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10/14/2014
CITY OF GRAND TERRACE AGENDA & STAFF REPORTS FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY Tuesday, October 14, 2014 6:00 p.m. Regular Meeting COUNCIL CHAMBERS ' GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 Walt Stanckiewitz, Mayor Darcy McNaboe, Council Member Jackie 'Mitchell, Council Member Sylvia Robles, Council Member r Kenneth J Henderson, Interim City Manager Richard L Adams, City Attorney Pat Jacquez-Nares, 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 CITY OF GRAND TERRACE CITY COUNCIL AGENDA a OCTOBER 14, 2014 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center a 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 Invocation 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 ❑ ❑ ❑ A SPECIAL PRESENTATIONS Introduction by Captain Dorsey (to include DVD Presentation - "Every 15 Minutes") Presentation by The REC Center Proclamation for Fire Public Safety Week presented to Fire Chief or Battalion Chief John Chamberlin City of Grand Terrace Page 1 Agenda Grand Terrace City Council October 14, 2014 2 3 rd 5 C ❑c 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 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK Approval of Minutes — Regular Meeting — 09/23/2014 DEPARTMENT CITY CLERK Budget Appropriation for the Preparation of the Sewer System Management Plan RECOMMENDATION Appropriate $10,000 into Account # 21-175-250-000-000 from the Wastewater Disposal Fund to cover the cost for preparation of the Sewer System Maintenance Plan DEPARTMENT COMMUNITY DEVELOPMENT Monthly Financial Report for August 2014 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending August 31, 2014 DEPARTMENT FINANCE Resolution Revising Appropriations Limit for Fiscal Year 2014-15 RECOMMENDATION (a) Repeal Resolution No 2014-023, which established the Appropriations Limit of $11,399,967 for Fiscal Year 2014-15, and, (b) Adopt the attached Resolution to establish a revised Appropriations Limit of $11,426,043 for Fiscal Year 2014-15 based on information that was not available when Resolution No 2014-023 was adopted DEPARTMENT FINANCE PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Sylvia Robles City of Grand Terrace Page 2 Agenda Grand Terrace City Council October 14, 2014 Council Member Darcy McNaboe Mayor Walt Stanckiewitz E 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) Applicant's 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 Tentative Tract Map 14-01 (Tentative Tract Map No 18071) RECOMMENDATION (a) Conduct a Public Hearing on Tentative Tract Map 14-01 (Tentative Tract Map No 18071) a proposed 17 lot subdivision (b) RESOLUTION NO 2014- _, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING AN ENVIRONMENTAL ADDENDUM AND APPROVING TENTATIVE TRACT MAP NO 14-01 (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 FEET EAST OF KINGFISHER ROAD DEPARTMENT COMMUNITY DEVELOPMENT F UNFINISHED BUSINESS None G NEW BUSINESS 7 Ordinance Amending Responsibilities Related to Sewer Laterals RECOMMENDATION ORDINANCE NO 2014-_, AN ORDINANCE OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING SECTION 13 04 010 OF CHAPTER 1304 of Title 13 OF THE GRAND TERRACE MUNICIPAL CODE MODIFYING AND REDEFINING RESPONSIBILITIES RELATED TO SEWER LATERALS DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 Agenda Grand Terrace City Council October 14, 2014 8 Agreement for the Review and Update of the City's Personnel Rules & Regulations RECOMMENDATION Approve the agreement between the City of Grand Terrace and Liebert Cassidy Whitmore to provide services to review and update the City's Personnel Rules and Regulations DEPARTMENT CITY MANAGER 9 Formation of City Council Committees RECOMMENDATION Consider and discuss the formation of City Council Committees and take action, as appropriate DEPARTMENT CITY MANAGER H CITY MANAGER COMMUNICATIONS CLOSED SESSION 10 Conference with Real Property Negotiators Property 22130 Barton Road, Grand Terrace, CA 92313 Agency negotiators Ken Henderson, Emily Wong, Robert Khuu Negotiating parties Grand Terrace Lion's Club and Colton Joint Unified School District Under negotiation Instruction will concern leases of real property by and for the City regarding the price and terms of payment for the leases 11 Conference with Labor Negotiator, pursuant to Government Code Section 54957 6 Agency Representative Richard L Adams II, City Attorney, Unrepresented Employee Interim City Manager 12 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, October 28, 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 4 AFFIDAVIT OF POSTING STATE OF CALIFORNIA COUNTY OF SAN BERNARDINO CITY OF GRAND TERRACE I, Pat Jacquez-Nares, City Clerk of the City of Grand Terrace, being first duly sworn, depose and say That I, at all times herein mentioned, was and now am the duly appointed City Clerk of Grand Terrace, State of California, that on October 8, 2014, 1 caused to be posted in three conspicuous places, the following Agenda for the City Council scheduled to be held on October 14, 2014 in the City Council Chambers in the City of Grand Terrace, California (1) City Hall (2) Child Care Center (3) Grand Terrace Branch Library City of Grand Terrace - 22795 Barton Road Grand Terrace, CA 92313 - 909-824-6621 Phone 909-783-2600 Fax ' CITY OF GRAND TERRACE " F CITY COUNCIL AGENDA • OCTOBER 14, 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 11www citvofgrandterrace orq> CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Pledge of Allegiance Roll Call Attendee Name ti Mayor Walt Stanckiewitz Present ❑ Absent ❑ Late ❑ Arrived Council Member Darcy McNaboe ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Sylvia Robles ❑ ❑ ❑ A SPECIAL PRESENTATIONS Introduction by Captain Dorsey (to include DVD Presentation - "Every 15 Minutes") Presentation by The REC Center Proclamation for Fire Public Safety Week presented to Fire Chief or Battalion Chief John Chamberlin City of Grand Terrace Page 1 Agenda Grand Terrace City Council October 14, 2014 B 2 3 4 103 A 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 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK Approval of Minutes — Regular Meeting — 09/23/2014 DEPARTMENT CITY CLERK Budget Appropriation for the Preparation of the Sewer System Management Plan RECOMMENDATION Appropriate $10,000 into Account # 21-175-250-000-000 from the Wastewater Disposal Fund to cover the cost for preparation of the Sewer System Maintenance Plan DEPARTMENT COMMUNITY DEVELOPMENT Monthly Financial Report for August 2014 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending August 31, 2014 DEPARTMENT FINANCE Resolution Revising Appropriations Limit for Fiscal Year 2014-15 RECOMMENDATION (a) Repeal Resolution No 2014-023, which established the Appropriations Limit of $11,399,967 for Fiscal Year 2014-15, and, (b) Adopt the attached Resolution to establish a revised Appropriations Limit of $11,426,043 for Fiscal Year 2014-15 based on information that was not available when Resolution No 2014-023 was adopted DEPARTMENT FINANCE PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Sylvia Robles City of Grand Terrace Page 2 Agenda Grand Terrace City Council October 14, 2014 E A F G 7 Council Member Darcy McNaboe Mayor Walt Stanckiewitz 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) Applicant's 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 Tentative Tract Map 14-01 (Tentative Tract Map No 18071) RECOMMENDATION (a) Conduct a Public Hearing on Tentative Tract Map 14-01 (Tentative Tract Map No 18071) a proposed 17 lot subdivision (b) RESOLUTION NO 2014- _, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING AN ENVIRONMENTAL ADDENDUM AND APPROVING TENTATIVE TRACT MAP NO 14-01 (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 FEET EAST OF KINGFISHER ROAD DEPARTMENT COMMUNITY DEVELOPMENT UNFINISHED BUSINESS None NEW BUSINESS Ordinance Amending Responsibilities Related to Sewer Laterals RECOMMENDATION ORDINANCE NO 2014-_, AN ORDINANCE OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING SECTION 13 04 010 OF CHAPTER 1304 of Title 13 OF THE GRAND TERRACE MUNICIPAL CODE MODIFYING AND REDEFINING RESPONSIBILITIES RELATED TO SEWER LATERALS DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 Agenda Grand Terrace City Council October 14, 2014 Agreement for the Review and Update of the City's Personnel Rules & Regulations RECOMMENDATION Approve the agreement between the City of Grand Terrace and Liebert Cassidy Whitmore to provide seances to review and update the City's Personnel Rules and Regulations DEPARTMENT CITY MANAGER Formation of City Council Committees RECOMMENDATION Consider and discuss the formation of City Council Committees and take action, as appropriate DEPARTMENT CITY MANAGER H CITY MANAGER COMMUNICATIONS 10 Conference with Real Property Negotiators Property 22130 Barton Road, Grand Terrace, CA 92313 Agency negotiators Ken Henderson, Emily Wong, Robert Khuu Negotiating parties Grand Terrace Lion's Club and Colton Joint Unified School District Under negotiation Instruction will concern leases of real property by and for the City regarding the price and terms of payment for the leases 11 Conference with Labor Negotiator, pursuant to Government Code Section 54957 6 Agency Representative Richard L Adams II, City Attorney, Unrepresented Employee Interim City Manager 12 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, October 28, 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 4 e.,rtf x2. CITY OF GRAND TERRACE CITY COUNCIL MINUTES • SEPTEMBER 23, 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 Mayor Stanckiewitz called the meeting to order at 6 03 p m Invocation was provided by Pastor Andy McRae from the Azure Hills Seventh-Day Adventist Church Pledge of Allegiance was led by Council Member McNaboe Attendee Name _ _ Title 3 - 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 Interim City Clerk Present Emily Wong Interim Assistant City Manager Present Sandra Molina Community Development Director Present Cynthia Fortune Finance Director Present Steve Elam Protect Manager, Finance De artment Present Linda Phillips Director of Child Care Services Present SPECIAL PRESENTATIONS Presentation by Larry Walker, County Auditor/Tax Collector/Treasurer Mayor Stanckiewitz welcomed Larry Walker, County Auditor, Tax Collector and Treasurer, to Grand Terrace and thanked him for attending the City Council Meeting Larry Walker, County Auditor, Tax Collector and Treasurer, addressed how Redevelopment Dissolution Legislation has affected the City and the County Auditor/Controllers Office He emphasized that he represents all the taxing agencies in the County He felt he has a good working relationship with Grand Terrace Mr Walker addressed the Recognized Obligation Payment Schedules (ROPS) and noted there are varying impacts on the ROPS which affect the Redevelopment Property Tax Trust Fund distributions He recommended the City be conservative in its budgeting He noted if one ROPS is larger than another, it may affect the residual funds He noted his decisions are based on reference and statutes The challenge is that the laws have been changing and, initially, there were a lot of adjustments and legal interpretations which affectedcities positively and negatively Members of the City Council expressed their appreciation to Mr Walker for his presentation Presentation of Proclamation for Bi-National Health Week City of Grand Terrace Page 1 Packet Pg 5 2 7� Minutes Grand Terrace City Council September 23, 2014 Mayor Stanckiewitz presented a Proclamation to Hugo Oliva, Consul of Mexico, declaring the Weeks of October 1 - 21, 2014 as Bi-National Health Weeks in honor of the efforts to improve public health Hugo Oliva thanked the City for the Proclamation and noted the importance of improving the public health for all people 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 Council Member McNaboe requested Item 3, Check Register, be removed from the Consent Calendar for further discussion RESULT APPROVED [UNANIMOUS] } MOVER Darcy McNaboe, Council Member SECONDER Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles t 1 Waive Full Reading of Ordinances on Agenda 2 Approval of Minutes — Regular Meeting — 09/09/2014 3 Item Pulled from Consent - Check REgister No 08312014 4 Adopt Resolution No 2014-63 Five -Year Measure I, Capital Improvement Plan 2014-2015 through 2018- 2019 5 Adopt Resolution No 2014-64 Updating City of Grand Terrace Conflict of Interest Code 6 Appointments to the Emergency Operations Committee 7 Adopt Ordinance No 275 Amendment to Chapter 8 104 of Title 8 and Chapter 12 32 of Title 12 Related to Smoking Prohibitions 8 Adopt Resolution No 2014-65 Approving Parking Restriction on Westwood Lane and Repealing Resolution No 2014-22 ITEM REMOVED FROM CONSENT CALENDAR Approval of Check Register No 08312014 Council Member McNaboe referenced Check No 70729 to the City of Colton noting this payment is for the Wastewater Settlement Agreement With regard to the explanation for Check No 70676 to Jerome Joab, Finance Director Fortune noted this is a refundable deposit for a construction project where the permit holder had demonstrated satisfactory diversion of construction materials and, thus, the $1,900 deposit was refunded Council Member McNaboe stated Check 70680 was to relative to the City's portion of Household Hazardous Waste Collection Services Council Member McNaboe encouraged everyone to take advantage of this service City of Grand Terrace Page 2 Packet,Pg 6 U Minutes Grand Terrace City Council 32 September 23, 2014 RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Council Member SECONDER Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting Charles Prato,12286 Michigan Street, spoke regarding active coyotes and that he has lost two pets He stated coyotes carry Lymes disease and there is no vaccine for this and there is no cure Mr Prato requested the City's permission to eradicate the coyotes He indicated he has spoken to the State Department of Fish and Game regarding the issue Mr Prato also expressed his concern regarding the need for larger stop signs especially at Deberry and Michigan Street There are issues with people running the stop signs and pedestrian safety Interim City Manager Henderson stated the City does not have the authority to grant Mr Prato's request to control or eradicate coyotes He offered to meet with Mr Prato and the Department of Fish and Game CITY COUNCIL COMMUNICATIONS Council Member Jackie Mitchell Council Member Mitchell requested an item be placed on a future agenda to discuss the high walking student population and possible re -striping in areas that facilitate those walking areas She suggested the deputies assigned to the City could assist in those key areas Council Member Mitchell recommended the City Council discuss the walking areas at Pico and Michigan Council Member Mitchell highlighted her attenance and sessions at the League of California Cities Conference, such as communities in change and transition and recommended the staff obtain information on the requirements for the Helen Putman Award She asked if there are any funds available for Skateparks Other topics at the League Conference involved municipal revenue generating streams, E-Commerce, crediting air and cell air times, and networking with other community leaders and vendors Council Member Sylvia Robles Council Member Robles reported she attended the County Mining Awareness Event in support of American businesses With regard to literacy issues, especially math and reading literacy, the School District wants cities and libraries to help in literacy and suggested the City could assist with providing Wi- Fi in the Library She attended the Child Care Center Open House and noted the new Director is making a positive impact on the curriculum and professionalism Council Member Robles felt there was a need for a City Council Ad Hoc Committee to address various intergovernmental issues, such as animal control She noted there are traffic issues in the community Council Member Darcy McNaboe Council Member McNaboe highlighted water conservation and mandatory regulations In comparison to last year, there has been a reduction in water usage She suggested neighbors notify the Water Company and help each other in identifying broken Imes or sprinklers She expressed her appreciation City of Grand Terrace Page 3 i,-, Packet- Pg 7 U 2 24 Minutes Grand Terrace City Council September 23, 2014 for the water conservation efforts She noted National Register to Vote Day and if an individual is not registered to vote, there are a number of ways to register, on-line, at City Hall or the County The Lions Club Inaugural 5K Event was very well attended and Council Member McNaboe congratulated the Lions Club and expressed appreciation for the good working relationship with staff in putting on the event Mayor Walt Stanckiewitz Mayor Stanckiewitz noted the various locations and costs for residents to get flu shots throughout the community He highlighted his votes at the SANBAG meeting in which he voted against the proposed toll road items, voted yes on the Barton Road Interchange, HOV Lanes in San Bernardino and noted the Bridge is almost complete and in final clean up He recognized CalTRANS for keeping the project on time and the community informed He also recognized Community Development Director, Sandra Molina, for her efforts in the success of the Lions Walk/Run event He stated the Run/Walk was a great event and suggestions he received from runners was to start the run/walk earlier Mayor Stanckiewitz reported on his activities at the League of California Cities Conference and stated the new generation of city managers focus on information technologies, collaboration, ballot strategies, volunteers and community outreach Mayor Stanckiewitz also felt a City Council Ad Hoc Committee would be helpful on addressing various issues 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 9 Temporary Moratorium on the Expansion or Establishment of Electronic Cigarette Retail Businesses, Smoke Shops and Vapor Lounges Mayor Stanckiewitz opened the Public Hearing at 7 25 p m Community Development Director Molina provided a staff report on the establishment of a temporary moratorium to review and analyze tobacco retailers, electronic cigarette retailers and vapor lounges in the City The proposed urgency ordinance would give the staff 45 days to work with the City Attorney's office to address the issue If additional time is required, the ordinance can be extended for a period of 10 months and 15 days There were no written communications or public speakers on this issue Council Member McNaboe asked if anyone has requested an expansion of their shops Community Development Director Molina stated no businesses have approached the City on this issue There being no public comments, Mayor Stanckiewitz closed the Public Hearing at 7 32 p m ORDINANCE NO 276, AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, FOR A TEMPORARY MORATORIUM ON EXPANSION OF EXISTING OR THE ESTABLISHMENT OF NEW TOBACCO AND ELECTRONIC CIGARETTE RETAIL City of Grand Terrace Page 4 PackeVPg 8 U 2 Minutes Grand Terrace City Council M2 September 23, 2014 BUSINESSES, SMOKE SHOPS, AND VAPOR LOUNGES FOR A PERIOD OF 45 DAYS PENDING A STUDY OF ZONING REGULATIONS THAT ARE NEEDED TO ALLEVIATE A CURRENT AND ACTUAL THREAT TO THE PUBLIC HEALTH AND SAFETY RESULT APPROVED [UNANIMOUS] MOVER Walt Stanckiewitz, Mayor SECONDER' Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles UNFINISHED BUSINESS - NO ITEMS Mayor Stanckiewitz recessed the City Council Meeting at 7 33 p m Mayor Stanckievntz reconvened the City Council Meeting at 7 38 p m NEW BUSINESS 10 Agreement to Provide Utility Bill Auditing Services Interim Assistant City Manager Wong provided a staff report on the proposal to contract with a utility auditor to ensure the City is being billed under the most advantageous rate possible Utility Cost Management, LLC, has assisted a variety of cities and other entities in this regard Under the proposed agreement, the auditor would receive 47% of the savings for the adjusted billing adjustments for a period of three years Thereafter, all savings would go the City Greg Normart, Utility Cost Management Representative, noted this is not a conservation program This is a one-time audit to determine the appropriate rates are being applied Council Member Mitchell stated for the record that the agreement would provide a one-time audit and the savings produced would be paid to Utility Cost Management LLC for a three year period Thereafter, the savings would benefit the City RESULT APPROVED [UNANIMOUS] MOVER Sylvia Robles, Council Member SECONDER Darcy McNaboe, Council Member 1 AYES Walt Stanckievotz, Darcy McNaboe, Jackie Mitchell, Sylvia Robles 11 Annual Financial Report for the Year Ended June 30, 2013 Finance Director Fortune provided a staff report on the Annual Financial Report for the year ended June 30, 2013 The Independent Auditor's Report provided an Opinion Letter that the statements for the period ended June 30, 2013 was unqualified, indicating that the financial statements fairly represent the City's financial position in accordance with generally accepted accounting principles Council Member McNaboe congratulated staff on the Financial Report Council Member Robles noted how the report relates to Redevelopment Mayor Stanckiewitz questioned whether the City should review its investment funds in those cases where the Federal Deposit Insurance Corporation (FDIC) protections were not in place Finance Project Manager Elam stated staff will bring recommended investment polices to the City Council at a future date City of Grand Terrace Page 5 Packet Pg 9 2 Minutes Grand Terrace City Council September 23, 2014 Mayor Stanckiewitz noted this item will be received and filed 12 Participation in Communities of Distinction Television Series Interim City Manager Henderson provided an overview of the Communities of Distinction Program The cost for Grand Terrace to participate would be $19,800 The City was approached in the past to participate in the project but declined He felt this program would be helpful to raise the City's profile It would also serve to enhance the City's demographics and embrace the new City Vision Mr Henderson will confirm if the City will be able to rebroadcast the film and how much control the City would have in the content of the film Council Member McNaboe would like feedback from other cities on the benefits and results of the program Council Member McNaboe was uncertain we need to attract residents, but do need economic development Mayor Stanckiewitz stated there is a need to focus on economic development He felt it would be a good investment for the City Council Member Mitchell would like to view one of the episodes and felt it could be a small measure of benefit Council Member Robles noted currently housing is undervalued in Grand Terrace It would be one economic development tool to have a global reach in business and housing She had viewed prior Communities of Distinction telecasts and was impressed with all of them Interim City Manager Henderson stated there are no overnight results in economic development There is a need to implement an overall economic strategy and sustain that effort for years to come Mayor Stanckiewitz recommended the Interim City Manager be authorized to continue discussions and, if appropriate, move forward and inform the City Council AUTHORIZED THE CITY MANAGER TO MOVE FORWARD WITH THE COMMUNITIES OF DISTINCTION OCCASIONAL TELEVISION SERVICES PROGRAM IF IT IS DETERMINED THAT IT BENEFITS THE CITY AND MEETS THE ADOPTED GOALS AND VISION OF THE CITY RESULT APPROVED [3 TO 1] MOVER Walt Stanckiewitz, Mayor SECONDER Jackie Mitchell, Council Member AYES Walt Stanckiewitz, Jackie Mitchell,, Sylvia Robles NAYS Darcy McNaboe 2 CITY MANAGER COMMUNICATIONS Interim City Manager Henderson expressed appreciation to City staff members, especially Director Sandra Molina and Jim McNaboe of the Lion's Club, along with Sheriff representatives for their efforts in the success of the Lions Club Walk/Run event Council Member McNaboe acknowledged the role of Lions Club and staff in the planning process She felt the event reflected well on the community City of Grand Terrace Page 6 Packet,Pg` 10 Minutes Grand Terrace City Council September 23, 2014 CLOSED SESSION Mayor Stanckiewitz recessed the City Council to Closed Session at 8 28 p m to consider the following 13 Public Employee Performance Evaluation, pursuant to Government Code Section 54957(b)(1) Title Interim City Manager 14 Public Employment, pursuant to Government Code Section 54957(b)(1) Title City Manager Mayor Stanckiewitz reconvened the City Council Meeting at 9 25 p m noting there was no reportable action on the Public Employee Performance Evaluation of the Interim City Manager There was direction given to the City Attorney on the Public Employment of the City Manager ADJOURN Mayor Stanckiewitz adjourned the City Council Meeting at 9 26 p m The Next Regular City Council Meeting will be held on Tuesday, October 14, 2014 at 6 00 p m z N City of Grand Terrace Page 7 Packet Pg 11 This page left Intentionally blank t ,3` MEETING DATE TITLE PRESENTED BY AGENDA REPORT October 14, 2014 Council Item Budget Appropriation for the Preparation of the Sewer System Management Plan Sandra Molina, Community Development Director RECOMMENDATION Appropriate $10,000 into Account # 21-175-250-000-000 from the Wastewater Disposal Fund to cover the cost for preparation of the Sewer System Maintenance Plan 2030 VISION STATEMENT This staff report supports Goal 2 to "Maintain Public Safety" by investing in improvements to infrastructure BACKGROUND On May 2, 2006, the State of California Water Resources Control Board adopted Waste Discharge Order No 2006-0003-DWQ, setting forth requirements for the Statewide General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems which apply to all public agencies that own more than one -mile of sewer lines The City of Grand Terrace's sewer collection system meets the criteria requiring compliance with this order The goal of the GWDR is to eliminate the occurrence of preventable sanitary sewer overflows by requiring public agencies to develop and implement written programs that improve the effectiveness and sustainability of existing sewer infrastructure The City of Grand Terrace owns, and is responsible for, over 36-miles of sewer main lines and is obligated to comply with the requirements as directed by the State of California Currently, City wastewater flows are transported by these main sewer lines to the City of Colton sewer treatment plant One element of the requirements affecting our agency is to adopt a Sewer System Management Plan (SSMP) that identifies practices, procedures, and goals to comply with the provisions of the GWDR This document is required to be updated every five years, and was last adopted in 2009 Q161*i111*71C•1'] The City recently entered into several wastewater agreements with the City of Colton (Colton), including a Sewer Services Agreement whereby Colton maintains the City's Packet Pg ,12',. �M53 sewer collection system The Sewer Services Agreement identifies the responsibilities of Grand Terrace and Colton Section B 6 ( License Management) states that Grand Terrace shall ensure that, to the extent applicable, all federal State and local approvals, licenses, and certifications necessary to operate, manage, maintain and monitor the Grand Terrace Wastewater System are current and in full force and effect It is, therefore, the City's responsibility to ensure the SSMP is updated as required by statute Updating of the SSMP would include discussion of the wastewater agreements between the City and Colton FISCAL IMPACT The Wastewater Disposal Fund (Fund 21) has an unrestricted Fund Balance of $825,000 as of September, 30 2014 Staff recommends the appropriation of $10,000 into Account 21-175-250 (Wastewater Professional Services Account) to cover the cost of contracting with a professional consultant for the preparation of the SSMP APPROPRIATION FROM FUND BALANCE FUND ACCOUNT NUMBER AMOUNT Wastewater Disposal Fund Professional Services Account (21-175-250) $10,000 APPROVALS. Sandra Molina Completed 10/01/2014 8 08 PM Finance Completed 10/04/2014 4 09 PM City Attorney Completed 10/06/2014 10 14 AM Community Development Completed 10/06/2014 4 39 PM City Manager Completed 10/06/2014 5 20 PM City Council Pending 10/14/2014 6 00 PM Packet Pg: 13 n $4; ,.,-.AGENDA REPORI MEETING DATE October 14, 2014 Council Item TITLE Monthly Financial Report for August 2014 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Receive and file the Monthly Financial Report for the period ending August 31, 2014 2030 VISION STATEMENT This staff report supports City Council Goal #1, "Ensure Our Fiscal Viability", through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations BACKGROUND The Finance Department has developed a Monthly Financial Report (MFR), which will be submitted to the City Council each month The attached MFR is for the period ending August 31, 2014 The purpose of the MFR is to identify actual revenues received, and expenditures incurred, for the current fiscal year and compare them to the Adopted Budget and fiscal year-to-date (YTD) expected amounts The MFR encompasses the City's two major funds General Fund and Child Care Fund DISCUSSION The Fiscal Year (FY) 2014-15 Adopted Budget amounts are presented in the attached MFR for reference purposes Any adjustments to the Adopted Budget that may occur during the fiscal year will also be reflected in the report Comparing the fiscal YTD actual revenues and expenditures to the full -year Adopted Budget would not be particularly meaningful, especially early in the fiscal year, therefore, YTD "expected" amounts are also presented in the report The "expected" revenues reflect a multi -year analysis of revenue receipts that have, historically, been received as of this month in the fiscal year The resulting positive or negative variances shown in the MFR are in comparison to these "expected" receipts The timing of expenditures is more evenly distributed during the fiscal year than revenue receipts, however, it is not entirely straight-line in nature For example, some months have three pay periods rather than two Also, debt service payments are only made twice a year Additionally, certain expenditure postings, such as the cost allocation plan, are made quarterly rather than monthly All of these factors are reflected in the YTD "expected" expenditures shown in the MFR As part of the MFR, staff will include explanations of significant variances between YTD actual revenues and expenditures and those that are "expected" at that point in the Packet', 14 fiscal year This analysis and reporting process is intended to keep the City Council informed regarding the City's financial position relative to the budget, and to identify any financial issues or concerns that arise during the fiscal year so appropriate and timely action can be taken in response FISCAL IMPACT There is no fiscal impact associated with the receipt of the MFR for the period ending August 31, 2014 The City's General Fund revenue receipts of $246,780 through August are moderately over the "expected" amount of $211,593, reflecting a positive variance of $35,187 General Fund expenditures of $662,330 are below the expected amount of $687,945, reflecting a positive variance of $25,615 For the Child Care Fund, revenue receipts of $128,137 are $5,063 below the expected level of $133,200, however, this shortfall is offset by expenditure savings of $6,829 relative to the expected level Overall, there are no financial concerns as of August 31, 2014 ATTACHMENTS • A - August2014 MFR-2 (PDF) APPROVALS Cynthia Fortune Completed 10/04/2014 4 56 PM Finance Completed 10/04/2014 4 57 PM City Attorney Completed 10/06/2014 10 19 AM City Manager Completed 10/06/2014 11 38 AM City Council Pending 10/14/2014 6 00 PM Packet-06,15 City of Grand Terrace Monthly Financial Report For the Period Ending August 31, 2014 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) Table of Contents GENERALFUND Revenue Summaries Revenue Assumptions 4 Revenue Monthly Financial Detail 5 Revenue Monthly History Property Tax 6 Sales Tax 7 Licenses, Permits & Fees 8 Franchise Fees 9 Expenditure Summaries Expenditure Assumptions 12 Expenditure Monthly Financial Detail by Department 14 Expenditure Monthly History by Department General Government Departments 15 Community Development 16 Finance 17 Public Safety 18 Expenditure Monthly History by Category Salaries 21 Benefits 22 Professional/Contractual Services 23 Materials & Supplies 24 CHILD CARE FUND Revenue and Expense Summary by Category and Department 26 -o m X :' M 4 _r v Attachment A - August2014 MFR-2 (1665 Monthly Financial Report for August 2014) GENERAL FUND REVENUE Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) REVENUE ASSUMPTIONS 1 Property Tax receipts are usually received twice a year in December and May 2 Residual Receipts — Redevelopment Property Tax Trust Fund (RPTTF) receipts are received twice a year June for the July - December period and January for the January - June period 3 Franchise Fee receipts are received monthly and quarterly, usually 30 - 45 days after the month or quarter end July franchise fees will appear on the August Monthly Financial Report 4 Sales Tax receipts are received monthly, the State distributes (advances) sales tax revenues usually 60 days after the close of the month, then has a quarterly "true -up " July sales tax receipts will appear on the September Monthly Financial Report 5 The timing of Waste Water receipts will be determined in conjunction with the City of Colton and will be either quarterly or annually 6 All other receipts are based on historical receipt pattern 7+ d xn UAttachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending August 31, 2014 Positive (Negative) August YTD August YTD August YTD Variance Adopted Expected % August YTD % from Revenue Budget Receipts Expected Actuals Actuals YTD Expected Property Tax 1,414,000 40,000 2 8% 44,836 3 2% 4,836 Residual Receipts - RPTTF 306,370 137,867 45 0% 164,847 53 8% 26,980 ' Property Tax (20% Loan Alloc) 0 0 0 0 Franchise Fees 480,000 0 0 0% 0 0 0% 0 Licenses, Fees & Permits 276,200 20,625 7 5% 24,485 8 9% 3,860 Sales Tax 1,047,000 0 0 0% 0 0 0% 0 Intergovernmental Revenue/Grants 35,000 0 0 0% 0 0 0% 0 Charges for Services 81,200 8,030 9 9% 8,022 9 9% (8) Fines & Forfeitures 25,000 1,924 7 7% 1,360 5 4% (564) Miscellaneous 5,000 147 2 9% 0 0 0% (147) Use of Money & Property 25,000 3,000 12 0% 3,230 12 9% 230 Transfers In 0 0 0 0 Residual Receipts - Sr Housing 0 0 0 0 Waste Water Receipts 700,000 0 0 0% 0 0 0% 0 4,394,770 211,593 -d 246,780 5-M 35,187 1 Residual receipts projection was conservative based on recommendations from the County Auditor -Controller Actual receipts are higher 0 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) REVENUE - Property Taxes goo 000 - - - - 700 000 600,000 500 000 -/A\ 400 000 300,000 200 000 100 000 ; In- JUL AUG SEP OCT Nov DEC JAN FEB MAR APR MAY JUN t—FY2014 15 fFY2013 14—di FY2012 13 --*-FY2011 12 Annual Property Tax Revenues FY2014-15 (as of month end) FY2013-14 FY2012-13 FY2011-12 $44, 836 $1,410,134 $1,396,513 $1,382,936 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) REVENUE - Sales Tax 450 000 _ a 400,000 ~ 350 000 r >, 300,000 250 000 f 200,000 AA 150 000 100,000 50,000 r s. � r.�. ,. F.". C• � ?• _ �'s$•- •_`i 3 *.�ze�`ve"`.�'§3}``o-�.. a'��'�r ss'.' ��y .`Sa���zzaa 4t:R"',12 .� a..-4..i�i".�•ii >�'• P%j,ir,,.r..e. � +an"�.�%<;d JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —i FY2014 15 tFY2013 14—4r-FY2012 13 tFY2011 12 Annual Sales Tax Tax Revenues FY2014-15 (as of month end) FY2013-14 FY2012-13 FY2011-12 $0 $884,949 $971,549 $963,439 Attachment A - August2014 MFR-2 (1665 Monthly Financial Report for August 2014) REVENUE - Licenses, Permits & Fees 90,000 80,000 70,000 3 60,000 50 000 40,000 F s 30 000 r Z" X 20,000 r i � { 10,000 h JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN --O—FY201415 tFY201314—*--FY201213—0—FY201112 Annual Licenses, Permits & Fees FY2014-15 (as of month end) $24,485 FY2013-14 $216,830 FY2012-13 $255,992 FY2011-12 $302,796 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) REVENUE - Franchise Fees 180,000 160,000 140,000 120,000 100,000 rt 80000 60,000 40,OOD 010,0 20,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN -+-FY2014 15 -41-FY2013 14 -*--FY2012-13 -KD---FY2011-12 Annual Franchise Fees FY2014-15 (as of month end) $0 FY2013-14 $474,452 FY2012-13 $478,269 FY2011-12 $478,011 Attachment A - August2014 MFR-2 (1665 Monthly Financial Report for August 2014) This page left intentionally blank Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) 0 N GENERAL FUND EXPENDITURE BY DEPARTMENT Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE ASSUMPTIONS 1 Expenditure appropriations are divided into 12 monthly allocations, with adjustments made for payroll periods, the timing of debt service payments, and certain quarterly allocations 2 Sections/Cost Centers are rolled into each Department as follows a CITY COUNCIL b CITY MANAGER i City Manager li Information Technology Ili Senior Citizens Program iv Emergency Operations c CITY CLERK i City Clerk ii Historical & Cultural Commission d CITY ATTORNEY e FINANCE f PUBLIC SAFETY g Non -Departmental i Non -Departmental ii Overhead Cost Allocation Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) h COMMUNITY DEVELOPMENT I Building & Safety li Public Works ill Rental Inspection Program iv Enforcement Program v Facilities Maintenance vi Community Development vii Parks Maintenance viii Storm Drain Maintenance ix National Pollutant Discharge Elimination System (NPDES) x Planning Commission T 0 UAttachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending August 31, 2014 August YTD 9 August August YTD YTD Adopted Expected % August YTD Department Budget Expenditures Expected Actuals Actuals City Council 64,750 9,555 14 8% 8,493 131 City Manager 512,106 64,937 12 7% 65,028 12 7% City Attorney 73,000 5,000 6 8% 5,697 7 8% City Clerk 132,492 18,558 14 0% 19,684 14 9% Community Development 1,287,549 146,873 11 4% 125,462 9 7% Finance 379,970 14,738 39% 11,950 31% Public Safety 1,626,200 274,083 16 9% 272,465 16 8% Non -Departmental 349,800 154,201 44 1% 153,552 43 9% 4,425,867 687,945 15.5j 662,330 15 0% 1 The Community Development Department has several vacancies that are expected to be filled by October 2014 Positive (Negative) Variance from YTD Expected 1,062 (91) (697) (1,126) 21,411 ' 2,788 1,619 649 25,615 M m 0 m rt �Q A Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - General Government 140 000 120 000 100,000 80 000 J � 4 60,000 40 000 20,000 AL} JUL AUG SEP OCT NOV DEC JAN - FEB MAR APR MAY JUN (20 000) a �9 r= (40,000) —4--FY2014 15 tFY2013 14—ihFY2012 13—&-FY2011 12 General Government Departments City Council, City Manager, City Clerk and City Attorney FY2014-15 (as of month end) $98,902 FY2013-14 $689,463 FY2012-13 $514,314 FY2011-12 $537,061 A W N rt W w O Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Community Development 200 000 180 000 160 000 140,000 r 120,000 s AX 100,000 80,000 o 60,000 40 000 20 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN tFY201415—0--FY201314FY201213 tFY2011-12 Community Development Department FY2014-15 (as of month end) FY2013-14 FY2012-13 FY2011-12 $125,462 $920,060 $962,249 $1,006,258 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Finance 60 000 50 000 40,000 t 30 000 20,000 10 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN --C--FY201415 fFY201314-lrFY201213 -0-FY201112 Finance Department FY2014-15 (as of month end) FY2013-14 FY2012-13 FY2011-12 $11,950 $369,432 $346,409 $256,223 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Public Safety 500,000 a 450,000 4 400,000 350,000 300 000 r 250 000 200 000 150 000 r 100,000 50,000 �y JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN tFY201415—W—FY201314---FY201213 —0—FY201112 Public Safety (Law Enforcement) FY2014-15 (as of month end) $272 465 FY2013-14 $1,527 673 FY2012-13 $1,710,354 FY2011-12 $1,762,956 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) GENERAL FUND EXPENDITURE BY CATEGORY Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending August 31, 2014 Positive Ne ative August YTD August YTD August YTD Variance Adopted Expected % August YTD % from Expenditure Budget Expenditures Expected Actuals Actuals YTD Expected Salaries 730,230 125,508 17 2% 112,259 15 4% 13,249 ' Benefits 388,380 43,998 113% 28,529 73% 15,469 ' Professional/Contractual Services 2,820,207 351,601 12 5% 349,433 12 4% 2,168 Materials & Supplies 318,350 18,651 5 9% 22,006 6 9% (3,355) Lease of Facility/Equipment 4,400 367 8 3% 381 8 7% (14) Equipment 0 0 0 0 Capital Projects 0 0 0 0 Utilities 135,800 20,370 15 0% 22,298 16 4% (1,928) Debt Service 254,900 127,450 50 0% 127,424 50 0% 26 Overhead Cost Allocation (317,900) 0 Z 0 0% 0 0 0% 0 Transfers Out 91,500 0 3 0 0% 0 0 0% 0 4,425,867 687,945 15.5% 662 330 15 0% 25,615 1 Variance from August YTD expected is due to the number of vacancies that are expected to be filled by October 2 Overhead Cost Allocation charges are posted quarterly 3 Transfers Out are posted quarterly m A fD Q 14J, Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Salaries 120,000 100 000 80,000 AL 60 000 40,000 20,000 (20,000) -*-FY2014 15 tFY2013 14 0 FY2012 13 --C)--FY2011 12 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Salaries FY2014-15 (as of month end) $112,259 FY2013-14 $697,536 FY2012-13 $659,163 FY2011-12 $791,344 m A w tD -0� W O1 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Benefits 60,000 40,000 20 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN (20 000) (40 000) 4 (60,000) - - - - -- - - -- - - - - - - -4--FY201415-0-FY201314--itFY201213 tFY2011-12 Benefits FY2014-15 (as of month end) $28,529 FY2013-14 $301,292 FY2012-13 $394,219 FY2011-12 $337,048 .o d cc w V Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Professional/Contractual Services 600 000 a 500,000 k k 400,000 300,000 i 200 000 100 000 M JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN --cx—FY201415 fFY2013-14-*—FY201213-+3—FY201112 Professional/Contractual Services FY2014-15 (as of month end) $349,433 FY2013-14 $2,438,743 FY2012-13 $2 336,411 FY2011-12 $2,213,146 Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) EXPENDITURE - Materials & Supplies 120 000 it r 100,000 80 000 7 60,000 r 40 000 , r 20 000 k i JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —t—FY201415—4b—FY201314 FY201213 —0—FY201112 Materials and Supplies FY2014-15 (as of month end) $22,006 FY2013-14 $275 086 FY2012-13 $228,670 FY2011-12 $291,234 I Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) 0 A 0 CHILD CARE FUND REVENUE AND EXPENDITURE Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) City of Grand Terrace FY 2014-15 Child Care Fund Monthly Financial Report For the Period Ending August 31, 2014 Positive (Negative) August YTD August YTD Auaust YTD Variance Adopted Expected % August YTD % from Revenue Budget Receipts Expected Actuals Actuals YTD Expected Tiny Tot Program 88,200 10,600 12 0% 8,531 9 7% (2,069) After School Program 358,900 32,300 9 0% 34,026 9 5% 1,726 Pre -School Program 752,650 90,300 12 0% 85,580 (4,720) 1,199,750 133,200 11.1 % 128,137 10 7% 5,063 Positive (Negative) August YTD August YTD August YTD Variance Adopted Expected % August YTD % from Expenditure Budget Expenditures Expected Actuals Actuals YTD Expected Salaries 575,460 99,599 17 3% 93,142 16 2% 6,457 Benefits 263,250 36,412 13 8% 34,565 13 1 % 1,847 Professional/Contractual Services 23,900 2,158 9 0% 893 3 7% 1,265 Materials & Supplies 61,100 6,175 101% 9,959 163% (3,784) Lease of Facility/Equipment 8,000 4,000 50 0% 4,000 50 0% 0 Equipment 400 33 8 3% 0 0 0% 33 Capital Projects 11,400 1,900 16 7% 1,175 10 3% 725 Utilities 17,100 2,850 16 7% 2,565 15 0% 285 Overhead Cost Allocation 198,800 0 0 0% 0 0 0% 0 1,159,410 153,128 13.2% 146,299 12 6% 6,829 -o 0 (p A. L Attachment A - August2014 MFR-2 (1565 Monthly Financial Report for August 2014) MEETING DATE October 14, 2014 Council Item TITLE Resolution Revising Appropriations Limit for Fiscal Year 2014-15 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION (a) Repeal Resolution No 2014-023, which established the Appropriations Limit of $11,399,967 for Fiscal Year 2014-15, and, (b) Adopt the attached Resolution to establish a revised Appropriations Limit of $11,426,043 for Fiscal Year 2014-15 based on information that was not available when Resolution No 2014-023 was adopted 2030 VISION STATEMENT This staff report supports Goal No 1, "Ensuring Our Fiscal Viability" by ensuring that the proper Appropriations Limit is established as required by State law BACKGROUND Per State law, public agencies must adopt an Appropriations Limit (also known as the "Gann Limit") each year The purpose of the Appropriations Limit is to establish a limit on the amount of tax revenues that agencies can appropriate in a given fiscal year On June 24, 2014, the City Council adopted Resolution No 2014-023, which established the City's Appropriations Limit for Fiscal Year (FY) 2014-15 at $11,399,967 In establishing this Appropriations Limit, the change in California per capita personal income of -0 23% was used as the cost -of -living adjustment (or "price factor") An alternate "price factor" was allowable in the calculation, which was the change in the City's assessed valuation from 2013 to 2014 due to the addition of non-residential new construction However, this data was not available from the County Assessor's office at the time the Appropriations Limit resolution was adopted The City Council was advised on June 24, 2014, that when this data was available, if it was greater than the change in California per capita personal income, the Appropriations Limit would be revised and resubmitted to the City Council for approval This data referenced above has subsequently been received by the City, indicating that there was no change in assessed valuation from 2013 to 2014 due to non-residential new construction All new construction during this period was related to residential properties As a result, it is more favorable for the City to use a "price factor" of zero (0 00%) for the Appropriations Limit calculation, rather than -0 23% (indicating negative growth) Packet Pg 42 DISCUSSION Based on the data now available, staff has recalculated the Appropriations Limit for FY 2014-15, as shown in Exhibit A The cost -of -living adjustment ("price factor"), which is highlighted in Exhibit A, has been revised from -0 23% to 0 00%, thereby changing the adjustment factor from 0 9977 to 1 0000 As a result of this change, the FY 2014-15 Appropriations Limit has increased from $11,399,967 to $11,426,043, increasing the remaining appropriations capacity from $8,535,336 to $8,561,412 FISCAL IMPACT There is no fiscal impact associated with adoption of the revised FY 2014-15 Appropriations Limit, as the City is safely within its legal appropriations limit for FY 2014-15 ATTACHMENTS • A - Resolution —Appropriations Limit FY 2014-15_REVISED (DOCX) • B - Exhibits—FY 2014-15 Appropriations Limit REVISED (PDF) APPROVALS Cynthia Fortune Completed 10/04/2014 3 38 PM Finance Completed 10/04/2014 3 38 PM City Attorney Completed 10/06/2014 10 23 AM City Manager Completed 10/06/2014 11 57 AM City Council Pending 10/14/2014 6 00 PM Packet Pg 43 5A RESOLUTION NO 2014- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REVISING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2014-15 WHEREAS, Article XIIIB of the California Constitution and Section 7910 of the R California Government Code require that each year the City of Grand Terrace shall by c resolution, establish an Appropriations Limit for the fiscal year, and a a WHEREAS, on June 24, 2014, the City Council adopted Resolution No 2014- _ 023, establishing the Appropriations Limit for Fiscal Year 2014-15 at $11,399,967, and d WHEREAS, the cost -of -living adjustment ("price factor") used in the c Appropriations Limit calculation was based on the change in California per capita personal income of -0 23%, as provided by the California Department of Finance, and d WHEREAS, an alternate cost -of -living adjustment ("price factor") was allowable in the calculation based on the change in the City's assessed valuation from 2013 to 2014 due to the addition of non-residential new construction, as provided by the County r, Assessor's Office, and = 0 N WHEREAS, the above assessed valuation data was not available at the time d Resolution No 2014-023 was adopted, and c w WHEREAS, the assessed valuation data was provided by the County Assessor's N Office subsequent to adoption of Resolution No 2014-023, indicating that there was no LU change inassessed valuation from 2013 to 2014 due to non-residential new WI construction, and 0 WHEREAS, using the assessed valuation change of 0 00% rather than the } change in per capita personal income of -0 23%, results in a revision to the City's r Appropriations Limit for Fiscal Year 2014-15, from $11,399,967 to $11,426,043, E increasing the remaining appropriations capacity from $8,535,336 to $8,561,412 J N C 2 .r+ T NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND c TERRACE, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS a 1 That Resolution No 2014-023 is hereby repealed 2 That $11,426,043 is hereby established as the revised Appropriations Limit for the City of Grand Terrace for Fiscal Year 2014-15 3 The City Council hereby adopts the findings and methods of calculation set forth in Exhibit A (Appropriations Limit Calculation — Revised) and Exhibit B (Proceeds of Tax Calculation) a Packet Pg 44 BE IT FURTHER RESOLVED that this Resolution shall take effect immediately up the date of its adoption PASSED, APPROVED AND ADOPTED by the City Council of Grand Terrace at a regular meeting held on the 14th day of October, 2014 Mayor of the City of Grand Terrace and the City Council thereof ATTEST City Clerk, City of Grand Terrace v I PAT JACQUEZ-NAREZ, CITY CLERK of the City of Grand Terrace, California, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 14th day of October, 2014, by the following vote AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares, City Clerk APPROVED AS TO FORM City Attorney zo Packet Pg 45 EXHIBIT A CITY OF GRAND TERRACE APPROPRIATIONS (GANN) LIMIT CALCULATION - REVISED FISCAL YEAR 2014-15 APPROPRIATIONS SUBJECT TO THE LIMIT FY 2014-15 Total Revenue (1) Less Non -Proceeds of Tax A) Total Appropriations Subject to the Limit 6,524 250 3 659 619 2,864,631 APPROPRIATIONS LIMIT B) FY 2013-14 Appropriations Limit 11 337,610 C) Change Factor % Increase Factor Population Adjustment ('Population Factor") (3) 078 1 0078 Change Factor (0 9977 x 1 0078) 1 0078 D) Increase (decrease) In Appropriations Limit 88 433 E) FY 2014-16 Appropriations Limit (B x C) 11,426,043 REMAINING APPROPRIATIONS CAPACITY (E-A) 8,561,412 n W Remaining Capacity as Percent of the FY 2014-15 Appropriations Limit 74 93% w (1) Revenues are based on FY 2014 15 Adopted Budget (all City funds excluding Successor Agency) (2) Percent of Change in Grand Terace assessed valuation due to addition of non residential new construction (per County Assessors Office) (3) Percent of Change in County of San Bernardino Population (per State Department of Finance) zo Packet Pg 46 .56 EXHIBIT B CITY OF GRAND TERRACE APPROPRIATIONS (GANN) LIMIT PROCEEDS OF TAX CALCULATION FISCAL YEAR 2014-15 BUDGETED BUDGETED PROCEEDS NON -PROCEEDS TOTAL REVENUE SOURCE OF TAX OF TAX REVENUE TAXES Property Tax (1) Sales Tax (2) Business License Tax FEES Franchise Fees Building Fees Planning Fees Other Permits/Fees Residual Receipts Agreement Intergovernmental Use of Property/Other Child Care Fees Waste Water Disposal Fees Gas Tax/Highway User Fees Measure "I" Transportation SLESF (AB 3229 COPS) CDBG Other OPERATING BUDGET SUBTOTAL % of Total Interest Allocation (3) CAPITAL PROJECT FUNDING Gas Tax/Measure "I"/Transfers State Grants Bond Proceeds CAPITAL PROJECT SUBTOTAL $ 1,730,570 1,047,000 81,700 $ 1,730,570 1,047,000 81,700 $ 480,000 480,000 106,000 106,000 37,900 37,900 247,100 247,100 35,000 35,000 315,000 315,000 1,207,650 1,207,650 324,400 324,400 170,000 170,000 100,000 100,000 49,530 49,530 468 400 468,400 $ 2,859,270 $ 3,540,980 $ 6,400,250 44 67% 55 33% 100 00% 5,361 6,639 12,000 112,000 112,000 $ - $ 112,000 $ 112,000 TOTAL $ 2,864,631 $ 3,659,619 $ 6,524,250 Revenues are based on FY 2014-15 Adopted Budget (all City funds excluding Successor Agency) Notes (1) Includes Property Tax In -Lieu of Vehicle License Fees & RPTTF Residual Receipts (2) Includes Property Tax In -Lieu of Sales Tax (3) Based on percentage of Tax/Non-Tax Proceeds u> 0 w rn w w,l E c 0 4r 5 a 0 a a Q an T 0 N LL I .r FS x w m c m E z cc Q Packet,Pg 47 MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT October 14, 2014 Council Item Tentative Tract Map 14-01 (Tentative Tract Map No 18071) Sandra Molina, Community Development Director (a) Conduct a Public Hearing on Tentative Tract Map 14-01 (Tentative Tract Map No 18071) a proposed 17 lot subdivision (b) RESOLUTION NO 2014- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING AN ENVIRONMENTAL ADDENDUM AND APPROVING TENTATIVE TRACT MAP NO 14-01 (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 FEET EAST OF KINGFISHER ROAD 2030 VISION STATEMENT This Project, the creation of seventeen residential lots, supports Goal #3, "Promote Economic Development" of the City Council's adopted 2030 Vision BACKGROUND The applicant, Mr Jason Karger, is requesting approval of Tentative Tract Map 14-01 (Tentative Tract Map No 18071) The Project site is located on the north side of Pico Street and east of Kingfisher Street It consists of 8 26 acres and is zoned R1-10 (Single Family Residential) The Project would create 17 single-family lots, at least 10,000 square feet in size, and two open space letter lots Lot A contains a 100-foot wide State of California Department of Water Resources (DWR) easement and Lot B is a drainage basin for water quality purposes In 2006, the Applicant received project approval from the City Council to create 18 single-family lots The 2006 tentative tract map was designed so the public street would be built on the DWR easement After years of effort, the applicant was unable to secure DWR approval to build the public street on the DWR easement, thereby necessitating re -configuration of the proposed subdivision and the new tentative tract map The reconfiguration shifts the public street to the west so it is no longer within the DWR easement A 30-foot wide access road will cross the DWR easement to provide access Packet Pg 48 to 5 lots on the east side of the easement The re -plotting of the lots and roadways is substantially similar to the 2006 tentative map approval For comparison purposes, a copy of the 2006 tentative map and the 2014 tentative map are attached On September 25, 2014, the Planning Commission held a public hearing on this item and voted to recommend City Council approval The Planning Commission staff report, excluding attachments, is attached for reference DISCUSSION The site is a vacant, rectangularly shaped parcel, but with an irregular eastern boundary It is bound by Pico Street on the south side There is a slump stone block wall around a two -million gallon water reservoir and along the easterly boundary of the site There are a number of easements running through the property The 100-foot wide DWR easement runs north -south and at an angle through the center of the property A 60-foot wide Southern California Edison (Edison) easement runs along the north side of the property Riverside Highland Water Company (RHWCO) has a 24-inch water line easement and a 10-foot wide access easement along the easterly property line of the site The surrounding area is developed with single family homes to the west, north and south Also, to the southwest are located a former convent and a seminary To the east, as referenced above, is the two -million gallon water reservoir owned by RHWCO and an avocado orchard General Plan/Zonina Consistenc The Project site is designated Low Density Residential (LDR) on the General Plan Land Use Map The LDR designation limits land uses to single-family detached residential units at a density of 0-5 dwelling units per acre This single-family residential Project has a density of two dwelling units per acre The site is zoned R1-10 Low Density Single -Family Residential Each parcel meets the minimum lot size and lot dimension requirements, including lot area, lot width and lot depth Subsequent development of the lots will be subject to Site and Architectural Review, however, as designed, each lot can support the plotting of a residential home The applicant anticipates the size of the homes to be at least 2,000 square feet Circulation/Access The Project site is bound by Pico Street, a 66 foot wide local collector roadway, which serves Lots 13 through 17 The applicant will be required to improve Pico Street along PackgPN 49 the project frontage Jaden Court will be constructed to the west of the DWR easement and will measure 48-feet in width Parking will only be permitted on one side of this street, and Lots 1-7 will take direct access onto it Lots 8 through 12 will access Jaden Court through a 30-foot wide drive -aisle named Bryce Court Bryce Court will lead to a 26-foot wide access easement that serves Lots 8 through 12 Conceptual Grading The preliminary grading plan has also been included and is shown on the tentative tract map Pad elevations are indicated on each lot Generally, lots will be decreasing in elevation from east to west and from north to south The overall property has about a 50 foot fall as measured along the Pico Street frontage A drainage easement is proposed along the rear of Lots 1 through 7, for cross -lot drainage leading to Lot B A preliminary drainage report and water quality management plan was prepared, and final reports will be required as part of the final map process Open Space Lots Lot A encompasses the DWR easement and Lot B is the water quality basin The applicant will annex into the City's existing lighting and landscape maintenance district for maintenance of these parcels Annual assessments levied to the property owners within the map will pay for ongoing maintenance and repairs Annexation into the district is required as a condition of final map approval Agency Review The Project Plans were distributed to various agencies for their comments Conditions of Approval from respective agencies (City Building & Safety and Public Works Departments, County Fire, RHWC, and Colton Wastewater) are included in the attached Resolution Environmental Review On August 24, 2006, the City Council adopted the Initial Study/Mitigated Negative Declaration prepared for the Project In doing so, the City Council found that the Project would not have a significant impact on the environment In response to technical changes to the site design, staff has prepared an Addendum to the previously adopted Initial Study/Mitigated Negative Declaration, pursuant to Section 15164 of the California Environmental Quality Act (CEQA), to revise the project description to reflect a 17-lot subdivision, with two letter lots consisting of the DWR easement and a water quality basin The purpose of the Addendum is to reflect the technical changes to the subdivision Packet Pg 50 a*,s design The adopted Environmental Initial Study/Mitigated Negative Declaration contains Mitigation Measures related to geology, water quality, air quality and noise, which remain applicable to the Project No revisions to the adopted mitigation measures are proposed Public Notice Public noticing of the Project was provided, including publishing in the Grand Terrace City News and mailing notices to property owners within 300-feet of the site 10-days prior to the meeting date In addition, a copy of the notice was posted in three public places During the Planning Commission meeting, public comment was received from residents to the east regarding grading, differences in pad elevations, and views The property slopes downhill to the west, which is more prominent on properties on the east side of the City, contributing to the differences in pad elevations With regard to views, it was clarified during the Commission meeting that there is no ownership of views, unless the property is purchased by those seeking to protect and maintain their view sheds FISCAL IMPACT The General Fund will not be impacted by this action Long term, the General Fund will realize revenue through filing fees associated with construction of the residential homes ATTACHMENTS • A - City Council Resolution _10 14 2014 (PDF) • B - Planning Commission Staff Report Without Attachments (PDF) • C - Environmental Addendum Tract 18071_9 12 2014 (DOC) • D - 2006 Tentative Tract Map (PDF) • E - Tentative Tract Map 14-01 (TTM 18071) (PDF) APPROVALS Sandra Molina Completed 10/01/2014 6 33 PM Finance Completed 10/04/2014 3 52 PM City Attorney Completed 10/06/2014 10 04 AM Community Development Completed 10/06/2014 4 38 PM City Manager Completed 10/06/2014 5 12 PM City Council Pending 10/14/2014 6 00 PM Packet Pg 51 �6 A RESOLUTION NO 2014- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING AN ENVIRONMENTAL ADDENDUM AND APPROVING TENTATIVE TRACT MAP NO 14-01 (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 FEET EAST OF KINGFISHER ROAD WHEREAS, on May 18, 2006 and August 24 of 2006, the Planning Commission and City Council took respective actions approving Tentative Tract Map No 18071 to subdivide 8 26 acres into 18 single family lots and adopting an environmental Mitigated Negative Declaration, concluding that that there is no substantial evidence that the project will have a significant impact on the environment WHEREAS, Karger Homes, represented by Jason Karger ("Applicant"), was unable to secure approval from the State of California Department of Water Resources to construct a public street as required by the conditions of approval, thereby, necessitating Applicant to submit Tentative Tract Map 14-01 (Tentative Tract Map No 18071) to reconfigure the proposed residential lots and public street, resulting in the subdivision of the 8 26 acres into 17 single family lots and two letter lots ("Project") WHEREAS, the Project site is zoned R1-10 Low Density Residential and designated Low Density Residential on the General Plan Land Use Map, located on the north side of Pico Street and approximately 150 feet east of Kingfisher Road The Project site is vacant and a 100-foot wide Department of Water Resources easement traverses the Project site WHEREAS, pursuant to Section 15164 of the California Environmental Quality Act (CEQA) Guidelines, an Addendum to the initial Study/Mitigated Negative Declaration ("Addendum") previously adopted for the Project has been prepared WHEREAS, on September 25, 2014, the Planning Commission conducted a duly noticed public hearing at the Council Chambers located at 22795 Barton Road, Grand Terrace, California and concluded the hearing on said date by voting 4-0-1, to recommend City Council approval of Project Page 1 of 11 ' Packet,Pg 52 WHEREAS, on October 14, 2014, the City Council conducted a duly noticed public hearing at the Council Chambers located at 22795 Barton Road, Grand Terrace, California and concluded the hearing on said date WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, FIND AND ORDER AS FOLLOWS Section 1 The City Council hereby finds that pursuant to Section 15162 of the California Environmental Quality Act (CEQA) Guidelines, a subsequent Mitigated Negative Declaration is not required Substantial changes are not proposed, nor do substantial changes occur with respect to the circumstances under which the Project is undertaken, that would require major revisions to the previous Mitigated Negative Declaration due to the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects, the Project will not have significant effects not discussed in the previous Mitigated Negative Declaration, effects will not be substantially more severe than shown in the previous Mitigated Negative Declaration, and the applicant will comply with mitigation measures contained in the previous Mitigated Negative Declaration Section 2 The City Council finds as follows with respect to Tentative Tract Map 14-01 (Tentative Tract Map No 18071) a The proposed subdivision is consistent with the City General Plan and any applicable specific plan for the area The proposed single family residential Project at a density of 2 0 dwelling units per acre is consistent with the Low Density Residential (LDR) General Plan designation, which is intended for detached single family residential It conforms to several General Plan policies relating to the construction of roadways and utilities to serve the Project, and Housing Element policies to encourage housing development of various types and designs b The design or improvement of the proposed subdivision is consistent with the City General Plan and any applicable specific plan for the area The design at 2 0 dwelling units per acre conforms to the density limitation of the LDR designation The Project conforms to several General Plan policies relating to the construction of roadways and utilities to serve the Project, and Housing Element policies to encourage housing development of various types and designs c The site is physically suitable for the type and proposed density of development proposed by the tentative map The site can support the Project at the Page 2 of 11 Packet Pg 53 proposed density of 2 4 dwelling units per acre d The design of the subdivision and proposed improvements are not likely to cause significant environmental damage or substantially and avoidably injure fish or wildlife or their habitat, as evidenced by the adopted Mitigated Negative Declaration adopted for the Project e The design of the subdivision and the type of improvements are not likely to cause serious public health problems f The design of the subdivision provides for future passive or natural heating and cooling opportunities in the subdivision to the extent feasible g The design of the subdivision and the type of improvements will not conflict with easements acquired by the public at large for access through or use of property within the proposed subdivision, or the design of the alternate easements which are substantially equivalent to those previously acquired by the public will not be provided h In approving the subdivision the approving authority has considered its effects and the effects of adopted ordinances and actions relating to the review and approval of subdivisions on the housing needs of the region and balanced those needs against the public service needs of its residents and available fiscal and environmental resources Section 3 Be it further resolved that based on the findings and conclusions set forth above, the City Council approves the Addendum prepared for the Project and approves Tentative Tract Map 14-01 (Tentative Tract Map No 18071), subject to the following conditions of approval General Conditions of Approval 1 Approval of Tentative Tract Map 14-01 (Tentative Tract Map No 18071) is granted to subdivide 8 26 acres into seventeen (17) single family lots, two open space lots on property located on the north side of Pico Street, east of Kingfisher Street, Assessor's Parcel Number 1178-181-01 This approval is granted based on the application materials submitted by Karger Homes, represented by Jason Karger on July 10, 2014, including the Tentative Tract Map with preliminary grading information prepared by W J McKeever, Inc, dated September 16, 2014 These plans are approved as submitted and conditioned herein, and shall not be further altered except as modified by these conditions of approval, and unless reviewed and approved by the affected city departments Page 3 of 11 Packet:Pg 54 2 This approval shall expire twenty-four (24) months from the date of adoption of this resolution This approval shall become null and void if a final map has not been timely filed prior to the expiration date in accordance with the provisions of the Subdivision Map Act An extension of time may be granted by the Community Development Director upon submittal of a time extension request and appropriate filing fees In granting any such time extension the City may impose new conditions and standards on the tentative map, pursuant to Section 66452 6(e) of the California Government Code 3 The applicant shall defend, indemnify and hold harmless the City and its agents, officers, attorneys and employees from any claim, action, or proceeding (collectively referred to as "proceeding") brought against the City or its agents, officers, attorneys or employees to attack, set aside, void, or annul the City's decision to approve the tentative tract development, approval or authorization and approvals conditions or approval and certifications under CEQA and/or any mitigation monitoring program, but excluding any subdivision approval governed by California Government Code § 66474 9, and which action is brought within the time period provided for in Government Code Section 66499 37 This indemnification shall include, but not limited to, damages, fees and/or costs awarded against the City, if any, and cost of suit, attorneys' fees and other costs liabilities and expenses incurred in connection with such proceeding whether incurred by applicant, the City, and/or the parties initiating or bringing such proceeding The City shall promptly notify the applicant of any claim, action, or proceeding concerning the project and the City shall cooperate fully in the defense of the matter The City reserves the right, at its own option, to choose its own attorney to represent the City, its officers, employees, and agents in the defense of the matter The applicant shall defend, indemnify and hold harmless the City, its agents, officers, employees and attorneys for all costs incurred in additional investigation and/or study of, or for supplementing, preparing, redrafting, revising, or amending any document (such as a negative declaration, EIR, specific plan or General Plan amendment), if made necessary by said proceeding and if applicant desires to pursue securing such approvals, after initiation of such proceeding, which are conditioned on the approval of such documents, and shall Indemnify the City for all the City's costs, fees, and damages that the City incurs in enforcing these indemnification provisions 4 Any details which are inconsistent with requirements of state and local ordinances, conditions of approval, or City policies must be specifically modified to comply with state and local ordinances, conditions of approval, or City policies, or must be approved in the final map or improvement plan approvals Page 4 of 11 Packet Pg 55 5 The applicant shall comply with all requirements of the Subdivision Map Act, and Title 17 (Subdivisions) contained in the Grand Terrace Municipal Code 6 In the event that exhibits and written conditions are inconsistent, the written conditions shall prevail 7 Upon approval of these conditions and prior to becoming final and binding, the applicant must sign and return an "Acceptance of Conditions" form The form and content shall be prepared by the Community and Economic Development Department 8 The applicant shall obtain Site and Architectural Review approval for construction of the residences 9 The applicant shall comply with all requirements of the Building and Safety/Public Works Department, including the conditions of approval contained in the Memorandum dated July 18, 2014, attached hereto as Exhibit 1 10 The applicant shall comply with all requirements of the San Bernardino County Fire Department, Office of the Fire Marshal Community Safety Division, including the conditions of approval contained in their letter dated September 11, 2014, attached hereto attached hereto as Exhibit 2 11 The applicant shall comply with all requirements of the City of Colton Public Works Department Water & Wastewater Department, including the conditions of approval contained in their letter dated July 24, 2014, attached hereto as Exhibit 3 12 The applicant shall comply with the Mitigation Measures contained in the Mitigated Negative Declaration Conditions Prior to Final Map Approval 13 A soils report shall be submitted to the City for review and approval Any recommendations included in the soil study shall be incorporated into the design of the precise grading and paving plan as appropriate 14 Prior to final map approval, a drainage study shall be prepared by a Civil Engineer in accordance with the standards of the County of San Bernardino Hydrology and Design Manual to the satisfaction of the City The Drainage Study shall include, but not be limited to, the evaluation of the capacity of the downstream storm drain The study shall include the design of all facilities required to mitigate downstream deficiencies and impacts to the satisfaction of the City Page 5 of 11 Packet Pg 56 15 The applicant shall prepare improvement plans, in accordance with the City Subdivision Ordinance 16 If any public improvement required as part of the approval of the subdivision will not be completed and accepted prior to approval of the final tract map, then prior to a determination of a complete and timely filing of the final tract map, the subdivider, at his expense, shall be required to enter into a subdivision improvement agreement, with the City to complete said public improvements in accordance with the City's Subdivision Ordinance Performance of said agreement shall be guaranteed by the security specified in this Section and Section 66499 et seq of the Subdivision Map Act 17 Upon approval of these conditions and prior to becoming final and binding, the applicant must agree to and sign the "Acceptance of Conditions" form The content of the form to be prepared by the Community and Economic Development Department 18 Provide a "will serve" letter from the Riverside Highland Water Company 19 Grading on all lots shall include contour grading techniques 20 Corner monuments indicating the new property corners shall be set in accordance with the California Subdivision Map Act, and to the satisfaction of the City Engineer Appropriate documentations that the monuments have been set must be submitted to the City Engineer 21 A final tract prepared by, or under the direction of a registered civil engineer authorized to practice land surveying, or a licensed land surveyor, must be processed through the City prior to being filed with the County Recorder 22 The applicant shall submit a title report and subdivision guarantee showing all fee interest holders, all interest holders whose interest could ripen into a fee, all trust deeds, together with the names of the trustee and all easement holders The account for this title report shall remain open until the final parcel map is filed with the County Recorder No easements shall be granted and recorded until after the final map is recorded, unless approved by the City Engineer and subordinated to any City easements by a certification upon the title sheet of the final map, prior to the grant 23 The applicant shall incorporate into the project design all existing easements within the project boundaries In the case where easements are proposed to be abandoned, the applicant shall obtain abandonment of said easements from the Page 6 of 11 Packet Pg 57 affected easement holder(s) If this requirement cannot be accomplished, the project shall be redesigned accordingly and as approved by the City 24 Easements for all on -site facilities, public and private, shall be reviewed and approved by the City Engineer prior to recordation Such easements may include, but are not limited to, sewer, water, electric, gas, telephone, storm drains, detention basins, and landscaping 25 Pay all required fees for the processing and approval of the final tract map 26 Prior to final map approval, all on -site and off -site curbs, gutters, paving, street lights, sewer laterals, water services, utilities, grading, storm drain improvements shall be installed or sufficient surety shall be posted to the satisfaction of the City to guarantee their installation 27 Prior to final map approval, plans and specifications for the water system facilities shall be submitted for approval to the Riverside Highland Water Company The subdivider shall submit an agreement and other evidence, satisfactory to the City, indicating that the subdivider has entered into a contract with the water purveyor guaranteeing payment and installation of the water improvements 28 Prior to the final map approval, there shall also be filed with the City Engineer, a statement from the water purveyor indicating subdivider compliance with the Fire Department's fire flow requirements 29 Improvement plans for utility connections and services, including water, fire hydrant and/or fire sprinklers, sewer, storm drain, gas, electric, phone, and television, shall be submitted to and approved by the City 30 Sewer improvement plans must be approved by the City of Colton Wastewater & Utilities Department 31 The applicant shall record an easement over Lots 8 through 12 for proposed reciprocal access, utility installation and maintenance within the proposed 26-foot wide access road Prior to recordation, easement documents shall be submitted to the City Engineer for review and approval 32 Easements for all on -site facilities, public and private, shall be reviewed and approved by the City Engineer prior to recordation Such easements may include, but are not limited to, sewer, water, electric, gas, telephone, storm drains, detention basins, and landscaping 33 Access rights shall be granted to the City for the purpose of allowing access over private drives within the development for all City vehicles, including police, fire, Page 7 of 11 Packet,P6.58 and other emergency vehicles The document(s) recording this access shall be prepared by the applicant for review and approval by the City Engineer, prior to recordation 34 The Public Works Department reserves the right to add conditions of approval to the project after approval and conditions are granted by California Aqueduct officials (State Department of Water Resources) 35 As determined by the Community Development Director, Lot A shall be designed with perimeter fencing and a lockable gate for vehicles by vehicles shall be included The subdivider shall provide the City keys to the gate 36 The easterly drainage easement shall be paved as approved by the Community Development Director 37 The subdivider shall annex Lots A and B into the City's Lighting and Landscape Maintenance Assessment District In compliance with this condition of approval the applicant shall perform the following a Retain an engineer to prepare an Assessment District Boundary Map b Retain a licensed landscape architect to prepare a landscape and lighting plan in conformance with the City's Water Efficient Landscape Ordinance, specifications and estimates c The landscape plan shall include minor park amenities as may be allowed by the Department of Water Resources, and the 30-foot wide access road on Lot A d The landscape plan shall include perimeter fencing and gate access on Lot B, in accordance with Condition No 35 38 The applicant shall submit a composite development plan for review and approval Said composite development plan shall be recorded with the tentative tract map, and shall depict the following for information purposes a The proposed easement across Lots 8-12 b Cross lot drainage easement along Lots 1-7 c Establishment of the lighting and landscape maintenance assessment district Page 8 of 11 Packet Pg 59 Conditions After Final Map Approval 39 Final map shall be filed with the County recorder and one (1) Mylar copy of the filed map shall be submitted to the City offices prior to the issuance of any building permits 40 The project shall be constructed in accordance with all the approved plans and conditions of approval, including but not limited to site plans, grading plans, wall plans, and building elevations 41 Construction and operational activities associated with the project shall comply with the regulations of the City's Noise Ordinance, Chapter 8 108 of the Grand Terrace Municipal Code 42 The westerly perimeter wall shall be decorative, which may include the incorporation of stucco, split -face block, stone veneer and/or other materials that match the colors and materials of the project 43 The developer shall pay all applicable development impact fees in effect at the time that construction permits are issued by the City PASSED, APPROVED AND ADOPTED by the City Council of the Grand Terrace at a regular meeting held on the 14th day of October, 2014 Walt Stanckiewitz Mayor ATTEST Pat Jacquez-Nares City Clerk Page 9 of 11 Packet,Pg 60 -o v 0 0 0 h t D 0 Attachment A - City Council Resolution_10 14 2014 [Revision 3] (1563 Tentative Tract Map 14-01 (Tentative Tract Map No 18071)) I, PAT JACQUEZ-NARES, 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 r City Council held on the 14th day of October, 2014 by the following voteco AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares City Clerk Page 11 of 11 Packet Pg 62 Exhibit Building and Safety Conditions of Approval T n 0 Date July 18, 2014 CO Applicant Karger Homes Address of Applicant 19236 Dandelion Court, Riverside, CA Site Location North Pico Street, Grand Terrace, CA Project TTM 14-01 Provide four (4) sets of construction plans and documentation for plan review of the proposed project Below you will find a list of the plans and documents Building and Safety will need for plan review The initial plan review will take approximately two weeks on most projects Provide the following sets of plans and documents Public Works/Eng►neenng submittal's required at first plan review (1) Title Report (1) Complete Final Tract Map (4) Street Improvement Plans o (4) Street Sewer Plans (4) Street Water Plans M Building and Safety submittal's required at first plan review of Single Family Homes (4) Architectural Plans (4) Structural Plans (2) Structural Calculations (4) Plot/Site Plans (4) Electrical Plans (4) Electrical Load Calculations (4) Plumbing Plans/Isometrics, Water, Sewer and Gas (4) Mechanical Plans (4) Mechanical Duct Layout Plans (2) Roof and Floor Truss Plans (2) Title 24 Energy Calculations (4) Rough and Precise Grading Plans (2) Water Quality Management Plan, (WQMP) and Erosion Control Plan (2) Stormwater Pollution Prevention Plan Building & Safety General Information d E All structures shall be designed in accordance with the 2013 California Building Code, 2013 California Mechanical Code, 2013 California Plumbing Code, and the 2013 California Electrical 11 Packet Pg 63 Code, 2013 Residential Code and the 2013 California Green Buildings Standards adopted by the State of California ti The Developer/Owner is responsible for the coordination of the final occupancy The co Developer/Owner shall obtain clearances from each department and division prior to requesting O a final building inspection from Building & Safety Each agency shall sign the bottom of the Z Building & Safety Job Card Building & Safety inspection requests can be made twenty four (24) hours in advance for next day inspection Please contact (909) 825 3825 You may also request inspections at the Building & Safety public counter All construction sites must be protected by a security fence and screening The fencing and screening shall be maintained at all times to protect pedestrians Temporary toilet facilities shall be provided for construction workers The toilet facilities shall be maintained in a sanitary condition Construction toilet facilities of the non sewer type shall conform to ANSI ZA 3 Construction projects which require temporary electrical power shall obtain an Electrical Permit from Building & Safety No temporary electrical power will be granted to a project unless one of the following items is in place and approved by Budding & Safety and the Planning Department (A) Installation of a construction trader, or, (B) Security fenced area where the electrical power will be located Installation of construction/sales trailers must be located on private property No trailers can be located in the public street right of way Pursuant to the California Business and Professions Code Section 6737, most projects are required to be designed by a California Licensed Architect or Engineer The project owner or developer should review the section of the California Codes and comply with the regulation Prior to building permits, applicant shall enter into a recycling agreement for construction waste according to Ordinance No 243 A deposit will be required as part of this ordinance Recycling receipts from a Burrtec approved recycling company responsible for accepting the materials shall be kept in the construction office for viewing by the City Inspector Burrtec Waste Industries has a Franchise Agreement with the City to recycle waste Waste from the project shall be disposed of in an approved Burrtec disposal facility No waste shall be disposed of at any other waste facility If waste is disposed of at an unapproved facility, funds from the deposit will be used to offset the waste stream Please save the recycle receipts so you can prove the tonnage recycled to obtain a refund on the deposit Bu►Idino & Safety Conditions Prior to the issuance of a building permit, the applicant shall pay all Development Improvement Fee's to the City, this also includes school fees and outside agency fees such as sewer water and utilities Copies of receipts shall be provided to Budding & Safety, prior to permit issuance _ rQ Packet Pg 64 All on site utilities shall be underground to the new proposed structure unless prior approval has been obtai ned by the util ity company or the City 0 Prior to issuance of Building Permits, on site water service shall be installed and 00 approved by the responsible agency On site fire hydrants shall be approved by the Fire z° Department No flammable materials will be allowed on the site until the fire hydrants are c established and approved s Prior to issuance of budding permits, site grading certification and pad certifications shall be submitted to Budding & Safety Prior to concrete placement, submit a certification for the finish floor elevation and set backs of the structures The certification needs to reflect that the structure is in conformance with the Precise Grading Plans Compaction reports shall accompany pad certifications The certifications are required to be signed by the engineer of record Prior to issuance of building permits, provide Building & Safety with a will service letter from Riverside Highland Water Company Public Works Conditions Street cut deposits and permits will be required before work begins in the right of way The street cut deposit will be held by the City for two years The applicant shall obtain all clearances from the State of California Department of Resources on the proposed tract map prior to plan review of the map by the engineering department r Prior to the final tract map being approved by the City Council, the applicant shall submit an estimate for the offsite improvements to the Public Works Director The Public Works Director will establish a bond amount based on the estimate from the engineer of record A bond will then be required for the right of way improvements Ten (10) percent of the bond amount will be required in cash payable to the City of Grand Terrace Applicant shall obtain a letter from Riverside Highland Water Company accepting the tract map design around the existing reservoir and dram outlet facilities As part of the tract map approval and conditions of approval, the City establishes a "No Parking Area" along the east side of Jaden Court due to the narrow street width Signs will need to be installed along the ea st side of Jaden Court The street improvements on Pico Street will be required to extend to the center of the street with a 2 foot wide asphalt grind and overlay beyond the center line to blend the roadway and a slurry seal on the remainder of the roadway to the southern gutter Packet Pg, 5 SAN BERNARDINO COUNTY FIRE DEPARTMENT OFFICE OF THE FIRE MARSHAL COMMUNITY SAFETY DIVISION 620 South "E" Street San Bernardino, CA- 92415-0179 (909) 386-8400 - Faz (909) 386-8460 DATE September 11, 2014 KARGER HOMES 19236 DANDELION CT RIVERSIDE CA 92508 PERMIT NUMBER F201400947 PROJECT NUMBER LOCATION Pico St Grand Terrace PROJECT TYPE RAA OCCUPANCY TYPE R-3 APN 1178-181-01-0000 PROPOSAL PLANNER Dear Applicant Ex! bit� COUNTY OF SAN PUBLIC ANt) SUPPORT SERVICES GROUP MARK A HARTWIG Fire Chief 0 co V- EXPIRATION. September 2015 With respect to the conditions of approval regarding the above referenced project, the San Bernardino County Fire Department requires the following fire protection measures to be provided in accordance with applicable local ordinances, ^ codes, and/or recognized fire protection standards M c 0 The Fire Conditions Attachment of this document sets forth the FIRE CONNDITIONS and STANDARDS which are applied to e this project FIRE CONDITIONS All FIRE -CONDITIONS FOR THIS PROJECT ARE ATTACHED _ r- 0 N CF Page of 0 w 0 U) m o_ Sincerely, 0 U Jeff Stinson, Fire Prevention Specia a San Bernardino County Fire Department Valley Division Community Safety Division E Duty, Honor, Community �a Packet Pg 66 - - FIRE CONDITIONS ATTACHMENT DATE 09.11-2014 PROJECT PERMIT NUMBER F201400947 LOCATION Pico St Grand Terrace PARCEL 1178-181-01-0000 CONDITIONS Cond EXPNOTE Construction permits, including Fire Condition Letters, shall automatically expire and become invalid unless the work authorized by such permit is commenced within 180 days after its issuance, or if the work authorized by such permit is suspended'or abandoned for a period of 180 days after the time'the work is commenced Suspension or abandonment shall mean that no inspection by the Department has occured with 180 days of any previous inspection After a construction permit or Fire Condition Letter, becomes invalid and before such previously approved work recommences, a new permit shall be first obtained and the fee to recommence work shall be one-half the `fee for the new permit for such work, provided no changes have been made or will be made in the original construction documents for such work, and provided further that such suspension or abandonment has not exceeded one year A request to extend the Fire Condition Letter or Permit may be made in writing PRIOR TO the expiration date justifying the reason that the Fire Condition Letter should be extended Cond F01 Jurisdiction The above referenced project is under the jurisdiction of the San Bernardino County Fire Department herein ("Fire Department") Prior to any construction occurring on any parcel, the applicant shall contact the Fire Department for verification of current fire protection requirements All new construction shall comply with the current Uniform Fire Code requirements and all applicable statutes, codes, ordinances and standards of the Fire Department [F01] Cond F01A Additional Requirements In addition to the Fire requirements stated herein, other on site and off site improvements may be required which cannot be determined from tentative plans at this time and would have to be reviewed after more complete improvement plans and profiles have been submitted to this office [F01A] Cond F05 Water System Prior to any land disturbance, the water systems shall be designed to meet the required fire flow for this development and shall be approved by the Fire Department The required fire flow shall be determined by using Appendix IIIA of the Uniform Fire Code [F05] Cond F41 Access The development shall have a minimum of points of vehicular access These are for fire/emergency equipment access and for evacuation routes Standard 902 21 Single Story Road Access Width All buildings shall have access provided by approved roads, alleys and private drives with a minimum twenty six (26) foot unobstructed width and vertically to fourteen (14) feet six (6) inches in height Other recognized standards may be more restrictive by requiring wider access Page Z of -_ Packet Pg 67 FIRE CONDITIONS ATTACHMENT DATE PROJECT PERMIT NUMBER LOCATION PARCEL. provisions 09-11-2014 F201400947 Pico St Grand Terrace 1178-181-01-0000 Multi -Story Road Access Width Buildings three (3) stones in height or more shall have a minimum access of thirty (30) feet unobstructed width and vertically to fourteen (14) feet six (6) inches in height [F41] Cond F42 Budding Plans No less than three (3) complete sets of Building Plans shall be submitted to the Fire Department for review and approval [F42] Cond F43 Turnaround An approved turnaround shall be provided at the end of each roadway one hundred and fifty (150) feet or more in length Cul=tle-sac length shall not exceed six hundred (600) feet, all roadways shall not exceed a 12 % grade and have a minimum of forty five (45) foot radius for all turns In the FS1, F82 or FS-3 Fire Safety Overlay District areas, there are additional requirements Standard 902 2 1 [F43] Cond F54B Water System Residential Awater system approved by the Fire Department is required The system shall be operational, prior to any combustibles being stored on the site Detached single family residential developments may increase the spacing between hydrants to be no more than six hundred (600) feet and no more than three hundred (300) feet (as measured along vehicular travel -ways) from the driveway on the address side of the proposed single family structure Standard 9014 [F54B] Cond F61 Fire Sprinkler-NFPA #13D An automatic life safety fire sprinkler system complying with NFPA Pamphlet #13D and the Fire Department standards is required The applicant shall hire a Fire Department approved fire sprinkler contractor, or be the approved homeowner/intaller The fire sprinkler contractor/installer shall submit three (3) sets of detailed plans (minimum 1/8" scale) with hydraulic calculations and manufacture's specification sheets to the Fire Department for approval The required fees shall be paid at the time of plan submittal Minimum water supply shall be in accordance with current fire department standards The applicant or contractor shall contact their local water purveyor to obtain specifications on installing a residential fire sprinkler system within the jurisdiction of the water purveyor The applicant shall attach a letter from the water purveyor indicating the types of systems allowed in that jurisdiction Standard 101 1D [F61] Cond F72 Street Sign This project is required to have an approved street sign (temporary or permanent) The street sign shall be installed on the nearest street corner to the project Installation of the Page a of I Packet Pi68 FIRE CONDITIONS ATTACHMENT DATE 09-11-2014 PROJECT PERMIT NUMBER F201400947 LOCATION Pico St Grand Terrace PARCEL 1178-181.01-0000 temporary sign shall be prior any combustible material being placed on the construction site Prior to final inspection and occupancy of the first structure, the permanent street sign shall be installed Standard 9014 4 [F72] Cond F80 Hydrant Marking Blue reflective pavement markers indicating fire hydrant locations shall be installed as specified by the Fire Department In areas where snow removal occurs or non -paved roads exist, the blue reflective hydrant marker shall be posted on an approved post along the side of the road, no more than three (3) feet from the hydrant and at least six (6) feet high above the adjacent road Standard 9014 3 [F80] Cond F81 Residential Addressing The street address shall be installed on the budding with numbers that are a minimum of four (4) inches in height and with a one half ('/2) inch stroke The address shall be visible from the street During the hours of darkness, the numbers shall be internally and electrically illuminated with'a low voltage power source Numbers shall contrastwith their background and be legible from the street Where the budding is fifty (50) feet or more from the roadway, additional contrasting four (4) inch numbers shall be displayed at the property access entrances Standard 9014 4 [F81 ] Cond F87 Spark Arrestor An approved spark arrestor is required Every chimney that is used in conjunction with any fireplace or any heating appliance in which solid or liquid fuel are used, shall have an approved spark arrestor visible from the ground that is maintained in conformance with the Uniform Fire Code [F87] Cond F89 Primary Access Paved Prior to budding permits being issued to any new structure, the primary access road shall be paved or an all weather surface and shall be installed as specified in the General Requirement conditions (Fire # F-9), including width, vertical clearance and turnouts, if required [F89] Cond CON0029568 HYDRANT 3 additional hydrants required shown on plans Page 4 of Packet Pg 69 Exhibit s A FILE NUMBER 10:Z0a1 ZIN 8eF.11UV 101 ADDRESS CITY OF COLTON PUBLIC WORKS DEPARTMENT WATER & WASTEWATER DIVISION CONDITIONS OF APPROVAL Tentative Tract Map 14-01 (TTM No 10871 DATE July 24, 2014 Sewer improvement and service connections for TRACT 18071 Subdivision of 8 26 Acres into 17 Single Lots and 2 letter lots North of Pico Street, Grand Terrace, CA, 92313 1 THE DEVELOPMENT SHALL MEET ALL THE REQUIREMENTS AS SET FORTH BY THE WATERIWASTEWATER DEPARTMENT FOR SEWER AND PRE-TREATMENT FACILITIES 2 ALL CONSTRUCTION SHALL CONFORM TO THE CURRENT EDITION OF THE SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION (GREEN BOOK), AND THE CURRENT STANDARDS AND SPECIFICATIONS OF THE CITY OF COLTON WATER/WASTEWATER DEPARTMENT 3 WASTEWATER QUESTIONNAIRE SHALL BE SUBMITTED TO WATER/WASTEWATER DIVISION FOR REVIEW AND COMMENT NO PROJECT WILL BE APPROVED UNLESS THIS INFORMATION IS RECEIVED PRIOR TO SUBMITTAL FOR PLAN CHECK n 0 0 4 DEVELOPER IS REQUIRED TO HAVE A REGISTERED CIVIL ENGINEER PREPARE A SEWER UYIPROVEMENT PLAN THE PLAN MUST SHOW THE SIZE AND LOCATION OF THE EXISTING OR PROPOSED SEWER CONNECTION TO THE EXISTING ON -SITE SEWER MAIN OR THE SEWER COLLECTION co SYSTEM WITH THE REQUIRED CLEANOUT AT PROPERTY LINE SEWER CIVIL ENGINEERING PLANS Ln SHALL BE SUBMITTED WITH AN ENGINEER'S COST ESTIMATE ALONG WITH THE SEWER CALCULATIONS TO SUPPORT THE DESIGN 5 CONSTRUCTION OF ALL OFFSITE IMPROVEMENTS SHALL BE PER THE APPROVED SEWER PLANS 6 THE DEVELOPER SHALL SUBMIT A WASTEWATER COLLECTION SYSTEM FEASIBILITY STUDY PREPARED BY A QUALIFIED REGISTERED CIVIL ENGINEER FOR REVIEW AND APPROVAL BY THE CITY ENGINEER AND DIRECTOR OF WATER AND WASTEWATER ADDITIONAL WATER INFRASTRUCTURE OR FURTHER ENGINEERING REVIEW MAY BE REQUIRED BY THE DEVELOPER BASED ON THE INFORMATION PROVIDED IN THE STUDY 7 DEVELOPER'S CIVIL ENGINEER IS REQUIRED TO PRODUCE RECORD DRAWINGS IN BOTH MYLAR AND A COMPATIBLE ELECTRONIC FILE FOR FUTURE ARCHIVING AND GIS CONVERSION AFTER ALL CHANGES, MODIFICATIONS, AND ADDITIONS REQUESTED BY THE WATERIWASTEWATER DEPARTMENT HAVE BEEN MADE ON THE PLANS 8 DEVELOPER SHALL VERIFY THE EXISTENCE AND LOCATION OF ANY UTILITY EASEMENTS AND SHOW SAID EASEMENTS ON ALL PLANS ALL UTILITY EASEMENTS SHALL BE PROTECTED FROM ENCROACHMENT 9 THE DEVELOPER SHALL CONNECT THE PROPOSED SEWER PIPELINE TO THE EXISTING SEWER MAIN V ALONG PICO STREET IF THE PROJECT REQUIRES A SEWER MAIN LOCATED OR EXTENDS ON THE a PRIVATE PROPERTY, A PUBLIC UTILITY EASEMENT SHALL BE PROVIDED TO THE CITY ANY EASEMENT = ISSUES SHALL BE SETTLED EITHER BEFORE APPROVAL OF THE FINAL MAP, OR ISSUANCE OF BUILDING PERMITS, WHICHEVER IS APPLICABLE E Q Page 1 of 2 Packet Pg 70 10 DEVELOPER IS REQUIRED TO INSTALL NEW SEWER LATERAL CONNECTIONS FROM THE NEAREST CITY GRAVITY MAIN IF ONE DOES NOT CURRENTLY EXIST, PER CITY OF COLTON STANDARD DRAWINGS NO 124, NO 201, NO 308, AND NO 312 LICENSE CONTRACTORS PERFORMING THIS WORK ARE REQUIRED TO HAVE EITHER AN "A" LICENSE OR A "C-42" LICENSE TO MEET PERMIT REQUIREMENTS CD DEVELOPER IS ALSO REQUIRED TO INSTALL NEW SEWER CLEANOUT AT PROPERTY LINE FOR ALL I — NEW SEWER LATERAL CONNECTIONS TO CITY SEWER PER COLTON STANDARD DRAWING NO 308 z 11 ANY SUBDIVISION OF A SINGLE PARCEL INTO MULTIPLE PARCELS REQUIRES SEPARATE SEWER cc SERVICES FOR EACH PARCEL WHEN DEVELOPMENT OCCURS ea 12 DEVELOPER'S CONTRACTOR IS REQUIRED TO VIDEOTAPE NEW GRAVITY SEWER MAIN FOR SAGS AND H OFFSETS, AND PROVIDE ONE VIDEOTAPE TO THE UTILITIES INSPECTOR AND ONE TAPE TO THE y DEVELOPER PRIOR TO ACCEPTANCE BY CITYcc r 13 ALL WASTEWATER CAPACITY FEES MUST BE PAID PRIOR TO OBTAINING THE CERTIFICATE OF a) OCCUPANCY ADDITIONAL CAPACITY FEES MAY APPLY IF THE ACTUAL DISCHARGE EXCEEDS THE %- ESTIMATED FLOW ESTABLISHED DURING INITIAL APPROVAL SERVICE WILL BE TERMINATED IF THE 9 FEES ARE NOT PAID a 14 ALL CONNECTION FEES AND CHARGES SHALL BE LEVIED AT RATE SCHEDULED BY CITY COUNCIL AT R r THE TIME OF PAYMENT BY DEVELOPER DEVELOPER SHALL REMIT SEWER CONNECTION FEES TO THE CITY OF COLTON WATER/WASTEWATER DIVISION m 15 BOND AND CONSTRUCT ALL OFFSITE IMPROVEMENTS PER THE APPROVED SEWER IMPROVEMENT PLANS THE PROJECT DEVELOPER SHALL PROVIDE A BOND TO THE CITY GUARANTEEING THE INSTALLATION OF ALL SEWER INFRASTRUCTURES AND SHOWN ON THE APPROVED DEVELOPMENT PLAN OR OTHERWISE REQUIRED AS PART OF THIS DEVELOPMENT THE PROJECT DEVELOPER SHALL PROVIDE AN ITEMIZED COST ESTIMATE OF SAID IMPROVEMENTS, TO BE SUBMITTED WITH THE BOND, M FOR THE REVIEW AND APPROVAL OF THE DIRECTOR PRIOR TO APPROVAL OF THE FINAL PLAN v Page 2 of 2 Packet Pg 71 �ss +kAGENDA REPORI - MEETING DATE September 25, 2014 C TITLE Tentative Tract Map 14-01 (Tentative Tract Map No 18071) PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION ADOPT RESOLUTION NO 2014- , A RESOLUTION OF r THE PLANNING COMMISSION OF THE CITY OF GRAND TERRACE RECOMMENDING THAT THE CITY COUNCIL ADOPT AN ENVIRONMENTAL ADDENDUM AND APPROVE TENTATIVE TRACT MAP NO 14-01 a (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 EAST OF ; KINGFISHER ROAD a PROPOSAL/PROJECT DESCRIPTION d The applicant, Jason Karger, is requesting approval of Tentative Tract Map 14-01 M t0 v (Tentative Tract Map No 18071) The Project site is located on the north side of Pico r Street approximately 150 feet east of Kingfisher Street The site totals 8 26 acres and is zoned R1-10 (Single Family Residential) The applicant is proposing to subdivide the parcel into 17 single family lots measuring a minimum of 10,000 square feet, and two a open space letter lots Lot A consists of a 100-foot wide State of California Department of Water Resources (DWR) easement and Lot B is a drainage basin for water quality r purposes 3:, Pursuant to the City's Subdivision Ordinance, the City Council has final approval authority on tentative tract maps However, the Planning Commission has reviewing authority and makes a recommendation to the City Council The attached resolution prepared for the Commission's adoption makes that recommendation L7-y-1[91 Xr139111`El On May 18, 2006 and August 24, 2006, the Planning Commission and City Council took 6 respective actions approving Tentative Tract Map 06-01 (TTM No 18071), including the adoption of an environmental Mitigated Negative Declaration approving the Environmental Initial Study The approval included a Zone Change from R1-20 to R1-10 n. and the creation of 18 single family lots m r c The 2006 tentative tract map was designed so that the public street would be a Packet Pg 72 constructed on the DWR easement and a condition of approval required the applicant to obtain DWR approvals prior to recordation of the tentative tract map After years of effort, the applicant was unable to secure DWR approvals to construct the public street within the DWR easement, thereby necessitating re -configuration of the proposed subdivision The reconfiguration shifts the public street to the west so that it is no longer within the DWR easement A 30-foot wide access road will cross the DWR easement to provide access to 5 lots on the east side of the easement Each lot complies with the minimum lot size and lot dimension requirements contained in the Municipal Code for the R1-10 zone district, and public road improvements and utilities to serve the Project will be installed The re -plotting of the lots and roadways is substantially similar to the 2006 tentative map approval, which is shown in Attachment 2 For comparison purposes a reduction of Tentative Tract Map 18071 is included in Attachment 3 SITE AND SURROUNDING AREA The site is more -or -less rectangularly shaped but with an irregular eastern boundary It has 670 feet of frontage along Pico Street and a north -south dimension of about 620 feet The property is presently vacant and appears to have been rough graded at some point in the past Also, the site is bounded by wood fences on the west and north In addition, there is a slump stone block wall around a two million gallon water reservoir = and along the easterly boundary of the site E There are a number of easements running through the property The 100-foot wide DWR easement runs north -south and at an angle through the center of the property The actual aqueduct consists of a 108" pipe shown on the tentative map along the "left" side of the 100 foot easement A 60-foot wide Southern California Edison ("Edison") easement runs along the north side of the property Riverside Highland Water Company has a 24-inch water line easement and a 10-foot wide access easement along the easterly property line of the site Vehicle access to the site is provided by Pico Street which is a 66 foot wide local collector street The surrounding area is developed to single family homes to the west, north and south Also, to the southwest are located a former convent and a seminary To the east, as pointed out above, is the two million gallon water reservoir owned by Riverside Highland Water Company and an avocado orchard Surrounding uses are as follows m Zoning General Plan Existing Land Uses E Packet Pg 73 North R1-7 2 and R1-20 East R1-20 South R1-20 West R1-7 2 ANALYSIS General Plan/Zoning Consistency Low Density Residential Single family residential Low Density Residential Single family residential Low Density Residential Former convent and seminary Low Density Residential Single family residential The Project site is designated Low Density Residential (LDR) on the General Plan Land Use Map The LDR designation limits land uses to single family detached residential units at a density of 0-5 dwelling units per acre Project density is two dwelling units per acre The site is zoned R1-10 Low Density Single Family Residential This zone district requires a minimum lot size of 10,000 square feet Lot sizes range from 10,000 square feet to just over 15,000 square feet The minimum lot size is greater than those residential properties to the north and west, which have minimum lot sizes of 7,200 square feet Each lot meets the development standards for the R1-10 zone including lot area, lot width and lot depth, and requirement that only 10 feet of the required 35 foot rear yard can be taken up by slope areas in excess of 5% Subsequent development of the lots will be subject to Site and Architectural Review However, as designed, each lot can support the plotting of a residential home The applicant anticipates the size of the homes to be at least 2,000 square feet Circulation/Access The Project site is bound by Pico Street, a 66 foot wide local collector roadway which serves Lots 13 through 17 The applicant will be required to improve Pico Street along the project frontage Jaden Court will be constructed to the west of the DWR easement, and will measure 48-feet wide Parking will only be permitted on one side of this street, and Lots 1-7 will take direct access onto it Lots 8 through 12 will access Jaden Court through a 30-foot wide drive -aisle named Bryce Court Bryce Court will lead to a 26-foot wide access easement that serves Lots 8 through 12 DWR staff will not provide final approval or issue an encroachment permit over the DWR easement until complete improvement plans are submitted Improvement plans M to W) 11 Packet Pg 74 will not be prepared until after tentative tract map approval However, DWR representatives did receive a copy of the tentative tract map and staff verbally spoke with Mr Mann, Bahadur, of the Real Estate Division of the DWR Mr Mann stated DWR's conceptual approval of the 30-foot wide access road As with the original approval, final map approval will not be granted by the City until the applicant secures DWR approvals County Fire has also reviewed the design of the tentative map, including access roads, and is in accordance with it Conceptual Grading The preliminary grading plan has also been included and is shown on the tentative tract map Pad elevations are indicated on each lot Generally, lots will be decreasing in elevation from east to west and from north to south The overall property has about a 50 foot fall as measured along the Pico Street frontage As dirt was imported to the site in the past, the applicant's engineer believes that the grading will be balanced on -site As part of final map acceptance the applicant will be required to provide a final geotechnical soils report The soils report will determine whether imported soil can be used for site development and will also include soil ~ preparation information for building pads and roadways r A drainage easement is proposed along the rear of Lots 1 through 7, for cross lot drainage leading to Lot B A preliminary drainage report and water quality management plan was prepared, and final reports will be required as part of the final map process Open Space Lots Lot A encompasses the DWR easement and Lot B is the water quality basin The applicant will annex into the City's existing lighting and landscape maintenance district for maintenance of these parcels Annual assessments levied to the property owners within the map will pay for ongoing maintenance and repairs Annexation into the district is required as a condition of final map approval Agency Review The Project Plans were distributed to various agencies for their comments Conditions of approval relating to public works, engineering and building and safety items are included in the Building and Safety memorandum dated July 18, 2014, and are included in the resolution Riverside Highland Water Company indicated that they can serve the Project and final m water improvement plans will require their review and approval A condition of approval to this effect has been incorporated into the resolution a Packet Pg 75 San Bernardino County Fire has reviewed the reconfigured lot and street layout, including access and roadways County Fire has provided conditions of approval in a memorandum dated September 11, 2014, for the project and they are included in the resolution Southern California Edison also reviewed the Project plans and determined that the Project would not interfere with existing Edison easements The Cities of Grand Terrace and Colton entered into wastewater agreements whereby the City leases the wastewater system to Colton for maintenance Pursuant to the Sewer Services Agreement, new construction must be reviewed and approved by the City of Colton The City of Colton has reviewed the tentative tract map and provided conditions of approval, which are also attached to the resolution ENVIRONMENTAL REVIEW On August 24, 2006, the City Council adopted the Initial Study/Mitigated Negative > r Declaration prepared for the Project In doing so, the City Council found that the Project would not have a significant impact on the environment In response to technical changes to the site design, staff has prepared an Addendum to the previously adopted Initial Study/Mitigated Negative Declaration, pursuant to Section 15164 of the California Environmental Quality Act (CEQA), to revise the project description to reflect a 17 lot subdivision with two letter lots consisting of the DWR easement and a water quality basin In response to DWR requirements, the subdivision has been redesigned to shift the public street to the west so that it is no longer within the DWR easement A 30-foot wide access road will cross the DWR easement to provide access to 5 lots on the east side of the easement Each lot complies with the minimum lot size and lot dimension requirements contained in the Municipal Code for R1-10 zone district, and public road improvements and utilities to serve the Project will be installed The purpose of the Addendum is to reflect the technical changes to the subdivision design The adopted Environmental Initial Study/Mitigated Negative Declaration contains Mitigation Measures related to geology, water quality, air quality and noise, which remain applicable to the Project No revisions to the adopted mitigation measures are proposed Additionally, pursuant to Section 15162 of the California Environmental Quality Act (CEQA) Guidelines, a subsequent Mitigated Negative Declaration is not required °- Substantial changes are not proposed, nor do substantial changes occur with respect 00 r to the circumstances under which the Project is undertaken, that would require major d revisions to the previous Mitigated Negative Declaration due to the involvement of new a Packet Pg 76 6B significant environmental effects or a substantial increase in the severity of previously identified significant effects, the Project will not have significant effects that were not discussed in the previous Mitigated Negative Declaration, effects will not be substantially more severe than shown in the previous Mitigated Negative Declaration, and the applicant will comply with mitigation measures contained in the previous Mitigated Negative Declaration PUBLIC NOTICE Public notice of the Project was provided, including publishing in the Grand Terrace City News, mailing notices to property owners within 300 feet of the site, 10 days prior to the meeting date In addition, a copy of the notice was posted in three public places In response to the public notice, two property owners have inquired about the Project A nearby resident came to the public counter to inquire about the lot sizes and also commented on drainage A portion of the site will drain to Lot B and some drainage will continue to outlet onto Pico Street as it currently does A second resident contacted staff to inquire on the quality of on -site soils, and the timeline of tentative map approvals CONCLUSION The Project site presents many challenges to site design Existing easements, especially the 100-foot wide drainage easement which cannot be used as a public street, the existing water tank and natural grades all constrain design However, given these constraints, the applicant has been able to design a subdivision that complies with the zoning and general plan land use designations The Project will create 17 additional residential units that will assist the City accommodate its growth demands contained in the Housing Element Therefore, staff recommends that the Planning Commission adopt the attached resolution recommending City Council approval ATTACHMENTS • #0 • #0 • #0 APPROVALS Sandra Molina City Attorney Community Development Planning Commission PC Resolution _9 25 2014 2006 Tentative Tract Map TTM 18071 - Reduction Completed 09/18/2014 140 PM Completed 09/18/2014 3 33 PM Completed 09/18/2014 4 36 PM Pending M to LO n PacketPg'77 ADDENDUM TO ENVIRONMENTAL INITIAL STUDY/MITIGATED NEGATIVE DECLARATION PREPARED FOR TENTATIVE TRACT MAP NO 18071 ti 0 0 Background On May 18, 2006 and August 24 of 2006, the Planning Commission and City Council took respective actions approving Tentative Tract Map 18071, including the adoption of an environmental Mitigated Negative Declaration prepared for the Project The Initial Study/Mitigated Negative Declaration assessed the potential impacts of re- zoning the 8 26-acre property from R1-20 (Very Low Density Single Family) Zoning to R1-10 (Low Density Single Family) and creating 20 lots Ultimately, the City Council adopted the Mitigated Negative Declaration prepared for the Project, adopted an Ordinance re -zoning the property to R-1-10, and approved an 18-lot subdivision, including conditions of approval Description The property is traversed by a State of California Department of Water Resources (DWR) 100-foot wide easement, and a condition of approval required the applicant to obtain DWR approval to encroach onto this easement with a public street An M encroachment permit could not be secured, necessitating re -configuration of the LO proposed lots and street In response to technical changes to the site design, City has prepared this Addendum to the previously adopted Initial Study/Mitigated Negative Declaration, pursuant to California Environmental Quality Act (CEQA), to revise the project description to reflect a 17 lot subdivision with two letter lots consisting of the DWR easement and a water quality basin Environmental Evaluation In response to DWR requirements, the subdivision has been redesigned to shift the public street to the west so that it is no longer within the DWR easement A 30-foot wide access road will cross the DWR easement to provide access to 5 lots on the east side of the easement Each lot is complies with the minimum lot size, and lot dimension requirements contained in the Municipal Code for R1-10 zone district, and public road improvements and utilities to serve the Project will be installed The adopted Environmental Initial Study/Mitigated Negative Declaration contains Mitigation Measures related to geology, water quality, air quality and noise, and which remain applicable to the Project No revisions to the adopted mitigation measures are E proposed a Page 1 of 2 Packet Pg 78 ADDENDUM TO ENVIRONMENTAL INITIAL STUDY/MITIGATED NEGATIVE DECLARATION PREPARED FOR TENTATIVE TRACT MAP NO 18071 The purpose of the Addendum is to reflect the technical changes to the subdivision design FINDINGS The Planning Commission and City Council find that pursuant to Section 15162 of the California Environmental Quality Act (CEQA) Guidelines, a subsequent Mitigated Negative Declaration is not required Substantial changes are not proposed, nor do substantial changes occur with respect to the circumstances under which the Project is undertaken, that would require major revisions to the previous Mitigated Negative Declaration due to the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects, the Project will not have significant effects not discussed in the previous Mitigated Negative Declaration, effects will not be substantially more severe than shown in the previous Mitigated Negative Declaration, and the applicant will comply with mitigation measures contained in the previous Mitigated Negative Declaration M to Lo n Page 2 of 2 Packet,Pg Y 79 ♦rl. 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n/aVe oaswti tlox aten3lms rwaHl NO !a 3 d a IN g ONTO 3SY t NVS di S0a003a 2 s 1 8N i-OLOiT ON T A S NO 0 t/T a3QMU 20 J t I M L F Sr as Nab Y t31 S 1 4 NOLa t 71Y f/i Y S 31{l d0 ♦/i 3 N 3a3. doSal d0 ONY t/T 35 31LL d0 4/i Y N Sl 30 NO1L10d V d0 N019W00Y9 Y ON13a L � � / t� n✓ }�--• YIOQY ankT T'IVMlr `4ATlrVl1kTr4T - i r 11 1 11 can �?IVIIv�Neda x �I� J Attachment E - Tentative Tract Map 14-01 (TTM 18071) (1563 Tentative Tract Map 14-01 (Tentative Tract Map No 18071)) MEETING DATE TITLE AGENDA REPORT October 14, 2014 Council Item Ordinance Amending Responsibilities Related to Sewer Laterals PRESENTED BY Emily Wong, Interim Assistant City Manager RECOMMENDATION ORDINANCE NO 2014- , AN ORDINANCE OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING SECTION 13 04 010 OF CHAPTER 13 04 of Title 13 OF THE GRAND TERRACE MUNICIPAL CODE MODIFYING AND REDEFINING RESPONSIBILITIES RELATED TO SEWER LATERALS 2030 VISION STATEMENT This staff report supports Goal #1, "Ensure Our Fiscal Viability" and Goal #2, "Maintain Public Safety" by maintaining critical infrastructure and improving the City's responsiveness to sanitary sewer overflows as it relates to sewer service laterals BACKGROUND On February 18, 2014, the City of Colton adopted an ordinance, amending various sections of the Colton Municipal Code modifying and redefining responsibilities related to sewer laterals Henceforth, the City is maintaining the lower portion of sewer laterals, to include wastewater collection piping extending from the property line to the connection to the City's sewer collection system On March 11, 2014, the City of Grand Terrace approved a $1 2 million dollar Settlement Agreement, a Sewer Services Agreement and a Lease Agreement with the City of Colton As a result of these actions, the City of Colton has been operating and maintaining the City of Grand Terrace wastewater collection system and sewer services effective July 1, 2014 DISCUSSION There is a trend among local sewer agencies to assume responsibility for a larger portion of the sewer service lateral due to the high incidence of private lateral sewer overflows Home owners tend to defer maintenance of the lateral under the street due to the high cost associated with these repairs, causing potential contamination to ground water As a result, the City of Colton has recently amended its Municipal Code to assume responsibility for the lower portion of sewer serviced laterals (from property line to sewer main) Staff recommends that the City Council also modify and redefine its obligations to assume a greater proportion of responsibility for the sewer service 11 PacketPg 82 laterals, and to make its regulations consistent with those of Colton Since the City of Colton now operates and maintains the City of Grand Terrace wastewater collection system, Colton will, technically, assume the responsibility and costs associated with installation, maintenance and replacement of the lower portion of sewer laterals upon adoption of the aforementioned Ordinance If Council approves the staff recommendation, Grand Terrace residents and property owners will be relieved of the financial responsibility and potential liability of home owner/property owner -owned laterals (as defined herein) causing overflows, potential property damage and ground water contamination FISCAL IMPACT N/A ATTACHMENTS • A - Sewer Lateral Ordinance (Final) (DOC) APPROVALS Emily Wong Completed 09/30/2014 6 58 PM Finance Completed 10/04/2014 4 11 PM City Attorney Completed 10/06/2014 10 32 AM City Manager Completed 10/06/2014 12 13 PM City Council Pending 10/14/2014 6 00 PM x Packet Pg 83 °a7 A ORDINANCE NO AN ORDINANCE OF THE CITY OF GRAND TERRACE AMENDING VARIOUS SECTIONS OF THE GRAND TERRACE MUNICIPAL CODE MODIFYING AND REDEFINING RESPONSIBILITIES RELATED TO SEWER LATERALS WHEREAS, the City of Grand Terrace (the "City") operates a municipal sewer system, and transmits the wastewater from properties located within the City to the City of Colton ("Colton") for treatment and disposal, and WHEREAS, under an agreement between the City and Colton, Colton will be operating and maintaining the City's sewer system as part of Colton's sewer system, and WHEREAS, Chapter 13 04 of the Grand Terrace Municipal Code provides regulations for users of the City's wastewater collection system, and WHEREAS, the City of Colton has recently amended its municipal code to assume responsibility for a greater portion of the sewer serviced laterals, based upon the following reasons (a) many homeowners tend to defer maintenance on the sewer service lateral due to the high cost associated with making necessary repairs, thereby increasing the risk of groundwater contamination, and (b) there is a trend among public agencies that operate sanitary sewer systems to assume responsibility for a greater portion of the sewer service laterals to help meet their general waste discharge requirements, and WHEREAS, it is consistent with the agreements between the two cities that Grand Terrace customer be treated the same as Colton customer, both with respect to rates and with respect to maintenance obligations, and WHEREAS, the City Council desires to modify and redefine its obligations to assume a greater proportion of responsibility for the sewer service laterals, and to make its regulations consistent with those of Colton -1- 'Packet Pg- 84' NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES ORDAIN AS FOLLOWS Section 1 All of the foregoing Recitals are true and correct and the City Council so finds and determines The Recitals set forth above are incorporated herein, are made findings and determinations of the City Council, and are made an operative part of this Ordinance Section 2 Section 13 04 010 F of Chapter 13 04 of Title 13 of the Grand Terrace Municipal Code is hereby amended to read as follows 13 04 010 Definitions "F "Sewer lateral" means that portion of the sewer system which extends from the main sewer to the building or structure served 1 Property Owner Sewer Service Lateral (Upper Portion) The Wastewater collection piping extending from the Structure where the Wastewater is generated down to the property line where it connects to the city Sewer Service Lateral (Lower Portion) 2 City Sewer Service Lateral (Lower Portion) The Wastewater collection piping extending down from the property line, where the Property Owner Sewer Service Lateral (Upper Portion) begins, including the connection to the City's Sewer Collection System " Section 3 Section 13 04 160 (Maintenance of laterals) of Chapter 13 04 of Title 13 of the Grand Terrace Municipal Code is hereby replaced in its entirety with the following "13 04160 Maintenance of laterals A The costs for installation, maintenance, and replacement, of the Property Owner Sewer Service Lateral (Upper Portion) as defined in Section 13 04 010, shall be the responsibility of the Property Owner B The costs for installation, maintenance, and replacement of the City Sewer Service Lateral (Lower Portion) as defined in Section 13 04 010, shall be the responsibility of the City " -2- Packet Pg 85 _� s'7A•f Section 4 Chapter 13 04 of Title 13 of the Grand Terrace Municipal Code is hereby amended with the addition of Section 13 04 170 (Responsibility for removal of Obstructions in Property Owner Sewer Service Lateral) to read as follows "13 04170 Responsibility for removal of Obstructions in Property Owner Sewer Service Lateral The City is not responsible for maintaining the Property Owner Sewer Service Lateral (Upper Portion) as defined in Section 13 04 010 To help mitigate a sanitary sewer overflow or blockage caused by a Property Owner Sewer Service Lateral (Upper Portion), the Property Owner may request help from the City and shall pay to the City all costs associated with the remediation of such Obstruction including cleanup " Section 5 All ordinances, resolutions, or administrative actions by the City Council, or parts thereof, that are inconsistent with any provision of this Ordinance are hereby superseded only to the extent of such inconsistency Section 6 Within 15 days after adoption of this Ordinance, a summary of the Ordinance shall be published with the names of those members of the City Council voting for and against this Ordinance and a certified copy of the full text of this Ordinance, along with the names of those City Council members voting for and against this Ordinance, shall be posted in the office of the City Clerk Section 7 If any section, subsection, clause or phrase in this Ordinance is for any reason held invalid, the validity of the remainder of this Ordinance shall not be affected thereby The City Council hereby declares that it would have passed this Ordinance and each section, subsection, sentence, clause, or phrase thereof, irrespective of the fact that one or more sections, subsections, sentences, clauses or phrases or the application thereof be held invalid Section 8 This Ordinance shall take effect thirty days after its final passage Approved and Adopted this _ day of , 2014, by the City Council of the City of Grand Terrace Walt Stanckiewitz Mayor -3- Packet Pg 86 .E D 0 cu 1< ►-, 0 v n r D v 3 Cn 5� 9 n � m -0 77 c rn N Z W I m CP Attachment A - Sewer Lateral Ordinance (Final) [Revision 2] (1574 Ordinance Amending Responsibilities Related to Sewer Laterals) --I m Cn 7-A CERTIFICATION I, Pat Jacquez-Nares, City Clerk of the City of Grand Terrace, California, do hereby certify that the foregoing Ordinance was regularly introduced at a regular meeting of the City Council of the City of Grand Terrace, California, duly held the day of , 2014, and thereafter at a regular adjourned meeting held on the day of , 2014, it was duly passed and adopted by the following vote of the Council AYES NOES ABSENT ABSTAINED IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Grand Terrace, California, this day of .2014 Pat Jacquez-Nares, City Clerk -5- Packet,Pg 88 This page left intentionally blank MEETING DATE TITLE PRESENTED BY AGENDA REPORT October 14, 2014 Council Item Agreement for the Review and Update of the City's Personnel Rules & Regulations Emily Wong, Interim Assistant City Manager RECOMMENDATION Approve the agreement between the City of Grand Terrace and Liebert Cassidy Whitmore to provide services to review and update the City's Personnel Rules and Regulations 2030 VISION STATEMENT This staff report supports Goal #1,. "Ensure Our Fiscal Viability" and our Core Values "Exceptional Customer Service" and maintaining a "Positive and Productive Work Environment" by updating our Personnel Rules and Regulations, and developing accompanying Policies and Procedures BACKGROUND On August 7, 2014, the City released a Request for Proposals (RFP) to update its Personnel Rules and Regulations and to develop policies and procedures that will support effective, uniform, fair and consistent application of said rules and regulations DISCUSSION The purpose of this project is to develop a clear, concise and comprehensive set of personnel rules, regulations, policies and procedures The current set of Personnel Rules and Regulations have not been updated since 2000 Furthermore, to the best of staffs knowledge, the City has never undergone a formal revision of the Personnel Rules and Regulations utilizing outside expertise In response to the RFP, the City received a total of six (6) proposals as outlined below 1 Human Resources and Career Services (HRCS)* 2 Kelly Associates Management Group (KA) 2 Koff & Associates 3 Liebert Cassidy Whitmore 4 Public Management Group (Renne Sloan Holtzman Sakai) 5 Regional Government Services (RGS) *HRCS withdrew its application due to work conflicts A Selection Panel, consisting of three (3) in-house staff members, reviewed all six (6) proposals and invited Koff & Associates, Liebert Cassidy Whitmore and Regional Government Services to interview with the Selection Panel on September 25, 2014 Packet,P>g -89 L] The established criteria used to evaluate each proposal are outlined below 1 Methodology and understanding of the Scope of Work 2 Relevant experience in preparing Personnel Rules and regulations, as well as Administrative Policies and Procedures in similar sized municipalities 3 The ability of the Consultant, with minimal assistance from staff, to accomplish the tasks expressed in the Scope of Work 4 Relevant qualifications of personnel 5 Information obtained from references and the firm's reputation 6 Ability to meet the City's proposed deadline 7 Cost reasonableness At the conclusion of the interviews, the Selection Panel provided Liebert Cassidy Whitmore with the highest rating The Scope of Services will include reviewing the existing rules and regulations, meeting with staff to discuss the areas requiring substantive revision and preparing a revised and final draft for presentation in Council A copy of the agreement is attached for Council's review and edification FISCAL IMPACT Funding for this agreement is included in the Adopted General Fund FY2014-15 Non - Departmental Professional Services Account (10-190-250) ATTACHMENTS A - Agreement for Personnel Rules and Regulations (DOCX) APPROVALS Emily Wong Completed 10/04/2014 5 29 PM Finance Completed 10/04/2014 5 33 PM City Attorney Completed 10/06/2014 4 38 PM City Manager Completed 10/06/2014 5 39 PM City Council Pending 10/14/2014 6 00 PM Packet Pg 90 8 ,A Personnel Rules and Regulations Revision Agreement 1 AGREEMENT FOR LEGAL SERVICES THIS AGREEMENT ("Agreement") is made as of this 14th day of October, 2014 by and between the CITY OF GRAND TERRACE ("City") and LIEBERT CASSIDY WHITMORE, a California Corporation ("Attorney") 1 ATTORNEY'S SERVICES Attorney agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Work" 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 six (6) 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, Attorney 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 Ln of the work under this Agreement Ln (4) It has the professional and technical competency to perform the work and the c 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 41 Compensation City shall pay for the services performed by Attorney 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 Fifteen Thousand Dollars ($15,000 00) as set forth in Exhibit "B", unless City has given specific advance approval in writing 42 Additional Services Attorney shall not receive compensation for d any services provided outside the scope of services specified in Exhibit "A," unless the d City, prior to Attorney performing the additional services, approves such additional services in writing It is specifically understood that oral requests and or approvals of a such additional services or additional compensation shall be barred and are a unenforceable Should the City request in writing additional services that increase the hereinabove described scope of services, set forth in Exhibit "A" attached hereto, an W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg 91 Personnel Rules and Regulations Revision Agreement 2 additional fee based upon the Attorney's standard hourly rates shall be paid to the Attorney for such additional services Such Increase in additional fees shall be limited to 25% of the total contract sum or $25,000, whichever is greater The City Manager or City Attorney is authorized to approve a change order for such additional services 5 TIME FOR PERFORMANCE Attorney shall not perform any work under this Agreement until Attorney furnishes proof of insurance as required under Paragraph "8" of this Agreement All services required by Attorney under this Agreement shall be completed on or before the end of the term of the Agreement 6 DESIGNATED REPRESENTATIVE Attorney hereby designates T Oliver Yee as the Attorney Representative, and said Representative shall be responsible for job performance, negotiations, contractual matters, and coordination with the City Attorney's professional services shall be actually performed by, or shall be immediately supervised by, the Attorney Representative 7 HOLD HARMLESS, INDEMNIFICATION Attorney hereby agrees to protect, indemnify and hold City of Grand Terrace ("City") and its employees, officers and s servants free and harmless from any and all losses, claims, liens, demands and causes `o 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 E in favor of any party, including claims, liens, debts, personal injuries, including d employees of the City, death or damages to property and without limitation by a enumeration, all other claims or demands of every character occurring or arising directly out of the negligent acts, recklessness or willful misconduct of Attorney in the I- 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 Attorney or City, or to = enlarge in any way the Attorney'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 Attorney's negligent performance hereunder d 8 INSURANCE Attorney 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 Attorney's insurer and in a form approved by the City 9 LICENSES, PERMITS, AND FEES Attorney 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 Attorney agree that d Attorney, 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 a Attorney shall be free to contract for similar services to be performed for other entities a while under contract with the City Attorney is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules Q and Regulations 10-2-14 Packet Pg , k "�8 A Personnel Rules and Regulations Revision Agreement 3 provides for Its employees Attorney 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 Attorney as set forth herein Any attempt by Attorney 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 Attorney may assign payments due under this Agreement to a financial institution 12 STANDARD Attorney agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services Attorney shall re -perform any of said services, which are not in conformity with standards as determined by the City 13 CONFIDENTIALITY Attorney covenants that all data, documents, discussion, or other information developed or received by Attorney or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Attorney without written authorization by the City The 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 Attorney's covenant under this Section shall survive the termination of this Agreement 14 RECORDS AND INSPECTIONS Attorney shall maintain full and accurate r- 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, 9 documents, proceedings and activities Attorney shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours d 15 OWNERSHIP OF ATTORNEY'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 Attorney 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 Attorney 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 Attorney for such use Such work product shall be transmitted to the City within ten (10) days after a written request therefore Attorney may retain copies of such products 16 NOTICES All notices given or required to be given pursuant to this a Agreement shall be in writing and may be given by personal delivery or by mail Notice a sent by mail shall be addressed as follows d E s R V W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 r Packet,P,g 93 Personnel Rules and Regulations Revision Agreement 4 City of Grand Terrace Kenneth J Henderson Interim City Manager 22795 Barton Road Grand Terrace, CA 92313 Attorney J Scott Tiedemann Liebert Cassidy Whitmore 6033 West Century Boulevard 5th Floor Los Angeles, CA 90045 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 17 TAXPAYER IDENTIFICATION NUMBER Attorney 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 Attorney shall perform all services described in accordance with all applicable laws, codes and regulations required by all authorities having jurisdiction over the Services Attorney agrees to comply with prevailing wage requirements as specified in the California Labor Code, a Sections 1770, et seq Ln W) 19 RIGHT TO UTILIZE OTHERS City reserves the right to utilize others to perform work similar to the Services provided hereunder 20 BENEFITS Attorney 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 Attorney or any employee, agent, or subcontractor of Attorney providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System ("PERS") to be eligible for enrollment in PERS as an employee of the City, Attorney shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Attorney 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 a ordinance to the contrary, Attorney and any of its employees, agents, and Q 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 E R W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 -Packet Pg 94 Personnel Rules and Regulations Revision Agreement 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 Attorney agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Attorney shall comply with all applicable federal, state and county laws and regulations governing conflict of interest 24 ECONOMIC INTEREST STATEMENT Attorney hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City hereunder, Attorney 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 Attorney may not E 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 a 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 U) 26 NON-DISCRIMINATION In the performance of this Agreement, Attorney 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 Attorney 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 Attorney 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 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 r c m E W \CITYMGR\ewong\Personnel Rules & Reguiations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules Q and Regulations 10-2-14 Packet Pg 55 Personnel Rules and Regulations Revision Agreement 6 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 Attorney shall be construed to be both a covenant and a condition 31 RIGHT TO TERMINATE City may terminate this Agreement at any time, 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" of this Agreement, City shall be liable to Attorney only for work performed by Attorney up to and including the date of termination of this Agreement, unless the termination is for cause, in which event Attorney need be compensated only to the extent required by law Attorney 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 E parties, venue in state trial 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 a District of California LO 34 LITIGATION FEES Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including attorney's c 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 d 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 continue in full force and effect without being impaired or invalidated in any way 36 FORCE MAJEURE The respective duties and obligations of the parties E hereunder shall be suspended while and so long as performance hereto is prevented or 2 impeded by strikes, disturbances, riots, fire, severe weather, government action, war a acts, acts of God, or any other cause similar or dissimilar to the foregoing which are a beyond the control of the party from whom the affected performance was due d E cc W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules Q and Regulations 10-2-14 Packet Pg 96 Personnel Rules and Regulations Revision Agreement 7 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 binding Any modification of the Agreement shall be effective only if it is in writing and signed by all parties 39 EFFECTIVE DATE The effective date of the Agreement is the date of execution, and shall remain in full force and effect until amended or terminated Dated "CITY OF GRAND TERRACE" LO ti Kenneth J Henderson Interim City Manager Dated "LIEBERT CASSIDY WHITMORE" J Scott Tiedemann President/Managing Partner w c d E s �a W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg 77 8A Personnel Rules and Regulations Revision Agreement 8 APPROVED AS TO FORM Richard L Adams II City Attorney r d E W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg 98 Personnel Rules and Regulations Revision Agreement 9 EXHIBIT "A" Scope of Work Attorney understands the City requires a review and update of Its personnel rules and regulations in their entirety The audit will consist of Reviewing existing Employee Policy Guidelines, Job Descriptions and related documents 2 Discussing with staff the areas of the City's Employee Policies, Rules and Regulations requiring substantive revision 3 Preparing a revised draft of the Personnel Policy/Employee Handbook consistent with the City's needs The draft will be in the format City requires, such as a draft that has deletions indicated by strike outs and new language indicated by highlights The draft will either include annotations or a separate letter explaining major changes within 15 days of receiving feedback from the City 4 Incorporate any other appropriate changes suggested by the City 5 Provide a final draft of the Employee Policy Guidelines within 15 days of ti receipt of changes LO Attorney would also need to review any collective bargaining agreements, ordinances and/or resolutions that pertain to personnel matters After an in-depth review of these documents, the majority of time would be spent revising the Handbook Attorney will bring forward a complete set of rules and regulations with a report and presentation to the City Council no later than November 25, 2014 Attorney will also use best efforts to bring forward accompanying policies and personnel procedures by the same date Proposed Personnel We recommend partner Mark Meyerhoff and associate T Oliver Yee be assigned to work together on this project for the City Their resumes are enclosed for your reference Mark Meverhoff, Partner Mark is an expert in employment law and litigation and regularly advises public entities in all aspects of labor relations and employment law matters Mark is a leader in a advising public entities on their personnel rules and regulations in accordance with current laws t W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg 99 Personnel Rules and Regulations Revision Agreement 10 Mark also uses his employment law and litigation experience and expertise for the benefit of our firm's clients in such matters as discipline and termination arbitrations and hearings, state and federal court actions involving harassment, civil rights, discrimination, and writs of mandate relating to meet and confer disputes Mark works out of the Firm's Los Angeles office and is also the Managing Partner of its San Diego office T Oliver Yee, Associate Oliver provides representation and legal counsel to the Firm's city, county, special district, school and community college district, and public safety clients His practice involves representing and advising clients on a variety of labor and employment issues including personnel rules and regulations as well as labor negotiations, laws and regulations of public employment retirement plans, unfair labor practices, employee grievances, leave and disability issues, the Fair Labor Standards Act, personnel policies, and disciplinary actions Schedule for Proiect - Award of project by October 14, 2014 - By October 21, 2014 o Conduct initial meeting with City to discuss existing personnel rules, Q' practices and observations since last audit of rules, and thoughts n Ln regarding the audit o Review and analyze existing personnel rules o Prepare memorandum to City with comments and suggest revisions to existing personnel rules - By October 27, 2014 o Conduct follow-up meeting with City to discuss memorandum with comments and suggest revisions, and develop plan for initial draft of revised rules - By November 5, 2014 o Provide City with initial draft of revised rules, consult with City regarding revisions to initial draft - By November 13, 2014 o Provide City with final draft of revised rules and present to City Council on November 25, 2014 E W \CITYMGR\ewong\Personnel Rules & RegulationsUebert Cassidy Whitmore\ Agreement for Personnel Rules Q and Regulations 10-2-14 Packet Pg 100 ' 8A Personnel Rules and Regulations Revision Agreement 11 EXHIBIT "B" SCHEDULE OF COMPENSATION I AMOUNT OF COMPENSATION For performing and completing all services pursuant to Exhibit "A" Scope of Work, is a total amount not to exceed Fifteen Thousand Dollars ($15,000) The project budget is provided below Cost Estimate Hourly rates are $325 for partners and $190-$265 for associates (Oliver's hourly rate is $245) Based on the foregoing, our cost estimate for reviewing and revising the City's personnel rules and regulations is $8,000 to $12,000, based on 30-40 hours of associate time and 6 hours of partner time Travel time is billed at a discount of 50% of hourly rates The not -to -exceed fee for services is $15,000 Any additional time outside of the scope of work, such as meeting to confer on negotiations issues would be at our standard hourly rates, including travel time We do not provide artificially low estimates in order to secure work This represents our best estimate of what the audit will cost when done properly We always strive to work as efficiently as possible with the intent of meeting or beating our estimate II BILLING At the end of each calendar month in which services are performed or a expenses are incurred under this Agreement, Attorney shall submit an invoice to City at the following addressLo 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 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 Attorney for the compensation specified in a Section I, above, shall be made after the City Manager or designee determines that the billing submitted pursuant to Section II, above, accurately reflects work satisfactorily a r performed City shall pay Attorney within thirty (30) days there from E W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg 101 Personnel Rules and Regulations Revision Agreement 12 EXHIBIT "C" The Attorney shall maintain throughout the duration of the term of the Agreement, liability Insurance covering the Attorney 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 the Attorney'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 Attorney's insurance policies shall be primary as respects any claims related to or as the result of the Attorney'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 b Products Comp/Op Aggregate $2,000,000 c Personal & Advertising Injury $1,000,000 d d Each Occurrence $1,000,000 a 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 Attorney shall provide thirty (30) days advance notice to City in the event of a material changes or cancellation of any coverage Certificates of insurance and 40 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 E 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 a Agreement is not delivered as required or if such insurance is canceled and not a adequately replaced, City shall have the right but not the duty to obtain replacement d E R W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules a and Regulations 10-2-14 Packet Pg, 102 Personnel Rules and Regulations Revision Agreement 13 Insurance and to charge the Attorney for any premium due for such coverage City Agency has the option to deduct any such premium from the sums due to the Attorney 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- VI I is subject to approval by City 's Risk Manager Attorney shall immediately advise City of any litigation that may affect these insurance policies c m E s W \CITYMGR\ewong\Personnel Rules & Regulations\Liebert Cassidy Whitmore\ Agreement for Personnel Rules Q and Regulations 10-2-14 ,'Packet Pg' 103 Th►s page left ►ntent►onally blank AGENDA REPORI G MEETING DATE October 14, 2014 Council Item TITLE Formation of City Council Committees PRESENTED BY Kenneth Henderson, Interim City Manager RECOMMENDATION Consider and discuss the formation of City Council Committees and take action, as appropriate A 2030 VISION STATEMENT This staff report supports Goals 1-5 of the City Council's 2030 Vision and Our Core Value of "Open and Inclusive Government" BACKGROUND From time to time, individual City Council Members have discussed whether or not there is a need for City Council standing and/or ad hoc committees During 2013, the City Council appointed an Ad Hoc Committee to engage the County Auditor- Controller/Treasurer/Tax Collector for the purpose of clarifying the processes by which Redevelopment Property Tax Trust Funds (RPTTF) residuals were distributed to Successor Agencies and other taxing entities in San Bernardino County An Ad Hoc Committee was also formed for the purpose of engaging the City of Colton in wastewater and settlement negotiations At its September 24, 2014 regular meeting, a quorum of the City Council requested this topic be placed on a future City Council agenda DISCUSSION As noted in the "Background" section of this report, individual Council Members have, from time to time, expressed a desire to explore the formation of City Council Ad Hoc, or Standing, Committees during the City Council Communications portion of affected Council meetings, as well as during discussions of specific agenda items and related topics The work of the Wastewater and Settlement Ad hoc Committee has been completed, so this Committee is no longer active From research, it appears the Ad Hoc Committee formed to address RPTTF distributions did not meet with the Auditor - Controller, it appears, because of the fluidity of events and the resignation from the City Council of one of the Ad Hoc Committee members This Committee is, also, not active The topic of Council Committees surfaced briefly during the 2030 Vision workshops conducted by Council earlier this year and during Council's filling of various outside Committee/Commission positions and its attempt to fill the Mayor Pro -Tern position, which also occurred earlier this year In addressing this topic, Council should (1) identify the goals it wishes to accomplish by Packet Pg 104 forming Council committees, (2) address what would be the subject matter jurisdiction of the committees it might wish to form, (3) determine whether or not the committees should be a standing, or ad hoc, committees of the Council, (4) determine, in consultation with the City Attorney, whether or not the committees established will be subject to the Brown Act, (5) set forth the terms of office for committee members, and, (6) determine whether the anticipated benefits of such committees would be offset, in whole or in part, by the impact the staffing of such committees would have on the City's limited staff resources To be clear, staff will effectively, implement any decision Council makes regarding this issue, but it is important for Council to appreciate the ongoing challenges facing staff as it prepares and distributes bi-monthly agendas for the City Council, bi-monthly agendas for the Planning Commission and monthly agendas for the Oversight Board The work in these areas, particularly with respect to the Planning Commission and Oversight Board, will only increase as we strive to implement our 2030 Vision as it relates to Goal #3 "Promote Economic Development', in particular, and gaining approval from the state Department of Finance of the City's Long Range Property Management Plan (LRPMP) A survey of nearby communities (Fontana, San Bernardino, Rancho Cucamonga, Redlands, Riverside and Colton) revealed that all five cities that responded by the deadline had various Council committees, some of which were ad hoc and some were standing committees, with terms of office, typically, of one year, although some terms were consonant with the Council Members' terms of office FISCAL IMPACT The fiscal impact can be more readily determined once Council makes a decision on the number and type of committees it wishes to establish Such analysis would take place at the time enabling legislation would be adopted by the City Council APPROVALS Kenneth J Henderson Completed 10/06/2014 4 11 PM Finance Completed 10/06/2014 5 38 PM City Attorney Completed 10/06/2014 6 15 PM City Manager Completed 10/06/2014 6 30 PM City Council Pending 10/14/2014 6 00 PM 105 Packet Pg CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE "/ ! / NAME ADDRESS GTO chi /OI//�'�j%� PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT DATE NAME ADDRESS CITY OF GRAND TERRACE CITY COUNCIL MEETING �J REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attendmg Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council Ifx Jvr L PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT C-- 6 CITY OF GRAND TERRACE CITY COUNCIL MEETING 711 U REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE (f I NAME V� "l S ADDRESS 1 -Z 4 %j 5 !ice 4 V1Gj 5�E'� /OG cJ C v PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON C• ` , `21 j`- SUBJECT G> �� ��' w��/�l`d O Vv� lil e)a4( ..a\ -,,,i , ,— ,,a/, r, .in/n"lam lIJ"/l CITY OF GRAND TERRACE CITY COUNCIL MEETING, 2 O REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE (Y, / /. 0�fo I,QUI' ADDRESS s PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT CITY OF GRAND TERRACE t+ilei lhl:% Ir1�r�i;{ oCO E, CITY COUNCIL AGENDA • OCTOBER 14, 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 As a courtesy to others in the Council Chambers, please silence or turn off your cell phones Thank you 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> 2 CALL TO ORDER ; U' Of P'M Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency At this time I will convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Will Pastor Andy McRae please come forward and offer the Invocation Pledge of Allegiance Please join V in leading us in the Pledge of Allegiance Roll Call Would the City Clerk please call the Roll Attendee Name Present Absent I Late Arrived Mayor Walt Stanckiewitz o[� ❑ _ ❑ Council Member Darcy McNaboe [� ❑ ❑ Council Member Jackie Mitchell 0/ ❑ ❑ Council Member Sylvia Robles ® ❑ ❑ City of Grand Terrace Page 1 Agenda Grand Terrace City Council October 14, 2014 tx or+ A SPECIAL PRESENTATIONS / Introduction by Captain Dorsey (to include DVD Presentation - "Every 15 Minutes") 2 3 Mayor Invite Captain Dorsey to the Podium to introduce this topic Mayor Thank Captain Dorsey for working with Grand Terrace High School to raise Community awareness regarding this issue Presentation by The REC Center Mayor Invite Jennifer Araiza, Executive Director of the REC Cd Mayor Thank Ms Araiza for The REC Center Presentation, tl and the Center's many contributions to the community Proclamation for Fire Public Safetv Week presented to Fir Chamberlin X Ask Battalion Chief Chamberlin, of the San Bernardino Countyl and accept the Proclamation (See Attached Proclamation to re, <-.&LSO rL sPox. CONSENT CALENDAR The following Consent Calendar items are expected to bi They will be acted upon by the City Council at one time w Member, Staff Member, or Citizen may request removal calendar for discussion Do I have a motion? hilt-nOLbO Fs Do 1 have a second9 `72"!Z< 4' Please vote �"[) _,�p Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK j wsy/ Approval Minutes — Regular Meeting 9123G201 " DEPARTMENT CITY CLERK _1 r%e VI A<�i� Budget Appropriation for the Preparation of the Sewer System Management Plan RECOMMENDATION Appropriate $10,000 into Account # 21-175-250-000-000 from the Wastewater Disposal Fund to cover the cost for preparation of the Sewer System Maintenance Plan DEPARTMENT COMMUNITY DEVELOPMENT City of Grand Terrace Page 2 Agenda Grand Terrace City Council October 14, 2014 4 Monthly Financial Report for August 2014 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending August 31, 2014 DEPARTMENT FINANCE q --ou tev/ 5 Cesoiutio Revising Appropriations Limit for Fiscal Year 2014-15 RECOMMENDATION (a) Repeal Resolution No 2014-023, which established the Appropriations Limit of $11,399,967 for Fiscal Year 2014-15, and, (b) Adopt the attache eso utiof� to establish a revised Appropriations Limit of $11,426,043 for Fiscal Year 2014-15 based on in ormation that was not available when Resolution No 2014-023 was adopted DEPARTMENT FINANCE C PUBLIC COMMENT N D M5� This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting D CITY COUNCIL COMMUNICATIONS This is the time for City Council Communications COWS n0j'5 en8 L �'`Q0 Council Member Jackie Mitchell - l 5s-ue- uJ ► £- ' 5/0Q i 4ga sz� s'cw- 40 ito-q-0— V-o Council Member Sylvia Robles - g-p'- ShQ r L�k10-t� �� C l � . HS 40 �� u� 0*6io=ncil Member Darcy McNaboe Mayor Walt Stanckiewitz �Ut/� 0&,L^ pwo-4� 94%4,-S" suQtJ-0 - - &00-d kfs�r' � .5~ City of Grand Terrace Page 3 Agenda Grand Terrace City Council October 14, 2014 E 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) Applicant's 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 ✓ 6 Tentative Tract Map 14-01 (Tentative Tract Map No 18071) n� RECOMMENDATION (a) Conduct a Public Hearing on Tentative Tract Map 14-01 (Tentative Tract Map No 18071) a proposed 17 lot subdivision (b) RESOLUTION NO 014- _,ARES_OLU1Ti1.O,N OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ADOPTING'�ANNVIRONMEN2 DDENDUM AND APPROVING TENTATIVE TRACT MAP NO 14-01 (TENTATIVE TRACT MAP NO 18071) A SUBDIVISON OF AN 8 26 ACRE PARCEL INTO 17 SINGLE FAMILY LOTS AND TWO LETTER LOTS LOCATED ON THE NORTH SIDE OF PICO STREET APPROXIMATELY 150 FEET EAST OF KINGFISHER ROAD DEPARTMENT COMMUNITY DEVELOPMENT Mayor to declare the Public Hearing Open May we have the Staff Report -,%vdh_a_ Are there any Written Communications? —4,1d-ll/F Are there any City Council Comments? fl At this time we will take comments from the public 13 r it >726Gi vex ®"�eaQ eY' Please note comments are limited to 3 minutesVK Inks ®l'1tK lees - SFon� 8� There being no further public comments, the Public Hearing is now closeg aloes WOW po qo&ev, r Are there any further Council Comments or Questions? z ` Me rLa400•e. �°s� Do I have a motion? tX &r) &J00 e �zi Ne,,� Do I have a second? `2p6,(RI � 4U'ck i4 Vty q ner"d Please v to Lf, , o City of Grand Terrace Page 4 Agenda Grand Terrace City Council October 14, 2014 F L 7 �fl UNFINISHED BUSINESS There are no items of Unfinished Business NEW BUSINESS Ordinance Amending Responsibilities Related to Sewer Laterals RECOMMENDATION •RDINANCE NO 201'4=_ 0 ID, CE OF THE CITY OF GRAND TERRACE, CALIFORNIA, A LADING SECTION 13 04 010 OF CHAPTER 13 04 of Title 13 OF THE GRAND TERRACE MUNICIPAL CODE MODIFYING AND REDEFINING RESPONSIBILITIES RELATED TO SEWER LATERALS DEPARTMENT CITY MANAGER ,,',,/� May we have a staff report please�SS��f1% VIlD� Pmxda-a'"b""�j La*l Are there any Public Speakers'? YLox.e,- Counci Discussion tA Do I have a motions .1k-1,-aoC&c ejc. jD, pUCy,e-e, Do I have a second Please v7q-0 Wt: O010©e Agreement for the Review and Update of the City's Personnel Rules & Regulations ID RECOMMENDATION Approve he g=eti tj between the City of Grand Terrace and Liebert Cassidy Whitmore to provide services to review an update the City's Personnel Rules and Regulations DEPARTMENT CITY MANAGER �e fpy� pliver � May we have a staff report pleases A!56-cm w°r-� pil"N ZIL Are there any Public Speakers? P 7tt Council Discussion awl- S o� Do I have a motion? Vaq or Do I have a second?`IZ�Q. Please vote /q---C) Formation of City Council Committees RECOMMENDATION Consider and discuss the formation of City Council Committees and take action, as appropriate DEPARTMENT CITY MANAGER City of Grand Terrace Page 5 Agenda Grand Terrace City Council October 14, 2014 May we have a staff report please? C lYl H*e "' 1� i7�GY Av-4%ma� Are there any Public Speakers?N'°'� '�� Council Disc ssionn k&�w - S & ett,J6,; =- lcwti 4 �a�eruG ccdl LO&1&s sca t s *V.��rix„ sW&S ¢4w" de u�bt.liS[mvc , /tie". Do I have a motion? Do I have a second? Please vote Cenbw-U- 4-0 nt� ice. No% H CITY MANAGER COMMUNICATIONS Interim City Manager Henderson do you have any comments? n" O�C4 I CLOSED SESSION At this time we will recess to Closed Session to consider the following items 10 Conference with Real Property Negotiators Property 22130 Barton Road, Grand Terrace, CA 92313 6 I ,n Agency negotiators Ken Henderson, Emily Wong, Robert Khuu AV , lam' Negotiating parties Grand Terrace Lion's Club and Colton Joint Unified School District Under negotiation Instruction will concern leases of real property by and for the City regarding the price and terms of payment for the leases 11 Conference with Labor Negotiator, pursuant to Government Code Section 54957 6 Agency Representative Richard L Adams II, City Attorney, Unrepresented Employee Interim City Manager � p ®12 Public Employment, pursuant to Government Code Section 54957(b)(1) u -0- Title City Manager IJ ep ADJOURN r P•M The Next Regular City Council Meeting will be held on Tuesday, October 28, 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 6 Proclamation: Fire Public Safety Week l y WHEREAS, the City of Grand Terrace is committed to ensuring the safety and security of all those living n and visiting our City, and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire, and WHEREAS, home fires killed more than 2,300 people in the United States in 2012, according to the National Fire Protection Association (NFPA), and fire departments in the United States responded to 365,000 lDme fires, and WHEREAS, working smoke alarms cut in half the risk of dying in reported home fires, three out of five home fire deaths result from fires in properties without working smoke alarms, and WHEREAS, Grand Terrace residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and on every level of the home, and WHEREAS, Grand Terrace residents should install smoke alarms and alert devices that meet the needs of people who are deaf or hard of hearing, and WHEREAS, Grand Terrace residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire, and WHEREAS, Grand Terrace first responders are dedicated to reducing the occurrence of home fires and home fire injuries through prevention and protection education, and WHEREAS, Grand Terrace residents are responsive to public education measures and are able to take personal steps to increase their safety from fire, especially in their homes, and WHEREAS, the 2014 Fire Prevention Week theme, "Working Smoke Alarms Save Lives Test Yours Every Month I" effectively serves to remind us that we need working smoke alarms to give us the time to get out safely THEREFORE, We, the City Council of Grand Terrace do hereby proclaim October 5 through October 11, 2014, as Fire Prevention Week throughout this City, and we urge all the people of Grand Terrace to test their smoke alarms at least every month by pushing the test button, and to support the many public safety activities and efforts by San Bernardino County Fire during Fire Prevention Week 2014