05/08/2012CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA • MAY 8, 2012
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center • 22795 Barton Road
City of Grand Terrace Page 1 Updated 4/11/2012 4:18 PM
The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If you require
special assistance to participate in this meeting, please call the City Clerk’s office at (909) 824-6621 at
least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting, please complete a request to speak form
available at the entrance and present it to the City Clerk. Speakers will be called upon by the Mayor at
the appropriate time.
Any documents provided to a majority of the City Council regarding any item on this agenda will be made
available for public inspection in the City Clerk’s office at city hall located at 22795 Barton Road during
normal business hours. In addition, such documents will be posted on the City’s website at
www.cityofgrandterrace.org
CALL TO ORDER
Convene City Council and City Council as the Successor Agency to the Community Redevelopment
Agency
Invocation
Pledge of Allegiance
Roll Call
Attendee Name Present Absent Late Arrived
Mayor Walt Stanckiewitz ¨¨¨
Mayor Pro Tem Lee Ann Garcia ¨¨¨
Councilwoman Darcy McNaboe ¨¨¨
Councilman Bernardo Sandoval ¨¨¨
Councilman Gene Hays ¨¨¨
1.ITEMS TO DELETE
2.SPECIAL PRESENTATIONS
A.Riverside Highland Water Company -Poster Contest Winners -Terrace View Elementary School
B.Update by SANBAG and CAltrans on Barton Road Overpass at I-215
C.Proclamation -Blue Ribbon Week -Week of May 13, 2012
Agenda Grand Terrace City Council May 8, 2012
City of Grand Terrace Page 2 Updated 4/11/2012 4:18 PM
3.CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and noncontroversial. They will be
acted upon by the 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.
A.Waive Full Reading of Full Ordinances on Agenda
B.Check Register No. 05-08-2012
C.Approval of Minutes –Regular Meeting –04/24/2012
4.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.
5.COUNCIL REPORTS
6.PUBLIC HEARINGS
7.UNFINISHED BUSINESS
8.NEW BUSINESS
A.Council Appointed Committee Reappointment Procedures
B.Ad Hoc Committee for Review of Responses to Audit Services Request for Proposals
9.CLOSED SESSION
A.Employee Negotiations -Labor Negotiations Per Government Code 54957.6 -City Labor Negotiator -
Betsy Adams, City Manager -Negotiatiated with -All Unrepresented Employees
B.Public Employee Performance Evaluation Per Government Code Section 54957 (B) Title: City Manager
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, May 22, 2021 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.
AGENDA REPORT
MEETING DATE:May 8, 2012 Council Item
TITLE:Check Register No. 05-08-2012
PRESENTED BY:Bernie Simon, Finance Director
RECOMMENDATION:Approve Check Register Dated 05-08-2012 as Submitted
BACKGROUND:
The Check Register for May 8, 2012 is presented in accordance with Government Code
§37202.
The attached index to the warrant register is a guideline account list only and is not
intended to replace the voluminous list of accounts used by the City and Successor
Agency CRA. Expenditure account number formats are XX-XXX-XXX [Fund-Depart-
General Account]. Expenditures may be made from trust/agency accounts (fund 23-
xxx-) or temporary clearing accounts which do not have budgetary considerations.
A total of $ 219,830.44 in accounts payable checks was issued during the period for
services, reimbursements, supplies and contracts and are detailed in the attached
Check Register sections. Payroll costs for the period amounted to $60,830.67and are
summarized below.
Some of the non-routine items include:
68000 Cold Star, Inc Snow for Child Care Snow Day $2,250.21
67999 Gold Price
Restaurant
Supplies
Replacement of Child Care Refrigerator $4,175.31
68012 Ace Weed
Abatement
Weed Abatement throughout the City $1,255.50
Some the larger items include:
68013 Albert A. Webb
Associates
Town Square Final Inspection-West Side
Park Project
$31,448.33
68018 City of Colton April Wastewater $98,500.00
68021 Foundation of
Grand Terrace
Funds for Community Events $5,212.00
68027 Jones & Mayer Retainer & Outside Services for Feb. &
Mar.
$16,694.46
Payroll costs processed for period ending April 13, 2012:
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Date Period Payroll and payroll costs
04/13/12 Biweekly $60,830.67
FISCAL IMPACT:
All disbursements are made in accordance with the adopted budget for FY 2011-12.
ATTACHMENTS:
·Check Register 05082012 (PDF)
·Warrant Register Account Index (PDF)
APPROVALS:
Bernie Simon Completed 05/02/2012 10:05 AM
Finance Completed 05/02/2012 10:06 AM
City Attorney Completed 05/02/2012 10:17 AM
City Manager Completed 05/02/2012 11:03 AM
City Council Pending
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Voucher List
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Bank code :bofa
Voucher Date Vendor Invoice Description/Account Amount
67996 4/18/2012 003210 DEPT 32-2500233683 6035322500233683Maintenance Supplies
10-195-245-000-000 68.46
10-440-219-000-000 332.07
10-440-245-000-000 807.27
Total : 1,207.80
67997 4/18/2012 011110 TIME WARNER CABLE 8448400500007245Apr/May Cable & Internet
10-805-238-000-000 242.56
Total : 242.56
67998 4/18/2012 006285 RIVERSIDE HIGHLAND WATER CO Feb-Apr 2012 Feb/April Water Usage & Fees
10-440-238-000-000 165.45
10-450-238-000-000 3,974.22
10-805-238-000-000 773.09
26-601-239-000-000 65.62
32-600-301-000-000 10.80
32-600-307-000-000 21.60
32-600-326-000-000 21.60
34-700-710-000-000 10.80
34-700-767-000-000 10.80
10-190-238-000-000 452.47
26-600-239-000-000 139.70
Total : 5,646.15
67999 4/18/2012 011231 GOOD PRICE RESTAURANT SUPPLIES 072090 REPLACE C. CARE REFRIGERATOR/FREEZER
10-950-310-000-000 4,175.31
Total : 4,175.31
68000 4/18/2012 011230 COLD STAR, INC.096803 Snow for C.Care Snow Day
23-200-14-00 2,250.21
Total : 2,250.21
68001 4/19/2012 011131 GRANT, HUGH 04192012 Council Retiree Benefits
10-110-142-000-000 701.98
895065375 MEDICARE DEDUCTION
10-022-30-00 -10.18
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Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 691.80 68001 4/19/2012 011131 GRANT, HUGH
68002 4/23/2012 011110 TIME WARNER CABLE 8448400500153817APRIL/MAY CABLE & INTERNET
10-805-238-000-000 58.91
Total : 58.91
68003 4/23/2012 011110 TIME WARNER CABLE 8448400500153825APRIL/MAY CABLE & INTERNET
10-805-238-000-000 58.91
Total : 58.91
68004 4/25/2012 010996 CA PUB EMPLOYEES' RET. SYSTEM 100000013129301MAY EMPLOYEE/DEPENDENT HEALTH INSURANCE
10-022-55-00 131.78
10-022-61-00 5,807.73
10-120-142-000-000 65.89
10-125-142-000-000 329.43
10-140-142-000-000 988.29
10-172-142-000-000 417.28
10-175-142-000-000 680.83
10-190-265-000-000 59.26
10-370-142-000-000 658.86
10-380-142-000-000 329.43
10-440-142-000-000 2,325.05
10-450-142-000-000 263.55
10-625-142-000-000 199.85
16-175-142-000-000 746.74
21-175-142-000-000 373.36
32-200-142-000-000 571.06
32-370-142-000-000 263.55
21-625-142-000-000 85.67
34-400-142-000-000 307.49
Total : 14,605.10
68005 4/25/2012 005702 PUBLIC EMPLOYEES' RETIREMENT PRend 4-13-12 Contributions for PRend 4-13-12
10-022-62-00 16,453.84
Total : 16,453.84
68006 4/25/2012 006285 RIVERSIDE HIGHLAND WATER CO 04242012 METER CHARGES-ACCT #01048-01
48-600-330-010-000 63.80
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Bank code :bofa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 63.80 68006 4/25/2012 006285 RIVERSIDE HIGHLAND WATER CO
68007 4/25/2012 011092 METLIFE-GROUP BENEFITS KM05736710 0001 MayMAY EMPLOYEE/DEPENDENT DENTAL INSURANCE
10-022-61-00 1,219.24
Total : 1,219.24
68008 4/25/2012 011232 LAM, FRED 04242012 Purchase 4 Water Stocks
48-600-330-010-000 800.00
Total : 800.00
68009 4/26/2012 011233 GREAT PONY PARTIES 04122012 C.Care Petting Zoo Event
10-440-708-000-000 525.00
Total : 525.00
68010 4/26/2012 001907 COSTCO #478 0478 13 0173 46 C. CARE SUPPLIES
10-440-220-000-000 181.66
Total : 181.66
68011 4/26/2012 001213 AT & T MAY 2012 Apr/May Phones & Internet Services
10-190-235-000-000 543.83
10-440-235-000-000 85.94
Total : 629.77
68012 5/8/2012 011188 ACE WEED ABATEMENT, INC.113 WEED ABATEMENT SERVICES
10-187-257-000-000 264.00
114 WEED ABATEMENT SERVICES
10-187-257-000-000 159.00
115 WEED ABATEMENT SERVICES
10-187-257-000-000 136.50
116 WEED ABATEMENT SERVICES
10-187-257-000-000 159.00
117 WEED ABATEMENT SERVICES
10-187-257-000-000 136.50
118 WEED ABATEMENT SERVICES
10-187-257-000-000 136.50
120 WEED ABATEMENT SERVICES
10-187-257-000-000 264.00
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Bank code :bofa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 1,255.50 68012 5/8/2012 011188 ACE WEED ABATEMENT, INC.
68013 5/8/2012 011143 ALBERT A. WEBB ASSOCIATES 121169 Town Square Final Inspection/Invoice
32-600-323-003-000 789.22
121188 WEST SIDE PARK PROJECT:~
48-600-325-003-000 30,659.11
Total : 31,448.33
68014 5/8/2012 010730 ALLIANT INSURANCE SERVICES, ATTN ACCTS RECEIVABLE47368 Special Event Ins-City Art Show
10-804-220-000-000 189.37
Total : 189.37
68015 5/8/2012 010293 AVAYA, INC.2731806622 PHONE SYSTEM/VOICE MAIL MAINT
10-190-246-000-000 183.46
Total : 183.46
68016 5/8/2012 011031 CINTAS CORPORATION #150 150576216 FY 2011-12
10-440-228-000-000 202.97
Total : 202.97
68017 5/8/2012 001810 CITY NEWSPAPER GROUP 15022 Notice Inviting Bids GTB-12-04 GT
10-125-230-000-000 155.40
15396 Summary Ordiance (NPDES)
10-125-230-000-000 55.04
15538 Notice of Public Hearing O'Reilly Sale
10-125-230-000-000 304.32
15540 Notice of Public Hearing General Plan
10-125-230-000-000 187.78
15599 Publish Ordinance 262 Summary
10-125-230-000-000 84.18
Total : 786.72
68018 5/8/2012 001840 CITY OF COLTON 05012012 APRIL 2012 WASTEWATER ADVANCE
21-570-802-000-000 98,500.00
Total : 98,500.00
68019 5/8/2012 006435 CITY OF SAN BERNARDINO 2012-10000025 APRIL ANIMAL CONTROL SERVICES
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Bank code :bofa
Voucher Date Vendor Invoice Description/Account Amount
68019 5/8/2012 (Continued)006435 CITY OF SAN BERNARDINO
10-187-256-000-000 8,682.00
Total : 8,682.00
68020 5/8/2012 002258 EMPIRE OFFICE MACHINES 86763 Typewriter serviced and repaired
10-370-210-000-000 67.00
Total : 67.00
68021 5/8/2012 010329 FOUNDATION OF GRAND TERRACE 04262012 Funds for Community Events 2012
23-200-12-00 5,212.00
Total : 5,212.00
68022 5/8/2012 002760 G & R REFRIGERATION 49988 CC Refrigerator fan motor replaced
10-440-245-000-000 134.57
Total : 134.57
68023 5/8/2012 002795 GARCIA, LEE ANN 04112012 May Health Ins Reim-Garcia
10-110-142-000-000 439.25
Total : 439.25
68024 5/8/2012 002867 GOLDEN PROTECTIVE SERVICES 164872 FY 2011-12 RUBBER GLOVES & SUPPLIES
10-440-228-000-000 85.98
Total : 85.98
68025 5/8/2012 003020 GREENWOOD'S UNIFORM COMPANY 14487 MAINT UNIFORM WINDBREAKER
10-175-220-000-000 28.03
Total : 28.03
68026 5/8/2012 002727 J.R. FREEMAN COMPANY 484488-0 FY 2011-12 OFFICE SUPPLIES
10-125-210-000-000 465.18
484488-1 OFFICE SUPPLIES
10-125-210-000-000 71.10
Total : 536.28
68027 5/8/2012 011216 JONES & MAYER 58769 FEBRUARY LEGAL SERVICES
32-200-251-000-000 4,000.00
10-160-250-000-000 4,020.46
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Voucher Date Vendor Invoice Description/Account Amount
68027 5/8/2012 (Continued)011216 JONES & MAYER
59098 RLA GENERAL MARCH 2012
32-200-251-000-000 74.00
59099 Mar 2012 Retainer & Outside Services
10-160-250-000-000 4,600.00
32-200-251-000-000 4,000.00
Total : 16,694.46
68028 5/8/2012 005400 OFFICE DEPOT 6018511351001 Office Supplies
10-120-210-000-000 -191.17
601851351001 Office Supplies
10-120-210-000-000 216.31
605164901001 Office Supplies
10-190-220-000-000 34.16
10-370-210-000-000 20.57
605166446001 Office Supplies/Toner
10-370-210-000-000 139.68
Total : 219.55
68029 5/8/2012 005586 PETTY CASH 04262012 Replenish C. Care Petty Cash
10-440-220-000-000 37.00
10-440-221-000-000 43.02
Total : 80.02
68030 5/8/2012 011074 REDFLEX TRAFFIC SYSTEMS 36162 MARCH CONTRACT SERVICES
17-900-255-000-000 3,879.16
Total : 3,879.16
68031 5/8/2012 006310 ROADRUNNER SELF STORAGE INC.14335 MAY STORAGE RENTAL
10-140-241-000-000 119.00
Total : 119.00
68032 5/8/2012 006681 SMART & FINAL 04262012 PAPER SUPPLIES/MISC
10-440-228-000-000 276.19
Total : 276.19
68033 5/8/2012 011071 STANCKIEWITZ, W.MAY 2012 MAY HEALTH INS REIM
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Bank code :bofa
Voucher Date Vendor Invoice Description/Account Amount
68033 5/8/2012 (Continued)011071 STANCKIEWITZ, W.
10-110-142-000-000 439.25
Total : 439.25
68034 5/8/2012 006898 SYSCO FOOD SERVICES OF L.A.204170735 C. CARE/SCHOOL AGE FOOD & KIT. SUPPLIES
10-440-220-000-000 506.77
204240379 C. CARE/SCHOOL AGE FOOD & KIT. SUPPLIES
10-440-220-000-000 610.11
Total : 1,116.88
68035 5/8/2012 007987 XEROX CORPORATION 061167638 COPIER LEASE CC265 COPIER
10-190-700-000-000 291.63
10-190-212-000-000 152.78
Total : 444.41
Bank total : 219,830.44 40 Vouchers for bank code :bofa
219,830.44Total vouchers :Vouchers in this report 40
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City of Grand Terrace
Warrant Register Index
FD No.Fund Name Dept No.Department Name General Account Numbers
10 GENERAL FUND 110 CITY COUNCIL 110 SALARIES/WAGES
11 STREET FUND 120 CITY MANAGER 139 EMPLOYEES' BENEFIT PLAN
12 STORM DRAIN FUND 125 CITY CLERK 140 RETIREMENT
13 PARK FUND 140 FINANCE 142 HEALTH/LIFE INSURANCE
14 AB 3229 COPS FUND 160 CITY ATTORNEY 143 WORKERS' COMPENSATION
15 AIR QUALITY IMPROVEMENT FUND 172 BUILDING & SAFETY 138/141 MEDICARE / SUI
16 GAS TAX FUND 175 PUBLIC WORKS 210 OFFICE EXPENSE
17 TRAFFIC SAFETY FUND/ TDA FUND 180 COMMUNITY EVENTS 218-219 NON-CAPITAL FURN/SMALL TOOLS
19 FACILITIES DEVELOPMENT FUND 185 RENTAL INSPECTION PROGRAM 220 SPECIAL DEPARTMENTAL EXP
20 MEASURE I FUND 190 GENERAL GOVERNMENT (NON-DEPT) 230 ADVERTISING
21 WASTE WATER DISPOSAL FUND 195 FACILITIES MAINTENANCE 235 COMMUNICATIONS
22 COMMUNITY DEVELOPMENT BLOCK GRANT 370 COMMUNITY & ECONOMIC DEV 238-239 UTILITIES
26 LSCPG/ LGHTG ASSESSMENT DIST. 380 MGT INFORMATION SYSTEMS 240-242 RENTS & LEASES
44 BIKE LANE CAPITAL FUND 410 LAW ENFORCEMENT 245-246 MAINT BLDG GRNDS EQUIPMNT
46 STREET IMPROVEMENT PROJECTS 430 RECREATION SERVICES 250-251 PROFESSIONAL SERVICES
47 BARTON RD. BRIDGE PROJECT 440 CHILD CARE 255-256 CONTRACTUAL SERVICES
32 CRA-CAPITAL PROJECTS FUND 450 PARKS MAINTENANCE 260 INSURANCE & SURETY BONDS
33 CRA-DEBT SERVICE FUND 631 STORM DRAIN MAINTENANCE 265 MEMBERSHIPS & DUES
34 CRA-LOW & MOD HOUSING 801 PLANNING COMMISSION 268 TRAINING
802 CRIME PREVENTION UNIT 270 TRAVEL/CONFERENCES/MTGS
804 HISTORICAL & CULTURAL COMM. 272 FUEL & VEHICLE MAINTENANCE
805 SENIOR CITIZENS PROGRAM 570 WASTEWATER TREATMENT
807 PARKS & REC COMMITTEE 33-300 DEBT SERVICE
808 EMERGENCY OPERATIONS PROG. 7XX FACILITIES IMPRV (NO CIP)
700 COMPUTER-RELATED
701 VEHICLES & EQUIPMENT
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Attachment: Warrant Register Account Index (1050 : Check Register No. 05-08-2012)
CITY OF GRAND TERRACE
CITY COUNCIL
MINUTES • APRIL 24, 2012
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center • 22795 Barton Road
City of Grand Terrace Page 1 Updated 4/11/2012 4:18 PM
CALL TO ORDER
Convene City Council and City Council as the Successor Agency to the Community Redevelopment
Agency
Invocation
Jose Crespo, Christ the Redeemer Roman Catholic Church offered the invocation.
Pledge of Allegiance
Councilmember Gene Hays led the Pledge of Allegiance.
Attendee Name Title Status Arrived
Walt Stanckiewitz Mayor Present
Lee Ann Garcia Mayor Pro Tem Present
Darcy McNaboe Councilwoman Present
Bernardo Sandoval Councilman Present
Gene Hays Councilman Present
Betsy Adams City Manager Present
Tracey Martinez City Clerk Present
Joyce Powers Community and Economic Development Director Present
Bernie Simon Finance Director Present
Richard Shields Director of Building & Safety/Public Works Present
Richard Adams City Attorney Present
Ed Finneran San Bernardino County Sheriff's Department Present
Rick McClintcock San Bernardino County Fire Department Present
1.ITEMS TO DELETE
Mayor Stanckiewitz announced that he is adding a Proclamation -National Day of Prayer under Special
Presentations.
2.SPECIAL PRESENTATIONS
A.Presentation of a Flag for the Susan Petta Park by Senator Dutton
Robbie Broedow, representing Senator Bod Dutton presented a California State Flag to be flown at the
Susan Petta Park. She presented the flag and a certificate of authenticity to the City Council and JoAnn
Johnson.
JoAnn Johnson
Thanked everyone who made it possible to have the flag pole placed at the park and for the flags that
were donated to fly at the park.
B.Proclamation -National Volunteer Month -April 2012
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 2 Updated 4/11/2012 4:18 PM
Mayor Stanckiewitz read the Proclamation proclaiming the month of April 2012 as National Volunteer
Month.
C.Recognition of Grand Terrace Volunteer Organizations
Council recognized several organizations that help strengthen our community through all of their efforts.
Each organization was called forward to receive a certificate of appreciation.
D.Chamber of Commerce Business of the Month
The Chamber of Commerce requested that this item be brought back to the Second Meeting in May.
E.Proclamation -National Day of Prayer
Mayor Pro Tem Garcia read the proclamation recognizing May 3, 2012 as the National Day of Prayer.
3.CONSENT CALENDAR
RESULT:APPROVED [4 TO 0]
MOVER:Darcy McNaboe, Councilwoman
SECONDER:Lee Ann Garcia, Mayor Pro Tem
AYES:Walt Stanckiewitz, Lee Ann Garcia, Darcy McNaboe, Bernardo Sandoval
ABSTAIN:Gene Hays
A.Waive Full Reading of Full Ordinances on Agenda
B.Approval of Minutes –Regular Meeting –04/10/2012
C.Emergency Operations Committee Member Appointment (Bennett)
D.Accept Crime Prevention Committee Member Letter of Resignation (Robb)
E.Accept Community Emergency Response Team Minutes of March 6, 2012
F.Accept Historical and Cultural Activities Committee Minutes of March 5, 2012
ITEMS REMOVED FROM THE CONSENT CALENDAR
G.Check Register No. 04-24-2012
RESULT:APPROVED [UNANIMOUS]
MOVER:Darcy McNaboe, Councilwoman
SECONDER:Lee Ann Garcia, Mayor Pro Tem
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
H.Accept Crime Prevention Committee Minutes of March 12, 2012
Council requested that the Purpose and Responsibilities of the Crime Prevention Committee be
agendized at a future City Council Meeting.
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 3 Updated 4/11/2012 4:18 PM
RESULT:ACCEPTED [UNANIMOUS]
MOVER:Darcy McNaboe, Councilwoman
SECONDER:Lee Ann Garcia, Mayor Pro Tem
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
4.PUBLIC COMMENT
David Radtke, President, Grand Terrace Lion's Club
Announced that the Lion's Club will be holding their Annual Pancake Breakfast and that all of the
proceeds will go to the library at the Grand Terrace Elementary School. He indicated that they have
changed their scholarship program. Starting this year they will be awarding High School Scholarships to
graduating seniors that is a Grand Terrace resident regardless of where they go to school. He
announced that they will be hosting the "Movie in the Park" for July 7th at Richard Rollins Park. He
presented the City with $5,000.00 to go towards the cost of the paramedic equipment. He stated that
Grand Terrace is an amazing volunteer town. There is an incredible pool of volunteers and it is part of
the reason why it is such a great town. The volunteers give quickly and generously. He hopes that the
City Council and Staff can also act quickly and generously when the need may arise for these volunteers.
Debbie Earle, President, Grand Terrace Woman's Club
Presented the City with a check in the amount of $2,500.00 to go towards the Paramedic Fund.
Jeff McConnell
Volunteer groups together make Grand Terrace what it is. As we are about to enter this financial troubled
waters he feels that it is important to keep in mind how can we do this instead of can we do this. He feels
that if it is good for the community the Staff and Council need to figure out how to do it, not can we do it.
Rick McClintock, San Bernardino County Fire Department
Thanked everyone for all of the donations and support.
Mayor Stanckiewitz
Reported that we now have over $27,000.00 in the Paramedic Fund.
5.COUNCIL REPORTS
Councilmember Darcy McNaboe
Noticed that Grand Terrace Health Care Center on Mount Vernon has been doing quite a bit of work.
They are putting in a parking lot and she is very happy to see them to this project. The neighborhood
watch meeting that was put on by the Sheriff's Department was very informative and well attended. It is
her hope that these are done on a regular basis. As much as we need the professional law enforcement
in the City we also benefit from the eyes and ears of people knowing their neighborhoods and watching to
see what is going on. She attended the Beauty and the Beast performance which was spectacular. She
also attended the Mayor's Ball which was a great event as well. She thanked the Lion's Club and
Woman's Club for their donations and thanked all of the organizations and individuals that have donated
to the Paramedic Fund.
Councilmember Gene Hays
Thanked the Seniors again for publishing the Crime Report. He congratulated the 2012 Woman of
Distinction that are being recognized by Assemblyman Mike Morrell. He indicated that residents have
expressed their concern with half-way houses that are coming into town. He questioned how many half-
way houses are located in town.
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 4 Updated 4/11/2012 4:18 PM
Community and Economic Development Director Joyce Powers
Responded that she doesn't have a number of how many half-way homes are in town. They are primarily
licensed by the State. State Law provides for them. We can only regulate them with regard to distance
from each other.
Councilmember Hays
Questioned if we as a City have the ability to object to any additional half-way homes coming into the
City. He feels that staff should look into the possibility of an action that can be taken to prevent more half-
way houses coming into the City.
Mayor Stanckiewitz
Stated that he doesn't have any problems with half-way homes in town. He recommended that this
discussion be agendized for a future Council Meeting.
Councilmember Bernardo Sandoval
Reported that the Mayor's Ball was great fun and for a great cause. Beauty and the Beast was an
amazing play. They put forth a huge amount of effort and work. Events like these make our community
what it is. Volunteers and all of their efforts make this community special. The amount of money that has
been raised for the paramedic cause is what makes Grand Terrace an amazing community. He stated
that the challenges that the City is facing weighs heavily on him. He attended a school board meeting
where they gave an update on Grand Terrace High School. Most items at the high school are between
97 and 99% complete. They are confident that the school will be completed by the time school begins in
fall. There is discussion at the school board level to not open the swimming pool at the new high school.
The school district is facing a budget deficit between 9 and 11 million dollars. The savings to their
organization is $400,000.00 per year by closing all pools in the district, which will include Terrace Hills
Junior High. Pat Haro is having her campaign kick off today. Important to know that Pat Haro fought
many battles to get Grand Terrace their high school and urged everyone to support her.
Mayor Pro Tem Lee Ann Garcia
Thanked everyone for attending the meeting. She reported that she is being sponsored by Hugh Grant to
become a member of the Lion's Club. When she looks at the community she sees a generational
integration. Everyone is coming together. The hardships that we are facing is causing everyone to come
together and thanked all of the groups for their hard work and generosity. She recognized Pat Nix and
congratulated her for being named Woman of the Year by Mike Morrell. She encouraged everyone to
support the Lion's Club pancake breakfast. Grand Terrace Days is moving along. This years theme is a
50's theme "Getting Back to the Basics". There are a lot of home based businesses that should be
reached out to, to encourage them to get involved in the Grand Terrace Days event.
Mayor Stanckiewitz
Thanked the Lion's Club and the Woman's Club for their generosity, it is very much appreciated. He
stated that Assemblyman Mike Morell's mother passed away and requested that the meeting be
adjourned in her honor. He received an email with regard to the little league field and requested that
Facilities Use Agreements with the various youth organizations be agendized for a future meeting. He
reported that he was approached by the booster club for the new high school and they questioned if they
can participate in the fireworks sales. After looking at the Ordinance it appears that it is exclusive to the
two sports organizations and that no other organizations can participate. He would like to agendize and
request that staff work on the fireworks ordinance to see if we want to bring it up to date to allow
additional organizations to participate.
Mayor Pro Tem Garcia
Expressed her concern with having multiple stands in town. She would like to outline what areas they
would like to focus on.
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 5 Updated 4/11/2012 4:18 PM
Councilmember Sandoval
Feels that the Council needs to be mindful of the resources we have and that we don't want to take away
from the most critical things, which is to get the projects done that the City will benefit from.
Mayor Pro Tem Garcia
Concurred with Councilmember Sandoval.
City Manager Betsy Adams
Stated that staff has the list of items that Council would like them to work on and we will agendize the
items over the next several months based on the priority of each item.
6.PUBLIC HEARINGS
A.Sale of Successor Agency Property in the 21900 Block of Barton Road to O'Reilly Automotive Stores, Inc.
to Develop a New Retail Store
To adopt a Resolution approving the Purchase and Sale Agreement between the Successof Agency and
O'Reilly Automotive Stores, Inc., forward the Agreement to the Oversight Board for review and authorize
the Successor Agency's Executive Director to complete all actions necessary to complete the sale of the
property.
RESULT:APPROVED [UNANIMOUS]
MOVER:Lee Ann Garcia, Mayor Pro Tem
SECONDER:Darcy McNaboe, Councilwoman
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
Community and Economic Development Director Joyce Powers
Gave an overview of the item being presented to the Council and requested that a Public Hearing be
held.
Mayor Stanckiewitz
Opened the Public Hearing for discussion, there being none, he closed the public hearing and returned
discussion to the Council.
Councilmember McNaboe
She stated that the sale price is $350.000.00 and that the proceeds is $347,000.00 and questioned if the
difference in the two amounts are the closing costs that will be paid.
Community and Economic Development Director Powers
Responded in the affirmative.
Councilmember McNaboe
Questioned if there is anything in the Agreement that the Oversight Board may object to.
Community and Economic Development Director Powers
Responded that it is her opinion that there is nothing in the Agreement that they would be opposed to.
Councilmember McNaboe
Questioned if the Barton Road Interchange project stands in the way of them developing this site.
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 6 Updated 4/11/2012 4:18 PM
Community and Economic Development Director Powers
Responded that they are aware of the issue and the project will not affect what they will have to contribute
in terms of right-of-way anymore than what they have been advised.
Councilmember Sandoval
Questioned what the approval process is and questioned if the process will cause delays for the project.
Community and Economic Development Director Powers
Explained the process and that the City will move forward as quickly as possible.
Councilmember Hays
Questioned if anyone has approached the City with regard to this piece of property.
Community and Econimic Development Director Powers
Responded that the City struggles with its business attraction efforts.
Mayor Stanckiewitz
Stated that the City is doing exactly what the State is mandating us to do.
B.General Plan Amendment 12-01, Zoning Change 12-01 and Zoning Code Amendment 12-01
Continue the Public Hearing on the General Plan Amendment 12-01, Zoning Change 12-01 and Zoning
Code Amendment 12-01 to May 22, 2012.
RESULT:ACCEPTED [UNANIMOUS]
MOVER:Lee Ann Garcia, Mayor Pro Tem
SECONDER:Darcy McNaboe, Councilwoman
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
Mayor Stanckiewitz
Indicated that the Public Hearing will need to be continued to a future meeting. He will open the Public
Hearing for discussion then entertain a motion to continue the Public Hearing to a future specified date.
Jeffrey McConnell
Stated that bad rumors have been going around town with regard to this item. He indicated that the
developer is not building apartments, they are building town homes.
7.UNFINISHED BUSINESS
8.NEW BUSINESS
A.Engagement Letter for Records Review of Sewer Billings for 2009, 2010 & 2011
To approve an engagement letter with Rogers, Anderson, Malody & Scott for a records review of
Riverside Highland Water Company's Sewer Billings Handled for the City of the Years of 2009, 2010 and
2011.
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 7 Updated 4/11/2012 4:18 PM
RESULT:APPROVED [UNANIMOUS]
MOVER:Lee Ann Garcia, Mayor Pro Tem
SECONDER:Bernardo Sandoval, Councilman
AYES:Walt Stanckiewitz, Lee Ann Garcia, Bernardo Sandoval, Gene Hays
EXCUSED:Darcy McNaboe
Councilmember McNaboe
Under Government Code 1090, she has what is described as a remote interest in this item so she is
recusing herself from this item.
B.Purchase of Four Shares of Riverside Highland Water Company Water Stock from a Private Party to
Irrigate the New Park Site on Grand Terrace Road
To approve a Purchase and Sale Agreement between the City and a Private Party (Lam) for four shares
of water stock at a cost of $200.00 per share, plus meter charges on their account of $63.80 and
authorize the City Manager to execute the Agreement and complete all actions required to complete the
water stock transfer.
RESULT:APPROVED [UNANIMOUS]
MOVER:Lee Ann Garcia, Mayor Pro Tem
SECONDER:Darcy McNaboe, Councilwoman
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
Jeffrey McConnell
Expressed his concern with secondary dwellings on properties being charged an additional full price
sewer bill. He feels that it is unfair and not right.
C.Set Budget Hearing Date
To set the Budget Workshop Meeting for May 22, 2012 at 4:00 p.m. in the Council Chambers
RESULT:APPROVED [UNANIMOUS]
MOVER:Lee Ann Garcia, Mayor Pro Tem
SECONDER:Bernardo Sandoval, Councilman
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
D.Appointments to the Planning Commission
Direct the City Clerk to advertise for appointments to the Planning Commission, accept applications and
schedule interviews.
RESULT:APPROVED [UNANIMOUS]
MOVER:Bernardo Sandoval, Councilman
SECONDER:Lee Ann Garcia, Mayor Pro Tem
AYES:Stanckiewitz, Garcia, McNaboe, Sandoval, Hays
Doug Wilson
Indicated that he has been on the Planning Commission for twenty years. He has served as the
Chairman for approximately ten years. He Stated that the proposed recommendation by staff has not
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Minutes Grand Terrace City Council April 24, 2012
City of Grand Terrace Page 8 Updated 4/11/2012 4:18 PM
been the standard practice of the City over the course of the 20 years that he has been involved. He
feels that staff is already burdened and feels that Council should not approve their recommendation.
9.CLOSED SESSION
Council met in Closed Session to discuss the Potential Initiation of Litigation Per Government Code
Section 54956.9 (C) -One Case and there was no reportable action taken. Council also met in Closed
Session to discuss Public Employees Performance Evaluation Per Government Code Section 54957 (B) -
Title: City Manager.
Council will schedule a Closed Session Item to review consensus and input through the City Manager.
A.Potential Initiation of Litigation Per Government Code Section 54956.9 (C) -One Case
B.Public Employee Performance Evaluation Per Government Code Section 54957 (B) -Title: City Manager
ADJOURN
Mayor Stanckiewitz adjourned the City Council Meeting in memory of Assemblyman Mike Morell's
Mother-in-law, Yvonne Nalvarette.
Motion:
The Next Regular City Council Meeting will be held on Tuesday, May 8, 2012 at 6:00 PM.
MAYOR of the City of Grand Terrace CITY CLERK of the City of Grand Terrace
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AGENDA REPORT
MEETING DATE:May 8, 2012 Council Item
TITLE:Council Appointed Committee Reappointment Procedures
PRESENTED BY:Tracey Martinez, City Clerk
RECOMMENDATION:Staff Recommends that the City Council consider the three
options for Committee reappointment procedures and
provide direction on how to proceed for the upcoming
expiring terms.
BACKGROUND:
The Grand Terrace City Council has established four (4) Council Appointed Committees
which includes the Historical and Cultural Activities Committee, Crime Prevention
Committee, Emergency Operations Committee and the Community Emergency
Response Team (C.E.R.T.). All of the committees have an approved number of terms
that are staggered to expire on even numbered years.
Section 54972 of the Government Code requires that on or before December 31 of each
year the City is required to post an appointment list of all the Commission and Board
terms that will expire in the following calendar year, which the City complies with. When
a vacancy exists on a Committee, a Notice of Vacancy is posted pursuant to
Government Code 54974. Applications are accepted by the City Clerk then forwarded
to the Chairman of the Committee for Committee review and recommendation to the
City Council. All appointments to the Committees have been made by the City Council
on a recommendation of the respective Committee.
DISCUSSION:
As of June 30, 2012, the Committees will have the following number of terms expiring:
Community Emergency Response Team (C.E.R.T.) -Five (5) Regular Terms
Crime Prevention Committee -Four (4) Regular Terms
Emergency Operations Committee -Four (4) Regular Terms and 3 Alternate Terms
Historical and Cultural Activities Committee -Three (3) Regular Terms
Standard procedure has been that the City Clerk's Department sends out letters to
those individuals whose term is expiring inquiring whether or not they would like to seek
reappointment to the committee on which they serve. If they wish to be reappointed,
staff would then recommend to Council that those individuals be reappointed to their
respective committee for a four year term. In the event that they did not wish to seek
reappointment, staff would then post a notice of vacancy, pursuant to Government Code
Section 54974, and accept applications for the vacated terms.
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The current committee reappointment procedure has been in place for many years. If
the Council wishes to evaluate the procedure there are three (3) options for Council
consideration:
Option Number One: Direct staff to continue the reappointment procedure that is
currently in place.
Option Number Two: Direct staff to post a notice for each committee including the
number of vacancies that will exist as of June 30, 2012, due to the expiration of terms,
and accept applications to fill those vacancies. The committee members whose term is
expiring may apply if they would like to be considered for appointment. With this option,
Council would review the applications and/or interview the applicant(s) and make the
appointment without the recommendation of the members of the existing committee
members.
Option Number Three: Direct staff to send letters to the committee members whose
term will be expiring and ask if they wish to seek reappointment. For those who wish to
be reappointed, staff will recommend to the Council that they be reappointed to their
respective committee for a four year term. For the terms of committee members who do
not wish to seek reappointment, staff will post a Notice of Vacancy, pursuant to
Government Code Section 54974, and accept applications for the vacated terms. With
this procedure, Council would review the applications and/or interview the applicant(s)
and make the appointment without the recommendation of the members of the existing
committee members.
Once Council provides direction on committee reappointment procedure, staff will
proceed accordingly for the upcoming terms that will be expiring June 30, 2012.
FISCAL IMPACT:
There is no fiscal impact.
APPROVALS:
Tracey Martinez Completed 04/30/2012 3:49 PM
Finance Completed 05/01/2012 2:27 PM
City Attorney Completed 05/02/2012 8:45 AM
City Manager Completed 05/02/2012 10:59 AM
City Council Pending
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AGENDA REPORT
MEETING DATE:May 8, 2012 Council & Successor Agency Item
TITLE:Ad Hoc Committee for Review of Responses to Audit
Services Request for Proposals
PRESENTED BY:Betsy Adams, City Manager
RECOMMENDATION:Consider the appointment of one or two members of the City
Council to an ad hoc committee responsible for the review of
the responses to the City's request for proposals for audit
services.
BACKGROUND:
Rogers, Anderson, Malody & Scott, LLP has served as the City's auditing firm since
2003. It is a fiscal best practice for a city to seek competitive proposals periodically for
audit services and to consider changing firms. On April 5, 2012, the City issued a
request for proposal (RPF) to provide audit services for the fiscal years ending on June
30th of 2012, 2013, 2014, 2015 and 2015. A copy of the RPF is included as an
attachment.
DISCUSSION:
The purpose of an annual audit is to have a qualified audit firm perform an independent
review of the City's financial statements in accordance with generally accepted
government auditing standards for financial audits as established by the General
Accounting Office and the Governmental Accounting Standard Board. The audit firm is
to express an opinion the fair presentation of the City’s financial statements to the City
Council.
The City received four (4) responses to the RPF for audit services by the submission
deadline of April 30, 2012. The next steps in the review process for these responses is
to interview the audit firms and bring an agreement for audit services with the
recommended firm forward for approval by the City Council in June.
The Mayor recently suggested to the City Manager that a member or two of the City
Council be included in the interview process for the audit firms. They would join an ad
hoc RFP review committee of City staff (City Manager, Finance Director and Community
& Economic Development Director). This idea was reviewed with the City Attorney who
recommends that the Council formally designate the Members who would participate on
the RFP review committee, if there is a desire to do so.
In order to award an agreement for audit services in June the audit firm interviews need
to be completed by the end of May. The review committee members will need to read
the RFP responses prior to the interviews. Approximately 1.5 hours, during the
workday, needs to be allowed for each interview along with an hour after the last
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interview to rank the firms and reach consensus as a committee on the top firm.
References will then be checked on the committee’s recommended audit firm and a
professional services agreement finalized for Council approval in June. To maintain this
schedule, staff recommends that the Council designate at the May 8, 2012 Council
Meeting one or two Members to service on the ad hoc committee, if the Council desires
a more active level of involvement in the audit firm selection process.
FISCAL IMPACT:
There is no fiscal impact for the review of the responses to the RFP for audit services.
The expense of a new agreement for audit services will be addressed when the
agreement for these services is brought forward for Council approval in June.
ATTACHMENTS:
·City of Grand Terrace -Audit RFP final 4-1-2012 (PDF)
APPROVALS:
Betsy Adams Completed 04/25/2012 4:48 PM
Finance Completed 05/01/2012 2:26 PM
City Attorney Completed 04/26/2012 4:09 PM
City Manager Completed 05/01/2012 4:13 PM
City Council Pending
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City of Grand Terrace
Request for Proposals for Audit Services
I. INTRODUCTION
A. General Information
The City of Grand Terrace is requesting proposals from qualified firms of certified public accountants to audit its
financial statements for the fiscal years ending June 30, 2012, 2013, 2014, 2015, and 2016 with the option of
auditing its financial statements for each of the two subsequent fiscal years.
The proposal must be received by the City of Grand Terrace via email at bsimon@cityofgrandterrace.org or at the
office of City Hall at 22795 Barton Road, Grand Terrace, California, 92313, by 5:30 p.m. on April 30, 2012. The
City of Grand Terrace reserves the right to reject any or all proposals submitted. Paper proposals must be
provided in triplicate.
During the evaluation process, the City reserves the right, where it may serve the City of Grand Terrace’s best
interest, to request additional information or clarifications from proposers, or to allow corrections of errors or
omissions. The City of Grand Terrace reserves the right to retain all proposals submitted and to use any ideas in
a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the
firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal
submitted and confirmed in the contract between the City of Grand Terrace and the firm selected. There is no
expressed or implied obligation for the City of Grand Terrace to reimburse responding firms for any expenses
incurred in preparing proposals in response to this request.
It is anticipated that the selected firm will be notified no later than June 4, 2012.
All inquires relating to this Request for Proposals should be submitted to:
Bernie Simon
Finance Director
City of Grand Terrace
22795 Barton Road
Grand Terrace, CA 92313
(909) 824-6621 phone
(909) 430-2216 DID
bsimon@cityofgrandterrace.org
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Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for
proposals unless clearly and specifically noted in the proposal submitted and confirmed in the contract between
the City of Grand Terrace and the firm selected. The City of Grand Terrace reserves the right without prejudice to
reject any or all proposals.
B. Auditing Standards
These audits are to be performed in accordance with generally accepted government auditing standards, the
standards set forth for financial audits in the General Accounting Office’s (GAO) Government Auditing Standards,
the provisions of the federal Single Audit Act of 1996 and U.S. Office of Management and Budget (OMB) Circular
A-133, Audits of State, Local Governments, and Non-Profit Organizations or latest versions thereof, the applicable
laws, rules and regulations of the Transportation Development Act (TDA), and the procedures contained in the
publication Guidelines for Compliance Audits of California Redevelopment Agencies (1996) as promulgated by
the Controller of the State of California. The financial statements are prepared in accordance with the latest
Governmental Accounting Standard Board (GASB) pronouncements, as required.
C. Scope of Work to be performed
1. City of Grand Terrace. The City of Grand Terrace desires the auditor to express an opinion on the fair
presentation of its basic financial statements. The auditor is not required to express an opinion on the
combining and individual non-major fund financial statements and schedules. However, the auditor is to
provide an “in-relation-to” report based on the auditing procedures applied during the audit of the basic
financial statements. Certain limited procedures should be applied to the supplementary information,
management’s discussion and analysis, and budgetary comparison information, but an expression of an
opinion is not required. The auditor is not required to express an opinion on the introductory and statistical
sections.
2. Agreed-Upon Procedure Engagement to Report on Billing and Collections of outsourced
Fee Billing by Third Parties. The City currently outsources its’ commercial customer wastewater billing
to the Riverside Highland Mutual Water Company and its’ residential and multifamily customer wastewater
billing to Burrtec. The auditor shall recap annual billings and receipts from the records of the subcontractor
and other agreed upon procedures for the purpose of analyzing the adequacy and reasonableness of the
billing and collections of outsourced fee billings.
3. Agreed-Upon Procedure Engagement to Report on Billing and Collections of City fees
contracted waste hauler. The City currently has a non-exclusive franchise with Burrtec for in waste
hauling and recycling services. The auditor shall recap annual billings and receipts from the records of the
subcontractor and perform other agreed upon procedures for the purpose of analyzing the adequacy and
reasonableness of the billing and collections of the city franchise fee and other fees billed on behalf of City.
4. Attestation of Tax Allocation to CRA (formerly tax Increment). The CRA currently outstanding
bond issues. The bond indentures require a written certification, by a certified public accountant, of a
calculation of remaining tax increment available to the CRA. Staff will perform the underlying calculation and
submit such calculation and supporting assertions and documentations to the auditor.
5. Successor Agency (Community Redevelopment Agency Report). The auditor is expected to
express an opinion on the fair presentation of the financial statements of the Community Redevelopment
Agency of Grand Terrace and a Report on Compliance with applicable laws, regulations and administrative
requirements governing its activities, if so required.
6. Single Audit Act Report. (If needed) The City receives federal funds which come under the provision
of the Single Audit Act. The auditor is not required to audit the schedule of federal financial assistance.
However, the auditor is to provide an “in-relation-to” report on that schedule based on the auditing
procedures applied during the audit of the financial statements. This report must satisfy all requirements of
the federal Single Audit Act of 1996.
8.B.a
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7. Street Report The auditor shall prepare and remit the Annual Street Report in accordance with the
requirements prescribed by the State Controller pursuant to Sections 2151- 5 of the Streets and Highways
Code of State of California.
8. State Controllers Report The auditor shall prepare and remit the annual Cities Financial Transactions
Report and any required supplemental information in accordance with the requirements prescribed by the
State Controller pursuant to Government Code 53891 of State of California.
9. Additional Consulting Hours. The auditor shall be prepared to provide up to 20 additional consulting
hours on accounting and technical matters throughout the year without any additional cost.
D. Reports to be Issued
Following the completion of the audit of the fiscal year’s financial statements, the auditor shall issue:
1. A report of the fair presentation of the financial statements in conformity with generally accepted accounting
principles.
2. A report on internal controls over financial reporting and on compliance and other matters based on an audit
of the financial statements performed in accordance with Government Auditing Standards.
3. A report on compliance with requirements applicable to each major program and internal control over
compliance in accordance with OMB Circular A-133.
4. A report of the fair presentation of the financial statements of the Community Redevelopment Agency of
Grand Terrace in conformity with generally accepted accounting principles.
5. A report on internal controls over financial reporting and on compliance and other matters based on an audit
of the financial statements of the Community Redevelopment Agency of Grand Terrace performed in
accordance with Government Auditing Standards.
6. Auditor may be required to present an oral report and answer questions to the City Council or other board of
the city and redevelopment agency in relation to the financial statements reported on.
7. Twenty five (25) bound paper copies of all reports (excluding Street Report and State Controllers Report)
and submit a protected electronic copy of each report in pdf format.
E. Internal Control and Compliance Reports
In the required reports on internal control, the auditor shall communicate in a letter to management any
reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in
the design or operation of the internal control structure, which could adversely affect the organization’s ability to
record, process, summarize, and report financial data consistent with the assertions of management in the
financial statements. Reportable conditions that are also material weaknesses shall be identified as such in the
report.
Non-reportable conditions discovered by the auditors shall be reported in a separate letter to management,
which shall be referred to in the report on internal controls.
Auditors shall be required to make an immediate, written report of all irregularities and illegal acts of which they
become aware to the Finance Director, the City Manager, and the City Attorney.
Auditors shall assure themselves that the City is informed of each of the following:
1. The auditor’s responsibility under generally accepted auditing standards
8.B.a
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2. Significant accounting policies
3. Management judgments and accounting estimates
4. Significant audit adjustments
5. Other information in documents containing audited financial statements
6. Disagreements with management
7. Management consultation with other accountants
8. Major issues discussed with management prior to retention
9. Difficulties encountered in performing the audit
II. GENERAL TERMS AND CONDITIONS
A. Proposal Requirements
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall meet
all of the terms and conditions of this Request for Proposals (RFP) specifications package. By virtue of its
proposal submittal, the proposer acknowledges agreement with and acceptance of all provisions of the RFP
specifications.
2. Proposal Submittal. Each proposal must be submitted in the format described in the RFP specifications
and accompanied by any other required submittals for supplemental materials. Proposal documents shall be
either emailed to bsimon@cityofgrandterrace.org or submitted in person or by received by mail at the City
of Grand Terrace, Finance Department, 22795 Barton Road, Grand Terrace, CA 93422 by 5:30 p.m. on
April 30, 2012.
3. Insurance Certificate and Insurance Requirements. Each proposal must include a certificate of
insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance coverage
during proposal evaluation; endorsements are not required until contract award. The City generally requires
the following minimum coverage levels for professional services contracts:
Professional Liability Insurance $1,000,000/$2,000,000
General Liability:
a. General Aggregate $2,000,000
b. Products Comp/Op Aggregate $2,000,000
c. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
e. Fire Damage (any one fire) $ 50,000
f. Medical Expense (any one person) $ 5,000
Workers' Compensation:
a. Workers' Compensation Statutory Limits
b. EL Each Accident $1,000,000
c. EL Disease - Policy Limit $1,000,000
d. EL Disease - Each Employee $1,000,000
8.B.a
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Automobile Liability
a. Any vehicle, combined single limit $1,000,000
The Auditor shall provide thirty (30) days advance notice to City in the event of material changes or
cancellation of any coverage. Certificates of insurance and additional insured endorsements shall be
furnished to City thirty (30) days prior to the effective date of this Agreement. Refusal to submit such
certificates shall constitute a material breach of this Agreement entitling City to any and all remedies at law
or in equity, including termination of this Agreement. If proof of insurance required under this Agreement is
not delivered as required or if such insurance is canceled and not adequately replaced, City shall have the
right but not the duty to obtain replacement insurance and to charge the Auditor for any premium due for
such coverage. City has the option to deduct any such premium from the sums due.
4. Proposal Quotes. The prices quoted by the proposer must be entered in figures in the spaces provided on
the form in Exhibit A.
5. Proposal Withdrawal. A proposer may withdraw its proposal, without prejudice prior to the deadline
submission, by submitting a written request to the Finance Director for its withdrawal.
6. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days
for examination and comparison. The City also reserves the right to waive non-substantial irregularities in
any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other,
except to the extent that proposals are qualified by specific limitations.
7. Competency and Responsibility of Proposer. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in a
timely manner, all information that the City deems necessary to make such a decision.
8. Contract Requirement. The proposer to whom the award is made (Contractor) shall execute a standard
professional contract, as approved by the City Attorney, with the City within ten (10) calendar days after
notice of the award has been sent by mail to the address given in its proposal. The contract shall be made in
the form adopted by the City and incorporated in these specifications as Exhibit E.
9. Business License. The Contractor must have a valid City of Grand Terrace business license before
execution of the contract which must be renewed annually thereafter. Additional information regarding the
City’s Business License program may be obtained by calling (909) 430-2214.
B. Contract Performance
1. Ability to perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all
capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work
hereunder in compliance with any and all federal, state, county, city and special district laws, ordinances, and
regulations.
2. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established
by OSHA and the California Division of Industrial Safety.
3. Contractor non-Discrimination. In the performance of this work, the Contractor agrees that it will not
engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of
persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such
persons.
4. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by
changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any of Act
of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions
arising out of defense or war programs, then the time of completion may, at the City’s sole option, be
extended for such periods as may be agreed upon by the City and the Contractor.
8.B.a
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5. Payment Terms. Interim progress payments may be made on the basis of progress points on each audit
service. These are at the 25%, 50%, 75% and 90% levels of completion. Payment to the auditor will be
made within thirty days of receipt of auditor’s invoice. Final payment will be made upon acceptance of each
audit service as complete by the City.
6. Working Papers. All working papers and reports must be retained, at the auditor’s expense, for a minimum of
seven (7) years, unless the firm is notified in writing by the City of Grand Terrace of the need to extend the
retention period. The auditor will be required to make working papers available, upon request by the City of
Grand Terrace. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow
successor auditors to review working papers relating to matters of continuing accounting significance.
7. Contract Term. The contract will have a three-year term with a two options to renew for an additional year.
At the end of each year, the City reserves the right to terminate services for the subsequent year upon 90
days notification.
8. Field Work. The City of Grand Terrace anticipates and expects the major field work for the City to begin on or
near the first week of October of each year. This does not include preliminary field work which may occur in
May, June or July.
9. Draft Reports. The auditor shall provide draft copies of the audit reports and management letter no later
than November 30 of each year.
10. Final Reports. The auditor shall provide final copies of the audit reports and management letter no later than
December 31 of each year.
11. Attendance at Meetings and Hearings. As part of the work scope, and included in the contract price, is
attendance by the Contractor at up to three (3) public meetings to present and discuss its findings and
recommendations. Contractor shall attend as many “working” meetings with staff as necessary in performing
work scope tasks.
III. PROPOSAL REQUIREMENTS
A. General Requirements – Technical
The purpose of the Technical Proposal is to demonstrate the qualifications, competence and capacity of the firms
seeking to undertake an independent audit of the City of Grand Terrace in conformity with the requirements of this
request for proposals. As such, the substance of the proposals will carry more weight than their form or manner
of presentation. The Technical Proposal should demonstrate the qualifications of the firm and of the particular
staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for
proposal’s requirements.
The Technical Proposal should address all the points outlined in the request for proposals. The proposal should
be prepared simply and economically, providing a straightforward, concise description of the proposer’s
capabilities to satisfy the requirements of the request for proposals. While additional data may be presented,
items B through J must be included. They represent the criteria against which the proposal will be evaluated.
B. Independence
The firm should provide an affirmative statement that it is independent of the City of Grand Terrace, as defined by
generally accepted auditing standards and the U.S. General Accounting Office’s Government Auditing Standards
(1994).
The firm also should provide an affirmative statement that it is independent of all of the component units of the
City of Grand Terrace, as defined by those same standards.
8.B.a
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The firm should also list and describe the firm’s professional relationships involving the City of Grand Terrace or
any of its agencies and component units for the past five (5) years, together with a statement explaining why such
relationships do not constitute a conflict of interest relative to performing the proposed audit. In addition, the firm
shall give the City of Grand Terrace written notice of any such professional relationships entered into during the
period of this agreement.
C. License to Practice in California
An affirmative statement should be included that the firm and all assigned key professional staff are properly
licensed to practice in California.
D. Firm Qualifications and Experience
The proposer should state the size of the firm, the size of the firms’ governmental audit staff, the location of the
office from which the work on this engagement is to be performed and the number and nature of the professional
staff to be employed in this engagement on a full-time basis and the number and nature of the staff to be so
employed on a part-time basis.
If the proposer is a joint venture or consortium, the qualifications of each firm comprising the joint venture or
consortium should be separately identified and the firm that is to serve as the principal auditor should be noted, if
applicable.
The firm is also required to submit a copy of the report on its most recent external quality control review, with a
statement whether that quality control review included a review of specific governmental engagements.
The firm shall also provide information on the results of any federal or state desk reviews or field reviews of its
audits during the past three (3) years. In addition, the firm shall provide information on the circumstances and
status of any disciplinary action taken or pending against the firm during the past three (3) years with state
regulatory bodies or professional organizations, as well as any pending or settled litigation within the past three
(3) years.
E. Partner, Supervisory and Staff Qualifications and Experience
Identify the principal supervisory and management staff, including engagement partners, managers, other
supervisors and specialists, who would be assigned to the engagement. Indicate whether each such person is
registered or licensed to practice as a certified public accountant in California. Provide information on the
government auditing experience of each person, including information on relevant continuing professional
education for the past three (3) years and membership in professional organizations relevant to the performance
of this audit.
Provide as much information as possible regarding the number, qualifications, experience and training, including
relevant continuing professional education, of the specific staff to be assigned to this engagement. Indicate how
the quality of staff over the term of the agreement will be assured.
Include affirmative statement that engagement partners, managers, other supervisory staff and specialists may be
changed if those personnel leave the firm, are promoted or are assigned to another office. These personnel may
also be changed for other reasons only with the express prior written permission of the City of Grand Terrace.
However, in either case, the City of Grand Terrace retains the right to approve or reject replacements.
Consultants and firm specialists mentioned in response to this request for proposal can only be changed with the
express prior written permission of the City of Grand Terrace which retains the right to approve or reject
replacements.
Other audit personnel may be changed at the discretion of the proposer provided that replacements have
substantially the same or better qualifications or experience.
8.B.a
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F. Similar Engagements with other Governmental Entities
For the firm’s office that will be assigned responsibility for the audit, list the most significant engagements
performed in the last five years that are similar to the engagement described in this request for proposal. Indicate
the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal
client contact. A list of all governmental audit clients in this section for the principal office should also be supplied.
G. Specific Audit Approach
The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to
perform the services required in this request for proposal.
Proposers will be required to provide the following information on their audit approach:
1. Proposed segmentation of the engagement
2. Sample size and the extent to which statistical sampling is to be used in the engagement
3. Type and extent of analytical procedures to be used in the engagement
4. Approach to be taken to gain and document an understanding of the City of Grand Terrace’s internal control
structure.
5. Approach to be taken in determining laws and regulations that will be subject to audit test.
6. Approach to be taken in drawing audit samples for purposes of tests of compliance
H. Total Maximum Price – Price Proposal
The cost bid should contain all pricing information relative to performing the audit engagement as described in this
request for proposal. The cost bid should be submitted in a format consistent with Exhibit A. The total maximum
price to be bid is to contain all direct and indirect costs including all out-of-pocket expenses. Cost should be
specified for each fiscal year. Costs within each fiscal year should also specify the amount for each individual
assignment. For example, costs for the Transit Audit should be separately identified.
The City of Grand Terrace will not be responsible for expenses incurred in preparing and submitting the technical
proposal and cost bid. Such costs should not be included in the proposal. The cost bid must include the following
information:
1. Certification that the person signing the proposal is entitled to represent the firm, empowered to submit the
bid, and authorized to sign a contract with the City of Grand Terrace.
2. A total maximum price for the five-year engagement.
I. Rates by Partner, Specialist, Supervisory and Staff Level Times Hours Anticipated for
Each
The cost bid should include a schedule of professional fees and expenses, presented in the format provided in the
attachment (Exhibit B), which supports the total maximum price. Separate form should be prepared for each of
the fiscal years 2008-09, 2009-2010, 2010-2011, 2011-2012, and 2012-2013.
8.B.a
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J. Out-of-Pocket Expenses in the Total Maximum Price and Reimbursement Rates
All estimated out-of-pocket expenses to be reimbursed should be presented on the second page of the cost bid in
the format provided in the attachment (Exhibit B). All expense reimbursements will be charged against the total
maximum price submitted by the firm.
K. City Staff Hours
An estimate of the number of “additional” City staff hours required to assist the auditors and the tasks to be
performed by City staff. (Present in the format provided in Exhibit C.) Do not include time preparing
correspondence, discussions with auditors, or preparing balance sheet support schedules (in the City’s format).
Do include any time pulling invoices, copying or otherwise assisting the auditors.
L. Rates for Additional Professional Services
If it should become necessary for City of Grand Terrace to request the auditor to render any additional services to
either supplement the services requested in this RFP or to perform additional work as a result of the specific
recommendations included in any report issued on this engagement, then such additional work shall be
performed only if set forth in an addendum to the contract between City of Grand Terrace and the firm. Any such
additional work agreed to between City of Grand Terrace and the firm shall be performed at the same rates set
forth in the schedule of fees and expenses included in the cost bid.
IV. DESCRIPTION OF THE GOVERNMENT
A. Name and Telephone Number of Principal Contact
The auditor’s principal contact with the City of Grand Terrace will be the Director of Finance who will coordinate
the assistance to be provided by the City of Grand Terrace to the auditor. Auditor should count on minimal
assistance due to lack of city staff.
B. Background Information The City of Grand Terrace, incorporated in 1978, has a population of approximately 12,500. The City is a general
law contract City and operates under the City Council/City Manager form of government. The City is located in
San Bernardino County just south of the City of San Bernardino and north of the City of Riverside. Grand Terrace
borders the City of Colton and unincorporated area of Riverside County. The I-215 intersects the city. The City of
Grand Terrace’s fiscal year begins on July 1 and ends on June 30.
The City of Grand Terrace provides the following services to its citizens:
Highways and Streets Child Care
Public Improvements Planning and Zoning.....
Wastewater (sewer) –collection only Parks
General Administrative Support Senior Center
Code Enforcement
The City of Grand Terrace contracts the following services for its citizens:
Law Enforcement – SB County Trash collection - Burrtec
Street sweeping - Animal Control – City of San Bernardino
The City of Grand Terrace other services for its citizens:
Electricity – Southern California Edison Public Transportation – SB County Omnitrans
Gas – Southern California Gas Company Cable – Time Warner
Water – Riverside Highland Mutual Water Company
Fire - County Fire Protection District – Valley Service
8.B.a
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The City of Grand Terrace has a total payroll of approximately $2 million covering about 25 full-time employees
and approximately 28 part-time employees.
Approximate Budget
General Fund $4.7 million
Special Revenue $1.3 million
Enterprise Fund $1.7 million
Capital Project Funds $9.2 million
CRA Funds $12.0 million
The City has elected to become the Successor Agency to the Community Redevelopment Agency of Grand
Terrace in response to AB
C. Fund Structure The City of Grand Terrace uses the following fund types in its financial reporting:
Number of
Fund Type/Account Group Individual Funds
General Fund 1
Special Revenue Funds 14
Debt Service Funds 1
Capital Project Funds 5
Enterprise Funds 1
Internal Service Funds 0
Agency Funds 2
D. Budgetary Basis of Accounting
The City of Grand Terrace prepares its budgets on a basis consistent with generally accepted accounting
principles.
E. Federal and State Financial Assistance
During the initial fiscal year to be audited (2010-2011), the City of Grand Terrace received the following financial
assistance:
Community Development Block Grant
Federal Emergency Management Agency
Department of Justice
Department of Transportation
Other forms of Federal financial assistance may be added to the list before the fiscal year ends. The City did not
receive the minimum federal assistance monies to require a Single Audit for fiscal year 2010-11.
F. Pension Plans
The City of Grand Terrace participates in the State of California Public Employees’ Retirement System (PERS),
an agent multiple-employer retirement system. The City also maintains defined benefit plans for anyone who is
not covered by PERS, such as hourly employees.
G. Component Units
The City of Grand Terrace is defined, for financial reporting purposes, in conformity with the Government
Accounting Standards Board’s Codification of Governmental Accounting and Financial Reporting Standards,
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Section 2100. Using these criteria, component units are included in the City of Grand Terrace’s financial
statements.
The management of the City of Grand Terrace identified the Grand Terrace Redevelopment Agency as a
component unit that is included in the City of Grand Terrace’s financial statements. This component unit is to be
audited as part of the audit of the City of Grand Terrace’s financial statements.
H. Current Financial Software
The City of Grand Terrace currently uses Eden software for general ledger, purchasing and accounts payable.
Payroll processing is outsourced to ADP.
I. Statements and Schedules to be Prepared by the Staff of the City of Grand Terrace
City staff currently produces schedules and other backup for most balance sheet accounts at year end (accounts
receivable listing, accounts payable listing, compensated absences listing, bank reconciliations, schedule of fixed
assets etc.). The auditor is expected to produce any other necessary schedules. City staff will help obtain any
necessary information.
In addition to this, auditors are expected to pull their own invoices and documentation whenever possible. If this
is not your firm’s practice, please estimate the staff time necessary to perform this function in a format similar to
Exhibit C.
J. Work Area, Internet, Photocopying and Fax Machines
The City of Grand Terrace will provide the auditor with reasonable work space, desks and chairs. The auditor will
also be provided with access to an internet connection (if available), photocopying, scanning facilities and fax
machines to be used for the audit.
8.B.a
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EXHIBITS
8.B.a
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EXHIBIT A
Total Maximum Price
2011-12 2012-13 2013-14 2014-15 2015-16 Year
Total
City Audit
Successor Agency
(CRA)
Housing
Authority (if
separate statements
needed)
Agreed Upon
Procedures
(Review of Sewer
Billings/collections)
Agreed Upon
Procedures
(Review of Trash
Franchise)
Attestation of
Tax Allocation to
CRA
Total
Part I
*All inclusive total for services, out-of-pocket expenses, meals, lodging, transportation, printing and other costs. (Should tie to maximum price on
Exhibit.)
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EXHIBIT A
Total Maximum Price
2011-12 2012-13 2013-14 2014-15 2015-16 Year
Total
Single Audit
(if needed)
Street
Report
State
Controllers
Report
Total
Part II
Grand
Total
Part I & II
*All inclusive total for services, out-of-pocket expenses, meals, lodging, transportation, printing and other costs. (Should tie to maximum price on
Exhibit B.)
I (name, title and firm) am empowered to submit this bid, and am authorized to sign a contract with the
City of Grand Terrace.
___________________________________________
(Signature)
8.B.a
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EXHIBIT B
Schedule of Professional Fees and Expenses
For the Audit of Fiscal Year ______ Financial Statements
Rate Hours Cost
(rate x hours)
Partners $ - $ - $ -
Managers
Supervisory Staff
Staff
Other (Specify)
Subtotal Staff $ - $ -
Billable Expenses $ - $ - $ -
Meals & Lodging
Transportation
Other (Specify)
Subtotal Billable Expenses $ - $ - $ -
Total Maximum Cost $ - $ - $ -
Notes: - The quoted hourly rate should not be presented as a general percentage of the standard hourly rate or as a gross deduction
from the total maximum price.
- A separate Exhibit B should be completed for each fiscal year being proposed.
8.B.a
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EXHIBIT C
Estimated Additional City Staff Requirements
STAFF HOURS
Tasks*
Finance
Director
Accting.
Spclst.
A/P
Clerk
Payroll
Clerk Total
Total
*List anticipated tasks such as “pulling and filing invoices for system testing” or “pulling and filing timecards”, etc.
8.B.a
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EXHIBIT D
Audit Services Planning Calendar (Approximate)
Due date for Proposals April 30, 2012
Award Contract June 5, 2012
Year End Field Work Begins October 5, xxxx
Draft Financials Submitted to Auditor October 30, xxxx
Draft Financials Returned by Auditor November 20, xxxx
Audit Reports submitted to City November 30, xxxx
Presentation to City Council January 12, xxxx
8.B.a
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