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03/10/2015
21 CITY OF GRAND TERRACE ,ri CITY COUNCIL AGENDA •MARCH 10I 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 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 r'Attemdee Nme YV, `` , Y { b a Present`" `Absent -,`,,",- i:ateT Arnved'u'` Mayor Darcy McNaboe ❑ ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ 1 ❑ 1 ❑ Council Member Bill Hussey J ❑ I ❑ 1 ❑ A SPECIAL PRESENTATIONS Presentation on the 2014 Crime Statistics and Traffic Update by San Bernardino County Sheriffs Department Lt Robert O'Brine Presentation of the New City of Grand Terrace Website by Public Information Officer Kendall Flint City of Grand Terrace Page 1 Agenda Grand Terrace City Council March 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 1 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 Approval of Minutes — Regular Meeting — 02/24/2015 DEPARTMENT CITY CLERK 3 Monthly Financial Report for January 2015 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending January 31, 2015 DEPARTMENT FINANCE 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 Bill Hussey Council Member Doug Wilson Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE City of Grand Terrace Page 2 Agenda Grand Terrace City Council March 10, 2015 F UNFINISHED BUSINESS - NONE G NEW BUSINESS 4 Transportation Development Act (TDA) - Article 3 Grant Application Local Match RECOMMENDATION 1) Authorize staff to submit Transportation Development Act (TDA) - Article 3 Grant Application, and 2) Authorize staff to utilize $50,000 from Arterial Improvement Impact Fee Fund, as a local match DEPARTMENT COMMUNITY DEVELOPMENT 5 Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino RECOMMENDATION 1) Approve Amendment No 4 exercising a fourth three-year extension, and 2) Authorize the City Manager to execute Amendment No 4 DEPARTMENT CITY MANAGER 6 Citywide Volunteer Program RECOMMENDATION Approve the City of Grand Terrace Volunteer Manual DEPARTMENT CITY MANAGER 7 Professional Services Agreement Between the City of Grand Terrace and Flint Strategies RECOMMENDATION Approve agreement between the City of Grand Terrace and Flint Strategies to provide Public Information Officer Services from April 1, 2015 through September 30, 2015 in the amount of $12,000 DEPARTMENT CITY MANAGER City of Grand Terrace I Page 3 Agenda Grand Terrace City Council March 10, 2015 8 Possible Child Care Relocation RECOMMENDATION Provide Direction to Staff on Preferred Location for Child Care Operation DEPARTMENT CITY MANAGER 9 Governor's Budget Proposal Affecting Redevelopment Agency Dissolution (RN#15 08847) RECOMMENDATION Authorize the Mayor to sign the attached letter (Exhibit A) to oppose to the Governor's Budget Proposal Affecting Redevelopment Dissolution (RN#15 08847) DEPARTMENT CITY MANAGER H CITY MANAGER COMMUNICATIONS CLOSED SESSION - NONE ADJOURN The Next Regular City Council Meeting will be held on Tuesday, March 24, 2015 at 6 00 pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting 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 March 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 March 10, 2015 at 6 00 p m in the City Council Chambers in the City of Grand Terrace, California Clerk City of Grand Terrace Page 4 II CITY OAF GRAND TERRACE AGENDA & ,STAFF REPORTS FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY Tuesday, March 10, 2015 6 00 p.m. Regular Meeting COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 72795 BARTON ROAD GRAND TERRACE, CA 92313 , Darcy McNaboe, Mayor F 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 n 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 t GTYL+17��. Council Chambers A CITY OF GRAND TERRACE CITY COUNCIL AGENDA • MARCH 10, 2015 Regular Meeting Grand Terrace Civic Center • 22795 Barton Road 600PM The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www citvofgrandterrace orq <http //www cityofgrand terrace 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,'-" � Present3°w4s<� Absent "ps .Late Arrived . Mayor Darcy McNaboe ❑ ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ ❑ ❑ Council Member Bill Hussey ❑ ❑ ❑ SPECIAL PRESENTATIONS Presentation on the 2014 Crime Statistics and Traffic Update by San Bernardino County Sheriff's Department Lt Robert O'Brine Presentation of the New City of Grand Terrace Website by Public Information Officer Kendall Flint City of Grand Terrace Page 1 Agenda Grand Terrace City Council March 10, 2015 F UNFINISHED BUSINESS - NONE G NEW BUSINESS 4 Transportation Development Act (TDA) - Article 3 Grant Application Local Match RECOMMENDATION 1) Authorize staff to submit Transportation Development Act (TDA) - Article 3 Grant Application, and 2) Authorize staff to utilize $50,000 from Arterial Improvement Impact Fee Fund, as a local match DEPARTMENT COMMUNITY DEVELOPMENT 5 Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino RECOMMENDATION 1) Approve Amendment No 4 exercising a fourth three-year extension, and 2) Authorize the City Manager to execute Amendment No 4 a DEPARTMENT CITY MANAGER 6 Citywide Volunteer Program RECOMMENDATION Approve the City of Grand Terrace Volunteer Manual DEPARTMENT CITY MANAGER 7 Professional Services Agreement Between the City of Grand Terrace and Flint r Strategies RECOMMENDATION Approve agreement between the City of Grand Terrace and Flint Strategies to provide Public Information Officer Services from April 1, 2015 through September 30, 2015 in the amount of $12,000 DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 a CITY OF GRAND TERRACE i CITY COUNCIL - MINUTES • FEBRUARY 24, 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 Pro Tern Robles ROLL CALL Attendee Name Darcy McNaboe Mayor Status _ Present � Arrived Sylvia Robles Mayor Pro Tem 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 Steve Lassiter Battalion Chief Present Robert O'Brme Lieutenant Present A SPECIAL PRESENTATIONS Presentation on the 2014 Crime Statistics and a Traffic Update This item was rescheduled to the March 10, 2015 City Council Meeting B CONSENT CALENDAR Mayor McNaboe stated that she would abstain from voting on item number 3 City of Grand Terrace Page 1 Minutes C PUBLIC COMMENT Grand Terrace City Council February 24, 2015 Herman Hilkey, Grand Terrace resident, stated his concerns with the County of San Bernardino's fire abatement citation process Marva X, Honor Flight Inland Empire Application/Fundraising Coordinator, introduced herself and the Honor Flight/Inland Empire Organization to the City Council She would like to start a military banner service for the City of Grand Terrace D CITY COUNCIL COMMUNICATIONS Council Member Bill Hussey c c Council Member Hussey thanked the people in the audience for attending the meeting cc He also thanked staff and the Chamber for their work He reported that he attended the = Pet Clinic which was a well run event Council Member Hussey visited Get Loaded a N new business in town He also reported that there was a fundraiser held at Miguel Jr's `o and announced the all you can eat pancake breakfast fundraiser at the same location 0 on March 7, 2015 He congratulated his son on his engagement which was televised on a KTLA o Council Member Doug Wilson Council Member Wilson reported that he attended ,the Chamber luncheon on the State of State given by Mayor McNaboe He also reported that the 10 illegal signs that were placed on Saturday had been removed Council Member Wilson stated that he would attend the Inland Empire legislative meeting on February 26, 2015 Council Member Jackie Mitchell d Council Member Mitchell reported that she attended the Grand Terrace Women's Club c lunch meeting She requested a staff update on potential skate park at Azure Hills Church She also requested that staff provide the proper protocol for door to door sales y Council Member Mitchell thanked the people in the audience for attending the meeting a N G1 r+ Mayor Pro Tern Sylvia Robles c Mayor Pro Tern Robles stated that she did not have anything to report at this time Mayor Darcy McNaboe Mayor McNaboe announced the results of the water conservation insert provided on the December billing and commended the residents on their water conservation She challenged the City and residents to continue to conserve water Mayor McNaboe attended the SANBAG meeting and provided an update on the items discussed She stated that the seniors at the Senior Center were concerned that the County wanted to City of Grand Terrace Page 3 Packet Pg y 7 ' 2` - ^4 1y Minutes Grand Terrace City Council February 24, 2015 2) PRIORITIZE FUNDING ALLOCATIONS AS FOLLOWS CITY OF GRAND TERRACE, CODE ENFORCEMENT $21,114, SAN BERNARDINO COUNTY LIBRARY, GRAND TERRACE BRANCH $9,114, FAMILY SERVICES ASSOCIATION $9,114, AND THE REC CENTER $9,114, AND AUTHORIZE STAFF TO SUBMIT THE CITY'S COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING RECOMMENDATION TO THE COUNTY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AGENCY RESULT, APPROVED [UNANIMOUS] ; y MOVER Doug Wilson; Council Member _ `SECONDER Bill Hussey, Council -Member AYES 'McNaboe, Robles, Mitchell; Wilson, Hussey F UNFINISHED BUSINESS - NONE H CITY MANAGER COMMUNICATIONS Interim City Manager Jacobs reported a flood at the Emergency Operation Center building on Monday The Building was tested for asbestos and mold and no asbestos was found She contacted the President of the Little League to discuss and work on the improvements they want to make to Pico Park Interim City Manager Jacobs was working with PastoCMcRae on the installation of -skate park on their property She further reported that the County of Bernardino- was currently doing their weed abatement enforcement and that she would contact them on their citation process She further reported that KB Homes had been notified about their signs and that they would be fined for violations She announced the Healthy GT event at Azure Hills Church on Thursday, February 26, 2015 at 6 00 p m , the City would be hosting a table to provide a survey on a potential bike trail in the City RECESS TO CLOSED SESSION Mayor McNaboe recessed the City Council at 7 05 p m to consider the following item CLOSED SESSION 7 Conference with Real Property Negotiators Property Fire Station Location 22582 City Center Court (APN City negotiators Carol Jacobs Negotiating party County of San Bernardino Under negotiation Price and Terms of Payment City of Grand Terrace 1178-011-12-0000) Page 5 Packet ?g 9 U 2 MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT March 10, 2015 Council Item Monthly Financial Report for January 2015 Cynthia Fortune, Finance Director Receive and file the Monthly Financial Report for the period ending January 31, 2015 2030 VISION STATEMENT This staff report supports City Council the continuous monitoring of revenue approved budget appropriations P-iTOI6 11ae1TP 101 Goal #1, "Ensure Our Fiscal Viability," through receipts and expenditure disbursements against 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 January 31, 2015 The purpose of the MFR is to identify actual revenues received, and expenditures incurred, for the current fiscal year and compare them to the Adopted Budget and fiscal year-to-date (YTD) expected amounts The MFR encompasses the City's two major funds General Fund and Child Care Fund DISCUSSION The Fiscal Year (FY) 2014-15 Adopted Budget amounts are presented in the attached MFR for reference purposes Any adjustments to the Adopted Budget that may occur during the fiscal year will also be reflected in the report The "expected" revenues reflect a multi -year analysis of revenue receipts that have, historically, been received as of this month in the fiscal year The resulting positive or negative variances shown in the MFR are in comparison to these "expected" receipts The timing of expenditures is more evenly distributed during the fiscal year than revenue receipts, however, it is not entirely straight-line in nature For example, some months have three pay periods rather than two Also, debt service payments are only made twice a year Additionally, certain expenditure postings, such as the cost allocation plan, are made quarterly rather than monthly All of these factors are reflected in the YTD "expected" expenditures shown in the MFR As part of the MFR, staff will include explanations of significant variances between YTD actual revenues and expenditures, and those that are "expected" at that point in the r i PacketgPg.11 " CHILD CARE FUND The Child Care Fund's revenue receipts of $588,670 are slightly above the expected level of $586,183 Although the 3-year history of monthly receipts vanes 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 $621,952 reflect a savings of $27,677 relative to the expected level of $649,628 ATTACHMENTS • Monthly Financial Report Jan2015 pdf APPROVALS (PDF) Cynthia Fortune Completed 03/03/2015 9 12 PM Finance Completed 03/03/2015 9 12 PM City Attorney Completed 03/04/2015 2 22 PM City Manager Completed 03/04/2015 3 01 PM City Council Pending 03/10/2015 6 00 PM 4 City of Grand Terrace Monthly Financial Report For the Period Ending January 31, 2015 �w- Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) fir, i GENERAL FUND REVENUE A 3 f Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report For the Period Ending January 31, 2014 Positive January January Ne ative January YTD YTD YTD Variance Approved Expected % January YTD % from Revenue Budget Receipts Expected Actuals Actua►s YTD Expected Property Tax 1,414,000 71'3,260 504% 726,126 514% 12,866 Residual Receipts - RPTTF 306,370 306,370 100 0% 532,256 173 7% 225,886 ' Franchise Fees 480,000 133,800 279% 132,866 277% (934) Licenses, Fees & Permits 276,200 163,628 59 2% 123,274 44 6% (40,354) z Sales Tax 1,047,000 391,420 374% 326,289 312% (65,131) 3 Intergovernmental Revenue/Grants 35,000 5,000 14 3% 5,212 14 9% 212 Charges for Services 81,200 36,300 44 7% 44,947 55 4% 8,647 Fines & Forfeitures 25,000 17,500 70 0% 24,762 99 0% 7,262 Miscellaneous 5,000 2,500 500% 8,857 1771% 6,357 Use of Money & Property 25,000 11,000 44 0% 12,478 49 9% 1,478 Transfers In 0 0 0 0 Residual Receipts - Sr Housing 0 0 0 0 Waste Water Receipts 700,000 400,000 57 1% 400,000 57 1% 0 4,394,770 2,180,778 49.6% 2,337,067 53.2% 156,289 RPTTF and pass -through receipts were higher than expected due to increase in assessed property values of 6% vs the budgeted 3% increase and increase in property tax collections for the period 2 Through the coordination of the business licensing program with MuniSerwces the City extended the business license renewal date from January 31st to March 1st Business license revenues will be received in February2015 3 Sales Tax receipts have decreased manly due to Essco Wholesale Electric being bought by One Source Distributors One Source has since moved their wholesale division to San Diego to r, �s t tC w r �g d- Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) 9 T 450,000 400,000 350000 300000 250000 200000 150000 100000 50,000 REVENUE - Sales Tax JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUG --s-FY2014 15 -4*-FY2013 14 -*-FY2012 13 -6-FY2011 12 Annual Sales Tax Tax Revenues FY2014-15 (as of month end) $326,289 FY2013-14 $958,649 FY2012-13 $971,549 FY2011-12 $963439 Attachment Monthly Financial Report Jan201 5 pdf (1661 Monthly Financial Report for January 2015) REVENUE - Franchise Fees 180 000 160,000 140000 } 120 000 3 L � 100 000 _ i 80 000 a Y � I 60 000 r 40 000 r c ia� e ' U• .., isz�u. �• 'S? x.'�kc. � -.„a:`- � . T :�• ^'3c" ,.n' .. "'. � �i�.>T Y� ti f n.. MlF 'n �= .%s ":'" , .'.a ".x�,.s i:i F:'s .: ..: r... , f , f .a xa',�yG 20000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN --#-FY201415-0-FY201314-k-FY201213 4FY201112 Annual Franchise Fees FY2014-15 (as of month end) $132,866 FY2013-14 $477 395 FY2012-13 $478 269 FY2011-12 $478 011 Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) GENERAL FUND EXPENDITURE TI7-4' .:VCTflATkA Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) h COMMUNITY DEVELOPMENT I Building & Safety ii Public Works iii Rental Inspection Program iv Enforcement Program v Facilities Maintenance vi Community Development vii Parks Maintenance viii Storm Drain Maintenance ix National Pollutant Discharge x Planning Commission Elimination System (NPDES) Attachment Monthly Financial Report Jan2016 pdf (1661 Monthly Financial Report for January 2016) EXPENDITURE - General Government 140,000 120 000 100 000 80,000 60 000 40,000 or 20 000 (20 000) (40,000) �FY201415 fFY201314 �FY201213 -FFY201112 -.-., ,... -a � ) , .�- .., -^k^ + �-^t, rr�...,.._-.....�,.....::-.�--=.-.,-.,-..,.....,,..d--r.w.,Fr A-r-�»�..,=-c,.�-�w,-.•.G--=""'..-=.M...,.-�_-...._..-,•: •...--^--,. t t t a r > � i ) .N t � * VIt + JUL AUG SEP OCT NOV DEC`" JAN FEB MAR APR -MAY 1� N JUN General Government Departments City Council City Manager, City Clerk and City Attorney FY2014-15 (as of month end) $306,310 FY2013-14 $689,463 FY2012-13 $514,314 FY2011-12 $537 061 T Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) EXPENDITURE - Finance 80,000 ° ' o°�„��'4 � v +x-. af.�..,.,,+,«..e-.,..�'.�, ......:«,.......,�. i w ... ate.-,.��.,. ....r a ...n«-..W---'•� r � rc � , 70 000 pw 60000 ' 50 000 s a � �Y .. 40 000 a � 30 000 FZVIs 20 000 r y J t a a f � f 10 000 � a C ` JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —0--FY201415 tFY201314 tFY201213—a—FY201112 Finance Department FY2014-15 (as of month end) $280 125 FY2013-14 $369 432 FY2012-13 $346,409 FY2011-12 $256 223 w, d Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) GENERAL FUND EXPENDITURE BY CATEGORY Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) EXPENDITURE - Salaries ' 120 000 100 000 AL 80,000 60 000 40 000 20 000 (20 000) -FY2014 15 tFY2013 14 �FY2012 13 tFY2011 12 W 5 F i a "Ap t t r — / F r S 5 4 3 JUL AUG 5EP JAN FEB MAR APR MAY Salaries FY2014-15 (as of month end) $350,832 FY2013-14 $697,536 FY2012-13 $659,163 FY2011-12 $791,344 L� Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) '� EXPENDITURE - Professional/Contractual Services 600,000 a i 500 000 p F 3 F 400 000 1 t� t 300,000 e i c� 2 200 000 k F r 100 000 1 1 7� JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN —:—FY201415—o—FY201314—:—FY201213—12—FY201112 Professional/Contractual Services FY2014-15 (as of month end) $1,503,646 FY2013-14 $2,438,743 FY2012-13 $2,336,411 FY2011-12 $2,213,146 FwW raw Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) ' CHILD CARE FUND REVENUE AND; EXPENDITURE w�� Attachment Monthly Financial Report Jan2015 pdf (1661 Monthly Financial Report for January 2015) 180000 160000 140000 120000 100000 80000 60000 40000 20000 REVENUES .. . ........ . . .... . .. . .... .... ... . . ..... - JUL AUG SEP OCT NOV DEC JAN FEB -0-2014 15 -6-2013 14 -0-2012 13 -0-201112 Child Care Revenues FY2014-15 (as of month end) 588,670 FY2013-14 1,093,094 FY2012-13 1,109,956 FY2011-12 878,700 MAR APR MAY JUN Attachment Monthly Financial Report Jan201 5 pdf (1661 Monthly Financial Report for January 2015) I MEETING DATE TITLE PRESENTED BY AGENDA REPORT March 10, 2015 Council Item Transportation Development Act (TDA) - Article 3 Grant Application Local Match Sandra Molina, Community Development Director RECOMMENDATION 1) Authorize staff to submit Transportation Development Act (TDA) - Article 3 Grant Application, and 2) Authorize staff to utilize $50,000 from Arterial Improvement Impact Fee Fund, as a local match 2030 VISION STATEMENT This staff report supports Goal #2 "Maintain Public Safety" by investing in improvements to public infrastructure, and Goal #4 "Develop and Implement Successful Partnerships" by working with local, regional and state agencies to secure funding for projects BACKGROUND In November 1980, the Metropolitan Transportation Commission (MTC) passed the Transportation Development Act (TDA) The TDA -Article 3 grant program was formed under the Public Utilities Code Section 99200, the purpose of which is to fund projects for the benefit of pedestrians and bicyclists in the State Each year MTC notifies agencies of available TDA Article 3 grant funds and issues a call for projects Eligible projects may include providing sidewalk for pedestrian safety All cities and counties in each of the MTC regions are eligible to claim funds under the TDA - Article 3 DISCUSSION The City is seeking TDA-Article 3 grant to provide missing sidewalks and other pedestrian safety improvements along Michigan Street from Barton Road to Main Street The minimum grant amount is $250,000, which is the amount that the City will request This grant requires a 20% ($50,000) local match Chapter 4 104 Traffic Signal Improvement Fee and Circulation Improvement Fee of the Grand Terrace Municipal Code identifies Michigan Street between Barton Road and De Berry Street to be developed as arterial improvement using development impact fees Therefore, the use of arterial improvement fees for the $50,000 local match is consistent with the intent of the fund Further, the TDA-Article 3 grant is in anticipation of and has been structured for the new Active Transportation Program (ATP) grant program The ATP was created in 2013 to encourage increased use of active modes of transportation, such as biking and walking, especially among children and residents of disadvantaged communities The ATP Grant could be used to fund both infrastructure and educational programs that can facilitate the building sidewalks and bike lanes, creating Safe Routes to Schools, and Packet�o '42 San Bernardino Associated Governments 1170 W 3rd Street, 2nd FI, San Bernardino, CA 92410 Phone (909) 884-8276 Fax (909) 885-4407 Web www sanbag ca gov TRANSPORTATION *San Bernardino County Transportation Comtmssion -San Bernardino County Transportation Authority 2 •San Bernardino County Congestion Management Agency *Service Authority for Freeway Emergencies 0 c. a February 12, 2015 a r � c �a SANBAG Transportation Development Act Article 3 Phase 1 Call for Projects a For Active Transportation Program Local Match Assistance o hig Project Name GraneTerra e M n�Street Safe route to school Applicant (Agency name) (Gtyof Grand Terrace Caroljacobs InteY�m� City Mana ( Applicant Contact (Name, title, email, phone # the City of�`Gra'ndATerrace � of individual authorizing application`);; (909)824�-6621�x 240 Partner Name(s) (if applicable) No-ne Project Fundin ATP funds to be requested in Cycle 2 -(80% of $1;000000 total project cost)4 Requestednatchmg,unds frorrlrTDA',Article �3 total 0 $200 000 (16% of project cost) 20% Local Match (4% of"total project cost — the those funds) $50,000 from Development Impact Fee please also identify source of Total project furkds\t $1,250,000 \\N k. Project Type` Bicycle ❑ Bicycle/Pedestrian (Bicycle projects must be consistent with San Bernardino County NMTP) Safe Routes to School Pedestrian ❑ Recreational Trail R 2 Packet P.g 44 I w 4 Describe the community based public participation process that culminated in the project proposal Community based public participation has been acquired through conducting of a public survey on POE bFlu aThe Project received significant community support 5 Describe the health issues in the project area and how the project will address each of them Provide local health data and sources, and collaborative efforts with health agencies where possible Demographic data for the area eveals about Xf=ents comprising percen of school attendees from Grand Terrace High School nd1XXXIsnicle'ritsitc5mprising xx percent of school attendees from o Grand Terrace Elementary School are overweight and need to be engaged in more physical activities This project will help to achieve this goal by providing proper walk/cycling infrastructure to the residents Currently according to the survey result, many parents would like their children to use non - motorized methods to commute back and forth to school, but due to the lack of safety measures they c are reluctant to allow their children to do so The survey indicates XX many residents like to have -� sidewalks and crosswalks across Michigan Street Contents No table of contents entries found c 4 PaakeiOd' 46 MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT March 10, 2015 Council Item Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino Carol Jacobs, Interim City Manager 1) Approve Amendment No 4 exercising a fourth three- year extension, and 2) Authorize the City Manager to execute Amendment No 4 2030 VISION STATEMENT This staff report supports Goal #4, Develop and Implement Successful Partnerships - Work Collaboratively with Community Groups, Private and Public Sector Agencies to Facilitate the Delivery of Services Benefiting Youth, Seniors and Our Community BACKGROUND The County of San Bernardino has operated the City's Public Library at the Civic Center since its opening in 1985, and the Lease Agreement has been continually renewed and extended The current Lease was approved in 2004 for a five-year period with three, two-year extension options The first three year options have been exercised, and the current extension is set to expire on May 31, 2015 DISCUSSION The County is requesting to exercise the fourth three-year option, which would allow the Lease to be extended to May 31, 2018 Amendment No 4 to the Lease Agreement is attached Page 2, Paragraph 4 of the Amendment lists the monthly rent for the three-year extension as shown below These rent amounts reflect a 2% annual increase June 1, 2015 through May 31, 2016 $1,680 00 ($ 48 per square foot) June 1, 2016 through May 31, 2017 $1,715 00 ($ 49 per square foot) June 1, 2017 through May 31, 2018 $1,750 00 ($ 50 per square foot) FISCAL IMPACT The estimated annual rental revenue to the City in Fiscal Year 2015-16 is $20,160, l� Fiscal Year 2016-17 is $20,580 and Fiscal Year 2017-18 is $21,000 c Packet"P9 48 County of San Bernardino FAS New FAS Vendor Code Change CITYOFG135 Cancel ePro Vendor Number my Department Real Estate Services my Department Contract Representati Terry W Thompson, Director STANDARD CONTRACT If not encumbered or revenue contr Commodity Code Cone 96164 FOURTH AMENDMENT Fund Dept Organizatlok AAA I RNT I RNT Fund' I Dept Organization Project Name GRAND TERRACE - LIBRARY 22795 Barton Rd A-4 FOR COUNTY USE ONLY oept SCRNT A 6/1/2015 RNT RNT ORIGINAL Contract Number 04-427 A-4 (909)387-5252 J $250,248 00 'ontract Type Unencumbered El Other e reason Contract End Date Original Amount Amendment Amount 5/3112018 $188,508 $61,740 Appr ODi/Rev Source GRC/PR0J/J08 No Amount " 200 2905 _ 60001937 $ Appr Obj/Rev Source GRC/PROJ/JOB No Amount Appr Obi/Rev Source GRC/PROD/JOB No Amount' i. $ Estimated Payment Total by Fiscal Year - FY Amount 1/D 4 FY Amount I/D t THIS CONTRACT is entered into in the State of California by and between the County of Sari Bernardino, hereinafter called the County, and Name City of Grand Terrace hereinafter called LANDLORD Address,-; I I - 22795 Barton Road Grand Terrace, CA 92313-5295 Telephone 'Federal ID No. or Social Security No,, (909) 430-2230 ; MIS HEREBY AGREED AS FOLLOWS WHEREAS, the COUNTY and LANDLORD have previously entered into a Lease Agreement; Contract No. 04-427, wherein LANDLORD agreed to lease certain property to the COUNTY, and, WHEREAS, COUNTY and LANDLORD now desire to amend Lease Agreement, Contract No 04-427, to modify the rent rate, extend the term of the lease until May 31, 2618 (the "Initial Extended Term") and update the language in the16ght to Terminate Lease paragraph NOW, THEREFORE, in consideration of mutual covenants and conditions, the parties hereto agree the Lease Agreement, Contract No 04-427, is amended as follows c� Q f - Auditor Con&oflerll'reasurerTax Collector Use Onl ❑ Contract Database ❑ FAS ' Input Date Keyed By Page 1 of 3 "Packet;0 °,50= 4 All other provisions and terms of Lease Agreement, Contract No 04-427, shall remain the same and are hereby incorporated by reference END OF FOURTH AMENDMENT COUNTY OF SAN BERNARDINO James Ramos, Chairman, Board of Supervisors Dated SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD , Laura H Welch Clerk of the Board of Supervisors of the County of San Bernardino By Deputy CITY OF GRAND TERRACE By ► (Authorized signature-- sign in blue Ink) w Name Carol Jacobs Title Interim City Manager Dated Address 22795 Barton Road Grand Terrace, CA 92313 Approved as to Legal Form Reviewed by Contract Compliance Presented to SOS for Signature ► 5% ► ► Robert F Memlliger,1T eputy County Coun-7- Terry W Thompson Director Real Estate Services Dept Date _ `. ; 'ti,(� i Date Date Revised 118/13 Page 3 of 3 MEETING DATE March 10, 2015 TITLE Citywide Volunteer Program PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION Approve the City of Grand Terrace Volunteer Manual 2030 VISION STATEMENT This staff report supports Goal #1, Ensuring Fiscal Viability through Creative Means to Provide Services BACKGROUND Over the last several fiscal years, the City of Grand Terrace has reduced the number of staff available to provide services to the community as well as provide internal support to various City departments In some cases a reduction in staffing equated to a reduction in services, in other cases the workload does not diminish and tasks take longer to accomplish In these difficult financial times, staff is looking for creative ways to provide services to the community and to handle the administrative work of the organization to insure compliance with all applicable rules and regulations Staff has identified a number of initiatives and on -going projects in which members of the community could assist staff Some of these are one-time projects and others may go on for a number of years There are also a variety of people living in Grand Terrace with skill sets that could be a tremendous asset to the City To provide the community with volunteer opportunities, the City contacted the California Joint Powers Insurance Authority (CJPIA) regarding liability issues relating to volunteers working within City Hall and on City property CJPIA has produced a Volunteer Manual which provides a formal process for volunteering with the City (Attachment 1) Staff has reviewed the Manual and tailored it to fit the needs of Grand Terrace Should City Council approve the Volunteer Manual and program, staff will begin a process for recruiting volunteers and the need arises FISCAL IMPACT There will be limited staff time involved to recruit, train and supervise volunteers The -tu Packet 10" City of Grand Terrace Volunteer Manual F March 10, 2015 City of Grand Terrace Volunteer Manual Dear prospective volunteer We are grateful for your interest in volunteering You and the many other volunteers at work on our various City programs and projects have the power to improve the quality of life in our community Attached is an application for the City of Grand Terrace volunteer program and a general interest form We ask you to complete these so that we can make every effort to offer assignments that meet your interest and needs Additionally, you will have an opportunity to review the job description for any assignment and interview with the supervisor and Volunteer Services Coordinator before you commit your time and energy We also want to make you aware that we have established program policies and procedures that protect volunteers, citizens and the City of Grand Terrace Depending upon the type of assignment you undertake, the procedures may include fingerprinting and background checks, TB testing, DMV record review and liability waivers, among others We will make you aware of any such requirements at the time of your initial interview Again, thank you for your willingness to work toward improving our community We look forward to welcoming you to the volunteer program Sincerely, Coordinator of Volunteer Services Rev 2/15 Volunteer Manual Section A E L =Backe .Pg °57�; F 6' a Other Applicable Experience Certification or Licenses Held Hours Available Sunday Monday Tuesday Wednesday Thursday Friday Saturday Do you have any limitations related to health or physical ability? If so, please explain Applicant Signature Date Completion of the Remainder of this Form is Optional Volunteers are recruited and selected on their interests, skills, knowledge and abilities A diverse corps of volunteers is both necessary and desirable The program office uses the following demographic information to meet diversity goals Please Check One Black (Not Hispanic) White (Not Hispanic) Hispanic American Indian or Alaskan Native Asian or Pacific Islander Please Check One 18-25 26-35 36-45 46-55 56-65 Over 65 ,r \'_' Rev 2/15 Page 2 of 2 Volunteer Manual Section B zo Packet F 59 Ltha:',aC` , '� _ j Assignments Preferred Previous Volunteer Experience Other Applicable Experience Hours Available Sunday Monday Tuesday Wednesday Thursday Fnday Saturday Do you have any limitations related to health or physical ability? If so, please explain Applicant Signature Parent or Guardian Signature Date Date Completion of the Remainder of this Form is Optional Volunteers are recruited and selected on their interests, skills, knowledge and abilities A diverse corps of volunteers is both necessary and desirable The program office uses the following demographic information to meet diversity goals Please Check One Black (Not Hispanic) White (Not Hispanic) Hispanic American Indian or Alaskan Native Asian or Pacific Islander y Rev 2/15 Page 2 of 2 Volunteer Manual Section C E r ' Note Use this form If your agency has adopted a resolution providing workers' compensation to volunteers VOLUNTEER PROGRAM ACKNOWLEDGEMENT OF WORKERS' COMPENSATION I hereby acknowledge that as a volunteer for the City of Grand Terrace in the capacity of , 1 am not an employee of the City of Grand Terrace, but that I am covered under the City's workers' compensation plan since the City of Grand Terrace has adopted a resolution extending workers' compensation coverage to certain volunteers in specified categories pursuant to Labor Code Section 3363 5 As a volunteer who is covered under the City's workers' compensation plan, I expressly agree and acknowledge that workers' compensation is my exclusive remedy for any injury suffered while performing said volunteer duties, and that 1 cannot and will not seek to bring any other claim or actions of any type whatsoever against the City of Grand Terrace, its employees, officers, agencies, other volunteers and officials Date Signature Print Name Parent or Guardian Signature (if minor) Witness l , "I Rev 2/15 Volunteer Manual Section E t 1` (through negligence or carelessness) might otherwise be liable to me (or my heirs, assigns, agents or other representatives) for damages No promise, inducement, or agreement has been made to me to induce me to release the City of Grand Terrace from liability for any personal injury and/or property damage incurred by me as a result of my voluntary services, nor has any promise, inducement, or agreement been made to me in return for the express waiver of rights referred to above Declaration of Witness E The above individual, in my presence, acknowledged that he/she had read and fully understood the meaning and consequences of the Waiver and Release of All Claims, and he/she signed it in my presence Date Signature Print Name Parent or Guardian Signature (if minor) Z' Witness Rev 2/15 Page 2 of 2 Volunteer Manual Section F b' 1•ev �� � IV BECOMING A VOLUNTEER We are pleased that you have expressed interest in becoming a volunteer with the City of Grand Terrace Others like you have volunteered for many reasons, including learning new skills, meeting new people or making a difference in our community Each volunteer must complete an initial information form and liability waiver form It is important for us to know of any medical conditions which may affect your volunteering If you are a minor, your parents must also sign these forms No one may volunteer unless a completed liability waiver form is on file with the Human Resources Office All volunteers go through a formal screening process and must be accepted by the City as a volunteer The amount of screening will depend upon the type of volunteer opportunity you choose A minimum of two references will be contacted Also, a motor vehicle driving record check and/or a criminal record background check may occur Upon completion of the screening process, you will receive an orientation from the Coordinator of Volunteer Services You will also receive specific training from the staff member to whom you will report V BEING A VOLUNTEER A City Policies There are several City policies that apply to the Section VI for highlighted information policies Complete copies of these policies Resources Office B Insurance volunteers Please refer to regarding these issues and are available in the Human Liability insurance is provided to you as a volunteer for the City As a volunteer, you are covered by the City's general liability policy so long as you are acting within the scope and course of your assigned duties Automobile insurance follows the automobile If you are driving a City vehicle, the City's insurance will be in effect Likewise, if you are driving your own vehicle, even while on City business, your automobile insurance will be applicable on a primary basis per the California Vehicle Code, CVC 17152 We conduct a motor vehicle driving record check for all volunteers who drive as part of their volunteer work, so we ask that you provide proof of insurance and a copy of your driver's license to the Human Resources Office if this applies to you f' Rev 03/15 Page 2 of 9 Volunteer Manual Section G a 2 to 0 a d m w c L PacketYPg}-67'° e� a and have received approval from the Coordinator of Volunteer Services Upon seeking approval, please make sure to provide copies of any certificates or licenses, including any special driving licenses, first aid or CPR certification G Problem Solving If a problem should arise concerning any condition of your volunteering with the City, you should attempt to reconcile the matter with your supervisor All volunteers are encouraged to attempt to settle problems or issues requiring attention within the department to which the volunteer is assigned However, if you feel that a workable agreement or a satisfactory solution to your problem has not been reached from discussion within the department, then notify the Coordinator of Volunteer Services H Other Responsibilities 1 Keep your work commitment 2 Inform your supervisor if you have a planned absence 3 Accept training and participate in other job development activities 4 ; Adhere to all confidential requirements in the course of carrying out duties and responsibilities 5 Never use job knowledge or contacts for personal gain 6 Treat citizens, co-workers and others with respect 7 Be aware of procedures and rules, including safety rules 8 Report all on-the-job accidents and injuries to your supervisor immediately 9 Report any unsafe practices or procedures to your supervisor 10 Cooperate and assist in the investigation of any work accident 11 Follow personal hygiene and grooming habits, as well as manner of dress, that allow you to safely complete volunteer duties 12 Obtain and wear/use any specialized safety clothing or equipment 13 Wear seat belts when driving on City business Rev 03/15 Page 4 of 9 Volunteer Manual Section G E L PacketiPg69- ' z nl. 4- 'a:sfia , ,t E Drugs w - Rev 03/15 Any volunteer, who uses, brings, possesses or is suspected of being under the influence of any form of narcotic, drug, or hallucinogen, except prescribed drugs and under the direction of a physician, is subject to immediate dismissal In addition, any volunteer who transfers, sells, or attempts to sell same on City property or while on City business, at any time, is subject to immediate dismissal F Software Piracy The City complies with all copyright laws for software programs installed and used on City -owned computers Volunteers are expected to adhere to the City's policy, which includes prohibiting the use of unauthorized copies of software on City computers, prohibiting the installation of software on City computers that was not purchased through appropriate City policies, and understanding that all computers, software and computer information is City property Therefore, all who use City computers cannot assume any right to privacy in such use G Volunteers Serving Minors and Elderly Populations The City will exercise appropriate care in the placement of volunteers into positions serving populations that include minors, the elderly or the frail, and individuals with disabilities Depending on the nature of the assignment, volunteers may be required to be fingerprinted and submit to a background check You will be informed if fingerprinting is required for your position A TB Clearance may also be required Volunteers who do not agree to the required screening may be refused an assignment H Harassment All City volunteers have a right to work in an environment free from all forms of discrimination and conduct which can be considered harassing, coercive or disruptive Consistent with the City's respect for the rights and dignity of each employee and volunteer, harassment based on race, color, religion, sex, national origin, age, disability, sexual orientation or any characteristic protected by law, will not be sanctioned or tolerated I Dismissal Volunteers who do not adhere to the rules, policies and regulations of the City, or fail to perform their assignments satisfactorily, are subject to dismissal A volunteer may be dismissed at any time The Agency reserves the right to request that a volunteer leave immediately if circumstances warrant such action Page 6 of 9 Volunteer Manual Section G E LO CO c L d c 0 c m E ,�-. x Packetllo 71 ;v H I believe that I have an obligation to my work, to those who direct it, to my colleagues, to those for whom it is done, and to the public VIII VOLUNTEER RIGHTS Each volunteer in the City is viewed as an important part of the organization's ability to get the job done As a volunteer you are accorded rights as individuals and volunteers Below are some of the rights volunteers may expect during their tenure with the Agency In addition, please refer to Attachment A, the Volunteer Protection Act of 1997 A Volunteers are to be treated with respect and courtesy B Volunteers are to receive proper training for the job to be done C Volunteers are to be informed about any reimbursement policy, e g for the use of private cars, etc D Volunteers are not to be discriminated against because of race, ethnicity, religion, gender, age, handicap, marital status, family, or sexual orientation E Volunteers will receive information on issues regarding legal protection, liability -and other concerns Y F Volunteers will be recognized for their efforts in providing program services G Volunteers will be treated as co-workers H Volunteers will know as much about the organization as possible I Volunteers will be evaluated and receive recognition 0 Rev 03/15 Page 8 of 9 Volunteer Manual Section G E I IL If �60c t� VOLUNTEER PROGRAM VOLUNTEER SERVICE STATEMENT In performing the service specified in my volunteer job description, I acknowledge • 1 have attended the City's volunteer orientation program and have been given a copy of the Volunteer Manual, which includes a volunteer handbook, my job description, policies and procedures and safety information, • 1 have acquainted myself with what is required to perform my tasks, and represent that I have the skill and ability to perform them and know of no reason, medical or otherwise, which would prevent me from performing the tasks required, • 1 will adhere to the safety training provided by the supervisor and assume full responsibility for my own safety, o • I will perform my volunteer service in compliance with the standards and a specifications established for my position d c 0 Volunteer's Signature f Date '� Rev 2/,15 Volunteer Manual Section I VOLUNTEER PROGRAM PERFORMANCE REVIEW Name Date Assignment How may hours has the volunteer worked in this assignment? Check the level which best describes the volunteer's performance Excellent Good Dependability Ability to Perform Duties Quality of Work Initiative Attitude Towards Job Attitude Towards Others Overall Suitability for the Job Comments Prepared by Volunteer's Signature Rev 2/15 Fair Poor L 0 L a L d d r _ 0 Ln Z _ cc L d r 0 _ d E v cc a Date Date Volunteer Manual Section K Packet,Pg >7s7' Name Assignment Month VOLUNTEER PROGRAM TIME SHEET Supervisor Department Enter the total number of volunteer hours worked for each day Total all hours worked in each week, and enter it in the "Total" column Mon Tues Wed Thurs Fri Sat Sun Total Week 1 Week 2 Week 3 Week 4 Week 5 Volunteer Signature Date Supervisor Signature Date Rev 2/15 Volunteer Manual Section M E L PacfietEPg' 79 f `} 1 What will the volunteer be doing? Please be as clear as possible and list the activities NOTE You may attach your own job description for Question 1, however, Questions 2 through 12 must be completed on this form [Sample job descriptions are available through the Human Resources Office 2 What are the minimal qualifications/skills needed for the volunteer position? 3 What orientation and training will the volunteer receive? 4 Will the volunteer supervise anyone else? Yes No If yes, please explain 5 Number Requested Weekday _ Mornings _ Afternoons Evenings Schedule details Minimum Hours Saturday _ Mornings _ Afternoons Evenings Per (period) Sunday Mornings _ Afternoons _ Evenings 6 Is this position appropriate for individuals who have been assigned community service through the Department of Corrections for low-level offenders? Yes No a ., ,,1 Rev 2/15 Page 2 of 3 Volunteer Manual Section N E 0 VOLUNTEER PROGRAM RISK MANAGEMENT CHECKLIST Volunteer Name Anticipated Dates of Volunteer Service [ ] Volunteer Application Completed [Date ] [ ] Volunteer Agreement Signed [Date ] [ ] Volunteer Acknowledgment of Worker's Compensation Signed [Date ] [ ] Volunteer Waiver and Release Signed [Date ] [ ] Volunteer Service Statement Signed [Date ] [ ] Volunteer Manual Provided to Volunteer [Date ] [ ] License Verification Obtained [Date ] [ ] Certification Verification Obtained (copy attached) [Date ] 9 [ ] Health/Physical Issues Addressed and Reviewed (medical notes/records attached, if necessary) [Date ] Rev 2/15 Volunteer Manual Section 0 9 al (5) Services and goods provided by volunteers and nonprofit organizations would often otherwise be provided by private entities that operate in interstate commerce, (6) Due to high liability costs and unwarranted litigation costs, volunteers and nonprofit organizations face higher costs in purchasing insurance, through interstate insurance markets, to cover their activities, and (7) Clarifying and limiting the liability risk assumed by volunteers is an appropriate subject for Federal legislation because (A) Of the national scope of the problems created by the legitimate fears of volunteers about frivolous, arbitrary, or capricious lawsuits, (B) The citizens of the United States depend on, and the Federal Government expends funds on, and provides tax exemptions and other consideration to, numerous social c programs that depend on the services of volunteers, a` m (C) It is in the interest of the Federal Government to encourage the continued operation of volunteer service organizations and contributions of volunteers because the Federal c Government lacks the capacity to carry out all of the services provided by such > organizations and volunteers, and (D)(i) Liability reform -for volunteers, will promote the free flow of goods and services, lessen burdens on interstate commerce and uphold constitutionally protected duecc = process rights, and (ii) therefore, liability reform is an appropriate use of the powers contained in article 1, section 8, clause 3 of the United States Constitution, and the fourteenth amendment to the United States Constitution 0 (b) Purpose The purpose of this Act is to promote the interests of social service > program beneficiaries and taxpayers and to sustain the availability of programs, d nonprofit organizations, and governmental entities that depend on volunteer .c contributions by reforming the laws to provide certain protections from liability abuses related to volunteers serving nonprofit organizations and governmental entities a Section 3 Preemption And Election of State Non -applicability (a) Preemption This Act preempts the laws of any State to the extent that such laws are inconsistent with this Act, except that this Act shall not preempt any State law that provides additional protection from liability relating to volunteers or to any category of volunteers in the performance of services for a nonprofit organization or governmental entity (b) Election Of State Regarding Non -applicability This Act shall not apply to any civil action in a State court against a volunteer in which all parties are citizens of the State if Rev 2/15 Page 2 of 6 Volunteer Manual Attachment A Packet';Ry$ 85 , � f (d) Exceptions To Volunteer Liability Protection If the laws of a State limit volunteer liability subject to one or more of the following conditions, such conditions shall not be construed as inconsistent with this section (1) A State law that requires a nonprofit organization or governmental entity to adhere to risk management procedures, including mandatory training of volunteers (2) A State law that makes the organization or entity liable for the acts or omissions of its volunteers to the same extent as an employer is liable for the acts or omissions of its employees (3) A State law that makes a limitation of liability inapplicable if the civil action was brought by an officer of a State or local government pursuant to State or local law (4) A State law that makes a limitation of liability applicable only if the nonprofit E organization or governmental entity provides a financially secure source of recovery for c individuals who suffer harm as a result of actions taken by a volunteer on behalf of the a` organization or entity A financially secure source of recovery may be an insurance d policy within specified limits, comparable coverage from a risk' pooling mechanism, equivalent assets, or alternative arrangements that satisfy the State that the c organization or entity will be able to pay for losses up to a specified amount > In Separate standards for different types of liability exposure may be specified (e) Limitation On Punitive Damages Based On The Actions Of Volunteers = (1) General Rule Punitive damages may not be awarded against a volunteer in an d action brought for harm based on the action of a volunteer acting within the scope of the volunteer's responsibilities to a nonprofit organization or governmental entity unless the c claimant establishes by clear and convincing evidence that the harm was proximately > caused by an action of such volunteer which constitutes willful or criminal misconduct, or a conscious, flagrant indifference to the rights or safety of the individual harmed E R (2) Construction Paragraph (1) does not create a cause of action for punitive damages a and does not preempt or supersede any Federal or State law to the extent that such law would further limit the award of punitive damages (f) Exceptions To Limitations On Liability (1) In General The limitations on the liability of a volunteer under this Act shall not apply to any misconduct that (A) Constitutes a crime of violence (as that term is defined in section 16 of title 18, United States Code) or act of international terrorism (as that term is defined in section 2331 of title 18) for which the defendant has been convicted in any court, Rev 2/15 Page 4 of 6 Volunteer Manual Attachment A Packet'Pg�87 _.,s,a6at (2) Harm The term 'harm' includes physical, nonphysical, economic, and non- economic losses (3) Non -economic Losses The term 'non -economic losses' means losses for physical and emotional pain, suffering, inconvenience, physical impairment, mental anguish, disfigurement, loss of enjoyment of life, loss of society and companionship, loss of consortium (other than loss of domestic service), hedonic damages, injury to reputation and all other non -pecuniary losses of any kind or nature (4) Nonprofit Organization The term 'nonprofit organization' means (A) Any organization which is described in section 501(c)(3) of the Internal Revenue Code of 1986 and exempt from tax under section 501(a) of such Code and which does not practice any action which constitutes a hate crime referred to in subsection (b)(1) of _ the first section of the Hate Crime Statistics Act (28 U S C 534 note), or E w L tM (B) Any not -for -profit organization which is organized and conducted for public benefit a and operated primarily for charitable, civic, educational, religious, welfare, or health purposes and which does not practice any action which constitutes a hate crime = referred to in subsection (b)(1) of the first section of the Hate Crime Statistics Act (28 c U S C 534 note) > to (5) State The term 'State' means each of the several States, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Northern Mariana Islands, any other territory or possession of the United States, or any = political subdivision of any such State, territory, or possession d (6) Volunteer The term 'volunteer' means an individual performing services for a nonprofit organization or a governmental entity who does not receive c (A) Compensation (other than reasonable reimbursement or allowance for expenses actually incurred), or E (B) Any other thing of value in lieu of compensation, in excess of $500 per year, and a such term includes a volunteer serving as a director, officer, trustee, or direct service volunteer Section 7 Effective Date (a) In General This Act shall take effect 90 days after the date of enactment of this Act (b) Application This Act applies to any claim for harm caused by an act or omission of a volunteer where that claim is filed on or after the effective date of this Act but only if the harm that is the subject of the claim or the conduct that caused such harm occurred after such effective date Rev 2/15 Page 6 of 6 Volunteer Manual Attachment A " Packet'F?grk89 .:E � 4 MEETING DATE TITLE PRESENTED BY AGENDA REPORT March 10, 2015 Council Item Professional Services Agreement Between the City of Grand Terrace and Flint Strategies Carol Jacobs, Interim City Manager RECOMMENDATION Approve agreement between the City of Grand Terrace and Flint Strategies to provide Public Information Officer Services from April 1, 2015 through September 30, 2015 in the amount of $12,000 2030 VISION STATEMENT This staff report supports "Engage in Proactive Communication" by utilizing technology and web -based tools to disseminate information BACKGROUND In October of 2014, the City Council approved a contract with Flint Strategies to provide Public Information Officer Services During that time period, Ms Kendall Flint has ti provided a consistent flow of information to the community and developed the City's Communications Plan and began its implementation by disseminating news releases, developing a social media presence for the City, creating a new website for the City, and working with community groups on behalf of the City The request tonight is to enter into a second professional services agreement for services for the next six (6) months Attachment A identifies work completed by Flint Strategies during the last contract period, and scope of services for next contract period DISCUSSION In order to Implement Goal #5 (Engage in Proactive Communication), Flint Strategies will assist the City in developing a Communications Plan with the following elements (1) Review existing communications program to determine necessary enhancements, (2) Provide an Executive Summary for the Communications Plan, (3) Establish Communications Protocols, (4) Identify Tools and Tactics, and (5) Identify costs, funding sources and timeline for implementation In addition, the Consultant will review and update the City's website, to include providing a new design layout, launching the site and providing training to staff for ongoing updates Kendall Flint will provide the following services beginning April 1, 2015 through September 30, 2015 Pack ,t10, j 90 N It1»3•IV_l�� Carol Jacobs Completed 03/02/2015 8 07 AM Finance Completed 03/03/2015 3 18 PM City Attorney Completed 03/03/2015 4 41 PM City Manager Completed J 03/03/2015 4 52 PM City Council Pending 03/10/2015 6 00 PM ATTACHMENT A ` in '�� 5 STRATEGIES MEMORANDUM TO Carol Jacobs Interim City Manager FROM Kendall Flint Flint Strategies DATE February 23, 2015 RE EXTENSION OF CONTRACT PUBLIC INFORMATION OFFICER The City of Grand Terrace's adopted Vision 2030 and 2014-2020 Strategic Plan o fifth goal was to engage in proactive communication The strategies of that goal a were to o) to to • Develop and Implement a Cost Effective Proactive Communication Program - c • Utilize Technology and Web -Based Tools to Disseminate Information N • Engage the Community by Participation N The City Council approved a contract in July for Flint Strategies to develop a communications plan and then assist in its implementation for six -months I have been serving as the City's Public Information Officer since October 1, 2014 and my contract will expire March 31, 2015 The contract provided for a monthly retainer of $1,500 payable on the 1st of each month, which is equal to 10 hours of work per month In that capacity I have provided the following support to the City • Written and distributed news releases regarding City programs, eventso and initiatives Examples include = o Insomniac Rave Concert ° r o Sign Code Workshop d o Development Service Hours Change w o Child Services Program Update o Street Sweeping Reminders c o Election Results, Coverage and Updates O o Appointment Process for City County Vacancy `S o Appointment of New Interim City Manager _ E a xPacketPg93` `0 Responded to citizen requested for information and/or clarification regarding programs (Not public records requests which are sent to the City Clerk) I would be happy to extend the contract for an additional six months but would like to request that the monthly retainer be increased to $2,000 as I have been spending a substantially larger amount of time meeting the City's communication needs Scope of Work for Contract Extension Kendall Flint will provide the following services beginning April 1, 2015 through September 30, 2015 1 Write and distribute news releases on City events, programs and y initiatives as needed Coordinate media coverage of events and respond to media inquiries c 2 Manage the City's social media network and post information regarding N City events, programs and initiatives and coordinate responses if c needed with the City Manager's office a` 3 Assist the City in selecting and transitioning to an on-line permitting system for planning, building and engineering services 4 Manage transition to webcasting of City Council and Planning 77 Commissions a Identify and apply for grants to fund purchase of cameras and N hardware required for broadcasting d b Identify and vet vendors to provide webcasting services t�l c Coordinate with selected vendor(s) to ensure smooth transition a 5 Manage Communities of Distinction (COD) video project d a Coordinate script development and shooting schedule s b Solicit photos/videos/participation from local residents and cc businesses a c Work with COD team to plan and coordinate interviews for video Loi 6 Continue to make updates to the City's new website on behalf of City N1 departments o 7 Support staff in outreach efforts including but not limited to planning o workshops, hearings and events E?- d r_ 1 cEi Q '` Packet4 t. ATTACHMENT B r AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT ("Agreement") is made as of this 10th day of March, 2015 by and between the CITY OF GRAND TERRACE ("City") and Flint Strategies ("Consultant") 1 CONSULTANT'S SERVICES Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit A (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 September 30, 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 performed, based on all available information f (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 Consultant pursuant to the terms of this Agreement, the compensation set forth in the "Schedule of Compensation" attached to and incorporated into this Agreement as Exhibit B The fees for services shall not exceed the authorized amount of $12,000 as set forth in Exhibit "B," unless the CITY has given specific advance approval in writing 5 TIME FOR PERFORMANCE Consultant shall not perform any work under this 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 Packet t 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 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 all program data, documents, proceedings and activities Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours , 15 OWNERSHIP OF CONSULTANT'S WORK PRODUCT All reports, documents, all analysis, computations, plans, correspondence, data, information, computer media, including disks or other written material developed and/or gathered by Consultant in the performance of this Agreement shall be and remain the c 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 m City compensate Consultant for such use Such work product shall be d 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 mail Notice sent by mail shall be addressed as follows City Carol Jacobs, Interim City Manager y City of Grand Terrace c 22795 Barton Road U. Grand Terrace, Ca 92313 E Page 3 of 11 PacketPg 98` c 22 TRAVEL EXPENSES Any reimbursement expenses must be pre -authorized and shall be based upon the approved rates of the San Bernardino County Auditor- a Controller s a 23 CONFLICT OF INTEREST Consultant agrees that any conflict or potential C 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 i regulations governing conflict of interest a s w 24 ECONOMIC INTEREST STATEMENT Consultant hereby acknowledges that a pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City hereunder, Consultant is designated in said Conflict of Interest a ll Code and is therefore required to file an Economic Interest Statement (Form 700) a with the City Clerk, for each employee providing advise under this Agreement, E prior to the commencement of work a 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Consultant may not a conduct any activity, including any payment to any person, officer, or employee E 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, t administrative rulemaking or the election of candidates for public office during c time compensated under the representation that such activity is being performed a as a part of this AgreementJ. 16 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 o` 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 m 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 28 MODIFICATION OF AGREEMENT This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties 29 WAIVER If at any time one party shall waive any term, provision or condition of �- this Agreement, either before or after any breach thereof, no party shall E Q Page 5 of 11 Packet poR 100 r- 11";',Z`b 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 Dated APPROVED AS TO FORM Richard L Adams II City Attorney "CITY" Carol Jacobs Interim City Manager "CONSULTANT" M Page 7 of 11 Kendall Flint EXHIBIT "N' A SCOPE OF SERVICES 1 Write and distribute news releases on City events, programs and initiatives as needed Coordinate media coverage of events and respond to media inquiries 2 Manage the City's social media network and post information regarding City events, programs and initiatives and coordinate responses if needed with the City Manager's office 3 Assist the City in selecting and transitioning to an on-line permitting system for planning, building and engineering services 4 Manage transition to webcasting of City Council and Planning Commissions a Identify and apply for grants to fund purchase of cameras and hardware required for broadcasting b Identify and vet vendors to provide webcasting services c Coordinate with selected vendor(s) to ensure smooth transition 5 Manage Communities of Distinction (COD) video project a Coordinate script development and shooting schedule b Solicit photos/videos/participation from local residents and businesses c Work with COD team to plan and coordinate interviews for video 6 Continue to make updates to the City's new website on behalf of City departments 7 Support staff in outreach efforts including but not limited to planning workshops, hearings and events Page 8 of 11 4 101'r Packet' P.,g�103- 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 b Products Comp/Op Aggregate c Personal & Advertising Injury d Each Occurrence e Fire Damage (any one fire) f Medical Expense (any one person) Workers' Compensation a Workers' Compensation b EL Each Accident c EL Disease - Policy Limit d EL Disease - Each Employee Automobile Liability $2,000,000 $2,000,000 $1,000,0,00 $1,000,000 $ 50,000 $ 5,000 Statutory Limits $1,000,000 $1,000,000 $1,000,000 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 CD LO co T v ZO '4 pay. PacketPg'; 105y MEETING DATE March 10, 2015 TITLE Possible Child Care Relocation PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION Provide Direction to Staff on Preferred Location for Child Care Operation 2030 VISION STATEMENT This staff report supports Goal #4, Develop and Implement Successful Partnerships - Work Collaboratively with Community Groups, Private and Public Sector Agencies to Facilitate the Delivery of Services Benefiting Youth, Seniors and Our Community F--f_116y"07Z0111,11L: The City and the Colton Joint Unified School District entered into a twenty year lease agreement on December 18, 1980 for the use of the "Community Services Building" which is now typically referred to as the "Lion's Club Building located at 22130 Barton Road The use of the building was defined as a community service center to t_ accommodate groups and activities such as, but not limited to Grand Terrace Lion's Club, Grand Terrace Women's Club, Boy Scouts, Girl Scouts, Bluebirds, 5th District, P T A, dancing groups, community meetings, garden clubs, senior citizens activities and the Chamber of Commerce free of charge The lease stated that any fees generated from use of the building would first be used for building maintenance and then for worthwhile, non-profit civic purposes The building was not to be used for commercial activities This lease agreement ended on December 18, 2000 The City and the Grand Terrace Lion's Club entered into lease agreement for the property on March 12, 1981 with similar terms as the agreement with the School District This agreement had a term of five (5) years, with an option to renew an additional five (5) years There does not appear to be an agreement between 1991 and 2000 The City and Colton Joint Unified School District entered into another lease with the same terms and conditions on December 1, 2005 through December 1, 2020 On November 9, 2000, the City entered into a Lease Agreement with the Grand Terrace Lions Club under the same terms in which the City leased the facility from the Colton Joint Unified School District The term of the lease was five years and ended on November 9, 2005 r On August 26, 2006, the City and the Grand Terrace Lion's Club entered into another l j 0ackeVPg 7 ,107,' (Exhibit A) b Consider site at Terrace Hills Elementary School (Exhibit B) 2) Negotiate with the Lion's Club to get a set rental rate with established rates and request that maintenance issues be addressed 3) Terminate the sublease agreement with the Lion's Club and have City staff operate the facility 4) Consider working with the Successor Agency for Agency owner property located on Barton Road (Exhibit C) This may require a change to the Long Range Property Management Plan (LRPMP) of the Successor Agency or the Agency may sell it to the City after approval of the LRPMP at fair market value 5) Consider relocating to a new site next to City Hall by reducing the size of the Public Works yard (Exhibit D) 6) Consider available retail space and convert to child care program 7) Contact local churches to determine if there is room available for a program the size the City currently operates 8) Consider vacant land to purchase and build to suit 9) Eliminate the child care program at the Lion's Club site and focus on the site located at 22400 Barton Road FISCAL IMPACT The Child Care operation is a self-supporting program in that the fees collected cover the cost of operation Based on City Council direction, staff would develop cost estimates for any of the options the City Council would like to pursue ATTACHMENTS • Site on Michigan Avenue Next to Grand Terrace High School (PDF) • Site at Terrace Hills Elementary School (PDF) • Site on Barton Road - Working with Successor Agency (PDF) • Site Next to City Hall by Reducing the Size of the Public Works Yard(PDF) /_17�3•I�IT�? Carol Jacobs Completed 03/02/2015 8 33 AM Child Care Services Completed 03/02/2015 3 09 PM City Manager Completed 03/02/2015 4 45 PM Finance Completed 03/03/2015 3 26 PM City Attorney Completed 03/03/2015 3 36 PM City Manager Completed 03/03/2015 4 52 PM City Council Pending 03/10/2015 6 00 PM Packet' Pg''� 9 09 Google Maps EXHIBIT A Site on Michigan Avenue next to Grand Terrace High School Page 1 of 1 1mCgeryd+�0lSGoggl4 Atap dala{1]O15Googl 2pOR https)lwww google com/maps/@34 0209344,417 3221772,933m/data=13m111e3 2/26/201-5 Packet,Pg '110 EXHIBIT C Long -Range Property Management Plan City of Grand Terrace Successor Agency October 16, 2013 Page 6 of 22 2.0 Long -Range Property Management Plan Property #1: 22100 Block of Barton Road Aatlress r224100'tBlockfof'Barton5 '" - �'" " T APN 0275-242-10 & 0275-242-11 tLot Size' 0 38'333 s uarefeet �M J- Use Vacant land _ s'Zonin .n g BRSP-Ge Cony neral' "� rwY= :C.�c 5', Current Title -n as City of Grand Terrace Successor Agency Site on Barton Road - Working with Successor Agency Pl~'_JThe analyses, pmfallonsasnumptian%rates ofreturn, and any examples presented herein arefortllustredve Purposes wul are not a guarantee of actual and/or future results Prated pre forma and tax analyses am projections only d al results may differ materially from those expressed In Bus anayyms ko smon�„ US South Figueroa Street, 35th floor Los Angeles Callfomip OW17 ph 213417 33W fax 213 417 3311 Packet'Pg 112 MEETING DATE March 10, 2015 Council & Successor Agency Item TITLE Governor's Budget Proposal Affecting Redevelopment Agency Dissolution (RN#15 08847) PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION Authorize the Mayor to sign the attached letter (Exhibit A) to oppose to the Governor's Budget Proposal Affecting Redevelopment Dissolution (RN#15 08847) 2030 VISION STATEMENT This staff report supports Goal #4, Work with Local, Regional and State Agencies to Secure Funding for Programs and Projects BACKGROUND The City and the Successor Agency have been working with the State Department of Finance on the dissolution of the former Grand Terrace Community Redevelopment Agency in compliance with Assembly Bill 26 and Assembly Bill 1484 since February 1, 2012 Over the past three years, there has been a number of legislative and court actions that continue to clarify the "unwinding of the former Redevelopment Agencies statewide DISCUSSION The California State Legislature and the State Department of Finance is again attempting to modify the processes by which the City must comply The League of California Cities is opposed to the newest legislation that is currently being discussed in Sacramento Exhibit B is the analysis prepared by the League of California Cities in regards to the trailer bill FISCAL IMPACT It is unknown at this time what the fiscal impact would be on the City or Successor Agency should this proposal be enacted into law ATTACHMENTS J • Sample Letter GOV RDA Proposal Attachment A (DOC) • Key-Issues-With-DOF-RDA-Dissolution-Trailer-Bill-Attachment B(PDF) 'Pack'et� Pg=r.�1x'Is4 Attachment A �NG•an•w��� • � 1�'E Office The Honorable Adrin Nazarian, Chair Assembly Budget Subcommittee on State Administration #4 State Capitol Budding, Room 4146 Sacramento, CA 95814 FAX (916) 319-2199 RE Governor's Budget Proposal Affectina Redevelopment Dissolution (RN#15 08847) Notice of Opposition Dear Chairman Nazarian On behalf of the City of Grand Terrace, I regret to notify you of our opposition to the Governor's Budget Proposal Affecting Redevelopment Dissolution (RN#15 08847) Collectively, the changes seek to reverse court decisions, change laws retroactively, undo previous c incentives, and limit transparency, accountability and opportunities for local agencies to protect their legal rights, these provisions far overshadow other minor offerings This proposal is so le harmful to the interests of cities that we urge you to reject the entire proposal if they are not removed J The Department of Finance had a full hand in drafting the laws the Courts are interpreting If local ` governments are expected to comply with and respect these laws, then the state should as well and not seek to insert new retroactive provisions in an attempt to avoid Court rulings deemed unfavorable and stifle the ability of local agencies to protect their legal rights In particular this proposal would limit our ability to enforce our rights in the redevelopment dissolution process by undercutting our ability to fund litigation against the Department of Finance's decisions Even more troubling, this proposal seeks to further insulate the Department of Finance's quasi-judicial decision by exempting the Department of Finance from the Administrative Procedures Act These two proposals further reduce the already non -transparent manner in which the Department of Finance operates The City of Grand Terrace respectfully urges your opposition to this proposal unless all provisions harmful to cities are removed Darcy McNaboe Mayor City of Grand Terrace a E cc Cheryl Brown, Assembly Member, District 47th Assembly District to to Connie Leyva, Senator, District 20th Senate District c Meg Desmond, League of California Cities, mdesmond@caaties, FAX (916) 658-8240 E 22795 Barton Road, Grand Terrace, California, 92313-5295 909/824-6621 Fax 909/ 824-6623 PacketyPg ti116 Page 2 of 3 l allowance, which is even further constrained in other areas of this proposalz Further limitations (Subdivision (F), page 6) prohibit a city's ability to independently assist with litigation costs3 The objective of these provisions can have no other purpose but to severely limit a community's ability to protect Its legal rights 5) Retroactively repeals authority for cities to make loans to successor agencies approved by oversight boards for "project -related expenses " Imposes Interest restrictions on other such loans and makes repayment subordinate to all other payments and only if funding available When redevelopment was eliminated, many projects were underway, Incomplete or required routine maintenance, continuation of security services, etc To ensure such public Investments did not languish or deteriorate, AB 26 authorized cities to loan funds to the successor agencies with the approval of the oversight boards This provision retroactively reverses such authority and restricts the ability of the city to recover other such loans which were made in compliance with existing law and good faith (Subdivision (h), Page 14) 6) Retroactively exempts all DOF actions from the Administrative Procedures Act Redevelopment dissolution law has put DOF in a position of making thousands of quasi-judicial decisions with enormous financial and other consequences for affecting individual communities, properties and third parties The proposed language (Section 34170 1, Page 2) deems such actions equivalent to "the preparation, development or administration of the state budget " Should such a change be enacted --especially in combination with other aspects of this proposal which attempts to reduce an ability of a successor agency to challenge DOF actions in Court —it would insulate the department's quasi-judicial decisions from needed transparency, accountability an'd scrutiny This is especially troubling when in over two dozen cases Courts have ruled that DOF abused its discretion when administering RDA Dissolution Law 7) Retroactively prohibits previously authorized work associated with "winding down" the work of a former redevelopment agency Successor agencies are empowered to hire staff to assist with the work of "winding down" the former redevelopment agency All of this activity is, of course, subject to review and approval of the oversight board This proposal (Section 34177 3, Page 38 and 39) creates a long list of exclusions including "site remediation, removal of graffiti and other similar work" to the term "winding down" and makes it retroactive This change is puzzling, since successor agencies have an obligation to maintain the assets of the former redevelopment agency et m m c 0 H z The amount available for the successor agency's administrative cost allowance is further restricted by language (Subparagraph ?� (3), Page 3) which requires the amounts of loans repaid to a city as well as the amount of a prior administrative cost allowance m to be deducted before applying the 3% factor Subparagraph (4) on Page 3 further restricts possible funding by imposing a maximum 50% cap All of these restrictions ignore the existing authority of an oversight board to review a successor agency's y administrative cost allowance and reduce it where appropriate This language should also be contrasted with (Subdivision 6) on Page 54) which authorizes a county auditor -controller to recover "all associated costs, including those of other county Y departments providing related services " +, c m 3 Subdivision (h) on Page 14, repeals existing authority for a city to loan or grant funds to a successor agency This language i= also excludes "grants" which appears to work in tandem with other aspects of this proposal designed to limit the ability of the ' successor agency to carry out the work of dissolving redevelopment N l Q Packet;;Pg 118 MEETING DATE TITLE PRESENTED BY RECOMMENDATION AGENDA REPORT March 10, 2015 Possible Child Care Relocation ' Carol Jacobs, Interim City Manager Provide Direction to Staff on Preferred Location for Child Care Operation 2030 VISION STATEMENT This staff report supports Goal #4, Develop and Implement Successful Partnerships - Work Collaboratively with Community Groups, Private and Public Sector Agencies to Facilitate the Delivery of Services Benefiting Youth, Seniors and Our Community BACKGROUND The City and the Colton Joint Unified School District entered into a twenty year lease agreement on December 18, 1980 for the use of the "Community Services Building" which is now typically referred to as the Grand Terrace Lions Community Center located at 22130 Barton Road The use of the building was defined as a community service center to accommodate groups and activities such as, but not limited to Grand Terrace Lion's Club, Grand Terrace Women's Club, Boy Scouts, Girl Scouts, Bluebirds, 5th District, PTA, dancing groups, community meetings, garden clubs, senior citizens activities and the Chamber of Commerce free of charge The lease stated that any fees generated from use of the building would first be used for building maintenance and then for worthwhile, non-profit civic purposes The building was not to be used for commercial activities This lease agreement ended on December 18, 2000 { The City and the Grand Terrace Lion's Club entered into lease agreement for the property on March 12, 1981 with similar terms as the agreement with the School District This agreement had a term of five (5) years, with an option to renew an additional five (5) years There does not appear to be an agreement between 1991 and 2000 The City and Colton Joint Unified School District entered into another lease with the same terms and conditions on December 1, 2005 through December 1, 2020 On November 9, 2000, the City entered into a Lease Agreement with the Grand Terrace Lion's Club under the same terms in which the City leased the facility from the Colton Joint Unified School District The term of the lease was five years and ended on November 9, 2005 On August 26, 2006, the City and the Grand Terrace Lion's Club entered into another lease agreement under the same terms as the November 2000 agreement This agreement was for a period of fifteen (15) years and expires in August 2021 According to City Staff, there has been a childcare operation at the Grand Terrace Lions Community Center building for approximately 27 years or since about 1988 According to both City Staff and members of the Lion's Club, there is no formal agreement between the Child Care Operation and the Lion's Club for payment of rent This has been a "handshake agreement" between the two groups City financial records indicate that the City's Child care operation has been paying the Lion's Club "rent" since at least 1999 (records are not available prior to that date) for rental of a portion of the facility From 1999-2001, the rent was $1,800 a year, from 2003-2009,-the rent was $2,400 a year, there was a small $477 09 payment in 2010 The rent then jumped to $3,200 is 2011-2012 and then jumped to $8,000 in 2013-2014 The Lion's Club is requesting the City pay half of the utilities which they believe is appropriate based on the use by the Child Care operation In addition, City staff routinely assists with maintenance of the facility as needed to keep the operation running smoothly DISCUSSION This facility and the arrangement between the City, the Child Care Operation, the Lion's Club and the School District does not provide the City with the financial certainty of operational costs City staff has been evaluating options to relocate this operation to another site within the City The Child Care operation at the Grand Terrace Lions Community Center provides the following services Before school care is offered from 6 45 a m until the start of school and end of school until 6 00 p m during the school year Accommodations are made for half -days Most of these children are coming directly from Grand Terrace Elementary School In addition, a Tiny Tots program is offered from 8 00 a m to 11 00 a m five days per week This program can host up to 68 children who are 3-4 years old and is at capacity The Tiny Tots program generates approximately $88,200 annually, while the before and after school program at Grand Terrace Lions Community Center generates approximately $342,000 This does not include programs Terrace View Before and After School Program In order to provide/an adequate space for a child care operation of the same size that currently exists at the Grand Terrace Lions Community Center, it is estimated that approximately a half acre of land is necessary for building and playground area The staff has been discussing alternative sites for the Child Care operation currently located at the Grand Terrace Lion Community Center 1) Work with the Colton Joint Unified School District to establish a long-term lease for the before and after school program at Grand Terrace Elementary The School District must also consider their on -going space needs There have been several discussions at the staff level with no conclusion at this point a Consider site on Michigan Avenue next to Grand Terrace High School (Exhibit A) b Consider site at Terrace Hills Middle School (Exhibit B) 2) Negotiate with the Lion's Club to get a set rental rate with established rates and request that maintenance issues be addressed 3) Terminate the sublease agreement with the Lion's Club and have City staff operate the facility 4) Consider working with the Successor Agency for Agency owner property located on Barton Road (Exhibit C) This may require a change to the Long Range Property Management Plan (LRPMP) of the Successor Agency or -the Agency may sell it to the City after approval of the LRPMP at fair market value 5) Consider relocating to a new site next to City Hall by reducing the size of the Public Works yard (Exhibit D) 6) Consider available retail space and convert to child care program 7) Contact local churches to determine if there is room available for a program the size the City currently operates 8) Consider vacant land to purchase and build to suit 9) Eliminate the child care program at the Grand Terrace Lions Community Center and focus on the site located at 22400 Barton Road FISCAL IMPACT The Child Care operation is a self-supporting program in that the fees collected cover the cost of operation Based on City Council direction, staff would develop cost estimates for any of the options the City Council would like to pursue ATTACHMENTS • Site on Michigan Avenue Next to Grand Terrace High School (PDF) • Site at Terrace Hills Middle School (PDF) • Site on Barton Road - Working with Successor Agency (PDF) • Site Next to City Hall by Reducing the Size of the Public Works Yard(PDF) Carol Jacobs Completed 03/02/2015 8 33 AM Child Care Services Completed 03/02/2015 3 09 PM City Manager Completed 03/02/2015 4 45 PM Finance Completed 03/03/2015 3 26 PM City Attorney Completed 03/03/2015 3 36 PM City Manager Completed 03/03/2015 4 52 PM City Council Pending 03/10/2015 6 00 PM Google Maps EXHIBIT A Page 1 of 1 Site on Michigan Avenue next to Grand Terrace High School 40ogeryi+301¢GpOgIG Map daWd2tl/SGoagle 2pOH https //www google eom/maps/@34 0209344,417 3221772,933m/data=13ml I1e3 2/26/2015 .�k �..�# ��.' ■ 4Ef •y s �"` ,1.Iricfla S°ch��( W^w �,� r� � �r , • �' , ..�. �,, � mar � z�. �,� � „-� PT ell 41f. FP:€^y 44 ,+ R� ,,�,�r ,sTM +k�'' dry-.•+_...'. ` �'A ,,,�. .. �.'{`�-'.,t. �,,.9 ... ... .n �, .. J�t.a...,•.u�r �t a.r C� ix .� `�' �*A �; � �� � $^. i I; r ' � +E� � � ��. �`� � �f � . r=��k.+,.n"" �+ 4_�µ;...{ 1 *a3•�`° ,'ti�,�,� . l�u3liww£..i1�i c�.�'%t}��.�'��-'`.��'��� lo V "� �1 tit _ 1ra44 Alf." `t ��*a•1 tirx f -� "";."'�"tf . s�e•�x...a'7 a�fir,i 4i. *t#i�+�iR�";wY 1.T?i,,r; f i ,�k,•^���il *� fid ti• Yl or 'r',` � r I Eli EXHIBIT C Long -Range Property Management Plan City of Grand Terrace Successor Agency October 16, 2013 Page 6 of 22 2.0 Long -Range Property Management Plan Proaertv #1: 22100 Block of Barton Road Lot=Size ^� 0 88�acres;(38 333,squ ra e;feet) n Use Vacant land y _ BR�SP m General Commercial Current Title Cdy of Grand Terrace Successor Agency Site on Barton Road - Working with Successor Agency The analyses, pmjech= assumplWm rates of retum, and any examples presented hareln me for IQusaafin purposes and am not a guarantee of actual and/or future results Prged profomra and tax analyses am projedmis RA only Aftal results may &ftr materially from those expmssad In dus analysts kosmon6,d„ 13t35Sou1hflgueroe5treat35rhFbor LosAngdea catdmnla goo�� ph2faanaaao rax2ia4173311 t`. 3/10/2015 .�� THE BLUE MOUNTAIN CITY C;? ,�D TERRAc.� � � CALIFORNIA EST 1978 r, G HD T RRN �s 2014 City of Grand Terrace City of Grand Terrace Crimes Reported urder 0 1L 1 ;I 0 ' l} 0 _ _ an_slaughter Y _ju _ w 0 i 0 +i il_ 0 ! 0Y_ _ TMµ0 -_ Ibbery _ 3�__ 4 l 8 ;t_16_ ;t� 7 _s�-56/ ;gravatedAssault_�_____-_;_-12 _L 19 npleAssault _ ' ____ � _ 34� 47 �� �`- irglary ��__^__"�__ �,L 76- tj 105 �` 79 � 53 L -33% rceny _ ^ �, _127 ,�_138 �_1_46 _ l 146 0%_ 33 � 4---F 59 IF 49� 1 3/10/2015 Deputy Reports 2011 2012 2013 2014 Grand Terrace Arrests 2011 2012 2013 2014 2 3/10/2015 Calls For Service 2011 2012 2013 2014 Calls For Service by hour 800 700 600 .500 400 12 00200 19 172 100 HoUrs 3/10/2015 Traffic Collision Investigations 2009 2010 2011 2012 2013 2014 CITY OF GRAND TERRACE Traffic Collisions 111114 - 12131114 al- 3/10/2015 Response Times, Response Times 2010 Emergency m_ N ¢ l _ Received to Dis at_ched0 40 _ Ir~ ,i 2011 2012 _jj�2013 „ 2014 � _ 1 O8� I 46 1 58 f 4 11 r _ j - - L_ Dispatched to On Scene _ _4 44 _ J+_ Priority I Received to Dis atched R 3 02 Dis atc_hed to On Scene 5 40 _P _ _-- ��--> On —Scene to Clear, -_Average,, 0 26 3,1;E0 SOURCE CAD/RMSUIMSSystems w~ ,.. � _0 tr_��� ---- _ .,_-- 4 16 ____ ' _ 3 44Y_ ,, 4 19 4 50 3 22 r 3 29�-��� � �,1._ �_ r �r""K57� r I _ 6 36 _ i� 6 36 _�i__ 7 05 �i 6 54 j _ —w_ -t 19 19 E 0?7 44 jL 0 28 58 �i 0 27 09 ..._»-..— _ T aEE i Proposition 47 ® "Safe Neighborhoods Act" enacted November 5, 2014 o Reduced specified crimes to misdemeanors ® Created a new shoplifting crime ® Affected 9 different crimes ® Property Crimes to Drug Crimes o Allows for convicted persons to petition for re - sentencing ® Coupled with A8109 ® Realignment of our custody procedures 5 D 3/10/2015 Crime Mapping � y I�g 19, A ` ron a' .�" 1'" it y{ti-'f ,r "_ 1� s.'-r `*•� � �`3 �y `�a y!/'`'° ���q"' t�dyb4�'��J}�^7/ � �•w'a�,-�,�„� i�M' ,�}n���,�\�4 y'�o,?''� ��� ��r p�`�^ ,,;���� Jf�' E3? itrC:✓ vv^- ^_. -.�c - s�'-`,--r `TTT..=-�-.�-r�-»v ,-.,-'��a�-..m �s.,lg:;�>•i=' _ � .f311�,� �..:�+.: �,� '3�� Central's Reserve Deputies ® 9 total members ® Grand Terrace activities include ® Patrol • Sex Offender compliance checks ® Parole Sweeps ® Probation compliance checks ® DUI Saturation Patrols ® Off Road Patrol of the foothill trails ® Total Station Hours — 4,395, C A to R. 3/10/2015 Central's Citizen on Patrol 0 55 total members o Patrol o DUI Checkpoints o ALPR Car o Total Station Hours — 6,333 Central's Stations Explorers o 10 total members o Patrol o Office Work o DUI Checkpoints ® Total Station Hours — 2,771 7 CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Comcil DATE 1- / �/ /� �I�/\ul�! ADDRESS PHONE NUMBER (Please provide if information is being requested) & `�% 8�� AGENDA ITEM NUMBER YOU WISH TO SPEAK ON r SUBJECT 4" &-s �"- W DATE NAME CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM 2 DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council 3 —dP Vrj' �3 GC f" 4 Y-& ele--" Z!f - ADDRESS PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT e C°glz- DATE •0.1101 CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM K DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall, observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council )1V _.(b--- )6- ADDRESS PHONE NUMBER (Please provide if information is being requested) U AGENDA ITEM NUMBER YOU WISH TO SPEAK ON l�? l �,fl SUBJECT[ r rA CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE NAME ADDRESS PHONE NUMBER (Please provide if mformation is being requested) SAP AGENDA ITEM NUMBER YOU WISH TO SPEAK ON -,-4 G SUBJECT DATE NAME CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council / / V V PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT CITY OF GRAND TERRACE CITY COUNCIL MEETING l� REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making nnpertment and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE NAME -/l /�{n ` z- 0 c�- ADDRESS PHONE NUMBER (Please provide if mformation is being requested) C AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT &VAT odwt�/ DATE WIF.1181�! ADDRESS CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council J PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON C-7 J SUBJECT 0 /1 CITY OF GRAND TERRACE CITY COUNCIL M AGENDA • MARCH 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 orq> CALL TO ORDER (a . D 2 {O m, Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency At this time, I will convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Will Council Member Hussey please offer the Invocation Pledge of Allegiance Please join VV 15 D ✓l in leading us in the Pledge of Allegiance ROLL CALL Would the City Clerk please call the roll Attendee Nameµ I Present/ - Absent _r Late Arrived Mayor Darcy McNaboe ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ Council Member Jackie Mitchell ❑ ❑ Council Member Doug Wilson EK ❑ ❑ Council Member Bill Hussey ❑ ❑ SPECIAL PR�S TATIONS Presentation on the 2014 Crime Statistics and Traffic Update by San Bernardino County Sheriffs Department Lt Robert O'Brine City of Grand Terrace Page 1 r Agenda Terrace City Council March 10, 2015 Presentation of the New City) of Grand Terrace Website by Public Information Officer Kendall Flint 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 motions m Do I have a second? Please vote 5 () 1 Waive Full Reading of Ordinances on Agenda �l DEPARTMENT CITY CLERK AZr-t9d- 2 Approval of Minutes — Regular Meeting — 02/24/2015 DEPARTMENT CITY CLERK 3 Monthly Financial Report for January 2015 RECOMMENDATION Receive and file the Monthly Financial Report for the period ending January 31, 2015 DEPARTMENT FINANCE 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 This is the time for City Council Communications, Council Member Bill Hussey Council Member Doug Wilson City of Grand Terrace Page 2 f Agenda Grand Terrace City Council March 10, 2015 Council Member Jackie Mitchell Mayor Pro Tem Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS - NONE G NEW BUSINESS 4 Transportation Development Act (TDA) - Article 3 Grant Application Local Match RECOMMENDATION 1) Authorize staff to submit Transportation Development Act (TDA) - Article 3 Grant Application, and 2) Authorize staff to utilize $50,000 from Arterial Improvement Impact Fee Fund, as a - local match DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please? —� G �ory 60ke _ Are there any Public Speakers? e-o�.*06 , A C. s� Council Discussion Do I have a motions W\ �&Xn Do I have a second? eAkLLL _ Please vote 5 �% 5 Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino RECOMMENDATION 1) Approve Amendment No 4 exercising a fourth three-year extension, and 2) Authorize the City Manager to execute Amendment No 4 DEPARTMENT CITY MANAGER City of Grand Terrace Page 3 Agenda r Grand Terrace City Council March 10, 2015 May we have a staff report please? Are there any Public Speakers? Council Discussion Do I have a motion? Do I have a second? Please vote 6 Citywide Volunteer Program RECOMMENDATION Approve the City of Grand Terrace Volunteer Manual DEPARTMENT CITY MANAGER May we have a staff report please? Are there any Public Speakers? AJ 47cL Council Discussion Do I have a motion? VV I LS w,., Do I have a second?Y"J-QA Please vote 5— V 7 Professional Services Agreement Between the City of Grand Terrace and Flint Strategies � f RECOMMENDATION Approve ag eeme between the City of Grand Terrace and Flint Strategies to provide Public Information Officer Services from April 1, 2015 through September 30, 2015 in the amount of $12,000 DEPARTMENT CITY MANAGER May we have a staff report please? Wk&l Are there any Public Speakers? Y% Y%-� Discussion Do I have a motion? Mr Do I have a second? Please vote 51-D City of Grand Terrace Page 4 r Agenda Grand Terrace City Council March 10, 2015 8 Possible Child Care Relocation 9 H RECOMMENDATION Provide Direction to Staff on Preferred Location for Child Care Operation DEPARTMENT CITY MANAGER May we have a staff report pleases Car Are there any Public Speakers Council Discussion Do I have a motion? 7 nhVj0D1Q- Do I have a second? 1 10" Please vote 5 — O / � -C-)L- 15 ) �0 19 Governor's Budget Proposal Affecting Redevelopment Agency Dissolution (RN#15 08847) RECOMMENDATION Authorize the Mayor to sign the attached letter (Exhibit A) to oppose to the Governor's Budget Proposal Affecting Redevelopment Dissolution (RN#15 08847) DEPARTMENT CITY MANAGER May we have a staff report please? (° r&k Are there any Public Speakers?a) FQ,YU-� Council Discussion Do I have a motion? Do I have a second? Please vote !r, 0 CITY MANAGER COMMUNICATIONS Interim City Manager Jacobs do you have any comments CLOSED SESSION - NONE ADJOURN F., 2-5 The Next Regular City Council Meeting will be held on Tuesday, March 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 5 emu► ► � U � � <v ! �v c � — gas w t lion — -Y� 2 a.- _ -� op G PAW- 4 ON sl c'LL— --- 0- 0 u _ (,(�C�f2,l� �D�-Pry �-D��►�`�k,�. � ��L9��Q,o DA4 C e- 14 4tLP-e- 7r —K j rx - . uow oja- _dam �9-�.C�.►re l�- .� � a- �.c�� y_ .��( ayt W 9 P t c 150 ��� - Y17,3- -44 OIL V-1 ant- Q� ��t 1 l �n►n, �o i - �C€��. d'�u � �s�c�s i`on� w � `� �,� ,�1u�a� ��'-�c¢. � �o� )< L - Representative Henry Castillo from Senator Connie Leyva's office o Gave him a demographic overview of Grand Terrace and a copy of the City's 2030 vision to share with the Senator o Discussed concern about regional crime and prison realignment o Discussed the effect of redevelopment dissolution on the City, discussed Long Term Property Management Plan and the importance of selling successor agency land as assembled by the freeway, shared concerns about the ROPs process, let him know that we would be considering a letter with respect to the Governors budget proposal affecting Redevelopment dissolution o He talked with me about some of the mentorship and internship programs available and offers to speak to students in the school district o Mr Castillo mentioned that the senator will be meeting with the State Department of Finance on behalf of a couple of Cities in her district and is working to get me and City Manager in to meet with her before she meets with the Department of Finance Council Report 3/10/15 - SANBAG o Closed session — provided an update on existing and anticipated litigation No reportable actions came from this session o Regular meeting — ■ Received a procurement report for December 2014/January 2015 ■ Received a report on Measure I receipts for From 2010 through December 2014 ■ Work Goals and Objectives for the Second Quarter of the fiscal year ■ Project updates on projects along Interstate 10, state route 60 and US 395 ■ Approved technical corrections to Development Migitgation Nexus Study and Equitable share percentages for the Valley Major Street Arterial Program ■ Approved amendments to Measure I Strategic Plan Policies ■ Approved Mountain Area Transportation Study scope of work and release of request for proposals for the study ■ Received December 2014 Transit/Rail Right of way Grants report ■ Held a public hearing and discussion session for the Redlands Passenger Rail Project Final Environmental Impact Report Certification ■ Authorized the Sanbag Executive Director to execute a license agreement with the City of Redlands for encroachments into Sanbags railroad right of way ■ Council of Governments • Received the State and Federal Legislative Update • Revised a combined notice of Assessment and Payment of Contractual Assessment Required Documents for the HERO program 3/10/2015 THE BLUE MOUNTAIN CITY C;?,ND TERRAC CALIFORNIA f EST 1978 0 o y G N TE q G 2014 City of Grand Terrace 1 2011— 2014 A City of Grand Terrace Crimes Reported ART 1 CRIM_ES_ _ _2011_ 2012 2013_ 2014_ 13_/14 Manslaughter—O��a 0% jr 0 IL 0 L 0 ,,L L,MO/�� '00 Robbery-- �- f Aggravated Assault Simple Assault rr ,w _ I� 34-J 47_ { 36 -J Bur lar _ €� 76 + r 79 ---53 33% 1 Larceny_ _ _ V ���127 �1 138 �� 14_6 r 146 _�?_ 0%; GTA �. ter--=__w___ �-� �..��_ _.p Part I Total _ _ 2� 87.__tL361 , 358 f� 289 -19% 1 3/10/2015 Deputy Reports 2011 2012 2013 2014 Grand Terrace Arrests 2011 2012 2013 2014 ��:t7a' i�IJu�i 3/10/2015 Calls For Service 2011 2012 2013 2014 :j 3/10/2015 Traffic Collision Investigations 2009 2010 2011 2012 2013 2014 1 CITY OF GRAND TERRACE Tragic Collisions 111114 - 12/31/14 _ 0 4 i 3/10/2015 Response Times 1; _ I Response Times �T r 2010 ii �2011 j 2012 w, � 201 27 Y Emergency !___Received to Dispatched_ ` � � 0 _ -_ _Dispatched to On Scene �f 4 44 w,� _4 16 _qz 3 44 ;; _4 19 �l, 4 50_ r _ _ — j� . � 1 Mr4_ ro Priority _ �G Il _ Received to Dis atched _ ,r 3 02 —11 3 22._ �3 29� ^ 4 16 lr 5 00 PiT __k_ _ 11 Dispatched to On_S_cene�_ 5 40��� 6 36 F 36 1 705 654 OnOn Scene to Clear — Average ^_,` 0 26 31 i 0 19 19 I 0 72 �� 0 28 58w 0 2 09; a M = .—.. —_.. __.._ SOURCE CAD/RMS & 11M�S Systems e« Proposition 47 © "Safe Neighborhoods Act" enacted November 5, 2014 © Reduced specified crimes to misdemeanors ® Created a new shoplifting crime ® Affected 9 different crimes ® Property Crimes to Drug Crimes o Allows for convicted persons to petition for re - sentencing ® Coupled with A8109 o Realignment of our custody procedures 5 f 3/10/2015 Crime Mapping } yx4 �_'�• v t [��,T-'`�/�`"T-1- � Yn, .._ ; -� tT.,,na _..._� $ ` `+n � Y �. (�"" ,'''�a-r• .,;r.,_.` Y:� r '�` �.t,.'arr'�-•3.1, �t,� , t> �'�Ar`4 < f �r «S roR a „ a ti s rii r sJ 1 rya ew Lomotdr spa a'r f�i ,J �0tt'f tja k t ,^� ��-'�?e i r, utf.�cYt��.?L� r- � � F � i P� {fir 9 T - 1�� f 11 xr�� Central's Reserve Deputies ® 9 total members o Grand Terrace activities include ® Patrol ® Sex Offender compliance checks ® Parole Sweeps ® Probation compliance checks ® DUI Saturation Patrols ® Off Road Patrol of the foothill trails ® Total Station Hours — 4,395�' a� L I 3/10/2015 Central's Citizen on Patrol © 55 total members o Patrol o DUI Checkpoints o ALPR Car ® Total Station Hours — 6,333 Central"s Stations Explorers o 10 total members o Patrol o Office Work ® DUI Checkpoints ® Total Station Hours — 2,771 7 e Serve GRAND TERRACE LIONS CLUB March 10, 2015 TO Honorable Mayor, Council Members, City Manager & Staff The Grand Terrace Lions Club proudly provides a meeting place for over 40 groups throughout the year at no charge Some of these groups donate a small amount of money to offset the expenses of the Community Center These donations (Less than $3,000 00 a year) are applied to the operational expenses of the Community Center The Lions Club Community Center is also available to the community, at a low cost fee of $30 00 an hour plus insurance, for usage for birthday parties, anniversary parties, wedding receptions, baby showers and other activities These funds are used to offset the operational costs of the Center The documents attached are a portion of a much larger package that was given to former Assistant City Manager Emily Wong in May 2014 Also included is a copy of the Child Center's letter dated November 29, 2010 increasing their usage from 4 hours a day to 11 hours a day The increase in fees was nominal as the understanding was the children would be in the two smaller classrooms and outside the budding As time passed, the staff allowed the children to use the auditorium for most of the day and operated the air conditioner equipment in this large space for that increased time, which caused an increase in the utility expense for the Community Center Also included in the package is a copy of a letter from the Lions Club explaining the need for a utility surcharge as the utility bills increased with the installation of a new more accurate Edison meter, higher rate charges and the implementation of tiered pricing with higher prices during peak hours it was explained to the Director, Cathy Varela, that if the electricity usage was lowered we would gladly lower the surcharge So, as you can see from this documentation, the Grand Terrace Lions are willing to work with the City of Grand Terrace for use of the community center for the child care operation, we are merely requesting a reimbursement to offset a portion of the expenses associated with the increased utility usage from that operation and the repairs and damage to the bathrooms and two classrooms from the high volume usage It is our hope that this information, clears up any misconceptions and provides insight into our largest Community Service Project, the Grand Terrace Lions Community Center nd Terrace Lions Club Commun ity Center Operational Expenses 7/1/LU11-b/iU/LU1L 11/2012 Cleaning Floor Gas Electricity Paper City Repairs Insurance Pest Misc )nth Service Maint Goods* Of GT Control Repairs y $595 00 $150 00 $75 37 $65 25 $33813 $10100 **275 00 $35 00 $85 39 $725 81 igust $595 00 $150 00 $60 47 $1,140 03 $115 00 $35 00 tember $595 00 $150 00 $7122 $1,187 45 $128 00 ****+355 00 tober $595 00 $1519 00 $65 71 $653 33 $313 78 $213 88 $35 00 )vember $595 00 $150 00 $73 57 $449 34 ***100 00 $2,278 00 $35 00 $9 72 ,cember $595.,00 $150 00 $152 62 $464 94 $256 64 ***137 75 $35 00 nuary $595 00 $552 50 $210 07 $460 74 ****1550 24 $35 00 $30 02 -bruary $595 00 $150 00 $194 56 $515 20 $332 97 *****155 00 $35 00 $6617 ,bruary **+821 73 arch $595 00 $150 00 $156 88 $46186 $370 77 $179 41 $35 00 $9 78 aril $595 00 $150 00 $13210 $594 78 $95 00 $35 00 lay $595 00 $150 00 $90 03 $602 70 $365 27 $35 00 $18 29 ***+3240 29 ine [7$n ine $595 00 $150 00 $59 23 1 $1,06617 $35 00 OTAL $7,140 00 $2,202 50 51,34183 �I,bbl /y :�1,151L Ly :>1u1 uu aa,luc.5a ?c,cio uu ?i4v ULP Grand Terrace Lions Club Supplies all Paper Towels for the two Day Care Rooms with sinks * Toy removed from Toilet ** Roof Repair ***Replace side steel door -damaged when day care did not close it properly during a storm ****Replace glass door to match broken one by Cub Scouts *+ Repair flooring men's restroom **+ Replaced front double doors with new steel doors ***+ Yearly termite inspection $1,445 14 $725 81 $2,095 50 $2,486 67 $2,026 70 $3,590 63 $1,654 20 $1,883 33 $1,888 90 $82173 $1,958 70 $1,60188 $1,856 29 $3,264 41 $1,905 40 $243 49 $29,205 29 $29,205 29 community Center -Cost July 1, 2012 -June 30, 2013 2012/2013 Cleaning Floor Gas Month Service Maintenance Electricity Paper Cr � Repairs Insurance Pest July $595 00 $150 00 August $595 00 $53 47 $1,159 34 Goods* $305 97 Of GT $10100 $263 24 Control $10 00 $5710 $1,395 83 $35 00 $2,663 02 Sptember $595 00 $150 00 $55 66 $1,415 18 $285 30 $35 00 $2,092 93 October $595 00 $150 00 $6173 $827 69 **320 00 $2,50114 November $S95 00 $150 00 $58 67 $538 17 $370 53 $35 00 $1,669 42 December $595 00 $560 00 $10121 $529 79 $2,278 00 $3S 00 $4,025 37 January $59500 $150 00 $187 52 57843 $392 21 $35 00 $1,82100 February $595 00 $150 00 $216 41 $575 29 $35 00 $1,93816 March $595-00 $150 00 $212 39 $557 47 *** 1650 00 $35 00 $1,57170 April $595 00 $150 00 May $595 00 $88 53 $649 39 $338 08 ****85 00 $35 00 $1,549 86 $150 OQ $9130 $83S 42 $35 00 $1,856 00 June $595 00 $1S0 00 $63 73 $88714 $36106 ***** $35 00 $35 00 $1,74172 TOTAL $7,140 00 $2,070 00 $1,247 72 $9,949 14 $2,05315 $10100 $263 2400 $35 00 $2,09193 $25,522 25 $2,313 00 $385 00 $25,522 25 * Paper Goods= Paper towels and Toilet Paper, Hand Soap, Seat covers Paper Towels supplied to both day care rooms also **Termite inspection ***Electrical Repair and outside lights **** Object stuck in toilet ***** Electrical Repair kitchen Other repairs included door issue & new Keying $25522 25 Divided by 5407 5=$4 72 per hour Grand Terrace Lions Club Community Center Operational Expenses 7/1/2013 Through 3/21/14 Month Cleaning Service Floor Maintenance Gas Electricity Paper Goods* Repairs Insurance Pest Control 7/1/13 59500 15000 6341 1,28787 85 00** 3500 8/1/13 595 00 15000 6350 1,53124 30885 292 04*** 3500 9/1/13 59500 15000 6336 1,70048 41036 355 00**** 10/1/13 59500 5712 1,72817 498 00**** 3500 11/1/13 59500 15000 7047 89522 6000 3500 12/1/13 59500 150 00 13125 64760 3500 1/1/14 59500 15000 20354 62688 42360 435 00***** 3500 2/1/14 59500 15000 17711 60547 975 00****** 3500 3/1/14 1 59500 15000 12227 57603 3500 4/1/14 5/1/14 6/1/14 221628 2,97563 32742 291329 1,80569 1,55885 2,46902 2,53758 1,47830 TOTAL 5,35500 1,200 00 952 03 9,598 96 1,142 81 2,34504 635 00 21,228 84 21,228 84 * Paper Goods= Paper towels and Toilet Paper, Nand Soap, Seat covers Paper Towels supplied to both day care rooms also ** Toy stuck in toilet *** Parking lot restriping ***Termite Inspection **** Repair in Bathrooms Urinal &Torn Flooring - ***** Cleaned Roof Drain,Repaired downspout, Repaired damage to Day Care Closet& Remounted shelving in Day Care Room ****** 1/2 cost of repair of heater in Child Care Room Nov Repair was light & balasts replacement Auditorium Community Center Report Apnl 2014 #11 Donations If TIMGC ORGANI TIONIPERSON RM# # HOURS -USED AA 5 3 1 Boy Scout Tr o 40 3 10 5 Boy Scout Troop 40 1 5 1 CEA HOW S turday Grout) 3 3 1 CEA HOW T ursda Grout) 1 8 4 Cocaine Anol Sat_Group 1 3 1 Cub Scout P ck 242 5 3 1 Girl Scout Tr o #1150 1 4 2 Grand Terrac Soccer 2 0 0 GS Troop68 2 4 4 GS Troop 68 1 4 4 GT Football 1 5 GT Little Lea due 3 3 1 GT Little Lea ue Sign Ups 3 1 3 2 GT Morning lones 5 16 4 GT Womens , lub Board Meet 5 3 1 GT Womens Oub Monthly Meet 5 8 1 GT Womens Club Rm 1 5 8 1 High School lRefs Training 5 0 0 HMO Clownsl 3 1 IE Soccer Res 1 1 1 I SocAEir s 5 3 1 Inland4 Wheelers 5 3 1 Narcotn Gr 1 1 3 1 Narcotics An n Or 1 5 3 1 Over Eaters tnon 1 8 4 TOPS 1 15 5 Veterans Me oval Committee 1 3 1 Grand Terra , e City Day Care run by the Ctv of Grand Terrace GT Lions CI b does not receive any profit fr6o the program) .Day Care-E ended All 242 22 Day are-Ti yTots Day Care Ki dercare _ off Track CaLe NON PROFIT TOTAL 372 72 Community Center Report April 2014 ' Grand Terrace Lions Club GT LIONS CLUB USAGE COMMIT EE NAME HOURS ROOM BOARD MEETING 2 4 POT OF GOLD 4 COMMUNITY CENTER COM 4 GOLF TO ANAMENT COM 1 4 BY LAWS COMMITTEE 4 Breakfast 4 5 Bingo 48 1,5 Bud et & Finance 4 Lifetime Membership Committee 4 Zone Student Speaker 5 FIS Clinic I 1,2,35 FIS Meetm 4 Pancake reakfast 8 5 55 #10 FUNDRAISING ORGANIZATION/PERSON Jazzercis6 5 18 Zumba 5 12 To s Retreat 5 $ Agape Mihwal 5 6 Total 39 #18 HOS�ING A DISTRICT MEETING COMMITTEE NAME RM# HOURS Loma Uri a Eve Foundation 4 District B d et & Finance Corn 4 Re on & Zone Traininn, 5 Officers racers 4,5,1 Guide Do sod The Desert 1 Lioness Uistrict Meeting 1 4 (VIAL 1 4 NUMBER OF LIONS $25 00 Hr $25 00 Hr $30 00 Hr, $GeaS'ac�a�- $30 00 Hr Community Center 4/28/14 Non Profit Groups Non Profit Groups Regulars and Occasional 4H AAA AC Milan Black Soccer Group Agape Mishpawl Crisis Group American Cancer Society --Relay for Life Fundraiser -Kim Burleson Area High School Soccer Refs Boy Scout Troop 40 Brook Church Carron Pagels-American Cancer Society Fund Raiser CEA How Group 1 CEA How Group 2 City of Grand Terrace -Country Fair Cocaine Anonymous Cocaine Anonymous Hospital Workers Community Day Organizing meeting Cub Scout Pack 242 Divine Strength Apostolic Center Girl Scout Troop 1150 Girl Scout Troop 686 Girl Scout Troop 875 Grand Terrace Community Football Grand Terrace High School Leo Club Grand Terrace Little League Grand Terrace Morning Glories quilting Group Grand Terrace Womans Club Grand Terrace Womans Club Executive Board (Inland Empire) GTLC Coaches Training Program Guide Dogs of the Desert Founders Club HMO Clowns (local Humor & Msgic Organization) IE Scccer Refs Inland Empire 4 Wheelers Loma Linda Eye Foundation Narcotics Anonymous Narcotics Anonymous Area Rep Meeting Overeaters Anonymous Paradise Model A Club Parents without Partners Registrar of Voters --Polling Place Scotish Society of the Inland Empire Temple of Spiritual Truth Tops Veterans Memorial Committee or the purposes of this Report the smaller classrooms used by Tiny Tots & Day Care are rooms 2 & 3 he larger classroom, also used by Day Care, is room 1 and the room the Lions use for storage etc is room 4 he auditorium is room 5 Room 1=_ 624 Sq Feet Room 3=720 Square Feet Room 2=696 Sq Feet Auditorium =2450 Square Feet averal groups meet seasonally but will be reflected in the community usage area Grand Terrace Lions Club Usage Room 4 is used by the Lions on a full time basis for storage and Board Meetings Kitchen=60 Square Feet Hall & Entry by Day Care =547 Square Feet Room SAuditorium Is -used each Friday -until 10 PM forthe Lions Fund raising Bingo Program Room 5 Auditorium is used the 1st & 3rd Wednesday from 6-8 Am for Monthly Breakfast meetings Room four is used once a month for Board Meetings Based on a 4 week Month Total Monthly Usage Room 5 The Auditorium is used twice a year for a Fundraiser Pancake Breakfasts to benefit a Community Project or School The entire facility is used 1 time a year for our Free sight Clinic Fundraising and Service Projects Per Year Womans Club Usage Room 1-Closet area for storage full time Room 5 Auditorium 1st Wednesday every Month 8AM to 12 PM for Board Meeting Also use kitchen area to make coffee Also store dishes etc in all cabinets Room 5 Auditorium 311d W dnesd y e� Month S-4 PM Mon hIV MPPtLng. Also need access to Room 1 to store their products No Charge for Usage 11 Hours 44 4 Hours 4 2 Hours 2 50 Hours 8 Hours 8 8 Hours 8 16 Hours 4 Hours 4 ___ ___ - _8 Hours —_8 12 Hours Community Usage based on 4 week month These itroups are not chareed to use the facility We sometimes receive donations from these groups which are used to pay for operational and maintenance of the facility We do not solicit donations AA Boy Scout Troop 40 Rooms 2 & 3 Every Tuesday 7-9 PM 3 2 CEA HOW Room 1 Every Thursday 10 AM-12PM 2 CEA HOW Auditorium Once every other Month Saturday 9AM-12PM 3 Cocaine Anonymous Room 1 Saturday 3-7PM 4 Girl Scout Troop 1150 Room 1 Every Wednesday 7-8 PM 4 Girl Scout Troop 671 Room 2 Wednesday 7-8 PM 2 Girl Scout Troop 686- Room 1 Every Thursday 6-7 PM 4 Combined Troop Room 2 Every Thursday 6-7 PM 4 Grand Terrace Community Soccer —Seasonal Usage Auditorium & Classrooms 6-7 Times in evenings space available approximated usage per Month 8 Grand Terrace Football Seasonal Usage Auditorium & Classrooms 4 times in evenings space available 4 Grand Terrace Little League- Season usage Auditorium & Classrooms 10-12 Times evenings & Saturdays 25 High School Soccer Refs Training Seasonal Usage Auditorium & 5-6 Times evenings & Saturdays Classrooms 25 Inland Empire Soccer Refs Auditorium 3RD Thursday 7-10 PM 3 Room 1 Occasionally on availability 3 HMO Clowns Room 1 Monday 7-9 PM 2 Inland Empire Four Wheelers Auditorium First Thursday 7-10PM 3 Narcotics Anonymous Auditorium & Room 1 2nd Saturday 10AM-3PM 5 Over Eaters Anonymous -T6fKs--- Room 1 Every Saturday 10AM-12PM 8 ---- - - -- - ----- --- - TOPS - - -ROOnT-k--- - - - - - -- --- E-very- -- - - - - - 5f%"- PM 12 Auditorium Occasionally on Saturday 9-12PM 3 Polling place Auditorium Tuesdays that are election days6AM-9PM /n 1 Community Usage Continued Veterans Memorial Committee Room 4 (Lions on committee One Monday a Month 7-913M as well as Community Members) Grand Terrace Morning Glories Auditorium Every Monday 8AM-12PM GTHS Leo Club Room 4 2nd & 4th Monday 6-713M Loma Linda Eye Foundation Room 4 4 times a year Sunday Guide Dogs of the Desert Auditorium 2 Times a year Sunday 12-5PM City of GT Country Fair Auditorium 1 time yr Saturday 7am-6PM Total hours based on a 4 week month Total We have approximately fifteen other groups that use the building as needed on a space available basis at no charge An example is Cub Scout Pack 242- they use it for three hours once a year for their Blue & Gold ceremony It is also used by Boy Scout Troop 40 for their Eagle Scout program All groups are required to have insurance & provide a waiver of Liability naming the Grand Terrace Lions Club as an additional insured Businesses & Churches using the Grand Terrace Lions Club Community Center Jazzercise Fee $25 00 Auditorium Monday through Thursday 5 45-6 45 PM Zumba Fee $25 00 Auditorium Sat 9-10AM Monday & Wed 7PM-8PM Agape Mishpawal VA (church) Auditorium 2nd & 4th Sunday Fee is $30 00 an Hour+ Insurance 9AM-12PM Total Hours used on a 4 Wk Month Auditorium Fees for rental $30 00 an hour $100 00 Key & Cleaning Deposit (returned when facility is left clean & Key returned A one day event liability insurance policy is required listing the Grand Terrace Lions Club as a rider We stress we are a no smoking, alcohol free facility and no fire arms are allowed The kitchen is available for the purposes of cleaning the facility and using the microwave only The facility has been used for youth group parties, baby showers, weddings & receptions, memorial services and individual birthday parties All proceeds go back into the operation of the Grand Terrace Lions Community Center Approximately 10-15 paid functions a Year Rental rates are- Auditorium is $30 00 an hour and any classroom is $15 00 per hour 2 16 2 4 11 164 16 12 6 34 /'2) Grand Terrace City Day Care Usage of the Grand Terrace Lions Community Center Grand Terrace Lions supply all the paper towels used in the day care rooms On a normal 4 week month day care uses the building from 7AM (when the first worker arrives) until 6 PM totaling 11 hours a day 11 Hours X 5 Days=55 Hours a week X 4 Weeks= 220 Hours per 4 Week month or 275 Hours per 5 week Month The Tiny Tots Program is in Rooms 2 &3 from 8-1130 AM (counting when teacher arrives) Before school care for Grand Terrace Elementary is also in room 1 The KinderCare Program starts approximately 1130 AM depending on when they arrive and continues until 6 PM Shortened days the regular school children are in the building beginning at 12 30 until 6 PM Regular school days the after school care begins at 150 PM until 6 PM After school care, KinderCare and shortened day after school care utilizes the two small classrooms and the auditorium If the auditorium is in use they use room 1 They also use the auditorium& kitchen for special activities such as their Mothers Day Tea, Fathers Day activity, Tiny Tots graduation and pre school graduations They also use it for a special Thanksgiving activity for the Tiny Tots program Grand Terrace Dons Club has not charged extra for these activities. Tiny Tots is currently scheduled for a graduation activity, in addition to their regular usage, as follows Wed May 7 7 30AM-1130 AM Thur May 8 7 30AM-1130 AM In June Grand Terrace Day Care will be using the auditorium, in addition to their regular usage, as follows Wed June 117 30AM -1130 AM Thurs June 12 7 30AM-1130 AM Thurs June 19 9 30AM-1130 AM Tues June 24 7-9PM Wed June 25 7 30-11 30 AM Thurs June 26 7 30-1130 AM Day Care and the Child Care Program have worked together with the Community Center usage for several years �4 1 Cathy Varela, Director Child Care Servicer City of Grand Terrace 22400 Barton Rd Suite 200 Grand Terrace, CA 92313 Re Review of Community Center Rents Dear Ms Varela Just as the city of Grand Terrace is reviewing its budget, the Grand Terrace Lions Club is reviewing the rents collected vs the amount of use of the facilities by all of the groups that use the Community Center Your group is one of the oldest users, and we are proud to be able to provide such safe and convenient facilities for your children and families As I'm sure you know your group uses the facilities far more than any other, which is how it should be Although your group had been using the center about 50% of its available hours, your use has recently increased to where your group now uses about 60% of the center's available time (around 200 hours per month) My Board has requested me to contact you regarding adjusting the rent payment to more closely reflect the amount of use Just the Edison portion of our utility bill for last year was a total of $9,600 00 And as you probably know, we recently were given a new commercial electrical meter which has caused an increase of our electrical costs What we propose is that your group pays 50% ofjust the electrical bill, which is $4,800 per year We believe this is a fair pay for usage concept It also will give your group the flexibility to reduce the percentage of use, and/or be more conservative in the usage of the electricity We would fizrther propose to review this each year if you have reduced your use, or if the electrical costs have changed We are contacting you now, before your new budget and fiscal year are upon you We thank you in advance for your prompt consideration, and are always available for further discussion at your convenience David Radtke President Grand Terrace Lions Club November 29, 2010 Dear Micky and Dani, As per our request, you have agreed to allow us to utilize the Community Center for our school age program for additional hours per day We plan to transport our children after school from Terrace View Elementary to the Community Center and utilize the rooms until 6 00 p m on a daily basis in addition, we plan to utilize the Community from 7 00 a m to 6 00 p m for all day care during off track times As per our meeting, we agreed that the annual lease/rent would increase to $3,200 per year, which is a difference of $800 per year We currently pay $2,400 per year, which was paid in July of 2010 for this fiscal year We agree to utilize the two classrooms, hallway room, and auditorium when available We appreciate the copy of the calendar you provided for us so that we are more aware of which rooms are available on which days, in turn allows us to plan accordingly Please review and approve the breakdown below as the amount owed for the remainder of the year -- totaling $477 09 (Added usage from November 29, 2010-June 31, 2011) Increased rent of $800 per fiscal year --- divided by 52 weeks = $15 39 per week 31 weeks remain for this fiscal year X $15 39 per week = $477 09 is our current balance for added amount charged ----------- �--------------------------------------------------------------------------------------------------- Please forward us an invoice as soon as possible I understand that this amount must be agreed upon by your panel and a revised contract will be issued at a later time Z000 BARTON ROAD, SUITE X0 s GRAND TERRACE, CALI FORMA V313 • (909) 783-099u • Fax (909) 783-0998 grrfJtD 1 GT City Day Care Currently pays $2400.00 a year or $46.15 a week Usage of approximately 7 V2 hours a day Day Care Usage Increase Day care wishes to increase they usage to 11 hours a day running a full after school program and off track care If we were to charge them a normal rate it would be- Usage of 3 classrooms 44 hours a week and 2 classrooms 11 hours a week @ $45 00 hour equals $2310 00 per week An $800 00 a year increase was requested to cover additional supply usage and electricity This represents a weekly increase of $15 39 raising them to $61 54 a week They will do the majority of the maintenance on the rooms We will do ballast replacement and structural maintenance TETLEY LAW OFFICES www TetleyLaw corn March 10, 2015 22365 Barton Road, Ste 206 Grand Terrace, California 92313 direct (909) 872-0405 fax (909) 872-0440 Enclosed herein are copies of all documents that we have regarding the lease agreements as to the Community Center f ffhob 15, 1977 LEASE AGREEMENT: Community Center Auditorium, 22130 Barton Road, Grand T rrace, CA 92324 _ This lease agreement is b tween the Grand Terrace Lions Club, and the Community Center Booking gent. ;The Grand Terrace Lions Cub hereby agrees to pay to the Colton 'Unified School District, one dollar ($1.00) monthly for the use of the `Grand Terrace Community Center Auditorium each Friday night for the purpose of holding a public Bingo game. $12.00 due and payable on July 1, 1978 for the preceeding 12 months, and $12.00 each July 1st. thereafter. ,:. a ._.+��G�` Lee rn �► � 'ru � . Colbert Tom - Treasurer Grand Terrace Community Center Grand Terrace Lions Club Booking Agent �i LEASE AbULMENT cr „ �11 1 I r' 6- T C -,oe— z S•- The Board of Education of the COLTON JOINT UNIFIED SCHOOL DISTRICT, hereinafter referred to as DISTRICT, does hereby lease the building known as the Conynunity Service Building at the Grand Terrace Elementary School, to the CITY of Grand Terrace, hereinafter referred to as CITY for the period of twenty (20) years, beginning IDecember 18, 1980,,a,nd ending December 18, 2000. 1. Description of premises - The premises leased by the DISTRICT to the CITY are described in greater detail as follows - The Community Service Building/old Administration -Auditorium - Classroom Building located on the southeast corner of the Grand Terrace Elementary site. (This building contains three classrooms, an office complex, a multi -purpose room, including stage, and a kitchen area, Plus rest rooms. This building is ' approximately 108' x 841.) 2. ;Terminating Lease - The Lease may be canceled by mutual written agreement of both parties concerned. If the CITY should fail to comply with the standards set herein, the DISTRICT may give 30 days written notice of termination. 3. Use of Building - The Building Iffalal to used by CITY es -a comuhlty iservice 'center �,to acammodate groups and acti,vit3 es such as , but not limited to: Grand Terrace Lions Club, Grand Terrace Women',, Club, Boy Scouts, Girl Scouts, Bluebirds, 5th District P T.A., Dancing groups, community meetings, garden clubs, senior citizen activities, and the Grand Terrace Chamber of Commerce. Use of the facilities shall be granted to such groups free of charge, to the extent per- mitted by law; except when such groups charge a fee for their functions, a reasonable rental for the facility shall be collected No political activities shall be conducted on the premises under this lease agreement, and the building is;not to be used for commercial activities. MrA 0 4. Lease Fee - The annual lease tee 1s one-hundred-ont-dollars (5101) to be paid in advance on December 18th of each year at a place designated by the DISTRICT. S. It is the intent of the parties that the Grand Terrace Lions Club be permitted to manage and schedule usage of this facility, and also may be granted a sub -lease for this purpose 6. The CITY agrees to maintain the building,,in'a sound, clean, healthful, and safe mannef such that there will be no cost to the DISTRICT for utilities, maintenance, insurance or modernization. 7. Utilities - All public utilities, including, but not limited to, water, telephone, gas, electricity, sewer, trash pickup, are to be paid by the CITY. 8. Alterations - The 01%' is a;utboriied'to make structural and non - ,structural a 1,terations�tm:meet the needs of the handicapped. Any I structural or non-structural alterations will be at the LESSEE'S expense and at no cost to the DISTRICT. 9. Insurance - The CITY is to provide appropriate fire protection insurance on building. The CITY is to provide the DISTRICT with a Certificate of Insurance naming the COLTON JOINT UNIFIED SCHOOL DISTRICT ,as an additional insured party for fire insurance on the lease! building. In the event the building is destroyed beyond i repair, this Lease Agreement shall terminate. i 10. Liability_ - The CITY agrees to indemnify, defend, and hold harmless the DISTRICT, its officers, agents, and employees from any and all I, damage and claims involving injuries to persons or property in connection with the leased premises during the rental period specified in the Agreement. The CITY is to provide a Certificate of Insurance showing the CITY has a minimum of $1,000,000 Public I Liability insurance. •. t A 11. Compliance with Regulations - The CITY agrees that it will, at all times during its use and occupancy of the PREMISES, comply with all applicable ordinances, laws, and regulations affecting use and occupancy thereof by the CITY. 12. Condition upon Termination - Upon the expiration of the term of this Lease or cancellation of the Lease, as orovided for, the CITY shall surrender to the DISTRICT possession of the PREMISES and, when surrendered, the CITY shall leave the PREMISES in as good an order and condition as said PREMISES were at the beginning of the term of this Lease. 2.. 3 IOAT F. . r . uper ntendent, COLTON JOINT UNIFIED SCHOOL DISTRICT y anag r, CITY OF GRAND TERRACE ATTESTED: My 1 CITY OF GRAND TERRACE Approved as to form: V rney 0395 LEASE AGREEMENT THIS AGREEMENT is entered into this 12th day of March 1981, by and between the CITY OF GRAND TERRACE, hereinafter referred to as "City", and the GRAND TERRACE LIONS CLUB, hereinafter referred to as "Lessee." In consideration of the premises, it is mutually agreed by and between both parties hereto as follows, to wit: 1. PREMISES - City agrees to lease to Lessee those premises known as the Grand Terrace Senior Citizens/Community Services Center, more accurately described on Exhibit "A" attached hereto and incorporated herein. 2. RENT - Lessee shall pay City as rent for said premises the sum Of $101.00 per year for each year of said lease. Said rental payments shall be paya le in advance in annual installments, and the first payment hereunder shall be paid upon the commencement of this Lease. 3. USE OF PREMISES - Lessee, during the term herein provided or any extension thereof, shall use said premises as a community services center to accommodate civic groups such as, but not limited to, Grand Terrace Lions, Club, Grand Terrace Women's Club, Eoy Scouts, Girl Scouts, Bluebirds, PTA, City recreation programs, dancing groups, community meetings, garden clubs, Grand Terrace Chamber of Commerce, and the facility shall be granted to civic groups free of charge, except, when one of the groups mentioned desires to make a charge for a function, that group would be expected to pay, on a schedule basis, a reasonable rental fee for the facility. No political activities shall be conducted on the premises under this Agreement. 4. CARE OF PREMISES - Lessee shall be responsible,for and shall supply all necessary and ordinary care, maintenance, and repair of all equip- ment, grounds, building, and improvements now or hereafter placed on said premises, and all necessary and ordinary custodial, janitorial, gardening, and, other services for said premises. - -- i 5. UTILITIES - Lessee shall procure and pay for all utilities furiished to the premises and improvements thereon. { 6. INSURANCE - Lessee will, at all times during the life of this Agreement and at its own expense, procure and maintain in force fire protection insurance on building only, no contents. The Colton Unified School District will provide fire insurance on the premises and Lessee agrees to reimburse said School District for the cost of said insurance, Lessee to provide a Certificate of Insurance naming the City as an additional named insured in an amount of not less than $1,000,000.00 for public liability for anyone. The insurance requirements herein may be adjusted annually to reflect new insurance requirements of City. 1 LEASE AGREEMENT THIS AGREEMENT is entered into this 240 day of August 2006, by and between the CITY OF GRAND TE"ACE, hereinafter referred to 4 "City", and the GRAND TEWCE LIONS CLUB, hereinafter referred to as "Lessee " In consideration of the premises, it is mutually agreed by and between both patties hereto as follows, to wit, PREMISES — City agrees to lease to Lessee those premises known as the Grand Terrace Senior Citizens/Community Services Center, more accurately described on Exhibit "A" attached hereto and incorporated herein 2 R�1T — Lessee shall pay City as rent for said premises the sum of U.P_L9Q per year for each year of said lease Said rental payments shall be payable in advance in annual installments, and the first payment hereunder shall be paid upon the commencement of this Lease USE OF PREMISES — Lessee, during the term herein provided or any extension thereof shall use said premises as a community services center to accommodate civic groups such as, but not limited to, Grand Terrace Lions Club, Grand Terrace Women's Club, Boy Scouts, Girl Scouts, Bluebirds, PTA, City recreation programs, dancing groups, community meetings, garden clubs, Grand Terrace Chamber of Commerce, and the facility shall be granted to civic groups free of charge, except, when one of the groups mentioned desires to make a charge for a function, that group would be expected to pay, on a schedule basis, a reasonable rental fee for the facility No political activities shall be conducted on the premises under this Agreement. CARE OF DEMISES — Lessee shall be responsible for and shall supply all necessary and ordinary care, maintenance, and repair of all equipment, grounds, building, and improvements now or hereafter placed on said premises, and all necessary and ordinary custodial, janitorial, gardening, and other services for said premises UTILITIES — Lessee shall procure and pay for all utilities furnished to the premises and improvements thereon INSURANCE - Lessee will, at all times during the life ofthis Agreement and at its own expense, procure and mamtam m force fire protection insurance on building only, no contents The Colton Unified School District will provide fire insurance on the premises and Lessee agrees to reimburse said School District for the cost of said insurance Lessee to provide a Certificate of Insurance naming the City as an additional named insured in an amount of not less than $1,000,000 00 for public liability for anyone The insurance requirements herein may be adjusted annually to reflect new insurance requirements of City . TERM —This Lease,Agreement shall be for a period of fifteen (15) years At the expiration of this pehod Lessee shall have the option to extend this Lease Agreement for an additional fifteen (15) year period by giving written notice of said intent to City at least (30) days pnor to said expiration HOL�HA�� — Lessee agrees to indemnify and hold harmless City from any operations of Lessee as provided for in this Agreement Lessee further agrees to indemnify and hold harmless City against any negligent actions or omissions caused by Lessee, its agents or employees, and any costs and expenses incurred by the respective parties on account of any claim arising from this Agreement or from Lessee's operations hereunder Lessee and employees against negligent actions or omissions caused by Lessee, its parties o account of any claim therefore Lessee further agrees to indemnify and hold harmless City from any and all damages to premises as a result of any cause whatsoever during the period of this Lease Agreement CGENM4TBD FEJS — The Lessee shall use any monies gamed from use of building first for maintenance of he facility as set out herein, and any funds remaining shall be used for worth while, noh-profit, civic purposes 10 IMPROVEMENTS — Before constructing or installing any permanent structures, facilities, or impro ements on said premises, Lessee shall obtain written consent of the City Manager of th6 City Said City Manager shall give consent, unless such structures, facilities, or improvements will unreasonably interfere with the use of any other public improvement or fhoility _T.ERMINATI —(Either party hereto may terminate this Agreement for any of the terms hereof, by giving thirty (30) days written notice to the other party This agreement was executed on the year and day first above written CITY OF GRAND TERRAOE ATTEST GRAND TERRACE LIONS i ATTEST aoo 6- aool B '1 ' By toot,,Z �o7 City 1 rk Secretary I Approved As to Form City Atto e i { LEASE AGREEMENT The Board of Education of the Colton Joint Unified School District, hereinafter referred to a$ DISTR'ICt, does qereby lease the building known as the Community Service Building referred to as I>R VISO at the Grand Terrace Elementary School, t h- 0 City of Grand Terrace, hereinafter referred to as CITY for the period of fifteleki (16) yeam,7oQIrining December' 1, ZQA, and 0, dt g Poce tber I, ZQW, i 1 De62FIPt1o6. of PREMISES — The PREMISES leased by the DISTRICT to the CITY are described in greater detail as follows: The Commuhty Service Building /old Administration — Auditorium — Classroom Building located on the southeast comer of the Grand Terrace Elementary Site (This building contains three classrooms, an office complex, a multi -purpose room, including stage, and a kitchen area, plus rest rooms This budding is approximately 108' x 84' ) 2 Terminating Lease — The Lease may be'caneeled by mutual written agreement of both parties I concerned. The CITY should fad to comply with the standards set forth herein; the DISTRICT may give 80 days written notice of termination. 3 Use of Bulldins� — The Building shall be used by CITY as a community service center to accommodate groups and activities such as, but not limited to, Grand Terrace — The Lions Club, Grand Terrace Women's Club, Boy Scouts, Girl Scouts, Bluebirds, 6th District P T A, Dancing groups, community meetings, garden clubs, senior citizen actlylties, silo the Grand Terrace Chamber of Commerce. Use bf the facilities shall be granted to s ►luch groups free fof charge to the extent permitted by law, except when such groups 1charge a foe for their fUnotions, a reasonable rorital for the facility shall be collected. political activities shall be, conducted on the PREMISES under this lease agreement, and the budding, is not to be used for commercial activities 4 Lease Fee — The annual lease fee is one -hundred -one -dollars ($101) to be paid in advance on July 18t of each year at a place designated by the DISTRICT 5 it is,the intent of the parties that the Grand Terrace Lions Club be permitted to manage and; schedule usage of this facilfty, and also may b&granted a sub -lease for this purpose 6 The CITY agrees to maintain the building in a sound, clean, healthful, and safe manner such that there will be no cost to the DISTRICT for utilities, maintenance, insurance or modernization 7 Utilities — All public utilities, including, but not limited to, water, telephone, gas, eledtricity, sewer, trash pickup, are to be paid by the CITY 8 Alterations — The CITY is authorized to make structural and non-structural alterations to meet the needs of the handicapped Any structural or non-structural alterations will be at the LESSEE'S expense and at no cost to the DISTRICT 9 in urance -- The CITY is to provide appropriate fire protection insurance on the building '"he CITY Is to provide the DISTRICT With a Certificate of Insurance naming the COLTON JOINT UNITED SCHOOL DISTRICT as an additional insured party for the fire Osurance on the leased building In the event the budding is destroyed beyond repair, the Lease Agreement shall terminate, 10. .Lima 1,fty — The CITY agrees to indemnify, defend, and hold harmless the DISTRICT, its Oficers, agents, and employees from any and all damage and claims involving injuries to persons or property in connection with the leased PREMISES during the rental period specified in the Agreement whether caused by the "active or passive" negligence of the DISTRICT or otherwise The CITY is to provide a Certificate of insurance showing the CITY has a minimum of $1,000,000 General Liability insurance naming the C,lUSD as an additional insured for all incidents or injuries caused by, or arising from in any way whatsoever, this lease by the CITY 11 Compliaannce with Regulations — The CITY agrees that it will, at all times during its use and occupancy of the PREMISES, comply with all applicable ordinances, laws, and regulations affecting use and occupancy thereof by'the CITY 12 Condition iJ on Teftination — Upon the expiration of the term of this Lease or cancellation oft a Lease, as provided for, the CITY shall surrender to the DISTRICT possession of the PREMISES and, when surrendered, the CITY shall lease the PREMISES In as good order and condition as said PRkMISES were at the beginning of the term of the Lease DATE Cas Crideb , Assistant Superintendent, Business Services Colton Joint U ed School District /f DATE Thomas J Schwab, C City of Grand Terrace ATTESTED l.. ".;��_.. i i Ap roved as to form I