Loading...
08/12/2014COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, -CA 92313 Y l The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m ' CITY OF GRAND TERRACE CITY COUNCIL AGENDA • AUGUST 12, 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 Clerk's 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 <http //www cityofgrandterrace org> CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency {f ', Invocation Pledge of Allegiance Roll Call Attendee Name Present Absent' . a Late , Arrived Mayor Walt Stanckiewitz ❑ ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles ❑ ❑ ❑ A SPECIAL PRESENTATIONS 1 Commander's Awards to David Lemus of Perris and Mike Moravec of Fontana 7 Presentation by Caltrans regarding 1-215 Freeway Railroad Bridge Project Presentation by Don Hough, General Manager of Riverside -Highland Water Company, regarding State of California drought -related Water Restrictions City of Grand Terrace Page 1 Agenda Grand Terrace City Council August 12, 2014 - else, raised at the Public Hearing described in this notice or in written correspondence delivered to the City at, or prior to, the Public Hearing All Public Hearings will be conducted following this format (a) Public Hearing opened - - - (d) Applicants comments (applicant not limited-td 3 minufes) (b) Written communication (e) Oral - favor and opposition (speakers limited to 3 minutes) (c) City Council/staff-comments (f) Public Hearing closed -- Hearing for the Placement of Assessments for Delinquent Rental Inspection Program Fees on Properties Located in the City RECOMMENDATION (a) Conduct a Public Hearing to hear appeals of delinquent fees that are proposed for adoption and assessment on the tax rolls of the County Tax Assessor (b) RESOLUTION NO 2014-_, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ADOPTING A REPORT OF DELINQUENT NON -OWNER OCCUPIED RENTAL PROGRAM PROPERTIES FEES AND FINES AND DIRECTING THAT SUCH DELINQUENT FEES AND FINES BE COLLECTED ON THE TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE DEPARTMENT COMMUNITY DEVELOPMENT 6 Annual Levy of Assessment for 2014-2015 Landscape & Lighting Assessment District 89-1 RECOMMENDATION (a) Conduct the Public Hearing (b) RESOLUTION NO 2014-_ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE CONFIRMING A DIAGRAM AND ASSESSMENT AND PROVIDING FOR ANNUAL ASSESSMENT LEVY FOR A LANDSCAPING AND STREET LIGHTING DISTRICT DEPARTMENT COMMUNITY DEVELOPMENT F UNFINISHED BUSINESS 7 Purchase of City Hybrid Vehicles Utilizing AB2766 Subvention Program Funds RECOMMENDATION (a) Approve the Purchase Sales Agreements between the City of Grand Terrace and Toyota of San Bernardino for the purchase of a Prius V3 and Camry LE Hybrid and authorize the Interim City Manager to execute all necessary documents (b) Authorize the expenditure appropriation of an amount not -to -exceed $64,000 from the Air Quality Improvement Fund's (Fund 15) fund balance to Account 15-500-705 (Air Quality Fund Vehicles/Capital Equipment) for the purchase of two (2) light duty hybrid vehicles DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 O �p CITY OF GRAND TERRACE '£ f" CITY COUNCIL MINUTES • JULY 8, 2014 Council Chambers Regular Meeting 6 00 PM _ Grand Terrace Civic Center 9_22795 Barton Road CALL TO ORDER Mayor Stanckiewitz convened the City Council and City Council as the Successor Agency to the Community Redevelopment Agency meetings at 6 03 p m The Invocation was given by Associate Pastor Trevan Osborn of Azure Hills Seventh-Day Adventist Church The Pledge of Allegiance was led by Lt Donny Mahoney of the San Bernardino County Sheriffs Department Attendee Name Title Status Arrived Walt Stanckiewitz Mayor Present Darcy McNaboe Council Member Present Jackie Mitchell Council Member Present Sylvia Robles Council Member Present Kenneth J Henderson Interim City Manager Present Debora Thomsen Interim City Clerk Present Sandra Molina Community Development Director Present Linda Phillips Director of Child Care Services Present Emily Wong Interim Assistant City Manager Present Steve Elam Project Manager, Finance Department Present Cynthia Fortune Finance Director Present Donny Mahoney San Bernardino County Sheriffs Department Present Steve Lasiter San Bernardino County Fire Department Present SPECIAL PRESENTATIONS Mayor Stanckiewitz thanked Third District County Supervisor James Ramos' field representative, Mr John Futch, for attending the City Council Meeting and for his interest in Grand Terrace i Certificate of Appreciation for Mr Pete Parsons Mayor Stanckiewitz called Mr Pete Parsons forward to receive a Certificate of Appreciation and noted the City's appreciation for his expertise in broadcasting, his continuous support and lasting contributions to the City's Emergency Operations Committee (EOC) on Grand Terrace Radio, AM 1640 Matt Wirz, Management Analyst from the Community Development Department, and Mr Parsons' staff liaison, also spoke regarding Mr Parsons' volunteer service to the EOC since December 2009 and in support of the station AM 1640 Council Member McNaboe and Mayor Walt Stanckiewitz praised Mr Parsons for all of his contributions regarding Grand Terrace Radio, AM 1640 City of Grand Terrace Page 1 Packet Pg 5 Minutes Grand Terrace City Council July 8, 2014 Council Member McNaboe complimented staff and the San Bernardino County Fire Department for extraordinary response times dealing with a weed abatement issue for a Grand Terrace citizen Council l -Member McNaboe indicated the need for such services was urgent in light of the upcoming Fourth of July fireworks displays and that the San Bernardino County Fire Department responded very quickly and effectively to the citizen's request Mayor Walt Stanckiewitz Mayor Stanckiewitz noted he and his wife had just returned from vacation in Alaska PUBLIC HEARINGS To speak on Public Hearing Items, please fill out a Request to Speak Form and give it to the City Clerk Each person will be allowed 3 minutes to address the City Council If you challenge in court any action -taken concerning a Public Hearing item, you may be limited to raising only`those issues you, or someone --- else, raised at the Public Hearing described in this notice or in written correspondence delivered to the City at, or prior to, the Public Hearing All Public Hearings will be conducted following this format (a) Staff presentation (e) Applicant comments (applicant not limited to 3 minutes) (b) Public Hearing opened (f) Oral - favor and opposition (speakers limited to 3 minutes) (c) Written communication (g) Applicant rebuttal (if any) (d) City Council/staff comments (h) Public Hearing closed 5 Hearing for the Placement of Assessments for Delinquent Refuse, Sewer and Rental Inspection Program Fees on Properties Located in the City Item 5a and Item 5b Mayor Stanckiewitz opened the Public Hearing at 6 30 p m and requested a staff report on this item Matt Wirz, Management Analyst, provided the staff report along with a brief history of the City's waste management practices and the efforts taken to mitigate, and collect, delinquent fees Mr Wirz noted Burrtec Waste Industries, Inc, collects and disposes of the refuse It was noted that those individuals listed as delinquent had received proper notification according to law (45 days advance notice of the meeting) Mr Wirz indicated that, in 1981, Ordinance No 51 mandated every person whose premises are served by a sewer connection must also pay a trash charge The Mayor requested comments, or questions, from the Council for staff At this time, there were no questions or comments by Council Ann Anderson, owner of property in Grand Terrace, addressed the Council, stating she would like her trash service discontinued She stated she is on a fixed income, along with another family member in her household Ms Anderson stated that, due to her financial circumstances, she had met several times with the Director of Community Development, Sandra Molina, but they have not been able to come to an agreement There were no other public speakers, therefore, Mayor Stanckiewitz closed the Public Hearing at 6 33 pm Mayor Stanckiewitz inquired of the City Clerk to determine whether any additional written correspondence had been received Interim City Clerk Thomsen indicated no additional correspondence had been received t Director Molina addressed the Council, stating she had met with Ms Anderson, and informed Council m _ a d to d 2 City of Grand Terrace Page 3 Packet:Pg 7 e3 Minutes Grand Terrace City Council July 8, 2014 T Leon Berry, Grand Terrace resident, requested that Council consider postponing this matter until the Chairman of Riverside Highland Water Company could be present Mr Berry indicated that, as a citizen of Grand Terrace, he had water rights and the proposed increases in wastewater rates violated those rights ----P-atncia-Farley, Grand Terrace resident, spoke regardg-the-oversight oftheutilities, the Public Utilities - - -- Commission, TURN (Toward Utility Rate Normalcy), Proposition 13 and Proposition 218 Ms Farley _ indicated she was opposed to the proposed wastewater increase Ann Anderson, owner of property in Grand Terrace, voiced her opposition to the proposed wastewater increase and indicated she could not afford the increase in rates Ms Anderson indicated she was on fixed income and her daughter, who resided in her home, also was on fixed income Ms Anderson requested that Council not approve the proposed rate increase Mayor Stanckiewitz closed the public hearing at 6 50 p m and asked Council Members if they had any additional comments or questions -of staff Hearing foffe, the Mayor called fdr'a motion on the -proposed wastewater rate increases A total of twelve (12) written protests were received prior to the close of the public hearing RESULT APPROVED [UNANIMOUS] MOVERd Sylvia Robles, Council Member SECONDER Darcy McNaboe, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles UNFINISHED BUSINESS None NEW BUSINESS 7 Purchase of City Hybrid Vehicles Utilizing AB2766 Subvention Program Funds Interim Assistant City Manager Emily Wong provided the staff report to Council regarding the opportunity to purchase two vehicles with AB 2766 Subvention Funds, the effect of which would be to reduce emissions from motor vehicles Ms Wong indicated that total funding is estimated to be $80,000 and that the South Coast Air Quality Management District (SQAQMD) requires an annual assessment of the reduction in vehicle emissions if the funds were to be used as proposed Council Member McNaboe asked questions regarding auto allowances in the event the vehicles were purchased, the total cost of the vehicles, the anticipated savings that would accrue to the City if the vehicles were used by staff and travel reimbursements were no longer necessary and the cost of recharging the vehicles Council Member Mitchell inquired as to whether assistance could be provided to those experiencing difficulty with smoggmg their vehicles and the cost of extended warranties Interim City Manager Henderson indicated there was no cost to electrically recharging the vehicles because they were hybrid vehicles and the electrical recharging occurred under regenerative braking, Ms Wong indicated additional time was necessary to answer some of the questions posed by Council Council Member Mitchell made a motion, seconded by Council Member McNaboe, to continue this item to August 12, 2014 d a 0 0 0 a 0 d 3 2 City of Grand Terrace Page 5 Packet-Pg 9 1111 5- 4�"' a ti CITY OF GRAND TERRACE G " r'ek�tflc CITY COUNCIL tig MINUTES • JULY 22, 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 Pledge of Allegiance Attendee Name "Title Status Arrived Walt Stanckiewitz Mayor Present Darcy McNaboe Council Member Present Jackie Mitchell Council Member Present Sylvia Robles Council Member Present Kenneth J Henderson Interim City Manager Present Richard Adams City Attorney Present Deborah Harrington City Clerk Present Cynthia Fortune Finance Director Present Sandra Molina Community Development Director Present Emily Wong Interim Assistant City Manager Present Linda Phillips Director of Child Care Services Present Steve Dorsey Sheriff Captain Present SPECIAL PRESENTATIONS Certificates of Appreciation for former Planning Commissioners Robert Bailes and Ohm Kongtang Mayor Stanckiewitz presented a Certificate of Appreciation to former Planning Commissioner Ohm Kongtang and noted his service to the City Former Commissioner Robert Bailes, was unable to attend meeting Members of the City Council expressed their appreciation to Ohm Kongtang for his contributions and service to the community CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial Items are acted upon by the City 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 L ea �a m �a U r _ m 0 U a 0 0 eo V 0 N N N 3 0 N d w 7 _ d a m v a fA City of Grand Terrace Page 1 Packet Pg 11 3 Minutes Grand Terrace City Council July 22, 2014 Mayor Walt Stanckiewitz Mayor Stanckiewitz reported on his recent meeting at the Joint Powers Insurance Authority (JPIA) which reported that all agencies are doing a good job in reducing their liabilities and as a result, premiums are being reduced to local agencies Mayor Stanckiewitz discussed the JPIA's sidewalk and maintenance inspection program and its possible applicability to the City PUBLIC HEARINGS To speak on Public Hearing Items, please fill out a Request to Speak Form and give it to the City Clerk Each person will be allowed 3 minutes to address the City Council If you challenge in court any action taken concerning a Public Hearing item, you may be limited to raising only those issues you, or someone else, raised at the Public Hearing described in this notice or in written correspondence delivered to the City at, or prior to, the Public Hearing - — - - -- - - - All Public Hearings will be conducted following this format (a) Public Hearing opened (b) Written communication (c) City Council/staff comments No Public Hearings were scheduled UNFINISHED BUSINESS None (d) Applicants comments (applicant not limited to 3 minutes) (e) Oral - favor and opposition (speakers limited to 3 minutes) (f) Public Hearing closed NEW BUSINESS 7 2014-2015 Landscape & Lighting Assessment District 89-1 Management Analyst Wirz provided a staff report outlining a general description of the project and map of the Lighting and Landscape Assessment District ADOPTED RESOLUTION NO 2014-57, A RESOLUTION OF THE CITY COUNCIL ORDERING THE PREPARATION OF PLANS, SPECIFICATIONS, COST ESTIMATE, DIAGRAM, ASSESSMENT AND REPORT PURSUANT TO THE PROVISIONS OF DIVISION 15, PART 2 OF THE STREETS AND HIGHWAYS CODE OF THE STATE OF CALIFORNIA, FOR PROCEEDINGS FOR THE ANNUAL ASSESSMENT LEVY AFTER FORMATION OF A DISTRICT RESULT APPROVED [UNANIMOUS] t MOVER Jackie Mitchell, Council Member SECONDER Darcy McNaboe, Council Member v AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles 5 City of Grand Terrace Page 3 Packet Pg 11 Minutes Grand Terrace City Council July 22, 2014 i Members of the City Council discussed methods to mitigate the impact of sign enforcement on businesses until the review of the sign code is complete Items discussed regarding sign code enforcement included that signs be reviewed on a case by case basis, allowance of variances to the code, outreach program to businesses and a uniform enforcement program At the conclusion of this _ discussion, Council, by consensus, agreed that sign code enforcement would continue while the current sign code was being revised- -- - - — ------ f - RECEIVED -AND- FILED THE _REPORT ON_ THE C_ITY'S SIGN CODE AND REMAND TO THE PLANNING COMMISSION -CHAPTER 18 80 "SIGNS" FOR DISCUSSION AND POSSIBLE REVISION RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Council Member j SECONDER Jackie Mitchell, Council Member - AYES 4 Walt Stanckiewitz; Darcy McNaboe, Jackie Mitchell, Sylvia Robles CITY MANAGER COMMUNICATIONS None CLOSED SESSION None ADJOURN The Next Regular City Council Meeting will be held on Tuesday, August 12, 2014 at 6 00 p m City of Grand Terrace Page 5 . Packet Pg 15 TITLE AGENDA REPORT August 12, 2014 Council Item Accept Resignation of Matthew Wirz from the Oversight Board and Appoint Emily Wong to -the Oversight Board - PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION RESOLUTION NO 2014- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING RESOLUTION 2013-50 RATIFYING AND APPROVING THE APPOINTMENT BY THE MAYOR OF THE CITY OF GRAND TERRACE ONE MEMBER TO THE OVERSIGHT BOARD OF THE SUCCESSOR AGENCY FOR THE FORMER GRAND TERRACE REDEVELOPMENT AGENCY PURSUANT TO HEALTH & SAFETY CODE SECTION 34179 2030 VISION STATEMENT This staff report supports Goal #4 "Develop and Implement Successful Partnerships" by ensuring that the City is represented on the Oversight Board BACKGROUND The Mayor has the authority to appoint two members of the Oversight Board The first appointment, pursuant to Health & Safety Code Section 34179(a)(2), lasting longer than 60 days In order to preserve the City's opportunity to have two seats on this body, the Mayor has decided to appoint Interim Assistant City Manager Emily Wong to the Oversight Board The need for the City Council's approval of the Mayor's appointments to the Oversight Board is not addressed in Health & Safety Code Section 34179 As previously determined by the City Attorney, the City should follow Government Code 40605 with regard to this matter, which would require the Mayor's appointments to be approved by the City Council Staff has prepared a Resolution for approval amending Resolution 2013-50, and ratifying the Mayor's appointment of Emily Wong to the Oversight Board, which will satisfy the requirement of Government Code 40605 FISCAL IMPACT There is no fiscal impact with associated with the appointment of Emily Wong to the Oversight Board ATTACHMENTS • Resolution Appointing Emily Wong Packet Pg 16 RESOLUTION NO P A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING RESOLUTION 2013-50 - RATIFYING AND APPROVING THE APPOINTMENT BY -THE MAYOR OF THE CITY OF GRAND TERRACE ONE MEMBER TO THE OVERSIGHT_ BOARD OF THE _SUCCESSOR AGENCY - FOR THE FORMER GRAND TERRACE REDEVELOPMENT AGENCY PURSUANT TO HEALTH & SAFETY CODE SECTION 34179 WHEREAS, ABX1 26 operated to dissolve all redevelopment agencies in California, and WHEREAS, ABX1 26 allows the city that authorized the ,creation of a redevelopment agency to become the successor agency 10 that redevelopment agency, and WHEREAS, the City of Grand Terrace has opted to become the successor agency to the Grand Terrace Redevelopment Agency and, therefore, an oversight board exists for the successor agency to the Grand Terrace Redevelopment Agency, and WHEREASaHealth & Safety Code Section 34179(a)(2) provides that, -.the Mayor of the city that authorized the creation of a redevelopment agency may appoint one at - large member to the Oversight Board of the Successor Agency to represent employees of the former redevelopment agency, and WHEREAS, on March 13, 2012, the Grand Terrace City Council adopted Resolution 2012-17 ratifying and approving the Mayor's appointment of Mayor Walt Stanckiewitz to the Oversight Board of the Successor Agency to the Grand Terrace Redevelopment Agency pursuant to Health & Safety Code Section 34179(a)(2) and the Mayor's appointment of Joyce Powers to the Oversight Board of the Successor Agency to the Redevelopment Agency pursuant to Health & Safety Code Section 34179(a)(7), and WHEREAS, on August 28, 2013, the Grand Terrace City Council accepted the resignation of Joyce Powers and adopted Resolution 2012-47 ratifying the Mayor's appointment of Richard Shields to the Oversight Board of the Successor Agency to the Redevelopment Agency pursuant to Health & Safety Code Section 34179(a)(7), and WHEREAS, on December 10, 2013, the Grand Terrace City Council accepted the resignation of Richard Shields, and adopted Resolution 2013-50 ratifying the Mayor's appointment of Matt Wirz to the Oversight Board of the Successor Agency to the Redevelopment Agency pursuant to Health & Safety Code Section 34179(a)(7), and Packet Pg 18 Resolution 2014- 0 a I, DEBORAH A HARRINGTON, INTERIM CITY CLERK of the City of Grand Terrace, a a do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council held on the 12th day of August, 2014 by the following vote m AYES NOES d o d ABSENT c L T ABSTAIN` Deborah A Harrington Interim City Clerk N 0 d w 0 c 0 T N C. 0 U v a CD N at! v r r C 0 N_ d 20 I• W 0 A A Q a 2 0 fA d C d 0 w r+ a Page 3 of 3 0 k q` r MEETING DATE TITLE GENDA REPORT - August 12, 2014 Council Item Heanng for the Placement of Assessments for Delinquent Rental Inspection -Program Fees -on -_Properties Located -in -- the City PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION (a) Conduct a Public Hearing to hear appeals of delinquent fees that are proposed for adoption and assessment on the tax rolls of the County Tax Assessor - (b) RESOLUTION NO 2014- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ADOPTING A REPORT OF DELINQUENT NON -OWNER OCCUPIED RENTAL PROGRAM PROPERTIES FEES AND FINES AND DIRECTING THAT SUCH DELINQUENT FEES AND FINES BE COLLECTED ON THE TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE 2030 VISION STATEMENT This staff report supports Goal #1 "Ensure Our Fiscal Viability" by ensuring appropriate cost recovery for delinquent 2013 Rental Inspection Program fees BACKGROUND The City Council adopted Chapter 5 80, establishing the Non -Owner Occupied/Rental Property Program which has been enforced in the City since FY 2006-07 There are, currently, 400 rental properties, including single family homes, apartment complexes, and duplexes, which are inspected annually The owners of these units are obligated under the Program to pay a fee to cover the inspection service This item was originally scheduled for the July 8, 2014, City Council meeting but was continued to the August 12, 2014 meeting date DISCUSSION The City's Municipal Code for Non -Owner Occupied/Rental Property Program requires payment of annual inspection fees by owners of rental properties and authorizes re - inspection fees and fines for non-compliance with the Program Municipal Code Section 5 80 050 authorizes the City to recover fees through municipal tax lien procedures The PAcket Pg 21 Resolution No 2014- Page 1 of 4 RESOLUTION NO -2014- - - A -RESOLUTION OF THE CITY COUNCIL OF THE --CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ADOPTING A REPORT --OF-DELINQUENT NON=OWNER -OCCUPIED RENTAL PROGRAM- PROPERTIES - FEES AND FINES AND DIRECTING THAT SUCH DELINQUENT FEES AND FINES BE COLLECTED ON THE PROPERTY TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE WHEREAS, pursuant to Chapter-5 80 of the Grand -Terrace Municipal Code property owners with buildings subject to inspection shall pay a fee in the amount set forth in Grand Terrace Municipal Code Chapter 4 108 establishing fees and charges for various municipal services WHEREAS, pursuant to Chapter 5 80 of the Grand Terrace Municipal Code property owners who fail to pay the required fee the City will recover the amount of the fee plus accrued interest and penalties utilizing any remedies provided by law including nuisance abatement or municipal tax lien procedures established by ordinance or state law a - WHEREAS ,t pursuant to Chapter 5 80 of the Grand Terrace Municipal Code property owners who fail to pay inspection fees will result in the City's pursuit of all legal remedies available to recover amount of the fine, penalties, and associated costs WHEREAS, certain property owners, as shown on the last available assessment roll, have failed to take action to pay the outstanding delinquent balance owed to the City WHEREAS, the City Council of the City of Grand Terrace conducted a property noticed public hearing on August 12, 2014, and WHEREAS, the City Council, having considered the delinquent accounts, together with any objections and protests by property owners, desires to declare the delinquent accounts as special assessments and cause such accounts to be recorded on property tax roll NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace, as follows Section 1 The Rental Inspection/Non-owner Occupied Property Fee Delinquent List, attached hereto as Exhibit A, and filed with the City Clerk contains a description of each parcel of real property and the amount of the delinquent Rental Inspection/Non-owner Occupied Property fee for the fiscal year 2013-2014, and the Packet Pg 23 Resolution No 2014- Page 3 of 4 s I, Deborah A Harrington, INTERIM CITY CLERK of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council held on the 12t" day of August, 2014 by the following vote T AYES 0 UN NOES �1 ABSENT N d ABSTAIN Cr a� 0 d a� LL Deborah A Harrington Interim City Clerk a E 4 ' ai O r a V m O L d _ 3 O 0 z 0 m a W 5 �a r m 0 N _ O 7 O W d 0-' _ t � s a Q 6 AGENDA REPORT, MEETING DATE August 12, 2014 Council Item TITLE Annual Levy of Assessment for 2014-2015 Landscape & - -- - - - -- -- - ---� Lighting Assessment District 89-1- - -- - -- --- - --- - - -- -- - - - - PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION (a) Conduct the Public Hearing (b) RESOLUTION NO 2014- RESOLUTION OF THE - - - CITY COUNCIL OF THE CITY OF GRAND TERRACE - - -- - CONFIRMING A DIAGRAM AND ASSESSMENT AND PROVIDING FOR ANNUAL ASSESSMENT LEVY FOR A LANDSCAPING AND STREET LIGHTING DISTRICT 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Fiscal Viability" by ensuring proper cost recovery for services BACKGROUND In 1989, Landscaping and Lighting Assessment District 8-01 was formed for the purpose of maintaining the landscaping and lighting serving Tract 13364 Subsequently, Tract 14264 and Tract 14471 were annexed into the Assessment District At the regular meeting of July 22, 2014, City Council adopted a Resolution ordering the preparation of plans, specification, cost estimates, diagrams, engineer's report and acceptance thereof for Landscape and Lighting District No 89-1 DISCUSSION This agenda item is for the purpose of conducting the public hearing and adoption of a Resolution for the annual assessment levy for maintenance of the landscaping and lighting benefiting the property owners within Tracts 13364, 14264, and 14471 Staff has reviewed the expenditures for the last fiscal year 2013-2014 and, based on staffs best estimate, the cost of operation and maintenance will be approximately equal to the current assessments levied and collected Based upon said analysis, the costs and assessments should remain the same for the coming fiscal year (2014-2015), and no change to the annual assessment is necessary. Packet Pg 27 , ` 6a f ORDER OF PROCEDURE CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO 89-1 PUBLIC HEARING DATE August 12, 2014 o� Go Present ENGINEER'S REPORT, L STAFF general discussion of LANDSCAPING o AND STREET LIGHTING DISTRICT = - - NO 89-1 - - - 4) CITY COUNCIL See attached INSTRUCTION SHEET — 0 N PUBLIC HEARING N Q Adopt RESOLUTION CONFIRMING ASSESSMENT a� Q. o a: J s � T 0 N O N LO r d L 3 d C1 O L n o L m 0 r _ m E s ea Q Packet,Pg 29, FUTURE PROCEEDINGS Be advised that it is necessary, each year, to update the Engineer's "Report" and approve said "Report" for the ensuing fiscal year We should all- probably mark our calendars for some time after the -first -of -the -ye- ar-to begin the process - CHANGES -AND MODIFICAITONS AT HEARING-- - During the course of the Public Hearing, or upon the conclusion of said hearing, the legislative body may order changes in the improvements, the boundaries of the District, or any zones thereof The legislative body may, without further notice, order the exclusion of territory from the district, but no property shall be added to said District except upon the following terms and conditions a Upon written request by a property owner for the inclusion of his property, b Upon the legislative body declaring its intention to add additional property and directing that mailed notice be given to the property owners within the proposed annexed I would recommend that if any changes are to be considered, the matter be continued so that the proper documentation can be drafted J J Packet Pg 31 TABLE OF CONTENTS INTRODUCTION _ T ENGINEER' S REPOR-T-- - - - - - PART A - Plans and Specifications PART B - Estimates of Costs PART C - Assessment Roll - PART D - Method of Apportionment of Assessment PART E - Property Owners List PART F - ASSESSMENT DIAGRAM r PAGE - 2 -- --- - 6 8 -12- 13 14 19 s 6c INTRODUCTION The City Council of the City of Grand Terrace adopted its General Plan with various elements to provide guidelines for orderly development within the community The City Council further adopted -ordinances and regulations governing the development of land providing for the installation and construction of certain landscaping, lighting and appurtenant facilities to enhance the quality of life and to benefit the value of property — -- — - - - - - - The requirement for the construction and installation of landscaping, lighting and appurtenant facilities is a condition of approval for development and is a requirement of issuance of a permit for the construction of any residential, commercial, industrial and planned unit development Landscaping and appurtenant facilities generally include trees, shrubs, plants, turf, irrigation systems, and necessary appurtenances including curbs, hardscape, monumentations, fencing located in public nght-of-ways, medians, parkways, and/or easements adjacent to public right-of- ways, in and along public thoroughfares and certain designated primary and secondary arterials Lighting and appurtenant facilities includes poles, lighting fixtures, conduits and the necessary equipment to maintain, operate and replace a lighting system at designated intersections, in medians, parkways and adjacent to certain public facilities in and along certain streets, nght-'of- ways and designated lots The installation of landscaping and lighting systems and the construction of the necessary appurtenant facilities' is the responsibility of the property owner/applicant, as conditions of approval of a development application The City may cause the installation by property owners directly, or accept financial arrangements for installation of these facilities The cost of servicing, operation, maintenance, repair and replacement of the landscaping, lighting and appurtenant facilities in turn becomes the responsibility of the benefitting properties The owners/applicants petitioned for formation of the Landscaping Lighting Assessment District and/or annexation These have been completed, and will increase the City's obligation for maintenance and servicing The City of Grand Terrace is administering a lighting system for the benefit of all parcels of land within the City The lighting benefit is directly related to public safety and property protection These benefits have been studied widely, locally, regionally and nationally Page 2 r Packet Pg` 35 a 6c rr CITY OF GRAND TERRACE ENGINEER'S REPORT PREPARED PURSUANT TO THE PROVISIONS LANDSCAPING AND LIGHTING ACT OF 1972 SECTION 22500 THROUGH 22679 - -- - �- OF THE CALIFORNIA STREETS AND HIGHWAYS CODE - -- - - - FOR - -- - - -- - - - - L -- - N ANNUAL ASSESSMENTS 2 FY 2014-2015 Pursuant to Part 2 of Division 15 of the Streets and Highways Code of the State of California, N N and in accordance with the Resolution of Intention, being Resolution No 2013-58 , adopted by to a the City of Grand Terrace, State of California, in connection with the proceedings -for GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO 89-1 AND ANNEXATION NO 1 TO SAID DISTRICT, hereinafter referred to as the "Assessment ca District", I, Johnny Ghazal, the duly appointed ENGINEER OF WORK, submit herewith the M "Report" consisting of six (6) parts as follows H c PART A Plans and Specifications for the proposed improvements are filed herewith and made a part 0 hereof Said plans and specifications are on file in the Office of the Clerk of the City , c N PART B N An estimate of the cost of the proposed improvements, including incidental costs and expenses in connection therewith, is as set forth on the lists thereof, attached hereto, and are on file in the Office of the Clerk of the City PART C An assessment of the estimated costs of the improvements on each benefitted lot or parcel of land within the Assessment District PART D A proposed assessment of the total amount of the costs and expenses of the improvements upon the several lots and parcels of land within the Assessment District, in proportion to the estimated benefits to be received by such lots and parcels, is set forth upon the assessment roll filed herewith and made part hereof Description of the work for the proposed improvements and description of all right-of-way, easements and lands to be acquired, if necessary Page 4 Packet Pg 37 ' 6c PART A PLANS AND SPECIFICATIONS The installation of planting, landscaping, irrigation systems, lighting and the construction of - - - appurtenant facilities -to be -operated, -serviced and maintained, is more specifically -described - herein whereas, the landscaping and lighting facilities have been or will be provided by developers as a condition -of subdivision of land, on -part -of the -Conditional-_Use-review and - approval process The facilities to be maintained and serviced are generally described as follows DESCRIPTION OF IMPROVEMENTS FOR GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT- NO 89-1 The- improvements are the -operation, maintenance -.and servicing of landscaping,- lighting and - appurtenant facilities described as follows 1 Tract 13364 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and , easements within the proposed boundary of said ,Assessment District t r The locations of landscaping and appurtenant facilities are depicted on the Assessment Diagram as shown in Part F, herein (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of said Assessment District 2 Tract 14264 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation system and appurtenant facilities within the Gage Canal right $of --ways During the fiscal year 2014-2015, responsibility for the maintenance of these facilities shall remain with the developer Water shall be supplied by and paid for through developer's meter and no costs shall be shown on the tax rolls as assessments for the landscape maintenance during fiscal year 2014-2015 Page 6 0 c d E N! N d N ffl Q a� s ca d a �o N 'a C J La 0 N V If - CD N Packk Pg 39 PART B ESTIMATES OF COST The cost of maintaining improvements for Fiscal Year 2014-2015 as described in Part A are summarized as follows - - -r -- - - Tract 13364 1 Energy Costs - Street Lighting 2 Landscaping a Water Supply b Mowing and Trimming etc c Replacement Parts d Contract Maintenance 3 Contingencies a Legal b Engineering c Auditor Controller Charges d Administrative cost e Shortage (Last Fiscal Year) { } ANNUAL COSTS (TOTAL) 1 Energy Costs - Street Lighting 2 Landscaping a Water Supply b Mowing and Trimming etc c Replacement Parts 3 Contingencies a Legal b Engineering c Auditor Controller Charges d Administrative cost e Shortage (Last Fiscal Year) ANNUAL COSTS (TOTAL) Page 8 $ 59760 1,70877 000 000 1,92000 1,12500 27521 2000 000 000 $ 5,646 58 $ 69700 32500 19264 100 000 000 $ 1,215 64 0 N T v r� N C O N d a 0 N O a d N d d c c w c d E s 0 �a Packdt Pg 41 { ASSESSMENT ROLL FOR GRAND TERRACE LANDSCAPING AND LIGHTING DISTRICT NO 89-1 F Y 2014-2015 Tract 13364 _ASSESSOR'S PARCEL - _ _ -ASSESSMENT AMOUNT - - ---- 0275-301-08 - - - - -- $282 33 - - - - - - 0275-301-09 $282 33 0275-301-10 $282 33 0275-301-11 - - $282 33 0275-301-12 $282 33 0275-301-13 $282 33 0275-301-14 $282 33 0275-301-15 $282 33 0275-301-16 $282 33 0275-301-17 $282 33 0275-301-18 $282 33 0275-301-19 $282 33 0275-301-20 $282 33 0275-301-21 $282 33 0275-301-22 $282 33 0275-301-23 $282 33 0275-301-24 $282 33 0275-301-25 $282 33 0275-301-26 $282 33 0275-301-27 $282 33 Page 10 Packet*Pg 43 i� PART C ASSESSMENT ROLL The proposed assessment and the amount of assessment for Fiscal Year 2014-2015 apportioned to each lot or parcel, as shown- on the latest roll at-the-Assessor-'s- Office- is shown on "Assessment Roll for Grand Terrace Landscaping and Lighting District No 89-1 and Annexation No 1" to said District fof Fiscal Year 2014-2015 The description of each lot or parcel is part of the records of the Assessor of the County of San Bernardino and these records are, by reference, made part of this Report The total proposed assessment for the 2014-2015 Fiscal Year is $12,121 44 Page 12 T C6 co w L w _y - 0 d E UJ N d N N r s a� J d CL c� UJ 'o J T 0 N V V- O N Packet�Pg 45r. . PART E PROPERTY OWNERS LIST The property owner list with the names and addresses of each property owner of each lot or - parcel, as -shown on the Assessment Diagram in Part F herein,- is the- list of property owners - shown on the last equalized roll of the Assessor of the County of San Bernardino and is, by reference, made part of this report (see Part C, Assessment Roll) ASSESSORS PARCEL NO PROPERTY OWNER 275-301, 08 t _- Vagas Family 4-28-88 37821 Grand Oaks Ave Palm Desert, CA 92211 275-301-09 Vagas Family 4-28-88 - 37821 Grand Oaks Ave Palm Desert, CA 92211 - 275-301-10 Siemer, Douglas J/Shu C 19 Senisa Irvine, CA,92612 275-301-11 C & E Mauerhan Family L P 12005 Aspen Circle, Apt C Grand Terrace, CA 92313 275-301-12 Lmv Dev LLC 3123 Payne Ranch Rd Chino Hills, CA 91709 275-301-13 Velarde 07/25/80/lt 17392 Wild Rose Ln Huntington Beach, CA 92649 275-301-14 Poon, Frank K C /te Poon, Lucy H P 1688 Highland Oaks Dr Arcadia, CA 91006 Page 14 Packet;47 - 6c ASSESSOR'S PARCEL NO PROPERTY OWNER 275-301-25 Wf Properties LLC PO Box 16698 Beverly -Hills, CA 90209 - - - o - - - - - 275-301-26 - - - Kader, Abba - -- -- --- - -- - - ,-- -- v- 28582 Murrelet Drive Laguna Niguel, CA 92677 275-301-27 Strickler, Corbin T N d H P O Box 43 a _ Rimforest, CA 92378- 275-251-81 North Waterford Apartments 1777 Botelho Drive, Suite 300 as Walnut Creek, CA 94596 C 1178-181-16 Black MD & VL Living Trust 22163 Pico Street Grand Terrace, CA 92313 0 N j 1178-181-17 Abdeljawas, Nina J c �g 22710 Pico St N Grand Terrace, CA 92313 CD v 1178-181-18 Bigelow, Juanita J Family Trust 22700 Pico St c Grand Terrace, CA 92313 ti m 1178-181-19 Gonzales, David 12685 Oriole Avenue o Grand Terrace, CA 92313 1178-181-20 Harkey, Kirk R c Harkey, Knstene M 12675 Oriole Ave H Grand Terrace, CA 92313 1178-181-21 Henson, Paula A w 22755 Franklin St .� Grand Terrace, CA 92313 _ ea ,F Page 16 Packet 'Pg 49 ry ASSESSOR'S PARCEL NO 1178-181-31 - 1178-181-32 m PROPERTY OWNER Acosta, Larry - - - - — - - - - Acosta, Kon 12630 Pruitt Ct - -- - - - - Grand Terrace, CA 92313 Bavadian, Shapour 1975 Castlegate Ln Redlands, CA 92374 1 Page 18 G-gg Pta}siQ;uewssessy ButlyBt-I1g adeospue-196OZ-V6OZ OZ96) IZ uoistAab] V4OZ-Vb-L :podab saaaulBu3 lu8ul43e}Rd f f OaTV Ott (ia SAN SERNAR01N0 COUNTY, CALIFORNIA k ^ursu,lll r0 OIvt5,011 15 PAR I 2 OF SS EETSN+THIOCNN T SICT C OE 189-1 NN0$CAPiHG nv4 ltGH41kC xCI Op 19) I TRACT k0 IJ�64 - TERRACE PtHES _ �''• I�.iCttt I" ( ORIV 9t ' JIt tt rr..aa w+.— �(�CIAOJ(C2 a I 311t I w - uai • M dl (7 101 1( on A. 3 I tr a 1 r ;, oula to i t Ileo/ tu• , WAY 1� c 1 y VI \`1 11 11. II IM : I, (.V'al �: 1111 u ill..l 1 il1llu it :1 1M 41t,• U INl i/t1i It ,(`tsll ;1• I^_ �.{, it � •1/�,.,,�`F.1 it •'�-^t i,tt ttt.�u(j`:�4t'ut�}at33tt�i•�I'(j�I,'���y�"t �wµli..l�t�t�a:ial t iil,1 tN�J4F�t�tO.F ` i�fltWVil (It {ayt I'l'`1 PIP, (y �.}.�_�a�,.�F�!1 al lttl^/♦1 OIJ{.M • itl�tIN11 Otlkt{ Of IM( IVI(FI.I l.01 1 •o 1 t ll ,Itl PAGt:' 20 owtt t(t*.", 0( h ` ►ttvl e M a d Y° 0 c r RESOLUTION NO 2014- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE CONFIRMING A DIAGRAM AND ASSESSMENT -AND- PROVIDING FOR ANNUAL - ASSESSMENT LEVY FOR LANDSCAPING_ AND STREET LIGHTING DISTRICT NO 89-1 WHEREAS,-- the CITY COUNCIL of- the CITY OF GRAND - TERRACE,- CALIFORNIA, has initiated proceedings for the annual levy of the assessments for a landscaping and street lighting district pursuant to the terms and provisions of the "Landscaping and Street Lighting Act of 1972," being Part 2 of Division 15 of the Streets and Highways Code of the State of California, in what is known and designated as CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO 89-1 WHEREAS„the City Council has ordered,the preparation of a report and the City s Engineer has prepared and filed with this City Council a report pursuant to law for its consideration and subsequently thereto this City Council did adopt its Resolution of Intention to levy and collect assessments for the next ensuing fiscal year relating to the above -referenced District, and further did proceed to give notice of the time and place for Public Hearing on all matters relating thereto, and, WHEREAS, at this time, this City Council has heard all testimony and evidence and is desirous of proceeding with the annual levy of assessments NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA as follows SECTION 1 That the above -recitals are all true and correct SECTION 2 That upon the conclusion of the Public Hearing, protests filed and not withdrawn, did not represent property owners being obligated for more than fifty percent (50%) of the total assessments within the District SECTION 3 That this City Council hereby confirms the diagram and assessments as submitted and orders the annual levy of the assessment for the fiscal year and in the amounts as set forth in the Engineer's Report and as referred to in the ? Resolution of Intention as previously adopted relating to said annual assessment levy F co L N_ G E _ d -E- 0 0 0 VJ N Q s a� J a H cc J 0 N d' 0 N Packet Pg 55 PASSED, APPROVED AND ADOPTED by the City Council of the Grand Terrace at a regular meeting held on the 12th day of August, 2014 - - - -AYES - - - - - - , - --- - - - - - - - NOES o; co ABSENT ABSTAIN Walt Stanckiewitz Mayor of the City of Grand Terrace ATTEST Deborah A Harrington Interim City Clerk for the City of Grand Terrace e s APPROVED AS TO FORM City Attorney Em Packet PO 67 7 AGENDA REPORT August 12, 2014 - Council Item Purchase of City Hybrid Vehicles Utilizing AB2766 --- -Subvention Program_Funds--- --- ---- Emily Wong, Interim Assistant City Manager RECOMMENDATION (a) Approve the Purchase Sales Agreements between the City of Grand Terrace and Toyota of San Bernardino for the purchase of a Prius V3 and Camry LE Hybrid and authorize - - the Interim City Manager to execute all necessary - -- documents (b) Authorize the expenditure appropriation -of an amount not -to -exceed $64,000 from the Air Quality Improvement Fund's (Fund 15) fund balance to Account 15-500-705 (Air Quality Fund Vehicles/Capital Equipment) for the purchase of two (2) light duty hybrid vehicles 2030 VISION STATEMENT -` This item supports Goal # 1 "Ensure Our Fiscal Viability" through the identification of potential additional assets, as well as the City's Mission "To preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of fiscally responsible government" by reducing overall vehicular air emissions BACKGROUND On May 8, 2014, a Request for Bids was released with the intent of purchasing two (2) hybrid vehicles (Toyota Prius V3 and Toyota Camry LE Hybrid) for City business use Bid packages were sent to Toyota of Moreno Valley, Toyota of Redlands, Toyota of Riverside and Toyota of San Bernardino No bids were initially received and the deadline for submitting Bids was extended to June 9, 2014 As a result, one, responsive bid was received from Toyota of San Bernardino On July 8, 2014, City Council considered the staff request for authorization to purchase the two (2) vehicles, and requested further information regarding eligible activities, anticipated savings as a result of purchasing the proposed vehicles, and extended vehicle warranties As a result, this matter was continued to the Council's August 12, 2014 meeting f DISCUSSION E PAcket Pg 59 7 The purchase of these vehicles has no impact on the General Fund When used as contemplated, these vehicles will reduce the need for General Fund travel reimbursement requests from Council Members and staff_, The expenditure - appropriation of an amount not -to -exceed $64,000 00_ Is derived- from the Air Quality - Improvement Fund's (Fund 15) fund balance for the purchase of two (2) light duty hybrid vehicles as shown below TYPE - ACCOUNT NO & TITLE — AMOUNT EXPENDITURE 15-500-705-000-000 (Air Quality Fund Vehicles/Capital Equipment) $64,000 00 APPROVALS - - - - Emily Wong Completed 07/31/2014 5 57 PM Finance Completed 08/04/2014 8 34 AM City Attorney Completed 08/04/2014 9 58 AM City Manager Completed 08/04/2014 2 18 PM City Council Pending Pa6i a 61 n � eh MEETING DATE TITLE PRESENTED BY AGENDA REPORT August 12, 2014 Council Item Professional Services Agreement Between the City of Grand Terrace -and -Flint Strategies --- - — --- --- -- - Emily Wong, Interim Assistant City Manager RECOMMENDATION Approve agreement between the City of Grand Terrace and Flint Strategies to conduct a Planning, Building and Engineering/Public Works Fee Study as well as develop and implement a Communications Plan for an amount hot — to --exceed $19,500 2030 VISION STATEMENT' This staff report supports Goal #1, "Ensuring Our Fiscal Viability" by reviewing and updating planning/building fee schedules to ensure adequate cost recovery, and Goal #5, "Engage in Proactive Communication" by developing and implementing a proactive communications plan BACKGROUND On May 13th, 2014, the City Council adopted the City of Grand Terrace 2030 Vision and 2014-2020 Strategic Plan As a follow-up to the 2030 Vision and Strategic Plan, Flint Strategies, with appropriate staff input, developed a 2030 Vision Implementation Plan - Phase I ("Implementation Plan") which was presented and approved by Council on July 22, 2014 DISCUSSION The proposed agreement with Flint Strategies will result in accomplishing several key strategies in the recently adopted Implementation Plan In implementing Goal #1 (Ensuring Our Fiscal Viability), Flint Strategies will assist in identifying additional revenue sources and ensure appropriate cost recovery for services by conducting a fee study utilizing the following methodology (1) Analyze the cost of services, (2) Review Current Fee Structure, (3) Draft Update of Planning, Building, and Engineering/Public Works Fees, (4) Conduct Nexus Study to Compare Proposed Fees, and (5) Provide Final Fee Update In order to Implement Goal #5 (Engage in Proactive Communication), Flint Strategies will assist the City in developing a Communications Plan with the following elements (1) Review existing communications program to determine necessary enhancements, E (2) Provide an Executive Summary for the Communications Plan, (3) Establish Communications Protocols, (4) Identify Tools and Tactics, and (5) Identify costs, funding Packet�'Pg 62 f AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT ("Agreement") is made as of this 12t" day of August, 2014 by and between -the CITY OF- GRAND TERRACE ("City") and Flint Strategies, a sub-chapter-S- Corporation ("Consultant") 1 CONSULTANT'S SERVICES Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and Incorporated Into this Agreement as Exhibit A 2 TERM OF AGREEMENT The term of this Agreement shall be from the effective -date pursuant to Paragraph "39" of this Agreement and shall end nine (9) months from the date of execution or when the work is satisfactorily completed, whichever occurs first, unless extended by a supplemental agreement 3 FAMILIARITY WITH WORK By execution of this Agreement, Consultant warrants that (1) It has thoroughly Investigated and considered the work to be performed, based on all available Information (2) It carefully considered how the work should be performed, and (3) It fully understands the difficulties and restrictions attending the performance of the work under this Agreement (4) It has the professional and technical competency to perform the work and the production capacity to complete the work in a timely manner with respect to the schedule Included in the Scope of Services 4 PAYMENT FOR SERVICES City shall pay for the services performed by Consultant pursuant to the terms of this Agreement, the compensation set forth in the "Schedule of Compensation" attached to and incorporated into this Agreement as Exhibit B The fees for services shall not exceed the authorized amount of Nineteen Thousand Five Hundred Dollars ($19,500 00) as set forth in Exhibit "B", unless City has given specific advance approval in writing 5 TIME FOR PERFORMANCE Consultant shall not perform any work under this Agreement until Consultant furnishes proof of insurance as required under Paragraph "8" of this Agreement All services required by Consultant under this Agreement shall be completed on or before the end of the term of the Agreement 6 DESIGNATED REPRESENTATIVE Consultant hereby designates Kendall Flint as the Consultant Representative, and said Representative shall be responsible for lob performance, negotiations, contractual matters, and coordination with the City Flint Strategies Implementation Agreement 7-29-2014 r Packet,Pg 64, same or similar services Consultant shall re -perform any of said services, which are not in conformity with standards as determined by the City v 13 CONFIDENTIALITY Consultant covenants that all data, documents, - discussion, or other information developed or received by Consultant -or -provided for performance of this Agreement are deemed confidential and shall not be disclosed by - — - Consultant -without written authorization by -the City- T-he-City shall grant such - -- - - -- authorization if disclosure is required by law All City data shall be returned to the City upon the termination of this Agreement Consultant's covenant under this Section shall survive the termination of this Agreement 14 RECORDS'AND INSPECTIONS Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement City - shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts there from, and to inspect all program data, documents, proceedings and activities Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours 15 OWNERSHIP OF CONSULTANT'S WORK PRODUCT All reports, documents, all analysis, computations, plans, correspondence, data, information, computer media, including disks or other written material developed and/or gathered by Consultant in the performance of this Agreement shall be and remain the property of the City without restriction or limitation upon its use or dissemination by the City Such Material shall not be the subject of a copyright application by Consultant Any re -use by the City of any such materials on any project other than the project for which they were prepared shall be at the sole risk of the City unless the City compensate Consultant for such use Such work product shall be transmitted to the City within ten (10) days after a - written request therefore Consultant may retain copies of such products 16 NOTICES All notices given or required to be given pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail Notice sent by mail shall be addressed as follows City of Grand Terrace Kenneth J Henderson, Interim City Manager 22795 Barton Road Grand Terrace, Ca 92313 Consultant Kendall Flint Flint Strategies 533 Grove Street Half Moon Gay, CA 94019 If the name of the principal representative designated to receive the notices, demands or communications, or the address of such person, is changed, written notice shall be given within five (5) working days of said changes w Flint Strategies Implementation Agreement 7-29-2014 Packet Pg 66 " ~ 24 ECONOMIC INTEREST STATEMENT Consultant hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City hereunder, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with -the City Clerk, -for-each employee providing advise -under this Agreement, prior to the commencement of work 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this - Agreement 26 NON-DISCRIMINATION In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation 27 AUDIT OR EXAMINATION Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters r 28 MODIFICATION OF AGREEMENT This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties 29 WAIVER If at any time one party shall waive any term, provision or condition of this Agreement, either before or after any breach thereof, no party shall thereafter be deemed to have consented to any future failure of full performance hereunder 30 COVENANTS AND CONDITIONS Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition 31 RIGHT TO TERMINATE City may terminate this Agreement at anytime, with or without cause, in its sole discretion, with thirty (30) days written notice 32 EFFECT OF TERMINATION Upon termination as stated in Paragraph "31" U. of this Agreement, City shall be liable to Consultant only for work performed by t Consultant up to aria including the date of termination of this Agreement, unless the R Flint Strategies Implementation Agreement 7-29-2014 Q Packet Pg 68 8a� 39 EFFECTIVE DATE The effective date of the Agreement is the date,ofF execution, and shall remain in full force and effect until amended or terminated _ c 4 L Dated "CITY OF GRAND TERRACE" By Walt Stanckiewitz Mayor Dated FLINT STRATEGIES By APPROVED AS TO FORM Richard L Adams II City Attorney r' A 1 Flint Strategies Implementation Agreement 7-29-2014 Kendall Flint Principal N N et O N M N ti C d E G1 L a _ 0 is w m E d c. E N d cm w U. _ d E s ea V a Packet,Pg 701 �8a Task 4 Compare Proposed Fees/Nexus Study r , We will compare current and proposed Planning, Building, Engineering/Public Works and development fees with those of neighboring and comparable jurisdictions- to -determine appropriateness based on current market conditions -- Fees, and the methodology for their development, vary between jurisdictions however a regional - --comparison-gives the City and opportunity to demonstrate -that -fees are -comparable and - in line with market conditions Task 5 Provide Final Fee Update Consultant will produce a final report that summarizes the results of the study, presents information regarding fee structures, presents information regarding revenue estimates, and provides a description of the methodologies used to conduct the analysis Consultant will present the results and recommendations of the fee update to the Grand Terrace City Council for adoption Deliverables Final Report with Recommendations Council Presentation B COMMUNICATIONS PLAN AND WEBSITE UPDATE The City of Grand Terrace's recently adopted Vision 2030 and 2014-2020 Strategic Plan The fifth goal was to engage in proactive communication The strategies of that goal were to • Develop and Implement a Cost Effective Proactive Communication Program • Utilize Technology and Web -Based Tools to Disseminate Information • Engage the Community by Participation This will serve as a Scope of Work for Flint Strategies to develop a communications plan and update the City's website based on the following methodology Task 1 Research and Development Project Manager Kendall Flint will review all existing communications plans, website materials, brochures, fact sheets and other documents as well as the City's Strategic Plan The purpose of this task is to determine what improvements, enhancements or adjustments should be made to help achieve the City's goals Deliverables Communications Audit Task 2 Development of the Communications Plan The Plan will include specific tasks for implementation and include the following elements Flint Strategies Implementation Agreement 7-29-2014 Packet Pg 72 r Task 4 Update Website Flint Strategies will review and revise the City's website in an effort to make it more user - -- friendly, intuitive and easily navigable The update will -include -the following --- - - --- Submit proposed structure, -pages and elements, - - - - - - -- — - • Submit proposed design layout, • Populate site with approved copy/documents provided by the City, • Launch site, and • Provide training for staff to manage ongoing updates' Our budget is based on utilizing existing copy, documents and information with minimal copywriting Deliverables Updated Website C - -COMMUNICATIONS PLAN IMPLEMENTATION SUPPORT The City of Grand Terrace's recently adopted Vision 2030 and 2014-2020 Strategic Plan The fifth goal was to engage in proactive communication The strategies of that goal were to • Develop and Implement a Cost Effective Proactive Communication Program • Utilize Technology and Web -Based Tools to Disseminate Information • Engage the Community by Participation This will serve as a Scope of Work for Flint Strategies to implement the communications plan and continuously update the City's website based on the following methodology Task 1 Support to Implement Communications Plan Flint Strategies will provide on -call monthly support to implement the Communication Plan The support will include the following • Write and distribute news release, • Write and distribute eBlasts to residents and businesses, • Coordinate presentations for staff and elected officials, • Update website as needed, • Provide support to City Manager and Departments for Communication needs 1 This is based on the City following our recommendation and moving to a new web -based platform called Weebly and/or a Word Press site 11 m cc L 0 v d d 3 d m d E 0 L co a UJ 0 v d 0 (a 0 L. IL Flint Strategies Implementation Agreement 7-29-2014 Packet Pg 74 ' 8-a- m Steve Flint, Assistant Project Manager d �- v _ BS Landscape Architecture, University of Arizona L Steve Flint brings more than 30 years of experience working with municipal agencies in California and Arizona He has served as Planning Director in numerous California cities including San Clemente, Elk, - - Grove; lone -and Half Moon Bay - His knowledge of -Community Development -Building and Public Works---- -- — v - has been invaluable in the development of strategic planning efforts with realistic goals, implementation = programs and measurement analysis Mr Flint was actively engaged in the development of Strategic Plans for the City of Watsonville, the City of Apple Valley and the Burney Water District m T - - - - - - - m E m m L Q H O v , d N _ 0 to U) d O L n. r N ' N d' O N M N ti _ E d d L LM a 0 0 d E as a E N d L7I d w !0 L r _ LL s E s �a Flint Strategies Implementation Agreement 7-29-2014 Q rPacket FPgb 76 _ EXHIBIT "C" W � ' � f The Consultant shall maintain throughout the duration of the term of the Agreement, liability Insurance covering the Consultant and, with the exceptlori_of Professional= - Liability Insurance, designating City Including Its elected or appointed officials, directors, -- officers, agents,- employees; volunteers, or consultants, as additional insured -against any and all claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the Consultant's work, in amounts no less than the following and with such deductibles as are ordinary and reasonable in keeping with industry standards It shall be stated, in the Additional Insured Endorsement, that the Consultant's insurance policies shall be primary as respects any claims related to or as the result of the Consultant's work Any insurance, pooled coverage, or -self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be non-contributory Professional Liability Insurance $1,000,000/$2,000,000 General Liability a General Aggregate $2,000,000 N b Products Comp/Op Aggregate $2,000,000 c c Personal & Advertising Injury $1,000,000 ` a d Each Occurrence $1,000,000 N e Fire Damage (any one fire) $ 50,000 f Medical Expense (any one person) $ 5,000 Workers' Compensation a Workers' Compensation Statutory Limits b EL Each Accident $1,000,000 c EL Disease - Policy Limit $1,000,000 d EL Disease - Each Employee $1,000,000 Automobile Liability a Any vehicle, combined single limit $1,000,000 The Consultant shall provide thirty (30) days advance notice to City in the event of E material changes or cancellation of any coverage Certificates of insurance and additional insured endorsements shall be furnished to City thirty (30) days prior to the effective date of this Agreement Refusal to submit such certificates shall constitute a 2 material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement If proof of insurance required under this E Agreement is not delivered as required or if such insurance is canceled and not U. w I adequately replaced, City shall have the right but not the duty to obtain replacement _ insurance and to charge the Consultant for any premium due for such coverage City s U Flint Strategies Implementation Agreement 7-29-2014 Q Packet Pg 78, AGENDA REPORT MEETING DATE August 121 2014 Council Item TITLE Professional Services Agreement Between the City of Grand T -- - Terrace and -Creative Management Solutions -- - ---- -- - - -_ PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION Approve an agreement between the City of Grand Terrace and Creative Management Solutions to conduct a Classification and Compensation Study in an amount not -to- - - exceed $21,850 - 2030 VISION STATEMENT This staff report supports the following four Core Values adopted by Council "Exceptional Customer Service, Innovation and Creativity, Positive and Productive Work Environment and Mutual Respect" Appropriate classifications,, position descriptions and parity pay are elements that will assist the City in attracting and retaining a high level of quality staffing BACKGROUND For the past five years, the City of Grand Terrace has faced numerous budget challenges which required significant downsizing of the organization (from over 30 full time equivalent employees at City Hall to approximately a dozen), additional outsourcing of additional services (finance department, janitorial services and parks maintenance) and the reduction or elimination of some services (sheriff's contract reduced by three positions and crossing guard and community events programs eliminated) City staff is currently working under a mandatory furlough, reducing full time employment from 40 hours a week to 36, which has resulted in a 10% decrease in the salary of full-time employees The City of Grand Terrace currently employs 11 full- time and 3 part-time regular employees, and, 1 full-time and 4 part-time contract employees at the City Hall Additionally, the City also owns and operates the City of Grand Terrace Child Care Center The staff at the Child Care Center consists of approximately 33 employees, of which there are approximately 14 full-time and 19 part- time employees A significant number of the overall staffing complement is contracted out and a number of key executive management personnel are only working for the City on an interim basis Due to the downsizing of staff, some existing employees that have been with the organization since before 2009 have had to fill multiple roles without a reclassification or increase in compensation All salary, merit and cost of living increases have been frozen since 2009 Packopt Pg 80 y.. in order to assign jobs to pay ranges that are competitive with market practices This process also helps to achieve internal equity as each job is assigned to a pay range that effectively considers skills, effort, responsibilities, and working conditions A copy of the proposed agreement is attached for your information FISCAL IMPACT The award of the compensation study contract to Creative Management Solutions does not have any fiscal impact on the General Fund City Council's approval of the 2014-15 budget included a line item for non -departmental contingencies The award amount of $21,850 will be allocated from this line item A request for -additional appropriation from the General Fund's fund balance is not required ATTACHMENTS • CMS Agreement 7-24-14 APPROVALS Emily Wong Finance City Attorney City Manager City Council Completed Completed Completed Completed Pending 07/31/2014 5 57 PM 08/04/2014 7 21 PM 08/05/2014 7 00 AM 08/05/2014 9 43� AM Packet Pg 82, Classification and Compensation Study for the City of Grand Terrace 2 rr �, Consultant's professional services shall be actually performed by, or shall be immediately supervised by, the Consultant Representative 7 HOLD HARMLESS, INDEMNIFICATION Consultant hereby agrees to protect, indemnify -and hold City -of -Grand Terrace ("City") and its employees, -officers and servants free and harmless from any and all losses, claims, liens, demands and causes - of action of every -kind and character including; but not -limited to, the -amounts of judgment, interests, court costs, legal fees and other expenses incurred by City arising in favor of any party, including claims, liens, debts, personal injuries, including - employees of the City, death or damages to property and without limitation by enumeration, all other claims or demands of every character occurring or arising directly out of the negligent acts, recklessness or willful'misconduct of Consultant in the performance of its services under this Agreement This provision is not intended to -- create any cause of action in favor of any third party against Consultant or City, or to enlarge in any way the Consultant's liability but is intended solely to provide for indemnification of City for liability for damages or injuries to third persons or property arising from Consultant's negligent performance hereunder 8 INSURANCE Consultant shall procure and maintain at all times during the term of this Agreement insurance as set forth in Exhibit "C" attached hereto, Proof of insurance shall consist of a Certificate of Insurance provided on IOS-CGL form No CG 0001 II 85 or 88 executed by Consultant's insurer and in a form approved by the City 3 1' 9 LICENSES, PERMITS, AND FEES Consultant shall obtain a City of Grand Terrace Business License and any -and all other permits and licenses required for the services to be performed under this Agreement 10 INDEPENDENT CONTRACTOR STATUS City and Consultant agree that Consultant, in performing the Services herein specified, shall act as an independent Contractor and shall have control of all work and the manner in which it is performed Consultant shall be free to contract for similar services to be performed for other entities while under contract with the City Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder 11 ASSIGNMENT This Agreement is for the specific services with Consultant as set forth herein Any attempt by Consultant to assign the benefits or burdens of this Agreement without written approval of the City is prohibited and shall be null and void, except that Consultant may assign payments due under this Agreement to a financial institution 12 STANDARD Consultant agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily 1 provided by an experienced and competent professional organization rendering the CMS Agreement 7-29-14 Packet=Pg 84 Classification and Compensation Study for the City of Grand Terrace 4 17 TAXPAYER IDENTIFICATION NUMBER Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service 18 APPLICABLE LAWS, CODES AND REGULATIONS Consultant shall -- -perform all services described in accordance with all -applicable -laws, codes and -- -- -- - regulations required required by all authorities having jurisdiction over the Services Consultant agrees to comply with prevailing wage requirements as specified in the California Labor Code, Sections 1770, et seq 19 RIGHT TO UTILIZE OTHERS City reserves the right to utilize others to perform work similar to the Services provided hereunder - - -- -- 20 BENEFITS Consultant will not be eligible for any paid benefits for federal social security, state workers' compensation, unemployment insurance, professional insurance, medical/dental, retirement PERS or fringe benefits offered by the City of Grand Terrace 21 PERS ELIGIBILITY INDEMNITY In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California f - Public Employees Retirement System ("PERS") to be eligible for enrollment in PERS as an employee of the'City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits 22 TRAVEL EXPENSES Any reimbursement expenses must be pre -authorized and shall be based upon the approved rates of the San Bernardino County Auditor - Controller 23 CONFLICT OF INTEREST Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest CMS Agreement 7-29-14 Packet P_' 86 Classification and Compensation Study for the City of Grand Terrace 6 termination is for cause, in which event Consultant need be compensated only to the extent required by law Consultant shall be entitled to payment for work satisfactorily completed to date, based on proration of the fees set forth in Exhibit "B" attached hereto Such payment will be subject to City's receipt of a close=out billing 33 GOVERNING LAW This Agreement shall be governed by and construed in --- - -- -accordance-with laws of the -State of California -In the event of litigation -between the - parhes, venue in state tnal courts shall lie exclusively in the County of San Bernardino In the event of litigation in a U S District Court, exclusive venue shall lie in the Central District of California 34 LITIGATION FEES Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including attorney's fees, to the prevailing party In awarding attorney's fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney's fees paid and/or incurred in good faith "Prevailing Party" shall mean the party that obtains a favorable and final judgment or order from a court of law described in paragraph "33 " This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties' mutual settlement, arbitration, or mediation of the dispute 35 SEVERABILITY If any provision of this agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions nevertheless will cd'ntinue in full force and effect without being impaired or invalidated in any way 36 FORCE MAJEURE The respective duties and obligations of the parties hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due 37 CORPORATE AUTHORITY The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement 38 INTEGRATED AGREEMENT This Agreement, together with Exhibits "A," "B" and "C" supersede any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein Each party to this Agreement acknowledges that no representation by any party, which is not embodied herein, nor any other agreement, statement or promise not contained in this Agreement shall be valid and banding Any modification of the Agreement shall be effective only if it is in writing and signed by all parties CMS Agreement 7-29-14 Packet Pg 88 Classification and Compensation Study for the City of Grand Terrace 8 EXHIBIT "A" - - - 1-- - Phase -One: Project Planning and -Communications - - -- --- - 1 Initiate and complete protect planning meetings with the City Manager's Office, HR, and designated department representatives regarding the study goals, work plan, and major issues Review Personnel Rules, resolutions, reclassification requests, compensation practices, and contract requirements following project initiation Analyze the City's organization structure and classification plan, including the existing class specifications Diagram the steps for the job analysis process 2 Draft study communications letter and instructions for completing position description questionnaires that account for lob changes Introduce the project goals, work plan, and timeline for the study, addressing frequently asked questions, coordinate orientation meetings with City staff and conduct two orientation sessions with City employees to provide a study overview, explain how to complete the PDQs, and address other questions 3 Meet with CityCouncil repre mark classifications for the City, accounting for agency size and organization structure, range of services, comparability of jobs, and other factors II Phase Two: Employee Interviews and Job Analysis 1 Review completed position description questionnaires and prepare follow-up 0 inquiries for interviews with employees, supervisors, and managers, use City- a provided records to verify status of received questionnaires and coordinate M interview dates and times with City staff, including 100% of employees in classifications with two or fewer employees and at least 50% of employees in positions with four or more incumbents in part-time positions N ti 2 Administer interviews with sampling of managers, supervisors, and emplovees, _ assure understanding of job functions and respond to questions concerning study E process 3 Conduct work observation of yard and field sites for designated maintenance y classifications to improve the presentation of ADA physical standards and environmental elements within the class specifications � X 1 k E E CMS Agreement 7-29-14 Packet,Pg 90 Classification and Compensation Study for the City of Grand Terrace 10 9 a V. Phase Five. Finalize Organization Design and Classification Plan and Complete Compensation Analysis - 1 - -Present new and updated draft class specifications to- City- Manager's -Office and organization design for the purpose of depicting essential functions, classification -characteristics, and qualifications guidelines, disseminate the draft -specifications to be reviewed by employees, supervisors, and managers for final comments 2 Complete market compensation analysis which factors salary and hourly rate comparisons by benchmark job classification and establish median base rates by job classification for market comparison purposes Depict City's positioning by benchmark job classification in relation to market median rates - - i VI Phase Six: Preliminary Reports and Plan Documents 1 Prepare and present Preliminary Reportcontaining study background, classification -- - - - methodology, findings, and recommendations, including the assessment for assigning jobs to pay grades and the job evaluation factors 2 Present market results and proposed salary ranaes each benchmark classification as part of the Preliminary Compensation Report, and show the City's positioning in relation to the prevailing market rate given occupational grouping Prepare Position Allocation Summary by employee name, job classification, department, and current and proposed range allocations 3 Consider comments and concerns presented by the City Manager's Office and designated management personnel and individual employees related to compensation plan and implementation options 4 Present Final Classification and Compensation Report documents to City Manager's Office and brief department heads regarding updated report recommendations Present study results to City Council 5 Briefings with department heads and staff to follow at appropriate time related to study implementation d E d co _ d a� L d _ 'L^ V O d _ d d m T _ d E d a N d d 2 N N d A- IL CMS Agreement 7-29-14 Packet,rPg 92 Classification and Compensation Study for the City of Grand Terrace 12 9 a PROJECT ORGANIZATION & KEY PERSONNEL a As the chart indicates below, Barry Newton will serve as Project Manager and Senior - - - - --- - Consultant Barry Newton will lead the planning and study presentation meetings, - participate in designated employee interviews, evaluate the job descriptions, market salary data, internal salary relationships, pay grades, -and compensation plan design, and -make recommendations for consideration by City officials, management, and represented employees Mr Newton will also be responsible for supervising and coordinating any tasks completed with the assistance of CMS employees The resumes for Mr Newton, Ms Cole, and Ms Harary, who have worked together as employees for the past 15 years, are shown on the pages that follow No independent contractors or sub -contractors are assigned to this project PROJECT WORK TEAM Barry Newton Managing Director (Project Manager/Senior Consultant) �T 4F Cindy Harary Larisa Cole Consultant Consultant b Role of Project Manager - Directs, coordinates, and participates in all project phases and tasks and coordinates work of consulting staff, acts as primary client relationship manager Role of Consultants - Participate in completion of project tasks and coordinate the collection and evaluation of information The estimated allocation of work hours on the project will be as follows Barry Newton, Project Manager 60% Cindy Harary, Consultant 20% Larisa Cole, Consultant 20% Total = 100% c Information requirements for City Staff - As noted earlier, during Phase I of the project, the Consultant will require the assistance of City Manager's Office staff in the planning and orientation session and in the review of the study results CMS Agreement 7-29-14 Packet Pg 94 Classification and Compensation Study for the City of Grand Terrace 14 LAR/S ' J COLE, CO S LTANT *" - CREATIVE MANAGEMENTmSOLUTIONS, INC. (CMS)�u� Ms Cole has acquired over 17 years of professional and technical experience' as -a public --and -private- sector - -compensation -specialist with-PacifiCare- Health -- Systems, Pacific Life Insurance Company, and CMS She has a wide range of human resources experience in administering classification, compensation, benefits, and performance appraisal programs, and incentive programs She has also worked closely with all levels of employees and management in supporting organizational pay strategies and policies She has conducted lob analyses, coordinated and conducted oral interviews, drafted and revised class specifications, and completed and administered total compensation and benefits surveys Ms Cole has researched and developed pay -for - performance plan models for public sector agencies as well as private sector incentive and recognition plans for manufacturing, health care and service industries, while _--- - - administering executive focal performance review programs. She has also conducted a range of executive compensation and total compensation studies and administered deferred compensation plans while presenting a broad range of management reports and recommendations Ms Cole has assisted CMS with -a variety of different classification, compensation, and performance evaluation programs with local governments, educational institutions, and special districts such as the Cities of Anaheim, Claremont, Corona, El Monte, Lake Forest, Mission Viejo, Rancho Cucamonga, Tustin, Whittier, and Yorba Linda, as well as Eastern Municipal Water District, Orange County Fire Authority, Santa Monica College, and the Transportation Corridor Agencies She has also served a diverse range of private sector organizations from different industries such as the California Credit Union League, Inland Empire Health Plan, Kingston Technology Company, Knox Company, Ricoh Electronics, Inc, Unified Western Grocers, and Watt Property Management She obtained her Bachelor of Science Degree in Business Administration from the University of Southern California and is currently completing coursework toward the attainment of her professional designation as a Certified Compensation Professional with the World At Work (formerly known as American Compensation) She is also a member of the Orange County Compensation and Benefits (OCCABA) t CMS Agreement 7-29-14 Packet"Pg 96 Classification and Compensation Study for the City of Grand Terrace 16 �- EXHIBIT "B" SCHEDULE OF COMPENSATION I AMOUNT -OF COMPENSATION For performing and completing all services pursuant to Exhibit "A" Scope of Services, is a total amount not to exceed Twenty One Thousand - - - —Eight Hundred Fifty ($21;850), including all telephone,- labor, —and -administrative -- - - expenses, as well as minor reproduction and material expenses There would be no travel or incidental expense being charged since CMS is a local firm The project budget is provided below Based on an analysis of the proposal, the expertise established for this project is based on 60% of the Managing Director's time and 40% of the staff consultants' time The hourly rate structure would be $150 per hour for the Managing Director and $100 per hour for the Consultants - --Direct labor and minor reproduction and material expenses by job level Total estimated work hours for project = 168 Managing Director- 60% of total hours 101 = $15,150 2 Consultants- 40% of total hours (67) _ $6,700 II BILLING At the end of each calendar month in which services are performed or expenses are incurred under this Agreement, Consultant shall submit an invoice to City at the following address City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 The invoice submitted pursuant to this paragraph shall show the 1) Purchase order number, 2) Project name/description, 3) Name and hours worked by each person who performed services during the billing t period, 4) The title/classification under which they were billed, 5) The hourly rate of pay, 6) Actual out-of-pocket expenses incurred in the performance of services, and, 7) Other such information as the City may reasonably require III METHOD OF PAYMENT. Payment to Consultant for the compensation specified in Section I, above, shall be made after the City Manager or designee determines that the - billing submitted pursuant to Section It, above, accurately reflects work satisfactorily performed City shall pay Consultant within thirty (30) days there from zi CMS Agreement 7-29-14 Packet Pg 98 Classification and Compensation Study for the City of Grand Terrace 18 $, 7Ww�z`, t ' Agency has the option to deduct any such premium from the sums due to the Consultant Insurance is to be placed with insurers authorized and admitted to write insurance in California -and with a current A M Best's rating of A- VII-or better Acceptance of - insurance from a carrier with a rating lower than A- VII is subject to approval by City's ---Risk Manager- Consultant-shall-_imm_ediatel_y advise City of any litigation that -may -affect - - these insurance policies CMS Agreement 7-29-14 ' {Packet�Pg�`100 MOVIE IN THE PARK OATURDAY,rf'OEMMER 6,r 20114 Free Popcorn Courtesy ofThe Foundation of Grand Terrace Free Water Courtesy of The Grand Terrace Area Chamber of Commerce ru ETERANS walk BENEFITING THE VETERANS WALL OF FREEDOM Everyone is welcome' Runners, Walkers, Strollers & Wheelchairs. Starts 8am at Pico Park sponsored by the 21950 Pico St, Grand Terrace, CA 92313 Grand Terrace Lions Club Motorists traveling through the Inland Empire will find it a much easier drive in approximately three years Planned improvements to a 7 5 mile stretch of Interstate 215 north of Orange Show Road in San Bernardino to just south of the 60/91 interchange will begin later this month Caltrans has partnered with San Bernardino Associated Governments, Riverside County Transportation Commission and the Federal Highway Administration, as well as local agencies to add a High Occupancy Vehicle (HOV) lane on this stretch of the freeway PROJECT FEATURES 1-215 currently has three lanes in each direction on this section of freeway The carpool (HOV) lane addition will occur by rebuilding the outside and inside freeway shoulders and restriping the lanes to allow for three general purpose lanes and the new carpool lane in each direction The BSNF railroad bridge will be demolished and three separate railroad trusses will be built, Newport Bridge will be demolished and rebuilt and Interstate 10 and the Santa Ana River Bridge will be widened ■ The California Department of Transportation (Caltrans), District 8 and Ames -Construction, -will -begin full weekend 4on September,5th to-cobstruct the BNSF freeway closures railroad bridge over interstate 215 in Grand Terrace. ■ There will be 3f'of these-fullfreeway weekend'closures o September 5t" & 6t",� n September a September 19th & 20th ',_ L 1 ■ Closures will berfrom 10 00 p m on Friday night to 12:00 noon on Saturday_ ■ Detours will be available during the closures ■ See map on reverse for detour routes Motorists traveling through the Inland Empire will find it a much easier drive in approximately three years Planned improvements to a 7 5 mile stretch of Interstate 215 north of Orange Show Road in San Bernardino to just south of the 60/91 interchange will begin later this month Caltrans has partnered with San Bernardino Associated Governments, Riverside County Transportation Commission and the Federal Highway Administration, as well as local agencies to add a High Occupancy Vehicle (HOV) lane on this stretch of the freeway PROJECT FEATURES 1-215 currently has three lanes in each direction on this section of freeway The carpool (HOV) lane addition will occur by rebuilding the outside and inside freeway shoulders and restriping the lanes to allow for three general purpose lanes and the new carpool lane in each direction The BSNF railroad bridge will be demolished and three separate railroad trusses will be built, Newport Bridge will be demolished and rebuilt and Interstate 10 and the Santa Ana River Bridge will be widened ■ The California Department of Transportation (Caltrans), District 8 and Ames-Construction/,will--begin full weekend freeway closures,on Seember�5th to construct the BNSF pt railroad bridge over Interst5te-215 in Grand -Terrace ■ There will be 3, of these_full_freeway weekend"closures. Ei September 5th & 6th September-~12; 13; &-14th A September 19th & 20th ■ Closures will be -from 10 00 p m. on Friday night to 12 00 noon on Saturday_. — C�f c / ■ Detours will be available during the closures. ■ See map on reverse for detour routes