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02/10/2015
Cr'Y OF GRAND TERRA, GE AGENDA & STAFF REPORTS FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY' TO THE COMMUNITY Tuesday, February 10, 2015 6 00 p.m. Regular Meeting I COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 I s R+ MD T'RitfiCE Darcy McNaboe, Mayor Sylvia Robles, Mayor Pro Tern Jackie Mitchell, Council Member Doug Wilson, Council Member Bill Hussey, Council Member Carol Jacobs, Interim City Manager Richard L Adams, City Attorney Pat Jacquez-Nares, City Clerk Cynthia A Fortune, Finance Director Sandra Molina, Community Development Director 1 The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m fCITY OF GRAND TERRACF �Ltx ti.lc(.[i� COUNCILCITY �Q�C3pa A LV AGENDA • FEBRUARY 10, 2015 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road 1 2 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 i 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 cityofarandterrace 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 Darcy McNaboe ❑ ❑ ' ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ ❑ ❑ Council Member Bill Hussey ❑ ❑ ❑ SPECIAL PRESENTATIONS - NONE 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 — 01/27/2015 DEPARTMENT CITY CLERK City of Grand Terrace Page 1 Agenda Grand Terrace City Council February 10, 2015 3 Monthly Financial Report for December 2014 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending December 31, 2014 DEPARTMENT FINANCE 4 Acceptance of the 2015 Every 15 Minutes Grant Award in the Amount of $9,999 99 RECOMMENDATION 1 Accept the 2015 Every 15 Minutes Grant Program Award of $9,999 99 from the Department of California Highway Patrol, and 2 Authorize the revenue and expense allocations of $9,999 99 respectively to account for the receipt of grant funds and expenditure for the Every 15 Minutes program DEPARTMENT FINANCE 5 Amendment No 4 to Burrtec Agreement Regarding Collection of Sewer Fees RECOMMENDATION ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY OF GRAND TERRACE CALIFORNIA APPROVING AMENDMENT NO 4 OF THE INTEGRATED WASTE MANAGEMENT SERVICE AGREEMENT TO ALLOW FOR THE REMITTANCE OF SEWER FEES COLLECTED BY BURRTEC WASTE INDUSTRIES TO THE CITY OF COLTON DEPARTMENT COMMUNITY DEVELOPMENT C 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 D CITY COUNCIL COMMUNICATIONS Council Member Hussey Council Member Wilson Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe City of Grand Terrace I Page 2 Agenda Grand Terrace City Council February 10, 2015 E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS 6 Formation of City Council Ad Hoc Committees RECOMMENDATION Consider and discuss the formation of City Council Ad Hoc Committees and provide direction to staff DEPARTMENT CITY MANAGER G NEW BUSINESS 7 Ordinance Amending Chapters 4 76, 4 84, and 4 88 of Title 4 of the Grand Terrace Municipal Code RECOMMENDATION INTRODUCE ORDINANCE NO , AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING CHAPTER 4 76 BUILDING AND SAFETY FEES, CHAPTER 4 84 ENGINEERING FEES AND CHAPTER 4 88 PLANNING FEES OF TITLE 4 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT COMMUNITY DEVELOPMENT 8 Agreement with HdL Companies to Provide Economic Development Services RECOMMENDATION Authorize the Mayor to enter into a Professional Services Agreement with HdL Companies to provide Economic Development Services in the amount of $9,360 DEPARTMENT CITY MANAGER 9 Agreement for Participation in the San Bernardino County Sheriff Department's Work Release Program RECOMMENDATION Staff recommends approval of the Agreement for Participation in San Bernardino County Sheriff Department's Work Release Program DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 Grand Terrace City Council February 10, 2015 10 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A RECOMMENDATION 1 Adopt the Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A in the amount of $1,933,434 2 RESOLUTION NO 2015- , A RESOLUTION OF THE SUCCESSOR AGENCY TO COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING A RECOGNIZED OBLIGATION PAYMENT SCHEDULE COVERING THE PERIOD JULY 1, 2015 TO DECEMBER 31, 2015 (ROPS 15-16A) AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34177 DEPARTMENT FINANCE H CITY MANAGER COMMUNICATIONS RECESS TO CLOSED SESSION CLOSED SESSION 11 Conference with Legal Counsel -Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956 9 One Potential Case 12 Public Employee Appointment, pursuant to Government Code section 54957 Title City Manager RECONVENE TO OPEN SESSION ADJOURN The Next Regular City Council Meeting will be held on Tuesday, February 24, 2015 at 600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting STATE OF CALIFORNIA) COUNTY OF SAN BERNADINO) SS AFFIDAVIT OF POSTING CITY OF GRAND TERRACE} 1, Pat Jacquez-Nares, being duly sworn, depose and say that I am the duly appointed City Clerk of the City of Grand Terrace and that on February 4, 2015 before the hour of 6 00 p m , I caused to be posted as required the above Agenda for the City Council Meeting scheduled to be held on February 10, 2015 at 6 00 p m in the City Council Chambers in the City of Grand Terrace, California — i City of Grand Terrace Page 4 A B r o CITY OF GRAND TERRACE CITY COUNCIL AGENDA • FEBRUARY 16, 2015 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 cityofarandterrace org <http //www cityofgrandterrace 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 , "; ' ` Present Absent Late Arrived, Mayor Darcy McNaboe ❑ ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ ❑ 1 ❑ Council Member Bill Hussey ❑ ❑ 1 ❑ SPECIAL PRESENTATIONS - NONE CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the City Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion City of Grand Terrace I I - Page 1 Agenda Grand Terrace City Council February 10, 2015 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 Approval of Minutes — Regular Meeting — 01/27/2015 DEPARTMENT CITY CLERK 3 Monthly Financial Report for December 2014 RECOMMENDATION - Receive and file the Monthly Financial Report for the period ending December 31, 2014 DEPARTMENT FINANCE 4 Acceptance of the 2015 Every 15 Minutes Grant Award in the Amount of $9,999 99 RECOMMENDATION 1 Accept the 2015 Every 15 Minutes Grant Program Award of $9,999 99 from the Department of California Highway Patrol, and 2 Authorize the revenue and expense allocations of $9,999 99 respectively to account for the receipt of grant funds and expenditure for the Every 15 Minutes program DEPARTMENT FINANCE 5 Amendment No 4 to Burrtec Agreement Regarding Collection of Sewer Fees RECOMMENDATION ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY OF GRAND TERRACE CALIFORNIA APPROVING AMENDMENT NO 4 OF THE INTEGRATED WASTE MANAGEMENT SERVICE AGREEMENT TO ALLOW FOR THE REMITTANCE OF SEWER FEES COLLECTED BY BURRTEC WASTE INDUSTRIES TO THE CITY OF COLTON DEPARTMENT COMMUNITY DEVELOPMENT C 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 Thel 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 of Grand Terrace I Page 2 Agenda Grand Terrace City Council j February 10, 2015 D CITY COUNCIL COMMUNICATIONS Council Member Hussey Council Member Wilson Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS 6 Formation of City Council Ad Hoc Committees RECOMMENDATION Consider and discuss the formation of City Council Ad Hoc Committees and provide direction to staff DEPARTMENT CITY MANAGER 7 Ordinance Amending Chapters 4 76, 4 84, and 4 88 of Title 4 of the Grand Terrace Municipal Code RECOMMENDATION INTRODUCE ORDINANCE NO. , AN ORDINANCE OF THE CITY, COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING CHAPTER 4 76 BUILDING AND SAFETY FEES, CHAPTER 4 84 ENGINEERING FEES AND CHAPTER 4 88 PLANNING FEES OF TITLE 4 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT COMMUNITY DEVELOPMENT 8 Agreement with HdL Companies to Provide Economic Development Services RECOMMENDATION ' Authorize the ,Mayor to enter into a Professional Services Agreement with HdL Companies to provide Economic Development Services in the amount'of $9,360 DEPARTMENT CITY MANAGER City of Grand Terrace I Page 3 Agenda Grand Terrace City Council I February 10, 2015 9 Agreement for Participation in the San Bernardino County Sheriff Di partment's Work Release Program RECOMMENDATION ' Staff recommends approval of the Agreement for Participation in San Bernardino County Sheriff Department's Work Release Program DEPARTMENT CITY MANAGER 10 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A RECOMMENDATION 1 Adopt the Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A in the amount of $1,933,434 2 RESOLUTION NO 2015- , A RESOLUTION OF THE SUCCESSOR AGENCY TO COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING A RECOGNIZED OBLIGATION PAYMENT SCHEDULE COVERING THE PERIOD JULY 1, 2015 TO DECEMBER 31, 2015 (ROPS 15-16A) AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34177 DEPARTMENT FINANCE H CITY MANAGER COMMUNICATIONS RECESS TO CLOSED SESSION CLOSED SESSION 11 Conference with Legal Counsel -Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956 9 One Potential Case 12 Public Employee Appointment, pursuant to Government Code section 54957 Title City Manager RECONVENE TO OPEN SESSION ADJOURN The Next Regular City Council Meeting will be held on Tuesday, February 24, 2015 at 600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace I Page 4 o�* CITY OF GRAND TERRACE CITY COUNCIL MINUTES • JANUARY 27, 2015 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 McNaboe called the meeting to order at 6 00 p m Invocation was provided by Pastor Andy McRae of Azure Hills Seventh-Day Adventist Church Pledge of Allegiance was led by Mayor McNaboe Attendee Name Title' Status Arrived Darcy McNaboe Mayor Present Sylvia Robles Mayor Pro Tern Present Jackie Mitchell Council Member Present Doug Wilson Council Member Present Bill Hussey Council Member Present Carol Jacobs Interim City Manager Present Richard Adams City Attorney Present Pat Jacquez-Nares City Clerk Present Sandra Molina Community Development Director Present Cynthia Fortune Finance Director Present Linda Phillips Director of Child Care Services Present Robert O'Brine I Lieutenant Present SPECIAL PRESENTATIONS Installation of Officer and Oath of Office PRESENTATION OF THE OATH OF OFFICE TO APPOINTED OFFICIAL WILLIAM "BILL" HUSSEY City Clerk Jacquez-Nares presented the Oath of Office to Council Member William "Bill" Hussey Council Member Hussey affirmed his Oath of Office City of Grand Terrace Page 1 Packet'Pg 5 I 0 Minutes Grand Terrace City Council January 27, 2015 INCOMING REMARKS BY COUNCIL MEMBER HUSSEY Council Member Hussey referenced Philippians 4 13 and thanked everyone for their support during his campaign and in the appointment process He also thanked his family and wife He informed the residents of the City that he was there to work for them Council Member Hussey kept his promise to the Ronald McDonald House representative and wore their socks to his oath ceremony Council Member Mitchell thanked Council Member Hussey for his time, humility and dedication to the City She believes he was the best person for the Council Council Member Wilson stated it was an honor running against Council Member Hussey and now sharing the dais with him He is looking forward to great things Mayor Pro Tern Robles stated that she understood his sacrifices and respects his faith She is happy that he is on the Council Mayor McNaboe stated that she was very happy to have a full Council and that the Council's vote was unanimous in appointing Council Member Hussey She welcomed Council Member Hussey to the Council Jon Gaede, Field Representative for Assembly Member Brown's Office, presented Council Members Hussey and Wilson Certificates of Recognition for serving on the City Council CONSENT CALENDAR all Consent Calendar Items RESULT APPROVED [UNANIMOUS] MOVER Sylvia Robles, Mayor Pro Tern SECONDER Jackie Mitchell, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 Approval of Minutes — Regular Meeting — 01/13/2015 APPROVED THE MINUTES OF THE 01/13/2015 REGULAR MEETING 3 Approval of Check Register No 12312014 in the Amount of $568,623 57 APPROVED CHECK REGISTER NO 12312014 IN THE AMOUNT'$568,623 57, AS SUBMITTED, WHICH INCLUDES THE CHECK REGISTER ACCOUNT INDEX FOR FISCAL YEAR 2014-15 City of Grand Terrace Page 2 Packet Pg 6 U 2 i Minutes Grand Terrace City Council January 27, 2015 4 Monthly Financial Report for November 2014 RECEIVED AND FILED THE MONTHLY FINANCIAL REPORT FOR THE PERIOD ENDING NOVEMBER 30, 2014 PUBLIC COMMENT - NONE CITY COUNCIL COMMUNICATIONS Council Member Bill Hussey Council Member Hussey stated that he attended the McDonald's grand opening on Sunday He supports the Ronald McDonald House and also purchased a pair of their socks Council Member Doug Wilson Council Member Wilson stated he attended a meeting with the Lewis Group and the development has positive energy He acknowledged that McDonald's repaired the trenches as promised Council Member Jackie Mitchell Council Member Mitchell stated that she also attended the McDonald's grand opening on Sunday and also purchased the Ronald McDonald's House socks She commended the Chamber of Commerce for a great event that was well attended Council Member Mitchell along with Mayor Pro Tem Robles and Interim City Manager Jacobs attended the Colton Joint Unified School District meeting They discussed public safety around the schools, rehabilitation of the school sports fields, the Child Care Center relocation, and the Lions Club lease termination She further stated that she visited the new model homes on the border of Grand Terrace and Riverside which she believes will bring additional revenue to our City Mayor Pro Tem Sylvia Robles Mayor Pro Tem Robles stated she also attended the McDonald's grand opening on Sunday She requested that an Ad Hoc Committee's be brought back to the Council for further discussion and that an Ad Hoc Committee needs to be appointed to handle the school district items She requested that the City Clerk provide the Interim City Manager letter from Mr Felix on the issues on Palm Street for a meeting with these residents She also wants the apartment complex night parking on City property revisited Mayor Pro Tem Robles requested that the meeting be adjourned in the memory of Angelina Esposito Adame City of Grand Terrace Page 3 Packet Pg 7 V 2 Minutes 5 Grand Terrace City Council Mayor Darcy McNaboe January 27, 2015 Mayor McNaboe stated that she also attended the McDonald's grand 'opening and also purchased the socks to support the Ronald McDonald House She was told that the City of Grand Terrace helped with funding to build the house and requested the history of this transaction Mayor McNaboe attended the prayer breakfast on January 19, 2015 as a guest of Assembly Member Brown This was the 35th year of this event and it celebrated Martin Luther King Jr She was impressed with all of the different faiths coming together to help each other and their communities Mayor McNaboe requested that the NID Housing Counseling Agency link be placed on the new City's website as a resource to help residents purchase a home Cl PUBLIC HEARINGS c d Adoption of Updated Fee Schedule for Planning, Engineering and Building and Safety Fees ` a� c 0 Community Director Molina provided a brief history of this item and introduced Public Information Officer Flint Public Information Officer Flint provided an additional summary of this item Council Member Wilson requested to receive a copy of the Flint Strategies Contract He stated that he did not receive the comparisons from the other cities in order to compare and reference them, therefore, he cannot support this item Mayor McNaboe opened the public hearing at 6 30 p m Jeff McConnell, Grand Terrace resident, stated his opposition to this item d Public Information Officer Flint rebutted that the fees are only a cost recovery for the City Council Member Wilson further stated his concerns with the lack of clear information on a the staff report c Mayor McNaboe closed the Public Hearing at 6 42 p m 2 Council Member Mitchell appreciates the years of Community Development knowledge that Council Member Wilson brings to the Council but this fee study is for the City to recover their fees for operation and are justified Council Member Hussey agrees with Council Member Mitchell he does not want for the taxpayers to pay for the developer fees He thanked staff for the report City of Grand Terrace Page 4 Packet,Pg 8 Minutes C: Grand Terrace City Council January 27, 2015 Mayor Pro Tern Robles supports this item She does not want to ; pass on fees to taxpayers that belong to developers She thanked Flint Strategies for ,their work on this item Mayor McNaboe requested clarification from Council Member Wilson as to his comment on the City hiring additional staff and if he thought that was the reason the fees were increasing Council Member Wilson answered no that it was a cumulative effect over the years He was bothered that the requested reference material was not provided The calculations do not make sense The fees had been doubled which leads to the question on whether others are being paid to perform the current staff's work APPROVE RESOLUTION 'NO 2015-02, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ESTABLISHING COMPREHENSIVE AND UPDATED FEE SCHEDULES FOR PLANNING, BUILDING AND SAFETY AND ENGINEERING SERVICES RESULT APPROVED [4 TO 11 MOVER Sylvia Robles, Mayor Pro Tern SECONDER Bill Hussey, Council Member AYES Darcy McNaboe, Sylvia Robles, Jackie Mitchell, Bill Hussey NAYS Doug Wilson UNFINISHED BUSINESS - NONE NEW BUSINESS Grand Terrace Housing Successor Agency Financial Statements for the Year Ended June 30, 2014 Finance Director Fortune presented the staff report for this item RECEIVE AND FILE THE FINANCIAL STATEMENTS FOR THE GRAND TERRACE HOUSING SUCCESSOR AGENCY ANNUAL FINANCIAL REPORT AND RELATED UU(:UMtN I, I -UK I Mt YtAK tNUtU JUNt JU, ZU14 RESULT, APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Mayor SECONDER Jackie Mitchell, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey CITY MANAGER COMMUNICATIONS - NONE CLOSED SESSION - NONE City of Grand Terrace Page 5 Packet Pg 9 U 2 Minutes Grand Terrace City Council January 27, 2015 ADJOURN Mayor McNaboe adjourned the City Council Meeting at 6 52 p m in the memory of Angelina Esposito Adame The Next Regular City Council Meeting will be held on Tuesday, February 10, 2015 at 600pm Darcy McNaboe, Mayor Pat Jacquez-Nares, City Clerk City of Grand Terrace Page 6 � I Packet Pg 10 l iY 1 1 AGENDA REPORT I MEETING DATE February 10, 2015 Council Item TITLE Monthly Financial Report for December 2014 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Receive and file the Monthly Financial Report for the period ending December 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 December 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 FBI 6'10i11*1 [a] i 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 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" afi that point in the Packet Pg 11 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 to these variances When reviewing the charts that provide the current monthly status of both revenues and expenditures, it is helpful to bear in mind that some of the fluctuations from month to month may be due to the following Invoices were not submitted to the City in a timely manner, Invoices may have required further review by the authorizing department, and The City holiday closure may have facilitated December invoices being processed in January FISCAL IMPACT GENERALFUND There is no fiscal impact associated with the receipt of the MFR for the period ending December 31, 2014 The City's General Fund revenue receipts of $935,737 through December are moderately over the "expected" amount of $909,260, reflecting a positive variance of $26,477 General Fund expenditures of $1,592,337 are below the expected amount of $1,944,067, reflecting a positive variance of $351,730 as a result mainly of the following • Salary and benefit savings (approximately $62,300) achieved due to ➢ several positions being vacant during the first few months of the fiscal year, ➢ reclassification of salary and benefit costs to the Successor Agency, • Law enforcement services for November and December were processed for payment in January (approximately $259,000) CHILD CARE FUND The Child Care Fund's revenue receipts of $516,623 are slightly above the expected level of $511,096 The fund's revenue charts has been revised to reflect actual monthly receipts Although the 3-year history of monthly receipts varies from year to year, this may be due to • The timing of the submittals and recording of deposits and payments, and • Turnover in child care attendance Expenditures of $521,823 reflect a savings of $8,501 relative to the expected level of $530,324 Child Care expenditures, as shown in the chart, are consistent from year to year 11 Packet Pg 12 FINANCIAL SUMMARY Overall, there are no financial concerns as of December 31, 2014 ATTACHMENTS • Monthly Financial Report Dec2014 pdf APPROVALS Cynthia Fortune Completed Finance Completed City Attorney Completed City Manager Completed City Council Pending (PDF) 02/03/2015 5 12 PM 02/03/2015 5 12 PM 02/03/2015 5 38 PM 02/04/2015 7 58 AM 02/10/2015 6 00 PM Packet Pg 13 City of Grand Terrace Monthly Financial Report For the Period Ending December 31, 2014 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) 0 X Lj 4 Table of Contents GENERAL FUND Revenue Summaries Revenue Assumptions Revenue Monthly Financial Detail Revenue Monthly History Property Tax Sales Tax Licenses, Permits & Fees Franchise Fees Expenditure Summaries Expenditure Assumptions Expenditure Monthly Financial Detail by Department Expenditure Monthly History by Department General Government Departments Community Development Finance Public Safety Expenditure Monthly Financial Detail by Department Expenditure Monthly History by Category Salaries Benefits Professional/Contractual Services Materials & Supplies CHILD CARE FUND Revenue and Expense Summary by Category and Department 2 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) 5 6 7 8 9 12 14 15 16 17 18 OU 21 22 23 24 26 GENERAL FUND REVENUE 3 I I F Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 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 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 " 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 T w 0 x rt M to 4 .a N V Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending December 31, 2014 Positive December Ne ative YTD December December December Variance YTD YTD Adopted Expected % YTD % from Revenue Budget Receipts Expected Actuals Actua/s YTD Expected Property Tax 1,414,000 64,022 4 5% 63,441 4 5% (581) Residual Receipts - RPTTF 306,370 0 0 0% 0 0 0% 0 Property Tax (20% Loan Alloc) 0 0 0 0 Franchise Fees 480,000 106 300 22 1% 108,201 22 5% 1,901 Licenses, Fees & Permits 276,200 100,105 362% 107,933 39 1% 7,828 Sales Tax 1,047,000 167,433 16 0% 172,241 16 5% 4,808 Intergovernmental Revenue/Grants 35,000 5,000 14 3% 5,212 14 9% 212 Charges for Services 81,200 35,400 43 6% 41,024 50 5% 5,624 Fines & Forfeitures 25,000 17,500 70 0% 18,020 72 1% 520 Miscellaneous 5,000 2,500 500% 8,857 1771% 6,357 Use of Money & Property 25,000 11,000 44 0% 10,808 43 2% (192) Transfers In 0 0 0 0 Residual Receipts - Sr Housing 0 0 0 0 Waste Water Receipts 700 000 400,000 571% 400,000 571% 0 4 394 770 909 260 20.7% 935 737 21.3% 26,477 m (C 5 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) REVENUE - Property Taxes 800 000 -._«,w.-..•..e,..._.....e,... ..,ea.,. ...,:...w�a..........,e...,...,«.+-ia t^-c...�! wa......n+...,....,n.w..Fwww»,�w.[+.... v..,.sm.+a W'.r,u w+.cv.� w..�W.........u-s,w.,:.c�rv-.�vC`w.c,w 700 000 600 000 500 000 400,000 o _ t ' 300,000 r v _ i 200,000 100 000 00// i f t JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —*—FY201415—FFY201314 --&—FY201213 y—FY201112 - - Annual Property Tax Revenues FY2014-15 (as of month end) $63,441 FY2013-14 $1,410,134 FY2012-13 $1,396,513 FY2011-12 $1,382, 936 w Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) REVENUE UE Sales Ta^v 450000 400000 350000 250000 200,000 150000 100000 50000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN ` ---------- - Annual Sales Tax Tax Revenues - FY2O1445(as ofmonth end) $172.241 FY2013-14 $884.848 FY2012'13 $07 REVENUE - Licenses, Permits & Fees 90,000 80,000 70 000 60 000 50 000 Ck 40,000 30 000 jq '-- L 20 000 10 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN -C--FY2014 15 tFY2013 14-*--FY2012 13-0-FY2011 12 t 1 5 S Z rf s 1 k � Annual Licenses, Permits & Fees — - FY2014-15 (as of month end) $107,933 - -- -- FY2013-14 $216,830 FY2012-13 $255,992 FY2011-12 $302,796 IN m cc � B w N d Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) REVENUE - Franchise Fees 180 000 160 000 140 000 120,000 100,000 80 000 60,000 \0� /""10 40 000 20 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN �—FY201415 �-FY201314—:—FY201213 �FY201112 3 ;r:�: � .�.; ... ;# aye✓' � . ,�r.;�.X ..: ,_" ; �-',�;, J 'lvw� '�� `m'�` >`S',,-'.,< .-=� �.%h,;, ri"� c: `s. ra <x°�4'.� ,.��..s ;�"��'� �+ {;n _ y'YY�j i�2J,w'�`,..��x:. . •i, ry:; ,f ..:�.>.'� KFfT<:�,�r..,� Annual Franchise Fees FY2014-15 (as of month end) $108,201 FY2013-14 $474,452 FY2012-13 $478,269 FY2011-12 $478 011 m t0 9 N N Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) This page left intentionally blank 10 w Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) GENERAL FUND EXPENDITURE BY DEPARTMENT 11 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) M to 0 N cn 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 E NA_►_ _G I City Manager ii Senior Citizens Program iii Emergency Operations c CITY CLERK i City Clerk ii Historical & Cultural Commission d CITY ATTORNEY e FINANCE i Finance ii Information Technology f PUBLIC SAFETY g Non -Departmental i Non -Departmental ii Overhead Cost Allocation 12 w 01 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) h COMMUNITY DEVELOPMENT i Building & Safety li Public Works iii Rental Inspection Program Iv Enforcement Program v Facilities Maintenance vl Community Development vli Parks Maintenance viii Storm Drain Maintenance Ix National Pollutant Discharge Elimination System (NPDES) x Planning Commission 13 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending December 31, 2014 Positive December December December Ne ative YTD yTD December yTD Variance Adopted Expected % YTD % from Department Budget Expenditures Expected Actuals Actuals YTD Expected City Council 64,750 25,969 40 1% 22,468 34 7% 3,501 City Manager 446,006 164,043 36 8% 143,556 32 2% 20,487 1 City Attorney 73,000 26,231 35 9% 26,392 36 2% (161) City Clerk 132,492 47 546 35 9% 48,337 36 5%- (791) Community Development 1,287,549 492,881 38 3% 417,924 32 5% 74,957 2 Finance 446,070 209,948 471% 210,103 471% (155) Public Safety 1,626,200 794,085 48 8% 535,550 32 9% 258,535 3 Non -Departmental 349,800 183,364 524% 188,007 537% (4,643) 4,425 867 1 944,067 43.9% 1 592,337 36 0% 351 730 1 The City Managers Office shows savings due to a readjustment of salary costs between the City s General Fund and the Successor Agency 2 The Community Development Department (CDD) has recruited for the vacant approved positrons The remaining vacant positions in CDD were filled in January2015 3 Law Enforcement services for November and December were processed in January 2015 '0 m A fD 'O 14 I�1 4 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) W 01 EXPENDITURE - General Government 140 000 120 000 100 000 80 000 OL 60 000 40 000 20 000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN _General Government Departments City Council City Manager, City Clerk and City Attorney FY2014-15 (as of month end) $240,753 FY2013-14 $689,463 FY2012-13 $514 314 FY2011-12 $537,061 m m w IV' is p� Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Community Development 200,000 180 000 160 000 e 140,000 120 000 100 000 t /WX A 80 000 60 000 40 000 j r , 20 000 1 ' JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —t-FY201415 tFY201314—*--FY201213 tFY201112 Community Development Department FY2014-15 (as of month end) $417,924 FY2013-14 $920,060 FY2012-13 $962,249 FY2011-12 $1 006,258 'v m 0 ic2 N 16 �O Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) w W EXPENDITURE - Finance 70 000 - 60 000 50 000 \A/A\ 40 000 r 30 000 20 000 t 10,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN -o.-FY2014 15 a--FY2013 14 --&-FY2012 13 -.E3..-FY2011 12 Finance Department -- FY2014-15 (as of month end) $210 103 FY2013-14 $369 432 FY2012-13 $346 409 FY2011-12 $256 223 m 0 17 =o � w W 0 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Public Safety 500,000 450 000 AL 400 000 - 350 000 t 300 000 250 000 f 200,000 i t 150 000 v A\ 000 100 50 000 i JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN -0-FY2014 15 tFY2013 14-*-FY2012 13 -o-FY2011 12 Public Safety (Law Enforcement) FY2014-15 (as of month end) $535,550 FY2013-14 $1 527 673 FY2012-13 $1 710,354 FY2011-12 $1 762 956 .D m w' ,8 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) w 03 GENERAL FUND EXPENDITURE BY CATEGORY 19 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) Co d City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending December 31, 2014 Positive December Ne ative YTD December YTD December December YTD Variance Adopted Expected % YTD % from Expenditure Budget Expenditures Expected Actuals Actuals YTD Expected Salaries 730,230 284,362 389% 272,922 374% 11,440 Benefits 388,380 151,621 39 0% 100,759 25 9% 50,862 Professional/Contractual Services 2,820,207 1,307,596 464% 1 021,573 362% 286,023 2 Materials & Supplies 318,350 116,672 36 6% 113,347 35 6% 3,325 Lease of Facility/Equipment 4,400 1,692 38 5% 1,464 33 3% 228 Equipment 0 0 0 0 Capital Projects 0 0 0 0 Utilities 135,800 67,900 50 0% 66,238 48 8% 1,662 Debt Service 254,900 127,424 50 0% 127,424 50 0% 0 Overhead Cost Allocation (317,900) (158,950) 50 0% (157,150) 49 4% (1,800) Transfers Out 91 500 45,750 50 0% 45,760 50 0% 10 4,425 867 1,944 067 43.9j 1,592,337 360% 351,730 Salary & Benefit accounts are under budget due to the vacancies in CDD and salary savings in other departments CDD s remaining vacancies were filled by January2015 2 Law Enforcement services for November & December 2014 were processed in January 2015 m 0 co 'o. 20 w w Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Salaries 120 000 Y _ t 100 000 80 000 RL 60 000 ///]Ant i i 40 000 Al- 20000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN (20 D00) - - �FY201415 -0-FY201314 �FY201213-OPFY201112 Salaries FY2014-15 (as of month end) $272,922 FY2013-14 $697,536 FY2012-13 $659,163 FY2011-12 $791 344 T m M -o cc 21 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Benefits 60 000 r 1 40 000 t 20 000 5 I JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN s 3 (20 000) y (40 000) (60,000) —$—FY201415 tFY201314—i—FY201213 tFY201112 - Benefits - f _ — FY2014-15 (as of month end) $100,759 FY2013-14 $301,292 FY2012-13 $394,219 FY2011-12 $337,048 T m x .r .o � � w w 22 y cn Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Professional/Contractual Services 600 000 � s i F i t 7 i 500 000 i 5 i 400 000 V i f 300 000 t 200 000 x 100 000 { i ! JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —.c.-FY201415—4•—FY201314—d—FY201213—13—FY201112 Professional/Contractual Services FY2014-15 (as of month end) $1,021,573 - — ----- FY2013-14 $2,438,743 FY2012-13 $2,336,411 FY2011-12 $2,213,146 m co .r w w 23 G1 0) Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURE - Materials & Supplies 120 000 r 100 000 80 000 60 000 t 40 000 — s 20 000 r � J JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN tFY201415 tFY201314—l—FY201213 --C-FY201112 Materials and Supplies FY2014-15 (as of month end) $113,347 FY2013-14 $275,086 FY2012-13 $228,670 FY2011-12 $291,234 - 24 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) w p1 CHILD CARE FUND REVENUE AND EXPENDITURE 25 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) City of Grand Terrace FY 2014-15 Child Care Fund Monthly Financial Report For the Period Ending December 31, 2014 Positive December Ne ative YTD December YTD December December yTD Variance Adopted Expected % YTD % from Revenue Budget Receipts Expected Actuals Actuals YTD Expected Tiny Tot Program 88,200 33,923 385% 31,934 362% (1,989) After School Program 358,900 158,744 44 2% 167,126 46 6% 8,382 Pre -School Program 752,650 318,429 42 3% 317,563 42 2% (866) 1,199,750 511096 42.60/ 516,623 431% 5,527 Positive December Ne ative YTD December YTD December December YTD Variance Adopted Expected % YTD % from Expenditure Budget Expenditures Expected Actuals Actuals YTD Expected Salaries 575,460 267,810 46 5% 266,632 46 3% 1,178 Benefits 263,250 109,868 417% 108,153 411% 1,715 Professional/Contractual Services 23,900 10,096 42 2% 7,688 32 2% 2,408 Materials & Supplies 61,100 28,558 467% 29,045 475% (487) Lease of Facility/Equipment 8,000 4,000 50 0% 0 0 0% 4,000 Equipment 400 0 0 0% 0 0 0% 0 Capital Projects 11,400 1,188 10 4% 1,175 10 3% 13 Utilities 17,100 9,405 55 0% 9,730 56 9% (325) Overhead Cost Allocation 198,800 99,400 50 0% 99,400 50 0% 0 1,159 410 530,324 45.7% 521 823 45 0% 8,501 T m 26 m m Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) F I REVENUES 180000 r 160000 Child Care Revenues FY2014-15 (as of month end) 516,623 FY2013-14 1,093,094 FY2012-13 1,109, 956 FY2011-12 878,700 -o m m �a 27 0 Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) EXPENDITURES 200 000 180 000 ji y`ya":°5. +-°, �:� F. F ��• e % ':�•§'${?" i � ,p#5 ¢ Sx t..�&"F-2d ;.a; _ �>.ada�.}',m'Gt`F��Y;f�„;ft�. •,'�, =.�+ - �'.'&�r`a�': w3 ; ' ^': l� �'x � �"�•^•'i ,s ".- `tr : �.R;..:� m � 4 �y,,.s,. _,{. .�r:s � . _ .:ae,� ; ., �s„a.;�� a.- Fz w.?? - - a `�' S ".,n"e 160000 140 000 120 000 Y 100 000 80 000 60000 40000 I � 20 000 r , , { f JUL AUG SEP ocr NOV DEC JAN FEB MAR APR MAY JUN --9-201415 t201314 —0-201213 —0-201112 Child Care Expenditures FY2014-15 (as of month end) 521,823 FY2013-14 1,106,617 FY2012-13 1,083,693 FY2011-12 1,082,657 28 w Attachment Monthly Financial Report Dec2014 pdf (1642 Monthly Financial Report for December 2014) Th►s page left ►ntentionally blank AGENDA REPORT MEETING DATE February 10, 2015 Council Item TITLE Acceptance of the 2015 Every 15 Minutes Grant Award in the Amount of $9,999 99 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION 1 Accept the 2015 Every 15 Minutes Grant Program Award of $9,999 99 from the Department of California Highway Patrol, and 2 Authorize the revenue and expense allocations of $9,999 99 respectively to account )for the receipt of grant funds and expenditure for the Every 15 Minutes program 2030 VISION STATEMENT This staff report supports City Council Goal #2, "Maintain Public Safety" and Goal #4, "Develop and Implement Successful Partnerships" through the collaboration with the San Bernardino Sheriff's Department to secure funding for programs that benefit our youth, seniors and the community BACKGROUND Every 15 minutes someone is killed or seriously injured in an alcohol -related traffic incident The San Bernardino Sheriff's Department has secured funding from the California Highway Patrol (CHP) in the amount of $9,999 99 for the Every 15 Minutes Program The funds will be utilized to support the activities, materials, and supplies required to manage the program DISCUSSION Every 15 Minutes is an event designed to instill teenagers with the potentially dangerous consequences of drinking alcohol and texting while driving This powerful program will challenge students to think about drinking, texting while driving, personal safety, and the responsibility of making mature decisions when lives are involved On October 14, 2014, Captain Dorsey provided a summary of the "Every 15 Minutes" program that will be held at the Grand Terrace High School in April 2015 He also provided a brief introduction to the video featuring the collaboration of the Los Osos Packet Pg 42 High School and Rancho Cucamonga Police Department in 2014 In the video, the police department and students simulated the events of a crash involving students who were intoxicated, while the rest of the school and parents watched from the sidelines This demonstrated the consequences for those involved for some it was fatal, and those responsible for the crash were shown being arrested Grand Terrace High School and the San Bernardino County Sheriff's Department will reenact a similar event in April Students will also participate in a variety of other activities throughout the course of the two day program Participation in these activities will show to both teens and their parents the consequences of driving while texting or under the influence of alcohol and the importance of making responsible decisions Aside from educating students, the Every 15 Minutes program is also designed to inspire and involve the students' families, members of the community, and professionals of local agencies The effects of which can create lasting relationships and a more active and involved community Attachment A provides the contract and the program's specifications Approval of this item would result in the use of grant funds to implement the Every 15 Minutes program The implementation of this program will educate students, has the potential to strengthen the community, and can even save lives Attachment A provides the contract and the program's specifications FISCAL IMPACT Authorize the appropriation of revenue and expense accounts for the Every 15 Minutes grant as shown in Table 1 below Tablet T e I Fund / Account Descn tion Amount Revenue 1 10-300-30 Every 15 Minutes Grant Revenue $9,999 99 TOTAL REVENUE $9,999 99 Expense 10-705-210-000-000 Office Expense 6,99999 Expense 10-705-255-000-000 Contractual Services 1 3,00000 TOTAL EXPENDITURES 1 $9,999 99 ATTACHMENTS • Every 15 Minutes Contract & Program Specifications (PDF) J Packet Pg 43 APPROVALS Cynthia Fortune Completed Finance Completed City Attorney Completed City Manager Completed City Council Pending 01/29/2015 9 04 PM 01/29/2015 9 05 PM 02/02/2015 7 50 AM 02/02/2015 7 52 AM 02/10/2015 6 00 PM IN Packet Pg 44 STATE OF CALIFORNIA SHORT FORM CONTRACT (For agreements up to $9,999 99) STD 210(Revised 6 OM) Invoice must show contract number, Itemized expenses service dates, vendor name, address and phone number SUBMIT INVOICE IN TRIPLICATE TO California Highway Patrol Research and Planning Section P O Box 942898 Sacramento, CA 94298-0001 NUMBER IAM NO I FEDERALTAXPA 14CO61074 1 1 95-3316135 0601 FOR STA 4a STD 204 ® N/A ❑ ON FILE ❑ ATTACHED ❑ CERTIFIED SMALL BUSINE CCCs ® N/A ❑ ON FILE ❑ ATTACHED CERTIFICATE NUMBER ❑ DVBE % ® N/A ❑ GFE ❑ Late reason ❑ Public Works Contractors License ® Exempt from bidding SCM 5 80 B 3 b 1 The parties to this agreement are STATE AGENCY S NAME hereafter called the State CONTRACTOR S NAME, hereafter called the Contractor California Highway Patrol City of Grand Terrace 2 The agreement term is from 1/1/2015 or upon approval, whichever is later, to 6/30/2016 3 The maximum amount payable is $ 9,999 99 pursuant to the following charges Wages/Labor $ Parts/Supplies $ Taxes $ Other $ (Attach list if apphcabl 4 Payment Terms (Note All payments are in arrears) NONE TIME PAYMENT (Lump sum) ❑ MONTHLY ❑ QUARTERLI ® ITEMIZED INVOICE ® OTHER Contractor will invoice using the Agency Contract Claim for Reimbursement, Exhibit B 5 The Contractor agrees to furnish all labor, equipment and materials necessary to perform the services described herein and agrel to comply with the terms and conditions identified below which are made a part hereof by this reference (Outline in exact detail what is to be done, where it is to be done and include work specifications, if applicable) ® ADDITIONAL PAGES ATTACHED a Contractor agrees to implement the Every 15 Minutes (E15M) program as outlined in Exhibit A, Program Specification The E15M is a two-day program focusing on teenagers, challenging them to think about drinking, driving, personal safety, the responsibility of making mature decisions and the impact their decisions have on family, friends, and many others This is a cooperative program involving schools, law enforcement, and the community b The proposed dates of the program at Grand Terrace High School are April 16-17, 2015 c CHP reserves the right to cancel this agreement with thirty (30) days prior written notice EXHIBITS (Items checked in this box are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto) ® GTC`SF 610 ❑ GIA' *If not attached view at www dqs ca oov/contracts/ ® Other Exhibits (List) Exhibit A - Program Specifications Exhibit B — Reimbursement Claim In Witness Whereof, this agreement has been executod by the parties identified below STATE OF CALIFORNIA CONTRACTOR AGENCY NAME CONTRACTOR S NAME (If other than an individual state whethera corporatio partnership etc) California Highway Patrol City of Grand Terrace - BY (Aut ed Signature) DATE SIGNED BY&�t�'t o ,— Si ature), DAk_ . TtE;SLfitiN�E/ PRINTED M ANDTI OEBERSON SIGNING enneAMEA-y�NDtFtil7ien Ferson Sj Jacquelyn N o, Procurement Manager Interim City Manager ADDRESS ADDRESS 22795 Barton Road P O Box 942898 Sacramento, CA 94298-0001 Grand Terrace, CA 92313 FUND TITLE ITEM FISCAL YEAR CHAPTER STATUTE OBJECT CODE MV Acct State Trans 2720-001-0044 14/15 125 12014 3061-215-70579 SIGNATORE OF ACCOUNTJNQ OFFICER DATE SIGNE[ 1 hereby certify upon my own personal knowledge that budgeted funds are available for the period and purpose of the expenditure stated above 1 j 9 _[/ 7M —1 PJrt la jsj 14 M CO fA C IE is d a E L 0 L. r 0 U fA d C_ LO m W C d E t ee cc Q Packet Pg 45 4a Department of Califomia Highway Patrol Agreement Number 14CO61074 PROGRAM SPECIFICATIONS Exhibit A EMERY 15 MINUTES A INTRODUCTION Contractor agrees to implement the Every 15 Minutes program, a two-day program focusing on teenagers challenging them to think about drinking, driving, personal safety, and the responsibility of making mature decisions and the impact their decisions have on family, friends, and many others 2 This contract may be terminated prior to the expiration date by either parry upon thirty (30) days prior written notice If at any time the Contractor should cease to perform the services specified herein, the contract is deemed to be terminated No penalty shall accrue to either party because of contract termination All work performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement B PROCEDURES Contractor agrees to follow the standard outline of the Every 15 Minutes program, as laid out in the Every 15 Minutes Procedural Manual, and work in cooperation with the assigned representative from the local California Highway Patrol Office (normally the Public Information Officer), in order to maintain the integrity and consistency of the program The Every 15 Minutes Procedural Manual, as well as other important documents and information regarding the Every 15 Minutes program can be located at http //www chp ca gov/programs/fifteen html 2 Contractor shall provide a copy of this contract to the program coordinator in order to ensure the terms and conditions of this contract are met 3 A representative from the California Highway Patrol will attempt to attend each meeting (student, parent, and core group committee) In addition, a representative from the California Highway Patrol will attempt to be present to assist the day of the crash, chaperone, and attend the assembly 4 The Contractor shall assign no less than two students of the high school student body to program committees for participation in the organization and planning of w the Every 15 Minutes program at the subject school E r C TERMS AND CONDITIONS a 1 Contractor agrees to maintain all records and other evidence pertaining to costs incurred and work performed thereunder, and shall make them available at the Contractor's California office during the contract period and thereafter for a period of three years from the date of receipt of final payment of federal funds Page 1 of 7 Packet Pg 46 Department of California Highway Patrol PROGRAM SPECIFICATIONS Agreement Number 14CO61074 Exhibit A 2 The federal awarding agency reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government purposes (a) The copyright in any work developed under a grant, subgrant, or contract under a grant or subgrant, and (b) Any rights of copyright to which a grantee, subgrantee or a contractor purchases ownership with grant support 3 Contractor shall not assign or transfer interest in this contract without the prior written approval from the California Highway Patrol and the Office of Traffic Safety 4 It is mutually understood and agreed that no alteration or variation of the terms of this contract shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties 5 The Contractor shall function as the prime contractor of this contract and shall manage the performance of any subcontractors Contractor shall enter into subcontracts contingent upon the California Highway Patrol and Office of Traffic Safety approval The Contractor shall be responsible for establishing and maintaining contractual agreements with and the reimbursement of each subcontractor for work performed in accordance with the terms of this contract Replacement or substitution of any subcontractor shall not be permitted without the prior written approval of the California Highway Patrol and Office of Traffic Safety All subcontracts entered into pursuant to this contract shall be subject to examination and audit by the Contractor, the California Highway Patrol, the Office of Traffic Safety, and/or the National Highway Traffic Safety Administration, or their designated representatives, for a minimum of three years after final payment Each subcontract to which the California Highway Patrol and Office of Traffic Safety have consented shall contain a provision that further assignments shall not be made to any third or subsequent tier subcontractor without additional written consent of the California Highway Patrol and Office of Traffic Safety 6 Contractor and any subcontractors agree to abide by the General Terms, Conditions, and Certifications contained in the Office of Traffic Safety Grant Program Manual, Chapter 6, Exhibit 6-A, all of which by reference herein shall be made a part of this contract The General Terms, Conditions, and Certifications are available online at www ots ca gov D FUNDING 1 For the purposes of this specific contract, Contractor recognizes that funding for the Every 15 Minutes program is contingent on the California Highway Patrol receiving funding from the Office of Traffic Safety 2 Payment shall be made from funds appropriated to the California Highway Patrol and subject to the fiscal procedures of the State of California The maximum Page 2 of 7 Packet Pg 47 Department of California Highway Patrol Agreement Number 14CO61074 PROGRAM SPECIFICATIONS Exhibit A amount payable under this contract shall not exceed nine thousand nine hundred ninety-nine dollars and ninety-nine cents ($9,999 99) 3 Contractor agrees to use the following standard language in all press, media, and printed materials "Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration " E EXPENSES 1 The following is a list of Aflowrable Costs • Materials and supplies necessary to implement the Every 15 Minutes program, including but not limited to, blank DVDs, stamps, paper, printing/reproduction of program materials, obituaries, headstones, and other program related items and supplies • Rental of sound/audio/video equipment and materials required to produce items for the program, such as DVDs, videos, and other media related items The cost for motivational speakers Reimbursement shall not exceed $1,500 per speaker, including travel costs for in -state speakers Out-of-state speakers will be reimbursed for speaking/presentation fees only, travel will not be reimbursed when traveling from out of state Any speaker requesting reimbursement for travel expenses shall provide an itemized invoice listing charges and will be reimbursed at the current state rates For a list of the current state travel rates, please visit the Department of General Services website, www dgs ca gov, for more information • Lodging costs Lodging for the retreat will be reimbursed at the prevailing state rate pertaining to the location of the retreat lodging, plus taxes Any costs exceeding current state lodging rates will not be reimbursed For a list of the current state lodging rates, please visit the Department of Human Resources website, www calhr ca gov • Transportation (buses or vans) for students and adult chaperones attending the overnight retreat • Rental of bleachers • Contractor agrees additional costs not listed above may be allowable upon prior written approval from the California Highway Patrol and Office of Traffic Safety If a questionable cost may be incurred, Contractor agrees to contact the California Highway Patrol, in writing, requesting prior approval for the expenditure Page 3 of 7 Packet Pg 48 Department of California Highway Patrol PROGRAM SPECIFICATIONS Agreement Number 14CO61074 2 The following is a list of Non -Allowable Costs Exhibit A • T-shirts, sweatshirts, shorts, or any other type of clothing for the program participants, outside resources/agencies, or program coordinators • Promotional items, including, but not limited to, key chains, bags/backpacks, lanyards, bracelets, rulers, pencils/bens, balloons, banners, posters, coffee cups, bumper stickers, and stationery • Food Meals, coffee, bottled water, soda, or any other beverages, candy, donuts, snacks, or any other food items (including plates, utensils, or other paper products) • Purchase of sound/audio/video equipment, including, but not limited to, microphones, projectors and screens, cameras, external hard drives, phones, etc • Salary and/or overtime (i e , substitute teacher(s), bus drivers, personnel at allied agencies, etc) • Services Costs for services rendered which is a duplication of the responsibilities of state, county, and city law enforcement, including the California Highway Patrol, the school, fire department, emergency medical responders, coroner/local mortuary, hospital, chaplains/counselors, or other community groups/ agencies as listed in the Every 15 Minutes Procedural Manual This program is a community based effort, encouraging members of the community to volunteer time, service, and resources for the common goal of educating teenagers • Fatal Vision goggles • Entertainment Costs of amusement, social activities, and any costs directly associated with such activities (i e tickets to shows or sporting events, meals, lodging, rentals, transportation, and gratuities) • Program Advertising Costs of billboard space, radio/television air time, and newspaper/magazine advertisement (including articles/ads of appreciation to supporters of the program) for program -related messages and activities • Cost of overnight or courier mad service • Contributions and donations, including cash, property, and services to others, regardless of the recipient • Cost of fund-raising, including financial campaigns, solicitation of gifts, and similar expenses incurred to raise capital (such as selling the El5M program video/DVD) or obtaining contributions E w a Page 4 of 7 Packet Pg 49 4a Department of California Highway Patrol Agreement Number 14CO61074 PROGRAM SPECIFICATIONS Exhibit A Scholarships • Contest prizes and/or gifts (i a cash and/or gift certificates) 3 Only the costs as specified herein, are authorized for reimbursement by the California Highway Patrol to Contractor under this contract Any other costs incurred by Contractor in the performance of this contract are the sole 3 responsibility of the Contractor a 4 All items to be purchased under this contract are considered expendable and title to the items are vested to the local agency No inventory controls are required except reporting of what was actually purchased No non -expendable items, defined as having a unit cost of $5,000 or more, are authorized for purchase under this contract 5 Please note, if Contractor accepts monetary donations from Department of w Alcoholic Beverage Control licensed establishments, liquor wholesalers, o distributors, or manufacturers, NO display of alcoholic beverage brand logos or N other brand identification is permitted F REIMBURSEMENT 1 Payment of approved reimbursable costs shall be on a one-time basis in arrears Payment shall be made within 45 days of the California Highway Patrol's approval of invoices, however, no late payment or interest penalties are applicable to payments not made within this time period 2 Contractor understands in order to be eligible for reimbursement costs incurred and claimed must be necessary and reasonable for proper implementation of the program, be incurred after the effective date of the contract and on or before the contract termination date, and cannot result in a profit or other increment to contracting agency 3 Contractor shall furnish a final report package to the California Highway Patrol S within thirty (30) days after completion of the Every 15 Minutes program If the reimbursement package is not submitted as stated above, the agreement may be cancelled and any request for reimbursement may be denied ; w 4 The final report package shall consist of E r s A cover letter on Contractor's official letterhead R Q • A final report consisting of a general overview of the program, from planning stages through debriefing and a final conclusion You may also choose to include copies of the operational plan, letters to parents/students/community, press releases, etc , as part of your final report Page 5 of 7 Packet Pg 50 Department of California Highway Patrol Agreement Number 14CO61074 PROGRAM SPECIFICATIONS Exhibit A Agency Contract Claim for Reimbursement, Exhibit B (see page 7 of this contract) s Copies of all invoices/receipts that are being claimed for reimbursement (if size of a receipt is less than 8-1/2" x 11", affix receipt to an 8-1/2" x 11" paper) Additional materials including, but not limited to o copy of any video/DVD related to the program, o copies of any newspaper/online articles, - o the assembly program announcement o pictures o any additional materials you would like to include that highlight your program 5 The reimbursement packet will be considered incomplete if all requested N documents and materials are not submitted concurrently Contractor understands untimely submission of reimbursement claims may result in loss or reduction of grant funding 6 The California Highway Patrol may delete from Contractor's invoice any amount claimed by Contractor if the Department determines the expense to be inappropriate or excessive, or violates any other provisions of the contract 7 Contractor agrees to refund to the California Highway Patrol any amounts claimed for reimbursement and paid to Contractor that are later disallowed by the California Highway Patrol, or other official auditor, after audit or inspection of records maintained by the Contractor 8 All invoices and correspondence are to be mailed to accordance with the applicable instructions Costs incidental to the report's preparation or delivery that are incurred subsequent to the termination date of the contract are not allowable r E a Page 6 of 7 Packet Pg 51 Department of California Highway Patrol PROGRAM SPECIFICATIONS 4a Agreement Number 14CO61074 Exhibit B - i'M1j:c111'.��_rim, SO Contractor City of Grand Terrace Agency Contract Claim for Reimbursement FIRST AND FINAL CLAIM Contract Number 14CO61074 Street Address City, State, Zip Code 22795 Barton Road Grand Terrace, CA 92313 Every 15 Minutes Program Coordinator Protect Description Cynthia Fortune Teen Choices 7 Grant, Project Number AL1536 w Maximum Amount Payable By This Grant Actual Amount Being Claimed N $9,999 99 $ M Itemized Listing of Expenses v (attach copies of all invoices/receipts being claimed DO NOT USE STAPLES) V) c O Purchased Item Amount O d a E as 0 L a Ca r R r c O U N G1 r 7 c_ N Contractor's Signature Date Print Name and Title m w A Final Report Package must be included with this Claim for Reimbursement Please return this document, along with all other required documents noted on page 5-6 of the contract, to t r w a California Highway Patrol Research and Planning Section Teen Choices 7 Grant Coordinator P 0 Box 942898 Sacramento, CA 94298-0001 Page 7 of 7 Packet Pg 52 This page left intentionally blank i * o , AGENDA REPORT MEETING DATE February 10, 2015 TITLE Amendment No 4 to Burrtec Agreement Regarding Collection of Sewer Fees PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY OF GRAND TERRACE CALIFORNIA APPROVING AMENDMENT NO 4 OF THE INTEGRATED WASTE MANAGEMENT SERVICE AGREEMENT TO ALLOW FOR THE REMITTANCE OF SEWER FEES COLLECTED BY BURRTEC WASTE INDUSTRIES TO THE CITY OF COLTON 2030 VISION STATEMENT This staff report supports Our Core Values, including Innovation and Creativity and Exceptional Customer Service BACKGROUND On July 1, 2007, the City of Grand Terrace and Burrtec Waste Industries, Inc entered into a Franchise Agreement for waste management services The Agreement has been previously amended three times The third amendment was made in September of 2011 to authorize Burrtec to collect residential sewer service fees and to remit those fees to the City Currently, Burrtec continues to remit these fees, as well as school sewer service fees, to the City, and the City remits the fees to the City of Colton In 2014, the City of Grand Terrace, the City of Colton and Colton Utility Authority entered into Settlement Agreement and Release, Wastewater Enterprise Lease Agreement and Sewer Services Agreement In particular, Section VIII A of the Sewer Services Agreement provides that at the expiration of the existing billing contract between City and Burrtec that the City of Colton may take over billing services DISCUSSION The City of Colton is desirous of having Burrtec continue billing services, but have Burrtec remit payment to them directly rather than the City of Grand Terrace Burrtec is amenable to this proposal The City is also amenable to the efficiencies this would create, as it eliminates the need to generate quarterly payments to Burrtec However, as a check and balance, the City would also require a copy of the payment report for our records Amendment No 4 would authorize Burrtec to remit to the City of Colton residential and school sewer fees, including a payment report of collected fees, and to, at the same Packet Pg 53 time, provide to the City a copy of the payment report FISCAL IMPACT This action would not impact the general fund, but would create greater operational efficiencies in the Finance Department ATTACHMENTS • RESOLUTION - Amendment No 4 Burrtec Agreement (DOCX) APPROVALS Sandra Molina Completed 01/29/2015 8 26 PM Finance Completed 02/01/2015 10 15 PM City Attorney Completed 02/02/2015 2 14 PM Community Development Completed 02/02/2015 6 48 PM City Manager Completed 02/03/2015 7 20 AM City Council Pending 02/10/2015 6 00 PM I Packet Pg 54 RESOLUTION NO 2015- A RESOLUTION OF THE CITY OF GRAND TERRACE CALIFORNIA APPROVING AMENDMENT NO 4 OF THE INTEGRATED WASTE MANAGEMENT SERVICE AGREEMENT TO ALLOW FOR THE REMITTANCE OF SEWER FEES COLLECTED BY BURRTEC WASTE INDUSTRIES TO THE CITY OF COLTON WHEREAS, on July 1, 2007, the City of Grand Terrace and Burrtec Waste Industries, Inc entered into an agreement for Integrated Waste Services, WHEREAS, said Agreement has been amended over time, with the most recent amendment, Amendment No 3, authorizing Burrtec to bill and collect sewer fees on behalf of the City and remit collected fees to City, and WHEREAS, in May 2014, the City entered into various agreements with the City of Colton, including a Sewer Services Agreement, which allows Colton to collect sewer service fees NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace, as follows SECTION 1 That the foregoing recitals are true and correct and are incorporated herein by reference SECTION 2 That the existing Integrated Waste Management Service Agreement was entered into between the City and Burrtec Waste Industries, Inc on July 1, 2007 SECTION 3 Colton has requested, and Burrtec and City is amenable, that Burrtec remit collected sewer fees to the City of Colton SECTION 4. Amendment No 4, attached hereto as Exhibit A, authorizes Burrtec to remit collected sewer fees along with a payment report to Colton, with a copy of the payment report to City SECTION 5 This Resolution shall take effect immediately upon its adoption Packet Pg 55 PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Grand Terrace, held on this the 13th day of February, 2015 c a� E d L ai Q d L Darcy McNaboe m' Mayor 0 z c m E c m E ATTEST a Pat Jacquez-Nares City Clerk M �O Packet Pg 56 I, PAT JACQUEZ-HARES, City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 13th day of February, 2015 by the following vote AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares City Clerk APPROVED AS TO FORM Richard L Adams II City Attorney Packet 6 57 i I EXHIBIT "A" FOURTH AMENDMENT TO THE FRANCHISE AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND BURRTEC WASTE INDUSTRIES INC FOR THE PROVISION OF INTEGRATED WASTE MANAGEMENT SERVICES THIS AMENDMENT ("Amendment 4") is made and entered into this 13th day of February 2015, by and between the CITY OF GRAND TERRACE ("City"), a Municipal Corporation, and Burrtec Waste Industries, Inc, ("Franchisee"), a California Corporation, setting forth amendments to Sections 19, Compensation Section 1l Section 19, G, COMPENSATION is hereby amended to read as follows Billing and Payment Contractor shall bill all Residential, Commercial and industrial customers for all services approved by City, whether regular or special, including Residential per unit charges for City sewer fees, as such sewer fees are established by the City Council Contractor shall provide itemized bills in a form approved by City, distinctly showing charges for all classifications of service, including the charges for late payment Billings shall be made monthly in advance, or as determined appropriate by the Contractor, for Commercial Industrial and all bin service customers, and shall be made no less bimonthly in advance for all residential customers 1 Beginning March 1, 2015 Contractor shall be responsible for remitting to the City of Colton all Residential and School City sewer service fees collected through Contractor's billing service, including a Payment Report of collected sewer service fees In addition, at the time of remittance to the City of Colton, Contractor shall submit a copy of the Payment Report to City Section 2 All other terms, provisions and conditions of the Original Agreement, Amendment 1, Amendment 2, and Amendment 3 to the extent not modified by this Amendment, shall remain in full force and effect IN WITNESS THEREOF, the parties hereto have caused this Amendment Number 4 to be executed by and through their respective authorized officers, as of the date first above written w d E d a in 0 14 0 z C G1 E _ E a CO) �O T v d E a : Packet Pg 58 THE CITY OF GRAND TERRACE, A Municipal Corporation M Darcy MCNaboe Mayor APPROVED AS TO FORM By Richard L Adams II City Attorney Michael Arreguin, Vice President al Packet Pg 59 This page left intentionally blank AGENDA REPORT February 10, 2015 Counctl Item Formation of City Council Ad Hoc Committees Carol Jacobs, Interim City Manager RECOMMENDATION Consider and discuss the formation of City Council Ad Hoc Committees and provide direction to staff 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 This item was previously considered by the City Council on October, 14, 2014 After discussion, the Council took action continuing this matter to its November 12, 2014 regular meeting No action was taken by the City Council at either meeting 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 The City Council then considered this item again in October and November of 2014 No action was taken on either date At the City Council meeting of January 27, 2015, City Council requested this item be considered for discussion DISCUSSION 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 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 In addressing this topic, Council should (1) identify the goals it wishes+to accomplish by 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 Packet Pg 60 I 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 There are pros and cons to developing Ad Hoc or Standing Committees in which only two members of the Council are present Pros This ad hoc forum allows two Council members to support and participate early on in those issues which may develop into policy decisions Council members are long-standing community members who know many of the participants and history of various issues that an ad hoc committee may be discussing Cons Only two Council members will be attending these meeting and may not express the desires and concerns of the full City Council Operational issues are the purview of the City Manager and staff and often developing policies and procedures and discussing issues prior to City Council involvement Keeping those not involved in the ad hoc process without the benefit of City Council direction could cause dissent between Council Members Based on the limited resources of the City at this time, staff would recommend that these Ad Hoc Committees are not standing committees and not subject to the Brown Act They would only be called by either the City Council or City Manager Ad Hoc Committees could be established based on subject area and at the City Council's discretion include the following • Finance • Development • Child Care • Youth • School District • Legislation • Public Safety • Public Works 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 Carol Jacobs Completed 02/02/2015 11 41 AM Packet Pg 61 Finance Completed 02/02/2015 6 53 PM City Attorney Completed 02/02/2015 5 47 PM City Manager Completed 02/03/2015 7 21 AM City Council Pending 02/10/2015 6 00 PM PacketPg 62 This page left Intentionally blank : ,r`.7 3P t"�"Wpy'Ffy MEETING DATE February 10, 2015 TITLE Ordinance Amending Chapters 4 76, 4 84, and, 4 88 of Title 4 of the Grand Terrace Municipal Code PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION INTRODUCE ORDINANCE NO , AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING CHAPTER 4 76 BUILDING AND SAFETY FEES, CHAPTER 4 84 ENGINEERING FEES AND CHAPTER 4 88 PLANNING FEES OF TITLE 4 OF THE GRAND TERRACE MUNICIPAL CODE 2030 VISION STATEMENT This staff report supports Goal #1 "Ensuring Our Fiscal Viability", and, specifically, the action item "Ensure Appropriate Cost Recovery for Services" 13_T433r139111`R] On January 27, 2015, the City Council adopted Resolution No 2015-02 adopting updated fees for the Building and Safety, Planning and Engineering Divisions of the Community Development Department As indicated in the January 27th agenda report, these fees are currently codified in the Municipal Code and a separate ordinance repealing the fees would be brought before the City Council for adoption DISCUSSION The attached Ordinance would amend Chapter 4 76 (Building and Safety Fees), Chapter 4 84 (Engineering Fees), and Chapter 4 88 (Planning Fees) of Title 4 of the Grand Terrace Municipal Code The first section of each chapter would be revised to reference that the fees have been adopted by Resolution, and the remainder of each chapter is repealed in its entirety The ordinance is necessary for internal consistency and to remove conflicting provisions FISCAL IMPACT Adoption of the Ordinance would not impact the General Fund ATTACHMENTS • Ordinance No _, Amending Chapters 4 76, 4 84, and 4 88 (DOCX) Packet,Pg 63 _ I_1U:jZZOI%1V Sandra Molina Completed Finance Completed City Attorney Completed Community Development Completed City Manager Completed City Council Pending 01/28/2015 5 36 PM 02/02/2015 6 50 PM 02/02/2015 7 44 AM 02/02/2015 6 50 PM 02/02/2015 7 44 AM 02/10/2015 6 00 PM Packet Pg- 64 7 a`r ORDINANCE NO AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING CHAPTER 4 76 BUILDING AND SAFETY FEES, CHAPTER 4 84 ENGINEERING FEES AND CHAPTER 4 88 PLANNING FEES OF TITLE 4 OF THE GRAND TERRACE MUNICIPAL CODE ' WHEREAS, on May 13, 2014, the City Council of the City of Grand Terrace adopted its 2030 Vision and 2014-2020 Strategic Plan with Goals that include Goal #1 to Ensure our Fiscal Viability, and Goal #3 Promote Economic Development, WHEREAS, it was determined that in order to implement these goals, the City would update its zoning, signage and development codes together with all related fees to ensure that they are appropriate and relevant to the current costs of providing services, WHEREAS, at the City Council meeting of January 27, 2015, the City Council adopted Resolution No 2015-02, establishing updated Planning, Building and Safety and Engineering Fees, which shall become effective on March 29, 2015, WHEREAS, the Council now desires to adopt an Ordinance amending Chapters 4 76, 4 84, and 4 88 of Title 4 to establish such fees by Resolution, and WHEREAS, on February 13, 2015, the City Council conducted a properly noticed meeting at the Grand Terrace City Council Chambers located at 22795 Barton Road Grand Terrace, CA and concluded said meeting on that date WHEREAS, all legal prerequisites to the adoption of this Ordinance have occurred NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS SECTION 1 Section 4 76 010 of Chapter 4 76 (Building and Safety Fees) is hereby revised to read as follows, and the remaining sections are repealed in their entirety "Section 4 76 010 Fees Established by Resolution Building and Safety fees are established by City Council Resolution, and as amended from time to time " SECTION 2 Section 4 84 010 of Chapter 4 84 (Engineenngi Fees) is hereby revised to read as follows, and the remaining sections are repealed in their entirety i "Section 4 76 010 Fees Established by Resolution Engineenng fees are Packet Pg ` 65 Ordinance No Page 2 of 3 established by City Council Resolution, and as amended from time to time " SECTION 3 Section 4 88 010 of Chapter 4 88 (Planning Fees) Iis hereby revised to read as follows, and the remaining sections are repealed in their entirety "Section 4 88 010 Fees Established by Resolution Planning fees are established by City Council Resolution, and as amended from time to time " SECTION 4 INCONSISTENCIES Any provision of the Grand Terrace Municipal Code or appendices thereto that are inconsistent with the provisions of this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or modified to the extent necessary to effect the provisions of this Ordinance SECTION 5 SEVERABILITY If any provision or clause of this, ordinance or the application thereof to any person or circumstances is held to be unconstitutional or otherwise invalid by any court of competent jurisdiction; such invalidity shall not affect other provisions or clauses or applications of this ordinance which can be implemented without the invalid provision, clause or application, and to this end, the provisions of this ordinance are declared to be severable SECTION 6 EFFECTIVE DATE This Ordinance shall become effective thirty- three (33) days from the date of its adoption, on March 29, 2015 ATTEST, Pat Jacquez-Nares City Clerk Approved as to form Richard L Adams, II City Attorney Darcy McNaboe Mayor Page 2 of 3 0 z d c c O c m E r R Q Packet P,gy 66 Ordinance No Page 3 of 3 I, Pat Jacquez-Nares, City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Ordinance was introduced at a regular meeting held on the 13th day of February 2015, and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 24th day of February, 2015, by the following vote AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares City Clerk Page 3 of 3 � . Packet'Pg 67'd1 Th►s page left ►ntent►onally blank rM''e"hy MEETING DATE TITLE PRESENTED BY AGENDA REPORT February 10, 2015 Council Item Agreement with HdL Companies to Provide Economic Development Services Carol Jacobs, Interim City Manager RECOMMENDATION Authorize the Mayor to enter into a Professional Services Agreement with HdL Companies to provide Economic Development Services in the amount of $9,360 2030 VISION STATEMENT This staff report supports Goal #3, Promote Economic Development BACKGROUND The City of Grand Terrace entered into a Professional Services Agreement with HdL Companies to support the economic development efforts of the City The aforementioned contract was for $9,900 and the term ended in December of 2014 The City did not use all of the hours of services provided under the aforementioned agreement and in fact there was an additional 22 unused, and unpaid for, hours available for economic development activities Due to prior contracts approved by the City Manager, the attached new contract is presented to City Council for approval In addition to the economic development contract, the City entered into a Sales Tax and Economic Analysis contract with HdL in July of 2014 The purpose of this contract is to provide the City with initial and on -going sales tax information by business and also represent the City with any disputed sales tax allocations with the State Board of Equalization The contract expires on June 30, 2016 for a total of $16,800 over the four year period Individually, these contracts are within the scope of the City Manager's authority under the City's purchasing policy The policy is silent on cumulative contracts with the same company At this time, it is prudent to inform the Council of all the contracts the City currently has with HdL DISCUSSION With the departure of the prior Assistant City Manager who was handling economic development activities, it is important to keep this effort going during this transition period HdL, specifically Barry Foster, has a long history of successful economic development and has a familiarity with the City and the business community The major focus of this agreement is the Grand Terrace Shopping Center and other sites which Packet Pg 68 may be considered with the approval of the City Manager The contract is for 52 hours for the next six months This timing will coincide with the hiring of a permanent City Manager The Professional Services Agreement and scope of services is provided in the attachment FISCAL IMPACT The total cost of this contract is $9,360 and funding is available in the City's FY2014-15 Adopted Budget As shown in Table 1 below Table 1 Type Fund / Account Description Amount Expense 10-120-250-000-000 General Fund- City Manager's Office - Professional Services 9,36000 TOTAL EXPENDITURES $9,360 00 ATTACHMENTS • Hdl - Economic Development Agreement (DOCX) • GTE DproposalAmendment (DOCX) APPROVALS Carol Jacobs Completed 02/02/2015 8 46 AM Finance Completed 02/02/2015 9 14 AM City Attorney Completed 02/02/2015 1 53 PM City Manager Completed 02/02/2015 5 45 PM City Council Pending 02/10/2015 6 00 PM I Packet Pg 69 [71-777 8a. AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT ("Agreement") is made as of this 10th day of February, 2015 by and between the CITY OF GRAND TERRACE ("City") and HdL Companies_ ("Consultant") CONSULTANT'S SERVICES Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit A (the "Services") 2 TERM OF AGREEMENT The tern of this Agreement shall be from the effective date pursuant to Paragraph "38" of this Agreement and shall end on/July 10, 2015 or when the work is satisfactorily completed, whichever occurs first, unless extended by a supplemental agreement 3 FAMILIARITY WITH WORK By execution of this Agreement, Consultant warrants that (1) It has thoroughly investigated and considered the work to be G performed, based on all available information v (2) It carefully considered how the work should be preformed, and (3) It fully understands the difficulties and restrictions attending the performance of the work under this Agreement (4) It has the professional and technical competency to perform the work and the production capacity to complete the work in a timely manner with respect to the schedule included in the scope of services 4 PAYMENT FOR SERVICES City shall pay for the services performed by c Consultant pursuant to the terms of this Agreement, the compensation set forth w 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 $9,360 as set forth in Attachment "B," unless the CITY has given specific advance approval in writing E s 5 TIME FOR PERFORMANCE Consultant shall not perform any work under this a Agreement until (a) Consultant furnishes proof of insurance as required under Paragraph "8" of this Agreement All services required by Consultant under this Agreement shall be completed on or before the end of the term of the Agreement Page 1 of 11 i . Packet'Pg.70 6 DESIGNATED REPRESENTATIVE Consultant hereby designates Barry Foster as the Consultant Representative, and said Representative shall be responsible for job performance, negotiations, contractual matters, and coordination with the City Consultant's professional services shall be actually performed by, or shall be immediately supervised by, the Consultant Representative 7 HOLD HARMLESS, INDEMNIFICATION Consultant hereby agrees to protect, indemnify and hold City and its employees, officers and servants free and harmless from any and all losses, claims, liens, demands and causes of action of c every kind and character including, but not limited to, the amounts of judgment, interests, court costs, legal fees and other expenses incurred by the City arising c in favor of any party, including claims, liens, debts, personal injuries, including employees of the City, death or damages to property (including property of the c City) and without limitation by enumeration, all other claims or demands of every 0 character occurring or arising directly out of the negligent acts, recklessness or w willful misconduct of Consultant in the performance of its services under this Agreement This provision is not intended to create any cause of action in favor of any third party against Consultant, or the City or to enlarge in any way the o Consultant's liability but is intended solely to provide for indemnification of the 0 City for liability for damages or injuries to third persons or property arising from = Consultant's negligent performance hereunder G 8 INSURANCE Consultant shall procure and maintain at all times during the term of this Agreement insurance as set forth in Exhibit "C" attached hereto Proof of insurance shall consist of a Certificate of Insurance provided on IOS-CGL form No CG 0001 II 85 or 88 executed by Consultant's insurer and in a form approved by, the City's City Attorney and City's Legal Counsel a 9 LICENSES, PERMITS, AND FEES Consultant shall obtain a City of Grand Terrace Business License and any and all other permits and licenses required for the services to be performed under this Agreement 10 INDEPENDENT CONTRACTOR STATUS City and Consultant agree that c Consultant, in performing the Services herein specified, shall act as an c independent Contractor and shall have control of all work and the manner in W which it is performed Consultant shall be free to contract for similar services to be performed for other entities while under contract with City Consultant is not = an agent or employee of City, and is not entitled to participate in any pension = plan, insurance, bonus or similar benefits City provides for its employees Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may a become due as a result of services performed hereunder 11 ASSIGNMENT This Agreement is for the specific services with Consultant as set forth herein Any attempt by Consultant to assign the benefits or, burdens of this Agreement without written approval of City is prohibited and shall be null and Page 2 of 11 a Packet Pg 71, void, except that Consultant may assign payments due under this Agreement to a financial institution 12 STANDARD Consultant agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services Consultant shall re -perform any of said services, which are not in conformity with standards as determined by the City 13 CONFIDENTIALITY Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall' not be disclosed by Consultant without written authorization by City City shall grant such authorization if disclosure is required by law All City data shall be returned to City upon the termination of this Agreement Consultant's covenant under this Section shall survive the termination of this Agreement 14 RECORDS AND INSPECTIONS Consultant shall maintain full and accurate 0 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 therefrom, and to inspect o all program data, documents, proceedings and activities Consultant shall o maintain an up-to-date list of key personnel and telephone numbers for v r emergency contact after normal business hours 15 OWNERSHIP OF CONSULTANT'S WORK PRODUCT All reports, documents, all analysis, computations, plans, correspondence, data, information, computer media, including disks or other written material developed and/or gathered by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City Such Material shall not be the subject of a copyright application by Consultant Any re -use by City of any such materials on any project other than the project for which they were prepared shall be at the sole risk of City unless City compensate Consultant for such use Such work product shall be transmitted to City within ten (10) days after a written request therefore Consultant may retain copies of such products 16 NOTICES All notices given or required to be given pursuant to this Agreement = shall be in writing and may be given by personal delivery or by mad Notice sent E by mail shall be addressed as follows City Carol Jacobs, Interim City Manager a City of Grand Terrace 22795 Barton Road Grand Terrace, Ca 92313 Page 3 of 11 � PackettPg 72 Consultant Andy Nickerson, President Hinderliter, De Llamas & Associates 1340 Valley Vista Drive, Suite 200 Diamond Bar, CA 91765 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 Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W - 9, as issued by the Internal Revenue Service 18 APPLICABLE LAWS, CODES AND REGULATIONS Consultant shall perform all services described in accordance with all applicable laws, codes and regulations required by all authorities having jurisdiction over the Services Consultant agrees to comply with prevailing wage requirements as specified in the California Labor Code, Sections 1770, et seq 19 RIGHT TO UTILIZE OTHERS City reserves the right to utilize others to perform o work similar to the Services provided hereunder v 20 BENEFITS Consultant will not be eligible for any paid benefits for federal , social security, "state workers' compensation, unemployment insurance, professional insurance, medical/dental, retirement PERS or fringe benefits offered by the City of Grand Terrace 21 PERS ELIGIBILITY INDEMNITY In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System ("PERS") to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City r c Notwithstanding any other agency, state or federal policy, rule, regulation, law or E ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or a become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits Page 4 of 11 1 Packet Pg 73 22 TRAVEL EXPENSES Any reimbursement expenses must be pre -authorized and shall be based upon the approved rates of the San Bernardino County Auditor - Controller 23 CONFLICT OF INTEREST Consultant agrees that any conflict or -potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest 24 ECONOMIC INTEREST STATEMENT Consultant hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code` adopted by City hereunder, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advise under this Agreement, prior to the commencement of work 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Consultant may not `o conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with = the awarding of any federal contract, grant, loan, intended to influence legislation, o administrative rulemaking or the election of candidates for public office during o time compensated under the representation that such activity is being performed v r as a part of this Agreement d 26 NON-DISCRIMINATION In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation 27 AUDIT OR EXAMINATION Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three = years after final payments are issued and other pending matters d E 28 MODIFICATION OF AGREEMENT This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or a otherwise affected, except by a written amendment signed by all parties 29 WAIVER If at any time one party shall waive any term, provision or condition of this Agreement, either before or after any breach thereof, no party shall Page 5 of 11 Packet Pg 74 82 thereafter be deemed to have consented to any future failure of full performance hereunder 30 COVENANTS AND CONDITIONS Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition 31 RIGHT TO TERMINATE City may terminate this Agreement at any time, with or without cause, in its sale 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 Consultant only for work performed by Consultant up to and including the date of termination of this Agreement, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law Consultant shall be entitled to payment for work satisfactorily completed to date, based on proration of the monthly 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 'a accordance with laws of the State of California In the event of litigation between o the 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 w lie in the Central District of Californiaell 34 LITIGATION FEES Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including attorney's fees, to the prevailing party In awarding attorney's fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney's fees paid and/or incurred in good faith "Prevailing Party" shall mean the party that obtains a favorable and final judgment or order from a court of law described in paragraph "33 " This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties' mutual settlement, arbitration, or mediation of the dispute 35 SEVERABILITY If any provision of this agreement is held by a court of = competent jurisdiction to be invalid, void or unenforceable, the remaining = provisions nevertheless will 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 a hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar Page 6 of 11 Packet Pg 75 b 8a to the foregoing which are beyond the control of the party from whom the affected performance was due 37 INTEGRATED AGREEMENT This Agreement, together with Exhibits "A," "B" 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 38 EFFECTIVE DATE The effective date of this Agreement is the date the Notice to Proceed is received by Consultant, and shall remain in full force and effect until amended or terminated Dated "CITY" A -- Carol Jacobs Interim City Manager Dated "CONSULTANT" Richard L Adams II City Attorney In Page 7 of 11 0 d E a Packet Pg 76 D v 0 0 0 CD 0 h cn m 0 m U) n O m X CDO = 0 o T Cn Ou < D 5 m T m n x Attachment Hdl - Economic Development Agreement (1640 HdL Contract - Economic Development) l EXHIBIT "B" AMOUNT OF COMPENSATION For performing and completing all services pursuant to Exhibit "A" Scope of Services, is a total amount not to exceed $9,360 (Nine thousand, three hundred and sixty dollars) BILLING At the end of each calendar month in which services are performed or expenses are incurred under this Agreement, Consultant shall submit an invoice to the City at the following address City of Grand Terrace 22795 Barton Road Grand Terrace, Ca 92313 The invoice submitted pursuant to this paragraph shall show the 1 j Purchase order number, _ 2) Project name/description, o 3) Name and hours worked by each person who performed services during le the billing period, 4) The title/classification under which they were billed, 5) The hourly rate of pay, 6) Other such information as the City may reasonably require 2 rn III METHOD OF PAYMENT Payment to Consultant for the, compensation specified in Section I, above, shall be made after the Executive Director or designee determines that the billing submitted pursuant to Section II, above, accurately reflects work satisfactorily performed City shall pay Consultant within thirty (30) days there from Page 9 of 11 � � Packet Pg ti78 F8 a EXHIBIT "C" The Consultant shall maintain throughout the duration of the term of the Agreement, liability insurance covering the Consultant and, with the exception of Professional Liability Insurance, designating City and City including its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants, as additional insured against any and all claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the Consultant's work, in amounts no less than the following and with such deductibles as are ordinary and reasonable in keeping with industry standards It shall be stated, in the Additional Insured Endorsement, that the Consultant's insurance policies shall be primary as respects any claims related to or as the result of the Consultant's work Any insurance, pooled coverage, or self-insurance maintained by the City and 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 Each Occurrence - $1,000,000 e Fire Damage (any one fire) $ 50,000 f Medical Expense (any one person) $ 5,000 Workers' Compensation a Workers' Compensation Statutory Limits b EL Each Accident $1,000,000 c EL Disease - Policy Limit $1,000,000 d EL Disease - Each Employee $1,000,000 Automobile Liability a Any vehicle, combined single limit $1,000,000 The Consultant shall provide thirty (30) days advance notice to City in the event of material changes or cancellation of any coverage Certificates of insurance and additional insured endorsements shall be furnished to City thirty (30) days prior to the effective date of this Agreement Refusal to submit such certificates shall constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement If proof of insurance required under this Agreement is not delivered as required or if such insurance is canceled and not adequately replaced, City shall have the right but not the duty to obtain replacement Page 10 of 11 � Packet 'Pg° 79 0 v d E s cc a insurance and to charge the Consultant for any premium due for such coverage City has the option to deduct any such premium from the sums due to the Consultant Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a current A M Best's rating of A- VII or better Acceptance of insurance from a carrier with a rating lower than A- VI is subject to approval by City's Risk Manager Consultant shall immediately advise City of any litigation that may affect these insurance policies 0 v m ao Page 11 of 11 Packet Pg 80 "8 b January 20, 2015 Carol Jacobs Interim City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 Ms Jacobs Congratulations on assuming the Interim City Manager position with Grand Terrace It is a great community and I'm sure your management talents will be useful Thank you for meeting with me to discuss how HdL might further assist the City of Grand Terrace with economic development services For nearly 6 months, HdL has been working with Grand Terrace on a variety of economic development consulting services including 1) creating a Community Profile, 2) preparation of a Growth & Revenue Projections Report and 3) working on reuse possibilities at the Grand Terrace Shopping Center (SWC of Barton/Mt Vernon) Please see the attached letter from 1/17 to Emily Wong that provides an update on reuse possibilities for the GT Shopping Center ' In 2014, 1 went to work for HdL to start a new division for the company to provide economic development services to our many local government clients —including Grand Terrace HdL is moving towards fully launching a comprehensive program of economic development services in early 2015 In advance of implementing the complete economic development program, HdL will be working with ten cities on a 'pilot project' basis Please note this work will be for a select number of cities and at a discounted rate Current clients include the cities of Apple Valley, Grand Terrace, Marina and Upland and the Cudahy Economic Development Corporation Discussion have advanced and provisions are almost in place for consulting relationships with several more cities including Calimesa, Colton, Diamond Bar, Indio and Temple City As part of the new economic development services, HdL has entered into a business affiliation with X- Span Results to create an enhanced site selection software tool Included with this email is an example of how the new site selection software package called Site Decisions System (SDS) can be utilized The example was for fitness uses in the Grand Terrace market area and was helpful in getting the interest of Crunch Fitness in the vacant 25,560 S F anchor space at the Grand Terrace Shopping Center The new software seeks to match a trade area with other trade areas with similar demographic make -ups that already have an existing location for a retail or restaurant use I hope to continue the relationship that HdL has with Grand Terrace I am pleased to submit the following proposal which continues the funding available from the current agreement (22 hours is remaining at a value of $3,960), along with recommending adding an additional 30 hours to allow for more consulting services The total services would not exceed 52 hours and value of $9,360 over a six month term i SITE SELECTION CONSULTING SERVICES -GRAND TERRACE SHOPPING CENTER • HdL will continue to work with the property owner (Ms Anita Jensen) to best understand reuse/leasing possibilities for the Grand Terrace Shopping Center , Packet,Pg 81 b HdL will work directly with real estate brokers, site selectors, potential businesses and the property owner to market opportunities, garner interest and help advance ipossible transactions from prospective users for the Grand Terrace Shopping Center t The cost for Site Selection Consulting Services shall be at the rate of $180/hour Please note the hourly rate represents a 20% discount from the regular hourly rate for an HdL Principal ' ADDITIONAL CONSULTING SERVICES OPPORTUNTIES The following are additional consulting services offered by HdL that Diamond Bar may consider using • HdL can assist the City of Grand Terrace in working with the Lewis Operating Companies the planning, financial analysis and economic impacts associated with formulating a project for the City owned 55-acres in SW Grand Terrace Identify opportunities to reposition or advance development opportunities with other shopping centers in Grand Terrace The work associated with the Additional Consulting services shall only be at the direction of the Interim City Manager The cost for Additional Consulting Services shall be at the rate of $180/hour Please note the hourly rate represents a 20% discount from the regular hourly rate for an HdL Principal Any needed SDS reports shall be at the cost of $1,000 per report, which represents a 72% discount from the regular pricing TERM The term for the consulting services shall be for a six-month period, with the ability to extend, if —i V mutually agreed to by HDL and Grand Terrace = 0 v CONSULTANT The Consultant representing HdL shall be Barry Foster, a Principal with the firm who specializes in economic development services for HdL Barry Foster has 23 years of experience working for cities in California in development services and economic development, along with consulting experience for a number of major private sector development firms Additionally, Barry Foster has worked for a number of major development companies Altogether, Barry Foster has helped facilitate a) nearly 28 million square feet of new development in Southern California, including inumerous projects in a the cities of Moreno Valley, Rancho Mirage and Monrovia y 0 a GRAND TERRACE REPRESENTATIVE The staff representative for Grand Terrace that Barry Foster will a work with shall be the Interim City Manager w � C9 Carol --I look forward to the opportunity of working with you and continuing HdUs consulting services relationship with the City of Grand Terrace Please call me at work (909) 861-4335 or cell (951) 233-0414 with any questions t cc Sincerely, �< Barry Foster, Principal c Andrew Nickerson-HdL Companies Packet?g 82 Accepted by HdL Andrew Nickerson, President Date Accepted by City of Grand Terrace Carol Jacobs, Interim City Manager Date t Packet Pg 83 x =g 75. AGENDA REPUK I MEETING DATE February 10, 2015 1 Council Item TITLE Agreement for Participation in the San Bernardino County Sheriff Department's Work Release Program PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION Staff recommends approval of the Agreement for Participation in San Bernardino County Sheriff Department's Work Release Program 2030 VISION STATEMENT This staff report supports Goal #1, Ensuring Fiscal Viability by exploring alternative ways to provide services -T_WI cl:Z•11P 1A11 In July of 1987, the City and the County of San Bernardino Sheriff's Department entered into an agreement by which the Sheriff's Department would provide inmates to the City the City who would then provide a variety of tasks supervised by'the Public Works Department Over the years, the City has received thousands of hours of free labor The contract was amended two times in 1990 to provide for clarification of what types of tasks work release participants could perform The work release program inmates have an opportunity to work with the City instead of going to jail The participants pay to participate in the program and they are typically motivated to be on time and work with the Public Works staff DISCUSSION This program has been highly successful in the City of Grand Terrace The participants perform and/or assist with most functions of maintenance staff, under staff supervision The City gets these workers on a regular basis, however the number of workers who show up on any given day fluctuates based on the population participating in the program The crews do not operate any vehicles, or chain saws Crews use hand held tools such as shovels, weed eaters Many times where there is a big job, such as the Vivienda drainage channel maintenance project, staff will schedule when it is anticipated the City will have more work release participants Not having work release labor would severely impact efficiency and effectiveness, and stretch out completion of many tasks The tasks performed include • Weed abate city and housing authority properties, and rights of way • Tree trimming along main roadways (Mt Vernon was completed last year) Packet, 9 84 ;.Y 9 • Clean out drainage channels, including a larger natural channel on Vivienda • Assist with clean up when Mt Vernon slope fails i • Perform storm preparation such as check/clean storm drains, fill and place sandbags • Perform after storm clean up (clean dirt and debris from city streets) • Assist with cleaning park restrooms and picking up trash at parks • Moving of equipment and furniture • Painting (City Hall lobby, and upcoming painting projects) • Pot hole repair • Sidewalk repair • Wash city vehicles During the last 14 years, there have been five (5) incidents in which a worker had an accident or was injured The participants in this program have typically been very cooperative and are motivated to behave in a professional manner During the last two fiscal years the City had 6,480 hours of work release time to assist the Public Works crews This is the equivalent of 3 1 employees over the two year period FISCAL IMPACT The County of San Bernardino is requesting that the City of Grand Terrace take on the worker's compensation liability City staff has contacted the California Joint Powers Insurance Authority (CJPIA) to determine what if any would be the City's additional liability exposure along with any additional costs incurred CJPIA was unable to determine what if any additional costs would be incurred through the City's Worker's Compensation program until the program has been in effect for at least a year ATTACHMENTS • Work Release Program Contract with County of SB pdf (PDF) APPROVALS Carol Jacobs Completed 02/04/2015 8 03 AM Finance Completed 02/04/2015 8 25 AM City Attorney Completed 02/04/2015 9 31 AM City Manager Completed 02/04/2015 9 42 AM City Council Pending 02/10/2015 6 00 PM Packet Pg 85 -- , 9 a A,4 JOHN McMAHON SHERIFF CORONER��,,��OJf January 13, 2015'�M�OR 'CF Carol Jacobs, Interim City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313-5207 RE TERMINATION OF CONTRACT NO 90-339 A-1 FOR PARTICIPATION IN THE WORK RELEASE PROGRAM, SUBMISSION OF NEW AGREEMENT FOR SIGNATURE Dear Ms Jacobs Due to a change in contract language and in accordance with the termination clause of your contract with San Bernardino County, this letter serves as thirty (30) days written notification Contract No 90-339 A-1 will be terminated effective Sunday, March 1, 2015 Enclosed are two originals of the proposed new participation agreement between San Bernardino County and City of Grand Terrace This form agreement/template has already been approved by the San Bernardino County Board of Supervisors and no language changes can be made for the agreement term 2015-20 Please review the new five-year agreement carefully as the language has been updated to include the following key changes Q Contractor will require inmates to wear inmate identifying safety vest at all times while working at a crew site (Paragraph A 11) • Contractor shall be responsible for the entire claim in the event an inmate injury occurs (Paragraph A 12) • Contractor shall obtain and have Workers' Compensation insurance or be permissibly self -insured which includes the coverage of these inmates (Paragraph A 13) • Self-insurance and mutual indemnification (Article C) If your agency is not self -insured, please request an alternate agreement with appropriate insurance and Indemnification language If this agreement meets with your approval, please complete the signature blocks, sign both copies In blue ink, and return both copies (do not fold) with original signatures to Roxann Jenkins/Bureau of Administration 010 San Bernardino County Sheriffs Department P 0 Box 569 San Bernardino, CA 92402-0569 PLEASE RETURN BY FRIDAY, FEBRUARY 13, 2015 to avoid delay In program participation approval, an executed original will be returned to you for your records If you have any questions or ion, please contact Roxann Jenkins at (909) 387-0310 or qenkinsCa}sbcsd o-ra , SHERIFF -CORONER JM/rml Enclosures Upon need SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT 655 East Third Street • San Bernardino Califomia 92415 0061 Post Office Box 569 • San Bernardino, California 92402 0569 Packet Pg 86 ba lac u x REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS f OF SAN BERNARDINO'dOUNTY, CALIFORNIA AND RECORD,OF ACTION January 6, 2015 FROM JOMN'McMAHON, Sheriff/Corpner/Public Administrator Sherrtf/Coroner/Pritilrc Administrator i SUBJECT CONTRACT 'TEMPLATES AFOR. SPARTICIPATION IN THE SHERIFF ;DEPARTMENT'S 11VORfC46ELE4E'PROGRAM 4 1 Approye contract templates_ to- talfgW-jlocal, State, and Ffidtiral ragencidt and County ;departments,'tayparticipatein the`Shenft;Department's Wil k Relesse`Pr4grani 2- 'Authorize the Sheriff, fUndersheW of, the Ceptam,-of'the �;De6bhn4ht* Bureau of F Administration to,,execute individual template SW`brk Release Program agreements, effective thedate of exec�.4iort th�ot�ghno'�IaterthanJunes3Q 2020 (Presenter Shannon,qjcus, Captaih, #7-0640)= 3 JkeiManner- INANCIAL IMPACT his Refn,vgll{not, result4n the;userol"addltlona1,Discretlonary General;Funding {Nk'06unfyfrCost) _ here is no, direct cast td"agencies; pa7bcipatingy ln, FttftWork Rele-ase,Prog�am;'however, agencies e; regti red3ta provldenWorkers Ooinp�nsation lnsurange andif enIdie arty claims,resoltmg from mates assigned=to;thelr;workAerews lnmatesxare charged akone tjme fe,e of _ 00,tofparbcipate l the, program, per t3>�ction 16 0226(p) of the County Fee Ordinahce *The Sheriff Department's lepartment)f2014�15 budget includes"revenue of $1 mUlion pprcjeater.frorn`mmates participating iS�og"ram;atrd su fieiefit appropnation=andxrevenue �nnll 6e incipded (n future=recomrbended 9 _ ACKGROUND INFORMATION le, Cafifomia'State Pene,t Code Sections,402*2 and 4024 3 establish the euthQrify for counties offer a voluntary`program under which persons,committed to a detentlorilacilrty imayxparticipate ,a ,,Work ReleaseProgrami(WRP) in,'lieu=bf Indarceratibn The 11VRP offered by the Department des manual labor{ to, mpr`ove and/or maintain public facilities or in support of non-profit cc sh 'Elie -k; ss 1i8/1� ITEM 441, Record of MftoM .LAURA H V BY DATED. Jac Page, 1 of 2 Board cf Supgry(ors T'GALENDAR) ZZ NYARDINO ors $EC S AYE YEH3� 4 4 6 E L a) 0 o. U) is m Y V 0 d d as a eo T 0. m m 6 c 0 U L C 0 c,> R` a� 0 o. m U) ca d 0 0 E s a Packet N ,87 a CONTRACT TEMPLATES FOR PARTICIPATION IN THE SHERIFF DEPAR'iMEN1"SWORK RELEASE,PROGRAM JANUARY�S� 2076 ri w, ; { h PAGE2OF2 ,* 4 I organizabons within the County -The Department currently has 50+ agreements in place for this program s_ �.f., �t y Jr R The D"apartment has had similar contracts In place eince 11983 Historically, claims for inmates Injured while on Work Release have,been handfed by theACounty In coordination with County Counsel and,Risk Management, thi Dip rtment has update�d,[is work release contract language to�TequIre ieach'agency�to-hendle,any resultant daims Othennotable changes to the language Include requiring the agencies to have inmates wear ideng vests and defining a new fund contract term, ending June 30, 2020 E _y � ., t� j q,,1 ,-. , J '7+M1 ', [' -a = aT+ iresubmitted for Boafd,approval,�all with updated language, which THreefnew contract templates 5 tare will'be serit'to;each Contractor�,along vAh1 written notice of {terminatiom'of iftt]ng contracts effective `March 1, 201`5 The ``majority of cAtractars will reyui�e the firstt'type,of teemplate, which = ' k' contains 'seH-insurance acid rtiutuai r demAcaborr 1 language �ryTtie ;s`secorid "-type; of template I,+. 1d I. 'iu f 1 °S .�.:.T. ...:.uS-v t.*}r^L' i "' r u -�; ,..&\'1` .sF- contains full County standard preatice msurancefar dJQemnfficatlonilanguage; Ttie third template d type a,Memorandum of Understanding with,otherlCntyoudepa�tmentsli?,Q llIWRisk1Management a continue to,pr+oc_ess,i'njury Claims win �.-s"{�,-e .a3 4"�+,•y p.,e..s-1 817x y r x�bt , �W � '�' .Lt J.}� Approval of these contract templates wiq,4111d irithel,Depar�menit�to rexecu%',�suchRagreements expeditiously to fadlitate =aa- smoothsitrensitfon; with {ono pgaps-in`parttdpation`tietween the r � 461riationxdate and the execution date=of th`e new agreement:�Any agreement4that'0-1*rs from a these templates will be presentedY to ��the, ebaid tR "SupervlsoWre (Board) For Ail �approiral agreemitft utfiizing�the recommended templates temmpnate Ju'rie, 30, 202016utWprovide far m y ton eariygteW6ti6nywrth'3tharty°(30)`dayszOffiin;rrotl6_e Pef}County Standard Practice 11-08SP, c cantreets''w�th aYlenn'Lgreate`r` thanttxeeyeare require Board =approval #Hlst`or(cally, these Have trerme to excess of three yearsidue,tornuiiitier ofIcontraids =that are hid;R-financial in 5contracts nature,aand'because the terms and conditions don't g :One.i t.i e C , t-!`^{wa.J++....Rd`✓2•+JK} 'l.t ,� ' fC» s e J9 r !ri r r u^ t'f! ' F` REVIEW�t3YOTHERS _t,�`! " � 7 L --n J.}s '°i 0 ,� a .r This by�Couniy Counse';(Steveri J-SinBley, Deputy4ciunty Counsel,5,2014� acid County Flnance and} Administratione(MattfiA Enekson,Chief tihis"44 Analyst. 387-3937j on Decemberr 15, 2014 c r-O 54==tM sy� iy�' ,it n' ' br Y '" Y C { S r'! ..: " E r tY4 alf cc `} tr 0 d Y 15 ri t t }4 J ray ` xb 7lsJr x=,''4 3 f t E i ,z41'16, f e I n i `da4 .. tV 1JI —i4 f�y Ia Ii - -a- � r 116115#41 Packet Pg 88 FOR COUNTY USE ONLY New FAS Vendor Code /+ Dept Contract Number ogCO " Chanqe SC 5HD A Cancel ePro Vendor Number ePro Contract Numt SHERIFF/CORONER SHD SHD County Department Contract Representative Telephone Total Contract Am County of San Bernardino SHANNON DICUS, SHERIFF'S CAPTAIN (909) 387-0640 $ FAS Contract Type 171 avenue Encumbered 171 Unencumbered R Other STANDARD CONTRACT If not encumbered or revenue contract type, provide reason [Participation Agreement Commodity Code Contract Start Date Contract End Date Original Amount Amen 06130/20 1 $ 1 $ AAA SHD SHD Fund Dept Organ $ Fund Dept Organization Appr Obj/Rev Source GRC/PROJ/JOB No Amount $ Project Name Estimated Payment Total by Fiscal Year Work Release Program FY Amount I/D FY Amount I/D 2015-20 Template Type A THIS AGREEMENT is entered into in the State of California by and between the County of San Bernardino, hereinafter called the County, and Name City of Grand Terrace hereinafter called CONTRACTOR Address 22795 Barton Road Grand Terrace, CA 92313-5207 Telephone Federal ID No or Social Security No (909) 430-2230 IT IS HEREBY AGREED AS FOLLOWS AGREEMENT FOR PARTICIPATION IN SAN BERNARDINO COUNTY SHERIFF DEPARTMENT'S WORK RELEASE PROGRAM WHEREAS, San Bernardino County, hereinafter referred to as COUNTY, conducts and administers a Work Release Program (WRP) through the Shenfrs Department, hereinafter referred to SHERIFF, under Penal Code Sections 4024 2 and 4024 3, for the performance of work by persons committed to the custody of the SHERIFF Work Release Program inmates are incarcerated at the SHERIFF's correctional facilities, and have been released from custody to serve their remaining sentence on the work program, and WHEREAS, CONTRACTOR desires that individuals in said WRP (INMATES) to be placed with CONTRACTOR for work under the direction and control of CONTRACTOR, as it is in the best interest of the community to provide an alternative mode of incarceration for those inmates placed into these programs, NOW, THEREFORE, the parties agree as follows Auditor Controllerlrreasurer/Tax Collector Use Only O Contract Database O FAS Input Date -T Keyed By 0 Page 1 of 4 Packet P.g 89 E 9a A SCOPE OF AGREEMENT A 1 SHERIFF's placement of INMATES with CONTRACTOR is at the discretion of the SHERIFF and is subject to the availability of INMATES, available work assignments and the ability of CONTRACTOR to administer and control the work program A 2 Upon placement of INMATES with CONTRACTOR, the work of the INMATES will be under the direct -supervision and control of CONTRACTOR and will not be under the supervision or control of the E SHERIFF L a� 0 S. A 3 CONTRACTOR will assign a supervisor to oversee the INMATES assigned to its agency a cc N A 4 SHERIFF will provide CONTRACTOR with a Crew Supervisor Pamphlet and CONTRACTOR agrees R to follow said instructions Y L A 5 CONTRACTOR shall ensure that each supervisor does not fraternize with, engage services of, 0 accept services from, do favors for, or engage in romantic, intimate or sexual relationship with c INMATES ►- E _ c m A 6 The work performed by INMATES will consist of manual labor to improve or maintain levees or public E facilities, including but not limited to streets, parks, and schools and/or manual labor as approved by the SHERIFF a A 7 CONTRACTOR shall ensure the work, supervision, and treatment of the INMATES shall in all ways conform to applicable law, including but not limited to, California Penal Code Sections 4024 2 and r 40243 A 8 CONTRACTOR will not provide any security guards and CONTRACTOR's employee(s) will not physically restrain any INMATES that might leave the work area The CONTRACTOR will notify SHERIFF by the end of each day of any INMATES who did not arrive for scheduled work assignment or left the work area without permission A 9 CONTRACTOR will provide transportation for INMATES working under this Agreement to and from the work sites as needed from pickup points agreed to between the SHERIFF and CONTRACTOR A 10 Equipment operations will be performed only by qualified CONTRACTOR employees with the exception of small power equipment such as -weed trimmers, power lawn mowers and hedge trimmers INMATES must demonstrate proficiency with such tools to the satisfaction of CONTRACTOR before being allowed to operate said tools CONTRACTOR will provide safety instructions, explain the work to be done, and direct the work of INMATES placed under this Agreement A 11 CONTRACTOR will provide necessary safety equipment while INMATES are operating any equipment This may include but is not limited to gloves, hard hats and eye protection required to safely perform any work assigned under this Agreement CONTRACTOR will require INMATES to wear INMATE identifying safety vest at all times while working at a crew site A 12 In the event an INMATE injury occurs, CONTRACTOR shall be responsible for the entire claim This responsibility includes the administration of the claim in the same manner as if the INMATE was an employee of CONTRACTOR CONTRACTOR also agrees to complete written documentation E notifying the WRP office In the event an INMATE brings an action which includes or is against 15a SHERIFF or COUNTY, CONTRACTOR will reimburse the SHERIFF or COUNTY for all costs and expenses related to the action including all medical expenses, benefits, settlement costs and/or a awards Page 2 of 4 Packet.Pg 90 9a A 13 CONTRACTOR shall obtain and have Workers' Compensation insurance or be permissibly self - insured which includes the coverage of these INMATES CONTRACTOR agrees to provide INMATES with Workers' Compensation benefits under CONTACTOR's Workers' Compensation insurance policy which shall be the primary insurance for INMATES { B TERM AND TERMINATION The term of this Agreement shall be for a period commencing on March 2, 2015, or upon the date of approval by the SHERIFF, whichever is later, and ending on June 30, 2020 Notwithstanding the foregoing, this Agreement may be terminated at any time, with or without cause, by CONTRACTOR or by COUNTY, upon written notice given to the other party at least thirty (30) days prior to the date specified for said termination In the event of such termination, each party shall fully pay and discharge all obligations in favor of the other, accruing prior to the date of such termination, and each party shall be released from all obligations or performance which would otherwise accrue subsequent to the date of termination Notwithstanding the foregoing, COUNTY may terminate this Agreement at any time, without advance notice to CONTRACTOR, in the event CONTRACTOR falls to comply with any term of this Agreement SHERIFF shall have the authority to exercise the COUNTY's nghts and authority under this Agreement, including the right to give notice of termination of this Agreement, at his sole discretion C INDEMNIFICATION AND INSURANCE REQUIREMENTS C 1 Mutual Indemnification 0 The CONTRACTOR agrees to defend, indemnify and hold harmless the COUNTY, it's officers, a employees, agents, and volunteers for any and all claims, losses, actions, damages and/or liability ansmg out of this Agreement from any cause whatsoever, including any costs or expenses Incurred by COUNTY, except as prohibited by law The COUNTY agrees to defend, indemnify and hold harmless the CONTRACTOR, it's officers, employees, agents, and volunteers for any and all claims, losses, actions, damages and/or liability arising out of this Agreement from any cause whatsoever, including any costs or expenses incurred by CONTRACTOR, except as prohibited by law C 2 Comparative Fault _ In the event that the COUNTY and/or CONTRACTOR are determined to be comparatively at fault for any claim, action, loss or damage which results from their respective obligations under this Agreement, the COUNTY and/or CONTRACTOR shall indemnify the other to the extent of its comparative fault C 3 Self -Insurance COUNTY and CONTRACTOR are authorized self -insured public entities for purposes of Professional Liability, General Liability, Automobile Liability and Workers' Compensation and warrant that through their respective programs of self-insurance, they have adequate coverage or resources to protect against liabilities arising out of the performance of the terms, conditions or obligations of this Agreement C 4 Waiver of Subrogation Rights Y CONTRACTOR shall require the carriers of required coverage's to waive all rights of subrogation against the COUNTY, its officers, employees, agents, volunteers, contractors and subcontractors All general or auto liability insurance coverage provided shall not prohibit the CONTRACTOR and CONTRACTOR's employees or agents from waiving the right of subrogation prior to a loss or claim E The CONTRACTOR hereby waives all rights of subrogation against the COUNTY � a Page 3 of 4 Packet Pg 91 D NOTICES All written notices provided for in this Agreement or which either party desires to give to the other shall be deemed fully given, when made in writing and either served personally, of by facsimile, or deposited in the United States mad, postage prepaid, and addressed to the other party as follows San Bernardino County Sheriffs Department City of Grand Terrace Bureau of Administration 010 22795 Barton Road 655 East Third Street Grand Terrace, CA 92313-5207 E c San Bernardino, CA 92415-0061 a Notice shall be deemed communicated two (2) COUNTY working days from the time of mailing if mailed as 0 provided in this paragraph d m E ENTIRE AGREEMENT This Agreement represents the final, complete and exclusive agreement between the parties hereto Any C prior agreement, promise, negotiations or representations relating to the subject matter of this Agreement not expressly set forth herein are of no force or effect This Agreement is executed without reliance upon any promise, warranty or representation by any party or any representative of any party other than those expressly contained herein Each party has carefully read this Agreement and signs the same of its own free E will Any amendment to this Agreement shall be in writing signed by both parities a v City of Grand Terrace San Bernardino County Sheriffs Department Contractor Authorized Signature Sheriff -Coroner Authorized Signature Name of person signing agreement (print or type) Name of person signing agreement (print or type) Title Title Date Date Page 4 of 4 Packet Pg 92 This page left intentionally blank AGENDA REPORT MEETING DATE February 10, 2015 Successor Agency Item TITLE Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION 1 Adopt the Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A in the amount of $1, 933,434 2 RESOLUTION NO 2015- , A RESOLUTION OF THE SUCCESSOR AGENCY TO COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING A RECOGNIZED OBLIGATION PAYMENT SCHEDULE COVERING THE PERIOD JULY 1, 2015 TO DECEMBER 31, 2015 (ROPS 15-16A) AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34177 2030 VISION STATEMENT This staff report supports City Council Goal #1, "Ensuring Our Fiscal Viability" through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations BACKGROUND Redevelopment dissolution and wind -down legislation (ABx1 26 and AB 1484) requires successor agencies to submit a, Recognized Obligation Payment Schedule (ROPS) covering each six-month period, following review and approval of the ROPS by their respective Oversight Boards The previous ROPS submittals for the Successor Agency to the Community Redevelopment Agency of the City of Grand Terrace (Successor Agency) were as follows • ROPS 1 • ROPS 2 • ROPS 3 • ROPS 13-14A • ROPS 13-14B • ROPS 14-15A • ROPS 14-15B Reporting Period Reporting Period Reporting Period 1 /1 /12 - 6/30/12 7/1 /12 - 12/31 /12 1 /1 /13 - 6/30/13 Reporting Period 7/1 /13 - 12/31 /13 Reporting Period 1 /1 /14 - 06/30/14 Reporting Period 7/1 /14 - 12/31 /14 Reporting Period 1/1/15 - 06/30/15 Packet'_ 93 "'110 The next ROPS is due to the California Department of Finance (DPF) on March 1, 2015, and covers the reporting period 7/1/15 - 12/31/15 The attached ROPS is designated as "ROPS 15-16K which represents the report for the first half of Fiscal Year 2015-16 Following approval by the Successor Agency, ROPS 15-16A will be submitted to the Oversight Board for review and approval prior to submittal to the DOF 16*9i1&17K91`J The primary purpose of each ROPS is to identify enforceable obligations to be paid from former property tax increment receipts, which are held by the County Auditor -Controller in the Redevelopment Property Tax Trust Fund (RPTTF) Since the dissolution of redevelopment agencies, property tax increment is distributed twice a year (January and June) subject to available funds and an approved ROPS Any line items reported on the ROPS that are denied by the DOF will not receive property tax distribution Beginning with ROPS 3, each ROPS also includes a "true -up" process, through which actual expenditures are reported versus prior year ROPS estimates (For example, ROPS 3 included a "true -up" of ROPS 1, so ROPS 15-16A will include a "true -up" of ROPS 14-15A ) Through this "true -up" process, if ROPS actual expenditures are less than the approved ROPS estimates from the prior year (funded through the RPTTF), the unspent amount is deducted from the next RPTTF distribution Beginning, however, with ROPS 13-14B, if ROPS' actual expenditures are greater than the approved ROPS estimates from the prior year, the overspent amount is not added to the next RPTTF distribution As shown on the ROPS 15-16A summary, Enforceable Obligations of $1,933,434 are reported for this six-month period as follows Description Amount Administrative Allowance $125,000 Non -administrative RPTTF 1,359,798 SERAF Loan Amount 448,636 TOTAL $1,933,434 FISCAL IMPACT Of the total amount of $1,933,434, estimated funding of $1,484,798 (administrative allowance and non -administrative RPTTF) will be available from the RPTTF to pay for Enforceable Obligations reported on ROPS 15-16A The SERAF loan amount will be funded by existing agency reserves Packet Pg 94 Reserves as of January 1. 2015 Description Amount Bond Proceeds(including bond covenant requirement) $19,639,913 Stater Brothers Economic Development Agreement Reserve 1,049,966 Excess amounts from prior RPTTF ROPS distributions 411,710 TOTAL $21,101,589 ATTACHMENTS • Resolution Approving ROPS 15-16A_SA v1 (DOC) • Grand Terrace_ROPS_15-16A #2 pdf (PDF) APPROVALS Cynthia Fortune Completed 02/02/2016 5 57 PM Finance Completed 02/02/2015 5 57 PM City Attorney Completed 02/03/2015 3 26 PM City Manager Completed 02/04/2015 7 53 AM City Council Pending 02/10/2015 6 00 PM Packet Pg 95 10a RESOLUTION NO 2014- A RESOLUTION OF THE CITY OF GRAND TERRACE AS SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY APPROVING A RECOGNIZED OBLIGATION PAYMENT SCHEDULE COVERING THE PERIOD JULY 1, 2015 TO DECEMBER 31, 2015 (ROPS 15-16A) AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34177 WHEREAS, the Grand Terrace Community Redevelopment Agency, Grand Terrace, California ("Agency") was formed for the purpose of revitalizing areas within the City of Grand Terrace pursuant to Health and Safety Code (HSC) Section 33000, et Seq , and WHEREAS, AB x1 26 required the dissolution of all redevelopment agencies in the state, and WHEREAS, on January 10, 2012, the City adopted Resolution 2012-01 electing to serve as the Successor Agency to the Grand Terrace Community Redevelopment Agency ('Successor Agency") pursuant to HSC Section 34176, and WHEREAS, a Recognized Obligation Payment Schedule (BOPS) is defined in HSC Section 34171(h) as the minimum payment amounts and the due dates of payments required by enforceable obligations for a six-month period, and WHEREAS, the ROPS identifies the payment source of enforceable obligations as payable from the Redevelopment Property Tax Trust Fund (RPTTF) and payable from Other Sources of the Successor Agency, and WHEREAS, the California Department of Finance has required a submittal of the ROPS covering the period July 1, 2015 to December 31, 2015 (ROPS 15-16A), in accordance with AB 1484 to be submitted by March 1, 2014, and WHEREAS, on February 10, 2014, the ROPS for the period July 1, 2015 to December 31, 2015 (ROPS 15-16A) was reviewed and approved by the City as Successor Agency, and NOW THEREFORE, THE CITY OF GRAND TERRACE AS SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY DOES RESOLVE, DETERMINE, FIND AND ORDER AS FOLLOWS SECTION 1 The City as Successor Agency finds that the above recitations are true and correct and, accordingly, are incorporated as a material part of this Resolution Packet Pg 96 10a SECTION 2 The City as Successor Agency finds that all obligations listed on the ROPS for the period July 1, 2015 to December 31, 2015 (ROPSI 15-16A) are true and correct and, accordingly, are hereby considered enforceable obligations SECTION 3 Pursuant to HSC Section 34177, the ROPS for the period July 1, 2015 to December 31, 2015 (ROPS 15-16A), incorporated herein as Attachment A, (`BOPS 15-16K) is hereby approved and adopted in substantially the same form as shown in Attachment A by the Successor Agency SECTION 4 The Executive Director is hereby authorized to make such non - substantive changes and adjustments to ROPS 15-16Ar as attached, which may be necessary and appropriate SECTION 5 The Executive Director is hereby directed to take all necessary and appropriate acts to submit the ROPS 15-16A to the California Department of Finance, State Controller's Office, San Bernardino County Auditor -Controller, and any other agency by the March 1, 2015 submittal deadline The Executive Director is further authorized to perform all acts necessary and appropriate which may be required by the California Health & Safety Code This includes, but is not limited to they requirements set forth by the California Department of Finance, the San Bernardino County Auditor - Controller, or any other applicable agency SECTION 6 The City Clerk shall certify to the adoption of this Resolution PASSED APPROVED AND ADOPTED this 10th day of February, 2015 by the following vote o� M AYES NOES ABSENT ABSTAIN Darcy McNaboe, Mayor ATTEST Pat Jacques-Nares, City Clerk Packet Pg 97 10a Attachment A Recognized Obligation Payment Schedule (ROPS) For the Period July 1, 2015 to December 31, 2015 (ROPS 15-16A) Packet Pg 98 Recognized Obligation Payment Schedule (ROPS 15 16A) - Summary Filed for the July 1 2015 through December 31 2015 Period Name of Successor Agency Grand Terrace Name of County San Bernardino Current Period Requested Funding for Outstanding Debt or Obligation Six Month Total Enforceable Obligations Funded with Non Redevelopment Property Tax Trust Fund (RPTTF) Funding (i A Sources (B+C+D) $ 448 636 B Bond Proceeds Funding (ROPS Detail) j C Reserve Balance Funding (ROPS Detail) 4486361 D Other Funding (ROPS Detail) a i E Enforceable Obligations Funded with RPTTF Funding (F+G) $ 1 484 798 F Non Administrative Costs (ROPS Detail) 1 359 798 G Administrative Costs (BOPS Detail) t� t 125 000 S H Current Period Enforceable Obligations (A+E) ; $ 1 933 434 I Enforceable Obligations funded with RPTTF (E) ( 1 484 798 ' J Less Prior Period Adjustment (Report of Prior Period Adjustments Column S) fi (27 718)� K Adjusted Current Period RPTTF Requested Funding (I,i) L$ 1 457 980 y County Auditor Controller Reported Prior Period Adjustment to Current Period RPTTF Requested Funding Enforceable Obligations funded with RPTTF (E) 1 484 798 Less Prior Period Adjustment (Report of Prior Period Adjustments Column AA) LN ! i Adjusted Current Period RPTTF Requested Funding (L M) _,_,,1 484 798 ( Certification of Oversight Board Chairman Pursuant to Section 34177 (m) of the Health and Safety code I hereby certify that the above is a true and accurate Recognized Name Title Obligation Payment Schedule for the above named agency lsl Signature - Date - - ---- rI Attachment Grand Terrace_ROPS_15-16A #2 pdf (1639 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A) r I Recognized Obligation Payment Schedule (ROPS 15 16A) ROPS Detail July 1 2015 through December 31 2015 (Report Amounts In Whole Dollars) A B C D E F G H I J K L M N O P FundingSource N—Redevelopment Property Tax Trust Fund Non-RPTTF RPTTF Bond Proceeds Reserve Balance Other FundsgodA Admm Contract/Agreement Contract/Agreement Scope Pro Area Total Outstanding Debtor Obli itim Retired Six Month Total Item N Project Name / Debt Obli atim Obligation Type Execution Date Termination Date Payee Descn hon/Pro ect act $ S S 448 636 s $ 125 000 S 1.933434 2011 A Tax Allocati n B d Bonds Issued After 1/12011 9 12033 US Bak Bond rincl I and Intereston RDA Grand Terrace N 704 B23 $ 454 340 2 2011 B Tax Allocation Bond Bonds Issued After 1/1251, 9112026 US Bank Bond Principle and Interest on RDA Grand Terrace N 3 Trustee Fees 12/31/10 Fees 1/12011 9/l/2033 US Bank Bonds Trustee Fees Grand Terrac N $ 5 385 4 on i,ban CilytCounty Loans "I1200, 91y2020 Zion First Nahonai Bank Private Rehindtig7fCRAOebt Grandradom N $ " -On of Befofe62%t11 ` � - $ s 5 Repayment of Debt Service Miscellaneous 1282012 1282021 SB Valley Muni Water Repayment Incorrect debt service distrib b SBC ATC Grand Terrace N 6 Professional Services Professtanai "t12Q12 81302013 _ city wev.S Groups vertism944ofciry - Grand Terrace N" " _ $ Swiices $ 7 Consulting $ervices Professional 77132010 1/312013 Chamber of Commerce Business Development Services Grand Terrace N Services $ 8 Professanat Services Prof. onai 2112012 SM02034 Professional Appraisers Property Appialsal Services Grand Terrace N 9 Professional Services Services Property 4/122011 6/30/2015 ACE Weed Abatement Weed abatement for Agency owned Grand Terrace N 10000 S t 10000 Maintenance ro e 1 250 $ 1 250 10 Professional Services Professional 2/12012 6/302034 Urban Futures SEC Rule 15c2 12 Compliance Grand Terrace N Services Requirement Bonds ,:,. ,..N..,:" ""-....k.,..x ; ."v.. „", . ,.. ,... _ . �ylk Pro elsra aESarVices".. e PEofessibaai tat2012". , ..,".�." 307203a,>w., .i 4 ornngOtruK iRC"seo.148p1 CatnpLance A[bfiagp Grand Ter{agce ":� Services Rebate Calculation- 'I 12 Agency OwnedPropelty Property — '' 2/1,2012 61301 Various canhacthm Property Maintenance and insurance- Grandannex Mantenance A encv Prooertv " $ 13 2011A TABS Debt Service Reserve Reserves 1/12011 9/1/2033 US Bank DSR Bond Covenant Requirement Grand Terrace N $ 14 201113 TABS Debt Service Reserve Reserves 1/12011 9/V2026 US Bank DSR Bond Covenant Require ent Grand Terrace N $ 15 Professional Sendces.RDA wr d Dissolution Audits 9112012 V312013 Rogers Anderson Malody Due Diligence Reporting/Review H&S Grand Terrace N 16 down SA Le al consultin Atlmin Costs 10/l2011 6/30/2034 Jones & Ma er 341795 Le al Counsel under H&S 34177 3 b Grantl Terrace N 10.00 $ 19,00 172Qt1"A� A@3. Bond Ptalect5 `x rtites5lo[Gat-'"s . 3t1320t2`: 37i312015 Wenb &Assoc "" ' MfciiBan Street tinPrdve a}s design Grand Tefrace '. - ... ,".N" ,.', ' ^�Services .: :.. ._ ... $ .,.>.^182044R T(fB38gn"dPrulecL4"''•., ,a Piaiession3l' '" '111t2IIt0 .. ,^. , 9112b33 �". _. ., CaritraN,drsiStaH ";' 5ouf#s westProJEci aiaa;'fiSraStnie(Qta-gtedy[Ta[acd _ g " t'.<: =' - N R . e`s Servm" ` W stud and clever, ' 'N _ 192011A TABS BondtPreects "" Improvemerruirdestr IIT2011 "9/112033 Contractomistaff Spythwftt preset area hirrastfacture Grand Teriace $ ecture construction $ 20 2011A TABS Bond Plgacte ImprovemenWnlrastr 1112at1 J1t2033 ContractoB/Staff Barton Road infrastructure Grand Terrace N ucture im ravaments $ 212011A TABSBond Projocts Improvementlinfrastr 1/12011 911/2033 Contractors/3taN, M chigan Street improvements Grand Tempe N - urturd construction ' $ o-222011A 'TABS Be Pidjeate "" Imiyevemeotanttastr 1/132011 gfij2033 Contractors/Stall UfilprEPaclfGSarton Roatl badge Grand Terram constru ran :: 232Q11 t-4ABS Bopd PE6etts " y.. imPEo"vemenflinftast{ V12011-" .;.. 9F12033.' S ;" Contracto"184fiV; Stand tlram& street febab`.Vag Burkn, Graad�Zenace "` Y Ti .. ' .,242011Ar'fABS Bandprgects;_"'* ImprgvemanWnfrasr 1/12M 1 '' 9tV2033 Conrractaf513tatt"" Mt Vemonslope sWbdratwn .9t; Grdnd Terrace' S 3 uatufe ' �- 2 2011A TABS Bond Projects fmprovemontflnImstr 1/12Q1't 9/V2033 Cont—tws/Sleff Viste Grande Park construction Grand Terrace N $ u luie 262011ATABS Payment Reserve goserves 1/12011 9/12033 US Bank Reserve asps, H&S 34171(d)(1)lN bon debt service Grand Terrace N $ 27 201lBTA$S Payment Reserve Reap lIV2011 9f12033 US Book Reserve as per H&S 34171(d)j1)(A) Grand Terrace N , $ 28 SERA�L.oan LMIHP RESERVP: ', SERaFtERAF... .=� gE2G26#3" .- ` 4f162021. "' CMrWF•. ... y, ., opa mbont,otiaati %r SERA = = Gland 7etrace Stater Brothers Markets Payment on agreement Grand Terrace N144 000 $ 144 000 29 Slater Brothers CPA Business Incentive Agreements 2/2TJ2011 2/22/2021 participation U RevduJReaeipts Mscellaneous 21742009 22412033 "C'ty of G11n117errece Affordable hous ng payment agreement FV2012-13 Grand Tbrta. N ^ _ $ p1 ti M a� 0 Cr Attachment Grand Terrace_ROPS_15-16A #2 pdf (1639 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A) Recognized Obligation Payment Schedule (ROPS 15 16A) ROPS Detail July 1 2016 through December 31 2015 (Report Amounts In Whole Dollars) A B C D F G H I J K L M N O P FundingSource N—Redevelopment Property Tax Trust Fund 7CchtmcUAgree—t Non-RPTTF RPTTF Contract/Agreement Total Outstandmg Item f! Pro ect Name / Debt Obli ation Obli ation T e Execution Date Pa ee Descn lien/Pro ect Sco a Pro ect Area Debt or Obli ation Retired Bond Proceeds Reserve Balance Other Funds Non -Admen Admin Six Month Total 31 Employee Costs Admin Costs 2/12012 Personnel Costs Agency direct employee cost—laries Grand Terrace N 86 500 S 86 500 32 Employee Costs-PER6 Admin Costs 2/12012 6/302034 Personnel Costs Agency direct employee costs-PERS Grand Terrace N 3 000 S 3 000 33 Employee Costsother benefits Admin Costs 2112012 61302034 Personnel Costs Agency direct employee costs -other Gran Terrace N 7 500 $ 7 500 benefits 34 Employee Costsansurance corkers Admin Costs 2/112012 6/302034 Personnel Costs Agency direct employee costs- Grand Terence N 3000 $ 3 000 compensation insurance (unemployment vorkers 5':s'�a35 m Cdnsufliit 'Serv1 ¢Admin Costs'-'=~T'�".^ 72fl12�`M,'�."`�s=. 61302015`:"'-'�'R"RSG""""'.�'=�S""*"'"""`Re corn sabon) nand AdminisVatrve 5ervwes' Grand Terrace. _. _" b ,N .."„ ...>... 36 Consubm Services Admen Costs 7112014 1 6/302015 RSG Property Tax Re ortin Services Grand Terrace N 5,00 S 5,00 37 Office Costs/Su lies/Mist Admin Costs 2/12012 6/302034 Various Administrative supplies and costs Grand Terrace N S 38 Annual Audit and Reporting S262014 8262019 Lance Sol],Lun hard Required annual auditing services Grand Terrace N $ 39 Property Disposition Plan Dispositions 8/722013 8/122034 Contractor Preparation of property disposition plan Grand Terrace N $ for homingassets 402011A TABS Bond Projects i'antAnfr'astrd2075°^!",�—v? W bb dAssoc" '""`r' MEhgan Str,et�_ provemnls desTgn.l Grand Terace— n `"'�`"' —N`-- L. ,: PAdm1nsts `s.M' -w .-. "�'''`.i..;+wv:a =x '. —4;:a`>«.m '.ko W and ROWacrPla?41 2011A TABS Bond Projects entAnfrastr 3/132012 3/132020 Contractors/Staff Grand Terrace Project CIP (Items 18 Grand Terrace N S throw h25RAF 4262011 .. y. 42620764�T'"°R'9 LMIHF".3.`="j�""^°?j•, Re4payme�o}loen for SE24ft""i GraodXertace""""° ` '"' "N ' ' " -^ �i'Reservii eaus. 2242009R'^.••'x: 2242033%'?*.'1 CRya GranC7erraca"`9""'4 "able housing payment agreement Grand Terrace 44 Property Management Property D spositions 1/12015 12/312015 Kosmont & Associates Assistance valh follo—P Grand Terrace N 25000 $ 25 000 Implementation Plan correspondence regarding the LRPMP win the DOF 45 Demo4lbn oFsingle•1sm111TdvTeibng Remetlfalron 1/12014 n 6/30/2014 .. s Contracts.,— emoltfon ui single-family �duellingron Street - 3%3" 46 Romoval of wncrete slab8 coil p0e Remedubon*,. L72075',y+_". .>fi6/302015's `Ls3 Can�trac^�i :�:�.?'.,;„ z a Removal of concrete sWb&sod pipe at APN Q2733A2 70 .' .- Grand Terrace .: N "' F i $ 47 Taxes on Successor Agency Property 1/12012 6/302014 San Bernardino Auditor Property Tax on Successor Agency Grand Terrace N S Pro a Maintenance Controller Property 6 AB l290 Pa, ,wthiough Pa`yn5snts M�sccl ane`uus 7J12013 1213112014.y � `. San B�rnaidmfi Gpmnrup ty College p(s`h`ici a"` r ^f$�,,d4`4�� � �y Addrclonai�AB1290 pass4h4o3gii"""' 3 amcOnt's^owed to San 9B�inaramo Comntit7nRyyCodeg`e plsti ct qor FY2008- ; q ^ r f 1 ' "' """` ' . e �N '""` '"' """'n "'. "" ^ "`3""%"<''"" """T.'^'r"`"�`^ ` `� " ' .,. , . ,. $ t' n, 49 Hor7sing/Su`aessorAdmsi ABo� ante Housing EntilV Admen Cost 7/12014 ,p+' 61302034 HousgmgggAurh-my off4-r" N Admen Flo ce tor,lhe successo r OOOoyr;1.6 of ( '.' = N ,1, y :� , a� Est TO �asora!{gency,r y he RORF aVo cat on50 n . 50 Removal of concrete slab & soil pile Remediallon 7/12015 121312015 Contractor Removal of concrete slab & soil pile at Grand Terrace N 25 000 S 25 000 APN 0275 242 10 51 SERAF Loan LMIHF Reserve SERAF/ERAF 4262011 4262016 LMIHF Repayment of loan for SERAF Grand Terrace N 448 636 S 448 636 Res we _ -52 _ _ N S 53 N 54 N S 55 N S 56 N S 57 N S 56 N S 59 N S 60 N 3 61 N $ 62 N S 63 N S q N 1lu S g N I $ 91) 0 r-h T d s Attachment Grand Terrace_ROPS_15-16A #2 pdf (1639 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A) Recognized Obligation Payment Schedule (ROPS 15-16A) - Report of Cash Balances (Report Amounts in Whole Dollars) Pursuant to Health and Safety Code section 34177 (I) Redevelopment Property Tax Trust Fund (RPTTF) may be listed as a source of payment on the ROPS but only to the extent no other funding source is available or when payment from property tax revenues is required by an enforceable obligation For tips on how to complete the Report of Cash Balances Form see https //rad dof ca zov/rad sa/odf/Cash Balance Aeencv Tips Sheet odf A B C D E F G H 1 Fund Sources Bond Proceeds Reserve Balance Other RPTTF Prior ROPS Prior ROPS period balances RPTTF Bonds Issued on and DDR RPTTF distributed as Rent Non Admin or before Bonds issued on balances reserve for future Grants and Cash Balance Information by ROPS Period 12/31/10 or after 01/01/11 retained penod(s) Interest Etc Admin Comments ROPS 14 15A Actuals 07/01/14 12/31/14 1 Beginning Available Cash Balance (Actual 07/01/14) 19 639 913 2154023 499 990 2 Revenuelincome (Actual 12131114) RPTTF amounts should be to the ROPS 14 15A distribution from the County Auditor Controller during June 2014 3 Expenditures for ROPS 14 15A Enforceable Obligations (Actual 12/31/14) RPTTF amounts H3 plus H4 should equal total reported actual expenditures in the Report of PPA Columns L and Q 1 277 273 4 Retention of Available Cash Balance (Actual 12/31/14) RPTTF amount retained should only Include the amounts distributed as reserve for future penod(s) 5 ROPS 14 15A RPTTF Prior Period Adjustment RPTTF amount should tie to the self reported ROPS 14-15A PPA in the No entry required Report of PPA Column S 27 718 6 Ending Actual Available Cash Balance C to G = (1 + 2 3 4) H = (1 + 2 3 4 5) $ $ 19 639 913 1 $ 2164 023 $ 499 990 1 $ $ 1 304 991 ROPS 14 15B Estimate 01/01/15 06/30/15 7 Beginning Available Cash Balance (Actual 01/01/15) (C D E G=4+6 F=H4+F4+F6 andH=5+6) $ $ 19639913 $ 2154023 $ 499990 $ $ 1277273 8 Revenuelincome (Estimate 06130115) RPTTF amounts should be to the ROPS 14 15B distribution from the County Auditor Controller during January 2015 9 Expenditures for ROPS 14 15B Enforceable Obligations (Estimate 06130/16) 990413, 448 636 10 Retention of Available Cash Balance (Estimate 06130/15) RPTTF amount retained should only include the amounts distributed as reserve for future penod(s) 11 Ending Estimated Available Cash Balance (7+ 8 9 10) $ $ 19 639 913 $ 1 163 610 $ 51 354 $ $ 1 277 273 O Cr Attachment Grand Terrace_ROPS_15-16A #2 pdf (1639 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A) i ��������waw�w�itw�i���i�iw�■w��i �w�������itw�w��i�w�■�ii�iw�©wti -o d V 0 Cr 0 w Attachment Grand Terrace_ROPS_15-16A #2 pdf (1639 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A) CITY OF GRAND TERRACE CITY COUNCIL AGENDA * FEBRUARY 10, 2015 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www cityofgrandterrace org <http //www cityofgrandterrace org> CALL TO ORDER U o ® 2 PVT) 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 of Azure Hills Seventh-Day Adventist Church please come forward and offer the Invocation Pledge of`Aliegiance Please tom in leading us in the Pledge of Allegiance ROLL CALL Would the city clerk please call the roll Attendee Name tPreseRt Absent Late Arrived Mayor Darcy McNaboe ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ Council Member Jackie Mitchell / ❑ ❑ Council Member Doug Wilson p ❑ ❑ Council Member Bill Hussey ❑ ❑ A SPECIAL PRESENTATIONS San Bernardino County Sheriff's Department, Lieutenant O'Brine will provide an update o(n operation Safe Passage .1 •l City of Grand Terrace LoKV , LJ�Oage 1 Agenda Grand Terrace City Council February 10, 2015 B 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 Do I have a motion? Do I have a second? Please vote 5 � (� Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK f 2 Approval of�Minu es�= Regular Meeting - 0172T�015 V DEPARTMENT CITY CLERK 3 Monthly Financial Report for December 2014 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending December 31, 2014 DEPARTMENT FINANCE 4 Acceptance of the 2015 Every 15 Minutes Grant Award in the Amount of $9,999 99 RECOMMENDATION 1 Accept the 2015 Every 15 Minutes Grant Program Award of $9,999 99 from the Department of California Highway Patrol, and 2 Authorize the revenue and expense allocations of $9,999 99 respectively to account 0 for the Vreceipt of grant funds and expenditure for the Every 15 Minutes program DEPARTMENT FINANCE.- Q 5 Amendment No 4 to Burrtec Agreement Regarding Collection of Sewer Fees RECOMMENDATION J ' f`G J 5 li " 1512.0�ES �U �I O 20'15- A RESOLUTION OF THE CITY OF GRAND TERRACE CALIFORNIA APPROVING AMENDMENT NO 4 OF THE INTEGRATED WASTE MANAGEMENT SERVICE AGREEMENT TO ALLOW FOR THE REMITTANCE OF SEWER FEES COLLECTED BY BURRTEC WASTE INDUSTRIES TO THE CITY OF COLTON 0-0'r4 DEPARTMENT COMMUNITY DEVELOPMENT City of Grand Terrace Page 2 r Agenda Grand Terrace City Council February 10, 2015 C 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 D CITY COUNCIL COMMUNICATIONS Council Member Hussey- i� '0- 2e L lo.� cl s s die ee� Council Member Wilson sa4,t �-1 Council Member Jackie Mitche I - . I Mayor Pro Tern Sylvia Robles —.Aay.� n� G&Ltttoa d ✓rr�.nzQtnno C U Mayor Darcy McNaboe r W, owl VKT C C� rCi� E PUBLIC HEARINGS - NONE = 5� -a /l1 - w f F UNFINISHED BUSINESS 6 Formation of City Council Ad Hoc Committees RECOMMENDATION Consider and discuss the formation of City Council Ad Hoc Committees and provide direction to staff DEPARTMENT CITY MANAGER May we have a staff report please? CAR-DL Are there any Public Speakers YLOY�-A- Council Discussion Do I have a motion Do I have a second? Please vote 1 City of Grand Terrace Page 3 7 Agenda Grand Terrace City Council February 10, 2015 G 7 0 NEW BUSINESS Ordinance Amending Chapters 4 76, 4 84, and 4 88 of Title 4 of the Grand Terrace Municipal Code RECOMMENDATION ICI �TRODUC + RDINANCE a �� AN ORDINANCE OF THE CITY COUNCIL OF HE CITY -OF- GRAND TERRACE, CALIFORNIA, AMENDING CHAPTER 476 BUILDING AND SAFETY FEES, CHAPTER 484 ENGINEERING FEES AND CHAPTER 488 PLANNING FEES OF TITLE 4 OF THE GRAND TERRACE MUNICIPAL CODE DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please?--''L-Dk" Are there any Public Speakers? &GPJ Council Discussion Do I have a motion?, Do I have a seconds 4usgw Please vote Agreement with HdL Companies to Provide Economic Development Services RECOMMENDATION Authorize the Mayor to enter into a grofe o an I�Servaces V e-em nt with dL MI Cempen►e to provide Economic Development Services in the amount of $9,360 DEPARTMENT CITY MANAGER n May we have a staff report please? C��� Are there any Public Speakersl t l UY46 Council Discussion Do I have a motion? -R0� Do I have a second? Vj 1�©� Please vote 0 City of Grand Terrace I Page 4 Agenda Grand Terrace City Council + February 10, 2015 9 Agreement for Participation in the San Bernardino County Sheriff iDepartment's Work Release Program I RECOMMENDATION,15 -�� Staff recommends approval of the ° Ag�eemen for Participation in San Be nard(n CtySh�erff epD artm Work Release Program DEPARTMENT CITY MANAGER May we have a staff report please? (ftp-O Are there any Public Speakers? �,�9-- Council Discussion Do I have a motion? Do I have a second? Please vote 5 - 0 10 Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A RECOMMENDATION 1 Adopt the Successor Agency's Recognized Obligation Payment Schedule (ROPS) 15-16A in the amount of $1,933,434 ao I � 0' 91 ) q-.)Yu 24RCS071TION I`IO 2015-_()L, A RESOLUTION OF THE SUCCESSOR AGENCY TO COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING A RECOGNIZED OBLIGATION PAYMENT SCHEDULE COVERING THE PERIOD JULY 1, 2015 TO DECEMBER 31, 2015 (ROPS 15-16A) AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34177 DEPARTMENT FINANCE May we have a staff report please? NY4-� Are there any Public Speakers? Council Discussion i L- - Do I have a motion?`�� Do I have a second?,� L'S 1-61 C �Ivlj- 1 City of Grand Terrace Page 5 Agenda Grand Terrace City Council I February 10, 2015 H CITY MANAGER COMMUNICATIONS Int rir Cy Manager JacA do you have any comme� V- hk OA- RECESS TO CLOSED SESSION -7 Z(o CLOSED SESSION At this time we will recess to Closed Session to consider the following 11 Conference with Legal Counsel -Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956 9 One Potential Case N (?--4 rok -�- S' 12 Public Employee Appointment, pursuant to Government Code section 54957 Title City Manager A) P,)Q- � ��--l;C�-` _;�_ 4; t RECONVENE TO OPEN SESSION O �% At this time we will reconvene to Open Session both the Regular and Special Meetings (Mayor to report any actions from the closed session) ADJOURN '�-` Ci :g p_ tyl The Next Regular City Council Meeting will be held on Tuesday, February 24, 2015 at600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting I City of Grand Terrace Page 6 Name of Successor Agency Name of County Recognized Obligation Payment Schedule (ROPS 15-16A) - Summary Filed for the July 1 2015 through December 31, 2015 Period Grand Terrace San Bernardino Current Period Requested Funding for Outstanding Debt or Obligation Six -Month Total Enforceable Obligations Funded with Non -Redevelopment Property Tax Trust Fund (RPTTF) Funding A Sources (B+C+D) ; $ 448,636 B Bond Proceeds Funding (ROPS Detail) C Reserve Balance Funding (ROPS Detail) 448,636 D Other Funding (ROPS Detail) i - E Enforceable Obligations Funded with RPTTF Funding (F+G) $ 1,484,798 F Non -Administrative Costs (ROPS Detail) 1,359,798 G Administrative Costs (ROPS Detail) 125 000 H Current Period Enforceable Obligations (A+E) $ 1,933,434 Successor Agency Self -Reported Prior Period Adjustment to Current Period RPTTF Requested Funding I Enforceable Obligations funded with RPTTF (E) J Less Prior Period Adjustment (Report of Prior Period Adjustments Column S) K Adjusted Current Period RPTTF Requested Funding (W) 1 484 798 (27,718) $ 1,457,080 County Auditor Controller Reported Prior Period Adjustment to Current Period RPTTF Requested Funding L Enforceable Obligations funded with RPTTF (E) 1,484 798 M Less Prior Period Adjustment (Report of Prior Period Adjustments Column AA) IJ! Adjusted Current Period RPTTF Requested Funding (LwM) __ � � 11,484,798 Certification of Oversight Board Chairman Pursuant to Section 34177 (m) of the Health and Safety code, I hereby certify that the above is a true and accurate Recognized Name Title Obligation Payment Schedule for the above named agency /s/ Signature Date Recognized OW gation Payment S / July 1, 2015 throul (Report Amoun A B C D E F / G Item # I Project Name / Debt Obligation Obligation Tye Contract/Agreement Execution Date Contract/Agreement Termination Date /Payee Description/Project Sco E i Personnel Costs Agency direct employee costs-F 1 2011 A Tax Allocation Bond Bonds Issued After 1/1/2011 9/1/2033 9/1/2026 / 9/1/2033 911/20 A015 /30/2015 Personnel Costs Agency direct employee costs o benefits 2 2011 B Tax Allocation Bond Bonds Issued After 12/31/10 1/1/2011 Personnel Costs Agency direct employee costs- insurance (unemployment work compensation) 3 Trustee Fees Fees 1/1/2011 4 Zion Loan City/County Loans On or Before 7/1/2005 RSG Reporting and Administrative Se 5 Repayment of Debt Service Miscellaneous 1/28/2012 RSG Property Tax Reporting Service: 6/30/2034 Various Administrative supplies and cos 6 Professional Services Professional Services 2/1/2012 �7/3/20 00 2/1l20 12 4 ' 8/26/2019 Lance Soil Lun hard Required annual auditing servic 8/12/2034 Contractor , Preparation of property dispositi Dlan for housina assets 7 Consulting Services Professional Services 3/13/2015 Webb &Assoc Michigan Street improvements design and ROW ac - Phase 8 Professional Services Professional Services 3/13/2020 Contractors/Staff Grand Terrace Project CIP (]ten through 25 9 Professional Services Property Maintenance /26/2011 4/26/2016 LMIHF Repayment of loan for SERAF- Reserve 10 Professional Services Professional Services Profession Services Prope ons Mal 2/24/2009 2/24/2033 City of Grand Terrace Affordable housing payment agreement -FY2012-13 11 Professional Services 1/1/2015 12/31/2015 Kosmont & Associates Assistance with follow up correspondence regarding the LRPMP with the DOF 12 Agency Owned Property 13 2011A TABS Debt Service Reserve Remediation 1/1/2014 6/30/2014 Contractor Demolition of single family dwell 21992 DeBerry Street 14 2011 B TABS Debt Service Reserve. 15 Professional Services -RDA win a down Remediation 1/1/2016 6/30/2015 Contractor Removal of concrete slab & sod at APN 0275-242-10 16 SA Legal consulting 2011A TABS Bond Pro tfayments 2011A TABS Bond ' 2011 A' TAB1s' accessor Admin 2011A�;L;e per AB 471 Property Maintenance 1/1/2012 6/30/2014 San Bernardino Auditor Controller Property Tax on Successor Age Property 17 Miscellaneous Housing Entity Admin Cost 7/1/2013 7/1/2014 12/31/2014 6/30/2034 i San Bernardino Community College District Housing Authority of Successor Agency of Grand Terrace Additional AB1290 pass througt amounts owed to San Bemardir Community College Distnct.for FY2008-09 &,2009 10 Admin Allowance for the succes housing entity for $150 000 or 1 the RORF allocation 18 19 20 21 oval of concrete slab & soil pile Remediation 7/1/2015 12/31/2015 Contractor Removal of concrete slab & soil at APN 0275-242-10 1 SERAF Loan LMIHF - Reserve SERAF/ERAF 4/26/2011 4/26/2016 LMIHF Repayment of loan for SERAF- Reserve 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 Recognized Obligation Payment Schedule (ROPS 15-16A) - Report of Cash Balances (Report Amounts in Whole Dollars) Pursuant to Health and Safety Code section 34177 (1), Redevelopment Property Tax Trust Fund (RPTTF) may be listed as a source of payment on the ROPS, but only to the extent no other funding source is available or when payment from property tax revenues is required by an enforceable obligation For tips on how to complete the Report of Cash Balances Form, see https //rad dof ca eov/rad- A B ROPS 14-15AActuals (07/01/14 12131114) 1 Beginning Available Cash Balance (Actual 07101114) C D Bonds Issued Bonds Issued on or before on or after 12/31/10 01/01/11 2 Revenue/Income (Actual 12131/14) RPTTF amounts should tie to the ROPS 14 15A distribution from the County Auditor Controller during June 2014 3 Expenditures for ROPS 14-15A Enforceable Obligations (Actual 12131/14) RPTTF amounts H3 plus H4 should equal total reported actual expenditures in the Report of PPA Columns L and Q 4 Retention of Available Cash Balance (Actual 12/31/14) RPTTF amount retained should only include the amounts distributed as reserve for future penod(s) 5 ROPS 14 15A RPTTF Prior Period Adjustment RPTTF amount should tie to the self reported ROPS 14 15A PPA in the Report of PPA Column S t 6 Ending Actual Available Cash Balance CtoG=(1+2 3 4),H=(1+2-3 4-5) $ ROPS 1415B Estimate (01/01115 06130115) 7 Beginning Available Cash Balance (Actual 01101/15) (C,D,E,G=4+6,F=H4+F4+F6,andH=5+6) $ 8 Revenue/Income (Estimate 06/30/15) RPTTF amounts should tie to the ROPS 14-15B distribution from the County Auditor Controller during January 2015 9 Expenditures for ROPS 14 15B Enforceable Obligations (Estimate 06/30115) 10 Retention of Available Cash Balance (Estimate 06/30/15) RPTTF amount retained should only include the amounts distributed as reserve for future period(s) 11 Ending Estimated Available Cash Balance (7 + 8 - 9 10) $ 19 639 913 E F G H Other RPTTF Prior ROPS Prior ROPS period balances RPTTF and DDR distributed as Rent Non Admin RPTTF balances reserve for Grants and retained future period(s) Interest Etc Admin 2 154 023 499 990 No entry required $ 19,639,913 $ 2,154,023 $ 499,990 $ $ 19,639,913 $ 2154,023 $ 499,990 $ 990 413 $ 19,639 913 $ 1,163,610 $ 448 636 51,354 $ 1 277 273 27 718 $ (1,304,991) $ (1,277,273) - $ (1,277,273)