 21-570-802-000-000 98 500 00 Total 98,500 00 70272 4/22/2014 006435 CITY OF SAN BERNARDINO 2014-10000037 MAR ANIMAL CONTROL SERVICES 10-187-256-000-000 10 135 75 Page 2 Packet Pg 13 3Cb vchlist Voucher List Page 3 04/11/2014 8 48 12AM CITY OF GRAND TERRACE Bank code bofa Voucher Date Vendor Invoice Description/Account Amount 70272 4/22/2014 006435 CITY OF SAN BERNARDINO (Continued) Total 10,135 75 70273 4/22/2014 001867 COMMERCIAL LANDSCAPE SUPPLY 185897 SUPPLIES FOR CITY HALL AND PARKS o N 10-450-245-000-000 29738 N Total 29738 0 70274 4/22/2014 011061 EZ SUNNYDAY LANDSCAPE 5127 MAR CHILD CARE LAWN SERVICES o 09440-245-000-000 10000 Z Total L 10000 ;; T 70275 4/22/2014 010632 HIGH TECH SECURITY SYSTEMS 107491 C CARE BATTERY REPLACEMENT d 09440-246-000-000 14500 Total 14500 v a> 70276 4/22/2014 003224 HYDRO-SCAPE PRODUCTS INC 7678007-02 SUPPLIES FOR PARKS U 10-450-245-000-000 16220 Total 16220 0 N 70277 4/22/2014 003490 INMARK/VICTOR 128900 ENGRAVED NAME TAGS N 10-110-210-000-000 2429 e 10-140-210-000-000 40 1197 Total 3626 +r N 70278 4/22/2014 002727 J R FREEMAN COMPANY 524607-0 OFFICE SUPPLIES Q 10-110-210-000-000 5419 Y Total 5419 t 70279 4/22/2014 010773 KELLAR SWEEPING INC 8606 MAR STREET SWEEPING SERVICES V 16-900-254-000-000 4,200 00 c c Total 4,200 00 E s 70280 4/22/2014 011267 LAGERLOF, SENECAL, GOSNEY 48560 LEGAL SERVICES - OCTOBER 2013 21-175-250-000-000 64900 a Total 64900 70281 4/22/2014 010097 NEXTEL COMMUNICATIONS 410575025-139 FEB/MAR MAINT & CODE ENF PHONES 10-175-240-000-000 19878 Page 3 Packet Pg 14 3Cb vchlist 04/11/2014 8 48 12AM Voucher List CITY OF GRAND TERRACE Page 4 Bank code bofa Voucher Date Vendor Invoice Description/Account Amount 70281 4/22/2014 010097 NEXTEL COMMUNICATIONS (Continued) Total 198 78 70282 4/22/2014 005400 OFFICE DEPOT 696529563001 OFFICE SUPPLIES O N 70283 4/22/2014 005586 PETTY CASH 70284 4/22/2014 005688 PROTECTION ONE 70285 4/22/2014 010565 QUICK LANE 10-370-210-000-000 10-140-210-000-000 696982400001 CITY HALL KITCHEN SUPPLIES 10-190-220-000-000 702202479001 OFFICE SUPPLIES 10-172-210-000-000 10-175-210-000-000 10-370-210-000-000 702203320001 OFFICE SUPPLIES 10-370-210-000-000 702203321001 OFFICE SUPPLIES 10-172-210-000-000 702203322001 OFFICE SUPPLIES 10-172-210-000-000 04092014 REPLENISH C CARE PETTY CASH 09-440-220-000-000 09-440-221-000-000 09-440-223-000-000 09-440-228-000-000 2588440 4TH QTR ALARM MONITORING-CITYHALL 10-195-247-000-000 3020955 4TH QTR ALARM MONITORING-STE B 10-195-247-000-000 Q70184 MAINTENANCE SERVICE FOR CITY VEHICLES 10-175-272-000-000 Q71643 MAINTENANCE SERVICE FOR CITY VEHICLES 10-175-272-000-000 Total Total Total 31050 N 31049 4 O 7838 Z 3143 +� 6262 475 x 8380 m t U 13 76 1344 N 90917 N O 2 2591 °; 5911 w 31 60 m 15590 Y 27252 s tU 10920 c m E 121 83 0 231 03 m Q 371 20 16295 Page 4 Packet Pg 15 3Cb vchlist Voucher List Page 5 04/11/2014 8 48 12AM CITY OF GRAND TERRACE Bank code bofa Voucher Date Vendor Invoice Description/Account Amount 70285 4/22/2014 010565 QUICK LANE (Continued) Total 53415 70286 4/22/2014 011175 ROBLES, SYLVIA MAR 2014 MAR HEALTH INSURANCE REIM-ROBLES T c N 70287 4/22/2014 011277 SANTA FE BUILDING MAINTENANCE 70288 4/22/2014 011071 STANCKIEWITZ W 70289 4/22/2014 011275 SYSCO RIVERSIDE INC 70290 4/22/2014 006920 TAB PRODUCTS COMPANY 70291 4/22/2014 011253 TLMA ADMINSTRATION 70292 4/22/2014 007034 TRANSPORTATION ENGINEERING 10-110-142-000-000 - VOIDED 395 50 N Total 39550 4 0 12810 MAR JANITORIAL SERVICES o 10-195-245-000-000 50833 Z 10-450-245-000-000 45000 12812 MAR C CARE JANITORIAL SRVS N 09-440-244-000-000 98750 12813 MAR CARPET CLEANING SRVS 09-440-244-000-000 24800 Total 2,193 83 V L) 03242014 REIMB -SB ECO DEV STATE OF CNTY2014 I* 10-110-270-000-000 5000 0 Total 5000 N N 4040107312 C CARE FOOD SUPPLIES 0 09-440-220-000-000 18184 4040107320 C CARE FOOD SUPPLIES N 09-440-220-000-000 48713 Total 66897 W Y 2214449 OFFICE SUPPLIES 10-110-210-000-000 5597 L) 2216891 OFFICE SUPPLIES F. 10-110-210-000-000 4209 d Total 9806 t TL0000010406 FEB TRAFFIC SIGNAL MAINTENANCE 16-510-255-000-000 13088 Q Total 13088 1348 FEB TRAFFIC ENGINEERING SRVS 10-175-250-000-000 3,25530 Page 5 Packet Pg 66 3Cb vchlist Voucher List Page 6 04/11/2014 8 48 12AM CITY OF GRAND TERRACE Bank code bofa Voucher Date Vendor Invoice Description/Account Amount 70292 4/22/2014 007034 TRANSPORTATION ENGINEERING (Continued) Total 3,25530 70293 4/22/2014 011251 TYCO INTEGRATED SECURITY LLC 20970118 REPLACE SMOKE DETECTOR IN STAFF LOUNGE N 09-440-245-000-000 38655 N Total 38655 4 0 70294 4/22/2014 007220 UNDERGROUND SERVICE ALERT 320140293 MAR DIG ALERT TICKETS o 16-900-220-000-000 4650 Z Total L 4650 Q 4. a7 70295 4/22/2014 007920 WILLDAN 004-12071 JAN GT DEBERRY PAVING PROF SRVS a� 46-900-320-000-000 3 408 75 Total 3,40875 v d s 70296 4/22/2014 011256 WILLDAN FINANCIAL SERVICES 010-23976 MAR FINANCE DEPARTMENT SERVICES U 10-140-250-000-000 22 490 00 d Total 22,490 00 c N 70297 4/22/2014 007987 XEROX CORPORATION 072880265 FEB WC7556P XEROX LEASE N N 10-190-700-000-000 28763 v 10-190-212-000-000 25837 073356447 MAR WC5755A XEROX COPIER LEASE r 10-190-700-000-000 30527 10-190-212-000-000 6352 073356448 MAR WC7556P XEROX COPIER LEASE Y 10-190-700-000-000 28763 aa) 10-190-212-000-000 5147 U 128554797 XEROX MISC SUPPLES 10-190-212-000-000 14824 aa) Total 1,40213 = V 42 Vouchers for bank code bofa Bank total 172,594 61 Q 42 Vouchers in this report Total vouchers 172,594 61 Page 6 Packet Pg 17 vchlist 04/11/2014 8 48 12AM Bank code bofa Voucher Date Vendor Voucher List CITY OF GRAND TERRACE 3Cb Page 7 Invoice Description/Account Amount Page 7 Packet Pg 18 Q AGENDA REPORT April 22, 2014 Council Item TITLE Foundation of Grand Terrace Healthy Cities Sponsorship Application PRESENTED BY Kenneth Henderson, Interim City Manager RECOMMENDATION Adopt resolution in support of the Foundation of Grand Terrace Healthy Cities Sponsorship Application submitted to the County Department of Public Health BACKGROUND The County of San Bernardino has led an effort, over the years, to encourage all of its 24-cities to become healthy city communities Several of our neighboring communities have had great success with Healthy City Initiatives, with the Mayor of Fontana being recognized by First Lady Michelle Obama in the fight against obesity and other life style choices that threaten the long-term health of many Americans The City of Grand Terrace is one of only three cities in the County which does not have a healthy cities affiliation with the County's healthy communities program Approval of the attached Healthy Cities Sponsorship Application by the County would enable Grand Terrace to take its rightful place alongside other healthy communities in San Bernardino County DISCUSSION The Foundation of Grand Terrace, in collaboration with various community stakeholders, including the City of Grand Terrace, has prepared and submitted to the County Department of Public Health a Healthy Cities Sponsorship Application In conjunction with the attached application, I wrote a letter of support and indicated to the County I would be asking the City Council to adopt a resolution in support of the Foundation's Healthy Cities Sponsorship Application As an active community, it can be said that Grand Terrace is well -positioned to obtain a Healthy Communities designation from the County In addition to the many walkers/runners/cyclists in the community, our very own Fitness Park and vibrant youth sports programming, the City also has ongoing activities which lend themselves well to this effort Some of these activities include the Blue Mountain Walk, the Lion's Club proposed 5K Run/Walk and the proposed Health and Fitness Fair Day, with the City's Fitness Park serving as the focus and headquarters for that Day's activities In my letter of support, I mentioned the City Council was expected to engage in a visioning/strategic program in the near future and that a Healthy Communities designation would likely mesh well with the Council's future vision of the community On Packet Pg 19 April 11-12, 2014, the City Council conducted what is believed to be the City's first ever visioning/strategic planning study session Based, in particular, on the draft vision statement prepared by the Council for community input, it is clear the Foundation's Healthy Cities Sponsorship Application, if approved by the County of San Bernardino, will be a key component of the City's strategic implementation plans going forward FISCAL IMPACT There is no fiscal impact to the City associated with Council approving the staff recommendation and adopting the attached resolution supporting the Foundation of Grand Terrace Healthy Cities Sponsorship Application ATTACHMENTS • HealthyCitiesSponsorshipApplication APPROVALS Kenneth J Henderson Completed 04/15/2014 6 12 PM Finance Completed 04/15/2014 6 32 PM City Attorney Completed 04/16/2014 8 54 AM City Manager Completed 04/16/2014 8 59 AM City Council Pending Packet Pg 20 (uogeogddy diysaosuodg sagiD A411eaH) uoi;eogddVdiysaosuodgsagiDAylleaH 1u8ua43e1;d N M d P ,« d San Bernardino County "Healthy City" Sponsorship Application a CITY NAME Grand Terrace DATE OF APPLICATION March 28, 2014 APPLICANT ORGANIZATION Foundation of Grand Terrace (non-profit org Tax ID# 330748536) CONTACT INFORMATION Andy McRae Chairperson, Healthy Grand Terrace Initiative Business Address Azure Hills Seventh -day Adventist Church 22633 Barton Road Grand Terrace, CA 92313 Phone 949-413-3260 Email amcrae52@gmail com Sally McGuire Program Director, Healthy Grand Terrace Initiative Business Address Helping Hands Companion Care, Inc 22421 Barton Road, Box 126 Grand Terrace, CA 92313 Phone 909-238-9944 Email samingt@sbcglobal net DESCRIPTION OF PROPOSED "HEALTHY CITY" STAFF POSITION At present there are two people working together to develop a team and implement our proposed initiative Andy McRae, Committee Chair and Sally McGuire, Program Director Both are volunteer positions, and will join other city coordinators in the County's scheduled quarterly meetings Our intention is to utilize the $25,000 to provide part time staff as needed, funding for building a website and marketing for the planned initiatives It is our plan to reserve some funds as "seed money" for the next year As Chairperson, Mr McRae will --with Ms McGuire, develop a functioning Healthy Grand Terrace Initiative team —arrange for office space and committee meeting rooms in Grand Terrace --lead the team meetings that will develop and implement healthy programs and activities --and play an active role in the activities that take place in Grand Terrace As Program Director, Ms McGuire will —distribute publicity with regard to healthy programs and activities (uoi;eogddV diysiosuodg SGI;ID Ay;leaH) uoi;eogddddiysiosuodgsoi;i3ALilleaH ;uauayoeny N Q N M co IL w d Y —train volunteers to complete assignments and provide quality service a —maintain positive working relationships with City personnel, government officials, community volunteers, and other Healthy City coordinators —complete all required reports and records necessary for the healthy programs and activities DESCRIPTION OF CURRENT PARTNERSHIPS THAT ADDRESS HEALTH IN THE BROADEST SENSE The City of Grand Terrace has a number of people and organizations that already contribute to the health of our city Many of them have a collaborative spirit, and our proposed Initiative will enlist a broader partnership for the sake of a healthy city The following is a partial list 1 The Foundation of Grand Terrace 2 The City of Grand Terrace 3 The Grand Terrace Lions Club 4 The Grand Terrace Chamber of Commerce 5 The Grand Terrace Senior Center 6 The Rec Center 7 The Friends of Blue Mountain 8 Grand Terrace Boy Scout Troop 40 9 Grand Terrace Girl Scouts 10 Grand Terrace Woman's Club 11 Grand Terrace AYSO Soccer League 12 Grand Terrace Junior All American Football 13 Grand Terrace Basketball League 14 Grand Terrace Softball League 15 The Boys and Girls Club (Redlands) 16 The Colton Joint Unified School District's "Community Cabinet" Many of these groups provide opportunities for our city's children and youth to be active throughout the year One illustration of a growing sense of partnerships in Grand Terrace Last summer the Foundation of Grand Terrace invited the Boys and Girls Club of America to experiment with a "summer camp" in our city, the Azure Hills Adventist Church provided the campus for the events, and a local insurance company contributed money for scholarships We are now in final negotiations for another such summer opportunity and with some new support from other partners in town DESCRIPTION OF EXPECTED ACTIVITIES OF THE "HEALTHY CITY" INITIATIVE DURING CALENDAR YEAR 2014 In cooperation with The Foundation of Grand Terrace, a newly formed "Healthy Grand Terrace" team will plan and operate the first annual community -wide Family Health and Fitness Day in September of 2014 The day's activities, at different sites around the city, will include the following --The day begins with our Grand Terrace Lions Club hosting a first annual SK Run, ending at our local Pico Park with a celebration, and kick-off for our Health and Fitness Day (uoi;eogddd diysjosuodg sai;iD Ay;IeaH) uoi;eogddydiysiosuodgsai;iy(y;[eaH ;uauiyoe;;d M G co --A Health and Fitness Fair, where medical screenings will be available for free, and a variety of health industry vendors will provide information about their services —Our city's sports leagues (soccer, basketball, football) will be invited to run skill clinics, and provide information to children and parents about sign-up and involvement --Our city's new Fitness Park will host special events encouraging wider usage by our citizens --Fitness focused businesses in town (Jazzercise, Zumba, tai kwan doh, etc) will be invited to provide free one time experiences in their facilities, and discounts on new memberships —Utilizing our city's state of the art Senior Center, we will plan events focused on physical and social health --We will invite local restaurants to offer specials on healthy food options at their respective restaurants A key ingredient in our work for this first year is the development of a website dedicated to the Healthy Grand Terrace, linked to the larger San Bernardino Healthy Cities Initiative Other marketing and information opportunities will include Facebook, The Blue Mt Outlook (the Chamber of Commerce newspaper -format newsletter to every home in the city), and The City News (our local bi-weekly newspaper) Mr McRae and Ms McGuire will develop a team to plan, implement, and administrate our healthy city initiatives The team will include medical and other health professionals, interested business and other leaders in our city, and a public health intern (who will work with us for one year) We will support and advertise the annual (March) "Walk Blue Mountain" hike, sponsored by a local organization, the Friends of Blue Mountain We will give them exposure on our website and encourage their attempts to develop a public park with hiking trails on Blue Mountain eventually connecting to other trails above Loma Linda, and toward Moreno Valley We will also support the Foundation's Dog Park project, as they seek to provide a dedicated space for citizens to walk their dogs The summer day camp experience provided by the Boys and Girls Club, as described in the previous section Presently scheduled for June 9-August 1 We will embrace and participate in other yearly functions that support the social health of our city --annual Grand Terrace Community Day that offers the community a full day of entertainment and fun for the whole family this year's theme is Health and Fitness —annual Grand Terrace Halloween/Harvest Festival providing a safe and fun alternative for the whole family --annual Country Fair providing vendors displaying arts and crafts and a chili cook -off, among other events M N 0) a w d Y 0 cc a (uoi;eogddy dalsaosuodg saip3 Aq;leeH) uoi;eogddydlysiosuodgsai;i3Aq;leaH ;uawyaend ca M DESCRIPTION OF THE EXPECTED STATUS OF OUR "HEALTHY CITY" EFFORT ON DECEMBER 31, 2014 We will have completed our first annual Family Health and Fitness Day, with plans for a follow- up community wide event for 2015 well under way We will have a Healthy Grand Terrace team settled in an office space, with access to a committee room, excitedly at work planning next year's Healthy City initiatives Our website will be up and running, functioning both as a promoter of our Healthy City initiatives, and as a space for ongoing health education for Grand Terrace's citizens A budget will be in place reflecting both money and "in kind" donations, provided by businesses, churches, grantable funds from the Foundation of Grand Terrace, and other service organizations OTHER FUNDS THAT SUPPORT THIS EFFORT At present, the funds that may be available to us may come from the following sources 1 Up to $25,000 from the San Bernardino County Health Cities Initiative 2 Possible funds from the Foundation of Grand Terrace with the ability for us to raise funds under their banner and other community organizations 3 Some funds to be raised from health vendors renting space at our Health and Fitness Day 4 And search and apply for grantable funds LETTERS OF SUPPORT The following letters of support represent key players in our Healthy Grand Terrace Initiative City Government, Chamber of Commerce, Non-profit organizations, and Service Clubs 1 Ken Henderson, Grand Terrace City Manager 2 Anthony Cortez, President, Chamber of Commerce 3 Darcy McNaboe, President, Foundation of Grand Terrace 4 David Radtke, 2"d Vice District Governor, Lions Club of Grand Terrace uoi;eailddd digs.iosuodg sai;iD Aq;188H) uoile3gddddiysiosuodgsai;i3AgIIeaH 4uauayoe4y LO N The Foundation of Grand Terrace a w as Y v is a March 28, 2014 Ken Johnston, Division Chief San Bernardino County Department of Public Health RE Healthy Cities Initiative Dear Mr Johnston, The board of the Foundation of Grand Terrace fully supports the application for sponsorship from the County of San Bernardino Department of Public Health for a Healthy Grand Terrace initiative The Foundation of Grand Terrace is dedicated to enriching the quality of life in Grand Terrace Our mission states that "We are dedicated to strengthening the very foundation of Grand Terrace by joining together as a community to build today what will be the legacy for our tomorrow " What better legacy to leave than a foundation for healthier residents? The Healthy Cities initiative fits within the purpose for which the Foundation was formed As with other projects and events we undertake, we will achieve the goals of this initiative by bringing together, in partnership, community services organizations, sports leagues, faith based communities, and the City We appreciate the opportunity to be considered for the Healthy Cities imitative and look forward to working towards such enhancements to the quality of life in our City of Grand Terrace Regards, �Z boe, President Foundation of Grand Terrace 22421 Barton Road, Suite 365 1 Grand Terrace, CA 92313 1 www grandterracefoundation com (uogeogddd digs iosuodg sai;iD Ay41e8H) uoi;eogddydigsaosuodgsai4i3AtlilLeH juawpLRd M W G N co 4. Y v l0 a Serve GRAND TERRACE LIONS CLUB 22421 BARTON RD. #403 GRAND TERRACE, CA. 92313 March 28,014 Dear Mr Ken Johnston, The Grand Terrace Lions Club supports the Foundation of Grand Terrace in their application for sponsorship from the County of San Bernardino, Department of Public Health of the Healthy Families Initiative in Grand Terrace The Grand Terrace Lions Club will be celebrating its 40th year in service this coming June We are very much in favor of improving and supporting our community whenever or wherever there is a need We host a yearly golf tournament, have donated "Easter Dinner' and "Christmas Dinner' boxes that include all the food items for a well balanced and healthy meal We will be hosting our Club's and City's inaugural 5K Run/Walk later this year to benefit the Veteran's Wall of Freedom Every community needs to be impacted by health, fitness and quality of life improvement Our signature project is the Grand Terrace Lions Community Center that provides Jazzersize and Zumba classes, Day Care and a meeting place for groups that need support to improve healthy living habits The Grand Terrace Lions Club continues to partner with many community service organizations including the Foundation of Grand Terrace Our partnership with the Foundation of Grand Terrace includes, Grand Terrace Community Day, Halloween Festival, Country fair, Community Clean up Day and their efforts to completing the Veteran's Wall of Freedom to name a few Grand Terrace is a unique city and our residents and service organizations take a great deal of pride in maintaining our City as the 'Jewel" of the Inland Empire We appreciate your consideration of our application and please don't hesitate to contact me if you have additional questions 2nd Vice District Governor David A Radtke Lions Clubs International District 4L5 Grand Terrace Lions Club (uogeogddd diysaosuodg s81413 A411BaH) uoi;eagddydiysiosuodgsai;i3ALIZIesH ;uowyoe:gy G t3zrocu#h, Pa*,'th,e:t,ssh,�,tp GRAND TERRACE AREA CHAMBER OF COMMERCE 2236S Barton Road Suite #101 Grand Terrace California 92313 Phone 909 783-3581 Fax 909 824-1810 March 27, 2014 RE Healthy Grand Terrace Letter of Support Ken Johnston Division Chief San Bernardino County Dept of Public Health San Bernardino, Ca Dear Mr Johnston, ti N Cf a 75 m Y t� R a The Grand Terrace Area Chamber of Commerce supports the Foundation of Grand Terrace application for sponsorship from the County of San Bernardino Dept of Public Health for a Grand Terrace Healthy Cities Initiative While Grand Terrace has many organizations and groups who currently support health and fitness, it will be beneficial to the Grand Terrace community as a whole to have Health and Fitness umbrellaed under a specific program such as Healthy Cities With the recent addi- tion of our new High School, this is a perfect tune to begin this initiative We believe the Foundation of Grand Terrace is the perfect partner to lead this challenge be- cause it is a multi facetted organization with community members and committees sharing various interest We are looking forward to involving the business community in this initiative Email Anthony Cortez, Interim President Www Office@ Grand Terrace Area Chamber of Commerce gtchamber com Www office@gtchamber corn (uoi;eogddV diysaosuodg s81413 Ay41eaH) uoi;eogddVdiysaosuodgsai;i3Ay4IeaH ;uauiyae;;V March 26, 2014 Ken Johnston, Division Chief Program Integnty/Development 351 N Mt View Avenue San Bernardino, CA 42415-0010 Dear Mr Johnston Please accept this letter is as one of strong support of the Healthy Grand Terrace Initiative application to be submitted by the Foundation of Grand Terrace Due to the application taken final shape in very close proximity to your application subriussion deadline, it was not possible to gain the formal support of the Grand Terrace City Council in the time available As a result, even though a more typical City Council resolution of support is not included with this letter, the Healthy Grand Terrace Initiative team will be requesting the City Council's support in the near future When that occurs, I will forward to you the appropriate documentation, with a request that it supplement this letter of support from me as Grand Terrace City Manager In the very near future, the Grand Terrace City Council will be developing a vision for the community, along with a mission statement, a set of core values and a strategic plan for accomplishing its vision While the outcomes of this process cannot be predicted with certainty, I am confident the Healthy Grand Terrace Initiative will be a key point of discussion when the Council commences its discussion about what it wants the City of Grand Terrace to look like, feel like, be like and what it should represent in the year 2030 The application materials I have reviewed demonstrate a strong focus, commitments from community stakeholders and an exciting list of proposed activities Some of these activities will be developed from the ground up, such as the proposed Lion's Club 5K Run/Walk the Health and Fitness Fair Perhaps more importantly, existing community events involving the City's very active sports leagues, the Blue Mountain Walk, and the use of the City's Fitness Park as the focus of Healthy Grand Terrace programs, projects and activities, represent an already existing critical mass of Healthy Grand Terrace activities upon which the application seeks to capitalize In fact, the Healthy Grand Terrace Initiative application contains a host of high quality events and proposals that should pave the way for approval of the application by your office As one of only three cities in the County without some affiliation with healthy cities programs, I believe the subject application clearly demonstrates how well Grand Terrace can adhere to the ideals and principles of the healthy cities program once approval has been granted Grand Terrace's financial state of affairs has been well -chronicled A part of any long-term solution to the issues we currently face is bringing people to Grand Terrace who, ordinarily, would not have occasion to visit our lovely City Healthy Grand Terrace participants from areas outside of Grand Terrace will shop and recreate in our City, bringing about much needed revenues to the City as it seeks to financially sustain itself in much the same fashion as Healthy Grand Terrace seeks to sustain the physical health of the community as a whole City of Grand Terrace - 22795 Barton Road Grand Terrace, CA 92313 - 909-824-6621 Phone 909-783-2600 Fax (uoi;eogddV diysiosuodg saipo Ay;jeaH) uoile3ilddVdiysiosuodgsai;i3AL]IIeaH ;uauayoe;;y ca w � N M cm IL w a) le It is for these and other reasons that I strongly support the application submitted by Healthy Grand Terrace and urge its approval at the earliest opportunity a Sincerely, V4 Kenneth J Hen erson Interim City M nager City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313-5295 (909)430-2240 khenderson@cityofgrandterrace ora °f AGENDA REPORT METING DATE April 22, 2014 Council Item TITLE Support of Redlands Passenger Rail Project PRESENTED BY Kenneth Henderson, Interim City Manager RECOMMENDATION Adopt resolution is support of the Redlands Passenger Rail Project, the completion of which would extend Metrolink service nine (9) miles from the City of San Bernardino to the Citv of Redlands BACKGROUND - The Redlands Passenger Rail Project is a proposed nine -mile extension of Metrolmk rail service, from San Bernardino to Redlands At the recently conducted City/County Conference, Third District County Supervisor, James Ramos, requested cities in attendance, and in the Third District, to consider adopting resolutions in support of the Redlands Passenger Rail Project Similar requests have been received from the San Bernardino Associated Governments (SANBAG), the County transportation agency, and the City of Redlands DISCUSSION The Redlands Passenger Rail Project is part of the County of San Bernardino Measure "1" 2010-2040 Strategic Plan and 10-Year Delivery Plan It is a critical part of San Bernardino Associated Governments' plan to relieve vehicular traffic congestion on east -west corridors traversing the eastern portions of San Bernardino Valley Meaure "I" is the County's self help sales tax measure passed by the voter for transportation purposes The project runs along the existing railroad right-of-way, from "E" Street in San Bernardino, and extends passenger rail service approximately nine -miles to the City of Redlands In addition to Measure "I" funds, funding for the project is anticipated to come from a combination of Federal state and local sources These include Congestion Mitigation Air Quality (CMAQ) Funds, funds from two different grant sources, Proposition 1 B, Transportation Development Act funds and the private sector San Bernardino Associated Governments and the Federal Transit Administration (FTA) are preparing a joint Environmental Impact Statement/Environmental Impact Report for the project pursuant to the National Environmental Policy Act (NEPA) and the California Environmental Quality Act A draft EIS/EIR is expected to be released shortly Based upon the project delivery schedule outlined in the draft EIS/EIR, the construction of the project is planned to begin in late 2015 and be completed in 2018 Packet Pg 30 FISCAL IMPACT There is no fiscal impact associated with adoption of the attached resolution of support ATTACHMENTS • Resolution in Support of Redlands Passenger Rail Project 041414 APPROVALS Kenneth J Henderson Completed 04/15/2014 6 11 PM Finance Completed 04/15/2014 6 31 PM City Attorney Completed 04/16/2014 8 52 AM City Manager Completed 04/16/2014 8 59 AM City Council Pending Packet Pg 31 3Ea RESOLUTION 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE SUPPORTING THE REDLANDS PASSENGER RAIL PROJECT, EXTENDING METROLINK SERVICE FROM SAN BERNARDINO TO REDLANDS WHEREAS, east -west transportation corridors, between San Bernardino and Redlands, suffer significantly from traffic congestion, and, WHEREAS, currently, there are no opportunities for direct transit service between San Bernardino and Redlands, and, WHEREAS, there are physical barriers in the form of the Interstate 10 freeway and the Santa Ana River which contribute significantly to traffic congestion in the absence of direct transit opportunities, and, WHEREAS, the Redlands Passenger Rail Project will extend Metrolink direct transit service nine (9) miles from San Bernardino to Redlands, and, WHEREAS, the Redlands Passenger Rail Project is part of the County of San Bernardino Measure "I" 2010-2040 Strategic Plan and 10-Year Delivery Plan, and, WHEREAS, the anticipated benefits of the Redlands Passenger Rail Project include, but are not limited to, the creation of a reliable transportation alternative, providing connectivity to regional transit agencies, improving air quality and supporting much needed private investment, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace as follows Section 1 The City Council hereby finds and determines that the above recitals are true and correct Section 2 The City Council strongly and enthusiastically supports the environmental clearance, design, construction and placement into service of the Redlands Passenger Rail Project and believes its completion, along with other much needed projects in the eastern portion of San Bernardino Valley, will significantly enable citizens to travel to an among east valley communities, enhancing regional commerce and the region's quality of life Section 3 The City Council urges the San Bernardino Associated Governments to take all necessary and appropriate actions to bring to fruition the Redlands Passenger Rail Project c� Q Packet Pg 32 3Ea PASSED, APPROVED AND ADOPTED by this 22nd day of April, 2014 by the following vote AYES NOES ABSENT ABSTAIN Walt Stanckiewitz, Mayor ATTEST City Clerk Packet Pg 33 •w.w � TITLE AGENDA REPORT April 22, 2014 Council Item City of Grand Terrace Opposition to Assembly Bill 2574 PRESENTED BY Kenneth Henderson, Interim City Manager RECOMMENDATION Adopt resolution opposing AB 2574, approval of which authorizes the Mayor to execute Exhibit 1 to the attached resolution BACKGROUND At its most recent meeting, the San Bernardino Associated Governments (SANBAG) Board of Directors took up the matter relating to Assembly Bill (AB) 2574 (Rodriguez) The bill, as currently envisioned, proposes to extend the Gold Line from Montclair to Ontario International Airport After discussion, the SANBAG Board of directors took action, officially opposing AB 2574 and requested its members to take similar action in connection with a sample letter of opposition drafted by its Director of Legislative Affairs 16'1d1111*4 f] k Assembly Bill 2574 proposes to extend the Gold Line from Montclair to Ontario International Airport This segment of the Gold Line falls under the jurisdiction of both the Los Angeles County Metropolitan Transportation Authority and the San Bernardino Associated Governments, the County of San Bernardino transportation agency As such, the failure of Assembly Member Rodriguez to consult with both agencies prior to developing the bill, along with the imposition of unfunded mandates, is at the root of SANBAG's opposition to this measure Further, if approved as drafted, this bill would endanger funding for the Redlands Passenger Rail Project as discussed elsewhere in this agenda packet, a project that is a priority for SANBAG, the City of Redlands and other Interstate 10 Corridor communities located in the eastern portion of San Bernardino valley Exhibit 1 to the attached resolution is a letter of opposition which details SANBAG's, and its member cities, opposition to AB 2574 Adoption of the subject resolution will authorize the Mayor to execute the City's official letter of opposition, at which point the signed letter will be transmitted to the Chairperson of the Assembly Transportation Committee, Members of the Committee and the San Bernardino County Legislative Delegation FISCAL IMPACT Packet Pg 34 There is no fiscal impact to the City of Grand Terrace associated with adoption of the attached resolution opposing AB 2574 ATTACHMENTS Resolution Opposing AB 2574 041414 _v2r_ Letter to Assembly Member Rodriguez APPROVALS Kenneth J Henderson Completed 04/15/2014 6 14 PM Finance Completed 04/15/2014 6 30 PM City Attorney Completed 04/16/2014 8 56 AM City Manager Completed 04/15/2014 6 25 PM City Council Pending Packet Pg 35 3Fa RESOLUTION 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE OPPOSING ASSEMBLY BILL 2574 (AB 2574) AND AUTHORIZING THE MAYOR OF THE CITY OF GRAND TERRACE TO EXECUTE THE ATTACHED LETTER OF OPPOSITION TO ASSEMBLY MEMBER FREDDIE RODRIGUEZ (EXHIBIT 1) WHEREAS, AB 2574 prematurely provides authority for the Gold Line to extend from the Montclair Transit Center to LA/Ontario International Airport, and y 0 a CL WHEREAS, the Gold Line project remains in need of funding to the Montclair Transit O Center, and, N WHEREAS, AB 2574 was introduced without consultation with the Los Angeles County m Metropolitan Transportation Authority, the San Bernardino Associated Governments >, ("SANBAG"), or the County of San Bernardino Transportation Authority, and, E 0 UN _ WHEREAS, AB 2574 does not accurately reflect the current project and funding status a for the Gold Line and fails to protect SANBAG's decision -making and funding authority, and, WHEREAS, AB 2574 fails to provide for appropriate cost/benefit analyses, to recognize the need for additional right-of-way by SANBAG, and, fails to recognize SANBAG's lack of appropriate authority to negotiate terms, service levels and costs for the project outside of its right-of-way, and, WHEREAS, the Gold Line Construction Authority Board of Directors contains only one (1) non -voting member from San Bernardino County, NOW, THEREFORE BIT IS RESOLVED BY the City Council of the City of Grand Terrace as follows Section 1 The City Council hereby finds and deterrmnes the above recitals are true and correct Section 2 The City Council hereby opposes the adoption of AB 2574 in its current form and hereby authorizes the Mayor of the City of Grand Terrace, the City's representative to the E San Bernardino Associated Governments, to sign the attached letter, Exhibit 1 to this Resolution a Packet Pg 36 3Fa PASSED, APPROVED AND ADOPTED by this 22nd day of April, 2014 by the following vote AYES NOES ABSENT ABSTAIN Walt Stanckiewitz, Mayor ATTEST City Clerk Packet Pg 37 3Fb April 14, 2014 The Honorable Freddie Rodriguez California State Assembly State Capitol, Room 2160 Sacramento, CA 95814 Dear Assembly Member Rodriguez The City of Grand Terrace, a member of the San Bernardino Associated Governments (SANBAG), respectfully opposes your bill, AB 2574, which prematurely provides authority for the Gold Line to extend from the Montclair Transit Center to LA/Ontario International Airport The Gold Line project is still in need of funding to the Montclair Transit Center, as that segment still requires passage of a local sales tax measure in Los Angeles County that has yet to be scheduled for an election Authority for a potential Ontario segment is not needed for several years once a better understanding of funding and need is identified We are deeply disappointed the bill was drafted and introduced without consultation and partnership with the Los Angeles County Metropolitan Transportation Authority (LA Metro) and the San Bernardino Associated Governments (SANBAG), which would be required to fund and operate any eventual segment to Ontario Airport As such, AB 2574 does not accurately reflect the current project and funding status for the Gold Line The Ontario Airport Access Study, currently underway, is evaluating over 30 alternatives which could connect transit to Ontario International Airport and is anticipated to be complete later this year AB 2574 jumps ahead of this study and presumes a particular outcome over others which may meet the need for a transit connection to the airport at a lower cost The bill also neglects to consider costibenefit analyses that should occur before funding obligations for future segments are set The bill also does not contain sufficient language to protect SANBAG's decision -malting and funding authority over projects that are constructed and operated in San Bernardino County For example, AB 2574 does not require the approval of the Board of Directors for the project to operate in the County, it only requires SANBAG approval for the operations and maintenance agreement for segments located in right-of-way owned by SANBAG Any connection to the airport will, undoubtedly, involve right-of-way outside of SANBAG's ownership As such, SANBAG would have no approval authority, or ability, to negotiate the ongoing terms, services levels and costs for the project outside of its rights of way AB 2574 further requires SANBAG to reimburse LA Metro for these costs, without any consideration of ability to pay or the impacts on other transit priorities The bill provides i M O C. C. O ti N m a .o E d fA fA Q a City of Grand Terrace - 22795 Barton Road Grand Terrace, CA 92313 - 909-824-6621 Phone 909-783-260 Packet P9 378 3Fb protections to LA Metro against future funding obligations, yet these protections are not also extended to SANBAG Lastly, the Gold Line Construction Authority Board of Directors currently has only one non -voting seat from San Bernardino County Once the project crosses the San Bernardino County line, they will not appropriately reflect the community they are proposing to serve As AB 2574 threatens the viability of SANBAG's Measure I transit program by requiring uncontrolled expenditures on a project, with no authority over a project operated in our county — we must oppose the bill Sincerely, Walt Stanckiewitz, Mayor City of Grand Terrace Member, SANBAG Board of Directors Cc The Honorable Bonnie Lowenthal, Chair, Assembly Transportation Committee Members of the Assembly Transportation Committee Members of the San Bernardino County Legislative Delegation Packet Pg 39 TITLE PRESENTED BY RECOMMENDATION BACKGROUND AGENDA REPORT April 22, 2014 Council Item Adoption of an Ordinance to Establish New Speed Limits on Certain Streets Based on Speed Zone Survey Sandra Molina, Interim Community Development Director 1 City Council conduct a public hearing, and 2 Read by Title only, waive further reading and introduce an ordinance amending Title 10 of the Grand Terrace Municipal Code by repealing and replacing Chapter 10 08 (Speed Limits) in its entirety California State Statutes require each local agency to perform speed zone studies at least every five years in order to enforce speed limits through the use of radar, or other electronic means The City of Grand Terrace Municipal Code, Title 10, Chapter 10 08 establishes speed limits DISCUSSION The City traffic engineering consultant, Willdan, recently conducted an Engineering and Traffic Survey for the City of Grand Terrace, which included speed zone data and field reviews at fourteen locations within the City Based on the analysis, it is recommended that the City Council certify the posted speed zones for these fourteen locations A summary of these fourteen locations is shown on Pages 8 and 9 of the attached Engineering and Traffic Survey Three of the street segments, as identified below, are recommended for a change to the currently posted speed limit Portions of DeBerry Street and Van Buren Avenue are recommended to have the speed limit raised from 25 mph to 30 mph, and, it is recommended that the speed limit on a segment of Mount Vernon Avenue be lowered from 45 mph to 40 mph Street Segments with Recommended Speed Chances Street Speed Zone Section Current Recommended Speed Seed DeBerry St Mt Vernon Ave to East 25 30 terminus Mt Vernon Ave Van Buren Ave to Main St 45 40 Van Buren Ave Mt Vernon Ave to 25 30 Observation Dr Packet Pg 40 Speed zone signing and street markings will need to be changed to reflect the speed zone changes These modifications will be funded as part of the City street maintenance budget FISCAL IMPACT Fund 16, Gas Tax Fund for Road Maintenance, will be impacted by approximately $2,000 00 to change the street markings and purchase new speed limit signs This cost can be accommodated it the existing budget ATTACHMENTS • Grand Terrace E&T_Draft_4-1-14 • Ordinance APPROVALS Sandra Molina Completed 04/14/2014 12 13 PM Finance Completed 04/14/2014 6 44 PM City Attorney Completed 04/15/2014 5 15 PM Community Development Completed 04/15/2014 5 44 PM City Manager Completed 04/15/2014 6 13 PM City Council Pending Packet Pg 41 VM H311VW 33VUH 1 aN"0 4O A113 3H1 HOA A3 uns owivmi aNV JNIH33NION3 r d Attachment Grand Terrace E&T_Draft_4-1-14 (Speed Zone Survey) (AoAjnS ouoZ peadS) amial pueaE) ;uawpe:Rd Q cc . TABLE OF CONTENTS Y Page_ a INTRODUCTION 1-2 Elements of the Engineenng and Traffic Survey 2-3 SURVEY CONDITIONS Survey Locations , Data Collection Speed Data Collision Data Field Review Data ANALYSIS Criteria Results and Recommendations Table 1 - Street Segments With Recommended Speed Changes Table 2 - Summary of Recommendations Segments with Special Conditions LEGISLATIVE REFERENCES Applicable Sections of California Vehicle Code APPENDIX A - Segment Data Street Segment Sheets Radar Speed Distribution Forms APPENDIX B - Collision Rates APPENDIX C - Survey Equipment Used n 4 4 4 5 5 6 6-7 7 8 9 iL 10-15 Engineering and Traffic Survey City of Grand Terrace (Aamng euoZ peadS) t vvv :ueaa 1v3 ammal pueas wow4oew L IL The basic fundamentals for establishing speed limits recognize that the majority of drivers % behave to a safe and reasonable manner, and therefore, the normally careful and competent actions of a reasonable driver should be considered legal Speed limits a established on these fundamentals conform to the consensus that those who drive the highway determine what speed is reasonable and safe, not on the judgment of one or a few individuals A radar speed study is usually used to record the prevailing speed of reasonable drivers Speed limits are also established to advise drivers of conditions which may not be readily apparent to a reasonable driver For this reason, accident history, roadway conditions, traffic characteristics, and land use must also be analyzed before determining speed limits Speed limit changes are usually made in coordination with physical changes in roadway conditions or roadside developments Unusually short zones of less than one-half mile in length should be avoided to reduce driver confusion Additionally, it is generally accepted that speed limits cannot be successfully enforced without voluntary compliance by a majority of drivers Consequently, only the driver whose behavior is clearly out of line with the normal flow of traffic is usually targeted for enforcement ELEMENTS OF THE ENGINEERING AND TRAFFIC SURVEY The California Manual on Uniform Traffic Control Devices (California MUTCD) dated January 2012 specifies the methodology to be used for completing Engineering and Traffic Surveys This methodology includes an evaluation of current vehicle speeds, accident history and conditions not readily apparent to motorists The basic elements of the Engineering and Traffic Survey are discussed in more detail as follows Speed Sampling Existing vehicle speeds are surveyed by a certified radar operator with a calibrated radar unit in an unmarked vehicle Speed samples are taken for each segment representing a statistically significant sample of current traffic This data is then evaluated to identify the distribution of speeds A key element in the evaluation is the identification of the 85th percentile speed The 85t' percentile speed is the speed at or below which 85 percent of the traffic travels This threshold represents what is historically found to be a safe and reasonable speed for most drivers based on common roadway conditions Therefore, a speed limit is established at the nearest 5-mile per hour (mph) increment to the 85th percentile speed, except as shown in the two options below Options 1 The posted speed may be reduced by 5 mph from the nearest 5 mph increment of the 85th-percentile speed, in compliance with CVC Section 627 and 22358 5 2 For cases in which the nearest 5 mph increment of the 85t'-percentile speed would require a rounding up, then the speed limit may be rounded down to the nearest 5 mph increment below the 85t' percentile speed, if no further reduction is used Refer to CVC Section 21400(b) Engineering and Traffic Survey 2 City of Grand Terrace (AananS auoZ paedS) ti6-�-ti :lead 1'83 eoejjal pueaE) ;uewLjoe:gV co 00 coIL SURVEY CONDITIONS Y a SURVEY LOCATIONS The procedures described below describe the criteria and methods used to survey selected streets within the City of Grand Terrace The specific location of the radar speed survey for each street segment was selected after considering the following 1 Minimum stop sign and traffic signal influence 2 Minimum visibility restrictions 3 Non -congested traffic flow away from intersections and driveways 4 Minimum influence from curves or other roadway conditions that would affect the normal operation of a vehicle DATA COLLECTION Data of existing conditions was obtained including prevailing speed of vehicles, traffic collisions, visibility restrictions, and roadway conditions within the community Speed data and field reviews were conducted at 14 locations during the month of September 2013 Speed Data Radar speed measurements were conducted at 14 locations during September 2013 All surveys were conducted in good weather conditions, during off-peak hours on weekdays The radar unit was operated from an unmarked vehicle to minimize any influence on driver behavior Typically, a minimum sample size of 100 vehicles or the total samples during a maximum period of 2 hours were obtained for each segment Traffic speeds in both directions were recorded for individual segments Engineering and Traffic Survey 4 City of Grand Terrace (AejunS auoZ peadS) V6-6-ti :lea(3.LV3 amial puejE) juawtjoe;;y o Cn a ANALYSIS Y a CRITERIA Survey data was complied and analyzed to determine the recommended speed limit in accordance with several criteria contained in The California Manual on Uniform Traffic Control Devices (California MUTCD) dated January 2012 Some of the criteria used are A The critical speed or 85th percentile speed is that speed at or below which 85 percent of the traffic is moving This speed is the baseline value in determining what the majority of drivers believe is safe and reasonable Speed limits set higher than the critical speed are not considered reasonable and safe Speed limits set lower than the critical speed make a large number of reasonable drivers "unlawful," and do not facilitate the orderly flow of traffic The "basic speed limit" is the nearest 5 mph increment to the 85t' percentile speed B The 10 mile per hour (mph) pace speed is the 10 mph increment that contains the highest percentage of vehicles It is a measure of the dispersion of speeds across the range of the samples surveyed An accepted practice is to keep the speed limit within the 10 mph pace while considering the critical speed and other factors that might require a speed lower than the critical speed C The collision rate for each street segment is compared to average collision rates that can be reasonably expected to occur on streets and highways in other jurisdictions, in proportion to the volume of traffic per lane mile These average collision rates have been developed by the State of California and are considered reasonable for use in the City of Grand Terrace RESULTS AND RECOMMENDATIONS The Engineering and Traffic Survey Forms, presented in Appendix A, illustrate results of a thorough evaluation of the available data and recommend a speed limit for each street segment surveyed A complete summary of all recommendations is shown in Table 2 In each case, the recommended speed limit was consistent with the prevailing behavior as demonstrated by the radar speed measurements Typically, a speed limit in the upper range of the 10-mile pace was selected unless an collision rate significantly higher than expected was discovered or roadway conditions not readily apparent to the driver were identified Any segments with recommended speed limits 5 mph or more below the basic speed limit are fully explained later in this report The Legislature, in adopting Section 22358 5 of the California Vehicle Code (CVC), has made it clear that physical conditions, such as width, curvature, grade and surface conditions, or any other condition readily apparent to a driver, in the absence of other factors, would not be the basis for special downward speed zoning In these cases, the basic speed law (CVC Section 22350) is sufficient to regulate such conditions The recommendations contained in this Report are intended to establish prima facie speed limits They are not intended to be absolute for all prevailin-g conditions All prima facie Engineering and Traffic Survey 6 City of Grand Terrace 6Aa . • - LS.treqt. Rq!n: • - .10, e Post6d •--• Ulb • e • •-e 1 BARTON RD MICHIGAN ST MT VERNON AVE 40 41 40 CLOSEST TO 85TH SPEED 2 BARTON RD MT VERNON AVE PRESTON ST 45 48 45 CALIFORNIA MUTCD OPTION 2 3 BARTON RD PRESTON ST EAST CITY LIMIT 45 48 45 CALIFORNIA MUTCD OPTION 2 4 DE BERRYST MICHIGAN ST MT VERNON AVE 35 38 35 CALIFORNIA MUTCD OPTION 2 5 DE BERRYST MT VERNON AVE EAST TERMINUS 25 35 30 6 MAIN ST IOWA AVE MICHIGAN ST 40 39 40 CLOSEST TO 85TH SPEED 7 MAIN ST MICHIGAN ST MT VERNON AVE 40 44 40 CALIFORNIA MUTCD OPTION 2 8 MICHIGAN ST BARTON RD VAN BUREN AVE 35 39 35 CALIFORNIA MUTCD OPTION 2 9 MICHIGAN ST VAN BUREN AVE MAIN ST 35 40 35 10 MT VERNON AVE NORTH CITY LIMIT BARTON RD 40 44 40 CALIFORNIA MUTCD OPTION 2 11 MT VERNON AVE BARTON RD VAN BUREN AVE 40 43 40 CALIFORNIA MUTCD OPTION 2 12 MT VERNON AVE VAN BUREN AVE MAIN ST 45 40 40 CLOSEST TO 85TH SPEED 13 PALM AVE BARTON RD HONEY HILLS DR 35 37 35 CLOSEST TO 85TH SPEED 14 VAN BUREN AVE MT VERNON AVE OBSERVATION DR 25 34 30 CALIFORNIA MUTCD OPTION 2 * See "Segments with Special Conditions" Section for Comments ** = 25 mph when children are present Engineering and Traffic Survey 8 City of Grand Terrace Packet Pg 52 (I(ananS euoZ paadS) t L-6-ti geld .LV3 eomuel puejE) ;uampagV m LO Q � � a w d LEGISLATIVE REFERENCES a APPLICABLE SECTIONS OF CALIFORNIA VEHICLE CODE SECTION 1 Section 627 of the Vehicle Code Section 627 (a) "Engineering and traffic survey, "as used in this code, means a survey of highway and traffic conditions in accordance with methods determined by the Department of Transportation for use by state and local authorities (b) An engineering and traffic survey shall include, among other requirements deemed necessary by the department, consideration of all of the following (1) Prevailing speeds as determined by traffic engineering measurements (2) Accident records (3) Highway, traffic, and roadside conditions not readily apparent to the driver (c) When conducting an engineering and traffic survey, local authorities, in addition to the factors set forth in paragraphs (1) to (3), inclusive, of subdivision (b) may consider all of the following (1) Residential density, if any of the following conditions exist on the particular portion of highway and the property contiguous thereto, other than a business district a Upon one side of the highway, within a distance of a quarter of a mile, the contiguous property fronting thereon is occupied by 13 or more separate dwelling houses of business structures b Upon both sides of the highway, collectively, within a distance of a quarter of a mile, the contiguous property fronting thereon is occupied by 16 or more separate dwelling houses or business structures c The portion of highway is longer than one -quarter of a mile but has the ratio of separate dwelling houses or business structures to the length of the highway described in either subparagraph (A) or (B) (2) Pedestrian and bicyclist safety Basic Speed Law 22350 No person shall drive a vehicle upon a highway at a speed greater than is reasonable or prudent having due regard for weather, visibility, the traffic on, and the surface and width of, the highway, and in no event at a speed which endangers the safety of persons or property Speed Law Violations Section 22351 (a) The speed of any vehicle upon a highway not in excess of the limits specified in Section 22352 or established as authorized in this code is lawful unless clearly proved to be in violation of the basic speed law (b) The speed of any vehicle upon a highway in excess of the prima facie speed limits in Section 22352 or established as authorized in this code is prima facie unlawful unless the defendant Engineering and Traffic Survey 10 City of Grand Terrace (AejunS euoZ peadS) aoeaaal puwE) ;uauayoeRV m Q cc Increase of Local Speed Limits to 65 Wiles Per Hour Section 22357 (a) Whenever a local authority determines upon the basis of an engineering and traffic survey that a speed greater than 25 miles per hour would facilitate the orderly movement of vehicular traffic and would be reasonable and safe upon any street other than a state highway otherwise subject to a prima facie limit of 25 miles per hour, the local authority may by ordinance determine and declare a prima facie speed limit of 30, 35, 40, 45, 50, 55 or 60 miles per hour or a maximum speed limit of 65 miles per hour, whichever is found most appropriate to facilitate the orderly movement of traffic and is reasonable and safe The declared prima facie or maximum speed limit shall be effective when appropriate signs giving notice thereof are erected upon the street and shall not thereafter be revised except upon the basis of an engineering and traffic survey This section does not apply to any 25 mile per hour prima facie limit, which is applicable when passing a school budding or the grounds thereof or when passing a senior center or other facility primarily used by senior citizens (b) This section shall become operative on the date specified in subdivision (c) of Section 22366 Downward Speed Zoning Section 22358 5 It is the intent of the Legislature that physical conditions such as width, curvature, grade and surface conditions, or any other condition readily apparent to a driver, in the absence of other factors, would not require special downward speed zoning, as the basic rule of Section 22350 is sufficient regulation as to such conditions Boundary Line Streets Section 22359 With respect to boundary line streets and highways where portions thereof are within different jurisdictions, no ordinance adopted under Sections 22357 and 22358 shall be effective as to any such portion until all authorities having jurisdiction of the portions of the street concerned have approved the same This section shall not apply in the case of boundary line streets consisting of separate roadways within different jurisdictions Speed Trap Prohibition Section 40801 No peace officer or other person shall use a speedtrap in arresting, or participating or assisting in the arrest of, any person for any alleged violation of this code nor shall any speed trap be used in securing evidence as to the speed of any vehicle for the purpose of an arrest or prosecution under this code Engineering and Traffic Survey 12 City of Grand Terrace W LO 0 a d Y U a (AoAjng euoZ peadS) aaeijal, pueaE) ;uewyou:gV �o CO a "' a (C)(i) The prosecution proved that the arresting officer complied with subparagraphs (A) and (B) and that an engineering and traffic survey has been conducted in accordance with subparagraph (B) of paragraph (2) The prosecution proved that, a prior to the officer issuing the notice to appear, the arresting officer established that the radar, laser, or other electronic device conformed to the requirements of subparagraph (D) (u) The prosecution proved the speed of the accused was unsafe for the conditions present at the time of alleged violation unless the citation was for a violation of Section 22349, 22356, or 22406 (D) The radar, laser, or other electronic device used to measure the speed of the accused meets or exceeds the minimal operational standards of the National Traffic Highway Safety Administration, and has been calibrated within the three years prior to the date of the alleged violation by an independent certified laser or radar repair and testing or calibration facility (2) A "speed trap" is either of the following (A) A particular section of a highway measured as to distance and with boundaries marked, designated, or otherwise determined in order that the speed of a vehicle may be calculated by securing the time it takes the vehicle to travel the known distance (13)(1) A particular section of a highway or state highway with a prima facie speed limit that is provided by this code or by local ordinance under subparagraph (A) of paragraph (2) of subdivision (a) of Section 22352, or established under Section 22354, 22357, 22358, or 22358 3, if that prima facie speed limit is not justified by an engineering and traffic survey conducted within one of the following time periods, prior to the date of the alleged violation, and enforcement of speed limit involves the use of radar or any other electronic device that measures the speed of moving objects (1) Except as specified in subclause (II), seven years (II) If an engineering and traffic survey was conducted more than seven years prior to the date of the alleged violation, and a registered engineer evaluates the section of the highway and determines that no significant changes in roadway or traffic conditions have occurred including, but not limited to, changes in adjoining property or land use, roadway width, or traffic volume, 10 years (ii) This subparagraph does not apply to a local street, road, or school zone Speed Trap Evidence Section 40803 (a) No evidence as to the speed of a vehicle upon a highway shall be admitted in anycourt upon the trial of any person in any prosecution under this code upon a charge involving the speed of a vehicle when the evidence is based upon or obtained from or by the maintenance or use of a speedtrap Eng►neenng and Tragic Survey 14 City of Grand Terrace (AejunS euoZ paadS) t,6-1-ti :Uw(3 JLV3 eoeaaaj puejE) }uawipeRV w a "' Cl- (b) In any prosecution under this code of a charge involving the speed of a vehicle, where d enforcement involves the use of radar or other electronic devices which measure the speed of moving objects, the prosecution shall establish, as part of its prima facie case, that the a evidence or testimony presented is not based upon a speed trap as defined in paragraph (2) of subdivision (a) of Section 40802 (c) When a traffic and engineering survey is required pursuant to paragraph (2) of subdivision (a) of Section 40802, evidence that a traffic and engineering survey has been conducted within five years of the date of the alleged violation or evidence that the offense was committed on a local street or road as defined in paragraph (2) of subdivision (a) of Section 40802 shall constitute a prima facie case that the evidence or testimony is not based upon a speed trap as defined in paragraph (2) subdivision (a) of Section 40802 Engineering and Traffic Survey is City of Grand Terrace eoejjel puejE) jo Alto Aenjng oLUefl pue 6uueouiBu3 Ywa }uetuBes weiiS v xiaN3ddV 0 0 0 Attachment Grand Terrace E&T_Draft 4-1-14 (Speed Zone Survey) (AananS euoZ paadS) aaeaaal puea0 wowLioeov p N a CITY OF GRAND TERRACE a ENGINEERING AND TRAFFIC SURVEY Y C1 STREET BARTON ROAD CERTIFICATION DATE o FROM MOUNT VERNON AVENUE TO PRESTON STREET SPEED FACTORS Date of Speed Survey 9/11/2013 Posted Speed Limit 45 mph Time of Speed Survey 11 00 Speed Justification 50th Percentile Speed (Mean Speed) 44 mph CALIFORNIA MUTCD OPTION 2 85th Percentile Speed 48 mph Average Speed 45 mph 10 mph Pace Speed 41-50 Percentage of Vehicles in Pace 77 Recommended Speed Limit 45 mph Number of Survey Samples 281 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 3 Annual Collision Rate 1 accidents/year Collisions per Million Vehicle Miles 0 249 TRAFFIC FACTORS Average Daily Traffic 10,278 Date Counted 9/10/2013 Number of Lanes 4 LANES WITH TWLTL & BIKE LANES Type of Traffic Control T S @ MT VERNON, PRESTON Crosswalks? @ T S Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking NONE Sidewalks? BOTH SIDES Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment 1 070 miles Width 72 feet Vertical Curve? YES Horizontal Curve? YES Visibility FAIR Roadway Conditions GOOD Lighting BOTH SIDES Adjacent Land Use COMMERCIAL, RESIDENTIAL Field Study By J L Checked By V M CERTIFICATION I, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number (AananS euoZ paadS) a3eu9jL puej0 1uauayoe4V a CITY OF GRAND TERRACE ENGINEERING AND TRAFFIC SURVEY STREET DE BERRY STREET CERTIFICATION DATE FROM MICHIGAN STREET TO MOUNT VERNON AVENUE SPEED FACTORS Date of Speed Survey 9/12/2013 Posted Speed Limit 35 mph Time of Speed Survey 1300 Speed Justification 50th Percentile Speed (Mean Speed) 35 mph CALIFORNIA MUTCD OPTION 2 85th Percentile Speed 38 mph Average Speed 36 mph 10 mph Pace Speed 31-40 Percentage of Vehicles in Pace 88 Recommended Speed Limit 35 mph Number of Survey Samples 138 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 0 Annual Collision Rate 0 accidents/year Collisions per Million Vehicle Miles 0 000 TRAFFIC FACTORS Average Daily Traffic 2,370 Date Counted 9/10/2013 Number of Lanes 2 LANES WITH SKIP YELLOW Type of Traffic Control T S @ MT VERNON, STOP @ MICHIGAN Crosswalks? @ T S Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking BOTH SIDES Sidewalks? BOTH SIDES Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment 0 500 miles Width 44 feet Vertical Curve? YES Horizontal Curve? NO Visibility GOOD Roadway Conditions FAIR Lighting BOTH SIDES Adjacent Land Use RESIDENTIAL, MULTI -FAMILY RESIDENTIAL Field Study By J L Checked By V M CERTIFICATION I, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number le co a Y V W a (AenunS auoZ paadS) eoeaiel, puei0 ;uauayoeUV �o CITY OF GRAND TERRACE ENGINEERING AND TRAFFIC SURVEY STREET MAIN STREET CERTIFICATION DATE FROM IOWA AVENUE TO MICHIGAN STREET SPEED FACTORS Date of Speed Survey 9/13/2013 Posted Speed Limit 40 mph Time of Speed Survey 900 Speed Justification 50th Percentile Speed (Mean Speed) 34 mph CLOSEST TO 85TH SPEED 85th Percentile Speed 39 mph Average Speed 35 mph 10 mph Pace Speed 30-39 Percentage of Vehicles in Pace 65 Recommended Speed Limit 40 mph Number of Survey Samples 146 61 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 1 Annual Collision Rate 0 33 accidents/year Collisions per Million Vehicle Miles 0 345 TRAFFIC FACTORS Average Daily Traffic 2,650 Date Counted 9/10/2013 Number of Lanes 2-3 LANES WITH RAISED MEDIAN Type of Traffic Control T S @ MICHIGAN, GRAND TERRACE HIGH SCHOOL, IOWA Crosswalks? @ T S Pedestrian Traffic HEAVY Truck Traffic MODERATE On -Street Parking SOUTH SIDE Sidewalks? BOTH SIDES FROM TRANSIT TO MICHIGAN Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment 1 000 miles Width 64 feet Vertical Curve? NO Horizontal Curve? NO Visibility GOOD Roadway Conditions GOOD Lighting BOTH SIDES Adjacent Land Use SCHOOL, RESIDENTIAL, COMMERCIAL Field Study By J L Checked By V M CERTIFICATION I, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number (AeA.mS euoZ peadS) eoejjal puei0 1uewLlou4V R CITY OF GRAND TERRACE ENGINEERING AND TRAFFIC SURVEY STREET MICHIGAN STREET CERTIFICATION DATE FROM BARTON ROAD TO VAN BUREN AVENUE SPEED FACTORS Date of Speed Survey 9/12/2013 Posted Speed Limit 35 mph Time of Speed Survey 1400 Speed Justification 50th Percentile Speed (Mean Speed) 35 mph CALIFORNIA MUTCD OPTION 2 85th Percentile Speed 39 mph Average Speed 36 mph 10 mph Pace Speed 31-40 Percentage of Vehicles in Pace 83 Recommended Speed Limit 35 mph Number of Survey Samples 212 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 0 Annual Collision Rate 0 accidents/year Collisions per Million Vehicle Miles 0 000 TRAFFIC FACTORS Average Daily Traffic 8,158 Date Counted 9/10/2013 Number of Lanes 2 LANES WITH TWLTL Type of Traffic Control T S @ BARTON, STOP @ DE BERRY, VAN BUREN Crosswalks? @ T S Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking BOTH SIDES Sidewalks? BOTH SIDES Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment Width Vertical Curve? Horizontal Curve? Visibility Roadway Conditions Lighting Adjacent Land Use 0 500 miles 54-60 feet NO NO GOOD POOR BOTH SIDES RESIDENTIAL, COMMERCIAL Field Study By J L Checked By V M CERTIFICATION I, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number 00 co 0 IL Y v !0 o_ (I(ananS euoz peadS) eoe-1.1aii. pueaO ; ewwend �a CITY OF GRAND TERRACE ENGINEERING AND TRAFFIC SURVEY STREET MOUNT VERNON AVENUE CERTIFICATION DATE FROM NORTH CITY LIMIT TO BARTON ROAD SPEED FACTORS Date of Speed Survey 9/11/2013 Posted Speed Limit 40 mph Time of Speed Survey 900 Speed Justification 50th Percentile Speed (Mean Speed) 39 mph CALIFORNIA MUTCD OPTION 2 85th Percentile Speed 44 mph Average Speed 40 mph 10 mph Pace Speed 35-44 Percentage of Vehicles in Pace 66 Recommended Speed Limit 40 mph Number of Survey Samples 291 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 8 Annual Collision Rate 2 67 accidents/year Collisions per Million Vehicle Miles 1 492 TRAFFIC FACTORS Average Daily Traffic 9,603 Date Counted 9/10/2013 Number of Lanes 4 LANES Type of Traffic Control T S @ BARTON, STOP @ GRAND TERRACE Crosswalks? @ T S Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking BOTH SIDES Sidewalks? BOTH SIDES Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment 0 510 miles Width 64 feet Vertical Curve? YES Horizontal Curve? YES Visibility FAIR Roadway Conditions GOOD Lighting BOTH SIDES Adjacent Land Use COMMERCIAL, SINGLE & MULTI -FAMILY RESIDENTIAL Field Study By J L Checked By V M CERTIFICATION. 1, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number (AejunS auoZ peedS) aoe.ijal puej0 ;uauayoenV CITY OF GRAND TERRACE 12 a ENGINEERING AND TRAFFIC SURVEY Y V STREET MOUNT VERNON AVENUE CERTIFICATION DATE a FROM VAN BUREN AVENUE TO MAIN STREET SPEED FACTORS Date of Speed Survey 9/13/2013 Posted Speed Limit 45 mph Time of Speed Survey 11 00 Speed Justification 50th Percentile Speed (Mean Speed) 36 mph CLOSEST TO 85TH SPEED 85th Percentile Speed 40 mph Average Speed 37 mph 10 mph Pace Speed 32-41 Percentage of Vehicles in Pace 77 Recommended Speed Limit 40 mph Number of Survey Samples 134 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 1 Annual Collision Rate 033 accidents/year Collisions per Million Vehicle Miles 0 219 TRAFFIC FACTORS Average Daily Traffic 8,344 Date Counted 9/10/2013 Number of Lanes 4 LANES WITH BIKE LANES Type of Traffic Control STOP @ VAN BUREN, PICO, MAIN Crosswalks? @ STOP Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking NONE Sidewalks? BOTH SIDES Driveways? BOTH SIDES ROADWAY FACTORS Length of Segment 0 500 miles Width 64 feet Vertical Curve? NO Horizontal Curve? NO Visibility GOOD Roadway Conditions GOOD Lighting EAST SIDE Adjacent Land Use RESIDENTIAL Field Study By J L Checked By V M CERTIFICATION I, Vanessa Munoz, do hereby certify that this Engineering and Traffic Survey within the City of Grand Terrace was performed under my supervision and is accurate and complete I am duly registered in the State of California as a Professional Engineer (Traffic) TE 2341 Vanessa Munoz Date State Registration Number (AananS euoZ paadS) tib-6-ti Ueaa 1'83 aoeaaal puea0 ;uewgoe;;V co CITY OF GRAND TERRACE ENGINEERING AND TRAFFIC SURVEY STREET VAN BUREN AVENUE CERTIFICATION DATE FROM MOUNT VERNON AVENUE TO OBSERVATION DRIVE SPEED FACTORS Date of Speed Survey 9/13/2013 Posted Speed Limit 25 mph Time of Speed Survey 1500 Speed Justification 50th Percentile Speed (Mean Speed) 31 mph CALIFORNIA MUTCD OPTION 2 85th Percentile Speed 34 mph Average Speed 31 mph 10 mph Pace Speed 26-35 Percentage of Vehicles in Pace 87 Recommended Speed Limit 30 mph Number of Survey Samples 109 COLLISION HISTORY Number of Years Studied 3 years Total Collisions 1 Annual Collision Rate 0 33 accidents/year Collisions per Million Vehicle Miles 1 513 TRAFFIC FACTORS Average Daily Traffic 1,207 Date Counted 9/10/2013 Number of Lanes 2 LANES Type of Traffic Control STOP @ ORIOLE, MT VERNON Crosswalks? @ STOP Pedestrian Traffic LIGHT Truck Traffic LIGHT On -Street Parking BOTH SIDES Sidewalks? BOTH SIDES Driveways? BOTH SIDES 14 ROADWAY FACTORS Length of Segment 0 500 miles Width 44 feet Vertical Curve? YES Horizontal Curve? 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ST To MT VERNON AVE Wdbiock, (3,Ye�i 10 AD 15,712 App 048 121 . 160 2 BARTON RD MT VERNON AVE PRESTON ST 3 10,278 107 107 160 3 BARTON RD PRESTON ST EAST CITY LIMIT 0 12,418 070 000 160 4 DE BERRY ST MICHIGAN ST MT VERNON AVE 0 2,370 050 000 255 5 DE BERRY ST MT VERNON AVE EAST TERMINUS 2 2,002 060 1 52 255 6 MAIN ST IOWA AVE MICHIGAN ST 1 2,650 100 035 255 7 MAIN ST MICHIGAN ST MT VERNON AVE 0 2,460 050 000 255 8 MICHIGAN ST BARTON RD VAN BUREN AVE 0 8,158 050 000 255 9 MICHIGAN ST VAN BUREN AVE MAIN ST 1 5,333 050 034 255 10 MT VERNON AVE NORTH CITY LIMIT BARTON RD 8 9,603 051 149 200 11 MT VERNON AVE BARTON RD VAN BUREN AVE 1 10,466 050 018 200 12 MT VERNON AVE VAN BUREN AVE MAIN ST 1 8,344 050 022 200 13 PALM AVE BARTON RD HONEY HILLS DR 1 1,743 060 087 255 14 VAN BUREN AVE MT VERNON AVE OBSERVATION DR 1 1,207 050 151 255 Engineering and Traffic Survey City of Grand Terrace Q Packet Pg 91 eoeiaal puejE) jo Apo AenmS oL4ejL pue 5u1jaaui6u3 juauadinb3 /Cajuns o xiaN3ddV n N Attachment Grand Terrace E&T_Draft_4-1-14 (Speed Zone Survey) (I(anang euoZ peadS) t, -q-f :ijeaa 183 eoeaaal pueaC) juauayoe:gd Q �O SURVEY EQUIPMENT USED The radar equipment used to collect speed measurements for this survey was a K-15 Model Hand -Held traffic Radar manufactured by MPH Industries of Owensboro, Kentucky The calibration of the unit was checked before each series of measurements were taken Tests of the unit were conducted in accordance with the manufacturer's specifications The K-15 Hand -Held Traffic Radar was last calibrated on October 16, 2012 by RHF Inc Engineenng and Traffic Survey City of Grand Terrace 6Ab ORDINANCE NO AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING TITLE 10 OF THE GRAND TERRACE MUNICIPAL CODE BY REPEALING AND REPLACING CHAPTER 10 08 SPEED LIMITS IN ITS ENTIRETY WHEREAS, the City of Grand Terrace, through its Traffic Consultant, has conducted an Engineering and Traffic Survey for the City of Grand Terrace, which included speed zone and field surveys on Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue, and WHEREAS, the Traffic Consultant evaluated traffic conditions and street hazards in each area -- _ -NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS SECTION 1 The City Council hereby repeals and replaces in its entirety Chapter 10 08 of Title 10 of the Grand Terrace Municipal Code, as follows "Chapter 10 08 Speed Limits Sections 10 08 010 Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue — Findings 10 08 020 Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue — Limits Designated Section 10 08 010 Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue — Findings The City Council finds, pursuant to traffic and engineering studies conducted in 2013, that speed limits on Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue are hereby established and certified to provide for the protection of the general public and facilitate the orderly movement of traffic in a reasonable and safe manner 10 08 020 Barton Road, DeBerry Street, Main Street, Michigan Street, Mount Vernon Avenue, Palm Avenue, and Van Buren Avenue — Limits Designated Packet Pg 94 6Ab The prima facie speed limit shall be set forth in this section on those streets designated as follows when signs are erected giving notice thereof A Barton Road from Michigan Street to Mount Vernon Avenue, 40 Miles Per Hour B Barton Road from Mount Vernon Avenue to Preston Street, 45 Miles Per Hour C Barton Road from Preston Street to East City Limits, 45 Miles Per Hour D DeBerry Street from Michigan Street to Mount Vernon Avenue, 35 Miles Per Hour E DeBerry Street from Mount Vernon Avenue to East Terminus, 30 Miles Per Hour F Main Street from Iowa Avenue to Michigan Street, 40 Miles Per Hour G Main Street from Michigan Street to Mount Vernon Avenue, 40 Miles Per Hour H Michigan Street from Barton Road to Van Buren Avenue, 35 Miles Per Hour I Michigan Street from Van Buren Avenue to Main Street, 35 Miles Per Hour J Mount Vernon Avenue from North City Limits to Barton Road, 40 Miles Per Hour K Mount Vernon Avenue from Barton Road to Van Buren Avenue, 40 Miles Per Hour L Mount Vernon Avenue from Van Buren Avenue to Main Street, 40 Miles Per Hour M Palm Avenue from Barton Road to Honey Hill Drive, 35 Miles Per Hour N Van Buren Avenue from Mount Vernon Avenue to Observation Drive, 30 Miles Per Hour" SECTION 2 Posting The City Clerk shall post this Ordinance in three (3) public places within fifteen (15) days of its adoption, as designated for such purposes by the City Council SECTION 3 This ordinance was introduced at a public hearing held at the regular meeting of the City Council of said City held on the 22"d day of April, 2014 and was adopted and order posted at a regular meeting of said City Council on the 13th day of May, 2014 ATTEST City Clerk Mayor Page 2 of 3 Packet Pg 95 6Ab City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Ordinance was adopted at the regular meeting of the City Council of the City of Grand Terrace held on the 13th day of May, 2014, by the following vote AYES NOES ABSENT ABSTAIN City Clerk Approved as to form City Attorney Page 3 of 3 Packet Pg 96 zo TITLE PRESENTED BY AGENDA REPORT April 22, 2014 Council & Successor Agency Item Fiscal Policies Steve Elam, Finance Department RECOMMENDATION Receive and file the attached Fiscal Policies, which will be scheduled for City Council action on May 13, 2014 BACKGROUND The Finance Department has committed to developing a core set of fiscal policies to improve the City's internal controls, accountability and overall financial management Following is a listing of the policies that have been developed Policies Related to Safeguarding of Assets (Section 1) • Cash Handling & Control (1 01) • Petty Cash Funds & Change Boxes (1 02) • Accounts Receivable (1 03) • Investments (1 04) • Fixed Assets (1 05) • Disposition of Surplus Property (1 06) • Fraud Prevention & Detection (1 07) Policies Related to Liability (Section 2) • Accounts Payable (2 01) Policies Related to General Fiscal Management (Section 3) • Purchasing (3 01) • Budget Appropriation Adjustments (3 02) • Travel & Related Business Expenses (3 03) • Grants (3 04) • Donations (3 05) • Reserves (3 06) • Unclaimed Money (3 07) Three of the above policies were previously approved by the City Council but are included in the attached Fiscal Policies document for reference purposes These policies are as follows • Unclaimed Money (3 07) —approved 1/14/14 • Fraud Prevention & Detection (1 07) — approved 1/28/14 • Reserves (3 06) — approved 2/25/14 Packet Pg 77 The policy on Investments (1 04) has also been previously approved by the City Council (most recently on 7/12/11), although minor revisions were made to the version now submitted to correct outdated references to certain oversight agencies and State investment limits Therefore, City Council action will also be requested on this updated policy on May 13tn DISCUSSION Given the number of fiscal policies submitted for the City Council's review, this item has been submitted as a `receive and file" item for the April 22nd Council meeting The fiscal policies will be then be re -scheduled as an Unfinished Business item for the City Council meeting of May 13th, to allow ample time for the Council's review prior to taking action on the policies The core fiscal policies submitted for the City Council's review at this time will provide a solid framework for the financial administration of the City upon their approval However, like all policies, they will be subject to update and revision as operational needs and circumstances change Likewise, there will be a need to add additional policies over time to reflect new operational areas, e g , acceptance of credit cards should the City begin doing so Therefore, the policy framework that is being established with these fiscal policies will be revised and expanded periodically over time to ensure that it continues to meet the City's needs and reflects the City Council's policy direction FISCAL IMPACT There is no fiscal impact associated with receiving and filing the attached fiscal policies, nor with their subsequent approval ATTACHMENTS • Fiscal Policies 2014 04 APPROVALS Steve Elam Completed 04/15/2014 6 50 PM Finance Completed 04/15/2014 6 57 PM City Attorney Completed 04/16/2014 8 49 AM City Manager Completed 04/16/2014 8 58 AM City Council Pending Packet Pg 98 I 8Aa I City of Grand Terrace CL It O T 0 N Fiscal Policies LL April 22, 2014 r Q Packet Pg 99 1 8Aa City of Grand Terrace Policy No 101 Fiscal Policy Subject Cash Handling & Control Effective Date Page 1 of 8 PURPOSE The purpose of this policy is to establish the practice by which all cash receipts, or cash equivalents, tendered to the City will be accepted, documented, recorded, safeguarded and deposited This policy is also intended to provide staff with acceptable practices in the handling and safekeeping of cash or cash equivalents DEFINITIONS' Cashier Anyone who accepts payments on behalf of the City Cash Receipts Includes coin, currency, checks, money orders, or other cash equivalents that may be processed by a financial institution (Debit and credit card payments are also considered Cash Receipts, although they are not currently accepted by the City ) Cash Receipt Location (CRL) A physical location, other than the Main Cashier at City Hall, which has been designated as a location to collect and receipt cash for the City of Grand Terrace Main Cashier Located at the front counter of the Finance Department in City Hall Point of Sale System (POS) A software program that can be run either on a stand-alone computer or on a network and allows for the recording of cash collection and receipting related to payments for goods or services Remote Deposit The process for scanning and transmitting checks to the bank electronically for deposit Returned Items Transactions that have been presented to the bank for deposit and returned to the City due to account balance or status issues Such transactions could include but are not limited to Non -Sufficient Funds (NSF) or closed accounts Starter Checks Checks that are issued to a bank depositor upon the opening of a new checking account These checks typically do not contain any address or telephone information related to the depositor POLICY Responsibility A The Finance Director has oversight, fiduciary, and administrative responsibility for all cash collections performed by City staff or on behalf of the City by contractors B The Finance Director has the responsibility and authority to ensure that all cash handling is performed according to this policy C This responsibility shall include d 2 0 IL so U) LL v 0 et 0 N� UN d 0 a so _N U. d E a Packet Pg 101 `8Aa City of Grand Terrace Policy No 1 01 Fiscal Policy Subject Cash Handling & Control Effective Date Page 3 of 8 Remote Deposit Deposits processed by the Child Care Center require a deposit slip submitted to Finance for bank reconciliation purposes When the appropriate account coding is not immediately available, the payment should be deposited and coded to a suspense account until such time that the coding is identified and communicated to Finance staff Items placed in suspense need to be identified and reclassified to their correct account within ten working days or by the calendar month -end C Any request for the collection of cash receipts at a location other than the Main Cashier, CDD counter or Child Care Center must be authorized by the Finance Director and should include the following information 1 How customer service will be improved through the processing of payments 2 The cash custodian(s) 3 How cash activities will be accounted for (for example, cash register, hand receipts, etc ) 4 How cash receipts will be safeguarded (for example, safe or lockbox) 5 How deposits will be managed D A list of approved collection locations will be maintained by the Finance Department E All Cash Receipts will be maintained in a secured area with limited access F The establishment of change funds to support collection operations will follow the guidelines set forth in Fiscal Policy No 1 02 (Petty Cash Funds & Change Boxes) G All City employees who handle cash will be included under the City's insurance coverage V Methods of Payment A The following methods of payment will be accepted 1 Cash 2 Checks 3 Money Orders 4 Traveler's Checks 5 Wires / Electronic Funds Transfer (EFT) 6 Other forms of tender as approved by the Finance Director and the City's bank 7 Note Debit and credit card payments are currently not accepted but are recognized as an allowable payment method once the City has established the procedures to process such payments B Checks 1 Checks, Money Orders and Traveler's Checks are to be made payable to the City of Grand Terrace 3 Packet Pg 1073 8Aa City of Grand Terrace Policy No 1 01 Fiscal Policy Subject Cash Handling & Control Effective Date Page 5 of 8 When checks are received through the mad the following requirements will be met i Checks will be restrictively endorsed The first employee at a Cash Receipt Location to come in contact with a check is responsible to have the check restrictively endorsed Endorsement stamps will be obtained from the Finance Director or his/her designee In the case of checks processed through the Remote Deposit process, the endorsement is automatically generated u If the check is payable to the City but lacks sufficient information to identify the appropriate general ledger account number, write "SUSPENSE" on the deposit form and present to the Main Cashier or Finance Department staff The check will then be deposited into the bank When the appropriate general ledger account number is identified, provide the coding to Finance so that the funds can be properly applied to the account The appropriate account should be identified prior to the month -end closing 4 Business Checks Company checks will be inspected to ensure that multiple signatures are in place if required or if a "not valid over $" statement is included 5 Traveler's Checks a Traveler's checks are treated as cash but will require the following actions i Cashier must witness the customer write in the payee u Cashier must witness the customer countersign the check in Signature and countersignature should be compared b Identification will be required c No traveler's checks drawn on foreign funds will be accepted 6 Cashier's Checks / Personal Money Orders a Cashier's Checks and Personal Money Orders will be accepted b Identification will be required 7 Currency a Anyone receiving cash payments is responsible for exercising reasonable care in screening cash transactions for counterfeit currency b Mutilated currency is still legal tender Staff may ask customers to substitute another bill for the mutilated bill If they cannot substitute the bill staff must accept the mutilated bill d 0 a �a U. v 0 T O NI M d 2 0 a. H U. c d E z �o Q Packet Pg 105 8Aa City of Grand Terrace Policy No 101 Fiscal Policy Subject Cash Handling & Control Effective Date Page 7 of 8 1 Customer 2 Issuing department 3 Cash drawer/transaction 4 Receipt book VII Balancing and Reconciling A It is the responsibility of each cashier to balance and reconcile his/her cash drawer(s) daily Cash drawer(s) should be equal to the change fund plus the balance of cash receipt activity for the day or shift B Cash drawer(s) should be reconciled against the daily cash receipts report, cash register tape or calculator tape depending on whether the site uses a POS system, a cash register, or manual receipts d C Overage / Shortage o0 1 When the amount in the cash drawer does not balance with the daily report, R H staff will report an Overage or a Shortage as appropriate LL v 2 When an Overage or Shortage is identified, staff will complete the City of c Grand Terrace Overage/Shortage Form and submit with their deposit 3 The Overage/Shortage form will require the following information Cl a Date of Deposit N� b Amount of overage/shortage; c Reason for overage/shortage c d Signature of staff responsible for drawer a. e Signature of supervisor N 4 The Overage/Shortage Form must accompany deposit to the Main Cashier ,L 5 Overages or Shortages in excess of $10 must be immediately brought to the = attention of the Finance Director or his/her designee upon identification 6 Under no circumstances is City staff allowed to balance overages by keeping the overage out of the deposit or balance shortages by taking money from M other sources, such as out of pocket or money held back from a previous a overage VIII Requirements for Deposit A All cash receipts will be deposited into the City's bank account in a timely manner to ensure the proper posting of accounts and to ensure the safety of staff and City funds 1 Deposits can be made at the Main Cashier during City Hall business hours 2 Deposits not taken to the bank the same day will be secured by Finance staff in a fireproof and locked cabinet or safe A drop safe is utilized at the Child Care Center for checks not processed the same day as received No cash is to be dropped off B All Cash Receipt Locations will prepare deposits whenever accumulated deposits total $500 or more Packet Pg 107 City of Grand Terrace Policy No 1 02 Fiscal Policy Subject Petty Cash Funds & Change Boxes Effective Date Page 1 of 4 PURPOSE For Petty Cash — To authorize the use of petty cash funds for emergency purchases and minor out-of-pocket expense reimbursement For Change Boxes — To authorize change boxes for the sole purpose of making change DEFINITIONS Petty Cash is defined as a small fund of cash that is maintained for the payment of Incidental expenses It may also be advanced to employees on an exception basis to make small, incidental purchases where payment by check is not possible or not feasible given the circumstances It is also available on an exception basis to reimburse City officials or employees for prior -approved, City business -related purchases which were originally paid out-of-pocket, and where reimbursement by check is not feasible under the circumstances Change Box is defined as a small fund of cash requiring a particular mix of denominations of dollar bills and coinage for the explicit purpose of making change Reimbursements and advances for incidental City purchases may not be made from a change fund POLICY Approval to Make Purchases or Receive Reimbursement from Petty Cash A Advance approval from the employee's department head must always be obtained to make a Petty Cash purchase or to be reimbursed for out-of-pocket expenses from Petty Cash Without prior approval, there should be no expectation that an out-of-pocket expense will be reimbursed by Petty Cash For recurring purchases, a standing approval may be given by the department head so that advance approval is not needed for each transaction B Use of Petty Cash is considered an exception to the standard means of procuring supplies Issuance of a City check shall be the preferred method of procurement II Establishment and Authorization of Petty Cash Funds A Petty Cash funds have been established in the following amounts City Hall (Finance Department) $550 Child Care Center $500 Community Services * $100 * Maintained in the Finance Department and used for special events such as Animal Licensing B Increasing the above amounts or establishing any additional Petty Cash funds requires written recommendation by the applicable department head and Finance Director, and approval by the City Manager m V 0 a so U. 0 T O N yl d 2 0 a �a 0 L4 U_ d E v 0 Q Packet Pg 109 8Aa City of Grand Terrace Policy No 1 02 Fiscal Policy Subject Petty Cash Funds & Change Boxes Effective Date Page 3 of 4 5 If the purchase was for more than the advanced amount, the recipient must submit a new and approved Petty Cash Request Form for the total amount of the purchase The fund custodian will reimburse the recipient for his/her out-of-pocket amount and return the original Petty Cash Request Form previously submitted C Procedure for Use of Petty Cash for Out -of -Pocket Reimbursement The requesting department or individual must complete the Petty Cash Request Form for review and approval The completed form shall provide date, dollar amount requested, description, account number to be charged, and the appropriate signature approvals prior to presentation 2 Actual receipts of the out-of-pocket purchase must be attached to the Petty Cash Request Form 3 In the event the amount requested exceeds the limits set forth in Section III A of this Policy, the signature of the Finance Director or his/her designee shall be obtained to approve the disbursement D Replenishment of the Petty Cash Fund To replenish the Petty Cash fund, the fund custodian will attach all receipts and the applicable Petty Cash Request Forms, complete a payment request form, obtain the appropriate authorization signatures, and submit the reimbursement request to the Finance Department V Approval to Establish or Increase a Petty Cash Fund A The Finance Director shall be responsible for review of any request to establish or increase a Petty Cash fund, however, approval to establish a new fund or increase an existing fund requires approval of the City Manager B Such requests shall be submitted in writing to the Finance Director by the department head responsible, and shall include justification for the request If the Finance Director is in agreement with the request, he/she will indicate his/her approval and forward the request to the City Manager for final approval VI Change Boxes A Authorization and Control Three (3) Change Boxes are currently authorized in the Finance Department and integrated with the cash register 2 Each Change Box maintains cash and coin totaling $200 3 Each Cash Box has a separate custodian with individual password security and daily reconciliation d 0 a �a N LLL 0 T O NI N d 0 a fA LL C m E s v a 11 Packet Pg 111 8Aa City of Grand Terrace Policy No 103 Fiscal Policy Effective Date Subject Accounts Receivable Page 1 of 5 PURPOSE To establish uniform guidelines and principles for the recognition, recording, collection and write-off of accounts receivable related to goods or services provided by the City or for citations issued by or administered by the departments of the City DEFINITIONS Accounts Receivable A debt owed to the City that arises in the normal course of business dealings and not supported by negotiable paper, a claim against a debtor usually arising from sales or services rendered Accounts receivable include but are not limited to, rent, concession fees, permit fees, license fees, citations, and payments for goods and services Allowance for Doubtful Accounts A valuation account (i a contra asset) that is subtracted from the trade receivable on the balance sheet Bad Debt A past due account receivable that, despite best efforts by the City, remains unsatisfied and for which there is reasonable doubt that the underlying debt will be satisfied in whole or in part The expense for a bad debt is recognized when the account receivable becomes doubtful, which typically occurs prior to the write-off of the receivable The recording of Bad Debt is for accounting purposes only and this action does not discharge the debt The debt is still owed to the City, however, the amount shown as owed to the City has been adjusted off the financial statement to reflect the doubtful collection Cognizant Department The department within the City that negotiated the agreement or contract, or issued the citation or invoice giving rise to the particular account receivable Debt In the context of this policy, debt refers to a sum of money due by express agreement between the City and another party or parties Debt may be owed the City by an individual or by a business entity Past Due Refers to an account receivable for which payment has not been received by the established due date Unearned Revenue An accounting transaction where items are not recognized as revenue in the current period because they do not meet the "availability" or "collectability" standards in order to be recorded in the current period Write -Off An accounting transaction that removes an account receivable from the accounting books and records, and signals the end of any further collection efforts related to that account receivable fA d 0 a �a NN LL 0 �r 0 NI N d 0 a Lh LL c d E r a 13 Packet Pg 113 8Aa City of Grand Terrace Policy No 103 Fiscal Policy Effective Date Subject Accounts Receivable Page 3 of 5 8 In conjunction with the Finance Department, annually review the collectability of outstanding accounts at fiscal year-end C Contractors working on behalf of the City to collect for goods or services provided or for citations issued are responsible to perform the following functions 1 Provide to the Finance Department a monthly aging schedule of all Accounts Receivable including an accounting of current billings, collections and any other activity conducted on accounts related to City services or citations 2 Maintain a system that tracks the history and status of customer accounts III Payment Terms / Collections A The following payment terms and collection process shall be followed 1 Payments will be due within 30 days from the invoice date 2 Interest/Penalty/Late Fees will be charged in a manner consistent with applicable ordinances or policies The imposition of interest charges, penalties or late fees will be communicated to the customer through the following methods a A warning notice or statement will be sent out thirty (30) days in advance of the penalty effective date b A new statement will be sent out with the amended invoice/citation amount including the appropriate interest, penalty or late fee 3 Statements will be issued on a monthly basis unless there are circumstances that warrant some other billing cycle Exceptions from the monthly billing cycle must be approved by the Finance Director 4 The Cognizant Department may be requested to assist Finance staff in collection efforts on accounts more than 60 days outstanding 5 Accounts more than 60 days outstanding may be assigned to a collection agency as determined by the Finance Director IV Financial Reporting for Accounts Receivable A The Finance Department will record the revenues and associated accounts receivable in accordance with Generally Accepted Accounting Principles B Periodically, at least annually in conjunction with the fiscal year-end audit, open accounts receivable balances will be reviewed in order to ensure that the City's financial statements accurately and appropriately reflect the status of these accounts C The collectabdity of open accounts receivable will be estimated so that they can be reflected in the City's financial statements at their net realizable value, which is consistent with Generally Accepted Accounting Principles These amounts will be reflected in the following manner 15 Packet Pg 115 $Aa City of Grand Terrace Policy No 1 03 Fiscal Policy Subject Accounts Receivable Effective Date Page 5 of 5 1 A detailed account aging (listing of date of service/citation and amount owed by account), 2 A description of collection efforts undertaken, 3 Explanation of reason(s) account(s) is/are determined to be uncollectible, 4 A signed Application for Discharge of Accountability form (Exhibit A) D Applications for Discharge of Accountability that have been deemed by the Finance Director to be appropriate to forgo further collection actions will be submitted to the City Manager for final approval E A copy of the completed Application for Discharge of Accountability and the supporting documentation will be forwarded to Finance staff for entry into the City's rn financial system 0 a. R tll LL d' O O N� fA d 2 0 a N_ U. C d E Z t� l0 Q 17 Packet Pg 117 8Aa City of Grand Terrace Policy No 1 04 Fiscal Policy Subject Investments Effective Date Page 1 of 4 PURPOSE To establish a policy for the management and oversight of the City's investments POLICY It is the policy of the City of Grand Terrace to invest funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the City and conforming to all statutes governing the investment of City funds III SCOPE fff G1 This investment policy applies to all financial assets of the City These funds are 2 audited annually and accounted for in the Annual Financial Report Funds include a the General Fund, Capital Projects Fund, Special Revenue Funds, Enterprise Funds and Trust Funds, including funds held by the Successor Agency to the Grand N Terrace Community Redevelopment Agency IV PRUDENCE 0 cm Investments shall be made with judgment and care, under circumstances then N� prevailing which persons of prudence, discretion and intelligence exercise in the 2 management of their own affairs, not for speculation, but for investment, considering c the probable safety of their capital as well as the probable income to be derived The a standard of prudence to be used shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio Investment officers acting in LL accordance with written procedures and the investment policy and exercising due diligence shall be relieved of personal responsibility and/or liability for an individual = security's credit risk or market price changes e� V OBJECTIVES a The primary objectives, in order of priority, of the investment program shall be A Safety Safety of principal is the foremost objective of the investment program Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio To attain this objective, diversification is required in order that potential losses in individual securities do not exceed the income generated from the remainder of the portfolio B Liquidity The investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements which might be reasonably anticipated C Yield The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and the cash flow characteristics of the portfolio 19 Packet Pg 119 8Aa City of Grand Terrace Policy No 1 04 Fiscal Policy Effective Date Subject Investments Page 3 of 4 C Certificates of Deposit with State Banks, National Banks, State or Federal Savings Associations, State and Federal Credit Unions in California that are fully insured by federal deposit insurance The Treasurer (Finance Director) may waive collateral ization in lieu of deposit insurance D Negotiable Certificates of Deposit, Collateralized with U S Treasury Obligations Having a Market Value of 110% The Treasurer (Finance Director) may, at his/her discretion, waive security for that portion of a deposit that is already covered by federal deposit insurance E Passbook Savings Accounts Placed with Federal or State Banks or Credit Unions that are fully insured by federal deposit insurance The Treasurer (Finance Director) may waive collateralization in lieu of federal deposit insurance F Securities Issued by Federal Agencies G Local Agency Investment Fund (LAIF) 1 This is a special fund of the State Treasurer, in which local agencies are allowed to pool their funds for investment purposes up to a maximum of $50 million, with no restrictions on the amount of bond proceeds that can be invested 2 LAIF is part of the Pooled Money Investment Account (PMIA) The PMIA began in 1955 and oversight is provided by the Pooled Money Investment Board (PMIB) and an in-house Investment Committee The PMIB members are the State Treasurer, Director of Finance, and State Controller 3 All securities are purchased under the authority of Government Code Section 16430 and 16480 4 The State Treasurer's Office takes delivery of all securities purchased on a delivery -versus -payment (DVP) basis using a third -party custodian All investments are purchased at market and a market valuation is conducted monthly Additionally, the PMIA has policies, goals and objectives for the portfolio to ensure that the goals of Safety, Liquidity and Yield are not jeopardized and that prudent management prevails These policies are formulated by Investment Division staff and reviewed by both the PMIB and the LIAB on an annual basis 4 The State Treasurer's Office is audited by the Bureau of State Audits on an annual basis and the resulting opinion is posted to the State Treasurer's Office website following its publication The Bureau of State Audits also has a continuing audit process throughout the year All investments and LAIF claims are audited on a daily basis by the State Controller's Office as well as an in-house audit process involving three separate divisions 21 Packet Pg 121 8Aa City of Grand Terrace Policy No 1 05 Fiscal Policy Subject Fixed Assets Effective Date Page 1 of 3 PURPOSE To establish the criteria for determining fixed assets, as well as their physical control, accountability, and depreciation DEFINITIONS Fixed Assets refers to land, buildings, equipment, furniture, vehicles, and improvements other than buildings, acquired by the City of Grand Terrace for use in the provision of goods and services to its citizens Not all Fixed Assets are required to be reported on the balance sheet Fixed Assets with very short useful lives, or of small monetary amounts, can be "expensed" in the period in which they are acquired Fixed Assets reported on the balance sheet are said to be "capitalized", meaning the capital outlay is recorded as an addition to the asset account, and will have an expected useful life of at least two years The monetary criteria by which governments decide to report Fixed Assets on the balance sheet, is known as the "capitalization threshold " Governments may utilize separate thresholds for different classes of fixed assets, or establish a single threshold for all of its fixed assets Capitalization is a financial reporting issue It addresses the material expenditure level by which users of the City's financial reports are informed of the policy decision to account for Fixed Assets It does not eliminate the City's responsibility for maintaining adequate control over all of its assets, or other equipment below the capitalization threshold, to minimize the risk of loss or misuse POLICY Fixed Asset Capitalization Threshold Criteria A Land Land will be capitalized at actual cost There is no specific dollar threshold B Improvements to Land Improvements to land with a value of $25,000 or more will be capitalized Improvements valued at less than $25,000 will be expensed in the current year C Buildings and Building Improvements Buildings and budding improvements with a value of $25,000 or more will be capitalized Buildings and improvements valued at less than $25,000 will be expensed in the current year 2 Capitalized cost generally includes such items as site clearance and excavation, architectural fees, initial landscaping, building construction and others d 2 6 a �a UN LL 0 0 NI N d 2 0 a UJ LL d E s �a 23 Packet Pg 123 8Aa City of Grand Terrace Policy No 105 Fiscal Policy Subject Fixed Assets Effective Date Page 3 of 3 III Depreciation A Financial Statement Basis Fixed Assets will be depreciated over their estimated useful lives, as reflected in the City's Annual Financial Report, in accordance with GASB Statement No 34 2 The straight-line method of depreciation will be used for all Fixed Assets, unless it is determined by the Finance Director or his/her designee, and confirmed by the City's outside auditor, that another depreciation method is more appropriate for a given Fixed Asset or a Fixed Asset class N d B Budgetary Basis 0 0 1 Depreciating Fixed Assets over their useful lives for budgetary purposes is a., not required but is a recommended practice in that it establishes an Asset 0 Replacement Account for each Fixed Asset Such a practice increases the l✓ City's annual operating costs, in that depreciation charges become a c budgeted expense, however, it levels operating expenses over time because when Fixed Assets are replaced, the funds (or a portion of the o funds) have already been set aside and therefore do not need to be re- yi budgeted d 2 While the City has not previously depreciated Fixed Assets for budgetary a purposes, it is the City Council's intent to do so beginning with the FY 2014- 15 budget, and to continue the practice on a go -forward basis thereafter LL 0 E 0 V Q 25 Packet Pg 125 8Aa Requesting Department Exhibit A Surplus Property Form Request Date Contact Person Property Description Location Model No Serial No Condition Reason No Longer Needed Recommended Disposal Method Trade-in Sale Auction Donation Comments regarding recommended disposal method If the surplus property is a fixed asset that Is not fully depreciated, please provide detailed justification for the requested disposal below Submitted by Date Department Head approval Date O Disposal endorsed O Disposal approved O Disposal not endorsed O Disposal not approved Finance Director Date City Manager Date Comments Comments aNi 2 0 a �o 0 0 NI N d V 0 a ea LA U. C d E s 0 ea a 27 Packet Pg 127 8Aa City of Grand Terrace Policy No 1 07 Fiscal Policy Subject Fraud Prevention & Detection Approval Date. 1/28/14 Page 2 of 7 contractors, outside agencies and/or any other parties with a business relationship with the City of Grand Terrace C Management — In this context, management refers to any administrator, manager, director, supervisor, or other individual who manages or supervises funds or other resources, including human resources D Investigator — In this context, Investigator refers to any person, persons or governmental agency assigned by the City Manager and/or the City Council to investigate any fraud or similar activity E External Auditor — In this context, External Auditor refers to independent audit professionals who perform annual audits of the City's financial statements 291RIWO A The City of Grand Terrace is committed to protecting its assets against the risk of loss or misuse Accordingly, it is the policy of the City to identify and promptly investigate any possibility of fraudulent or related dishonest activities against the City and, when appropriate, to pursue legal remedies available under the law B This policy applies to any irregularity, or suspected irregularity, involving Employees, consultants, vendors, contractors, outside agencies, and/or any other parties with a business relationship with the City C Any investigative activity required will be conducted in an objective and impartial manner, without regard to the suspected wrongdoer's length of service, position, title, or relationship to the City D All Employees are responsible for the detection, reporting and prevention of fraud, misappropriations, and other irregularities E It is the City's intent to fully investigate, or cause the investigation of, any suspected act of fraud, misappropriation, impropriety or other similar irregularity An objective and impartial investigation will be conducted regardless of the position, title, length of service or relationship with the City of any party who might be or become involved in or becomes the subject of such investigation F Each department of the City is responsible for instituting and maintaining a system of internal controls to provide reasonable assurance for the prevention and detection of fraud, misappropriations, and other irregularities Management should be familiar with the types of improprieties that might occur within their area(s) of responsibility and be alert for any indications of such conduct zs Packet Pg 1279 $Aa City of Grand Terrace Policy No 107 Fiscal Policy Approval Date 1/28/14 Subject Fraud Prevention & Detection Page 4 of 7 N The City will pursue every reasonable effort, including court -ordered restitution, to obtain recovery of City losses from the offender, or other appropriate sources IV PROCEDURES A Management Responsibilities Management is responsible for being alert to, and reporting fraudulent or related dishonest activities in their areas of responsibility 2 Each City official should be familiar with the types of improprieties that might occur in his or her area(s) of responsibility and be alert for any indication that improper activity, misappropriation, or dishonest activity is or was in existence in his or her area(s) 3 When an improper activity is detected or suspected, Management should determine whether an error or mistake has occurred or if there may be dishonest or fraudulent activity 4 If Management determines a suspected activity may involve fraud or related dishonest activity, they should contact their next immediate supervisor not involved in the alleged misconduct — and together with that supervisor inform their Department Director (unless the Department Director is alleged to have involvement in the alleged misconduct) and City Manager 5 If the City Manager is suspected to be involved in the alleged misconduct, the City Attorney should be notified in lieu of the City Manager If the City Manager and City Attorney are both suspected to be involved in the alleged misconduct, the Mayor should be notified in lieu of the City Manager or City Attorney The Mayor will, in turn, advise the other members of the City Council 6 Management should not attempt to conduct individual investigations, interviews, or interrogations However, Management is responsible for taking appropriate corrective actions to ensure adequate controls exist to prevent reoccurrence of improper actions 7 Management should support the City's responsibilities and cooperate fully with the Investigator, other involved departments, and law enforcement agencies in the detection, reporting, and investigation of criminal acts, including the prosecution of offenders 8 Management must give full and unrestricted access to all necessary records and personnel All City furniture and contents, including desks and electronic devices, are open to inspection at any time There is no reasonable expectation of privacy 31 Packet Pg 131 8Aa City of Grand Terrace Policy No 1 07 Fiscal Policy Approval Date 1/28/14 Subject Fraud Prevention & Detection Page 6 of 7 2 Employees must cooperate with the Investigator Refusal to cooperate, or the conveyance of inaccuracies, may subject an Employee to disciplinary action up to and including dismissal 3 In all circumstances where there appears to be reasonable grounds for suspecting that a fraud has taken place, the Investigator, in consultation with the City Manager, and City Attorney as appropriate, will contact the appropriate law enforcement agency 4 The Investigator shall be available and receptive to receiving relevant, confidential information to the extent allowed by law 5 If evidence is uncovered showing possible dishonest or fraudulent activities, the Investigator will proceed as follows a Discuss the findings with the City Manager and City Attorney b Meet with the City Manager to 1) Determine if disciplinary actions should be taken 2) Notify insurers and coordinate the filing of insurance claims c Take immediate action, in consultation with the City Manager and City Attorney, to prevent the theft, alteration, or destruction of evidentiary records Such action shall include, but is not limited to 1) Removing the records and placing them in a secure location, or limiting access to the records 2) Preventing the individual suspected of committing the fraud from having access to the records 6 In consultation with the City Manager and City Attorney, and the appropriate law enforcement agency, the Investigator may disclose particulars of the investigation to potential witnesses if such disclosure would further the investigation 7 If the Investigator is contacted by the media regarding an alleged fraud or audit investigation, the Investigator will not speak with the media but will instead refer the matter to the City Manager before a response is made 8 At the conclusion of the investigation, the Investigator will document the results in a confidential report to the City Manager If the report concludes that the allegations are founded, the report will be forwarded to the appropriate law enforcement agency and the City Council will be advised 33 Packet Pg 333 8Aa City of Grand Terrace Policy No 2 01 Fiscal Policy Subject Accounts Payable Effective Date Page 1 of 3 PURPOSE To define the process for review, authorization and payment of vendor invoices DEFINITIONS Check Register A report provided to the City Council on a monthly basis listing payments made to the various City vendors for the preceding month Discount A percentage or fixed amount that may be deducted from payment of a vendor's invoice if payment is made by a date determined by the vendor A common discount term is "1 % 10", meaning that one percent (1 %) may be deducted from the invoice amount if payment is made with 10 days of the invoice date EFT Electronic Funds Transfer, may be used as a payment alternative to City check when authorized by the Finance Director Invoice A bill rendered to the City by a vendor requesting payment for goods or services provided to the City Net 30 A specific type of trade credit where the payment is due in full 30 days after the item is purchased and an invoice received Purchase Order A City document authorizing a specified quantity of goods and/or services to be provided to the City at specified prices and terms Receiving Document A document provided to the City by a vendor attesting to the delivery of goods and/or services Statement A summary provided by a vendor showing amounts previously billed, paid, and the unpaid balance Vendor A business entity or agency providing goods and/or services to the City POLICY Payment Terms A In order to maintain good business relations with the City's Vendors, it is the policy of the City of Grand Terrace to pay Invoices for authorized goods or services within 30 days of Invoice receipt, (i e , on a Net 30 basis) unless specified otherwise by City Purchase Order or contract 35 Packet Pg 135 8Aa City of Grand Terrace Policy No 2 01 Fiscal Policy Subject Accounts Payable Effective Date Page 3 of 3 offering Discount terms, which would be paid sooner than 28 days from receipt in order to qualify for the Discount (also allowing two days for mad processing and delivery) and payments made by EFT If the City's business software system allows a "three-way matching" process, such that a Purchase Order, Invoice and Receiving Document are electronically matched, this process should be implemented since it is considered to be an industry "best practice" and eliminates the need for Invoices to be manually verified or provided to another department for review and approval IIII City Council Approval A A Check Register will be prepared by the Finance Department and submitted to the City Council for review and approval on a monthly basis during a regularly scheduled City Council meeting B The Check Register will list all vendor payments for the preceding month along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment C In order to meet the Net 30 payment terms, and to take advantage of Discounts offered by Vendors, payment of Invoices will not be delayed pending approval of the Check Register N d 0 a v V! LL v 0 v N NI d 0 a fA U. C d E r v R 37 Packet Pg 1377 8Aa City of Grand Terrace Policy No 3 01 Fiscal Policy Subject Purchasing Effective Date Page 2 of 4 II Open Market Purchases ($501 - $10,000) The following procedures apply A Funds must be budgeted for the goods or services to be purchased B Three (3) informal price quotes must be obtained C A Purchase Requisition must be submitted to Finance by the requesting department with the price quotes attached as back-up Purchase Requisitions require approval of the applicable Department Head or designee (per the Authorized Approval Listing) D Following Finance review of the Purchase Requisition, a P O will be issued by Finance and mailed to the vendor, with a copy returned to the originating department Funds will also be encumbered in the financial system at this time (Note P O s are signed by the Finance Director signifying that funds are available and that the purchasing requirements have been met ) E Invoices to be paid against an approved P O do not require a Request for Payment form Instead, to expedite processing, an approval stamp may be utilized on the invoice referencing the applicable P O (The account code to be charged does not need to be referenced on the invoice unless the P O is allocated to multiple account numbers, as the invoice will be charged per the P O ) Department Head or designee signature is required on the invoice (per the Authorized Approval Listing) III Formal Purchases (over $10,000) The following procedures apply A Funds must be budgeted for the goods or services to be purchased B Formal contracting procedures must be followed as enumerated in Section 3 24 080 of the Purchasing Ordinance, including 1 Notice Inviting Bid 2 Bidders' List 3 Bidders' Security 4 Bid Opening Procedure 5 Performance Bonds as applicable 6 Formal Award of Contract by the City Council C Following award of contract, a Purchase Requisition should be submitted by the applicable department, with a copy of the executed contract and City Council staff report attached as backup Purchase Requisitions require approval of the applicable Department Head or designee (per the Authorized Approval Listing) D Following Finance review of the Purchase Requisition, a P O will be issued by Finance and mailed to the vendor, with a copy returned to the originating department Funds will also be encumbered in the financial system at this time (Note P O s are signed by the Finance Director signifying that funds are available and that the purchasing requirements have been met ) d 0 a 5: le 0 T 0 NI H d 0 a M 0 U! U_ _ d E r en Q 39 Packet Pg 1379 8Aa City of Grand Terrace Policy No 3 01 Fiscal Policy Subject Purchasing Effective Date Page 4 of 4 V Single Source Purchases / Waiver of Bidding A If it is determined that only one company is available or capable of providing the desired goods or services, the purchase may be approved without obtaining price quotes (purchases of $501 to $10,000), conducting formal bidding (purchases over $10,000), or utilizing an RFP process (professional services over $10,000), provided that approval is received for the single source purchase, as follows 1 Purchases with a value of $501 - $10,000 Memo explaining the basis for the single source purchase must be submitted by the applicable Department Head along with the Purchase Requisition and approved by the City Manager 2 Purchases with a value greater than $10,000 Approval for the single source purchase must be submitted via a staff report in conjunction with the contract award and approved by the City Council B If a purchase is not considered to be single source but a waiver of bidding/competitive selection is requested because it is in the best interest of the City, approvals must be obtained by the City Manager ($501 - $10,000) or City Council (over $10,000) as described above VI Contract Requirements A If a purchase involves work to be performed on City premises or the public right of way, regardless of the dollar amount, a City contract is recommended to adequately address liability issues If there is uncertainty regarding whether or not a contract is needed for a given purchase, the City Attorney should be consulted B Contracts up to $10,000 in value may be approved by the City Manager, following City Attorney approval as to legal form Whenever possible, the standard City contract form should be used C Contracts over $10,000 in value require City Council approval via the agenda process D Contracts should include a requirement for the service provider to obtain a City Business License The department administering the contract is responsible for coordinating with Finance to ensure that a Business License is obtained if the contract value is $10,000 or less (City Manager approval) If the contract value is greater than $10,000 (City Council approval), the City Clerk's Office will coordinate with Finance to ensure that a Business License is obtained E The department administering the contract is also responsible for obtaining the insurance certificates from the service provider and verifying that the coverage conforms to the contract requirements if the contract value is $10,000 or less (City Manager approval) If the contract value is greater than $10,000 (City Council approval), the City Clerk's Office will be responsible for obtaining the insurance certificates from the service provider and verifying that the coverage conforms to the contract requirements N d 2 0 a ea UN LL le 0 0 NI f!l d 2 0 a e� T U. c d E z :a 41 Packet Pg 1471 8Aa, City of Grand Terrace Policy No 3 02 Fiscal Policy Subject Budget Appropriation Adjustments Effective Date- Page 2 of 3 B Type B New or increased appropriations with offsetting revenues, no net budgetary impact 1 The City Manager is authorized to approve such appropriations 2 This type of appropriation adjustment shall require the following approvals Requestor Program Supervisor/Manager Approval Department Head Approval Finance Director Approval City Manager or designee C Type C Transfers of budget amounts between operating programs in different funds and/or departments, regardless of fund, shall require the following approvals 1 The City Manager is authorized to approve such appropriations 2 This type of appropriation adjustment shall require the following approvals Requestor Program Supervisor/Manager Approval Department Head Approval Finance Director Approval City Manager or designee D Type D Transfer of budget amounts between Capital Improvement Plan (CIP) projects, regardless of fund, shall require the following approvals 1 The City Manager is authorized to approve such appropriations 2 This type of appropriation adjustment shall require the following approvals Requestor Program Supervisor/Manager Approval Department Head Approval Finance Director Approval City Manager or designee E Type E Transfer of budget amounts from one division, program, or object code to another within the same fund and department shall require the following approvals 1 The Finance Director is authorized to approve such appropriations 2 This type of appropriation adjustment shall require the following approvals Requestor Program Supervisor/Manager Approval Department Head Approval Finance Director III Request Procedures Requests for Budget Appropriation Adjustments shall be completed on the authorized BAA Form (Exhibit A) 43 Packet Pg 143 EXHIBIT A - City of Grand Terrace Budget Appropriation Adjustment (B 8Aa �i i'sLtf>Cif��'.1Y!' ."tip Type of Adjustment Date Y��^ Department Cost Center 0 A) New/Additional Appropriations (Expense) from Reserves/Fund Balance Required Signatures 1 Requestor 2 Dept Head 3 Finance Dept 5 City Manager 6 City Council 0 B) New/Additional Appropriations (Expense) with offsetting Revenue (no net budgetary impact) Required Signatures 1 Requestor 2 Dept Head 3 Finance Dept 5 City Manager 6 City Council O C) Transfers between Funds Ft Departments (Inter fund/Inter Departmental Transfers) Required Signatures 1 Requestor 2 Dept Head 3 Finance Dept 5 City Manager O D) Transfers between Capital Improvement Program (CIP) projects within the same fund (no net budgetary impact) Required Signatures 1 Requestor 2 Dept Head 3 Finance Dept 5 City Manager O E) Transfers between Cost Centers within the same Department li Fund (no net budgetary impact) Required Signatures 1 Requestor 2 Dept Head 3 Finance Dept Revenue Council Action Date i Council Action No I GL Account o Acc unt bescrfa_tion Current I crease/ Revis�Justlflra"Tfoi/Reasontion AdNstmen 0001 0 00 TOTAL 0 00 1 0001 0 00 EXDense GL Account No Account Descri tion Current Budget increase/ Revised) (Deerease Budget JustifuationJReason far Budget Appropriation Adjustment 000 000 000 000 000 000 000 000 000 TOTAL 0001 0001 0001 Transfer OUT (From) Current Increase/ evised/ Justifuation/Reason for GL A�caunt No Account Description Bud et (Decrease) B dget B dget Appropriation Adjustment 0001 TOTAL 0001 0001 0001 Transfer IN (To) GL Account No Acco nt Descri ion Current Increase) R vised/ Jatification1Reason fo Budge (Decreas } Budget Budget Appropriation Ad ustmen 0001 TOTAL 0001 0001 0001 Prepared by Requestor Authorization Department Head Approval as to Funds Finance Department Authorization City Manager Extension Extension Extension Extension Date Date Date Date Note For Type A adjustments, please attach minutes from the City Council meeting to provide documentation of City Council' approval Signature by the Mayor on the BAA Form is not required 45 p L k A BAA Fo m Ili 1��e�Y, Pi�113� rS.S 8Aa City of Grand Terrace Policy No 3 03 Fiscal Polk Subject Travel & Related Business Expenses Effective Date Page 2 of 10 a When using air travel, employees should always book flights in coach as opposed to first class b Although the Internet offers numerous specials and low-priced flights, flexibility is often sacrificed and sales are often final Employees should consider this when booking their flights and can be held personally accountable if a flight is booked incorrectly, costing the City money To provide more flexibility, designated travel agencies should be used c When choosing a hotel for a conference, it is preferable to stay at the hotel where the conference is being held even though it may be slightly more expensive than others in the area 2 It is permissible to combine personal travel with business travel, such as departing for a business conference a few days early to utilize personal vacation time But only strictly business -related expenses will be advanced or reimbursed and personal travel shall not result in higher business travel costs or they must be reimbursed to the City D Policy is Not Intended to be All Inclusive 1 This policy is not intended to address every issue, exception or contingency that may arise in the course of City travel or attendance at meetings 2 Accordingly, the basic standard that should always prevail is to use good judgment and economy in the use and stewardship of City funds II Travel Authorization & Expense Reporting Form ("Travel Form") A Travel Authorization 1 Travel Authorization approval by Department Head and City Manager is required whenever a Total estimated cost will exceed $200, or b Overnight accommodations will be required 2 Department Head authorization is acceptable for employee travel that is estimated at $200 or less and does not involve overnight accommodations 3 Travel Restrictions a Out-of-state travel authorizations require approval by the City Manager (or his/her designee) b Department Head travel authorizations require approval of the City Manager (or his designee) 47 Packet Pg 147 8Aa City of Grand Terrace Policy No 3 03 Fiscal Policy Subject Travel & Related Business Expenses Effective Date Page 4 of 10 3) Attach completed and signed Direct Pay Request forms for all travel -related payment requests a) Include the appropriate authorization signatures b) Retain a copy of the completed form to reconcile and account for actual expenses upon return from trip c) Submit the Travel Form and any Direct Pay Request forms to the Accounts Payable section of the Finance Department 5 Per Diem (Meals and Incidentals) a Meals and incidentals, as defined by Internal Revenue Service (IRS) guidelines, include all meals and miscellaneous hotel services, such as tips to waiters and porters Per Diem will be paid at the current rates established by IRS guidelines determined by the minimum federal per diem rate table for the City's region All IRS tax rules will apply b By IRS regulations, per diem is defined as travel subsistence extending beyond one day and there is no requirement to provide receipts However, for one day or partial days of travel, meals expense receipts are required and the standard one day, non -per diem meal allowance will be $45 allocated as follows Breakfast $ 8 00 Lunch $12 00 Dinner $25 00 If an employee is advanced money for one -day or partial day meals and the total amount of all receipts is less than the amount advanced, the difference must be reimbursed to the City Conversely, if the employee exceeds the total one -day or partial day standard non -per diem meal allowance and is requesting reimbursement, receipts MUST be provided and reimbursement shall be at the discretion of the Finance Director based on the circumstances c As a general rule, employees are expected to base their requests for daily meals and incidentals according to the federal per diem rates d As an alternative, an employee can elect not to receive per diem and request reimbursement of actual, reasonable and allowable subsistence expenses that are substantiated with receipts This alternative must be approved in advance and receipts must accompany the request for reimbursement However, a combination of per diem and reimbursement of meals and incidental business expenses is prohibited d 2 0 o. v U! U. v 0 0 N yl d 6 a R N U. c d E t m a 49 Packet Pg 149 8Aa City of Grand Terrace Policy No 3 03 Fiscal Policy Subject Travel & Related Business Expenses Effective Date Page 6 of 10 means of transportation, or the actual mileage involved in the travel, whichever is the lesser of the two The reimbursed mileage rate for use of a private vehicle for City travel will be at the current Standard Federal Mileage Rate set by the IRS g Mileage reimbursement for a private vehicle being used for City travel must consider the employee's normal commute to work and whether the employee receives a monthly vehicle allowance If the employee does not receive a vehicle allowance, the employee is entitled to reimbursement for all business miles driven, with the following exceptions 1) If travel begins and ends at work, the entire business mileage will be reimbursed 2) If travel begins at work and ends at home (or vice versa), and if the total business mileage driven is less than the total mileage that would have been driven if travel began and ended at work, the total mileage can be claimed (Example John Doe lives in Banning and is attending a morning conference in Los Angeles The trip from Banning to Los Angeles is 75 miles, but is only 60 miles from Grand Terrace to Los Angeles Since his normal commute would bring him to Grand Terrace and 10 miles closer, in this case John would be reimbursed 120 miles, the round-trip distance from City Hall) 3) If travel begins at home and ends at home, and if the total business mileage driven is less than the total mileage that would have been driven if travel began and ended at work, the total mileage can be claimed (Example Jane Doe lives in Banning and is attending a conference in Palm Springs The round-trip mileage from her house is 120 miles, but would have been 130 miles had she started at and returned to the Grand Terrace City Hall In this case Jane would be reimbursed for the 120-mile round trip) 4) Under no circumstances shall reimbursement be given to the total business mileage claimed that exceeds the total mileage had the travel begun and ended at work If an employee already receives a monthly vehicle allowance, a total of 50 miles must be deducted for each one-way travel to or from the authorized City business travel destination The mileage exceeding a 50-mile radius is subject to reimbursement, however, the first 50 miles each way is considered applicable to the employee's vehicle allowance The above four rules shall also apply N d 2 0 a. �a H U. 0 0 NI U) d 0 a e� v U) U_ c d E r �a 51 Packet Pg 151 8Aa City of Grand Terrace Policy No 3 03 Fiscal Policy Subject Travel & Related Business Expenses Effective Date Page 8 of 10 8 Compensation for Travel Time (Non -Exempt Employees) a When travel time exceeds the normal workday or workweek, the City's rules for overtime apply to those employees eligible for overtime b In determining overtime compensation, normal commute time should be deducted from total travel time c Normal unpaid meal periods are not considered work time while traveling d Overtime eligibility applies equally to drivers and passengers, and should be granted whether travel occurs during normal workdays or on weekends or evenings 9 Lodging a Lodging is allowed for attendance at conferences, seminars or meetings that are in excess of 50 miles or one hour of travel time, one-way, from the employee's home The City Manager may approve exceptions to the 50-mile/one hour minimum if he/she considers the request to be reasonable and practical, especially considering the destination, the difficulty of the commute, and the starting time of the conference b Reasonable lodging expenses will be paid at actual cost including taxes and parking, for as many nights as necessary c The lodging accommodations should be economical and practical In general, the employee should select the most reasonably priced accommodations available, but consistent with the purpose and goals of the trip d When choosing a hotel for a conference, it is preferable to stay at the hotel where the conference is being held even though it may be slightly more expensive than others in the area, in order to reduce transportation expenses such as cab fares e Other non -business related room charges, including movies or refreshments are not reimbursable f When making lodging reservations, be sure to ask if a "government rate" is available Some cities exempt travelers on government business from their local transient occupancy tax (TOT) This can represent as much as a 12%-15% savings on lodging costs depending on the TOT rate Check with the hotel for this exemption and form g Since there is seldom a difference in the room rate for double occupancy, it is permissible for an employee to share a room with a 53 Packet Pg 153 8Aa City of Grand Terrace Policy No 3 03 Fiscal Policy Subject Travel & Related Business Expenses Effective Date Page 10 of 10 Head Travel Expense Reports must be approved by the City Manager City Manager Travel Expense Reports must be approved by the Finance Director and Mayor 2 A Travel Expense Report is required in all cases — there are no exceptions This is mandatory whether or not the advance received is equal to the expenses incurred, whether the employee is eligible for additional reimbursement, or whether money is owed to the City 3 If the employee owes the City for the unused balance of a cash advance (other than per diem), he/she should pay the amount due to the Finance Department cashier and attach the receipt to his Travel Expense Report The amount returned to the City must be applied as a credit to the expense account originally used for the cash advance 4 Supervisors and Department Heads approving Travel Expense Reports are responsible for ensuring that a All expenses are reasonable, necessary and consistent with this policy, b Any required receipts are attached, c The final disposition is correct (balance due employee, or balance due City), d Any amounts due to the City are fully reimbursed, and e Final accounting of all expenses related to the trip is submitted to the Finance Department within 15 workdays following the employee's completed travel 5 If the City owes the employee money, the employee may request reimbursement by forwarding the Travel Expense Report to the Finance Department along with a Request for Payment If the amount requested is $100 or less, a Petty Cash Request may be submitted for reimbursement Requests for reimbursement will be processed on the next available Accounts Payable check run, if submitted by the normal Accounts Payable deadline, but no later than 10 workdays following receipt Requests for reimbursement by petty cash will be reimbursed per the City's Petty Cash & Change Boxes Policy (Fiscal Policy No 1 02) 6 If the employee owes the City money, he/she should attach a check to the Travel Expense Report d 2 0 a �a U- v le 0 0 N NI m 2 0 a �a T LL r c d s es 55 Packet Pg 155 8Aa City of Grand Terrace Policy No 3 04 Fiscal Policy Subject Grants Effective Date Page 1 of 5 PURPOSE To clarify, standardize and identify the benefits of seeking potential grants and the process to properly manage and maximize the use of grants GOALS To seek grant funding that will enhance, support and provide additional services to the City, which will clearly provide a positive benefit to the community or needed infrastructure improvements that may not be provided at adequate levels due to limited City revenues POLICY To perform cost/benefit analysis of a grant request and to identify potential financial impacts relating to costs associated with the hiring of new personnel, equipment and technology and other related costs during the term of grant and after expiration of grant Pre -Application Process — Review of Grant/Grant Proposal Information Form A Upon notification of a potential grant, the City Manager shall assign it to the applicable department A department that receives direct notification of a grant opportunity may also initiate the grant application process after notifying and receiving concurrence from the City Manager's office The department shall designate a Grant Project Manager to identify and review potential grant sources, obtain grant application materials and related regulations This process is not applicable for ongoing direct allocation grants such as the Community Development Block Grant (CDBG) program Sections II, IV and V of the Grant Policy shall not apply to potential grants of less than $25,000 which the Grant Project Manager determines have matching or administrative requirements which can be handled within the approved City budget and current staffing resources Federal Grants identify all requirements needed prior to and after approval of grant such as public hearings, notification of public clearinghouse, advisory boards, lobbying efforts, monitoring/audits and type of reporting requirements Address issues dealing with supplanting of local funds which restrict funding or existing staff/technology and limit funding to only new hires and new technology 2 State Grants identify state requirements including mandatory quarterly/annual reports and monitoring 3 The annual CDBG entitlement process is not addressed in this policy because the procedures and regulations are outlined under 24 CFR Part 570 Individual projects funded under CDBG shall be applicable to certain provisions of this policy relating to Federal grants II Completion of Grant Proposal Information Form & Cost/Benefit Worksheet A Based on information obtained, the Grant Project Manager shall complete the Grant Proposal Information Form (Exhibit A) and Grant Cost/Benefit Worksheet (Exhibit B) The grant funding identified in Exhibit B should be based on a five- 2 0 a N U. v 0 0 N� N 0 a _N LL m E V cc Q 57 Packet Pg 157 8Aa P City of Grand Terrace Policy No 3 04 Fiscal Policy Effective Date Subject Grants Page 3 of 5 2 Verify the source and amount of the required local match for term of grant Ensure that all direct costs or in -kind services are identified and included in the grant as eligible expenses or City matching funds to the extent possible IV City Council Review A A City Council staff report describing and justifying the benefits of the grant application request shall be presented to the Council prior to grant submittal In the event of agenda scheduling conflicts due to untimely notification by funding agency of grant deadline, the City Council shall be advised by memo (or other communication such as the City Manager's Report) of the grant submittal A staff report shall be submitted after grant award notification requesting acceptance of grant award B Complete resolution for City Council approval if required by grant V Finance Director/City Manager Review A The completed grant application shall be reviewed by the Finance Director and City Manager (or designee) prior to submittal Review completed grant proposal and staff report to evaluate cost/benefit of receiving administering grant, assure consistency with program goals and identification of personnel, equipment, technology and other related costs 2 Verify all costs associated with the grant are identified and fully accounted for throughout the term of the grant 3 The City Manager (or designee) shall have the exclusive authority to execute grant agreements, to sign financial reports and grant applications VI Grant Award Notification A Upon notification of award the Grant Project Manager shall take the following steps Prepare a staff report to City Council for acceptance of grant award, if the City Council had not previously approved the grant application The staff report must include a Budget Appropriation Adjustment Form to record grant revenues and expenditures, as further defined in Fiscal Policy No 3 03 (Budget Appropriation Adjustments) Coordinate with Finance to establish/set up fund accounts for grant, if necessary d 2 0 a R N LL 0 0 N' N d 2 0 IL �a U) LL d E b 59 Packet Pg 159 8Aa City of Grand Terrace Policy No 3 04 Fiscal Policy Effective Date Subject Grants Page 5 of 5 VII Grant Expiration/Project Completion A The Grant Project Manager and assigned department shall notify other departments of project completion 1 Review departmental grant file for completeness of all required documentation and mandatory reports Complete final assessment report if required 2 Retain records for the required time period 3 Participate in grant audit or monitoring 4 Prepare News Release regarding completion of project if appropriate 5 Schedule and attend grant close-out meetings (construction projects) fA as 2 0 IL �a U_ 0 T 0 NI H d 2 O a �o U) LL C d E t a !0 Q 61 Packet Pg 161 8Aa 4 5 [^. 7 0 Identify Grant Project Manager and other departments/staff who will be responsible for implementing the grant and providing project oversight List procedural requirements for grant such as public hearing, advisory board setup, Davis Bacon, environmental reviews, etc and describe any potentially costly monitoring or compliance issues Identify required reports (quarterly, semi-annual, annual) to be completed after grant award and what department/staff would be assigned reporting requirements Describe the cost/benefit aspects of the grant Complete Attachment B — Grant Cost/Benefit Worksheet 63 Packet Pg 163 8Aa City of Grand Terrace Policy No 3 05 Fiscal Policy Effective Date Subject Donations Page 1 of 4 PURPOSE To establish policy and procedures for the solicitation and/or acceptance of donations made to or for the City A uniform set of procedures shall be followed in the acceptance of all donations Proper approval shall be obtained prior to acceptance All cash and capital goods donated to the City shall be accounted for in accordance with the procedures set forth within this policy DEFINITIONS Donor An individual, organization or business entity that is offering a monitory contribution, personal property or real property to the City as a gift Gifts For purposes of this policy, the terms gift and donation shall be synonymous Gifts may be a monetary contribution or a personal and real property item which the City has accepted, and for which the donor has not received anything of value in return from the City other than a tax benefit Included within the scope of this policy are donations whereby a private business sponsors or co-sponsors an event on behalf of or in partnership with the City POLICY 1 Legal Basis A (Ref Government Code, Section 37354, Gifts and Bequests ) The City Council, or its designated representative, may accept or reject any gift made to or by the City for any public purpose The City may utilize the gift as prescribed by the donor or, providing use of the gift or the income from it is not restricted, the gift may be used for any purpose that furthers City goals and objectives as stated at the time of acceptance B (Ref California Code of Regulations, Section 18944 2) A gift will be deemed a gift to a public agency, and not a gift to a public official, if all of the following requirements are met (a) the agency receives and controls the payment, (b) the payment is used for official agency business, (c) the agency determines the specific official or officials who shall use the payment, and (d) the agency memorializes the payment in a written public record and the filing is done within 30 days of receipt of the payment by the agency II Donations to the City A Responsibility Donations with an estimated value of $5,000 or less may be authorized by the City Manager Donations with an estimated value exceeding $5,000 must be approved by City Council The Finance Director shall be responsible for managing all donations of cash and for the accounting and inventory of all donated items 65 Packet Pg 1675 1 ,8Aa City of Grand Terrace Policy No 3 05 Fiscal Policy Effective Date. Subject Donations Page 3 of 4 5 Is required accounting of acceptance or use of the item excessively burdensome? 6 Would the item require extensive repair or maintenance, and if so, are City means readily available to do so? 7 Does use of the item require the purchase of additional material or equipment to serve the purpose of the gift? 8 Would acceptance of the item present a conflict of interest for the City or any of its employees? Regardless of the value of the donation, if the donor is a contractor, potential contractor or there is reason to believe there may be a conflict of interest, then the offer shall be referred to the City Manager who will determine if the gift will be accepted, rejected or submitted to the City Council for approval III Procedures A Non -monetary gifts valued at $5,000 or less Any single donation whose total value, as determined by the donor, is $5,000 or less A Donation Receipt Form (Exhibit A) will be completed when donations are received, with the form completed by City staff 2 The City will not place any value on the gift for the donor The donor shall provide proof of current market value If real property is donated, a current appraisal report will be required 3 The City Manager will promptly acknowledge each gift by letter, thanking the donor for the gift 4 The Finance Director shall be notified of the acceptance of any capital asset Finance shall make the necessary entries on the respective accounts and property records to ensure that the property is recorded to the account of the proper City program This reporting must take place no later than 30 days after the receipt of the donated item B Non -monetary gifts valued at more than $5,000 Any gift valued at more than $5,000, as determined by the donor, cannot be accepted without City Council approval Subsequent to Council's acceptance, procedures for acceptance of gifts in excess of $5,000 shall be the same as those in Section A above C Cash Gifts Depositing Cash Gifts All cash gifts shall be deposited immediately with the Finance Department in accordance with the City's Cash Handling & Control Policy (Fiscal Policy No 1 01) and shall be accompanied by a d 0 a U. le 0 0 NI N d 2 0 IL H U. c d E s Q 67 Packet Pg 167 8Aa EXHIBIT A DONATION RECEIPT FORM Date Donor Telephone ( ) Address Citv DONATION DESCRIPTION CASH CHECK State (amount) (amount) Description (be specific) UNRESTRICTED RESTRICTED (identify restrictions) Total estimated value (estimated by Donor) Received by Signature of City Employee/Department Donor Signature The donation was classified and handled in the following manner Item was issued a City I D number and is located at Item has short life span Not classed as a fixed asset Unrestricted cash or check deposited in General Fund, account number Restricted cash or check placed in General Fund, account number for use in Other (explain) Finance Director Date City Manager Zip COMMODITY Date Date Date N d O a Ta N LL O �r 0 NI U! d V O IL Ta N LL c d E ea 69 Packet Pg 169 8Aa City of Grand Terrace Policy No 3 06 Fiscal Policy Subject Reserves Approval Date 2/25114 Page 2 of 2 a The City will strive to maintain a minimum fund balance in the Equipment Replacement Fund of at least the average annual replacement cost of the current items accounted for in this fund b Contributions to the Equipment Replacement Reserve will be made through annual depreciation charges in accordance with the City's Fixed Asset Policy 2 Reserves for Encumbrance and Continuing Appropriations will be established at the end of each fiscal year to reserve fund balance in the amount equal to the City's unpaid obligations at fiscal year-end 3 Reserve levels for Debt Service Funds shall be established as prescribed by the applicable bond covenants adopted at the time of the issuance of debt 4 Other reserves, such as for cash flow or capital needs, will be reviewed and established each fiscal year as needed D Use of and Replenishment of General Fund Contingency Reserve The General Fund Contingency Reserve is intended to act as a buffer to protect service levels during difficult economic times or as a result of catastrophic events that require significant unanticipated expenditures 2 During such times, or as a result of such events, the General Fund Contingency Reserve may decline below the target level (two months of operating revenues) with City Council authorization Once the difficult fiscal times pass, the General Fund Contingency Reserve will be replenished to its target level as soon as funding permits, as determined by the City Council through the annual budget process 3 Appropriate sources for replenishment of the General Fund Contingency Reserve include one-time revenues and other sources not necessary to support ongoing services E Policy Versus Appropriation of Reserves This policy establishes target reserve levels for the prudent financial management of the City However, specific appropriation of funds into the various reserve accounts will be subject to the annual budget adoption process or other City Council budgetary action U) d 0 a �a N LL 0 0 N� Lq d 0 a m N LL d E cc 71 Packet Pg 171 8Aa City of Grand Terrace Policy No 3 07 Fiscal Policy Subject Unclaimed Money Approval Date. 1/14/14 Page 2 of 3 2 The Finance Department will then publish a notice (Exhibit A) identifying all such money in a local newspaper of general circulation once a week for two successive weeks The notice shall state the payee name, fund in which it is held, the amount of money, and that the money will become City property forty-five (45) days after the first publication of the notice Proof of publication will be retained in the Finance Department B Claims filed by Party of Interest Upon or prior to publication and before the date the Unclaimed Money becomes City property, a party of interest may submit an Unclaimed Money Claim Form (Exhibit B) with the Finance Department to collect money The Finance Department will require proof of identification from the claimant Once a decision is rendered by the Finance Department, notification will be made to the claimant by letter 2 Upon acceptance, the Finance Department will proceed as follows a Accounts Payable will reissue check to the owner, their heir, beneficiary, or duly appointed representative, following accounts payable policies and procedures b The Finance Department will remove the check from the list of Unclaimed Money to be escheated 3 If denied, the claimant may file a verified complaint seeking to recover all, or a designated part, of the money in a court of competent jurisdiction within San Bernardino County, and must serve a copy of the complaint and the summons issues thereon upon the Finance Department The copy of the complaint and summons shall be served within 30 days of receiving notice that the claim was denied The Finance Department shall withhold the release of the portion of Unclaimed Money for which a court action has been filed until a decision is rendered by the court 4 If the court renders a decision in favor of the claimant, the Finance Department will follow the acceptance procedures identified in this policy to issue the check 5 If the court renders a decision in favor of the City, the Finance Department will proceed as follows a Accounting will reverse the Unclaimed Money liability and record the revenue b Accounting will record the transfer of escheated special fund cash to the General Fund, unless otherwise restricted c Any escheated money related to Agency/Trust funds will revert to the appropriate originating fund and not the General Fund a 73 Packet Pg 173 8Aa EXHIBIT A CITY OF GRAND TERRACE UNCLAIMED MONEY SAMPLE PUBLIC NOTICE NOTICE IS HEREBY GIVEN pursuant to Government Code Sections 50050 through 50056 that the following money, which is not the property of the City of Grand Terrace, has remained in the City treasury for more than three (3) years and will become City property if not claimed by August 14, 20XX FUND PAYEE NAME AMOUNT The owner/depositor, their heir, beneficiary or duly appointed representative may file a claim requesting release of money with the City of Grand Terrace's Finance Department, which must include the claimant's name, address, telephone number, Employer Identification Number or Social Security Number, amount of claim, and the grounds on which the claim is founded before August 14, 20XX If the claim is denied by the City, the claimant may file a verified complaint seeking to recover all, or a designated part, of the money in a court of competent jurisdiction within San Bernardino County, and must serve a copy of the complaint and the summons issues thereon upon the Finance Department within thirty (30) days of receiving notice that the claim was denied The Unclaimed Money - Claim Form is available at the City of Grand Terrace, Finance Department, 22795 Barton Road, Grand Terrace, CA N d 2 O a 7a N ILL et 0 et 0 NI U) 07 v 6 IL v N LL c d E s cc 75 Packet Pg 175 AGENDA REPORT April 22, 2014 Council Item TITLE Set the Proposition 218 Public Hearing for Proposed City of Grand Terrace New Sewer Rates PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION (1) Receive and file the Sewer Rate Study provided by the City of Colton, (2) Set the Proposition 218 Public Hearing for proposed new sewer rates on June 10, 2014 at 6 00 p m , and (3) authorize staff to give proper notice BACKGROUND On March 11, 2014, the City of Grand Terrace approved a Settlement Agreement and Release, a Sewer Services Agreement and a Lease Agreement between the City of Grand Terrace and the City of Colton As a result, the City of Colton will be operating and maintaining the City of Grand Terrace wastewater collection system and sewer services in the future As has been previously reported, approval of these agreements by Grand Terrace and Colton will result in customers in both cities paying the same monthly sewer rates going forward On March 18, 2014, the City Council of the City of Colton unanimously approved the Settlement Agreement and Release, Sewer Services Agreement and the Lease Agreement between Colton and Grand Terrace Colton will be conducting its Proposition 218 Public Hearing on June 3, 2014 DISCUSSION According to the Sewer Rate Study provided by the City of Colton, the City of Colton, single-family residential rates are expected to decrease by $ 43 from the current rate of $32 78 per month to $32 35 per month For the City of Grand Terrace, single-family residential rates are expected to rise by $5 35 from the current rate of $27 00 per month for single-family residences to $32 35 per month At this time, it is appropriate for the City Council to set a date certain for the required Proposition 218 Public Hearing for the proposed new sewer rates Copies of the Sewer Rate Study and the Notice of Public Hearing detailing the proposed rates for each Customer Class, to include single-family residential, multi -family residential, schools, commercial and industrial users, are attached for your information FISCAL IMPACT Packet Pg 177 r 8B 4 There is no fiscal impact relating to this item ATTACHMENTS • Prop 218 Notice (Sewer 2014) - Grand Terrace • Updated Sewer Rate Analysis 4-2-14 v2 Emily Wong Completed 04/15/2014 6 08 PM Finance Completed 04/15/2014 6 53 PM City Attorney Completed 04/16/2014 9 22 AM City Manager Completed 04/15/2014 6 37 PM City Council Pending G Packet Pg 178