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03/24/2015
r CITY OF GRAND TERRACE CITY COUNCIL AGENDA • MARCH 24, 2016 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 grandterrace-ca gov <httg //www grandterrace-ca gov> 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 I °I I Present Absent Late i Arrived Mayor Darcy McNaboe ❑ ❑ ❑ " Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ ❑ ❑ Council Member Bill Hussey ❑ ❑ ❑ A SPECIAL PRESENTATIONS - NONE 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 City of Grand Terrace Page 1 Agenda Grand Terrace City Council March 24, 2015 1 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 Approval of Minutes — Regular Meeting — 02/24/2015 DEPARTMENT CITY CLERK 3 Approval of Minutes — Regular Meeting — 03/10/2015 DEPARTMENT CITY CLERK 4 Approval of Check Register No 02282015,in the Amount of $293,976 92 RECOMMENDATION Approve Check Register No 02282015 in the amount $293,976 92, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE 5 Extension of Service Provider Services Agreement with EZ SunnyDay Landscape for Citywide Landscape Maintenance RECOMMENDATION Authorize the City Manager to grant two (2) one-year extensions to the existing Service Provider Services Agreement with EZ SunnyDay Landscape for the Citywide Landscape Maintenance DEPARTMENT COMMUNITY DEVELOPMENT C PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting D CITY COUNCIL COMMUNICATIONS Council Member Bill Hussey Council Member Doug Wilson City of Grand Terrace Page 2 Agenda Grand Terrace City Council March 24, 2015 E F G 6 7 Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe PUBLIC HEARINGS - NONE UNFINISHED BUSINESS NEW BUSINESS Records Management Program Policy and Procedures and Records Retention Schedule RECOMMENDATION 1) ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE 2) Allow City Hall to remain closed to the public during business hours for staff to perform a "free the files" clean-up day every year on the Cesar Chavez Federal Holiday DEPARTMENT CITY CLERK 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 Grand Terrace City Council March 24, 2015 8 Mid -Year Budget Review for Fiscal Year 2014-15 RECOMMENDATION 1) Receive and file report, 2) Approve proposed FY2014-15 General Fund fund balance designations, payments and transfers, and 3) Approve recommended FY 2015-16 budget development guidelines and review schedule DEPARTMENT FINANCE H CITY MANAGER COMMUNICATIONS RECESS TO CLOSED SESSION CLOSED SESSION 9 CONFERENCE WITH REAL PROPERTY NEGOTIATORS - Pursuant to Government Code Section 54956 8 Property APN Nos 1167-151-22, 1167-151-74, 1167-151-71, and 1167-151-68 Agency negotiator Carol Jacobs, Interim Agency Director Negotiating parties Lewis Group Under negotiation Price and Terms of Payment 10 CONFERENCE WITH LEGAL COUNSEL -Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956 9 One Potential Case RECONVENE TO OPEN SESSION ADJOURN The Next Regular City Council Meeting will be held on Tuesday, April 14, 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) 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 19 2015 before the hour of 6 00 to be posted as required the above AWda for the City Council Meeting scheduled to be held on March 24 2015 at 6 00 p in in the City Council Chambers in the Pat.lacqu ON Clerk City of Grand Terrace page 4 CITY OF GLAND TERRACE f 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 24, 2015 r 6 00 p.m. Regular Meeting COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 Darcy McNaboe, Mayor Sylvia Robles, Mayor Pro'Tem Jackie Mitchell, Council Member Doug Wilson, Council Member Bill Hussey, Council Member Carol Jacobs, Interim City,Manager Richard L Adams, City Attorney Pat Jacquez-Nares, City Clerk Cynthia A Fortune, Finance Director Sandra Molina, Community Development Director The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m I j CITY OF GRAND TERRACE v+> f CITY COUNCIL AGENDA • MARCH 24, 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 grandterrace-ca gov <http 11www grandterrace-ca gov> CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency �r Invocation Pledge of Allegiance ROLL CALL Attendee Name _, d,Present ` `' Absent Late Arrived y Mayor Darcy McNaboe ❑ ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ ❑ ❑ Council Member Bill Hussey ❑ ❑ 1 ❑ A SPECIAL PRESENTATIONS - NONE 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 City of Grand Terrace Page 1 Agenda Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS Grand Terrace City Council March 24, 2015 6 Records Management Program Policy and Procedures and Records Retention Schedule RECOMMENDATION 1) ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE 2) Allow City Hall to remain closed to the public during business hours for staff to perform a "free the files" clean-up day every year on the Cesar Chavez Federal Holiday DEPARTMENT CITY CLERK 7 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 CITY OF GRAND TERRACE 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," l Title Status Arrwed Darcy McNaboe Mayor Present Sylvia Robles Mayor Pro Tern Present Jackie Mitchell Council Member Present Doug Wilson Council Member Present Bill Hussey Council Member Present Carol Jacobs Interim City Manager Present Richard Adams City Attorney Present Pat Jacquez-Nares City Clerk Present Sandra Molina Community Development Director Present Cynthia Fortune Finance Director Present Linda Phillips Director of Child Care Services Present Steve Lassiter Battalion Chief Present Robert O'Brine 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 PaciietaPg, 5 _ m �a U N _ O U Cv C IL 0 0 m LO 0 N N M Q U. 4- 0 N C1 2 d v _ W r a d a N 01 2 _.2 Minutes Grand Terrace City Council February 24, 2015 r C PUBLIC COMMENT Herman Hilkey, Grand Terrace resident, stated his concerns with the County of San Bernardino's fire abatement citation process, the amount of the fees, and the third party collection agency He urged the City Council to have this program dropped, cancelled, altered, or fixed to its true intent 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 W Z c Council Member Bill Hussey Council Member Hussey thanked the people in the audience for attending the meeting He also thanked staff and the Chamber for their work He reported that he attended the c Pet Clinic which was a well run event Council Member Hussey visited Get Loaded a 0 new business in town He also reported that there was a fundraiser held at Miguel Jr's a and announced the all you can eat pancake breakfast fundraiser at the same location o CD on March 7, 2015 He congratulated his son on his engagement which was televised on KTLA r 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 r Council Member Mitchell reported that she attended the Grand Terrace Women's Club °- lunch meeting She requested a staff update on potential skate park at Azure Hills a Church She also requested that staff provide the proper protocol for door to door sales Council Member Mitchell thanked the people in the audience for attending the meeting Mayor Pro Tern Sylvia Robles im 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 The } City of Grand Terrace Page 3 Packet;Pg 7 tW� Minutes Grand Terrace City Council A motion and second was made to approve staffs recommendation x-q2 February 24, 2015 Council Member Mitchell requested alternate funding as follows Code Enforcement $21,114, Library $10,000, Family Services $8,671, and REC Center $8,671 A Council discussion ensued on the amounts of the funding for each of the four entities presented By Council consensus, they voted on the original motion of staff's recommendation as follows 1) CONDUCT A PUBLIC HEARING FOR THE PRIORITIZATION OF ELIGIBLE APPLICATIONS FOR 2015-2016 CDBG FUNDING, AND, 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] MOVER Doug Wilson, Council Member SECONDER- Bill'Hussey, Cbuncil Member -� f AYES, McNaboe, Robles, Mitchell, Wilson, Hussey x F UNFINISHED BUSINESS - NONE G NEW BUSINESS i 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 Pastor McRae 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 City of Grand Terrace Page 5 Packet-ift"' .9 U 2 CITY OF GRAND TERRACE CITY COUNCIL MINUTES • MARCH 10, 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 02 p m Invocation was provided by Council Member Hussey Pledge of Allegiance was led by Council Member Wilson ROLL CALL Attendee Name" ..'" Title ,' x " Status " Arrwed Darcy McNaboe Mayor Present Sylvia Robles Mayor Pro Tern Present Jackie Mitchell Council Member Present Doug Wilson Council Member Present Bill Hussey Council Member Present Carol Jacobs Interim City Manager Present Richard Adams City Attorney Present Pat Jacquez-Nares City Clerk Present Sandra Molina Community Development Director Present Cynthia Fortune Finance Director Present Linda Phillips Director of Child Care Services Present Steve Lassiter Battalion Chief Present Robert O'Brine I Lieutenant Present Saba Engineer I Senior Civil Engineer Present SPECIAL PRESENTATIONS Presentation on the 2014 Crime Statistics and Traffic Update by San Bernardino County Sheriffs Department Lt Robert O'Brine Lt O'Brine presented the PowerPoint on the San Bernardino County Sheriffs Department 2014 Crime Statistics and Traffic Update for the City of Grand Terrace Presentation of the new City of Grand Terrace website by Public Information Officer Kendall Flint Public Information Officer Flint provided a brief presentation on the City of Grand µ Terrace new website City of Grand Terrace 9 Page 1 ,;; i0i'4;11,11 i' 11, tt7' 3 Minutes Grand Terrace City Council March 10, 2015 Council Member Doug Wilson Council Member Wilson reported that on February 26th he attended the Legislative Taskforce Meeting at the Ontario Convention Center with Senator Leyva A few items of interest to the City are Senate Bill 267 Keep Our Kids Safe Act 2015 legislation affecting sex offenders, Senate Bill 66 Career Technical Education Pathways Program and Senate Bill 148 Career Job Skills and Education Act both of these bills are gap funding for situations where people cannot attend a conventional college He also attended the meeting with the Interim City Manager Jacobs and the Director of Finance Fortune on the cost allocation and Successor Agency funding Council Member Wilson stated that he attended the Emergency Operations Committee (EOC) meeting at the request of a one of the citizens The EOC building is currently undergoing improvements He volunteered to inspect the EOC building on March 5, 2015 and provided his report on what the building needed to staff He announced the Student Speaker Contest scheduled for March 11, 2015 in the Community Room at 5 00 p m Council Member Jackie Mitchell Council Member Mitchell requested that City staff place on the website information on how not to become a victim of mail theft She also attended the Healthy GT event and was very pleased with the attendance and public interest She is excited to see the next steps they will be taking one of which is a competitive sporting event in April at one of the local parks Council Member Mitchell met with Anthony Cortez, President of the t Neighborhood Watch and encouraged all residents who would like to participate to contact Anthony at his email anthony(cD-pcmt net She also attended the County Drug Taskforce meeting last Wednesday A presentation from law enforcement was given on the positive influence investing in our youth today Many of the attendees provided and exchanged information on their youth outreach She thanked Interim City Manager Jacobs for her quick action in placing the speed radar trailer on the corner of Oriole and Van Buren to help mitigate the speed issues on that intersection Mayor Pro Tern Sylvia Robles Mayor Pro Tern Robles attended her third OmniTrans Board of Directors meeting and reported that the City was very fortunate that County Supervisor Josie Gonzales, Janice Rutherford and the Mayor of Rialto, Debra Robertson were good stewards of the taxpayer's money The gentlemen from the cities of Yucaipa, Rancho Cucamonga, and Highland are also very engaged at these meetings as well She will also serve on the OmniTrans Administrative & Finance Committee She had a tour of the OmniTrans facility and was informed that they are closing the SBX Rapid Transit Bus System and opening the terminal which will have the possibility to transfer 62 routes at that terminal She informed everyone about the OmniTrans Bridge Grant program which trains individuals for five weeks to become a trained coach operator at other transit organizations She will provide staff the information for this grant program to be placed on the City's website Mayor Pro Tern Robles also attended the Healthy GT event it was very enjoyable and she also provided a list of resident concerns to the Interim City City of Grand Terrace Page 3 Packet Pg 13 9 0 c a d a N 2 Minutes Grand Terrace City Council March 10, 2015 A Council discussion ensued on the number of applicants, the need to have the Colton Joint Unified School District write a support letter, and the need for the School District to help pay for the sidewalks 1) AUTHORIZE STAFF TO SUBMIT TRANSPORTATION DEVELOPMENT ACT (TDA) - ARTICLE 3 GRANT APPLICATION, AND 2) AUTHORIZE STAFF TO UTILIZE $50,000 FROM ARTERIAL IMPROVEMENT IMVAIU I ftt I-UNU. A, A LUUAL MAI UH RESULT APPROVED [UNANIMOUS] MOVER Doug Wilson, Council Member SECONDER Sylvia Robles, -Mayor Pro Tern AYES McNaboe, Robles, Mitchell, Wilson, Hussey THIS ITEM WAS REMOVED FROM THE AGENDA AND RESCHEDULED TO THE MARCH 24, 2015 CITY COUNCIL MEETING 5 Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino 1) APPROVE AMENDMENT NO 4 EXERCISING A FOURTH THREE-YEAR EXTENSION, AND 2) AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT NO 4 - 6 Citywide Volunteer Program Interim City Manager Jacobs provided a brief summary of this item Council Member Wilson supports this item and offered to be a volunteer Council Member Mitchell asked how the program would be implemented She further suggested that the City use a volunteer to coordinate the volunteers (Volunteer Coordinator) Interim City Manager Jacobs explained the application and the criteria that would be used to better assess the staff needs and the ability to place a volunteer Council Member Hussey stated the Grand Terrace is full of people wanting to volunteer and likes that the program has a minor's agreement He suggested that the High School be contacted to promote this program Mayor McNaboe supports and likes this program City of Grand Terrace Page 5 Packet Pg 15 Minutes Grand Terrace City Council March 10, 2015 Council Member Hussey requested clarification on whether the Lion's Club still wanted the Child Care Center to remain at their site and or did the City want to relocate the Center Interim City Manager Jacobs clarified that a report with an assessment of the building was done and it revealed issues with the building The corrections would be very expensive to fix In conversations with the Lion's Club, they did not have any issue with the Child Care leaving the Lion's Club The City would remove itself form the lease and allow for the Lion's Club to work directly with the School District to maintain their lease The staff report did not have any action toward the Lion's Club, it was strictly to remove the Child Care operations from the building due to the conditions reported The building evaluation report was provided to the City Council last year Interim City Manager Jacob's main concerns are child safety and cost The best way to provide Child Care services is in a City owned facility Currently, there is no agreement in place with the Lion's Club and there needs to be one if the Council chooses to remain in the Lion's Club The School District has also stated they do not have the funds to make the necessary corrections to the building Interim City Manager Jacobs has a scheduled meeting with the Superintendent to acquire a long term lease for the before and after school programs to remain at Grand Terrace Elementary The Tiny Tot program will either remain at the Lion's Club location or relocated to another location Council Member Mitchell asked if the School District was willing to move forward with the lease with the Lion's Center She further asked if staff had met with the Lion's Club to request that they make the necessary improvements to the building to insure the safety of the children Council Member Mitchell also asked if the Lion's Club had conducted its own inspection and acquired a report Interim City Manager Jacobs confirmed that the District was willing to work with the Lion's Center to continue to provide the services that they provided at that location When staff last met with the Lion's Club members, the Club had an issue with the validity of the report and believed there were ulterior motives for the authoring of the report Burt Seulemezaan, Lion's Club Member, stated that no report had been done on their part yet but would like the opportunity to have one done Mayor Pro Tern Robles stated that she believed that the presence of the Lion's Club Members in the audience enforces their willingness to work with the City on this issue She also understands that staff needs to have other options available to ensure the safety of the children She suggested items 1, 2, 5, 6, 7 be further analyzed and to discard the rest of them A Council discussion ensued on their preferred options By Council consensus, direction was given to staff to further research and analyze the following options 1 (not 1 a or 1 b), 2, 5, 6, and 9 City of Grand Terrace - Page 7 Packet Pg 17 U 2 Minutes Grand Terrace City Council March 10, 2015 r- ADJOURN Mayor McNaboe adjourned the City Council Meeting at 8 25 p m The Next Regular City Council Meeting will be held on Tuesday, March 24, 2015 at 6 00 pm Darcy McNaboe, Mayor Pat Jacquez-Nares, City Clerk U 2 City of Grand Terrace Page 9 Packet'k 19' AGENDA REPORT MEETING DATE March 24, 2015 Council & Successor Agency Item TITLE Approval of Check Register No 02282015 in the Amount of $293,976 92 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Approve Check Register No 02282015 in the amount $293,976 92, as submitted, which includes the Check Resister Account Index for Fiscal Year 2014-15 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Our Fiscal Viability", through the continuous monitoring of expenditure budgets, allocations and operational costs BACKGROUND The check register, for the period ending February 28, 2015, has been prepared in accordance with Government Code §37202 and is hereby submitted for the City Council's approval The check register lists all vendor payments for the preceding month, along with a'brief , description of the type of goods or services purchased and the account code(s) associated with each payment Check Register No 02282015 lists all payments made to vendors and employee reimbursements during the month of January The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and CRA Successor Agency Expenditure account number formats are XX-XXX-XXX [Fund - Department -Account] Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact A total of $293,976 92 in accounts payable checks were issued during the period for services, reimbursements, supplies and contracts and are detailed in the attached check register Payments larger than $10,000 Check payee Description Amount No 71206 San Bernardino County Feb Law Enforcement Services $133,955 00 Sheriff 71209 Willdan Financial Jan Finance Department Services $13,157 50 Services Packet Pg 20 City of Grand Terrace Check Register Index No Fund Name 09 CHILD CARE FUND 10 GENERAL FUND 11 STREET FUND 12 STORM DRAIN FUND 13 PARK FUND 14 AB 3229 COPS FUND 15 AIR QUALITY IMPROVEMENT FUND 16 GAS TAX FUND 17 TRAFFIC SAFETY FUND/ TDA FUND 19 FACILITIES DEVELOPMENT FUND 20 MEASUREIFUND 21 WASTE WATER DISPOSAL FUND 22 COMMUNITY DEV BLOCK GRANT 26 LSCPG/ LGHTG ASSESSMENT DIST 44 BIKE LANE CAPITAL FUND 46 STREET IMPROVEMENT PROJECTS 47 BARTON RD BRIDGE PROJECT 48 CAPITAL PROJECTS FUND 32 CRA-CAPITAL PROJECTS FUND 33 CRA-DEBT SERVICE FUND 34 CRA-LOW & MOD HOUSING Dept No Department Name/Cost Center 110 CITY COUNCIL 120 CITY MANAGER 125 CITY CLERK 140 FINANCE 160 CITY ATTORNEY 172 BUILDING & SAFETY 175 PUBLIC WORKS 180 COMMUNITY EVENTS 185 RENTAL INSPECTION PROGRAM 187 ENFORCEMENT PROGRAM 190 GENERAL GOVERNMENT (NON-DEPT) 195 FACILITIES MAINTENANCE 370 COMMUNITY & ECONOMIC DEV 380 MGT INFORMATION SYSTEMS 410 LAW ENFORCEMENT 430 RECREATION SERVICES 440 CHILD CARE > > 450 PARKS MAINTENANCE 510 STREET & SIGNAL LIGHTING 600 WEST SIDE PARK 601 TRACT 14471 PICO & ORIOLE 602 FORREST CITY PHASE If 631 STORM DRAIN MAINTENANCE 801 PLANNING COMMISSION 802 CRIME PREVENTION UNIT 804 HISTORICAL & CULTURAL COMM 805 SENIOR CITIZENS PROGRAM 807 PARKS & REC COMMITTEE 808 EMERGENCY OPERATIONS PROG ,cct No General Account Numbers 110 SALARIES/WAGES 139 EMPLOYEES' BENEFIT PLAN 140 RETIREMENT 142 HEALTH/LIFE INSURANCE 143 WORKERS' COMPENSATION 138/141 MEDICARE / SUI 210 OFFICE EXPENSE 218-219 NON -CAPITAL FURN/SMALL TOOLS 220 SPECIAL DEPARTMENTAL EXP 230 ADVERTISING 235 COMMUNICATIONS 238-239 UTILITIES 240-242 RENTS & LEASES 245-246 MAINT BLDG GRNDS EQUIPMNT 250-251 PROFESSIONAL SERVICES 255-256 CONTRACTUAL SERVICES 260 INSURANCE & SURETY BONDS 265 MEMBERSHIPS & DUES 268 TRAINING 270 TRAVEUCONFERENCES/MTGS 272 FUEL & VEHICLE MAINTENANCE 570 WASTEWATER TREATMENT 33-300 DEBT SERVICE 7XX FACILITIES IMPRV (NO CIP) 700 COMPUTER -RELATED 701 VEHICLES & EQUIPMENT m Attachment A - Check Register Account Index Pdf (1662 Approval of Check Register No 02282015) CITY OF GRAND TERRACE Check History Listing February 1 2015 February 28 2015 Invoice I Account Check # Date Vendor Invoice Description Inv Date Amount Paid Check Total 71199 02/05/2015 001930 DAILY JOURNAL CORPORATION B2671728 ORDINANCE 276 PUBLICATION 10/08/2014 E 10 125-230 000 000 799 86 B2671746 ORDINANCE 276 PUBLICATION 10/08/2014 E 10 125-230-000 000 777 00 B2672950 PUBLIC HEARING NOTICE TM 18071 10/08/2014 E 10-125-230-000 000 32820 E 10-190-250-000 000 12474 B2665557 PUBLIC NOTICE OF NOMINEES 10/13/2014 E 10 125-230-000 000 26390 B2671720 ORDINANCE 275 PUBLICATION 10/08/2021 E 10-125-230-000-000 167 59 b2673125 ORDINANCE 275 PUBLICATION 10/08/2014 E 10-125 230 000-000 167 59 82666430 ORDINANCE 275 PUBLICATION 09/26/2014 E 10-125 230 000 000 135 98 B2689864 ORDINANCE 279 PUBLICATION 11/25/2014 E 10-125 230 000-000 106 84 B2685506 ORDINANCE SUMMARIES PUBLICATION 11/14/2014 E 10-125 230 000-000 103 60 B2678820 ORDINANCE 2014-277 SUMMARY BIDS 10/28/2014 E 10 125 230 000 000 79 99 B2685505 ORDINANCE SUMMARIES PUBLICATION 11/14/2014 E 10 125-230 000 000 74 46 B2685503 ORDINANCE SUMMARIES PUBLICATION 11/14/2014 E 10 125-230 000 000 71 23 7123 71200 02/05/2015 011061 EZ SUNNYDAY LANDSCAPE 7185 JAN CHILD CARE LAWN SRVS 01/19/2015 E 09-440 245-000 000 10000 10000 71201 02/05/2015 010611 DARCY MCNABOE JAN 2015 DM JAN HEALTH INSURANCE REIM MCNABOE 01/29/2015 E 10 110 142 000-000 37800 37800 71202 02/05/2015 005400 OFFICE DEPOT 748410072001 OFFICE SUPPLIES 01/13/2015 E 10 125-210 000-000 5961 748427064001 OFFICE SUPPLIES 01/12/2015 E 10 120-210 000 000 5939 5939 Attachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) 3 200 98 10000 37800 11900 IS CITY OF GRAND TERRACE Check History Listing February 1 2015- February 28 2015 Invoice / Account Check # Date Vendor Invoice Description Inv Date Amount Paid Check Total 71210 02/09/2015 011261 JACQUELINE MITCHELL JAN 2015 JM JAN HEALTH INSURANCE REIM-MITCHELL 02/09/2015 E 10-110-142 000 000 22500 22500 22500 71211 02/11/2015 010019 5 POINT AUTO SERVICE 21273 FORD F-150 OIL CHANGE & REPAIRS 01/05/2015 E 10-175-272-000 000 191 70 1 191 70 19170 71212 02/11/2015 010693 ARROWHEAD UNITED WAY PR 1/2/15-1/30/15 UW PR END 01/02/15 01/30/15 CONTRIBUTIONS 02/10/2015 B 10 022-65 00 1500 1500 1500 71213 02/11/2015 010280 AVID IDENTIFICATION SYSTEMS 351770 AVID PET ID CHIPS 01/16/2015 E 10-187-256 010 000 25625 25625 25625 71214 02/11/2015 001713 CA DEPT OF TRANSPORTATION SL150505 OCT DEC RAMPS ENERGY & MAINTENANCE 01113/2015 E 16-510-238 000 000 349 19 349 19 34919 71215 02/11/2015 010996 CA PUB EMPLOYEES RETIRE SYSTEM 1654 FEB PERS HEALTH INSURANCE 01/14/2015 E 09-440 142 000 000 2 463 64 B 10 022-61 00 1 48497 E 10 120 142 000 000 77665 E 10-125 142-000-000 36406 E 10 140 142-000 000 38347 E 10-175-142-000 000 73297 E 10-190-265-000 000 3488 E 10 370-142-000 000 36406 E 10-380-142-000 000 14562 E 10-450 142-000 000 12621 - E 16-175 142-000 000 31552 E 21-175 142 000 000 8737 E 32-200-142-000 000 34465 7 624 07 7 624 07 Ct n pr to p N Cr Attachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) t f CITY OF GRAND TERRACE Check History Listing February 1 2015- February 28 2015 Check# Date Vendor Invoice LAceo�unt kP Invoice Description 71223 02/11/2015 011012 G & G ENVIRONMENTAL COMPLIANCE GTERR 0115 JAN SEWER MGMT PLAN AUDIT SRVS E 21-175-250-000 000 71224 02/11/2015 010181 GOPHER PATROL 117743 JAN GOPHER CONTROL SRVS E 10-450-245-000-000 I; 71225 02/11/2015 011364 WILLIAM HUSSEY JAN 2015 WH JAN HEALTH INSURANCE REIM HUSSEY E 10 110 142 000 000 71226 02/11/2015 003540 INTERNATIONAL INSTITUTE 140 2015 MEMBERSHIP-JACQUEZ NARES E 10-125 265 000-000 71227 02/11/2015 010773 KELLAR SWEEPING INC 71228 02/11/2015 011092 METLIFE GROUP BENEFITS 71229 02/11/2015 011206 MIDAMERICAADMIN & RETIRE Al 71230 02/11/2015 005400 OFFICE DEPOT n rt -0, ry w 9569 DEC STREET SWEEPING SRVS E 16 900 254 000 000 i JAN 2015 METLIFE JAN EMPLOYEE/DEP DENTAL INSURANCE B 10 022-61-00 PR END 01/16/15 ARS PR END 01/16/2015 CONTRIBUTIONS B 10 022-68 00 PR END 01/30/15 ARS PR END 01/30/2015 CONTRIBUTIONS B 10 022-68 00 PR END 01/02/15 ARS PR END 01/02/2015 CONTRIBTUIONS B 10 022-68 00 749626213001 OFFICE SUPPLIES E 10 172-210 000 000 Inv Date Amount Paid Check Total 02/02/2015 535 17 535 17 53517 01/08/2015 30000 30000 30000 02/09/2015 15000 15000 15000 02/05/2015 18000 12/31/2014 4 200 00 4 200 00 4 200 00 02/10/2015 34470 34470 34470 02/09/2015 89158 02/1112015 22164 02/09/2015 12909 12909 1 24231 01/14/2015 6803 6803 6803 A IT UAttachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) CITY OF GRAND TERRACE Check History Listing February 1 2015- February 28 2015 Invoice I Account Check# Date Vendor D�ctn6ution Invoice Description Inv Date Amount Paid Check Total 71236 02/11/2015 011284 SIEMENS INDUSTRY INC 5610008110 DEC TRAFFIC SIGNAL MAINTENANCE 01/23/2015 E 16 510 255 000-000 702 00 5620006040 DEC RESPONSE CALL OUTS 01/23/2015 E 16 510 255 000 000 69343 69343 1 39543 71237 02/11/2015 007005 SO CAL LOCKSMITH 32010 C CARE CLASSROOM DOOR REPAIRS 01/13/2015 E 09-440 245 000 000 35800 35800 35800 71238 02/11/2015 006778 STAPLES 601110007023633 OFFICE SUPPLIES 01/05/2015 E 10 120 210 000 000 2644 E 10 140 210 000 000 71 30 E 10 190 220 000 000 4277 14051 14051 71239 02/11/2015 011275 SYSCO RIVERSIDE INC 502030659 C CARE LUNCHES & SNACKS 02/03/2015 E 09-440-228 000 000 71773 71773 71773 71240 02/11/2015 011110 TIME WARNER CABLE 8448 7245 FEB/MAR SR CTR CABLE & INTERNET SRVS 01/29/2015 E 10 805-238-000 000 14662 14652 14652 71241 02/11/2015 011253 COUNTY OF RIVERSIDE TLMAADMINSTR/TL00000011194 DEC TRAFFIC SIGNAL MAINTENANCE 01/14/2015 E 16 510-255-000-000 72 80 7280 7280 71242 02/11/2015 007034 TRANSPORTATION ENGINEERING 1406 A NOV TRAFFIC ENGINEERING SRVS 12/07/2014 E 10 175 250-000 000 1 392 60 1414 DEC CIRCULATION FEE PROF SRVS 01/28/2015 E 10 175 250-010 000 855 00 1406 B NOV CIRCULATION FEE PROF SRVS 12/07/2014 E 10 175 250-010-000 39000 y 39000 n 2 637 60 � tD k to" Y w rr_ 0 Attachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) CITY OF GRAND TERRACE Check History Listing February 1 2015 February 28 2015 Invoice / Account Check # Date Vendor Invoice Description Inv Date Amount Paid Check Total 71250 02/18/2015 011296 CALPERS 457 PLAN PR END 02/13/15 457 PR END 02/13/15 CONTRIBUTIONS/LOANS 02/18/2015 B 10 022-63 00 1 14332 g 10 022-64 00 902 1 15234 1 15234 71251 02/18/2015 011031 CINTAS CORPORATION #150 150428041 C CARE RESTROOM SUPPLIES 02/11/2015 E 09-440-228 000-000 a x - 20000 200 00 20000 71252 02/18/2015 002905 PETTY CASH CITY OF GRAND TERRACE 02022015 CITY PETTY REPLENISH CITY'S PETTY CASH 02/02/2015 B 10 010 01-00 37916 379 16 379 16 71253 02/18/2015 011341 CITY OF LOMA LINDA 2295 MAR INFORMATION SYSTEMS SUPPORT 02/04/2015 E 10-380-250-000 000 2 400 00 2 400 00 2 400 00 71254 02/18/2015 003210 HOME DEPOT CREDIT SERVICE 6035322500233683 12 MAINT SUPPLIES 02/19/2015 E 09-440-245 000 000 5287 E 10 195 245 000 000 1 19328 24615 24615 71255 02/18/2015 010097 NEXTEL COMMUNICATIONS 410575025-149 CELL PHONES FOR MAINT CODE & C CARE 01/24/2015 E 09-440 235 000 000 2000 E 10-175 240 000 000 14991 169 91 16991 71256 02/18/2015 005115 NOVELL INC 220199615 FY 14-15 NOVELL/GROUPWISE LICENSES 02/02/2015 E 10-380-250 000 000 1 45200 1 452 00 1 45200 rAttachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) rr CITY OF GRAND TERRACE Check History Listing February 1 2015- February 28 2015 Invoice Account Check# Date Vendor Dstn6utcon Invoice Description Inv Date 71260 02/18/2015 006730 SO CA GAS COMPANY JAN 2015 GAS JAN CNG & NATURAL GAS USAGE 02/19/2015 E 09-440-238-000 000 E 09-440-272-000 000 E 10 175-272-000 000 E 10 185-272 000 000 E 10 190-238 000 000 E 10 805-238 000 000 71261 02/18/2015 011275 SYSCO RIVERSIDE INC 5021006944 C CARE LUNCHES & SNACKS E 09-440-228 000 000 71262 02/18/2015 007220 UNDERGROUND SERVICE ALERT 120150289 JAN DIG ALERT TICKETS E 16-900-220 000 000 71263 02/18/2015 007987 XEROX CORPORATION 078076944 JAN WC5755A XEROX COPIER LEASE E 10 190-212-000 000 E 10 190-700 000 000 Amount Paid Check Total 9491 262 785 262 34796 25752 71348 71348 02/10/2015 69254 69254 69254 02/01/2015 02/01 /2015 61 50 61 50 61 50 1599 30597 321 96 Total $293 976 92 Cr Attachment B - Check Register No 02282015 pdf (1662 Approval of Check Register No 02282015) AGENDA REPORT March 24, 2015 Council Item Extension of Service Provider Services Agreement with EZ SunnyDay Landscape for Citywide Landscape Maintenance Sandra Molina, Community Development Director RECOMMENDATION Authorize the City Manager to grant two (2) one-year extensions to the existing Service Provider Services Agreement with EZ SunnyDay Landscape for the Citywide Landscape Maintenance 2030 VISION STATEMENT This staff report supports Goal #2 "Maintain Public Safety" by maintaining existing citywide landscaping BACKGROUND On February 1, 2014, City Council approved a landscape maintenance agreement with EZ SunnyDay Landscape to maintain citywide landscaping for the total sum not to exceed Forty Seven Thousand Seven Hundred Sixty Dollars ($47,760) per year The agreement was executed for one (1) year with the provision of granting two (1) year extensions DISCUSSION The term of the current agreement executed with EZ SunnyDay ended on January 31, 2015 In order to continue routine maintenance of the citywide landscaping, two (2) one year extensions to landscape maintenance agreement with EZ SunnyDay Landscape is required FISCAL IMPACT Funds in the amount of Forty Seven Thousand Seven Hundred Sixty Dollars ($47,760) are budgeted and available in the Parks and Facilities Maintenance accounts to cover annual citywide landscape maintenance cost as shown in Table 1 below Table 1 Fund Fund Name Account Account Description Amount 10 General Fund 10-195-255 Facilities Maintenance $4,060 10 General Fund 10-450-255 Parks Maintenance 43,700 TOTAL$4ZjW Packet Pg 35 SERVICE PROVIDER SERVICES AGREEMENT EZ SunnyDay Landscape Landscape Maintenance THIS SERVICE PROVIDER SERVICES AGREEMENT ("Agreement') is made and entered into this 12 day of February, 2014, ("Effective Date") by and between the CITY OF GRAND TERRACE ("City"), a public entity, and EZ SunnyDay Landscape, ("Service Provider") 3 1 1, Scope of Services. City agrees to retain and does hereby retain Service Provider and Service Provider agrees to provide the landscape maintenance seances more particularly described in Exhibit "A", "Scope of Services" ("Services"), attached hereto and incorporated herein by reference a 2 Term. This Agreement shall be effective on the date first written above unless otherwise provided in Exhibit "A" Scope of Services and the Agreement shall remain in effect for One (1) Year, unless otherwise terminated pursuant to the provisions herein A maximum of two (2) one (1) year extensions may be granted by the City 3 Compensation/Payment Service Provider shall perform the Services under j this Agreement for the total sum not to exceed Forty Seven Thousand Seven Hundred o Sixty_poflars_($47,760 00) per year, payable in accordance with the terms set forth in c Exhibit "B" Payment shall be made in accordance with City's usual accounting n procedures upon receipt and approval of an itemized invoice setting forth the services N performed The invoices shall be delivered to City at the address set forth in Section 4 w hereof W CD 4 Notices. Any notices required to be given hereunder shall be in writing and �r shall be personally served or given by mad Any notice given by mail shall be deemed N given when deposited in the United States Mail, certified and postage prepaid, o addressed to the party to be served as follows N o To C►tV To Service Provider City of Grand Terrace' EZ SunnyDay Landscape 0 ; Attn Matthew W irz Attn Jacky Zecena - o 22795 Barton Rd P O Box 875 c Grand Terrace, CA 92313 Rialto, Ca 92377 n 5 Prevailing Wage If applicable, Service Provider and all subcontractors are w w required to pay the general prevailing wage rates of per diem wages and overtime and cu holiday wages determined by the,'Director of the Department of Industrial Relations s under Section 1720 et seq of the California Labor Code and implemented the City Council of the City of Grand Terrace The Director's determination is on file and open to a G Packet Pg 37 11 Indemnification. 11 1 Indeixinity. Except as to the sole negligence or willful misconduct of the City, Service Provider shall defend, indemnify and hold the City, and its officers, employees and agents, harmless from any and all loss, damage, _ claim for damage, liability, expense or cost, including attorneys' fees, which arises out of or is in any way connected with the performance of work under this Agreement by Service Provider or any of the Service Provider's w employees, agents or, subcontractors and from all claims by Service Provider's employees, 'subcontractors and agents for compensation for r services rendered to Service Provider in the performance of this Agreement, notwithstanding that the City may have benefitted from their services This indemnification provision shall apply to any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of Service Provider or of Service Provider's employees, subcontractors or agents a 11 2 PERS EligibilityIndemnification• in the event that Service Provider N or any employee, agent, or subcontractor of Service Provider providing M services under this Agreement claims or is determined by a court of competent junsdictioni or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Service Provider sshall indemnify, defend, and hold harmless City for Cthe payment of any employee and/or employer contributions for PERS N benefits on behalf of Service Provider or its employees, agents, or w subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City v Notwithstanding any other agency, state or federal policy, rule, regulation, N law or ordinance to the contrary, Service Provider and any of its employees, r agents, and subcontractors providing service finder this Agreement shall not o qualify for or become Entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including r but not limited to eligibility to enroll in PERS as an employee of City and 0 entitlement to any contribution to be paid by City for employer contribution A - and/or employee-contnbut►ons for PERS benefits r -- - o A 113 Attorney's Feiss The parties expressly agree that any payment, attorneys' fees, costs! or expense that the City incurs or makes to or on N behalf of an injured employee under the City's self-administered workers' r compensation is included as a loss, expense or cast for the purposes of this = is Section shall survive the expiration or early E Section, and that ti termination of the Agreement cc , a Packet Pg 39 a s 12 3 Commercial General Liability and Automobile Insurance. Prior to City's execution of this Agreement, Service Provider shall obtain, and shall thereafter maintain during the term of this Agreem4ent, commercial general liability insurance and automobile liability insurance as required to insure Service Provider against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Service Provider The City and the City, and its officers, employees and agents, shall be named as additional insureds under the Service Provider's insurance policies 12 3 1 Service Provider's commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations 1 liability, products -completed operations liability, independent Service Provider's liability, personal injury liability, and contractual liability) in an amount not less than $1,000,p00 per occurrence and a general aggregate limit in the amount of not less than $2,000,000 i t 12 3 2 Service Provider's automobile liability policy shall cover both bodily injury and property damage in an amount not less than $500,000 per occurrence and an aggregate limit of not less than $1,000,000 All of Service Provider's automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Service Provider's ,performance of this Agreement, which vehicles shalt Include, but are not limited to, Service Provider owned vehicles, Service Provider leased C` vehicles, Service Provider's employee vehicles, non -Service Provider owned vehicles and hired vehicles I s 12 3 3 Prior to City's execution of this Agreement, copies of insurance policies or original certificates and additional insured endorsements evidencing the coverage required by this Agreement, for ; both commercial general and automobile liability insurance, shall be filed with City and shall include the City and the City and its officers, N employees and agents, as additional insureds Said policies shall be in the usual form o of commercial general and automobile liability insurance policies, but shall include the o following provisions. ¢ 12 3 3 (a) It is agreed that the City of Grand Terrace and its officers, employees 0 send agents, are added as additional insureds under this policy, solely for worm done by > -and on behalf -of the named -insured for -the --City of Grand -i errace and the - o Redevelopment Agency for the City of Grand Terrace 12 4 Errors and Omissions Insurance. Pnar to City's execution of this N Agreement, Service Provider shall obtain, and shall thereafter maintain during the term III of this Agreement, errors and omissions Service Provider liability insurance in the minimum amount of $1,000,000 ;to protect the City from claims resulting from the E Service Provider's activities I F a S Of5 Packet Pg 41 fee The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement 19 General Compliance with Laws. Service Provider shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Service Provider, or in any way affect the performance of services by Service Provider pursuant to this Agreement Service Provider steal at all llltbess observe and solely responsible forply with any failurll such laws, e to comply withdinances and all applicable regulations, ands Y 13 laws, ordinances and regulations 20 Amendments. This Agreement may be modified or amended only by a written Agreement and/or change order executed by the Service Provider and City 21 Termination. City, by notifying Service Provider in wr►ling, shall have the LD right to terminate any or all of Service Provider's services and work covered by this r- Agreement at any time In the event of such termination, Service Provider may submit � Service Provider's final written statement of the amount of Service Provider's services as of the date of such termination based upon the ratio that the work competed bears to y the total work required r of makethe rta piComplete. w ac wally bject to the CKys rendered through ts under he Sections 15 and 22 here termination date, City shall consider completed work, work in progress and complete o and incomplete reports and other documents only after delivered to City n 21 1 Cher than as stated below, either party shall give thirty (30) days written N w notice prior to termination 21 2 City may terminate this Agreement upon fifteen (15) days writer notice to Service Provider, in the event 21 21 Service Provider substantially fails to perform or materially breaches the Agreement, or 21.2 2 City decides to abandon or postpone the Services ` U 22 Offsets. Service Provider acknowledges and agrees that with respect to any business--tax-or penalties thereon, utility charges,--invo►ced fee -or- other- debt -which - o Service Provider owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to n Service Provider Notice of such withhold►rig and offset shall promptly be given to w Service Provider by City in writing In the event of a dispute as to the amount owed or City will hold such disputed whether such amount is owed to the City and/or the City, = amount until either the appropriate appeal process has been completed or until the E dispute has been resolved a Packet Pg 43 t i r , 5a 1 , , f 29 Interpretation. City and Service Provider acknowledge and agree that this Agreement is the product of mutual arms -length negotiations and accordingly, the rule of construction, which provides that the ambiguities in a document shall be construed against the drafter of that document, shall have no application to the interpretation and enforcement of this Agreement d � 0 30 Miscellaneous d 301 Titles and captions are for convenience of reference only and do LU not define, describe or limit the scope or the intent of the Agreement or any of its terms References to section numbers are to sections in the Agreement unless c expressly stated otherwise 30 2 This Agreement shall be governed by and construed in accordance with the laws of the State otbalifomia in effect at the time of the execution of this 1 Agreement = 303 In the event of a conflict between the body of this Agreement and d Exhibit "A" ("Scope of Services") hereto, the terms contained in Exhibit "A" shall be controlling 33 Exhibits. The following exhibits attached hereto are incorporated herein to 0 this Agreement by this reference ! _ - Exhibit "A" - Scope of Work n �-' - Exhibit "B" - Compensation w - Exhibit "C" - Key Personnel , 1 � r f ! d 0 N ! r � 9 N O t l ! v i i 1 , r.+ C p V A A _ N W w C d E c> R Q 1 y d Packet Pg7 45 EXHIBIT "A" SCOPE OF WORK The City of Grand Terrace may choose to contract out Landscape Maintenance for all locations and tasks or each location and/or task individually The following services are specifically requested Location # 1 Richard Hollins Park — Approximately 134,000 sq/ft Task # i * Full Service (Planters, Ground Cover, and Shrubs) Task # 2* Mow and Weed Eat** Location # 2 Pico Park — Approximately 110,000 sq/ft Task # 1 * Full Service (Planters, Ground Cover, and Shrubs) Task # 2* Mow and Weed Eat** Location # 3 1 T J Austin Park — Approximately 60,000 sq/ft Task # 1* Full Service (Planters, Ground Cover, and Shrubs) Task # 2* a Mow and Weed Eat** Location # 4 Gwenn Karger Pocket Park — Approximately 5,000 sq/ft Task # 1 * Full Service (Planters, Ground Cover, and Shrubs) Task # 2* Mow and Weed Eat** Location # 5 - Green Belt — Approximately 90,000 sq/ft Task # 1 * Full Service (Planters, Ground Cover, and Shrubs) Task # 2* Mow and Weed Eat** Location # 6 Canal Strip — Approximately 25,000 sq/ft Task # 1 * Mow and Weed Eat** w d E EN Packet Pg 47 ' 5a 0 D x Location #16 Civic Center — Approximately 30,000 sq/ft (See Map) Task # 1 Full Service (Planters, Ground Cover, and'Shrubs) Task # 2` Mow and Weed Eat" IRRIGATION IS NOT INCLUDED (to be maintained by city staff) ** Mowing and weed eating required only once / month from November to February The Statement of Qualifications (SOCK) and Proposal shall highlight your Service Provider's capabilities relating to Landscape Maintenance, the qualifications of the team members that are proposed, your fees for staff that would be assigned and references who are familiar with the team member's skills, &3 0 fA c x w r c 0 U d 0 c CD cc im tv a 0 0 to C R J cc C C 7 N W t0 W t0 r T N T 9 N O r+ V lC r-+ C O U R c c 3 N N W r C m E s 0 W r, al Packet Pg 49 B 12 Canal Newport to Mt Task #1' I Once ouarter Four Hundred Eighty Vemon ROW Drainage Weed Abatement and Dollars $480 00 ditch — Approximately Spray roundup, clear V 1 4 Miles West side of ditch street only 13 Taylor Street/ High Task #1' Once As Six Hundred Dollars School Weed Abatement and Needed $600 00 Riprap Drainage ditch — Spray roundup Approximately 25,000 s /ft See Ma 14 Orange Grove Parkway Task # 1• Pull Weeds by Nine hundred Sixty Hand Once Month Dollars $960 00 16 Grand Terrace Civic Task # 1" Full Service One Thousand Two Center (Planters, Ground Once Month Hundred Dollars $1,200 00 Cover and Shrubs Task # 2• One Thousand Two 1 Mow and Weed Eat" Once Week I Hundred Dollars $1,200 00 IRRIGATION IS NOT INCLUDED (to be maintained by city staff) •' Mowing and weed eating required only once / month from November to February GRAND TOTAL $ Optional Work to be Added to Agreement if Needed in the Future 43,560 00 ,fork For location 15 will only be conducted once a modified agreement is in place and notice is given to Service —7 rovTder to start work Location LOCATION TASK Frequency UNIT ANNUAL PRICE IN TOTAL No WORDS ANNUAL COST 15 Grand Terrace Fitness Task # 1 ` Once Month Four Thousand Two $4,200 00 Park — Approximately Pull Weeds by Hand Hundred Dollars 115,000 s /ft IRRIGATION IS NOT INCLUDED (to be maintained by city staff) Mowing and weed eating required only once / month from November to February 15 GRAND TOTAL $ _4,200 00 2 Packet Pg 51 MEETING DATE March 24, 2015 Council Item TITLE Records Management Program Policy and Procedures and Records Retention Schedule PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION 1) ADOPT RESOLUTION NO 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE 2) Allow City Hall to remain closed to the public during business hours for staff to perform a "free the files" clean-up day every year on the Cesar Chavez Federal Holidav k 2030 VISION STATEMENT This staff report supports our Vision of an exceptionally well managed City and the following four Core Values Open and Inclusive Government, Honesty and Integrity, Exceptional Customer Service, and a Positive and Productive Work Environment BACKGROUND A Records Retention Schedule is a planned and systematic policy governing the period of retention for all types of records in every department of the City Under the State Government Code, records retention schedules which have been approved by legislative bodies via a resolution, have the legal authority over the disposition of City Records In state government, schedules are considered current for five years unless amended sooner due to a significant change in an agency's record keeping practices A change of mission, added functions, new programs, etc, would all trigger an amendment to an existing schedule Regardless of any amendments, a new schedule must be prepared and approved after five years to ensure the schedule accurately and completely reflects the agency's records holdings and disposition Local government agencies should adopt a cycle that is most practical for their jurisdiction The most current action taken by the City Council on this subject was May 26, 1993, approving Resolution No 93-15 which amended the records retention schedule to include the Financial Services departmental records The Council on March 10, 1988, approved Resolution No 88-21 establishing a Records Retention Schedule for the City Packet Pg 33 • Exhibit "A" - Draft City of Grand Terrace Records Management Policy & Procedures Pdf (PDF) • Exhibit "B" - Draft Retention Schedule 2015 Pdf (PDF) APPROVALS Carol Jacobs Completed 03/12/2015 3 28 PM City Attorney Completed 03/16/2015 3 31 PM Finance Completed 03/18/2015 12 47 PM City Manager Completed 03/18/2015 12 49 PM City Council Pending 03/24/2015 6 00 PM Packet Pg 55 `6a RESOLUTION NO 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE WHEREAS, the City of Grand Terrace City Council approved Resolution No 88-21 on March 10, 1988, authorizing the destruction of certain City records as provided by Government Code Section 34090 WHERAS, the City of Grand Terrace City Council approved Resolution No 93-15 amending Resolution No 88-21 to include the financial records retention schedule WHEREAS, the City of Grand Terrace is required to create, maintain, and disseminate W information that is up to date and in accordance with State and Federal regulations, and WHEREAS, a Records Management Program is the systematic control of records from creation through processing, distribution, organization, protection, storage and retrieval to their (- ultimate disposition, and J WHEREAS, a Records Management Program with a Policy and Procedures and a Records Retention Schedule will provide a timetable and consistent procedures for the maintenance of active records, the timely and effective disposal or removal of obsolete or mactive records from expensive office space, and the effective and economical, preservation of permanent and vital records, and WHEREAS, Section 34090, et seq , of the Government Code of the State of California sets forth the provisions under which certain City records can be destroyed, and WHEREAS, the City Council of the City of Grand Terrace desires to establish enforceable policies and procedures for the management, retention, and destruction of public records which no longer serve admnustrative, legal, fiscal or historical purposes for the City of N Grand Terrace G z WHEREAS, the City Council of the City of Grand Terrace desires to rescmd Resolution Nos 93-15 and 88-21 in order to make necessary changes to the City's Records Retention c Schedule and to create the Records Management Policy and Procedures m Of NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Grand d Terrace does resolve as follows s R SECTION 1 The City Council hereby rescinds Resolutions Nos 93-15 and 88-21 a r RESOLUTION NO 2015- PAGE 1 OF 3 MARCH 24, 2015 Packet Pg 56 t PASSED, APPROVED, AND ADOPTED this 24th day of March, 2015 Darcy McNaboe Mayor ATTEST Pat Jacquez-Nares City Clerk I, PAT JACQUEZ-NARES, City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the 241h day of March, 2015 by the following vote AYES NOES ABSENT ABSTAIN Pat Jacquez-Nares City Clerk APPROVED AS TO FORM Richard L Adams II City Attorney RESOLUTION NO 2015-_ PAGE 3 OF 3 MARCH 24, 2015 Packet Pg 58 EXHIBIT A City of Grand Terrace Records Management Program Policy & Procedures Administered by the City Clerk's Office Approved by the City Council on March 24, 2015 h a, Packet Pg 59 ~ r c c o 5 Policy 7 w c 51 Responsibilities 8 a 0 5 1 1 City Clerk 8 5 12 City Departments 9 M �o 6 Maintenance & Disposition of Records- Procedures 9 61 Required Forms 9 c T) 61 1 Records Inventory & Identification Form 9 61 2 Records Retention Schedule Form 10 61 3 Request for Amendment to Records Retention Schedule a Form 10 d 61 4 Records Transfer List Form 10 61 5 Record Retrieval Request Form 10 61 6 Authority to Destroy Obsolete Records Form 11 ° 61 7 Request for Public Records Form 11 ca a 62 Disposition of Records 11 c a M 6 2 1 Procedure 11 r d 622 Exceptions 12 R 7 Public Record Requests 12 71 Subpoenas 12 U) � 0 72 Records Requests Form 13 m A V 73 Responding to a Request for Public Records 14 d 7 3 1 General ten (10) day rule 14 732 Extension of time for unusual circumstances 15 2 733 Notification of determination 15 - 734 Electronic Records 16 735 Campaign forms Exception to 10-day Rule 17 74 Fees 17 c` 8 Vital Records Protection 17 a x w r c m ATTACHMENTS -REQUIRED FORMS PER SECTION 6 1 18 s y Records Management Policy— Page 3 of 32 a Packet Pg 61 _ c o v w, c 37 Establish a process for responding to records requests in a timely manner d and in accordance with law W N 'a 1 Requestsfor Public Records by citizens 0 d 2 Subpoenas for public records M co 4 DEFINITIONS 41 Records Management Program A system for the creation, utilization, c maintenance, retention, preservation, and disposition of City records y 42 Records Management Staff The City Clerk, Executive Assistant, Deputy City Clerk, Records Clerk, and Department Secretary 43 Record's Manager The City Clerk or his/her designee 44 Records Management Committee An administrative committee consisting of designated representatives from each City department (Department Records Coordinators) and the Records Management Staff, created for the purpose of administering and coordinating the Records Management Program Department Records Coordinators are designated by department directors to maintain and control the disposition of records in the respective departments _ 1 46 Person Includes any natural person, corporation, partnership, limited liability company, firm, or association 4 6 Agency 1 State Agency Means every state office, officer, department, division bureau, board and commission, or other state body or agency, except courts and the Legislature 2 Local Agency Includes a county, city, school district, or any board, commission or agency thereof, other local public agency, or entities that are legislative bodies of a local agency pursuant to subdivision (c) and (d) of Govt Code Section 54952 47 Public Record Any writing containing information relating to the conduct of the City's business prepared, owned, used or retained by the City a regardless of physical form or characteristics (Govt Code Section, 6252(e)) x W r c m E z Records Management Policy— Page 5 of 32 a Packet Pg 33 c 0 c • Personnel, medical or similar files, the disclosure of which would d constitute an unwarranted invasion of personal privacy W • Certain records of complaints to the City, or investigatory or security files a compiled by the City of correctional, law enforcement or licensing purposes (with exceptions) • The contents of real estate appraisals or engineering or feasibility M estimates and evaluations relative to the acquisition property, or bids for o public supply or construction contracts, until all of the property has been acquired or all of the contract agreement has been obtained • Examination data for licensing, employment or academic exams c • Certain information required from any taxpayer in connection with the d collection of local taxes (See Govt Code Section 6254 16 for exceptions) • Records of which disclosure is prohibited by federal or state law, including, but not limited to, provisions of the Evidence Code relating to a privileges fA 2 • Voter registration information d • Information where, on the facts of the particular case, the public interest c in non -disclosure clearly outweighs the public interest in disclosure ` a • Computer software developed by the City 414 Records Retention Schedule A schedule identifying the records maintained by each City department by class or "series", and specifying, in {r accordance with statutory and administrative requirements, the period of time i records must be retained before they may be destroyed 4 15 Records Center The City Yard is the storage area for those City records which may be, in accordance with the law, maintained off site 416 Subpoena duces tecum (also called a subpoena for production of business records if documents are sought before trial) requires the person or entity that is served to gather and produce certain records or documents identified in the subpoena A subpoena may call for both personal attendance at trial/deposition and the production of records Failure to obey a subpoena is a contempt of court and can result in sanctions imposed bythe court, including a fine 5 POLICY Policies and procedures, under the supervision and administration of the City Clerk, are hereby established for the coordination, administration and implementation of the Records Management Program, under which City records are retained for administrative, operational, legal, fiscal, historical or research purposes c d E r 0 Records Management Policy— Page 7 of 32 a Packet Pg 65 5 1 2 City Departments • Each Department Director is responsible for designating a qualified Department Records Coordinator, who shall serve on the Records Management Committee • Each Department Director or his/her designee is responsible for maintaining a reliable and accurate filing system to ensure the efficient maintenance, retrieval and disposition of the records under his/her control • Each Department Director or his/her designee is responsible for ensuring that obsolete records under his/her control are destroyed in a timely manner, and authorizing the destruction, in accordance with the policies and procedures stated herein • Each Department Director or designee is responsible for submitting a request for any necessary revisions to its Records Retention Schedule, to the City Clerk who will review the request and submit a recommendation to the City Attorney and City Council for official approval • Each Department records coordinator is responsible for maintaining and controlling the disposition of records 6 MAINTENANCE AND DISPOSITION OF RECORDS - PROCEDURES Records Management Policy & Procedures- Document The City Clerk or his/her designee will distribute this Records Management Policy & Procedures document to all Department Directors and each Department Records Coordinator Each Department Director is responsible for ensuring that the records under his/her control are maintained and destroyed in accordance with said Policy and Procedures The policy shall be revised as necessary to meet legal and administrative requirements 6 1 REQUIRED FORMS The following forms are to be utilized by all City Department Directors or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under his/her control (Each form, including instructions, is attached hereto ) 6 1 1 Records Inventory & Identification Form This form is used to collect the inventory and appraisal information a needed to develop retention periods for public records under the, control of each City Department The records inventory is a detailed review of the quantity, type, function, and organization of records by x category or record "series" This information is used by the Office of w the City Clerk to research and apply the retention periods to each record "series" per legal and/or administrative requirements When more than one legal citation applies to a particular record, the longest Records Management Policy— Page 9 of 32 a Packet Pg 67 c 0 r c record or file shall be returned to the Records Center All copies 2 of the Record Retrieval Request form shall be destroyed N If a record or file retrieved from the Records Center is to be relocated 0 to the City, then the information contained in the Record Retrieval W Request shall be recorded on the Record Center Inventory List as no M longer located at the Records Center All records and files shall be retrieved and returned under the supervision of the City Clerk or his/her designee No one shall enter c the Records Center to retrieve any record or file without the express N written permission of the City Clerk or his/her designee N 6 1 6 Authority to Destroy Obsolete Records Form This form is prepared by the department wishing to destroy records The City Clerk or his/her designee reviews the form and forwards it to the City Attorney for approval Once approved by the City Attorney, the records are destroyed The form is then signed by the department verifying destruction and returned to the Office of the City Clerk for permanent retention 6.1 7 Request for Public Records Form The' person or agency requesting copies of a public record pursuant to the Public Records Act is requested to complete this form The form is designed to assist staff in providing copies of identifiable records, which are subject to disclosure, in a timely manner as required by law (See Section 7) 6 2 DISPOSITION OF RECORDS As provided by Govt Code Section 34090, upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, the records identified in the Records Retention Schedule are authorized to be destroyed on an on -going basis in accordance with the retention periods described therein without the necessity of a specific resolution of the City Council (Reference Resolution 2015-_) 6 2 1 Procedure The Office of the City Clerk shall be responsible for scheduling; and coordinating with all City Departments the destruction of .E records on an annual basis The appropriate forms will be w distributed to all City Departments in order to document the W records to be destroyed d E Records Management Policy— Page 11 of 32 a Packet Pg 69 26b review all documents and ensure that no documents protected by the attorney -client privilege or other privilege is produced In case of any doubt regarding whether a document is privileged or should otherwise be withheld from production, the City Clerk's Office should promptly contact the City Attorney's Office to take the appropriate action 7 2 Records Request Form The requestor should be asked to complete a Request for Public Records Form NOTE If a request for public records is not specific nor reasonably describes an identifiable record, is questionable as to whether the record is exempt from disclosure, or relates to pending or potential litigation involving the City, the request should be referred to the Office of the City Clerk for review and referral to the City Attorney As there is a statutory timeline within which to respond to a request for public records, it is imperative that the request be immediately referred to the City Attorney if there is any question as to the appropriate course of action NOTE Although the City can encourage the requestor to complete the w_ Request for Public Records Form, it may not require filing of the form in order to respond to a request for public records If the requestor elects not to complete the form, the staff member should complete the form to provide a written record of the request, and to assist in meeting the required timelines in which to respond to the request Per Govt Code Section 6253 1 (a) When a member of the public requests to inspect a public record or obtain a copy of a public record, the City (in order to assist the member of the public to make a focused and effective request that reasonably describes an identifiable record or records) shall do all of the following, to the extent reasonable under the circumstances (1) Assist the member of the public to identify records and information that are responsive to the request or to the purpose of the request, if stated (2) Describe the information technology and physical location in which the records exist (3) Provide suggestions for overcoming any practical basis for denying access to the records or information sought (b) The requirements of paragraph (1) of subdivision (a) shall be deemed to have been satisfied if the City is unable to identify the requested information after making a reasonable effort to elicit Records Management Policy— Page 13 of 32 Packet Pg 71 y o c 732 Extension of time for unusual circumstances In unusual circumstances, the ten (10) day time limit imposed 7E by the Public Records Act may be extended If such an 0 extension is needed to respond to a request, a written notice must be provided to the person making the request, setting forth M the reason for the delay and the estimated day and time on which a determination is expected to be given NO extension of additional time shall exceed fourteen (14) days "Unusual circumstances" means the following, but only to the extent reasonably necessary to the proper processing of the particular request • The need to search for and collect the requested records from field facilities or other locations separate from the office processing the request, • The need to search for, collect and examine a voluminous amount of separate and distinct records demanded in a single request, or • The need for consultation, which shall be conducted with all practicable speed, with another agency having substantial interest in the determination of the request or among two or more components of the agency having substantial interest in the subject matter of the request • The need to compile data, to write programming language or a computer program, or to construct a computer report to extract data 7 3 3 Notification of determination When determination has been made as to whether to grant or deny a public records request, the person making the request should be promptly notified in writing of the City's determination, including the following information • Whether the request is being granted or denied,. • If the request is being denied, in whole or in part, the extent and the reasons for the denial, • The name and title or position of the person responsible for c the denial, a • The cost or an estimate of the cost of copying the records and a request for pre -payment (Note this is only the direct cost of duplication, or a statutory fee, if applicable, and does not include staff time to research, retrieve, or compile the LU records, and = d • The option to inspect the requested records at a mutually z convenient time during office hours } Records Management Policy— Page 15 of 32 a Packet Pg 73 I (f) Nothing in this section shall be construed to require the City to release an electronic record in the electronic form in which it is held by the City if its release would jeopardize or compromise the security or integrity of the original record or of any proprietary software in which it is maintained (g) Nothing in this section shall be construed to permit public access to records held by the City to which access is otherwise restricted by statute 735 Campaign forms Exception to 10 day Rule Govt Code Section 81008 requires that all campaign forms and Statements of Economic Interest be made available for public inspection during regular business hours, commencing as soon as practicable, but in any event no later than the second business day following the day on which the request is received 74 Fees Upon payment of the cost of duplication, or a statutory fee, if applicable, the records must be made promptly available Fees for public records shall be assessed by the Master Fee Schedule or statutory fee 8 VITAL RECORDS PROTECTION Vital Records contain information necessary for the City to resume operations after a disaster Each Department Director is responsible for identifying the Vital Records under his/her control and ensuring that the Vital Records are maintained according to the following procedures All Vital Records shall be stored in a secure, safe and controlled environment, to protect the records from theft or damage (i a vault or Records Center) • Vital Records that are in use but are required to be kept in a secured area, should be returned to said area at the end of each workday Vital Records should not be allowed to accumulate on desks or in unprotected areas • The Information Technology Division shall back up the City's Servers, and imaged records each business day in accordance with procedure established with the City Manager The back up copy will be stored at an off -site location to be used for recovery if necessary The address of the off -site location is on file with the City Clerk's office ATTACHMENTS -REQUIRED FORMS PERSECTION 6 1 Records Management Policy— Page 17 of 32 c 0 c m d o: M 'E 0 d M co �o al Packet Pg 75 City of Grand Terrace City Clerk's Department Retention Work Sheet (6 1 2) Type of Record Department Legal Citation City Retention Legal Retention For City Clerk's Office Use Records Management Policy— Page 19 of 32 zo Packet Pg 77 c a o Instructions for Completing the Records Inventory Identification Form (6 1 2) 12 L Appraisal The first step in the preparation of the Records Inventory is the appraisal of the records To appraise your records there are a few things you should keep in mind M the relative activity in the use of records, the value of the records with regard to administrative, legal, fiscal, or historical interest, adequate and essential periods of retention, and appropriate disposition of records The next step is to define the Records Series A Records Series is arranging files into units or groups of documents because they relate to a particular subject or function, result from the same activity, have a particular form, or because of some other relationship ans►ng out of their creation, receipt or use Record Series may consist of records of a single type or format and can be described, handled, evaluated and disposed of or retained as a unit Record Series Title - Give a complete title to each Record Series Try to give a complete file title as used in the department, or any other information that will be useful in identifying records to be analyzed The Records Series Title will be used to identify records on the Retention Schedule for storage and for destruction Alternate Titles - Enter additional descriptions for the Record Series that the files r might be searched for if needed Inclusive Dates - Enter the starting and ending dates of the specific Record Series Record Series Description - Enter a description for the Record Series Describe in detail exactly what the records in the series consist of What purpose do the records serve? Original or Duplicate - Indicate if the records are originals or duplicates Most often, an original document is an original However, on occasion an original document may be a "photo copy" but serves as the City's "original record " Duplicates are copies of original records and serve for reference or for operational requirements if the record is a duplicate, enter the department where the original is located Non -record - Indicate if the record is a "non -record " Not all records are public records A "non -record" is any paper generated during the course of business that does not merit retention because it does not contain information of a significant or lasting value, nor record official business Some examples of non -records are duplicate copies, preliminary drafts, working papers, material from outside agencies, and brochures Confidential - Mark if the record is confidential A few examples of confidential °' records are City Attorney communications, personnel, medical or similar files, and d files involved in litigation r Records Management Policy— Page 21 of 324 a Packet Pg 79 0 f " I City of Grand Terrace City Clerk's Office REQUEST FOR AMENDMENT TO RECORDS RETENTION SCHEDULE (6 1 31 Department Requested By Series Title and Description Add Change or Delete Reason for Requested Amendment Legal Retention Current Retention Proposed Retention 1 Approved Department Head City Clerk/Record Mgr City Attorney Date Date Gil Date Records Management Policy— Page 23 of 32 Attachment Exhibit "A" - Draft City of Grand Terrace Records Management Policy & Procedures Pdf [Revision 1] (1663 Records Retention o� rr City of Grand Terrace City Clerk's Office y' Records Transfer List (61 4) 1 Department 2 Records Transferred By 3 Extension 4 Date of Transfer 5 Records Center Box Number (Write Number of Box) 6 Restrictions on Use of Records (If no restriction write "None") 7 Series Title 8 Description of Records 9 Date of Records 10 Final Disposition From To 11 Remarks 12 Records Received By H 13 Title 14 Date r Records Management Policy— Page 25 of 32 Packet Pg 83 City of Grand Terrace City Clerk's Office RECORD RETRIEVAL REQUEST (61 5) - 1 Date 2 Name 3 Department/Division 4 Phone 5 Return Reactive Retrieval 6 Record Title and Description 7 Location/Box No Please keep this form attached to record Distribution Copy -Attach File Original - Records Manager/City Clerk's Office --------------------------------------------------------cut here ------------------------------------------------------- City of Grand Terrace City<Clerk's Office RECORD RETRIEVAL REQUEST (6 1 5) 1 Date 2 Name 3 Department/Division 4 Phone 5 Return Reactive Retrieval 6 Record Title and Description 7 Location/Box No Please keep this form attached to record Distribution Copy -Attach File Original - Records Manager/City Clerk's Office Records Management Policy— Page 27 of 32 al Packet P9 85 6b City of Grand Terrace City Clerk's Office AUTHORITY TO DESTROY OBSOLETE RECORDS (61 6) c The below -listed' department records have been retained in accordance with ° r Resolution 2015-_ and applicable federal and state laws as set forth in the Grand r Terrace Retention Schedule In accordance with Resolution 2015- and upon the consent of the Department c Head, and the approval of the City Clerk and the City Attorney, these records will 0 be destroyed M <D Note Documents will be reviewed for historical value and, if applicable, retained in the Archives Documents involved in litigation or pending audit may not be ., destroyed c Department Date Page Of Division -Prepared By Destruction Date Record Title (Same as Used in Retention Schedule) Date of Records From To Storage Location Box Number APPROVAL Consent is hereby given to destroy the above -listed records Department Head Date City Attorney Date City Clerk Date DESTRUCTION COMPLETE BY Signature Date c d t Ct Records Management Policy— Page 29 of 32 a Packet Pg 87 CITY OF GRAND TERRACE City Clerk's Department R 22795 Barton Road Grand Terrace, CA 92313 (909) 824-6621 Ext 230 Public Records Request (6 1 7) Pursuant to Government Code Section 6250 1 am requesting: ❑ Inspection ❑ Copying ❑ Inspection and Copying Of the following records (Please provide a specific description of public records requested, and list each document, file, or record separately Attach additional sheets if necessary) You will be contacted when the informationready.provide the f. . . information: Name of Requestor Mailing Address Phone Fax E-mail I understand that the City must make a determination to comply with my request within ten (10) working days of receiving this request and I will be notified when the records are available If unusual circumstances exist as defined by law a response to my request maybe extended by an additional ten (10) working days I understand that I will be charged a reproduction fees for any copies requested, and I agree to reimburse the City of Grand Terrace for the direct cost of duplicating the information requested at the time of receipt If my request is denied, I will be notified in writing with the reasons for the denial within five (5) working days after the ten (10) day determination time limit has expired Signature of Requestor Date respondPlease inform us how you would like for the City to -. ❑ Walk-in/ Pick Up ❑ Mad ❑ E-mail ❑ Fax ❑ Other OFFICE USE ONLY Your request has been processed as follows ❑ Requested records are available for inspection ❑ Requested copies are enclosed and receipt is attached - ❑ Requested records are available, however, a written release from the Architect, Engineer of Record Copyright Owner and/or property owner is required Our files show the following contact ❑ We are unable to process this request at this time due to Deadline (statute Completion Date Staff Initials date Page(s) Copying Cost $ Fee $ Your request will be processed in compliance with the Public Records Act (Gout Code §§ 6250-6257) r Records Management Policy— Page 31 of 32 H Packet Pg 89 DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Page 1 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD COPIES or DUPLICATES of documents for D - - - - Various It is the policy of the City of Grand Terrace that copies distributed to GC 6254(a) (drafts) which a department is not the office of record various departments for informational purposes and drafts notes GC 34090 7 (copies) or interagency or antra -agency memoranda that are not retained by the public agency in the ordinary course of business may be destroyed by the departments when they are no longer useful for reference GENERAL ADMINISTRATION Q F, w I. IC#: EA M A- N, A-'Q E M E N, ITt&j REFERENCE General Information 2 HC -- Various GC 34090 Correspondence - Chronological Files C+2 HC - - Various Originating Department (e g CC FYI read info City Manager's GC 34090 calendars Citywide Policies/Procedures C+2 I -- Various Note This does not include area specific policies and procedures GC 34090 For those see the appropriate function Includes reference materials such as Help aids Tutorials and Software and Hardware Training Manuals Consultants 3 HC - - Various Excluding consultant contracts GC 34090 Staff Meeting Notes D HC - - Various Inter -agency memoranda not retained in the ordinary course of GC 6254(a) business Work Plans C+2 HC -- Various GC 34090 In -House Committees C+3 HC - - Various May be kept for research/historic purposes GC 34090 Departmental Analysis & Reports 5 HC — Various e g reorganization and transformation info department and GC 34090 division mission statements visions drivers initiatives etc Press Releases C+2 I - - Various GC 34090 General Subject Files C+2 HC - - Various Internal working files GC 34090(d) Professional Associations 2 HC - - Various i e IIMC CCAC ICMA GC 34090 Community Organizations 5 HC - - Various i e Business Associations GC 34090 Community Promotions 5 HC -- Various (i a Communications & Outreach info surveys newsletters) GC 34090 Publications from Outside Agencies D HC - - Various Not in Ci 's control (not a public record) GC 34090 FORMS & PUBLICATIONS MANAGEMENT General Information 2 HC -- Various GC 34090 Blank Forms C+2 HC I -- Various Templates/forms are considered preliminary drafts exempt from GC 6254(a) disclosure Labels C+2 I -- Various GC 34090 .Mailing Document Templates C+2 I -- Various Templates are considered preliminary drafts exempt from GC 6254(a) disclosure EC►ORDS MANAGEMENT General Information 2 HC -- Various Damaged records assessment reports Records disaster recovery GC 34090 worksheets (for records that are recoverable) Certificates of Destruction P HC I yes CC Authorization to destroy obsolete records Authorization to destroy GC 34090 5 unrecoverable damaged records Retention Schedules C+4 HC I yes CC State considers them current for 5 years only GC 34090 CCP 343 Records Management Policies/Procedures C+2 HC I yes, CC Keep until superseded GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life l Image/Electronic file D=Database HC=Paper/Hard Copy WMicroriche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Page 3 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD Development Standards P HC I - - CD Landscape medians parkway landscape development GC 34090(a) Community Development Block Grants Au+4 I yes CD Applications reports supporting documents actual grant contract 24 CFR 570 502(b)(3) CDBG 24 CFR 85 42 Land Uses Nonconforming P HC I yes CD GC 34090(a) Maps & Plats P I yes Various Engineering & field notes & profiles cross-section of roads streets H&S 19850 GC 34090(a) right of way maps bridges annexations deannexation parks tracts block storm drains maps water easement maps etc Plans - Regulatory P I yes CD Master Plans General Plans & Elements to General Plan Area GC 34090(a) 65106 50110 Plans Local Coastal Plans Land Use Plans Zoning Ordinance H&S 19850 Zoning Maps Zoning Text Amendments Plans Drawings Exhibits and Photos General Plan Amendments C+3 D HC I yes CD Includes approved and denied GC 34090(a) 65106 50110 Impact Fees P D I yes CD GC 34090(a) CCP 337 15 .Development Studies Special Projects & Areas C+2 HC - - Various Engineering joint powers noise traffic impact studies circulation GC 34090(a) archeological artifacts Americans with Disabilities Act (ADA) Action C+2 HC D - - Various GC 34090 NGlIIIIIIIII General Information 2 HC - - CD Building Permits and Plans P D HC I yes CD Issued and final permits plans, structural calculations and GC 34090(a) H&S 19850 M associated documents UnReinforced Mason URM Plans P D HC I yes CD URM certificates terminations and associated files GC 34090 Projects in Plan Check C+2 D HC - - CD Destroy when Plan Check expires GC 34090 Sol[ C+2 HC -- CD Analysis constructionrecommendations GC34090(d) Soil Reports Final P I yes CD Final reports GC 34090(d) CCP 338 1 Code Books P HC yes CD National Electrical Code Uniform Building Fire Mechanical GC 34090E Plumbing & Supplements - Keep until superseded Contractors C D yes CD Current list -contractor database GC 34090 Inspection Los C+2 HC yes CD Daily inspections GC 34090 Complaint File C+7 D I - - CD Confidential complaints 42 USC 1983 Building Inspection Services to Outside C+10 D - - CD Agenda reports for these services actual legal agreements GC 34090 Agencies GIIIIIIII General Information 2 HC -- CD GC 34090 Case / Project Files P D HC I yes CD Planning & Zoning Pertains to real property May include GC 34090(a) 4003 4004 blueprints drawings maps plans reports correspondence uses H&S 19850 variances studies appeals compliance certificates Includes rezoning of properties historic preservation address files and planning alcohol permits / uses and redevelopment / urban renewal projects parking adjustments lot line adjustments preliminary tentative and final maps subdivision agreements C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) m 0 x m M c0 DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Page 5 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD HOUSING General Information 2 HC -- CD GC 34090 Programs C+5 HCI yes CD Includes housing authority strategy housing bond advisory HOME 24 CFR 570 502(b)(3) In -lieu housing mitigation low/moderate housing, housing 24 CFR 85 42 assistance etc Homelessness C+2 HCI -- Various IGC 34090 ECONOMIC DEVELOPMENT General Information 2 HC -- CM Includes cores ondence GC 34090 Economic Development Strategies & 7 HC I - - CM GC 34090 Business Recruitment COMMUNITY SERVICE PROGRAMS EVEN,NT/STREET CLOSURE General Information 2 HC - - Various GC 34090 Events 2 HC - - Various GC 34090 YOUTH SERVICES General Information 2 HC - - CS GC 34090 Programs 5 HC I -- Various GC 34090 Youth Centers 2 HC CS GC 34090 SERVICES FOR CHILDREN General Information 3 HC - - CS GC 34090 Programs 3 HCI -- CS GC 34090 Child Care Center 3 HC - - CS GC 34090 SENIORASE RVICES General Information 2 HC - - CC GC 34090 Programs 5 HCI -- Various GC 34090 Senior Center 2 HC - - CC GC 34090 FINANCIAL AND FISCAL SERVICE A-�RC—(i)-NNiTiSIP.AYA'BLIE11 A-P General Information 2 HC I - - FS GC 34090 Invoice Packet Au+5 HCI yes FS GC 34090 Check Register Au+5 D HCI yes FS GC 34090 26 CFR 16001-1 1099's Au+5 D HC I yes FS 1099s and associated W-9s GC 34090 29 USC 436 26 CFR 31 6001 1 4 IRS REG 31 6001-1(e)(2) R&T 19530 29 CFR 516 5-516 6 PAYROLL Payroll General Information 2 HC - - FS GC 34090 Payroll Register P D I yes FS GC 34090 GC 37207 Employee Time Sheets Au+6 D I yes Various GC 34090 29CFR 516 2 20 CFR 516 6(1) IRS Reg 31 6001-1(3)(z) R&T 19530 LC 1174(d) Other Payroll -Related Documents Au+6 D HC I yes FS Includes W-2 Forms W-4 Forms leave balance sheets, etc GC 34090 29 CFR 516 2 CAC22-1085-2 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) y DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Paqe 7 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD Bank Reconciliations Au+5 HC I yes FS Statements summaries for receipts disbursements & GC 34090 26 CFR 16001-1 reconciliations Billing Information Au+5 D HC I yes FS Invoices Accounts Receivable taxes (e g sales tax revenues GC 34090 CCP 338 etc) This series includes cash register receipt tapes & credit card receipt co ies Business License and Other Customer Files C+5 D HC I yes FS GC 34090 CCP 337 Fee Schedules C+5 1 - - FS Fee staff reports GC 34090 Investment Records P D HC I yes FS Summary of transactions inventory & earnings report GC 34090 CCP 337 GC 53607 Assessment Districts C+5 D HC I yes FS Transcript binder collection information account statements GC 34090 administration bond coupons certifying compliance with state law re assessments and CC staff reports on this topic Bond Transcript Binder L HC I es FS GC 34090 CCP 337 5 Revenue Bonds and other Bond Information C+10 HC I yes FS Vital during life of debt Account statements Administration Bond GC 34090 CCP 337 5 and coupons A revenue bond is a bond issued by the City for a GC 53921 specific public works project and supported by revenues from that project Receipts Au+ 5 D HC I yes, FS Current documents are vital records GC 34090 CCP 337 .Deposits Dog License Permits Au+ 5 D HC I yes FS Dog tags GC 34090 CCP 337 RIS R MANAG RWENT General Information 2 HC -- HR GC 34090 to City Property - City Assets T+7 HC I -- HR Reports and related records GC 25105 5 .Damage Bonds Insurance P HC yes HR Bonds & insurance policies insuring city property and other assets CCP 337 2 343 GC 6499 03 Claims Damage C+10 HC I yes, HR Paid/Denied CC claim staff reports GC 34090 GC 25105 5 Third Party Incident / Accident Reports C+7 HC I - - HR Theft property damage or similar occurrence (not fire/law 29 CFR 1904 2 29 CFR enforcement) 1904 6 GC 25105 5 Joint Powers Agreement Insurance P HC I yes HR Authority California Cities Excess Liability Insurance All Joint GC 34090 Powers a reements Insurance Certificates for permanently held P HC I yes HR Insurance certificates filed separately from legal agreements GC 34090 legal agreements Insurance Policies P HC I yes HR May include liability roe Certificates of Participation GC 34090 Insurance Workers Compensation P HC I yes HR Indemnity Originals with Administrator GC 6410 29CFR 1910 20 Photographs Negatives Film C+2 HC I -- HR GC 34090 Risk Management Reports C+5 HC I yes HR Federal OSHA forms, loss analysis report safety reports actuarial 29 CFR 1904 4 GC 34090 studies Warranties C+2 HC I — Various This includes any warranties issued to the City to cover services GC 34090 CC 1790 purchases and or work performed for the City (e g roof warranty appHance warranties Insurance Certificates for legal agreements C+5 P HC I — HR Insurance certificates filed separately from legal agreements GC 34090 GC 4004 that do not have a permanent retention period CCP 337 2 343 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life l Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24, 2015 Page 9 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD Programs C+2 HC -- HR Includes commendations awards and recognitions GC 34090 GC 12946 .Employee Federal 1-9 Forms C+3 or 1 HCI yes HR In accordance with Section 101 Control of Unlawful Employment of Immigration Reform/Control Aliens (b)(3)(B)(i) and (ii) I-9s are retained for three years after the Act 1986 Pub L 99 603 date of such hiring or (ii) one year after the individual's employment is terminated whichever is later Motor Vehicle (DMV) Records T+3 HCI - - HR We are not currently subject to DOT regulations GC 12946 CA 91009 8 USC 1324 (a) Position Recruitment C+3 HCI - - Various Applications and resumes for those not hired lists/logs indices GC 12946 GC 6250 et seq ethnicity disclosures examination materials & answer sheets lob 29 CFR 1602 et seq 29 CFR bulletins eligibility, release of Information forms for recruitments 1607 29 CFR 1627 3 electronic database Vehicle Mileage Reimbursement Rates C+2 HC -- FS Annual mileage reimbursement rates as announced by Finance (do GC 34090 not file A/P mileage vouchers here Opportunity / Affirmative Action C+2 HC - - HR Affirmative Action or Equal Opportunity staff reports GC 34090 .Equal Volunteer Programs Guidelines and C+2 HC -- Various GC 34090 SAFETY General Information 2 HC -- HR GC 34090 Plan Document C+6 HCI yes HR GC 34090 CAL OSHA C+7 HCI - - HR 29 CFR 1904 2 29 CFR 1966 6 Safety Policies and Procedures C+2 HC I - - HR GC 34090 Safety Audit C+7 HCI -- HR GC 34090 Publications and law updates C+2 HC - - HR GC 34090 BrzNEFITS General Information 2 HC - - HR Historical benefit information includes Council benefits GC 34090 Plan Documents C+ 6 HCI yes HR a g Dependent Care Program GC 34090 Active Employee Benefit Files T+3 HCI yes HR May include enrollment forms emergency notification forms etc 29 CFR 1627 3 29 CFR 1602 30 32 Separated Employees T+3 HCI - - HR May include enrollment forms emergency notification forms etc 29 CFR 1627 3 29 CFR 1602 30 32 COBRA files T+3 HCI yes HR May include enrollment forms COBRA letters etc 29 CFR 1627 3 29 CFR 1602 30 32 Retirement P HC I yes HR PERS Social Security Medicare & Benefit documents 29 CFR 1627 3(2) GC 12946 34090 GC 7501 et seq Vendor/Administrator Reports and C+2 HC GC 34090 Correspondence Orientation Packets C+2 HC GC 34090 Forms and Handouts C+2 HC -- HR GC 34090 Employee Medical Information T+3 HCI yes HR May include Family leave certifications tests pre -employment FMLA 1993 US OSHA physical non -industrial disability 29 CFR 1602 20 29 CFR 1602 32 Publications and law updates C HC -- GC 34090 Deferred Compensation Plan P HC yes HR Includes plan information 29 CFR 1627 3(2) C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24, 2015 Page 11 RECORD SERIES RETENTION FORMAT VITA DEPT OF REMARKS CITATION TITLEISUBTITLE PERIOD IRECORD Applications to Boards Commissions & C+5 HC I -- CC Selected (includes appointment staff reports appointment letters GC 34090 40801 Committees oaths of office awards performance and attendance reports any other info on selected BCC members or generic info on the BCC ) Formation of legislative bodies and P HC I yes CC Articles of Incorporation powers of RDA JPA creation or abolition GC 34090 CCP 337 2 procedures of Council Subcommittees Legal Advertising C+10 HC I - - CC Includes public notices and proofs of publication for public hearings CCP 343 349 et seq Various GC 9112 GC 34090 Minutes P HC I yes CC Official minutes and hearing proceedings of governing body or GC 34090 (d) 36814 40801 Various board commission or committee Includes annotated agendas for those boards that use annotated agendas as the official proceedings of meeting Municipal Code P HC I yes CC Supplements included GC 34090 Ordinances P HC I yes CC Signed ordinance ord staff report proof of publication notice GC 34090(d) 40806 Petitions 2 HC - - CC Submitted to legislative bodies GC 50115 GC 6253 Resolutions P HC I yes CC Legislative actions GC 34090(d) 40806 Various Audio Recording of Public Meetings C+90 days I - - CC Used for minute preparation GC 34090 7 Various Policies P HC I -- CC BCC Handbook policies as approved at Council meeting vision GC 34090 Various statements Public Comments from Meetings C+2 HC - - CC GC 34090 7 Various Awards and Proclamations C+2 HC - - CC Awards to non -city staff or given to City as a whole (not Personnel GC 34090 Various Service awards or Personnel recognition) Agenda Packets C+10 HC I - - CC Collection of collated staff reports received created and submitted GC 34090 Various for a specific Council / BCC meeting date Brown Act C+2 HC yes CA CC GC 34090 Video recordings of public meetings C+10 HC I - - CC IT GC 34090 ELECTION General Information 2 HC -- CC Council Member biographies photos Candidate Binder of GC 34090 Information Requests Correspondence Calendar C+2 I -- CC GC 34090 Canvass and Ballot P HC I -- CC Permanent for historic value (includes official voter guides and EC 17302 combined list of candidates Measures P HC I yes CC Permanent for historic value GC 34458 60 34090 Lobbyist Registration P HC I -- CC Statements GC 34090 Maps Precincts/Voter Information C+4 HC I - - CC GC 34090 EC 17501 EC 17301 Nomination Papers -Successful T+4 HC I -- CC Must be held for four years after expiration of term Candidate GC 81009 EC 17100 statements to be retained permanently Nomination papers - Unsuccessful ME+5 or ME+4 HC I - - CC Candidate statements E+5 Nomination papers E+4 JGC 81009(b) EC 17100 Notifications and Publications C+4 HC I - - CC Voter information flyers, candidates guides with blank forms and GC 34090 roof of publication or posting C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) M 0 l DRAFT - CITY OF GRAND TERRACE RETENTIOWDISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Page 13 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD Subdivision Agreements P D HC I yes CC GC 34090 Releases C+2 HC - - CC Image release or other release where City receives a liability GC 34090 release hold harmless release or other form of benefit The release should include an expiration date Authorizations C+2 HC yes CC Authorized Exception Forms GC 34090 Loans P HC I es CC GC 34090(a) CODE COMPLIANCE General Information 2 HC -- CD GC 34090 Case Files C+7 D HC I -- CD may include inspections photos drawings correspondence public GC 34090(d) nuisance rubbish abatement vehicle abatement watercraft abatement citations, sidewalk / hazard abatement etc Graffiti 2 - - - - CD GC 34090(d) Re orts to State and Federal Government P DI - - PW Storm water violations GC 34090(a) AGENCIES &JURISDICTIONS General Information 2 HC -- Various GC 34090 Federal Agencies 2 HC - - Various Destroy when no longer relevant (Agencies subordinate to the GC 34090 Federal Government - i e US Census LISPS) State Agencies 2 HC - - Various Destroy when no longer relevant (Agencies subordinate to the GC 34090 State government Regional Agencies 2 HC - - Various Destroy when no longer relevant (A regional agency is one where GC 34090 several local agencies have come together signed an agreement and the board has representatives from those agencies County Agencies 2 HC - - Various Destroy when no longer relevant (A county agency is one GC 34090 subordinate to the County Board of Supervisors not every entity with "County" in its name - i e Health Dept Board of Supervisors) Educational C+5 HC - - Various GC 34090 Local Agencies 2 HC - - Various Destroy when no longer relevant (A local agency is a municipal GC 34090 entity close to us that is not a County or a regional agency Sister Cities 2 HC - - Various Destroy when no longer relevant GC 34090 Grand Jury Reports 10 HC I - - CM Includes responses GC 34090 CAI R1210411 ffi I C-ARI PRACTICES COMMISSION General Information 2 HC I - - CC Code of conflict staff re orts GC 34090 Forms C+2 HC - - CC GC 34090 Manuals and Publications C+2 HC - - CC GC 34090 Administration C+2 HC -- CC FPPC Opinions GC 34090 Ethics Education C+5 HC I - - CC Ethics training certificates and staff reports GC 53235 2(b) Campaign Disclosure, Elected P D HC I -- CC This include incumbent retired and out of office elected officials GC 81009(b) (g) 410s 420s 460s 470s 490s and 501s - originals scanned replacing a er files C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life l Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) w n DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Page 15 RECORD SERIES RETENTION FORMAT VITA DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD IRECORD Easements Dedications Rights of Way and Other Access Agreements P HC I -- PW Supporting documentation includes emergency access and alternate access routes GC 34090 Field Books P HC I -- PW GC 34090 Intersection Records C+2 HC -- PW Includes correspondence volume counts accidents GC 34090 Inventory Traffic Control Device C+2 D HC - - PW Signs lights add or remove stop signs GC 34090 Landscaping C+2 D HC - - PW Plants tree maintenance work orders GC 34090 Lighting C+2 D -- PW Maintenance work orders GC 34090 Maintenance/Operations C+2 D -- PW Work orders inspection repairs cleaning reports striping etc GC 34090 Traffic Operations P HC I -- PW Fire hydrants lighting districts wheel chair ramps storm drains streets sidewalks GC 34090 Traffic Studies C+10 D HC I -- PW Includes analyses and surveys that are studies GC 34090 Encroachment Permits P D HC I yes IR Various Encroachment permits street opening permits driveway permits GC 34090a H&S 19850 Other Permits C+2 D HC I -- PW Improvement oversize load parking paving temporary street banners GC 34090 Street Naming and Numbering P DI yes PW I GC 34090 34090(a) Speed Limits C+2 HC I -- PW Engineering & Traffic Surveys GC 34090 Traffic Safety C+2 HC I - - PW Drivers Education pedestrian safety crosswalks bicycle lanes traffic calming safe routes to school school circulation GC 34090 Bridges & Overpasses C+2 HC I - - PW Life of structure GC 34090 Inspection C+2 D HC I -- PW Includes intersection sidewalks bridges and overpasses - keep for the life of structure GC 34090 Traffic Count - Traffic Data 7 HC I - - PW Evaluation of traffic volume Counts for ADT/Segments, turning movements bike and pedestrian LOS Calcs queuing speed data collision data historical trends origin destination GC 34090 Truck Routes & Oversized Vehicles C+2 HC - - PW GC 34090 Traffic Signs C+2 HC I - - PW Log books index register cards inventory GC 34090 Traffic Signals C+2 D HC I yes PW Logs drawings wiring diagrams codes circuits installation records testing & maintenance traffic signal system fiber optic comms timing plans special event timing signals lighted crosswalk warning flashing beacons dynamic message signs signals for other jurisdictions GC 34090 Traffic Stripes and Markings C+2 D HC I yes PW GC 34090 Temporary Traffic Control C+2 D HC I yes PW GC 34090 Traffic Calming UTILITIES General Information C+2 2 D HC I HC yes - - PW PW GC 34090 GC 34090 Facilities C+2 HC I - - PW If City owned GC 34090 Gas & Electric Rates C+2 HC - - FS If CitV owned GC 34090 Underground P HC yes PW If City owned GC 34090 GC 4003 GC 4004 H&S 19850 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2015 Pdf (1663 Records Retention Policy and Schedule) DRAFT - CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Meeting March 24 2015 Pa a 17 RECORD SERIES RETENTION FORMAT VITAI DEPT OF REMARKS CITATION TITLE/SUBTITLE PERIOD RECORD Programs Studies and Reference Materials GITY-OVVNED VEHICLES General Information C+2 2 HC HC - - -- PW PW Studies related to tree health diseases GC 34090 GC 34090 Inventory Equipment Parts & Supplies C+2 D HC I yes PW Staff reports to purchase vehicles GC 34090 Owner's Manual and Vehicle Information C+2 HC yes PW GC 34090 Licenses, Permits C+2 HC yes FS Forms related documents regarding licenses and permits required by federal and state agencies GC 34090 Maintenance Operations C+2 D HC - - PW Related requests for service and work orders GC 34090 Fueling Au+3 D HC - - PW Meter readin s fuel consumption reports invoices receipts CCP 337 Accident Reports 3 HC I - - PW Memos and working documents GC 34090 Vehicle Assignment eneral TRANSPORTATION PL ANNING11 =-- Information C+2 2 HC HC - - - - PW PW Log books re uest forms GC 34090 GC 34090 Franchise Information C+10 HC - - PW GC 34090 Other Jurisdictions C+2 HC - - PW GC 34090 San Bernardino Associated Governments Board of Directors SANBAG C+2 HC -- PW Non transportation planning SANBAG files GC 34090 California Department of Transportation CalTrans C+2 HC - - PW Non transportation planning CalTrans files GC 34090 Local C+2 HC - - PW GC 34090 Alternate Transportation PUBLIC FACILITIES PARKING General Information FEW I III i IT, i ET sl MAINTENANCE General Information C+2 2 2 HC HC HC -- - - - - PW CD PW Relates to rail transit bicycle pedestrian and any other mode of transportation that does not involve automobile travel GC 34090 GC 34090 GC 34090 Government Building & Streets Maintenance C+2 D - - PW Done by City Staff GC 34090 Recreation Facilities Maintenance C+2 D - - PW GC 34090 Library Maintenance C+2 D - - PW GC 34090 Corporation Yard C+2 D - - PW GC 34090 City Building Maintenance EITY HALL General Information C+2 2 D HC - - -- PW CM excludes Recreation and Library Maintenance GC 34090 GC 34090 lCity Council Chamber P HC - - CC ISystems general information GC 34090 Facility Rental C+2 HC - CM I GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record Attachment Exhibit "B" - Draft Retention Schedule 2016 Pdf (1663 Records Retention Policy and Schedule) C') AGENDA REPORT MEETING DATE March 24, 2015 Council Item TITLE Amendment No 4 to Extend the Library Lease Agreement with the County of San Bernardino PRESENTED BY Carol Jacobs, Interim City Manager RECOMMENDATION 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 :U90,01391,H] f 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) According to the County of San Bernardino, this rental payment is in line with what the County pays other local government agencies for library space FISCAL IMPACT Packet Pg 109 PFA r FOR COUNTY USE ONLY _New FAS Vendor Code Dept Contract Number ^y �ER11l1.CO N4DINO Change CITYOFG135 SC RNT A 04-427 A-4 I- Cancel Number ePro Vendor Number ePro Contract ca County Department Dept Orgn Contractor's License No X! Real Estate Services RNT RNT 4- w 0 County Department Contract Representative Telephone Total Contract Amount c County of San Bernardino Terry W Thompson, Director (909)387-5252 $250 248 00 E FAS = Contract Type 171 Revenue X Encumbered 171 Unencumbered 1771 Other d E If not encumbered or revenue contract type provide reason STANDARD CONTRACT Q a Commodity Code Contract Start Date Contract End Date Ongmal Amount Amendment Amount 96164 6/1/2015 5/31/2018 $188,508 $61740 = 0 FOURTH AMENDMENT Fund Dept Organization Appr Obt/Rev Source GRC/PROJ/JOB No Amount AAA RNT RNT 200 2905 60001937 $ a; Fund Dept Organization Appr Obi/Rev Source GRC/PROJ/JOB No Amount W $ r ti cc Fund Dept Organization Appr Obj/Rev Source GRC/PROJ/JOB No Amount J Q Project Name Estimated Payment Total by Fiscal Year GRAND TERRACE - LIBRARY FY Amount I/D FY Amount I/D Z L- 22795 Barton Rd - — U A-4 Q Q ti N THIS CONTRACT is entered Into in the State of California by and between the County of San Bernardino, hereinafter caller Iv the County, and o Name ty h City of Grand Terrace hereinafter called LANDLORD J Address 22795 Barton Road Grand Terrace, CA 92313-5295 Telephone Federal ID No or Social Security No V (909) 430-2230 C9 IT IS HEREBY AGREED AS FOLLOWS o WHEREAS, the COUNTY and LANDLORD have previously entered Into a Lease Agreement, Contract Nc 04-427, wherein LANDLORD agreed to lease certain real property to the COUNTY, and, WHEREAS, COUNTY and LANDLORD now desire to amend Lease Agreement, Contract No 04-427 t, exercise the first of two (2) three-year options to extend the term to May 31, 2018, to modify the agreed rental rate for the extended term, and to revise paragraph 39 of the Agreement regarding Right to Terminate Lease NOW, THEREFORE, in consideration of mutual covenants and conditions, the parties hereto agree thi Lease Agreement, Contract No 04-427, is amended as follows w c d E s i Auditor ControlledTreasurer Tax Collector Us`e Onl Q ❑ Contract Database ❑ FAS Input Date Keyed By Pacie, 1 of 3 Packet Pg 111 4 All other provisions and terms of Lease Agreement, Contract No 04-427, as previously amendec H shall remain the same and are hereby Incorporated by reference In the event of any conflict between the Lease as previously amended, and this Fourth Amendment, the Fourth Amendment shall control R END OF FOURTH AMENDMENT 0 r c d E c d COUNTY OF SAN BERNARDINO CITY OF GRAND TERRACE E Q ► By ► James Ramos, Chairman, Board of Supervisors (Authorized signature - sign in blue ink) 0 N C d Dated Name Carol Jacobs w 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 Approved as to Legal Form Agnes I Cheng Deputy County Counsel Date ti Title Interim City Manager `O Dated a Address 22795 Barton Road Grand Terrace, CA 92313 Reviewed by Contract Compliance Date Presented to BOS for Signature C d ► E Terry W Thompson Director Real Estate Services Dept � e1 Date Q Revised 1/8/13 Packet Pg 113 AGENDA REPORT MEETING DATE March 24, 2015 Council Item TITLE Mid -Year Budget Review for Fiscal Year 2014-15 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION (1) Receive and file report, (2) Approve proposed FY2014-15 General Fund fund balance designations, payments and transfers, and (3) Approve recommended FY 2015-16 budget development guidelines and review schedule 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Our Fiscal Viability", through the continuous monitoring of expenditure budgets, allocations and operational costs BACKGROUND The purpose of the Mid -Year Budget Review is to provide City Council with budget -to - actual results through the first half of the fiscal year, projections for fiscal year-end, and any proposed budget adjustments for consideration In this year's Mid -Year Budget Review, staff is also recommending the City Council approve the budget development guidelines and review the schedule for the upcoming fiscal year prior to initiation of the budget process The Mid -Year Budget Review for Fiscal Year (FY) 2014-15 focuses on the City's two major funds The General Fund and the Child Care Services Fund The schedules presented, in conjunction with the Mid -Year Budget Review, include actual results for the prior fiscal year (FY 2013-14) as audited by the City's auditors, Lance, Soll and Lunghard (LSL) and presented to City Council on January 13, 2014 DISCUSSION General Fund FY 2013-14 (Exhibit A) _Operating Revenues During last year's Mid -Year Budget Review presented to City Council, the projected year-end balance for FY2013-14 was $1,202,091, which City Council approved fund balance designations as follows Packet Pg 114 ROPS 13-14A RPTTF distributions for the July 2013 — December 2013 period ($217,705) reclassified to FY2012-13 LICENSES, FEES & PERMITS Increase in commercial activity (permits pulled for McDonald's, AutoZone, etc) $25,183 SALES TAX Decrease in sales tax due to the relocation of One -Source Distributors wholesale ($20,586) division INTERGOVERNMENTAL REVENUE/GRANTS Termination of San Bernardino County Article 19 contract with Burrtec ($27,190) MISCELLANEOUS Police services reimbursement (1st payment) for police overtime during the Freeway $22,500 215 closure as requested by CalTrans, Workers' Compensation rebate from the Sheriff's Department as overcharges from $112,050 prior years, Claims, Judgement, Settlement $54,550 Other Miscellaneous Revenues ($1,680) Total Increase in Revenues for FY2013-14 $592,211 Operating Expenditures General Fund operating expenditures at FY2013-14 year-end (6/30/14) were $4,843,673, which Is approximately 3 1 % lower than the FY2013-14 projection Although expenditures In several departments exceeded budgeted amounts, the variance was due to staffing changes, employee leave cash -outs at separation, and reassignments resulting In actual payroll charges being higher than the budget and year-end projection However, these cost overruns were offset by savings In other departments, therefore, actual expenditures at fiscal year-end were $155,134 under the budgetary projection Net Operating Results As a result of the Increase In actual revenues and expenditure savings, the General Fund's fund balance for the year ended June 30, 2014 totals $1,936,964, Increasing fund balance by $734,873 as summarized below 2013-14 General Fund Balance Category / Explanation Amount Projected Fund Balance $1,202,091 Prior Year (FY2012-13) adjustments (12,472) REVENUES Property Taxes $80,849 ROPS distributions 346,535 Packet Pg 916 Operating Expenditures General Fund operating expenditures through January 31, 2015 are $2,211,863, which represents 48 9% of the projected expenditures $4,523,393 With 58% of the fiscal year elapsed through January, this is a positive result, these savings, as shown in the Monthly Financial Reports submitted to City Council, are a result of several approved positions being vacant during the first few months of the fiscal year Expenditures at June 30th are projected to be $4,377,407 Although projected expenditures in a department exceeded the budgeted amount, the variance was due to staffing changes, employee leave cash -outs at separation, and reassignments resulting in projected payroll charges being higher than the approved budget The fiscal year-end projections also include the following items previously approved by the City Council • Hiring of Avery & Associates for the recruitment of the City Manager position ($24,900), • Outsourcing of the business licensing program to MuniServices ($14,700), business license revenues are projecting an increase to cover the increase in costs, • Additional hours and extension of the Willdan Financial Services contract to June 2014 ($9,500), • Personnel rules and regulation services approved by City Council in FY2013- 14, but not implemented until FY2014-15 ($12,000), and • Information technology upgrades and computer equipment approved by City t Council in FY2013-14 but not implemented until FY2014-15 ($26,400) Net Operating Results The FY2014-15 General Fund Budget was adopted with a projected surplus of $80,903 After several City Council actions as noted above, the General Fund was to utilize $103,923 in fund balance for additional operating expenditures With the increase of receipts of RPTTF funds and the reduction in sales tax revenue, the General Fund is expected to end the fiscal year with an operating surplus of $164,459 for the year, as reflected in the following table Revenue and Expense Summary Category Approved Budget Year -End Expected Year -End Projected Revenues $4,419,470 $4,382,470 $4,541,506 Expenditures (4,523,393) (4,523,393) (4,377,047) Operating Surplus (Deficit) ($103,923) ($140,923) $164,459 Note Positive Variances shown in Exhibit B on both revenues ($159,036) and expenditures ($146,346) total $305,382 As shown In the table above, the original year-end expected receipts showed a deficit of ($140,923) and has been revised to protect a surplus of $164,459, also showing a vanance totaling $305,382 Packet Pg 118 Additional funding for Equipment Replacement Fund The City has approximately $1 1 million in General Fund capital asset equipment, with "capital asset" defined as having a purchase price of $5,000 or more and a useful life of 2 years or longer It is a recommended "best practice" to depreciate capital equipment such that depreciation is charged as an operating expense to the applicable department and the depreciation expense is transferred to an Equipment Replacement Fund By doing so, $200,000 $400,000 funds are available to purchase replacement equipment without impacting the operating budget The City has not previously established an Equipment Replacement Fund Initial funding of $200,000 was approved in FY2013-14, revised recommendation is to increase the fund by an additional $200,000 so as to have replacement reserves for approximately one-third (1/3) of the General Fund's capital asset equipment If approved, $400,000 will be transferred to a new Equipment Replacement Fund Other Post -Employment Benefits (OPEB) The City provides medical plan coverage for retirees The annual required contribution (ARC) was calculated by Bartel and Associates in accordance with GASB Statement No 45 The City's current liability as of 6/30/14 is $1,125,477 The ARC represents a $0 $261,500 level of funding that, if paid on an ongoing basis, is projected to cover normal cost each year and any unfunded actuarial liabilities If approved, the City will make the ARC payment to CalPERS Reserve for Future Budget Stabilization This amount would be reserved to address future operating deficits, with the RPTTF residual revenues, or other funding needs As identified in the Five -Year Plan, two items needing future $402,091 $559,823 funding consideration are Retiree Medical Benefit Annual Required Contribution and funding for Leave Cash -outs Additionally, the City Council previously expressed an interest in providing funding for items such as • City Council Chamber upgrades • Web streaming of City Council meetings • Additional patrol deputy • Automatic License Plate Recognition System (ALPRS) • Economic Development Program • Volunteer Program Coordinator • Additional Support for Youth Sports Program • Increased Level of Street Maintenance The Reserve for Future Budget Stabilization would be available to address items such as those listed above TOTAL $1,202,091 $2,101,323 The recommended designations of General Fund reserves represent policy action of the City Council that can be modified in the future by the Council, if so desired, based on Council priorities and future budgetary considerations Reserve designations would be re-evaluated each year as part of the budget process Packet Pg 120 Expenditures (1,159,410) (1,159,410) (1,141,804) Operating Surplus (Deficit) ($40,340) ($40,340) $37,196 Fund Balance Summary Category Projected Amount FY 2014-15 FY2014-15 Beginning Fund Balance $16,583 Revenues $1,179,000 Expenditures (1,141,8041 37 196 FY2013-14 Ending Fund Balance $53,779 Rates for the Child Care Fund are reviewed each year in conjunction with the annual budget process Staff recommends that no rate adjustment be considered at the present time, but that the proposed FY2015-16 rates are established at a level that will provide an adequate operating surplus to allow for contingency items, including upcoming minimum wage increases that will impact operating expenditures Proposed 1=Y 2015-16 Budget Development Guidelines and Review Schedule Immediately following the Mid -Year Budget Review process, staff will commence working on the City's FY2015-16 budget To ensure the City Council is in agreement with the process for developing the FY2015-16 budget, and the schedule leading up to budget adoption, the following budget development guidelines and review schedule are proposed for the City Council's approval Budget Development Guidelines The following guidelines are submitted for the City Council's review and approval If approved, they will be utilized in the development of the FY 2015-16 Budget • Departments should submit base budgets that reflect no change in staffing or service levels from FY2015-16 Personnel budgets will be developed by the Finance Department based on current staffing, compensation levels and program allocations Compensation will reflect the following constraints ➢ Continuation of the 36-hour workweek, ➢ Continuation of the 10% salary reduction, and ➢ No cost -of -living adjustment (COLA) ➢ Consideration of implementation of the Class and Compensation Study • Any reinstatement of the above compensation items including the reinstatement of merit increases will be by policy direction of the City Council Packet Pg 122 Tentative Budget Review Schedule Following is the tentative schedule for City Council review, deliberation and adoption of the FY2015-16 Budget FY2013-14 Proposed Budget Review Schedule Date City Council Budget Workshop May 12, 2015 Approval of FY2014-15 Fiscal Policies and Appropriation Limits May 12, 2015 Introduction of Proposed Budget May 26, 2015 Budget Deliberations May 26, 2015 Budget Adoption June 9, 2015 FISCAL IMPACT The fiscal impact of staff's recommendations in this report is summarized below Recommended designations. oavments and transfers of General Fund balance General Fund Balance Designation Amount General Contingency Reserve $880,000 Establishment of an Equipment Replacement Fund $400,000 Payment of the Annual Required Contribution (ARC) for Other Post- Employment Benefits (OPEB) $261,500 Reserve for Future Budget Stabilization $559,823 TOTAL $2,101,323 ATTACHMENTS • Exhibit A-GF Year -End June 30, 2014 pdf (PDF) • Exhibit B-GF Year -End June 30, 2015 pdf (PDF) • Exhibit C-Child Care Year -End June 30, 2015 pdf (PDF) APPROVALS Cynthia Fortune Completed 03/18/2015 3 04 PM Finance Completed 03/18/2015 3 05 PM City Attorney Completed 03/18/2015 4 05 PM City Manager Completed 03/18/2015 4 09 PM City Council Pending 03/24/2015 6 00 PM Packet Pg 124 } Exhibit A City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report Fiscal Year Ending June 30, 2014 Positive (Negative) Year -End Year -End Variance Approved Year -End % Year -End % from Revenue Budget Adiustments Proiection Projection Actual Actual Expected r 1 Property Tax 1,348,944 25,178 1,374,122 101 9% 1 454, 971 107 9% 80,849 Residual Receipts - RPTTF 1,385,498 (558,194) 827,304 59 7% 1,173,839 84 7% 346,535 Franchise Fees 487,700 (7,700) 480,000 984% 477,395 979% (2,605) Licenses, Fees & Permits 261,000 (42,715) 218,285 836% 243,468 933% 25,183 2 Sales Tax 1,039,703 (60,468) 979,235 94 2% 958,649 92 2% (20,586) 3 Intergovernmental Revenue/Grants 25,500 10,979 36,479 1431% 9,289 364% (27,190) 4 Charges for Services 73,500 26,490 99,990 1360% 104,715 1425% 4,725 Fines & Forfeitures 37,400 (3,534) 33,866 90 6% 32,985 68 2% (881) Miscellaneous 6,600 (2,781) 3,819 579% 192,912 29229% 189,093 5 Use of Money & Property 28,700 (3,700) 25,000 87 1% 22,049 76 8% (2,951) Transfers In 0 0 0 0 0 Residual Receipts - Sr Housing 0 0 0 0 0 Waste Water Receipts 0 0 0 0 0 4,694,545 0 4,694,545 100.0% 5,286 756 112.6% 592,211 Property Taxes and RPTTF receipts were larger than expected due to the reclassification of RPTTF receipts as required by the City's auditors 2 Increase in commercial activity (permits pulled for McDonald s AutoZone etc) 3 Sales Tax receipts have decreased mainly due to Essco Wholesale Electric being bought by One Source Distributors One Source has since moved their wholesale division to San Diego 4 Termination of San Bernardino County Article 19 contract with Burrtec The County's contract with Athens Services delivers waste outside of the County limits s One-time revenues that included police overtime charges to CalTrans reimbursement of overpayment of workers' compensation charges from the Sheriffs department etc n x m ce � N � "' Attachment Exhibit A-GF Year -End June 30, 2014 pdf (1670 FY2014-15 Mid -Year Budget Review) Expenditure Salaries Benefits Professional/Contractual Services Materials & Supplies Lease of Facility/Equipment Equipment Capital Projects Utilities Debt Service Overhead Cost Allocation Transfers Out City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report Fiscal Year Ending June 30, 2014 Positive Ne ative Year -End Year -End Variance Approved Year -End / Year -End / from Budaet Adiustments Proiection Proiection Actual Actual Expected 624,390 42,781 667,171 1069% 668,185 1070% (1,014) 386,215 (26,485) 359,730 931% 302,882 784% 56,848 2,674,127 (44,284) 2,629,843 983% 2,514,900 940% 114,943 2 338,660 (92,635) 246,025 72 6/ 273,693 60 8/ (27,668) 2 4,800 (1,076) 3,724 77 6/ 3,978 82 9/ (254) 9,110 (9,198) (88) (112) 24 15,300 (15,300) 0 0 0 127,688 8,090 135 778 1063% 132,070 1034% 3,708 254,850 (4) 254,846 100 0% 254,848 100 0/ (2) (476,600) 0 (476,600) 100 0/ (476,167) 99 9/ (433) 1,178, 377 0 1,178, 377 100 0% 1,169, 396 99 2% 8,981 5,136,917 (138,110 4,998,807 97.32k 4,843,673 943% 155,134 I Decrease in benefit payments as both the Intenm City Manager and the Assistant City Manager were Ca/PERS retirees and did not receive any benefits z Although the materials and supplies budget was exceeded due to maintenance obligations certain professional/contractual services were not required during the fiscal year and covered the overage in materials and supplies n � Attachment Exhibit A-GF Year -End June 30, 2014 pdf (1670 FY2014-15 Mid -Year Budget Review) r I Exhibit B City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report Fiscal Year -End Projection, June 30, 2015 Positive Ne ative Year -End year -End Year -End Variance Approved Expected % Year -End % from Revenue Budget Adiustments Receipts Expected Proiection Projection Expected Property Tax 1,414,000 0 1,414,000 1000% 1,407,100 995% (6,900) Residual Receipts - RPTTF 306,370 0 306,370 1000% 682,256 222 7% 375,886 3 Franchise Fees 480 000 0 480,000 1000% 478,000 99 6% (2,000) Licenses, Fees & Permits 290,900 0 290,900 loon% 284,890 979% (6,010) Sales Tax 1,047,000 0 1,047,000 1000% 843,960 806% (203,040)4 Intergovernmental Revenue/Grants 45,000 (30,000)' 15,000 333% 15,000 333% 0 Charges for Services 81,200 0 81,200 1000% 78,000 96 1% (3,200) Fines & Forfeitures 25,000 0 25,000 1000% 25,000 1000% 0 Miscellaneous 5,000 0 5,000 1000% 8,800 1760% 3,800 Use of Money & Property 25,000 (7,000) z 18,000 72 0% 18,500 74 0% 500 Transfers In 0 0 0 0 0 Residual Receipts - Sr Housing 0 0 0 0 0 Waste Water Receipts 700,000 0 700,000 1000% 700,000 1000% 0 4,419,470 (37,000) 4382,470 99.2% 4,541,506 102.8% 159,036 1 Termination of San Bernardino County Article 19 contract with Burrtec The County's contract with Athens Services delivers waste outside of the County limits 2 Decrease in investment earnings since redevelopment dissolution all funds mll retain any interest earned on their cash balances 3 RPTTF and pass -through receipts were larger than expected due to increase in assessed property values of 6% vs the budgeted 3% increase and increase in property tax collections for the penod 4 Sales Tax receipts have decreased mainly due to Essco Wholesale Electnc being bought by One Source Distnbutors One Source has since moved their wholesale division to San Diego -0 IN n Pr t� 00 N Cr 00 Attachment Exhibit B-GF Year -End June 30, 2015 pdf (1670 FY2014-15 Mid -Year Budget Review) Expenditure Salaries Benefits Professional/Contractual Services Materials & Supplies Lease of Facility/Equipment Equipment Capital Projects Utilities Debt Service Overhead Cost Allocation Transfers Out City of Grand Terrace FY 2014-15 General Fund Monthly Financial Report Fiscal Year -End Projection, June 30, 2015 Positive (Negative) Year -End Year -End Year -End Variance Approved Expected % ' Year -End % from Budaet Adiustments Expenditures Expected Proiection Proiechon Expected 730,230 0 730,230 100 0% 666,484 91 3% 63,746 388,380 0 388,380 100 0% 359,052 92 4% 29 328 2,883,933 0 2,883,933 1000% 2,845,701 987% 38,232 2 349,150 0 349,150 100 0% 336,610 96 4% 12,540 2 4,400 0 4,400 100 0% 3,400 77 3% 1,000 0 0 0 0 0 0 0 0 0 0 135,800 0 135,800 100 0% 134,300 989% 1,500 254,900 0 254,900 100 0% 254,900 100 0% 0 (317,900) 0 (317,900) 100 0% (317,900) 100 0% 0 K500 0 94,500 100 0% 94,500 100 0% 0 4523,393 0 4 523 393 100.0% 4,377,047 96 8% 146,346 1 Salary & Benefit accounts are under budget due to the vacancies in CDD and salary savings in other departments CDD's remaining vacancies were filled by January2015 2 Due to departments cost savings and cost reduction practices this will result in savings in both professionaYcontractual services and material and supplies accounts w O Attachment Exhibit B-GF Year -End June 30, 2015 pdf (1670 FY2014-15 Mid -Year Budget Review) F1 Exhibit C City of Grand Terrace FY 2014-15 Child Care Fund Monthly Financial Report Fiscal Year -End Projection, June 30, 2015 Positive (Negative) Year -End Year -End YTD Year -End Year -End YTD Variance Approved Expected % YTD % from Revenue Budget Receipts Expected Actuals Actuals Expected Tiny Tot Program 88,200 88,200 100 0% 84,000 95 2% (4,200) After School Program 358,900 358,900 100 0% 355,000 98 9% (3,900) Pre -School Program 752,650 752,650 100 0% 740,000 98 3% (12,650) 1,199, 750 1,199,750 100.0% 1,179, 000 98 3% 20,750 Positive Year -End (Negative) YTD Yea YTTDD Year-End Yea YTTDD Variance Approved Expected % YTD % from Expenditure Budget Expenditures Expected Actuals Actuals Expected Salaries 575,460 575,460 100 0% 575,223 100 0% 237 Benefits 263,250 263,250 100 0% 263,381 100 0% (131) Professional/Contractual Services 23,900 23,900 100 0% 23,664 99 0% 236 Materials & Supplies 61,100 61,100 100 0% 59,770 97 8% 1,330 Lease of Facility/Equipment 8,000 8,000 100 0% 0 0 0% 8,000 Equipment 400 400 100 0% 0 0 0% 400 Capital Projects 11,400 11,400 100 0% 5,000 43 9% 6,400 Utilities 17,100 17,100 100 0% 15,967 93 4% 1,133 Overhead Cost Allocation 198,800 198,800 100 0% 198,800 100 0% 0 1,159,410 1,159,410 100.0j 1,141,804 985% 17,606 V m X Projected decrease in expected revenues due to the number of vacancies (child attendance) that have not been filled for the last several months c� rt Q2 00 -.l n W j Attachment Exhibit C-Child Care Year -End June 30, 2016 pdf (1670 FY2014-15 Mid -Year Budget Review) CITY OF GRAND TERRACE CITY COUNCIL MEETING 0 REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confrontmg 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 ff)"", V- i/ 1 NAME Fl"t �" I ADDRESS G 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 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 U DATE NAME t ADDRESS PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON Zi�>C,I1 p � I Q SUBJECT Iv o I �� t t �.t 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 Vzqli S NAME M C �Cte- ( ON L4l? 1 ✓t ADDRESS 2 Z ` C q Palo, PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT M 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 31d L/1 /s- NAME 222� /C ADDRESS V� CAfL%a tM � �/C12s I') G' 1 &15© PHONE NUMBER (Please provide if information is being requested) 9O % — -V0 � — 56 '7 % AGENDA ITEM NUMBER YOU WISH TO SPEAK ON SUBJECT 1/0u fly sodyv�s YAe- 0 DATE I�/:I TO W 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 W T J PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON G SUBJECT 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 0 I S' NAME ADDRESS PHONE NUMBER (Please provide if information is being requested) AGENDA ITEM NUMBER YOU WISH TO SPEAK ON /v�l SUBJECT I U _ I !..�dp L..c . - Iill I •� �' �l � � ; /' ` � i� /i/� �//� mom %�..1U - r I> A,- I I I` I / MAN i I�• I .. r � lIPLid' �/! /' `�.� .�j �v I. ,i � �, ,, L�,�y�J ,, �• ,��, -. 1. � ` ��- - --, . � i, � I ► 1. _..I � . - r�.�� �� � i.'. �. � i� .�....: In - 6-)°46 -- ? Gc�wtnucek Cqx��� waas, � (fi e-t2V6 . �—NJ ov Opp �� 44ol uj9¢ Ck - 06 d4of v Yllanle-i&.1 ` OPA tk) i ffLM 4- bus i ccc�&I Cain � ids -�o 6 1W Council Report — March 24, 2015 San Bernardino Valley Municipal Water District —Advisory Commission on Water Policy A East Valley Water District's Recycled Water Project - Informational Item (20 minutes) B Cactus Basin Recharge Project - Informational Item (10 minutes) (Page 7) Valley District's plan to facilitate recharge in the Cactus Basins, planning and design considerations for the required facilities, and collaboration with West Valley Water District for development of a hydroelectric general plant at the Roemer Water Treatment Plant It is anticipated that the CEQA process will be completed later this year or early next year to facilitate recharge of SWP water in 2016, when SBCFCD is scheduled to complete the construction for Cactus Basins 3 and 3a Valley District plans to build facilities capable of recharging up to 7,000 acre feet of SWP water annually in the Cactus Basins C Sustainable Groundwater Management Act of 2014 - Action Item (15 minutes) (Page 12) Staff from Valley District and the SBV Water Conservation District along with representatives of other water agencies in the region have been meeting to consider how to comply with the SGIVIA Although we are still in the initial stages of that implementation, a presentation on the legislation and what it may mean specifically to the San Bernardino Valley MWD service area will be provided to the Commission The Advisory Commission supported the development and implementation of an equitable, sustainable groundwater management structure that complies with the Sustainable Groundwater Management Act of 2014 D State Water Project Supplies/Water Management Plan - Informational Item (5 minutes) (Page 17) The historically dry conditions in Southern California are continuing into 2015 The Department of Water Resources has currently set the State Water Project (SWP) allocation for 2015 at 20% Due to the dry conditions, Valley District is again reconvening its Water Supply Contingency Workgroup (drought task force) to identify ways to work through the shortage A summary of local water conditions is provided on the attached documents The Basin Technical Advisory Committee (BTAC) monthly statement (attached) tracks liquefaction potential, artificial recharge thresholds for the San Bernardino Basin Area and imported water supplies The statement shows that liquefaction potential continues to be low It also shows that artificial recharge is currently well below the threshold of 328,000 acre-feet established in the BTAC 2015 Regional Water Management Plan Imported water supplies are slightly increased over last year due mostly to the voluntary reductions in imported water deliveries made by the water agencies in 2014 Meeting with Senator Connie Leyva In advance of a meeting with the State Department of Finance on behalf of two other Cities in the district Talked with her regarding LRPMP how its approval will benefit not only Grand Terrace, but the taxing entities also and inconsistency with which the Recognized Obligation Payment Schedule items are approved or denied 1 Water Conservation On the Riverside Highland Water Co bill there is a message that says We would like to thank our customers for the dramatic reduction in water use, Please continue to use water wisely We appreciate your ongoing efforts Specific conservation numbers for December 2014 and January 2015 which is the latest billing period, these are numbers compared to last year at this time (Measured in acre feet - An acre foot is a standard measurement of water - one foot of water over an entire acre of land One Acre foot is equivalent to what two families would use in one year) December 2014 production was 145 acre feet, January 2015 was 170 acre feet for a total of 315 acre feet for the billing period December 2013 was 213 acre feet, January 2014 was 267 acre feet for a total of 480 acre feet for last year's billing period Users have cut back about 35% compared to last year for this billing period According to General Manager Don Hough - Some of the decrease in usage can be attributed to the wetter weather we had this year in December and January, much of the credit needs to go to our residents and their efforts 4-1111, 2 SANBAG —At ended the Metro Valley Study Session on February 12 —Overview of future projects, those under construction a Transit & Rail Programs - SANBAG is working to expand transit options in San Bernardino and Redlands San Bernardino Transit Center— under construction & should be open to the public this year ( the first multi -modal transit center in California east of Los Angeles, currently under construction which will be on Southern California's Metrolink and Omnitran's bus rapid transit sbX u The station's location is in the heart of Downtown San Bernardino, near San Manuel Stadium and the Inland Center Mall The station will serve as a major connection terminal connecting all of Omnitrans bus lines as well as the MARTAand Victor Valley Transit Authonty z 3 [4]) W 3rd Street — Old Santa Fe Depot ii Downtown San Bernardino Passenger Rail — Under construction & should be open to the public In 2017 (February 25, 2014 SANBAG, Metrolink, Omnitrans, the Federal Transit Administration, the California Transportation Commission, the County of San Bernardino, and the City of San Bernardino broke ground on the beginning of the vision for expanded transit options in the region ) i iii Redlands Passenger Rail —In Design phase— projected to be open to the public in 2019 (SANBAG has been studying the feasibility of utilizing a 9-mile railroad corridor extending between Downtown San Bernardino and the University of Redlands, to introduce passenger rail service to this area ) b Freeway Mainline projects 1 1-215 Bi-County HOV Gap Closure —currently under construction should be open to the public this year c Interchanges 1 1-215 Barton Road —Design phase —expected to be open to the public in 2019 3 Meeting with Supervisor James Ramos a Shared my concern with the regional crime in light of the armed robberies we have had lately and the early release of prisoners from the county jails b Discussed the importance of the 1-215 / Barton Road interchange and development of our Successor Agency Properties c Supervisor Ramos expressed his interest in having the Redlands Passenger Rail project completed ,�►��' 4 Meeting with Colton Mayor Richard DelaRosa a Mayor DelaRosa extended an invitation to meet Expressed a desire to strengthen the relationship between the two Cities Among items discussed were pending projects such as the railroad bridge west of the freeway on Barton Road, the planning of a traffic signal at La Cadena and Litton and possible one at LaCadena and Palm An update of the bridgof the bridge project as well as plans for the traffic signals was promised for the council 5 Meeting with Superintendent Jerry Almendarez a Opportunity to discuss the district with respect to Grand Terrace and school performance, traffic and temporary classrooms at Grand Terrace High School The Superintendent expressed his desire to strengthen the relationship with the City and with the local businesses He is interested in meeting regularly with our City Manager I explained the importance with which this council holds the relationship with the school district and told him we had appointed an ad hoc committee work on a few of the recent issues a raised I also invited him and he would like to come our council meetings with district updates 6 Oversight Board approved the ROPS 15-6A on Wednesday, February 18 CITY OF GRAND TERRACE CITY COUNCIL AGENDA • MARCH 24, 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 grandterrace-ca gov <http //www grandterrace-ca gov> CALL TO ORDER 6 ppP.(n At this time, I will convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Invocation Will Fr Erik Esparza of Roman Catholic Diocese of San Bernardino please come forward and offer the Invocation Pledge of Allegiance Please joi hkd` in leading us in the Pledge of Allegiance ROLL CALL Attendee Name u Prese}t Absent L ., Late Arrived Mayor Darcy McNaboe Q ❑ ❑ Mayor Pro Tern Sylvia Robles ❑ ❑ Council Member Jackie Mitchell ❑ ❑ Council Member Doug Wilson Z ❑ ❑ Council Member Bill Hussey IV ❑ ❑- A SPECIAL PRESENTATIONS - NONE C&Va-2- City of Grand Terrace Agenda Grand Terrace City Council March 24, 2015 B CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the City Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion Do I have a motion? Do I have a second? Please vote] — Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 %Aat�roval of�Mmutes — Regular Me_e atn� g — e 2 24/}2015 DEPARTMENT CITY CLERK 3 pRc m I offMinutesMReg"u[a0-ReQetmg 03/=1©/20 �/ DEPARTMENT CITY CLERK M/ 11 WON �' 1kI 4 Approval of Check Register No 02282015 in the Amount of $293,976 92 RECOMMENDATION Approve Check Register No 02282015 in the amount $293,976 92, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE 5 Extension of Service Provider Services Agreement with EZ SunnyDay Landscape for Citywide Landscape Maintenance ,, ff RECOMMENDATION -bs Authorize the City Manager to grant two (2) one-year extensions to the existing Service 1 op Provider Services Agreement with OIPZ unnyDa. La�•sg�ape for the Citywide Landscape Maintenance DEPARTMENT COMMUNITY DEVELOPMENT City of Grand Terrace Page 2 Agenda Grand Terrace City Council March 24, 2015 WC A4 C PUBLIC COMMENT ") �L d,ouse� /pQ vowz This is the opportunity for members of the public to comment on any items not "�?Ce 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 Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS G NEW BUSINESS 6 Records Management Program Policy and Procedures and Records Retention Schedule RECOMMENDATION 1) ADOPT R KS®L TI1aN- N.G,-tM1!5-4;;F1A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE City of Grand Terrace Page 3 Agenda Grand Terrace City Council March 24, 2015 2) Allow City Hall to remain closed to the public during business hours for staff to perform a "free the files" clean-up day every year on the Cesar Chavez Federal Holiday DEPARTMENT CITY CLERK May we have a staff report please? rA--L-" Does Council have any Questions for Staff? Are there any Public Speakers? Do I have a motion? Do I have a second? Council Discussion Please vote 0 41� 7 Amendment No 4 to Extend the lLi r—a y--Lease Agree-rn with th Count_y of $art �ernardinod 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 0 May we have a staff report please? Wa Does Council have any Questions for Staff? ) Are there any Public Speakers? Do I have a motion? %W4jC&d Do I have a second? Council Discussion Please vote 9_0 8 Mid -Year Budget Review for Fiscal Year 2014-15 RECOMMENDATION 1) Receive and file report, 2) Approve proposed FY2014-15 General Fund fund balance designations, payments and transfers, and City of Grand Terrace Page 4 Agenda Grand Terrace City Council March 24, 2015 3) Approve recommended FY 2015-16 budget development guidelines and review schedule DEPARTMENT FINANCE May we have a staff report please 4A4L� Does Council have any Questions for Staff? Are there any Public Speakers? Do I have a motion? q 1 ISO n Do I have a second? PV-GS " Council Discussion Please vote , j- o H CITY MANAGER COMMUNICATIONS Interim City Manager Jacobs do you have any comments RECESS TO CLOSED SESSION �— '_1 Q 3 #241 . - At this time we will recess to Closed Session to consider the following CLOSED SESSION 9 CONFERENCE WITH REAL PROPERTY NEGOTIATORS - Pursuant to Government Code Section 54956 8 &1 �W Property APN Nos 1167-151-22, 1167-151-74, 1167-151-71, and 1167-151-68 Agency negotiator Carol Jacobs, Interim Agency Director Negotiating parties Lewis Group A/ kA Under negotiation Price and Terms of Payment 10 CONFERENCE WITH LEGAL COUNSEL -Anticipated Litigation Alk�+ Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956 9 One Potential Case RECONVENE TO OPEN SESSION 5f . d �-v�.y�, At this time we will reconvene to Open Session both the Regular Meetingf> (Mayor to report any actions from the closed session) City of Grand Terrace Page 5 i Agenda Grand Terrace City Council March 24, 2015 ADJOURN The Next Regular City Council Meeting will be held on Tuesday, April 14, 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 Page 6 3/24/2015 FY2013-14 projeerfens: vsw et als; r r ++ Current w nd projections r FY�* l *+Designaffen of Fund Balance; 40�8#49-at Dee pment Guidelines; z Oget'Review schedule. 1 3/24/2015 In March 4. iaanca presented a Mid -year Budget Review to City Council for FYo1-14 that showed h par -end a timtes,with a rojected fund balance of h$1$202rO91 for the year ending Jana ; 4ir Oar aaw auditors,. Lan -coo soli & fan hard (L L) have completed their audit and the City"s financial t report for the year ending June 30, 12014 was submitted to City Council an Jonvirry 13,2015. - h 6r 3 8 3/24/2015 -Redevelopment Property ?arc Trust Fund (RPTTF) Residual Distribution ikProperty Tax . e " roe-elved by Me former RDA Is now deposited into a RPTTF fond created by San vrna; A4 AndIrtar=Controller _ offe- N f n . *+ T A j*In stem the RPTTF & Y - - - disburses twive annually the eHow n `from this fnndw ; or 5 3/24/2015 *** TC a coura `ed the -City to proceed with caution & exercise ~ ~ -con-sere dive revenue estimates; v t ****The City took the aver6ge of five residual ROPS distributions and estimated Senerai .Fond PTTF' receipts at approximately $300,000 er. year. j 19 " -*t* After -reviewing residual disbursements paid to the City with ROPS 3 and ROPS 13-14A, the ATC diaterwfte4 that the City has been f overpaid and any afflustments or ~reductions due to overpayments ill be .made towards the City's future residual payments. v r 14, 7 3/24/2015 v� h Generai R grind } � -4w15 THE SLUE1I�tT NCITY t F.%Y RAND TE CALIF0R111A Q } k 3� i 17 r -t RDA Dissolution iM[PSWO on the Gonerd1 Fund { ROPS 14-15A Distribution recorded i in FY2013-14 ROPS 14-15B Distribution recorded F in the current fiscal year FY2014-15 I 3/24/2015 General Fund Contingency �, $600,000 $880,000 Reserve IL _ _--- -._.- Equipment Replacement Fund $200,000 $400,000 Other Post Employment Benefits 1; (OPEB) Annual Required ;; $0 I1 $261,500 Contribution Reserve for Future Stabilization $402,091 559 823 Total SA.202 091 U j 01;3e23 l 211 11 3/24/2015 Budget Developm4 Guidelines FY2015=16, . v > It /wOUNTgIN Carr uRAND 2�-kl CAI-IFv C EST 1978 -40- aae� frudgeft Will reffect me onnge 1-11 staffing or Servi"o feels; p enxp ns`a on will refect -t a fell* wing. ` en0awern of 364brr work week;, f)0- CeMnu`aMn of 10fo salaryreduction; i t Conthvvodmosponslon of merit increases; No cost-,oMh4hg a ust e4nt (COLA). r 26 [, 13 c 3/24/2015 Ady top" asset requosto must be St#bMkted tbrbagh 4 Capital Asset RegUest 'erns and will be Identified separately in 4 the P. pesed'badgef; h v 4 Any pr4pa4edseMce level or staffing rednefiens will be separately identified in the Proposed budget. x z v ~ ~ F 29 v +C x x .4 x \ r v { v x f{ i Y f x f x rl v. % get RiaVi s. BU s 4Schiad We � r "2015=16 - f V � t ff Y { f v j v f {{ r x 30 15 Good Evening Honorable Mayor, Mayor Pro Tem and Council Members, I am Pat Jacquez-Nares, your City Clerk This Item for consideration by the City Council supports our vision and core values of open and inclusive government Staff has placed on the dais a hard copy of the blue line version of the proposed corrections made for clarity and consistency to the Records Management Program Policy & Procedures which was also sent via email yesterday A records retention schedule is the cornerstone of an effective records management program It is a policy document that defines an organization's legal and compliance recordkeepmg requirements A Records Management policy provides for the efficient, effective and economical management of information The guiding principle of Records Management is to insure that information is available when and where it is needed, in an organized and efficient manner, and in a well -maintained environment Records Management seeks to control and manage records through the entirety of their life cycle, from their creation to their final disposition Currently, the City has an outdated Records Retention Schedule and the last time any records were destroyed was in 2007 The California Joint Powers Insurance Authority requested that the City develop a formal records retention policy in 2010 and if the items are approved this request would be satisfied Benefits of effective records management are • Space Savings & in our case would save $1,488 annually by no longer having to use an offsite storage facility We should be able to move the remaining Finance records back to City Hall once our destruction of records has been completed • Increased efficiency in information retrieval • Compliance with legal, administrative, and fiscal retention requirements • Identification and protection of vital records r • Control over creation of new records • Identification of records with research value • Identification of records with historical value The agency's legal position in litigation may be influenced by how well or how poorly we comply with accepted records management practices With the aforementioned Staff is requesting that the City Council ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT PROGRAM POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE In order to allow for current staffmg to perform the necessary records management and records destruction procedures outlined in the Records Management Program Policy & Procedures and the Records Retention Schedule staff is also requesting that the City Council ALLOW CITY HALL TO REMAIN CLOSED TO THE PUBLIC DURING BUSINESS HOURS FOR STAFF TO PERFORM A "FREE THE FILES" CLEAN-UP DAY EVERY YEAR ON THE CESAR CHAVEZ FEDERAL HOLIDAY This is a federal holiday that is not observed by City staff and would come into effect on MARCH 31, 2016 This concludes my report and I am available to take any questions the Council may have