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08/26/20144 v CITY OF GRAND TERRACE r AGENDA & STAFF REPORTS S 1 FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY' REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY ' TU ESDAY, August 26, 2014 6 00 p.m. Regular Meeting 4 COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 O- ' i��i►ia TEi�izfi , Walt Stanckiewitz, Mayor Darcy McNaboe, Councll,Member Jackie Mitchell, Council Member Sylvia Robles, Council Member Kenneth J Henderson, Interim City Manager Richard L Adams, City Attorney Deborah Harrington, Interim City Clerk ~ Cynthia A Fortune, Finance Director Sandra Molina, Community Development Director The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m A CITY OF GRAND TERRACE CITY COUNCIL AGENDA a AUGUST 26, 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 citvofgrandterrace org <http //www cityofgrandterrace orq> CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation r Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Walt Stanckiewitz ❑ ❑ ❑ Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles ❑ ❑ ❑ SPECIAL PRESENTATIONS Presentation of Proclamation recognizing the 50th Anniversary of the Grand Terrace Area Chamber of Commerce CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be 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 City of Grand Terrace Page 1 Agenda Grand Terrace City Council August 26, 2014 UNFINISHED BUSINESS None G NEW BUSINESS 4 Nutrition Program for City of Grand Terrace Child Care Center RECOMMENDATION Approve staff preparation and submission of a grant application to the State Department of Education, Division of Nutrition Services DEPARTMENT CHILD CARE SERVICES 5 Classification and Compensation Study - Establishing the Comparative Labor Market Definition RECOMMENDATION Receive and file a report on "Comparative Labor Market Definition" for the purpose of conducting a Compensation Study DEPARTMENT CITY MANAGER 6 Professional Services Agreement for Financial Auditing Services with Lance, Soil & Lunghard, LLP RECOMMENDATION Approve a Professional Services Agreement for Financial Auditing Services with Lance, Soil & Lunghard, LLP for a five-year term DEPARTMENT FINANCE H CITY MANAGER COMMUNICATIONS I CLOSED SESSION 7 Public Employee Performance Evaluation, pursuant to Government Code Section 54957(b)(1) Title Interim City Manager 8 Public Employment, pursuant to Government Code Section 54957(b)(1) Title City Manager ADJOURN The Next Regular City Council Meeting will be held on Tuesday, September 9, 2014 at 6 00 p m Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace Page 3 O CITY OF GRAND TERRACE «f?CC�5tirCITY COUNCIL b MINUTES • AUGUST 12, 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 was led by Pastor Andy McCrae, from Azure Hills Seventh-Day Adventist Church Pledge of Allegiance was led by Council Member McNaboe 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 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 Steve Dorsey San Bernardino County Sheriffs Department Present SPECIAL PRESENTATIONS San Bernardino Sheriffs Department Commander's Awards to David Lemus of Perris and Mike Moravec of Fontana Captain Steve Dorsey presented the Commander's Awards to David Lemus and Mike Moravec for their assistance provided to Deputy Ortiz in subduing an individual in Grand Terrace Members of the City Council expressed their appreciation to both David Lemus and Mike Moravec for taking an active role in assisting Deputy Ortiz, without regard for their own safety, and allowing the City Council to personally express their gratitude Presentation by Caltrans regarding 1-215 Freeway Railroad Bridge Project Terry Kasinga, Caltrans Public Relations Officer, introduced the team of individuals from Caltrans, SANBAG and Stinger Corporation working on the 1-215 Freeway and Railroad Bridge Alignment Project A PowerPoint presentation was displayed showing how the railroad trusses would be constructed off -site and moved into their final locations with the least amount of impact to freeway drivers and the community A video is currently at headquarters for approval and will be made available to Grand Terrace upon official release ea m ea _ m _ 0 A 0 0 <0 0 N N a 0 HN m _ m �o 0. m v 0 a to 4) 2 City of Grand Terrace Page 1 Packet Pg 4 Minutes Grand Terrace City Council 2 Y August 12, 20,14 George Saunders, resident, expressed his concern regarding the quantity of storm water runoff that occurred on August 4th The high volume of water affects many properties along Pico, Mt Vernon and Y Franklin streets He asked the City to address the issues of storm water runoff CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Mitchell noted the major events that occurred with the Storm Event on August 4th She expressed her appreciation to City Manager Henderson for his active involvement in resolving downed trees and drain cleanouts She noted the actions of other individuals that assisted in the clean up Council Member Sylvia Robles Council Member Robles requested a report addressing the Storm preparation and storm water runoff issues and what can be done in the future to address similar storm events She remarked about hearing positive comments regarding Grand Terrace at a recent baseball game she attended Council Member Darcy McNaboe Council Member McNaboe noted the State is restricting the use of ground water, recharging of ground water and how it is measured She noted the local agencies have been addressing the use of ground - ---water-pumping-and-recharging-for-some time Council Member McNaboe noted her observations of community volunteerism and ceremonies for the youth Mayor Walt Stanckiewitz Mayor Stanckiewitz noted on July 315t the community lost a long time resident, Roy Breyer, and stated he would like to adjourn the meeting in his honor x 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 (d) Applicants comments (applicant not limited to 3 minutes) (b) Written communication (e) Oral - favor and opposition (speakers limited to 3 minutes) (c) City Council/staff comments (f) Public Hearing closed 5 Hearing for the Placement of Assessments for Delinquent Rental Inspection Program Fees on Properties Located in the City Mayor Stanckiewitz opened the public hearing at 7 10 p m Community Development Director Molina provided a staff report on the Non -Owner Occupied/Rental Property Program which consists of 400 properties The City is conducting the hearing to recover delinquent annual inspection fees by owners of rental property through the placement of a tax lien procedure Although it is not determined whether the properties are signed up for trash service, each - property is inspected to ensure minimum housing quality standards are being maintained t Y Interim City Clerk Harrington noted no written comments were received by the City 0 z City of Grand Terrace Page 3 Packet Pg 6 r' 2 - Minutes Grand Terrace City Council August 12, 2014 r 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 AND 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 RESULT APPROVED [3 TO 1] MOVER Jackie Mitchell, Council Member SECONDER Sylvia Robles, Council Member AYES Walt Stanckiewitz, Jackie Mitchell, Sylvia Robles NAYS Darcy McNaboe NEW BUSINESS 8 Professional Services Agreement Between the City of Grand Terrace and Flint Strategies Interim Assistant City Manager Wong provided a staff report on hiring a consultant to conduct a Planning, Building and Engineering/Public Works Fee Study, the conducting of a Nexus Study and the development of a Communications Plan in an amount not -to -exceed $19,500 This would also include a website upgrade and implementation plan The current fee study was last conducted in 2008 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 NOT -TO -EXCEED $19,500 RESULT APPROVED [UNANIMOUS] MOVER Walt Stanckiewitz, Mayor SECONDER- Sylvia Robles, Council Member ` AYES, Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles Professional Services Agreement Between the City of Grand Terrace and Creative Management Solutions Interim Assistant City Manager Wong provided a staff report on the hiring of a consultant to conduct a Classification and Compensation Study in an amount not -to -exceed $21,850 The last study conducted in the City was 2009 Ms Wong explained there are two elements to the Study, first establishing accurate job classifications and the second to establish a base compensation If approved, the consultant will meet with the City Council to determine a relative comparative labor market for the study 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 0 City of Grand Terrace Page 5 Packet Pg 8 ,l MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT August 26, 2014 Council & Successor Agency Item Check Register No 07312014 Cynthia Fortune, Finance Director Approve Check Register 07312014 for the month ending July 31, 2014 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Fiscal Our Viability", through the continuous monitoring of expenditure budgets, allocations and operational costs BACKGROUND The check register for the period ending July 31, 2014 has been prepared in accordance with Government Code §37202 and is hereby submitted for the City Council's approval On May 13, 2014, City Council approved the City's Fiscal Policies, which included Policy 2 01 — Accounts Payable Policy 2 01 states that a "check register will be prepared by the Finance Department and submitted to City Council for review and approval on a monthly basis during a regularly scheduled City Council meeting The check register will list all vendor payments for(the preceding month along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment " Check Register No 07312014 lists all payments made to vendors during the month of July The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and CRA Successor Agency Expenditure account number formats are XX-XXX-XXX [Fund - Department -Account] Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact A total of $546,489 34 in accounts payable checks were issued during the period for services, reimbursements, supplies and contracts and are detailed in the attached check register Pavments laraer than $10.000 Check No Payee Description Amount 70563 S B County Sheriff July Law Enforcement Services & $146,842 50 CAL ID Assessment Fee (2014-15 Packefft 10 City of Grand Terrace Check Register Index FD No Fund Name 09 CHILD CARE FUND 10 GENERALFUND 11 STREET FUND 12 STORM DRAIN FUND 13 PARKFUND 14 AB 3229 COPS FUND 15 AIR QUALITY IMPROVEMENT FUND 16 GAS TAX FUND 17 TRAFFIC SAFETY FUND/ TDA FUND 19 FACILITIES DEVELOPMENT FUND 20 MEASUREIFUND 21 WASTE WATER DISPOSAL FUND 22 COMMUNITY DEV BLOCK GRANT 26 LSCPG/ LGHTG ASSESSMENT DIST 44 BIKE LANE CAPITAL FUND 46 STREET IMPROVEMENT PROJECTS 47 BARTON RD BRIDGE PROJECT 48 CAPITAL PROJECTS FUND 32 CRA-CAPITAL PROJECTS FUND 33 CRA-DEBT SERVICE FUND 34 CRA-LOW & MOD HOUSING Dept No Department Name/Cost Center 110 CITY COUNCIL 120 CITY MANAGER 125 CITY CLERK"' 140 FINANCE 160 CITY ATTORNEY 172 BUILDING & SAFETY 175 PUBLIC WORKS 180 COMMUNITY EVENTS 185 RENTAL INSPECTION PROGRAM 187 ENFORCEMENT PROGRAM 190 GENERAL GOVERNMENT (NON-DEPT) 195 FACILITIES MAINTENANCE 370 COMMUNITY & ECONOMIC DEV 380 MGT INFORMATION SYSTEMS 410 LAW ENFORCEMENT 430 RECREATION SERVICES 440 CHILD CARE 450 PARKS MAINTENANCE 510 STREET & SIGNAL LIGHTING 600 WEST SIDE PARK 601 TRACT 14471 PICO & ORIOLE 602 FORREST CITY PHASE II 631 STORM DRAIN MAINTENANCE 801 PLANNING COMMISSION 802 CRIME PREVENTION UNIT 804 HISTORICAL & CULTURAL COMM 805 SENIOR CITIZENS PROGRAM 807 PARKS & REC COMMITTEE 808 EMERGENCY OPERATIONS PROG Acct No General Account Numbers 110 SALARIES/WAGES 139 EMPLOYEES' BENEFIT PLAN 140 RETIREMENT 142 HEALTH/LIFE INSURANCE 143 WORKERS' COMPENSATION 138/141 MEDICARE / SUI 210 OFFICE EXPENSE 218-219 NON -CAPITAL FURN/SMALL TOOLS 220 SPECIAL DEPARTMENTAL EXP 230 ADVERTISING 235 COMMUNICATIONS 238-239 UTILITIES 240-242 RENTS & LEASES 245-246 MAINT BLDG GRNDS EQUIPMNT 250-251 PROFESSIONAL SERVICES 255-256 CONTRACTUAL SERVICES 260 INSURANCE & SURETY BONDS 265 MEMBERSHIPS & DUES 268 TRAINING 270 TRAVEUCONFERENCES/MTGS 272 FUEL & VEHICLE MAINTENANCE 570 WASTEWATER TREATMENT 33-300 DEBT SERVICE 7XX FACILITIES IMPRV (NO CIP) 700 COMPUTER -RELATED 701 VEHICLES & EQUIPMENT Attachment Check Register Account Index (1480 Check Register No 07142014) City of Ghand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70555 07/02/2014 005400 OFFICE DEPOT 717792457001 06/26/2014 COPY PAPER E 10-190-212-000-000 ' - 61819 717858654001 06/26/2014 CITY HALL KITCHEN SUPPLIES E 10-190-220-000-000 10577 72396 70556 07/02/2014 005586 PETTY CASH 06302014 06/30/2014 REPLENISH C CARE PETTY CASH E 09-440-220-000-000 4 17 E 09-440-221-000-000 87 51 E 09-440-223-000-000 13364 E 09-440-228-000-000 7706 30238 70557 07/02/2014 007987 XEROX CORPORATION 074760016 07/01/2014 JUN WC7556P XEROX COPIER E 10-190-212-000-000 - 7277 E 10-190-700-000-000 28331 35608 70558 07/02/2014 001213 AT & T JUNMUL 2014 06/14/2014 JUNMUL PHONES & INTERNET SRVS E 09-440-235-000-000 10782 E 10-190-235-000-000 53055 63837 70559 07/02/2014 010996 CA PUB EMPLOYEES' 1457 06/17/2014 JUL PERS HEALTH INSURANCE RET SYSTEM m E 09-440-142-000-000 2,00725 B 10-022-61-00 1,411 89 ' �•° E 10-120-142-000-000 59326 E 10-140-142-000-000 31245 w a Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) r � s City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70564 07/05/2014 002910 GRAND TERRACE LIONS 20122016 CLUB E 09-440-241-000-000 70567 07/08/2014 011030 HAMEL CONTRACTING APPLICATION # 9 INC E 48-600-325-005-000 70568 07/08/2014 011199 PRUDENTIAL MUNICIPAL' JUNE 2014 POOL E 09-440-142-000-000 B 10-022-66-00 E 10-120-142-000-000 E 10-140-142-000-000 E 10-175-142-000-000 E 10-185-142-000-000 E 10-370-142-000-000 E 10-450-142-000-000 E 10-625-142-000-000 E 16-175-142-000-000 E 21-175-142-000-000 E 21-625-142-000-000 E 32-200-142-000-000 06/01/2014 COMMUNITY CNTR LEASE- 01/01/14- 06/30/14 4,00000 05/30/2014 MAY CONSTRUCTON-GT FITNESS PARK 62,389 68 06/01/2014 JUN EAP, LIFE, AD&D, DEPLIFE, STD & LTD 15578 49672 578 595 1049 11 65 1465 633 276 1627 580 1 18 566 146,842 50 4,00000 62,389 68 73902 70569 07/10/2014 011304 ACCENT GRAPHICS & 14-0137 07/02/2014 BUSINESS CARDS PHILLIPS & SCOTT DESIGN ` E 09-440-223-000-000 3240 w i Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) City of Grand Terrace "} Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total E 09-440-245-000-000 1910 E 10-195-245-000-000 3288 E 10-450-245-000-000 1293 r 70575 07/10/2014 006531 S B COUNTY SHERIFF 2014-05-29-10411002 05/29/2014 LAW ENFORCEMENT SERVICES OVERTIME E 10-410-250-000-000 22,186 85 70576 07/10/2014 006720 SO CA EDISON COMPANY JUN 2014 70577 07/10/2014 010712 TASO TECH, INC 70578 07/10/2014 007854 WESTERN EXTERMINATORS CO to .' 70579 07/10/2014 011256 WILLDAN FINANCIAL '° SERVICES cc j E 09-440-238-000-000 E 10-190-238-000-000 E 10-450-238-000-000 E 10-805-238-000-000 E 16-510-238-000-000 1595 E 10-380-701-000-000 2314799 E 10-195-245-000-000 E 10-805-245-000-000 010-24894 E 10-140-250-000-000 06/30/2014 JUN UTILITIES 05/27/2014 IT SERVICES 06/30/2014 JUN PEST CONTROL SERVICES 2953 22,186 85 1 95056 2728 4315 1,63247 23801 3 891 47 73500 73500 07/01/2014 JUN FINANCE DEPARTMENT SERVICES Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) 9800 3800 25,946 00 13600 1 i City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70586 07/16/2014 002710 FOX OCCUPATIONAL MEDICAL CT 70587 07/16/2014 011216 JONES & MAYER 70588 07/16/2014 011267 LAGERLOF, SENECAL, GOSNEY 70589 07/16/2014 010097 NEXTEL COMMUNICATIONS A k� N 0 68679-52356 _ s4 E 09-440-228-000-000 68378 E 10-160-250-000-000 68380 E 32-200-251-000-000 66467 E 10-160-250-000-000 68381 E 10-160-250-000-000 07/01/2014 C CARE PRE -EMPLOYMENT PHYSCALS 06/30/2014 CITY ATTORNEY RETAINER 11800 5,16700 06/30/2014 JUN CITY ATTORNEY SRVS SUC AGEN 3,14500 06/30/2014 JUN CITY ATTORNEY LEGAL SERVICES 25900 06/30/2014 JUN CTY ATTORNEY RTNR DETAIL " 3700 68379 06/30/2014 JUN CITY ATTORNEY LEGAL SERVICES E 10-160-250-000-000 3700 49651 07/11/2014 JUN LEGAL SERVICES FOR WASTEWATER ISSUES E 21-175-250-000-000 2,95000 410575025-142 06/24/2014 CELL PHONES FOR MAINT, CODE & C CARE E 09-440-235-000-000 2000 E 10-175-240-000-000 181 83 Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) 11800 8 645 00 2,95000 201 83 W Cr City of Grand Terrace - Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70591 07/16/2014 006510 S B COUNTY INFORMATION 70592 07/16/2014 010664 SHELL FLEET MANAGEMENT 16694 E 10-175-240-000-000 S 8000209687407 E 10-175-272-000-000 70593 07/16/2014 011284 SIEMENS INDUSTRY, INC 5610002492 E 16-510-255-000-000 5620001876 E 16-510-255-000-000 06/30/2014 JUN PAGER ACCESS 06/09/2014 JUN 2014 VEHICLE FUEL 06/26/2014 APR TRAFFIC SIGNAL MAINTENANCE 900 900 11928 11928 70200 06/26/2014 TRAFFIC SIGNAL MAINT , QUICK NET & RESPONSE CALLS 50459 1,206 59 70594 07/16/2014 006720 SO CA EDISON COMPANY JUN 2014 07/09/2014 JUN UTILITIES E 16-510-238-000-000 E 26-600-238-000-000 E 26-601-238-000-000 E 26-602-238-000-000 70595 07/16/2014 006730 SO CA GAS COMPANY JUN 2014 GAS 06/30/2014 JUN NATURAL GAS USAGE E 09-440-238-000-000 E 10-190-238-000-000 E 10-805-238-000-000 cc JUN 2014 06/27/2014 JUN GAS N N Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) 5 607 86 4980 41 50 5810 5,75726 5088 14574_ 10313 d N w U City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70601 07/16/2014 001213 AT & T 70602 07/16/2014 010218 CHEVRON & TEXACO CARD SERVICES 70603 07/16/2014 011061 EZ SUNNYDAY LANDSCAPE 70605 07/16/2014 010181 GOPHER PATROL 70606 07/16/2014 010632 HIGH TECH SECURITY SYSTEMS JUL 2014 E 09-440-235-000-000 E 10-190-235-000-000 E 10-450-235-000-000' E 10-805-235-000-000 E 10-808-235-000-000 41715701 E 10-175-272-000-000 E 10-185-272-000-000 07/01/2014 JUL UTILITIES 07/06/2014 JUNMUL VEHICLE FUEL 62588 61380 7088 29007 12986 451 88 3763 5734 " 06/19/2014 REMOVAL OF ONE PINE TREE WITH STUMP ✓ E 09-440-709-000-000 1,17500 98514 E 10-450-245-000-000 108591 E 10-195-247-000-000 E 10-450-246-000-000 108893 E 10-195-247-000-000 E 10-450-246-000-000 07/01/2014 JUL GOPHER REMOVAL SERVICES 06/03/2014 JUL SECURITY CAMERA MONITORING & REPAIRS 2000 6000 07/03/2014 AUG SECURITY CAMERA MONITORING & REPAIRS 2000 6000 Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) 1,73049 48951 1,17500 90000 16000 W Cr City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70611 07/22/2014 011306 FLINT STRATEGIES 20-2455 07/15/2014 VISIONING CONSULTANT E 10-190-280-000-000 _ 2 000 00 70613 07/23/2014 011327 LEAGUE OF CALIFORNIA LCC-07242014 07/24/2014 LEAGUE OF CA CITIES DINNER-STANCKIEWITZ CITIES E 10-110-270-000-000 4000 70614 07/23/2014 011143 ALBERT A WEBB ASSOCIATES 70615 07/23/2014 001713 CA DEPT OF TRANSPORTATION 70616 07/23/2014 011282 KOSMONT & ASSOCIATES, INC 70617 07/23/2014 010864 MATT WIRZ N o� 142779 E 48-600-325-003-000 SL141116 E 16-510-238-000-000 0002 E 32-370-250-000-000 MAY 2014 E 10-370-210-000-000 06/28/2014 JUN GT FITNESS PARK PROF SRVS 2,00000 4000 2,49700 2,49700 07/15/2014 APR-JUN 1-215 RAMPS ENERGY & MAINT 26889 07/11/2014 JUN PROFESSIONAL SERVICES 05/27/2014 602793 PROFESSIONAL PRESENTER 26889 2,30750 2,30750 6927 6927 w a- UAttachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No - Paid Total 70622 07/23/2014 010866 CIVIC PLUS 148393 07/01/2014 WEBSITE HOSTING AND MAINTENANCE E 10-125-250-000-000 2,13828 2,13828 70623 07/23/2014 003213 HONEYWELL ACS 5229739712 07/11/2014 1ST QTR HVAC MAINT & REPAIR SERVICE E 10-195-257-000-000 6,09275 6,09275 70624 07/23/2014 005400 OFFICE DEPOT 719680173001 07/10/2014 OFFICE SUPPLIES FOR CHILD CARE E 09-440-228-000-000 42751 720000454001 07/15/2014 OFFICE SUPPLIES FOR CHILD CARE E 09-440-228-000-000 39534 719767033001 07/11/2014 OFFICE SUPPLIES E 10-120-210-000-000 24855 718244875001 06/30/2014 OFFICE SUPPLIES FOR CHILD CARE E 09-440-228-000-000 6930 719680934001 07/10/2014 OFFICE SUPPLIES FOR CHILD CARE E 09-440-228-000-000 6478 720859084001 07/17/2014 OFFICE SUPPLIES E 10-125-210-000-000 6221 720757688001 07/17/2014 OFFICE SUPPLIES E 10-120-210-000-000 3423 0 720757981001 07/17/2014 OFFICE SUPPLIES X E 10-120-210-000-000 2479 1,32671 v cQ w N 00 c Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) t 1 City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70629 07/23/2014 011300 THE COMPUTERIZED EMBROIDERY CO 70630 07/23/2014 011110 TIME WARNER CABLE 70631 07/30/2014 010293 AVAYA, INC 70632 07/30/2014 010097 NEXTEL COMMUNICATIONS 70633 07/30/2014 006341 ROSENOW SPEVACEK GROUP INC 18545 07/14/2014 MAINTENANCE UNIFORM HATS E 10-175-218-000-000 8424 8448 3825 07/24/2014 JUNMUL SR CTR CABLE/INTERNET SRV E 10-805-238-000-000 11782 8424 11782 2733084183 05/10/2014 MAY/JUN PHONE & VOICEMAIL MAINT E 10-190-246-000-000 18346 18346 410575025-143 07/24/2014 JUNMUL CELL PHONES FOR MAINT CODE & C CARE E 09-440-235-000-000 2000 E 10-175-240-000-000 20495 22495 0030094 06/30/2014 JUN PROPERTY TAX CONSULTING SERVICES E 10-190-250-000-000 401 25 40125 70634 07/30/2014 011284 SIEMENS INDUSTRY, INC 5620001166 06/23/2014 TRAFFIC SIGNAL MAINT, QUICK NET & RESPONSE CALLS v E 16-510-255-000-000 1,07227 r° 1,07227 'd � w W c- 0 Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70640 07/30/2014 001810 CITY NEWSPAPER GROUP 70641 07/30/2014 011061 EZ SUNNYDAY LANDSCAPE 20551 E 10-125-230-000-000 20576 E 10-125-230-000-000 20575 E 10-125-230-000-000 5990 E 09-440-245-000-000 ,r 70642 07/30/2014 002727 J R FREEMAN COMPANY 533212-0 E 10-125-210-000-000 70643 07/30/2014 011298 MAILFINANCE INC ` N4776659 E 10-190-211-000-000 07/07/2014 ADVERTISING PUBLICATION 21044 07/08/2014 NEWSPAPER ELECTION NOTICES -SPAN 4209 07/08/2014 NEWSPAPER ELECTION NOTICES-ENG 3561 07/21/2014 LAWN SERVICE FOR THE CHILD CARE FACILITY 10000 07/08/2014 OFFICE SUPPLIES 10044 07/02/2014 JUL-NOV POSTAGE MACHINE LEASE 55200 70644 07/30/2014 011092 METLIFE-GROUP AUG 2014 07/15/2014 AUG EAP, LIFE,AD&D,DEP LIFE,STD&LTD BENEFITS B 10-022-61-00 44522 T n - '0 w N Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) 28814 10000 10044 55200 44522 w Cr City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70651 07/30/2014 011251 TYCO INTEGRATED SECURITY LLC 70652 07/31/2014 011296 CALPERS 457 PLAN 70653 07/31/2014 011296 CALPERS 457 PLAN 70654 07/31/2014 010144 MICHAEL CRUZ 70655 07/31/2014 010070 KEVIN HOWARD BEARDSLEY A- -o m w .p 4070805603 07/08/2014 C CARE SUPPLIES, LUNCHES & SNACKS E 09-440-228-000-000 23277 r� 4070105749 07/01/2014 C CARE SUPPLIES, LUNCHES&SNACKS E 09-440-228-000-000 6261 22096837 06/07/2014 1ST QTR C CARE ALARM MONITORING E 09-440-247-000-000 37500 PR END 06/20/14 ADJ 06/20/2014 PR END 06/20/14 CONTRIBUTIONS/ADJ B 10-022-63-00 96716 PR END 06/20/2014 06/20/2014 PR END 06/20/2014 CONTRIBUTIONS/LOANS B 10-022-63-00 73770 B 10-022-64-00 27379 06302014 E 10-175-210-000-000 034-14 E 10-125-250-000-000 06/30/2014 REPLENISH C CARE PETTY CASH 07129/2014 APR-JUN COUNCIL VIDEO SERVICES 667 1,21910 37500 96716 1,01149 667 30000 w a UAttachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) City of Grand Terrace Check History Listing July 1, 2014 - July 31, 2014 Check Check Vendor Invoice No / Invoice Date Amount Check No Date Account No Paid Total 70660 07/31/2014 011296 CALPERS 457 PLAN PR END 07/18/14 07/18/2014 PR END 07/18/14 CONTRIBUTIONS/LOANS B 10-022-63-00 73770 B 10-022-64-00 - 27419 1,011 89 70661 07/31/2014 011296 CALPERS 457 PLAN PR END 07/18/14 ADJ 07/18/2014 PR END 07/18/14 CONTRIBUTIONS/ADJ B 10-022-63-00 95414 95414 70662 07/31/2014 010070 KEVIN HOWARD 034-14A 07/28/2014 JUL COUNCIL MEETING VIDEO SERVICES BEARDSLEY E 10-125-250-000-000 5000 5000 70663 07/31/2014 011175 SYLVIA ROBLES JUL 2014 07/31/2014 JUL HEALTH INS REIM-ROBLES E 10-110-142-000-000 39550 39550 GRAND TOTAL 546,489 34 �c m w w rn a Attachment Check Register No 07312014 [Revision 1] (1480 Check Register No 07142014) O F _1 MEETING DATE TITLE AGENDA REPORT August 26, 2014 Council Item Nutrition Program for City of Grand Terrace Child Care Center PRESENTED BY Linda Phillips, Director of Child Care Services RECOMMENDATION Approve staff preparation and submission of a grant application to the State Department of Education, Division of Nutrition Services 2030 VISION STATEMENT This staff report supports Goal #1 to "Ensure our Fiscal Viability" by identifying additional revenue sources and exploring creative means to provide services, and, Goal #4 to "Develop and Implement Successful Partnerships" by working collaboratively with community groups and private and public sector agencies to facilitate the delivery of services benefiting youth, seniors and our community BACKGROUND The Grand Terrace Child Care Services Department is seeking an ongoing grant from Y the Division of Nutrition Services, Department of Education Child and Adult Care Food Program, to help subsidize the cost of food and services This grant will carry over from year to year as long as the Center is in compliance The Child and Adult Care Food Program is a federal and state funded program that provides financial aid to child care centers, adult day centers and day care homes to assist in providing nutritious, well- balanced meals, and developing healthy eating habits for children DISCUSSION If approved by the Division of Nutrition Services, the Child Care Services Department would receive an annual grant of approximately $160,000 The grant would allow Child Care Services to provide breakfast, lunch and an afternoon snack that meets the nutritional state standards for children 6 weeks old to 12 years old At present, Child Care Services only provides two snacks per day to client children The nutrition program will help the Center provide our children with well balanced meals and healthy eating styles that should last a life time The nutrition program would also fund a full time cook position, and allow administrative costs of implementing the grant to be off -set by the grant award FISCAL IMPACT L Packet Pg 37 ice' 'ffo.. Jt 1,1EETI1JG TITLE AGENDA REPORT August 26, 2014 Council Item Classification and Compensation Study - Establishing the Comparative Labor Market Definition PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION Receive and file a report on "Comparative Labor Market Definition" for the purpose of conducting a Compensation Studv 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 On August 12, 2014, City Council approved an agreement between the City of Grand Terrace and Creative Management Solutions to conduct a Classification and Compensation Study On August 13, 2014, Barry Newton, of Creative Management Solutions, kicked off this study by meeting with key staff to review the project goals, work plan and the timeline for the Study In addition, the Consultant provided two (2) employee orientation sessions with City employees to provide a study overview, explain how to complete the Position Description Questionnaire (PDQ) and address other questions DISCUSSION As part of the Classification and Compensation Study, Creative Management Solutions will provide a presentation to summarize the process and methodology used to conduct this Study, and, will discuss, and recommend, a labor market definition and market benchmark classifications for the City, accounting for agency size and organization structure, range of services, comparability of jobs and other factors FISCAL IMPACT N/A Packet Pg 39 0 10Y'Ir MEETING DATE TITLE PRESENTED BY AGENDA REPORT August 26, 2014 Council & Successor Agency Item Professional Services Agreement for Financial Auditing Services with Lance, Soll & Lunghard, LLP Cynthia Fortune, Finance Director RECOMMENDATION Approve a Professional Services Agreement for Financial Auditing Services with Lance, Soll & Lunghard, LLP for a five-year term 2030 VISION STATEMENT This staff report supports City Council Goal #1, "Ensuring Our Fiscal Viability" through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations BACKGROUND The City has utilized the same firm (Rogers, Anderson, Malody & Scott, LLP) for its financial auditing services and financial statement preparation since Fiscal Year (FY) 2002-03 Since it is a recognized financial "best practice" to change auditors at least every five years, staff issued a Request for Proposals (RFP) for financial auditing services on June 3, 2014 In response to the RFP, the City received four proposals from the following firms by the submittal deadline of July 7, 2014 • Eadie & Payne, LLP • Lance, Soll & Lunghard, LLP • Mayer, Hoffman McCann, PC • Van Lant & Fankhanel, LLP As specified in the RFP, staff evaluated each proposal based on ten criteria, as follows 1 The audit firm is independent and licensed to practice in California 2 The firm has no conflict of interest with regard to any of the work performed for the City 3 The firm adhered to the instructions in the RFP for preparing and submitting its proposal 4 The firm submitted a copy of its last external quality control review report and has a record of quality audit work 5 The firm's past experience and performance on comparable government engagements Packet-Pg 41 ' 6 , Staff devoted to governmental clients consists of 3 partners, 1 senior manager, 4 f managers, 2 supervisors, 8 seniors and 12 staff auditors Professional staff devoted to the Grand Terrace engagement will include a partner, a concurring partner, an audit manager, an audit senior and one to two staff auditors LSL has an extensive listing of municipal clients, as provided in its technical proposal (Exhibit "B"), including a number of clients in the Inland Region References checked for LSL were positive and staff's prior experience with LSL in other agencies has been very favorable As discussed in the Background section of this staff report, when contracts are awarded for professional services, they are based on a variety of factors, including qualifications, experience and services, with pricing being a factor but not the sole determinant, in contrast to a formal bid process Pricing of the audit services proposals was factored into the overall scoring but was one of ten evaluation criteria utilized in the scoring Nonetheless, due to the importance of cost considerations, the following tables present the pricing information from all four proposals that were received The first table excludes preparation of the Single Audit Report, while the second table includes preparation of this report The City is currently not required to submit a Single Audit Report due to the limited grant funds that are received It is not likely that the City will -- - be -required to submit -a Single Audit Report in the foreseeable future, nevertheless, this pricing is presented for informational purposes Audit Services Proposals Note Fiscal Years shown in tables are periods to be audited r` Corresponding fees will be incurred the following fiscal year (Excluding Single Audit Report) Firm 2013-14 2014-15 2015-16 2016-17 2017-18 5- r Total 5- r Avg VLF $23,100 $23,100 $23,100 $23,900 $23,900 $117,100 $23,420 LSL $26,350 $27,140 $27,960 $28,800 $29,670 $139,920 $27,984 MHM $28,500 $29,214 $29,945 $30,694 $31,461 $149,814 $29,963 E&P $31,150 $31,435 $30,500 $30,500 $30,500 $154,085 $30,817 (Including Singe Audit Report) Firm 2013-14 2014-15 2015-16 2016-17 2017-18 5-yr Total 5-yr Avg VLF $25,500 $25,500 $25,500 $26,400 $26,400 $129,300 $25,860 LSL $29,530 $30,420 $31,340 $32,280 $33,250 $156,820 $31,364 MHM $31,000 $31,777 $32,572 $33,387 $34,221 $162,957 $32,591 E&P $31,150 $36,435 $35,500 $35,500 $35,500 $174,085 $34,817 FISCAL IMPACT The audit services fees paid to the City's current auditor (Rogers, Anderson, Malody & Scott, LLP) for the FY 2012-13 audit were $19,400 It was anticipated that these fees would increase through a new competitive selection process and $28,000 was included for financial auditing services in the FY 2014-15 Adopted Budget, allocated as follows 4 Packet Pg 43 AGREEMENT FOR PROFESSIONAL SERVICES Financial Auditing Services THIS AGREEMENT ("Agreenenf')`is made as of this 2e day of August, 2014 by and between the City of Grand Terrace ("City") ,and Lance, Sol) & Lunghard, LLP ("Auditor") AUDITOR'S SERVICES` Auditor agrees to perform during the term of this Agreement, the tasks, obligations, and services set, forth in the Request for Proposals (RFP) document dated June 3, 2014, attached to and incorporated into this Agreement as Exhibit "A" and Auditor's 'Proposal in response to said RFP dated July 7, 2014, attached to and incorporated into this Agreement as Exhibit "B" N 2 TERM OF AGREEMENT The term of this Agreement shall, be from the date executed and shall end with the completion of all deliverables related to the audit for Fiscal Year 2617-18, unless extended by a supplemental agreement d 3 FAMILIARITY WITH WORK By execution of this Agreement, Auditor 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 d Auditor pursuant to the terms of this Agreement, the compensation set forth in a the "Audit Work Cost Proposal" attached to and incorporated into this Agreement a as Exhibit "C" The fees for services shall not exceed the amounts shown in Exhibit "C" for each fiscal year Invoices shall be submitted for work completed on a progress billing basis, to the City's Finance Director Upon verification that d the invoice accurately reflects the work performed, the City shall pay Auditor within thirty (36) days therefrom o N 5 TIME FOR PERFORMANCE Auditor shall not perform any work under this c Agreement until (a) Auditor furnishes proof of insurance as required under a Paragraph "8" of this Agreement All services required by Auditor under this = Page 1 of 7 4 a Packet Pg 45 11 ASSIGNMENT This Agreement^is for the specific services with Auditor as set forth herein Any attempt by Auditor to assign the benefits or burdens of this Agreement without written approval of City isprohibited and shall be null and void, except that Auditor may assign payments due under ,this Agreement to a financial institution 12 STANDARD Auditor agrees that the services, to be rendered pursuant to this Agreement shall be performed In= accordance with then standards customarily provided by an experienced and competent professional organization rendering the same or similar services Auditor shall re -perform any of said services, which are not in conformity with standards as determined by the City 13 CONFIDENTIALITY Employees of Auditor in the course of their duties may , have access to financial, accounting, statistical, and personnel data of private ° individuals and employees of City Auditor covenants -that -all data, documents, discussion, or other information developed or received by Auditor or provided for performance of this Agreement are deemed `confidential and shall not be disclosed by Auditor without written authorization by City City shall grant such d authorization if disclosure ►s ,required by law All City data shall be returned to City upon the termination of this Agreement Auditor's ,covenant `under -this cn Section shall survive the termination of this Agreement co J 14 RECORDS AND INSPECTIONS Auditor steall maintain full and accurate this Agreement I a records with respect to all services and matters covered under City shall have free access at all reasonable times to such records, and the right n to examine and audit the same and to make transcripts therefrom, and to inspect = all program data, documents, proceedings and activities Auditor shall maintain an up-to-date list of key personnel and telephone numbers for emergency a' contact after normal business hours 15 OWNERSHIP OF AUDITOR'S WORK PRODUCT Reports prepared by the cc Auditor on behalf of the City (such as the Comprehensive Annual Financial Li Report, State Controllers Report, Street Report and Single Audit Report) shall = be and remain the property of the City Auditors work papers and other data E and analysis developed and utilized by the Auditor in the performance of its duties under this Agreement shall be and remain the property`of the Auditor a 16 NOTICES All notices given or required to be given pursuant to this Agreement N shall be in writing and may be given by personal delivery or'by mail Notice sent by mail shall be addressed as follows. "o 7v p City Finance Director U) City of Grand Terrace 4 22795 Barton Road a Grand Terrace, CA 92313 r � d Page 3 of 7 a Packet Pg 47 22 TRAVEL/EXPENSES All travel expenses and other out-of-pocket expenses incurred by Auditor's staff in the execution of this Agreement are incorporated in the Audit Work Cost Proposal (Exhibit "C") and will not be separately charged to City Any other expenses for which Auditor is, seeking reimbursement from the City must be pre-authonzed by the City's Finance Director 23 CONFLICT OF INTEREST Auditor agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Auditor,shall comply with all applicable federal, state and county laws and regulations governing conflict of interest 24 ECONOMIC INTEREST STATEMENT Auditor hereby acknowledges that N pursuant to Government Code Section 87300 and the Conflict of Interest Code c adopted by City hereunder, Auditor is designated in said Conflict of Interest Code a` 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 co the commencement of work = 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Auditor 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, Auditor 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 Auditor will take affirmative action to ensure, that subcontfactors 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, of sexual orientation 27 AUDIT OR EXAMINATION Auditor shall keep all records of compensation 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 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 E ~ w-ems Page 5of7 Q Packet Pg 49 J . i ) to the foregoing which are beyond the control of the party from whom the affected performance was due 37 INTEGRATED AGREEMENT This Agreement, together with Exhibits "A," "B", "C" and "D" 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 binding Any modification of the Agreement shall be effective only if it is in writing and signed by all parties Dated Dated APPROVED AS TO FORM Richard L Adams 11 , City Attorney ATTEST "CITY' Walt Stanckiewitz Mayor "AUDITOR" 3 By IZZ� - and K Kikuchi, CPA Partner Deborah Harrington, Interim City Clerk d E s Page 7 of 7 a Packet Pg 51 EXHIBIT "A" City of Grand Terrace Request for Proposals for Financial Auditing Services Release Date June 3, 2014 Proposal Submittal Due Date July 7, 2014 Packet Pg 52 Table of Contents (continued) (r Section Page VI PROPOSAL REQUIREMENTS A General Requirements 7 B Format of Technical Proposal 7 C Contents of Technical Proposal 7 D Format and Contents of Cost Proposal 10 VII PROPOSAL EVALUATION PROCESS A Review of Proposals B Evaluation Criteria ATTACHMENT A COST PROPOSAL WORKSHEET 12 Packet Pg 54 City of Grand Terrace Request for Proposals - Financial Auditing Services I INTRODUCTION A General Information The City of Grand Terrace (City) is requesting proposals from qualified Certified Public Accountant (CPA) firms to audit its financial statements and prepare related reports for five (5) years beginning with the fiscal year ending June 30, 2014 These audits are to be performed in accordance with auditing standards generally accepted in the United States of America, the standards set forth for financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, and the U S Office of Management and Budget (OMB) Circular A-133 Audits of State and Local Governments and Non -Profit Organizations There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals (RFP) Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec 6250 et seq ), unless exempt To be considered, three (3) copies of a proposal must be received by Cynthia A Fortune, Finance Director, City of Grand Terrace, at 22795 Barton Road, Grand Terrace, CA 92313 by 5 00 P M on July 7. 2014 The City reserves the right to reject any or all proposals submitted 'f During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarification from proposers, or to allow corrections of errors or omissions At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process The City reserves the right to retain all proposals submitted and to use any idea(s) in a proposal, regardless of whether or not that proposal is selected Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the firm selected It is anticipated the selection of a firm by staff will be completed by August 5, 2014 Following the notification of the selected firm, a recommendation and proposed Professional Services Agreement will be submitted for the City Council's review and approval on August 26, 2014 The City reserves the right to reject any or all proposals, to waive any non -material irregularities in any proposal, and to accept or reject any items or combination of items B Term of Engagement It is the intent of the City to contract for the services presented herein for a term of five (5) years The proposal submitted shall present all inclusive audit fees for each year of the contract term 1 Packet Pg 55 City of Grand Terrace Request for Proposals - Financial Auditing Services B Auditing Standards to be Followed To meet the requirements of this RFP, the audit shall be performed in accordance with the following • Generally Accepted Auditing Standards, as set forth by the American Institute of Certified Public Accountants, • The standards applicable to financial audits contained in the most current version of the Generally Accepted Government Auditing Standards (Yellow Book), issued by the Comptroller General of the United States, 4 • The provisions of the Single Audit Act as amended in 1996, and • The provisions of U S Office of Management and Budget (OMB) Circular A-133, Audits of State and Local Governments and Non -Profit Organizations C Working Paper Retention All working papers and reports must be retained at the auditor's expense for a minimum of seven (7) years, unless the firm is notified in writing by the City of the need to extend the retention period The auditor will be required to make working papers available to the City { or any government agencies included in the audit of federal grants (if any) In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance III DESCRIPTION OF THE GOVERNMENT A Background Information Grand Terrace is located approximately 60 miles from Los Angeles, in the County of San o Bernardino The City is situated off the 1-215 freeway between the 1-10 and the 60 °- freeways, encompassing an area of approximately 3 5 square miles The City has a current population of 12,285 The City was incorporated in 1978 as a general law city, operating under a council/city manager form of government The City is comprised of four IL Council Members (with one of these seats currently vacant), elected at large for four-year terms The Mayor is directly elected for a four-year term The City Council appoints the a City Manager and City Attorney Z s x w The City had a Redevelopment Agency with one city-wide project area, which was = dissolved pursuant to state law on February 1, 2012 The City serves as the Successor 4) Agency for the former Redevelopment Agency a w The City's operating budget for FY 2013-14 is approximately $13 million, with a General a Fund budget of $3 8 million The City's fiscal year begins on July 1 and ends on June 30 3 Packet Pg 57 City of Grand Terrace Request for Proposals - Financial Auditing Services D Pension Plan The City participates in the State of California Public Employees' Retirement System (CaIPERS) Details regarding the pension plan may be found in the City's Annual Financial Report for the year ended June 30, 2012 E Other Post Employment Benefits The City provides a medical benefit for its retirees The benefit is available for employees who satisfy the requirements for retirement under CalPERS Medical plan benefits are provided through CalPERS, as permitted by the Public Employees' Medical and Hospital Care Act (PEMHCA) The last actuarial valuation performed on this benefit was as of July 1, 2008 A valuation as of June 30, 2011 is currently in progress The next valuation will be performed as of June 30, 2014 F Finance Department Operations Effective January 14, 2013, the City contracted for its Finance Department operations with Wdldan Financial Services On January 14, 2014, the contract was extended for another year, through January 13, 2015 The staffing provided through this contractual agreement includes the following Position • Project Manager • Finance Director • Principal Accountant • Sr Accounting Technician Hourly AllocationNVeek 10 40 20 10 In addition to the above contract staffing allocation, the City employs a full-time Accounting Technician, who works under the supervision of the Finance Director G Computer Systems The City utilizes the Tyler Technologies Eden financial system for general ledger and processing of its financial transactions, including procurement Payroll processing is contracted through ADP H Availability of Prior Reports and Work Papers Rogers, Anderson, Malody & Scott, LLP (RAMS) has been the City's auditor since FY 2002-03 The work papers of the previous audits are the property of RAMS and can be reviewed by the firm selected as the City's new auditor 5 Packet Pg 59 City of Grand Terrace Request for Proposals - Financial Auditing Services B Office Accommodations The City will provide the auditor with reasonable work space, including access to the City's financial system, internet access, and a scanning/photocopying machine VI PROPOSAL REQUIREMENTS A General Requirements 1 Inquiries concerning the RFP must be submitted via email to the City's Finance Director at the following email address cfortune(a).cityofgrandterrace org 2 Responses will not be made to telephone inquiries 3 Proposal Submittal Three (3) copies of the proposal must be received by the City of Grand Terrace by 5 00 P M on July 7, 2014 for a proposal to be considered The proposal should address the items in Sections B, C and D below The proposal should be addressed as follows City of Grand Terrace �- - Attn Cynthia A Fortune, Finance Director 22795 Barton Road t Grand Terrace, CA 92313 B Format for Technical Proposal 1 Title Page showing the RFP subject, the firm's name, the name, address, telephone number and email address of the contact person, and date of proposal 2 Table of Contents identifying the materials submitted by section and page number 3 Signed Transmittal Letter briefly stating the proposer's understanding of the services to be performed, the commitment to perform the services within the specified time period, and the person authorized to represent the proposer 4 Detailed proposal organized in the order set forth in Section C below C Contents of Technical Proposal t The purpose of the Technical Proposal is to demonstrate the qualifications, competence and capacity of the firm seeking to undertake an independent audit of the City of Grand Terrace in conformity with the requirements of this RFP As such, the substance of proposals will carry more weight than the form or manner of the presentation The Technical Proposal should demonstrate the qualifications of the firm and of the y particular staff to be assigned to the engagement 7 Packet Pg 61 '6b City of Grand Terrace Request for Proposals - Financial Auditing Services a The proposer must identify the principal management, supervisory and professional staff, including engagement partners, managers, supervisors and other staff, who will be assigned to this engagement Include resumes, indicating whether each person is registered or licensed to practice as a CPA in California Provide information on the government auditing experience of each person, including information on relevant continuing education for the past three (3) years and membership in professional organizations relevant to the performance of this audit b Provide relevant information regarding the number, qualifications, experience and training of the specific staff to� be assigned to this engagement Indicate how the continuity of staff will be managed over the term of the engagement 5 Similar Engagements with Other Government Entities a For the firm's office that will be assigned responsibility for the audit, list the most significant engagements (maximum of five) performed in the last three (3) years that are similar to the engagement described in this RFP These engagements should be ranked on the basis of total staff hours Indicate the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal client contact Also, indicate whether the audit included preparation of the client's CAFR and, if so, if the CAFR received the Certificate of -` Achievement for Excellence in Financial Reporting award from the GFOA b Provide a list of not less than five (5) client references for which services similar to those outlined in this RFP are currently being provided For each reference listed provide the name of the organization, dates for which the service(s) are being provided, type of service(s) being provided, and the name, address and telephone number of the responsible person within the reference client's organization The City reserves the right to contact any or all of the listed references regarding the audit services performed by the proposer 6 Specific Audit Approach a The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to perform the services required in Section II of this RFP In developing the work plan, reference should be made to such sources of information that will be utilized such as the City's budget, organization charts, manuals, programs, and management information systems b Proposers must provide the following information regarding their audit approach (1) Proposed segmentation for the engagement, 9 Packet Pg 63 City of Grand Terrace Request for Proposals - Financial Auditing Services VII PROPOSAL EVALUATION PROCESS A Review of Proposals A City evaluation team will review and evaluate all proposals based on the criteria identified in Section B below B Evaluation Criteria Following are the criteria to be used by the City evaluation team in evaluating the proposals 1 The audit firm is independent and licensed to practice in California 2 The firm has no conflict of interest with regard to any of the work performed for the City 3 The firm adhered to the instructions in this RFP for preparing and submitting its proposal 4 The firm submitted a copy of its last external quality control review report and has a (� record of quality audit work i 5 The firm's past experience and performance on comparable government engagements 6 The quality of the firm's professional personnel to be assigned to the engagement and the quality of the firm's management support personnel to be available for technical consultation 7 Adequacy of proposed staffing plan for various segments of the engagement 8 Thoroughness of approach to conducting the audit and demonstration of a` understanding of audit objectives and scope N M 9 Commitment to timeliness in conducting the audit and meeting the target dates for a. deliverables identified in this RFP U. 10 Fees to be charged for conducting the audit and producing the required reports a w .c t x w .r m E r �a w w 11 Packet Pg 65 00 i m _ 9 y � � t V ca 00 ;s 000 ~ Attachment Exhibit B_LSL Technical Proposal (1532 Professional Services Agreement for Audit Services with Lance, Soil & Lunghard, LLP) CITY OF GRAND TERRACE PROPOSAL FOR FINANCIAL AUDITING SERVICES TABLE OF CONTENTS Page No Letter of Transmittal Proposal'for Financial Auditing Services License to Practice in California 4 Independence 4 Firm Qualification and Experience 4 Size of the Firm and Size of the Firm Governmental Audit Staff 4 Location of Offices 5 Number and Nature of the professional Staff 5 List of All Current Municipal Clients 5 Peer Review 5 Desk Reviews and Disciplinary Action 6 1 Partner, Supervisory and Staff Qualifications and Experience 6 -' Personnel Assigned to the Audit 7 Continuing Education 7 Staff Auditors 7 Similar Engagements with Other Government Entities 8 Specific Audit Approach 9 Proposed Segmentation of Engagement 9 Level of Staff and Number of Hours to be Assigned 9 Sample Size and Extent of Statistical Sampling 9 Extent of Use of Information Technology 10 Type and Extent of Analytical Procedures 10 Approach in Understanding the City's Internal Control Structure 10 Approach in Determining Laws and Regulations Subject to Audit 11 Approach in Drawing Audit Samples 11 Identification of Anticipated Potential Audit Problems 11 Cost Proposal Total All -Inclusive Maximum Price 12 Manner of Payment 12 Pricing of Audit Services (Separate Sealed Envelope) 12 Packet Pg 69 LS©000 ®000 ®0 CERTIFIED PUBLIC ACCOUNTANTS A Division of LSL CPAs pure, peeLer & boucher July 7, 2014 City of Grand Terrace Attn Cynthia A Fortune, Finance Director 22795 Barton Road Grand Terrace, CA 92313 David E Hale CPA CFP Donald G Slater CPA Richard K Kikuchi CPA Susan F Matz CPA Shelly K. Jackley, CPA Bryan S s C • Deborah A Harper CPA • GaryA Cates CPA Michael D Mangold CPI David S Myers CPA Lance, Soil & Lunghard, LLP is pleased to respond to your Request for Proposals for Financial Auditing Services As a leader in the field of governmental accounting and auditing, we appreciate this opportunity given to us to present our professional qualifications Because of our extensive public sector experience, dedication to excellence and determination to retain the brightest and most talented professionals, `we are certain that Lance, Soil & Lunghard, LLP is the most qualified accounting firm to provide professional auditing services to the City of Grand Terrace Lance, Soil & Lunghard, LLP agrees to provide the following annual services for the City of Grand Terrace for five (5) years beginning with the fiscal year ending June 30, 2014 1 Perform an audit of all funds in the City The audit will be conducted in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards, issued by the Comptroller General -of the United States, and the U S Office of Management and Budget (OMB) Circular A-133 Audits of State and Local Governments and Non - Profit Organizations 2 Prepare the City's CAFR in full compliance with all applicable GASB pronouncements for submission under the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting program and render an auditors' report on the basic financial statements, which will include both Government -Wide Financial Statements and Fund Financial Statements We will also,apply limited audit procedures to the Management's Discussion and Analysis and the required supplementary information pertaining to the General Fund and each major fund of the City 3 Issue a separate "management letter" that includes recommendations for improvements in internal control, accounting procedures and other significant observations that are considered to be non -reportable conditions 4 Issue an Independent Accountant's Report on Agreed -Upon Procedures applied to Appropriations Limit (Gann Limit) Worksheets 5 Prepare the City's annual State Controller's Report 6 Prepare the City's annual Street Report 7 Prepare a Single Audit Act Report if needed Lance, Sol[ & Lunghard, LLP 203 North Brea Boulevard Suite 203 Brea CA 92821 • TEL 714 672 0022 ^ Fax 714 672 0331 Orange County Temecula Valley Silicon Valley Los Angeles County www Islcpas com Packet Pg 71 � 6c LSL-000 -00 �CfBiNi[6 ft7IILIC FLC09p111f1(b City of Grand Terrace Attn Cynthia A Fortune, Finance Director The annual State Controller's Report and Street Report will be submitted by the annual deadlines established by the California State Controller The sections that follow describe the benefits your organization would receive from Lance, Soll & Lunghard, LLP We are committed to provide the services discussed above in accordance with the timetable specified in your request for proposal For purposes of this proposal, Richard K Kikuchi, Partner, is authorized to make representations for our firm, empowered to submit this bid and authorized to sign a contract with the City of Grand Terrace I can be reached at the address above, by phone at (714) 672-0022 or through email at richard kikuchi(a)_Islcpas com Very truly yours, Richard K Kikuchi, Partner LANCE, SOLL & LUNGHARD, LLP G 3 Packet `Pg 73 ,6c PROPOSAL FOR FINANCIAL AUDITING SERVICES ' FIRM QUALIFICATIONS AND EXPERIENCE (Continued) Local government expertise is led by the following partners Richard K Kikuchi, CPA, Partner Bryan S Gruber, CPA, Partner Deborah A Harper, CPA, Partner LOCATIONS OF OFFICES We have four offices in California which provide services to the western region of the United States Our headquarters are located in Orange County in the City of Brea, California We also have three other offices in Temecula Valley, Los Angeles County, and Silicon Valley The audit for the City of Grand Terrace will be staffed from our Orange County office NUMBER AND NATURE OF THE PROFESSIONAL STAFF The professional staff employed on this engagement will include a partner, a concurring partner, an audit manager, an audit senior and one to two staff auditors The audit senior will be the in - charge and will be present at all time during the audit fieldwork All personnel assigned to this engagement work on a full-time basis Our focused effort is to obtain and retain quality staff in order to maintain staff consistency and provide quality audit services with minimal disruption to our clients LIST OF ALL CURRENT MUNICIPAL CLIENTS A complete listing of our municipal audit clients, along with phone numbers of contact personnel and references as to services provided, is included in Appendix A to this proposal We welcome you contacting any or all of these to get their opinion on the services we provide PEER REVIEW We are members of the American Institute of Certified Public Accountant's Private Companies Practice Section, which has the requirement for peer review along with Generally Accepted Government Auditing Standards We have participated in the peer review program since its inception and have undergone several peer reviews The first review was conducted by Arthur Young & Company (now Ernst & Young) and the most recent by R H Johnston Accountancy Inc Overall, they confirmed what we already knew, that our approach and procedures are in compliance with technical and professional pronouncements All of these peer reviews covered governmental engagements Our most recent peer review, conducted by R H Johnston Accountancy Inc , is included in Appendix B to this proposal CIA.111ts FMIC iCC01M..1. A P+aon d t.CM. 5 Packet Pg 75 PROPOSAL FOR FINANCIAL AUDITING SERVICES -� PARTNER, SUPERVISORY AND STAFF QUALIFICATIONS AND EXPERIENCE (Continued) z - PERSONNEL ASSIGNEDr TO THE AUDIT The most critical component in the successful completion of an audit is the personnel assigned to carry out the responsibilities We have assembled a Lance, Soil & Lunghard, LLP Team composed of individuals with the optimum mix of talents The individuals assigned have experience in performing the tasks for which they are responsible, as well as familiarity with all government accounting operations In addition, each has developed extensive skills in a variety of other complementary subjects through their work with clients in other industries Thus, the experience gained on previous assignments can be applied and tailored to the unique needs of your organization The partners at Lance, Soll & Lunghard, LLP are an integral part of the audit process and will routinely be overseeing and supervising staff personnel in the field CONTINUING EDUCATION As a firm policy, and in compliance with the continuing education requirements promulgated by the AICPA, General Accounting Office and the California Society of CPAs, all our staff auditors (certified and non -certified) meet the requirement of 40 hours of continuing education every R year, with at least 24 hours in governmental accounting and auditing in a two year period For H 0 our educational programs, we utilize in-house seminars, California Society of CPAs courses, c AICPA Government Audit Quality Center courses, and Government Finance Officers a` Association courses Our formal education program was reviewed by independent firms during our peer review process and no exceptions were noted c STAFF AUDI TORS The firm's policy of assigning in -charge to an engagement requires that the in -charge have at least two years of government auditing experience He or she must have demonstrated a high degree of understanding of governmental accounting and auditing, as well as of the firm's overall client philosophy Having been assigned to the engagement before is also an important d LS sago s is CSRI V q0 ICi2tC iiKQ6([L{tlii tD'•�s+�d G9l.4a+Li Q V'1(t,iltlC. (Krfd'd' �i. bcwc cr 7 Packet Pg 77 PROPOSAL FOR FINANCIAL AUDITING SERVICES SPECIFIC AUDIT APPROACH PROPOSED SEGMENTATION OF ENGAGEMENT We utilize a governmental audit program which we will tailor to the City of Grand Terrace's operations The tailoring is necessary to accommodate specific client circumstances and to recognize differences in organizational structure Our audit programs are organized by financial statement category This approach takes full advantage of our accumulated experience The primary benefit is that the risk of omitting important procedures is substantially reduced We believe that this approach tends to be the most effective and efficient for an entity such as the City of Grand Terrace The audit procedures are listed in the most logical sequence which improves efficiency The savings in effort and time gained by using our audit program can free an auditor's attention for unusual or difficult situations that may arise The audit programs are designed to increase audit efficiency by linking financial statement assertions, audit objectives, and procedures that are basic to most governmental audit engagements LEVEL OF STAFF AND NUMBER OF HOURS TO BE ASSIGNED The level of staff assigned and the number of hours estimated to be spent on each proposed segment is as follows Segment Partner Manager Senior Staff Total Audit Services, including internal control review, "management letter" preparation and Independent Auditor's Report on Agree -Upon Procedures for Appropriations (Gann) Limit Calculation CAFR Preparation State Controller's Report Preparation Street°Report Preparation Single Audit Total Hours 60 140 20 70 460 840 140 - 26 0 - 80 - 1500 230 260 80 10 30 50 160 250 90 240 990 1000 2320 SAMPLE SIZE AND EXTENT OF STATISTICAL SAMPLING Our approach may be to utilize statistical sampling in the areas of receipts, disbursements, utility billing and payroll Here we develop a statistical conclusion based upon an initial computer selected random sample which is based on the population and other risk factors identified If errors are noted in the sample, the sample size will be expanded We believe that a random selection can be efficient, while providing each item in the population an equal chance of being selected Additionally, we may select a stratified sample of all transactions over a specified dollar limit for review This allows us to cover all high dollar value transactions not otherwise selected in the random sample Our samples are selected randomly utilizing IDEA data analysis software tenm"o rutuc atwunuwtz wo-wwaats4 o►w+ vltmure. tx'cuer 4 tuucM1tt N M v m E Zo N Packet Pg 79 PROPOSAL FOR FINANCIAL AUDITING SERVICES SPECIFIC AUDIT APPROACH (Continued) United States, as well as the Single Audit Act In addition, we will also Issue a separate communication letter directly to the governing board This letter would communicate any significant deficiencies or material weaknesses we identify in the internal control system and other matters that we feel should be communicated to the governing board All internal control issues will initially be discussed with the Deputy City Manager —Administrative Services and the Deputy Finance Director at the exit meeting upon completion of the audit field work APPROACH IN DETERMINING LAWS AND REGULATIONS SUBJECT TO AUDIT TEST The Laws and Regulations that will be subject to audit test work are determined from the applicable laws, regulations, contracts, and grant agreements which we identify through the understanding we obtain of the City of Grand Terrace and our extensive experience with governmental entities APPROACH IN DRAWING AUDIT SAMPLES For the purpose of tests of controls and tests of compliances with laws and regulations, we use audit sampling Tests of controls are procedures directed towards determining the effectiveness of the design or operation of an internal structure policy or procedures Normally, audit sampling is used for tests of controls that involve inspection of documents and reports indicating performance of the policy or procedures and, in many cases, re -performance of the application of the policy or procedures These sampling procedures test the operating effectiveness of an internal control structure policy or procedures by determining how the policy or procedure was applied, the consistency with which it was applied during the audit period, and by whom it was applied To achieve this goal, we draw samples in the area of disbursements, receipts, utility billing and payroll Each document selected will be tested for various attributes that are designed to verify compliance with different aspects of internal controls Additionally, each sample item will be tested for coding to the proper accounts and posting to the general ledger N IDENTIFICATION OF ANTICIPATED POTENTIAL AUDIT PROBLEMS cl in We do not anticipate any significant potential audit problems However, our approach to resolving audit problems, once they have been identified, is to draw upon our internal resources a to get the job done Most of our clients have us prepare the financial statements and assist o them in handling complicated accounting matters Therefore, we have the resources to handle a most problems encountered With regard to City staff time, we recognize that the City of Grand Terrace's finance department staff is being fully utilized and thus we would attempt to resolve audit problems without the assistance of City staff J J I m w K W r.+ C L E LScoo 00 � cui inc o rmrc +ccavmnnra �' vlu peeuc & bmcher 11 Packet Pg 81 Appendix A 6 c LSL LISTING OF MUNICIPAL AUDIT CLIENTS Client Contact Person Service Code Years Telephone * Aliso Viejo Ms Gina M Tharani, Director of Financial Services/City Treasuer F 3 949-425-2520 * Azusa Mr S Para as Finance Director F S 17 626-812-5291 113anninq Ms M Green Accounting Manager F S 15 951-922-3118 Bell Gardens Mr W Kaholokula Finance Director F S 9 562-806-7708 Big Bear Lake Ms K Ent Director of Admin Services F S 16 909-866-5831 Burbank Ms Cindy L Giraldo 1 2 818-238-5487 Canyon Lake Mr T Shea Finance Director F 18 909-244-2955 * Cathedral City Mr K Biersack Fiscal Officer F,S 4 1 760-770-0378 * Chino Hills Ms J Lancaster Finance Director F S 16 909-364-2600 * Claremont Mr A Pirrie Acting Finance Director F S 9 909-399-5460 * Corona Ms Kerry Eden Finance Director F S 3 951-736-2315 Coronado Ms L Suelter Finance Director F S 7 619-522-7300 * Diamond Bar Ms Dianna Honeywell Finance Director F S 3 909-839-7051 Duarte Ms K Petersen Finance Director F 7 626-357-7931 * Escondido Ms J Ryan Acting Finance Director F S 4 760-839-4338 * Emeryville Ms D Auker Finance Director F S 10 510-596-4352 * Fullerton Ms J James Director of Admin Services F S 2 714-738 6522 * Glendora Ms E Stoddard, Accounting Manager F S 10 626-914-8238 Hidden Hills Ms C Pa lia City Clerk F 28 1 818-888-9281 * Indian Wells Mr K McCarthyFinance Director F S 2 760-346-2489 * Irvine Ms D Mullally Manager of Fiscal Services F S 3 949-724-6037 Irwindale Ms E Carreon Finance Director F 18 626-430-2221 * La Mirada Ms M Pasqua[ Finance Manager F, S 10, 562-943-0131 * La Quinta Ms R Byrd Finance Director F S 7 760-777-7150 * Laguna Niguel Mr S Erlandson Finance Director F S 3 949-362-4358 * Malibu Ms R Feldman Finance Director F 10 310-456-2489 Manhattan Beach Mr B Moe, Finance Director F 11 310-802-5553 Monrovia Mr M Alvarado Director of Admin Services F S 13 626-932-5510 Moreno Valley Mr R Teichert Finance & Admin Svs Dir F S 3 951-413-3021 * Ontario Ms D Nunes Director of Fiscal Services F, S 15 909-395-2352 Orange Mr R Jacobs Finance Director F S 3 714-744-2235 * Palm Springs Mr G Kiehl Finance Director F S 4 760-323-8229 * Palos Verdes Estates Ms L Yamamoto Acting Finance Director F 3 310-378-0383 Pomona Ms P Chamberlain Finance Director F S 2 909-620-2355 * Rancho Cucamonga Ms T Layne Finance Officer F S 36 909-989-1851 * Redland Ms T Kundig Finance Director F S 3 909-798-7543 Rolling Hills Mr J Walker Finance Director F 5 310-377-1521 San Carlos Ms R Mendenhall Acting Admin Svcs Dir F S 3 650-802-4221 * Santa Cruz Mr M Pimentel, Director of Finance F S 2 831-420-5050 San Dimas Ms B Bishop Finance Director F S 53 909-394-6200 San Marino Ms L Bailey, Finance Director F 21 626-300-0700 * Santa Barbara Mr B Samano, Finance Director F S 3 805-897-1978 * Seal Beach Ms V Beatley Finance Director F S 3 562-431-2527 * Simi Valley Mr J Purtee, Asst City Manager F S 6 805-583-6747 * South Pasadena Mr D Batt Acting Finance Director F 11 626-403-7250 * Thousand Oaks Mr J Adams Finance Director F S 6 805-449-2235 * Vista Mr D Nielsen Finance Manager F 5 760-639-6170 x1023 * Walnut Ms Mane Santos Finance Manager F 42 909-595-7543 * Wddomar Mr G Nordgwst Finance Director F 5 951-677-7751 Service Codes - Financial Audit - Single Audit of Federal Grants in accordance with OMB Circular A-133 I - Internal Audit Services * - Participates in Award Programs and has received or anticipates receiving outstanding award 13 Packet Pg 83 Appendix C s c s RICHARD K. KIKUCHI, CPA ENGAGEMENT PARTNER Education Bachelor of Arts Degree in Business Administration with an emphasis in Accounting - California State University, Fullerton 1985 License Certified Public Accountant - California 1991 Continuing Total hours were 142 in last three years of which Education 64 were in governmental accounting and auditing subjects Mr Kikuchi has met the Governmental Auditing Standards requirement for governmental CPE Memberships California Society of Certified Public Accountants American Institute of Certified Public Accountants California Society of Municipal Finance Officers (Associate Member) Government Finance Officers Association (Associate Member) f Experience Over twenty years experience in governmental audits He is currently involved on the following major municipal engagements City of Bell Gardens City of Big Bear Lake City of Redlands City of Imperial Beach City of Ontario City of Monrovia City of Malibu City of Indian Wells Orange County Fire Authority City of Canyon Lake City of Escondido City of Pomona City of Coronado City of Murrieta City of Rancho Cucamonga City of Manhattan Beach City of Wildomar • This work entailed the preparation of the Comprehensive Annual Financial Report for those entities involved in the award programs of the California Society of Municipal Finance Officers and the Government Finance Officers Association of the United States and Canada • Mr Kikuchi has the responsibility for overseeing federal single audits for these and other clients of our firm These audits have met the requirements of the OMB and have been desk reviewed by the State Controller's Office C 15 Packet Pg 85 Appendix C 6 c DEBORAH A. HARPER, CPA CONCURRING PARTNER Education Bachelor of Arts Degree in Business Administration with an emphasis in Accounting - California State University, Fullerton 2000 License Certified Public Accountant — California 2005 Continuing Total hours were 132 in last three years of which 68 Education were in governmental accounting and auditing subjects Ms Harper has met the Governmental Auditing Standards requirement for governmental CPE Memberships California Society of Certified Public Accountants American Institute of Certified Public Accountants California Society of Municipal Finance Officers (Associate Member) Government Finance Officers Association (Associate Member) Governmental Accounting and Auditing Committee Experience Over fourteen years of experience in governmental audits During her time with the firm, Ms Harper has performed all phases of our government audits and made numerous presentations to Boards of Directors and Audit Committees She has been involved on the following similar engagements Cucamonga Valley Water District Azusa Agricultural Water Company Coachella Valley Water District City of Irvine City of Corona City of Laguna Niguel City of Monrovia City of Orange City of Seal Beach City of Simi Valley City of Chino Hills City of Fontana City of Glendora City of Menifee City of Fullerton City of Diamond Bar City of Banning City of Claremont City of Brea • This work entailed the preparation of the Comprehensive Annual Financial Report for those entities involved in the award programs of the California Society of Municipal Finance Officers and the Government Finance Officers Association of the United States and Canada 17 Packet Pg 87 Appendix C ,wTON R. DENNIS, CPA w; AUDIT MANAGER Education Master of Science in Accounting — Eastern Michigan University 2005 Bachelor of Business Administration with an emphasis in Accounting Information Systems — Eastern Michigan University 2000 License Certified Public Accountant — California Continuing Total hours were 148 in last three years of which 82 Education were in governmental accounting and auditing subjects Mr Dennis has met the Governmental Auditing Standards requirement for governmental CPE Memberships California Society of Certified Public Accountants American Institute of Certified Public Accountants Information Systems Audit and Control Association Government Finance Officers Association (Associate Member) Experience Mr Dennis joined Lance, Soil & Lunghard in March 2013, bringing a diverse audit background with over ten years of experience Prior to joining Lance, Soil & Lunghard, Mr Dennis has worked for national and local CPA firms specializing in governmental and not -for -profit audits, including CAFR audits, Child Care Audits and OMB Circular A-133 Single Audits Recently, Mr Dennis has been involved as the Audit Manager for the following municipal engagements City of Coronado The City of Coronado is a large city consisting of a variety of governmental and business -type funds As the Audit Manager, it has been Mr Dennis's responsibility to oversee the fieldwork for all areas of the financial audit, including preparation of the Comprehensive Annual Financial Report City of Santa Barbara The City of Santa Barbara is a large city consisting of a variety of governmental and business -type funds including internal service funds As the Audit 00 Manager, it has been Mr Dennis's responsibility to oversee the fieldwork for all areas of the financial audit, including assisting the City with the preparation of w the Comprehensive Annual Financial Report, and the Single Audit in = accordance with A-133 The City of Santa Barbara receives the GFOA Award for Excellence in Financial Reporting each year R w r+ Q 19 Packet Pg 89 Appendix C s c JOSEPH A SANTOS, MBA SENIOR AUDITOR Education Bachelor of Science Degree in Business Administration — University of California, Riverside, 2009 Master of Business Administration, Accounting — La Sierra University, 2013 License Certified Public Accountant — In Process Continuing Total hours were 125 in last three years of which Education 74 were in governmental accounting and auditing subjects Mr Agrelius has met the Governmental Auditing Standards requirement for governmental CPE Experience Mr Santos has progressed in an outstanding manner During his time with the firm, Mr Santos has performed all phases of our government audits, including water districts, other special districts, CAFR audits, redevelopment agency audits and Single Audits He has been involved in the following municipal engagements City of Azusa City of Laguna Niguel City of Bell Gardens City of Manhattan Beach City of Cathedral City City of Menifee City of Chino Hills City of Murneta City of Claremont City of Palos Verdes Estates City of Corona City of Redlands City of Duarte City of Santa Barbara City of Escondido City of Seal Beach City of Fontana City of Vista City of Fullerton City of West Hollywood City of Glendora City of Wildomar City of Imperial Beach Coachella Valley Water District City of La Quinta 21 Packet Pg 91 EXHIBIT "C" LSE <? c�IiTltlto P_lfiQte" ACCfli;S7TxtiTS p D,vdh&tn al L°-SL 6FAe vi! Inure p<,ewt & toucher AUDIT WORK COST PROPOSAL FORlii11 CITY OF GRAND TERRACE Service/Deliverable 2013/14 2014/15 2015116 2016117 _ 2017/18 Audit Services, including internal control review, "management letter" preparation, and Independent Accountant's Report $ 19 090 $ 19,660 $ 20,250 $ 20,860 $ 21,490 on Agree -Upon Procedures for Appropriations (Gann) Limit Calculation CAFR Preparation $ 3,430 $ 3,530 $ 3,640 $ 3,750 $ 3,860 State Controller's Report $ 2,930 $ 3,020 $ 3,110 $ 3,200 $ 3,300 Preparation Street Report Preparation $ 900 $ 930 $ 960 $ 990 $ 1,020 Other costs, including any out -of- Included Included Included Included Included pocketexpenses Total audit services for fiscal year (excluding Single Audit $ 26,350 $ 27,140 $ 27,960 $ 28,800 $ 29,670 Report) Single Audit Report (if required) $ 3,180 $ 3,280 $ 3,380 $ 3,480 $ 3,580 Total audit services for fiscal year (including Single Audit $ 29,530 $ 30,420 $ 31,340 $ 32,280 $ 33,250 Report) N M 0 <a 0 0. 0 a` N O U J JI V t x w c m E cc a Packet Pg 92 EXHIBIT "D" INSURANCE Auditor shall maintain throughout the duration of the term of the Agreement, liability insurance covering Auditor and, with the exception 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 Auditor '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 Auditor's insurance policies shall be primary as respects any claims related to or as the result of Auditor '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 r b Products Comp/Op Aggregate $2,000,000 ( ` c Personal & Advertising Injury $1,000,000 d Each Occurrence $1,000,000 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 Auditor shall provide thirty (30) days advance notice to City in the event of 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 material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement f Packet'Pg 93