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06-26-2012CITY OF GRAND TERRACE CITY COUNCIL AGENDA • JUNE 26, 2012 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center • 22795 Barton Road City of Grand Terrace Page 1 Updated 5/10/2012 12:07 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 -Pstor John Brunt, Azure Hills Seventh-Day Adventist Church 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.City Hall Volunteer Recognition (Stephanie Mercado & Beth Hartley) Agenda Grand Terrace City Council June 26, 2012 City of Grand Terrace Page 2 Updated 5/10/2012 12:07 PM PLANNING COMMISSION INTERVIEWS AND APPOINTMENTS 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.Approval of Minutes –Special Meeting –06/07/2012 C.Notice of Completion for the Demolition of 21974 De Berry Street Owned by the Successor Agency D.Calling for General Municipal Election -November 6, 2012 E.Notice of Completion for City Hall Lighting Retrofit F.Accept Community Emergency Response Team (C.E.R.T.) Minutes of 03-06-2012, 04-03-2012, and 05- 01-2012 G.Accept Historical and Cultural Activities Committee Minutes of 05-07-2012 H.Accept Crime Prevention Committee Minutes of 05-14-2012 I.Approval of Check Register No. 06-26-2012 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 A.Special Assessments for Delinquent Non-Owner Occupied/Rental Property Program Fees and Fines B.Protest Hearing for Placement of Special Assessment Liens for Delinquent Refuse Accounts. C.Protest Hearing for Placement of Special Assessment Liens for Delinquent Sewer Accounts. D.2012-2013 Annual Levy of Assessment for the Landscape & Lighting Assessment District 89-1 7.UNFINISHED BUSINESS A.Reconsider Contract for Audit Services B.1) Adopt FY 2012-13 Budget Resolution and 2) Adopt Resolution Setting New Child Care Center Fees Agenda Grand Terrace City Council June 26, 2012 City of Grand Terrace Page 3 Updated 5/10/2012 12:07 PM 8.NEW BUSINESS A.Request to Approve in Concept the Installation of a Sign Structure for Recognized Community Service Clubs B.Crime Prevention Committee Responsibilities C.Reappointment of Committee Members D.Review and Approve a Proposed Facility Use Policy E.Settlement of Internal Revenue Service Assessment for Calendar Year 2009 9.CLOSED SESSION A.Employee Negotiations -Labor Negotiations Per Government Code 54957.6 City Labor Negotiator - Betsy Adams, City Manager -Negotiated 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, July 10, 2012 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. CITY OF GRAND TERRACE CITY COUNCIL MINUTES • JUNE 7, 2012 Council Chambers Special Meeting 6:00 PM Grand Terrace Civic Center • 22795 Barton Road City of Grand Terrace Page 1 Updated 5/10/2012 12:07 PM CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency Pledge of Allegiance -Led by Councilwoman Darcy McNaboe 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 Absent Betsy Adams City Manager Present Joyce Powers Community and Economic Development Director Present Tracey Martinez City Clerk Present Richard Shields Director of Building & Safety/Public Works Present Richard Adams City Attorney Present Sandra Molina Senior Planner Present 1.PUBLIC COMMENT (Ruth) Darlene Petersen Stated that she does not want to see adult businesses come into Grand Terrace. Jeffrey McConnell Stated that he agrees with Ms. Petersen. He does not feel Grand Terrace is the place for adult businesses and that the majority of the people he speaks to feels the same way. . 2.NEW BUSINESS Interim Urgency Ordinance of the City Council, Adopted Pursuant to Government Code Section 65858, Temporarily Prohibiting the Establishment or Expansion of Adult Businesses Approve an Interim Urgency Ordinance of the City Council, Adopted Pursuant to Government Code Section 65858, Temporarily Prohibiting the Establishment or Expansion of Adult Businesses with the inclusion of digital media in Section 6 subsection 3. of the Ordinance. 3.B Packet Pg. 4 Mi n u t e s A c c e p t a n c e : M i n u t e s o f J u n 7 , 2 0 1 2 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council June 7, 2012 City of Grand Terrace Page 2 Updated 5/10/2012 12:07 PM RESULT:APPROVED [UNANIMOUS] MOVER:Lee Ann Garcia, Mayor Pro Tem SECONDER:Darcy McNaboe, Councilwoman AYES:Walt Stanckiewitz, Lee Ann Garcia, Darcy McNaboe, Bernardo Sandoval ABSENT:Gene Hays ADJOURN The Next Regular City Council Meeting will be held on Tuesday, June 12, 2012 at 4:45 PM. MAYOR of the City of Grand Terrace CITY CLERK of the City of Grand Terrace 3.B Packet Pg. 5 Mi n u t e s A c c e p t a n c e : M i n u t e s o f J u n 7 , 2 0 1 2 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE:June 26, 2012 Successor Agency Item TITLE:Notice of Completion for the Demolition of 21974 De Berry Street Owned by the Successor Agency PRESENTED BY:Joyce Powers, Community and Economic Development Director RECOMMENDATION:Approve the attached Notice of Completion for the demolition of 21975 De Berry Street. BACKGROUND: On February 14, 2012, the City, acting as the Successor Agency to the former Redevelopment Agency, awarded Bid No. 2011-05 to Dakeno, Inc. to demolish the residential structure and swimming pool at 21974 De Berry Street. The residence was vacant after being tenant-occupied for several years and needed extensive repairs to reoccupy. The property is within the General Plan Mixed Use area adjacent to the I215 and had been purchased by the former Redevelopment Agency with the intent to demolish the structures for a new commercial/mixed use project. DISCUSSION: Dakeno, Inc. has completed the demolition without change orders, and the building permit has been finaled. Staff is now recommending that the City, acting as the Successor Agency, approve and record the Notice of Completion dated June 7, 2012. Clearing of weeds and debris has also been completed at the adjacent property, 21992 De Berry Street, also owned by the City acting as the Successor Agency. It is not necessary to record a Notice of Completion for weed abatement of this second parcel. FISCAL IMPACT: The demolition cost of $13,331.00 was funded by the Successor Agency as an approved enforceable obligation. There is no cost for recording a Notice of Completion. ATTACHMENTS: ·Notice of Completion, 21974 De Berry Street APPROVALS: Joyce Powers Completed 06/11/2012 11:26 AM Finance Completed 06/13/2012 9:22 AM City Attorney Completed 06/14/2012 1:04 PM Community & Economic Development Completed 06/14/2012 4:46 PM City Manager Completed 06/14/2012 4:50 PM 3.C Packet Pg. 6 City Council Pending 3.C Packet Pg. 7 3.C.a Packet Pg. 8 At t a c h m e n t : N o t i c e o f C o m p l e t i o n , 2 1 9 7 4 D e B e r r y S t r e e t ( 1 0 8 0 : C o m p l e t i o n o f 2 1 9 7 4 D e B e r r y D e m o l i t i o n ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Calling for General Municipal Election -November 6, 2012 PRESENTED BY:Tracey Martinez, City Clerk RECOMMENDATION:Adopt a Resolution calling and giving notice of a General Municipal Election on Tuesday, November 6, 2012, for the election of certain officers and requesting the Board of Supervisors of the County of San Bernardino to consolidate the General Municipal Election with the Statewide General Election to be held pursuant to Elections Code Section 10403 relating to General Law Cities. It is further recommended that the City Council adopt a Resolution establishing regulations for candidates for elective office pertaining to candidate's statements submitted to the voters at an election to be held on Tuesday, November 6, 2012. BACKGROUND: In an effort to conduct municipal elections in an efficient and cost effective manner while complying will all state regulations pertaining to municipal elections, the San Bernardino County Registrar of Voters has conducted the City's General Municipal Elections since incorporation. In order to request the services of the San Bernardino County Registrar of Voters Office for the upcoming November 6, 2012, General Municipal Election, the City Council must adopt resolutions calling and giving notice, requesting the County services and setting regulations for candidate statements. DISCUSSION: On November 6, 2012, the City of Grand Terrace will hold its General Municipal Election to elect three Council seats, at large, for four-year terms. The nomination period begins on July 16, 2012 and will close on August 10, 2012. Only candidates wishing to submit a candidate statement will be required to pay a deposit of $253.00 to cover the cost of printing the statement in the sample ballots provided. As indicated earlier in the staff report, the City Council is required to adopt the two referenced Resolutions requesting the services of the County Registrar of Voters for the November 6, 2012, Election. The adopted Resolutions need to be submitted to the County no later than June 29, 2012. The Resolution calling and giving notice of a General Municipal Election on Tuesday, November 6, 2012, for the election of certain officers and requesting the Board of Supervisors of the County of San Bernardino to consolidate the General Municipal Election with the Statewide General Election to be held pursuant to Elections Code Section 10403 relating to General Law Cities in attached for your consideration as well as the Resolution establishing regulations for candidates for elective office pertaining to 3.D Packet Pg. 9 candidate's statements submitted to the voters at an election to be held on Tuesday, November 6, 2012. FISCAL IMPACT: The County of San Bernardino Registrar of Voters has estimated the cost for services provided to the City of Grand Terrace for the November 6, 2012, General Municipal Election in the amount of approximately $10,500.00. Sufficient funds have been included in the proposed FY 2012-2013 budget. ATTACHMENTS: ·Resolution Giving Notice of Holding a General Municipal Election and Requesting Consolidation with the Statewide General Election ·Resolutiuon Candidate Statement APPROVALS: Tracey Martinez Completed 06/19/2012 4:46 PM Finance Completed 06/19/2012 4:48 PM City Attorney Completed 06/20/2012 9:14 AM City Manager Completed 06/20/2012 12:23 PM City Council Pending 3.D Packet Pg. 10 RESOLUTION NO.2012- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION ON TUESDAY, NOVEMBER 6, 2012, FOR THE ELECTION OF CERTAIN OFFICERS AND REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF SAN BERNARDINO TO CONSOLIDATE THE GENERAL MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL ELECTION TO BE HELD PURSUANT TO ELECTIONS CODE SECTION 10403 RELATING TO GENERAL LAW CITIES WHEREAS,under the provisions of the laws relating to general law cities on the State of California, a Regular Municipal Election shall be held on November 6, 2012, for the election of municipal officers; and WHEREAS,it is desirable that the General Municipal Election be consolidated with the Statewide General election to be held on the same date and that within the city, the precincts, polling places and election officers of the two elections be the same, and that the county election department of the County of San Bernardino canvass the returns of the General Municipal Election and that the election be held on all respects as if there were only one election; and NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1.Pursuant to the requirements of the laws of the State of California relating to General Law cities, there is called and ordered to be held in the City of Grand Terrace, California, on Tuesday, November 6, 2012, a General Municipal Election for the purpose of electing three (3) members of the Grand Terrace City Council for the full term of four years. SECTION 2.The ballots to be used at the election shall be in the form and content as required by the law. SECTION 3.The City Clerk is authorized, instructed and directed to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election. SECTION 4.The polls for the election shall be open at seven o’clock a.m. the day of the election and shall remain open continuously from that time until eight o’clock p.m. of the same day when the polls shall be closed, except as provided in Section 14401 of the elections code. 3.D.a Packet Pg. 11 At t a c h m e n t : R e s o l u t i o n G i v i n g N o t i c e o f H o l d i n g a G e n e r a l M u n i c i p a l E l e c t i o n a n d R e q u e s t i n g C o n s o l i d a t i o n w i t h t h e S t a t e w i d e G e n e r a l 2 SECTION 5.In all particulars not recited in this Resolution, the election shall be held and conducted as provided by law for holding municipal elections. SECTION 6.That pursuant to the requirements of Section 10403 of the Elections Code, the Board of Supervisors of the County of San Bernardino is hereby requested to consent and agree to the consolidation of a General Municipal Election with the Statewide General election on Tuesday, November 6, 2012, for the purpose of the election of three (3) Members of the City Council each for full terms of four years. SECTION 7.The County Registrar of Voters is authorized to canvass the returns of the Regular Municipal Election. The election shall be held in all steps necessary for the holding of the consolidated election. SECTION 8.The Board of Supervisors is requested to issue instructions to the County Registrar of Voters to take any and all steps necessary for the holding of the consolidated election. SECTION 9.The City of Grand Terrace recognizes that additional costs will be incurred by the County by reason of this consolidation and agrees to reimburse the County for any costs. SECTION 10. Notice of the time and place of holding the election is given and the City Clerk is authorized, instructed and directed to give further or additional notice of the election, in time, form and manner as required by law. Notwithstanding the generality of the foregoing, the City Clerk is hereby instructed to act in conformance with California Elections Code Section 10403 and to file this Resolution with the Board of Supervisors of San Bernardino County and to transmit a copy of the same to the San Bernardino County elections official. SECTION 11. The City Clerk shall certify the adoption of this Resolution and enter it into the Book of Resolutions. PASSED,APPROVED AND ADOPTED this 26th day of June, 2012. Mayor of the City of Grand Terrace ATTEST: City Clerk of the City of Grand Terrace 3.D.a Packet Pg. 12 At t a c h m e n t : R e s o l u t i o n G i v i n g N o t i c e o f H o l d i n g a G e n e r a l M u n i c i p a l E l e c t i o n a n d R e q u e s t i n g C o n s o l i d a t i o n w i t h t h e S t a t e w i d e G e n e r a l 3 I, TRACEY R. MARTINEZ, 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 26th day of June, 2012 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracey R. Martinez, City Clerk APPROVED AS TO FORM: City Attorney 3.D.a Packet Pg. 13 At t a c h m e n t : R e s o l u t i o n G i v i n g N o t i c e o f H o l d i n g a G e n e r a l M u n i c i p a l E l e c t i o n a n d R e q u e s t i n g C o n s o l i d a t i o n w i t h t h e S t a t e w i d e G e n e r a l RESOLUTION NO.2012- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,ESTABLISHING REGULATIONS FOR CANDIDATES FOR ELECTIVE OFFICE PERTAINING TO CANDIDATES STATEMENTS SUBMITTED TO THE VOTERS AT AN ELECTION TO BE HELD ON TUESDAY,NOVEMBER 6, 2012 WHEREAS,Section 13307 of the Elections Code of the State of California provides that the governing body of any local agency adopt regulations pertaining to materials prepared by any candidate for a municipal election, including costs of the candidates statement. NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1.General Provisions That pursuant to Section 13307 of the Elections Code of the State of California, each candidate for elective office to be voted for at an Election to be held in the City of Grand Terrace on November 6, 2012, may prepare a candidate’s statement on an appropriate form provided by the City Clerk. The statement may include the name, age and occupation of the candidate and a brief description of no more than 200 words of the candidate’s education and qualifications expressed by the candidate himself or herself. The statement shall not include party affiliation of the candidate, nor membership or activity in partisan political organizations. The statement shall be filed (in typewritten form) in the office of the City Clerk at the time the candidate’s nomination papers are filed. The statement may be withdrawn but not changed, during the period for filing nomination papers and until 5:00 p.m. of the next working day after the close of nomination period. SECTION 2.Foreign Language Policy a.Pursuant to the Federal Voting Rights Act, candidate’s statements will be translated into all languages required by the County of San Bernardino. The County is required to translate candidate statements into the following language in addition to English: Spanish b.The County will print and mail sample ballots and candidate’s statement to all voters in English and Spanish. SECTION 3.Payment a.The candidate shall be required to pay for the cost of translating the candidate’s statement into any required foreign language as specified in 2(a) above. b.The candidate shall be required to pay for the cost of printing the candidate’s statement in English and Spanish. 3.D.b Packet Pg. 14 At t a c h m e n t : R e s o l u t i u o n C a n d i d a t e S t a t e m e n t ( 1 0 9 3 : R e s o l u t i o n C a l l i n g a M u n i c i p a l E l e c t i o n - N o v e m b e r 6 , 2 0 1 2 ) 2 c.The City Clerk shall estimate the total cost of printing, handling, translating, and mailing the candidate’s statement filed pursuant to this section, including costs incurred as a result of complying with the Voting Rights Act of 1965 (as amended), and require each candidate filing a statement to pay in advance to the local agency his pro rata share as a condition of having his or her statement included in their voter’s pamphlet. In the event the estimated payment is required, the estimate is just an approximation of the actual cost that varies from one election to another election and may be significantly more or less than the estimate, depending on the actual number of candidates filing statements. Accordingly, the clerk is not bound by the estimate and may, on the pro rata basis, bill the candidate for additional actual expense or refund any excess paid depending on the final actual cost. In the event of underpayment, the clerk may require the candidate to pay the balance of the cost incurred. In the event of overpayment, the clerk shall prorate the excess amount among the candidates and refund the excess amount paid within 30 days of the election. SECTION 4.Additional Materials No Candidate will be permitted to include additional materials in the sample ballot package. SECTION 5.The City Clerk shall provide each candidate or the candidate’s representative a copy of this Resolution at the time nominating petitions are issued. SECTION 6.All previous Resolutions establishing Council policy on payment for candidate’s statements are repealed. SECTION 7.This Resolution shall apply only to the election to be held on Tuesday, November 6, 2012, and shall then be repealed. SECTION 8.Certification The City Clerk Shall certify to the passage and adoption of this Resolution and enter it into the Book of Resolutions. PASSED,APPROVED AND ADOPTED this 26th day of June, 2012. Mayor of the City of Grand Terrace ATTEST: City Clerk of the City of Grand Terrace 3.D.b Packet Pg. 15 At t a c h m e n t : R e s o l u t i u o n C a n d i d a t e S t a t e m e n t ( 1 0 9 3 : R e s o l u t i o n C a l l i n g a M u n i c i p a l E l e c t i o n - N o v e m b e r 6 , 2 0 1 2 ) 3 I, TRACEY R. MARTINEZ, 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 26th day of June, 2012 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracey R. Martinez, City Clerk APPROVED AS TO FORM: City Attorney 3.D.b Packet Pg. 16 At t a c h m e n t : R e s o l u t i u o n C a n d i d a t e S t a t e m e n t ( 1 0 9 3 : R e s o l u t i o n C a l l i n g a M u n i c i p a l E l e c t i o n - N o v e m b e r 6 , 2 0 1 2 ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Notice of Completion for City Hall Lighting Retrofit PRESENTED BY:Richard Shields, Director of Building & Safety/Public Works RECOMMENDATION:Approve the Notice of Completion for the City Hall Lighting Retrofit Project and direct the City Clerk's Office to record the Notice of Completion with the San Bernardino County Recorder's Office. BACKGROUND: Through the American Recovery and Reinvestment Act, the California Energy Commission (CEC) was awarded funds to establish the Energy Efficiency and Conservation Block Grant (EECBG) program to provide funds to cities and counties within the State to assist in the implementation of various energy conservation measures. At the January 12, 2010 City Council meeting, Staff requested and received authorization to submit a grant application to the CEC. On March 27, 2012, the City Council awarded a Contractor Agreement in the amount of $26,996, to Avram Electric for interior and exterior lighting retrofit to City Hall, City Hall Annex and the Child Care Facility. DISCUSSION: The lighting retrofit has been completed at City Hall, City Hall Annex and the Child Care facility. While installing the new lighting tubes the contractor discovered 49 light fixtures with operating ballasts that were not compatible with the new lighting tubes. The operating ballast for each of these lights had to be changed. The cost for each ballast including installation was $53.91. The total cost to retrofit the 49 lighting fixtures with new ballasts was $2,642. Staff anticipated additional costs and requested a 10% contingency fund be applied to the project for unforeseen problems in the amount of $2,699.60. FISCAL IMPACT: The amount of $69,640 in grant funding was appropriated to Account No.10-195-720 and amended to $38,086 in November 2011 by the CEC. The Construction Agreement entered into on March 27, 2012 by City Council with Avram Electric appropriated $26,996 for the project with a 10% contingency in the amount of $2,699.60. Avram Electric's final invoice for the project is $29,638 which is $57.60 less than the appropriated funds from the project. ATTACHMENTS: ·Notice of Completion 3.E Packet Pg. 17 APPROVALS: Richard Shields Completed 06/11/2012 1:18 PM Finance Completed 06/13/2012 9:49 AM City Attorney Completed 06/14/2012 1:18 PM City Manager Completed 06/14/2012 4:41 PM City Council Pending 3.E Packet Pg. 18 3.E.a Packet Pg. 19 At t a c h m e n t : N o t i c e o f C o m p l e t i o n ( 1 0 8 6 : N o t i c e o f C o m p l e t i o n f o r C i t y H a l l L i g h t i n g R e t r o f i t ) COMMUNITY EMERGENCY RESPONSE TEAM MINUTES MARCH 6, 2012 MEMBERS PRESENT: Peggy Witt, Sandy Luckman, Bob Burleson, Robert Kaplanek, Sue Taylor, Tom Roberts, Hanni Bennett, James Mejia, Paul Tickner, Joe Borrielli, Joe Ramos, Helen Ramos, Barbara Smeltzer, Matt Wirz, Jeff Allen, Terry McGuire, Kim, McGuire, Heather Davie, Debra Hurst. MEMBERS ABSENT: Doug Von Kriegelstein, Bernie Urrea, Adele Urrea, James Vert, Randy Halseth, Vic Pfennighaisen, Jolene Gustason, Helen Ramirez, Linda Carter, Margie Miller, Walt Stanckiewitz, Andrew Anaya, Dragos Barbu, Shannon Bryant, Ingrid Clark, Michael Cerda, William Fenn, Lee Ann Garcia, Milford Herman, James Monroe, Glenn Nichols, Barrie Owens, David Ortiz, Bernard Ojeda, Carlos Ramirez, Terrilee Robb, Lynnette Sandiford, Thomas Schwab, Jim Stamm, Monique Stanckiewitz, Joanne Thoring, Joyce Wildenauer. Meeting called to order at 7:03 pm by Jeff Allen. Flag salute was given. Introduction of guests... New CERT members. Heather Davie, Terry McGuire, Kim McGuire. Minutes of the meeting for February 7, 2012 were approved by members present. Liaison Report from City — Matt Wirz stated that the County of San Bernardino Fire Department has proposed to the city to furnish a paramedic for the city. The city will have to come up with approximately $48,000.00 to furnish the fire station with the necessary equipment for paramedic services and the county will pay the difference for the service. The city is requesting CERT refund some of the un-used funds to assist in making up the $48,000.00. After some discussion, it was decided that some funds would be able to be given back to the city. Treasurer's Report: No new activity for the last month. Current combined balance is $6,934.58. Training: Helen Ramos — Public Health Considerations. Make sure that you take care of yourself. Wash hands frequently, wear gloves, goggles and mask. After the event, you may need a tetanus shots. Some common injuries you might experience would be sprains and strains of muscles. Remember to remove dirt and avoid touching your eyes with your hands. 3.F Packet Pg. 20 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t OLD BUSINESS: Reminder for CERT members to complete the ICS 100 & 700 courses. Walk-up Blue Mountain is scheduled for March 10, 2012. Members who volunteered to assist are Sue Taylor, Jeff Allen, Joe Borrielli, Joe Ramos, Helen Ramos, James Mejia and Walt Stanckiewitz. The 2 nd annual CERT picnic is scheduled for June 24th . Sue Taylor is the coordinator for the picnic. NEW BUSINESS: The June 2012 meeting will have to be changed since there is election this year and the community room will be in use. COMMITTEE REPORTS: Helen Ramos reported that the supplies in the CERT Trailer and Shed are being inventoried at this time. A report will be presented at the April meeting on a possible order for needed inventory... MEMBER REPORTS: Debra Hurst relayed the information that Phil Spisak, an original member of CERT has passed away and her funeral is this Friday-March 9, 2012. There being no further business to discuss, meeting was adjourned at 8:04 pm. Next meeting will be April 3, 2012 in the Community Room at City Hall. Respectively Submitted, 1 L 71-1e47t4) Debra Hurst CERT Secretary 3.F Packet Pg. 21 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t COMMUNITY EMERGENCY RESPONSE TEAM MINUTES APRIL 3, 2012 MEMBERS PRESENT: James Mejia, Doug Von Kriegelstein, Bob Burleson, Robert Kaplanek, Tom Roberts, Nick Calero, Peggy Witt, Sandra Luckman, Helen Ramos, Joe Ramos, Barbara Smeltzer, Jeff Allen, Terry McGuire, Kim McGuire, Vic Pfennighausen, Heather Davie, Debra Hurst. MEMBERS ABSENT: Andrew Anaya, Dragos Barbu, Hanni Bennett, Joe Borielli, Shannon Bryant, Linda Carter, Michael Cerda, Ingrid Clark, William Fenn, Lee Ann Garcia, Jolene Gustason, Randy Halseth, Milford Herman, Jonathan Norman, James Monroe, Margie Miller, Glenn Nichols, Barrie Owens, David Ortiz, Bernard Ojeda, Carolos Ramirez, Terrilee Robb, Lynette Sandiford, Thomas Schwab, Jim Stamm, Monique Stanckiewitz, Walt Stanckiewitz, Susan Taylor, Joanne Thoring, Paul Tickner, Adele Urrea, Bernie Urrea, Jim Vert, Joyce Wildenauer, Mathew Wirz. Meeting was called to order at 7:02 pm by Jeff Allen. Flag salute was given. Minutes of the meeting for March 6, 2012 were approved by members present. Treasurer's Report: No new activity for the last month. Current combined balance is $6,934.58. It has been reported that $1,000.00 has been authorized to be paid to EOC for generator repairs (as approved at 1/3/12 CERT meeting) but not yet reflected on financial statement. No report from EOC or City Liaison. Training: Changes in Disaster Psychology by Jeff Allen. There are changes in the way FEMA is thinking about Critical Incident Stress Debriefing. In the past, it was thought that the debriefing of the persons involved in the incident should be done within 24 hours of the incident. New research has come to realize that our memories are not inert packets of data and they don't remain constant. Every time we remember a memory, it is altered by how we see it at the current time. If the debriefing happens right after the event, that's the way it stays in your memory.... If you wait for the debriefing, the time helps get rid of the negative thoughts. You will still remember the event, but the trauma of the event is not as great. Need a professional therapist available at the debriefing. 3.F Packet Pg. 22 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t OLD BUSINESS: Reminder for CERT members to complete the ICS 100 & 700 courses and turn in a copy of your certificate to Joe Ramos. Grand Terrace Community Days will be on June 9, 2012 at Rollins Park. CERT will be having their 2nd annual picnic on June 24, 2012 at Rollins Park. Sign-up will be at the May meeting. NEW BUSINESS: Inventory Report — Purchase Request - The members of the "inventory committee" had a meeting. It was determined that the Robert Kaplanek would obtain a purchase order from "Home Depot" or "Lowes" for two Chain Saws. Sandra Luckman would obtain a purchase order from "Simpler Life" for various items. included but not limited to 2-55 gallon water containers, 4-cases of water packets, 4- privacy shelters, 2- portable toilets, safety glasses, water purifier tablets, glow sticks, energy bars, fire extinguishers, hanging sides for easy ups. After some discussion there was a motion made by Tom Roberts a second by Robert Kaplanek that the above purchase orders would be obtained and presented to Finance prior to ordering any items. Items from "Simpler Life" would not exceed $1,420.00 and items from "Home Deport" or "Lowes" would not exceed $600.00. Motion passed by members present. The next GT CERT meeting will be May 1, 2012 at 7:00 pm at City Hall. There being no further business to discuss, meeting was adjourned at 8:04 pm. Respectively Submitted, J-7/762— Debra Hurst CERT Secretary 3.F Packet Pg. 23 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t COMMUNITY EMERGENCY RESPONSE TEAM EXECUTIVE COMMITTEE MINUTES MAY 1, 2012 BOARD MEMBERS PRESENT: Jeff Allen, Randy Halseth, Joe Ramos, Barbara Smeltzer and Debra Hurst. Meeting was called to order at 7:03 pm by Jeff Allen. Flag salute was given. Minutes of meeting on April 3, 2012 were approved by members present. Liaison Report from EOC from Matt Wirz... Recently CERT donated $1,000.00 to EOC for generator repairs. The total cost for repair was $1,500.00.... Debra Hurst requested that the amount be shared by both EOC and CERT, therefore requesting a refund of $250.00 from EOC back to CERT. Matt Wirz to request the monies transferred back to the CERT account. Treasurers Report: Barbara Smeltzer stated the balance is still reflecting a combined balance of $6,934.58. The trust account does not reflect the $1,000.00 transfer to EOC. Therefore the true balance is $5,934.58. Training: James Mejia has made a WEB page for Grand Terrace CERT. This WEB site can be updated by the CERT Executive Committee. New classes for CERT training, events CERT will be participating in, tips for being prepared in case of emergency and any type of interest for the community regarding CERT. OLD BUSINESS: Joe Ramos again stated that all of the members of CERT take the ICS 100 and 700. Grand Terrace Community Days — Randy Halseth and Jeff Allen will get in touch with Barrie Owens with the City of Grand Terrace about having the CERT trailer at Community Days. Grand Terrace CERT Picnic —June 24th at Rollins Park. Time 10:30 am till 3:00 pm. — Sue Taylor has reserved a space in the picnic area for our 2 nd annual Picnic. Sign-up sheet will be at the June meeting. Inventory — Purchase Requests have been submitted to finance and bids are being obtained. The bids should be available by the June meeting. Any monies not spent will be donated to the fund to City of Grand Terrace for Paramedic Services. NEW BUSINESS: CERT SOP Revisions-GT CERT SOP's, GT CERT Proposed revised SOP's and Resolution from the City of Grand Terrace were handed out at the meeting. The changes will be emailed to the entire general members. The current SOP's need to be updated to align more with the Resolution from the City. Possible changes will be discussed at the June 2012 meeting. The CERT Committee is under the Resolution from the City. 3.F Packet Pg. 24 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t Committee Report: There are new CERT classes being held in Loma Linda beginning June 5, 2012. The next meeting will not be able to be held on June 5, 2012 due the community room being used for the elections. Meeting will be moved to Wednesday, June 6, 2012 at 6:00 in the community room at City Hall. There being no further business to discuss, the meeting was adjourned at 8:21 pm. Respectively submitted, Debra Hurst CERT Secretary 3.F Packet Pg. 25 Co m m u n i c a t i o n : A c c e p t C o m m u n i t y E m e r g e n c y R e s p o n s e T e a m ( C . E . R . T . ) M i n u t e s o f 0 3 - 0 6 - 2 0 1 2 , 0 4 - 0 3 - 2 0 1 2 , a n d 0 5 - 0 1 - 2 0 1 2 ( C o n s e n t HISTORICAL AND CULTURAL ACTIVITIES COMMITTEE Minutes for May 7, 2012 The meeting was called to order at 7:06 PM by Chairman Pauline Grant. Those present were Pauline Grant, Ann Petta, Frances Carter, Masako Gifford, Shelly Rosenkild, Martha Monteon, and City Clerk Tracy Martinez. Secretary 's Report: The minutes for April 2, 2012 were read and approved on a motion by Ann and seconded by Pauline. All in favor. Motion carried. Treasurer's Report: The budget shows a balance of $632.42, and a petty cash balance of $166.72. Historical Report: In April the City Council awarded Certificates of Recognition to all the volunteer organizations in Grand terrace, including the Historical and Cultural Activities Committee. Pauline presented the Certificate to the Committee, who appreciated the award. Old Business: The 28th Art Show, Sunday, May 6, 2012. Ann reported that 30 artists participated, and the Show went well. Between 90 and 100 people attended. The return of home made refreshments were very good and greatly appreciated. The Committee agreed on the following suggestions for next year: Applications should have room for a signature. Name tags to be made for artists. Improve advance advertising for the Show. A "Please Sign In" sign to be put on the front door. A silent auction of art books was held in the lobby by the Friends of the Library. The meeting was adjourned at 7:40 PM. The next meeting will be held on June 4, 2012. Respectfully submitted, ‘7- Pauline Grant For the Secretary 3.G Packet Pg. 26 Co m m u n i c a t i o n : A c c e p t H i s t o r i c a l a n d C u l t u r a l A c t i v i t i e s C o m m i t t e e M i n u t e s o f 0 5 - 0 7 - 2 0 1 2 ( C o n s e n t C a l e n d a r ) CITY OF GRAND TERRACE CRIME PREVENTION COMMITTEE Regular Meeting MINUTES May 14, 2012 RECEIVED JUN 1 1 2012 ''TY OF GRAND TERRACE CLERK'S DEPARTMENT The Grand Terrace Crime Prevention Committee met for the regular meeting at the upstairs Conference Room at City Hall. Meeting was called to order at 4:00 p.m. by Chairperson, Don Bennett. MEMBERS PRESENT were Don Bennett, JoAnn Johnson, Pat Smith, Lew Neeb, Manuel Baltierra and Robert Kaplanek. MEMBERS ABSENT —None. CITY STAFF/SHERIFF'S DEPT. — Manny Mendoza, Sheriffs Department. GUESTS PRESENT — Elaine and Harry McDermott, Bill Lewis, Leslye Roman, Geilan Metka and Paul Johnson. INTRODUCTIONS — Were made all around... AGENDA was approved with motion by Pat Smith and second by Lew Neeb. MINUTES for the meeting of April 9, 2012 were approved with motion by Lew Neeb and second by Don Bennett. PUBLIC COMMENT — a. There was a lively discussion regarding two specific crimes in the city last week. One being a homicide and the other a break-in. b. Elaine McDermott brought up the murder in the 22400 block of DeBerry, which was not a random shooting, and began a discussion in which some suggestions were made: 1.It was strongly suggested that they contact Sylvia Beasley and have a Neighborhood Watch Meeting organized in their area. 2.It was also suggested that all residents should make it a point to get acquainted with their neighbors and be more aware of what is happening in their neighborhood. 3.It was indicated that most of the crimes were done during the daytime. Alarms can possibly be a deterrent, but don't always prevent a break-in because of the one or two minutes required to activate the call. 4.It was questioned if possibly Section 8 Housing might be causing some of the events. The Sheriffs Department cannot do background checks. They are done by the housing authority. c. It was also pointed out that there were some burglaries and some vandalism, but that in general some of these had actually gone down within the city. CORRESPONDENCE — None. 3.H Packet Pg. 27 Co m m u n i c a t i o n : A c c e p t C r i m e P r e v e n t i o n C o m m i t t e e M i n u t e s o f 0 5 - 1 4 - 2 0 1 2 ( C o n s e n t C a l e n d a r ) UNFINISHED BUSINESS A. Crime Report by Manny Mendoza. a.Did not have the entire report, but indicated that besides the two incidents above, there had been some burglaries and some vandalism. b.He indicated that the Sheriff's coverage in Grand Terrace was quite good with staggered shifts and that additional assistance was quickly available. c.He also said that there had actually been an arrest in the homicide but could not elaborate. d.It is still hoped that license plate readers will be available for all patrol vehicles fairly soon. e.They do expect more traffic when the High School opens. B. Neighborhood Watch Program a.As valuable as the Neighborhood Watch Program is, it is a fact that when there was one at City Hall, the attendance was discouragingly small. b.It was strongly suggested that anyone concerned should get a meeting scheduled. c.The request to the City Council to revise the Statement of Purpose and Responsibilities of the Crime Prevention Committee has not been acted on at this time. NEW BUSINESS A.Crime Prevention Planning - None B.Other Community Programs - None C.Member Reports - None ADJOURNMENT - There being no further business to discuss, the meeting was adjourned at 4:50 Pm. Temporary Acting Secretary, Next Crime Prevention Meeting, June 11, 2012 at City Hall. 3.H Packet Pg. 28 Co m m u n i c a t i o n : A c c e p t C r i m e P r e v e n t i o n C o m m i t t e e M i n u t e s o f 0 5 - 1 4 - 2 0 1 2 ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE:June 26, 2012 Council & Successor Agency Item TITLE:Approval of Check Register No. 06-26-2012 PRESENTED BY:Bernie Simon, Finance Director RECOMMENDATION:Approve Check Register Dated 06-26-2012 as Submitted BACKGROUND: The Check Register for June 26, 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 $317,019.29 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 $59,662.76 and are summarized below. Some of the non-routine items include: 68171 S.B. Co. Clerk of the Board Notice of Determination Filing $50.00 68176 5 Point Auto Service Vehicle Maintenance for Child Care Bus and CNG Van $163.45 68178 ARC Prints for Walgreens’s $15.94 68187 DFM Associates 2012 CA Elections Code Loose Leaf $52.28 68191 Garcia, Susy Partial Refund for Park Reservation Cancelation $25.00 68195 J & M Trophies Engraved Brass Plate for Jo Verhelle $10.78 Some the larger items include: 68174 Danka Financial Srvs Purchase of Copy Machine-for Child Care $1,268.87 68175 Neopost Postage Postage-On-Call for Meter $5,000.00 68177 Albert A. Webb Associates April/May City Wide Storm Water Master Plan and May West Side Park Project $120,497.92 68180 Avram Electric Lighting Retrofit Installation-Various Building and Facilities -Energy Grant $26,674.20 3.I Packet Pg. 29 68183 City of Colton June Wastewater Treatment Advance $98,500.00 68212 Willdan April Engineering, Plan Review & Inspection Services, Planning Dept Staff, and Public Works Inspection for Walgreens $8,392.50 Payroll costs processed for period ending June 8, 2012: Date Period Payroll and payroll costs 06/08/12 Biweekly $59,662.76 FISCAL IMPACT: All disbursements are made in accordance with the adopted budget for FY 2011-12. ATTACHMENTS: ·Warrant Register Account Index ·Voucher Listing 6/26/2012 APPROVALS: Bernie Simon Completed 06/20/2012 11:33 AM Finance Completed 06/20/2012 11:33 AM City Attorney Completed 06/20/2012 12:02 PM City Manager Completed 06/20/2012 12:18 PM City Council Pending 3.I Packet Pg. 30 3.I.a Packet Pg. 31 At t a c h m e n t : W a r r a n t R e g i s t e r A c c o u n t I n d e x ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 32 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 33 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 34 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 35 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 36 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 37 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 38 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 39 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) 3.I.b Packet Pg. 40 At t a c h m e n t : V o u c h e r L i s t i n g 6 / 2 6 / 2 0 1 2 ( 1 0 9 5 : C h e c k R e g i s t e r N o . 0 6 - 2 6 - 2 0 1 2 ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Special Assessments for Delinquent Non-Owner Occupied/Rental Property Program Fees and Fines PRESENTED BY:Joyce Powers, Community and Economic Development Director RECOMMENDATION:1. Adopt the attached Resolution confirming delinquent Non-owner occupied/Rental Property Program fees and fines for the 2011 calendar year. 2. Authorize special assessments against the parcels listed in Exhibit "A" of the Resolution. BACKGROUND: On January 12, 2006 the Council adopted the Non-owner Occupied/Rental Property Program, and implementation of the program began on January 1, 2007. There are currently 400 rental properties including single family homes, apartment complexes, and duplexes inspected annually. The City’s Municipal Code Chapter 5.80, Non-owner Occupied/Rental Property Program, requires payment of annual inspection fees by owners of rental properties and authorizes reinspection fees and fines for non-compliance of noted violations. Annual fees are established as follows: Single-family home:$95.00 Per unit (1-199 apartments)$48.00 Per unit (200+ apartments)$36.00 Reinspection $47.00 (for not correcting a violation by compliance date) On January 10, 2012, the City Council held a public hearing to consider changes to Chapter 5.80, and additional reductions in fees were approved for properties in compliance over three years. Municipal Code Section 5.80.050 authorizes recovery of fees through municipal tax lien procedures. DISCUSSION: There are nine property owners who have not paid the Program fees and fines for calendar year 2011, and staff is now requesting consideration of special assessments for those properties. Each property owner has received notices of annual fees and fines due and potential city actions. On May 24, 2012, final delinquency notices and invoices were sent by certified mail to the property owners or designated property managers. On June 11, 2012, notices were sent by certified mail informing each owner of the June 26, 2012 Council hearing for special assessment and liens. 6.A Packet Pg. 41 The purpose of the hearing is to allow the affected owners an opportunity to address the Council regarding the special assessments. The owners of the following properties have failed to pay accrued fees, penalties, and/or fines: Assessor’s Parcel Number Property Address Amount Owing/Purpose 1167-361-45 12625 Reed Avenue $142.50 Annual inspection fee plus interest 1178-201-17 12751 Wilmac Avenue $142.50 Annual inspection fee plus interest 1178-221-39 22558 Robin Way $142.50 Annual inspection fee plus interest 1178-181-32 12640 Pruitt Court $142.50 Annual inspection fee plus interest 1167-201-08 12660 Michigan Street $142.50 Annual inspection fee plus interest 1167-291-48 12762 Fremontia Avenue $142.50 Annual inspection fee plus interest 0276-182-09 12028 Arliss Drive $142.50 Annual inspection fee plus interest 0276-451-16 22820 Grand Terrace Road *$71.25 Annual inspection fee plus interest 1178-151-36 22573 Lark Street *$71.25 Annual inspection fee plus interest * Property qualified for Good Landlord discount in 2011. Staff recommends that Special Assessments totaling $1,140.00 be recorded as liens against the listed parcels and placed on the 2012-2013 tax rolls. The fees will then be collected at the same time as regular property taxes. FISCAL IMPACT: The assessments will be turned over to the Tax Collector for collection in September 2012, and would be added to the succeeding property tax billing. When collected, the revenue would be deposited in the General Fund. ATTACHMENTS: ·2011 Rental Fee tax lien resolution APPROVALS: Joyce Powers Completed 06/11/2012 3:56 PM 6.A Packet Pg. 42 Finance Completed 06/13/2012 9:27 AM City Attorney Completed 06/14/2012 4:40 PM Community & Economic Development Completed 06/14/2012 4:48 PM City Manager Completed 06/14/2012 4:53 PM City Council Pending 6.A Packet Pg. 43 PROPOSED RESOLUTION ADOPTING DELINQUENT FEES AND FINES 6.A.a Packet Pg. 44 At t a c h m e n t : 2 0 1 1 R e n t a l F e e t a x l i e n r e s o l u t i o n ( 1 0 8 4 : 2 0 1 1 R e n t a l P r o p T a x L i e n R e s o l u t i o n ) RESOLUTION NO. 12-_____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA,ADOPTING A REPORT OF DELINQUENT NON- OWNER OCCUPIED RENTAL PROGRAM PROPERTIES FEES AND FINES AND DIRECTING THAT SUCH DELINQUENT FEES AND FINES BE COLLECTED ON THE TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE WHEREAS,pursuant to Chapter 5.80 of the Grand Terrace Municipal Code property owners with buildings subject to inspection shall pay a fee in the amount set forth in the Grand Terrace Municipal Code Chapter 4.108 establishing fees and charges for various municipal services. WHEREAS,pursuant to Chapter 5.80 of the Grand Terrace Municipal Code property owners who fail to pay the required fee the city will recover the amount of the fee plus accrued interest and penalties utilizing any remedies provided by law including nuisance abatement or municipal tax lien procedures established by ordinance or state law. WHEREAS,pursuant to Chapter 5.80 of the Grand Terrace Municipal Code property owners who fail to pay inspection fees will result in the city's pursuit of all legal remedies available to recover amount of the fine, penalties, and associated costs. WHEREAS,certain property owners, as shown on the last available assessment roll, have failed to take action to pay the outstanding delinquent balance owed to the City. WHEREAS,the City Council of the City of Grand Terrace properly noticed the City Council meeting on June 26, 2012; and WHEREAS,the City Council, having considered the delinquent accounts, together with any objections and protests by property owners, desires to declare the delinquent accounts as special assessments and cause such accounts to be recorded as a lien against the properties. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace, as follows: Section 1:The delinquent Non-owner Occupied/Rental Property Program fees and fines (Resolution with attached Exhibit “A”) filed with the City Clerk contains a description of each parcel of real property and the amount of the delinquent Non-owner Occupied/Rental Property Program fees and fines for the fiscal year 2011-2012 and Resolution with attached Exhibit “A” is therefore approved and adopted. Section 2:The Resolution shall be forwarded to the San Bernardino County Auditor Controller, who will record and enter the assessments on the property tax roll against the properties that remain delinquent as of June 26, 2012, and shall be collected on the tax roll for fiscal year 2012-2013 in the same manner, by the same person, at the same time, together with and not separately from, the general taxes. 6.A.a Packet Pg. 45 At t a c h m e n t : 2 0 1 1 R e n t a l F e e t a x l i e n r e s o l u t i o n ( 1 0 8 4 : 2 0 1 1 R e n t a l P r o p T a x L i e n R e s o l u t i o n ) RESOLUTION NO. 11-____ Page 2 Section 3:The Finance Director shall file with the County Auditor Controller a statement endorsed thereon over the signature of the City Clerk that it has been fully adopted by the City Council, together with a certified copy of this Resolution. PASSED, APPROVED AND ADOPTED this 26th day of June 2012. ATTEST: ______________________________________________________________ City Clerk of the City of Grand Terrace Mayor of the City of Grand Terrace and of the City Council and of the City Council thereof I, Tracey Martinez, City Clerk of the City of Grand Terrace, California, 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 26th of June 2012 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Approved as to form: ______________________________________________________ Richard Adams,Tracey Martinez, City Attorney City Clerk 6.A.a Packet Pg. 46 At t a c h m e n t : 2 0 1 1 R e n t a l F e e t a x l i e n r e s o l u t i o n ( 1 0 8 4 : 2 0 1 1 R e n t a l P r o p T a x L i e n R e s o l u t i o n ) EXHIBIT “A” RESOLUTION NO. ______ Delinquent Non-owner Occupied/Rental Property Program Fees and Fines: Property Address Owner Assessor’s Parcel Number Amount Owing 12625 Reed Street Jerome Walters 1167-361-45-0000 $ 142.50 12751 Wilmac Avenue Philip Hanna 1178-201-17-0000 $ 142.50 22558 Robin Way Philip Hanna 1178-221-39-0000 $ 142.50 12640 Pruitt Court Shapour & Gita Bavadian 1178-201-08-0000 $ 142.50 12660 Michigan Street Steve Garcia 1167-201-08-0000 $ 142.50 12762 Fremontia Avenue Opanin Gyaami 1167-291-48-0000 $ 142.50 12028 Arliss Drive B J Baer 0276-182-09-0000 $ 142.50 22820 Grand Terrace Road Kristopher Pierce 0276-451-16-0000 $ 71.25 22573 Lark Street Vicente & Eloise Aguirre 1178-151-36-0000 $ 71.25 TOTAL 10 PROPERTIES $ 1,140.00 6.A.a Packet Pg. 47 At t a c h m e n t : 2 0 1 1 R e n t a l F e e t a x l i e n r e s o l u t i o n ( 1 0 8 4 : 2 0 1 1 R e n t a l P r o p T a x L i e n R e s o l u t i o n ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Protest Hearing for Placement of Special Assessment Liens for Delinquent Refuse Accounts. PRESENTED BY:Richard Shields, Director of Building & Safety/Public Works RECOMMENDATION:Adopt Resolution No. 2012-_____, confirming delinquent charges for solid waste collection and authorize special assessments against the parcels listed in Exhibit “A”. BACKGROUND: In 1996 the City Council adopted Ordinance No.162, which was codified as Municipal Code Chapter 5.42. The main purpose of Municipal Code Chapter 5.42, is to control integrated waste management services. In order to avoid illegal dumping or stockpiling of trash, the City instituted mandatory refuse collection requiring the franchise hauler (Burrtec Waste Industries, Inc.) to collect all trash placed at the curb and to use all reasonable means to collect fees for the service. The City and Burrtec Waste Industries, Inc., monitored the participation of all property owners within the City for refuse collection and proper disposal. DISCUSSION: Section 5.42.120, “Liability for Fees” identifies the financial responsibility for refuse fees, and the arrangement for the collection to meet the requirements of Chapter 5.42. The franchise hauler’s responsibility is to pursue the collection of the fees. However, where the franchise hauler is unsuccessful in their attempts, the City then conducts a hearing prior to placing a lien on the property. The collection of fees will be collected at the same time and manner as other property taxes. A notice was mailed on June 15, 2012, to all property owners who have delinquent refuse accounts. The notice sent to property owners reminds them that failure to pay delinquent amounts owed would result in a lien placed on their property and provides them the opportunity to clear delinquent accounts with Burrtec Waste Industries, Inc., before June 26, 2012. In addition, the notice advised the property owner that they had the right to protest the assessment at the public hearing to be held on June 26, 2012. To date, numerous property owners have contacted Burrtec Waste Industries, Inc., to resolve past due accounts. FISCAL IMPACT: The City will receive some revenue through the franchise fee when the delinquent accounts are paid through the County of San Bernardino property tax collection process. When liens are collected by the County Recorder’s office, County Recorder’s office will then provide the due 6.B Packet Pg. 48 payment to the City of Grand Terrace. The City will then deduct the franchise fee portion of the collected lien amount and remit the net proceeds to Burrtec Waste Industries, Inc. ATTACHMENTS: ·Resolution 2012- ·Exhibit _A_ -Delinquent Refuse Users at 6-11-2012 APPROVALS: Richard Shields Completed 06/12/2012 9:06 AM Finance Completed 06/13/2012 9:56 AM City Attorney Completed 06/14/2012 3:05 PM City Manager Completed 06/14/2012 4:47 PM City Council Pending 6.B Packet Pg. 49 RESOLUTION NO.2012-____________ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ADOPTING A REPORT OF DELIQUENT REFUSE USER FEE AND DIRECTING THAT SUCH DELIQUENT FEES BE COLLECTED ON THE TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE WHEREAS, pursuant to Section 5.42.120 of the City of Grand Terrace Municipal Code every person required to arrange for refuse collection or the collection of recyclable or compostables shall be liable for the service access fees and charges for such collection, whether or not collection services are utilized; and, WHEREAS,the owner, occupant or other person responsible for day-to-day operation of the premises shall make arrangements for collection of refuse to meet the requirements of this chapter. If service fees and charges are not paid as required,the owner and occupant each shall be jointly and severally liable for this payment. The City may collect the fees and charges plus any interest or penalties on the property tax roll for the property, NOW, THEREFORE, the City Council of the City of Grand Terrace, does hereby resolve as follows: 1.The Delinquent Refuse User List (Exhibit “A”,attached)filed with the City Clerk contains a description of each parcel of real property and the amount of the delinquent refuse service fees, for the fiscal year 2011-2012 and the Delinquent Refuse User List is therefore approved and adopted. 2.The Delinquent Refuse User fees shall be forwarded to the San Bernardino County Auditor Controller and shall be collected on the tax toll for fiscal year 2011-2012 in the same manner, by the same person, at the same time, together with and not separately from, the general taxes. 3.The Finance Director shall file with the Auditor Controller a copy of the Delinquent Refuse User List, with a statement endorsing the signature of the City Clerk that it has been fully adopted by the City Council, together with a certified copy of this Resolution. PASSED, APPROVED AND ADOPTED this 26th day of July, 2012 ATTEST: ________________________________________________________ City Clerk of the City of Grand Terrace Mayor of the City of Grand Terrace 6.B.a Packet Pg. 50 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) RESOLUTION NO.2012-____________ Page 2 I, TRACEY MARTINEZ, City Clerk of the City of Grand Terrace, do hereby certify that Resolution No. 2012- was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace on the 26th day of July, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________ City Clerk Approved as to form: ___________________ City Attorney 6.B.a Packet Pg. 51 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) Exhibit “A” Delinquent Refuse Users at 6/11/2012: ServAddress Amount APN 11822 ARLISS CT $106.94 0276 262 07 0000 22626 ARLISS DR $134.72 0276 263 10 0000 22706 ARLISS DR $432.26 0276 271 02 0000 22845 ARLISS DR $73.14 0276 345 01 0000 22864 ARLISS DR $460.01 0276 343 23 0000 21801 BARTON RD $152.53 1167 121 03 0000 22087 BARTON RD $270.06 1167 141 02 0000 22284 BARTON RD $304.25 0275 242 05 0000 22325 BARTON RD $2,162.84 1167 311 02 0000 22413 BARTON RD $554.18 1167 311 09 0000 22320 BLUE LUPINE CI $102.32 1167 322 53 0000 22350 BLUE LUPINE CI $218.11 1167 322 27 0000 22352 BLUE LUPINE CI $116.00 1167 322 26 0000 22356 BLUE LUPINE CI $139.33 1167 322 24 0000 22364 BLUE LUPINE CI $116.00 1167 322 12 0000 22365 BLUE LUPINE CI $297.62 1167 322 15 0000 22820 BLUEBIRD LN $185.28 1178 111 59 0000 22583 BRENTWOOD ST $116.00 0276 292 02 0000 22648 BRENTWOOD ST $432.26 0276 291 06 0000 22670 BRENTWOOD ST $432.26 0276 291 04 0000 22697 BRENTWOOD ST $156.80 0276 292 12 0000 11870 BURNS AV $432.26 0275 282 17 0000 12424 CARDINAL CT $157.58 1167 261 35 0000 22558 CARDINAL ST $113.90 1178 101 58 0000 22609 CARDINAL ST $429.58 1178 101 42 0000 22626 CARDINAL ST $364.94 1178 101 64 0000 22690 CARDINAL ST $132.04 1178 101 70 0000 22735 CARDINAL ST $387.38 1178 111 05 0000 22755 CARDINAL ST $99.72 1178 111 07 0000 22830 CARDINAL ST $332.49 1178 111 71 0000 22176 CARHART AV $432.26 0275 271 08 0000 22060 COMMERCE WA $500.27 1167 141 10 0000 12176 COUNTRY CLUB LN $387.06 1178 021 07 0000 12535 CRANE ST $432.26 1178 161 68 0000 12823 DARWIN AV $143.74 1167 381 12 0000 22054 DE BERRY ST $432.26 1167 161 27 0000 22065 DE BERRY ST $232.26 1167 171 05 0000 22081 DE BERRY ST $432.26 1167 171 06 0000 6.B.b Packet Pg. 52 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) 22260 DE BERRY ST $207.44 1167 241 45 0000 22468 DE BERRY ST $207.44 1167 321 80 0000 22548 DE BERRY ST $432.26 1178 031 35 0000 22720 DE BERRY ST $134.72 1178 041 03 0000 22396 DE SOTO ST $584.75 1167 321 21 0000 22458 DE SOTO ST $416.78 1167 321 27 0000 22577 DE SOTO ST $432.26 1178 031 29 0000 22854 DE SOTO ST $134.72 1178 041 63 0000 11840 DELLA LN $351.26 0275 071 24 0000 12263 DOS RIOS AV $134.72 1178 041 47 0000 22255 DOVE ST $116.00 1167 281 06 0000 22274 DOVE ST $134.72 1167 281 16 0000 22275 DOVE ST $130.30 1167 281 08 0000 12629 EAGLE CT $246.87 1178 171 48 0000 12640 EAGLE CT $67.44 1178 171 44 0000 11733 ETON DR $134.72 0276 343 06 0000 22594 ETON DR $429.10 0276 282 01 0000 22690 ETON DR $197.32 0276 292 14 0000 22698 ETON DR $134.72 0276 292 13 0000 22738 FAIRBURN DR $116.00 0276 245 07 0000 22990 FINCH ST $89.00 1178 121 04 0000 22359 FLAMINGO ST $432.26 1167 371 48 0000 22626 FLAMINGO ST $82.26 1178 201 60 0000 22435 FRANKLIN ST $636.26 1167 361 27 0000 22535 FRANKLIN ST $432.26 1178 171 07 0000 12635 FRANKLIN WA $230.30 1178 171 33 0000 12746 FREMONTIA AV $197.48 1167 291 50 0000 12756 FREMONTIA AV $275.97 1167 291 49 0000 22240 FULMAR PL $107.44 1167 251 33 0000 12640 GARDEN AV $132.26 1167 201 24 0000 12650 GARDEN AV $188.53 1167 201 23 0000 22342 GRAND TERRACE RD $278.52 0275 181 15 0000 22878 GRAND TERRACE RD $116.00 0276 451 14 0000 23000 GRAND TERRACE RD $207.44 0276 431 09 0000 23056 HAMPTON CT $135.00 1178 051 29 0000 11909 HOLLY CT $116.00 0276 265 03 0000 11755 HOLLY ST $68.90 0276 282 05 0000 11755 HOLLY ST $116.00 0276 282 05 0000 11797 HOLLY ST $132.26 0276 284 08 0000 11877 HONEY HILL DR $157.44 0276 352 05 0000 12055 HONEY HILL DR $613.37 0276 322 06 0000 22539 KENTFIELD ST $282.26 1178 151 18 0000 6.B.b Packet Pg. 53 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) 22540 KENTFIELD ST $135.56 1178 151 07 0000 22585 KENTFIELD ST $116.00 1178 151 14 0000 22606 KENTFIELD ST $332.26 1178 151 51 0000 11785 KINGSTON ST $164.94 0276 283 06 0000 11809 KINGSTON ST $416.90 0276 283 04 0000 12232 KINGSTON ST $357.27 1178 041 18 0000 12000 LA CADENA DR $178.88 0275 083 31 0000 22560 LA PAIX ST $234.22 1178 031 12 0000 22605 LA PAIX ST $503.75 1178 031 61 0000 22730 LA PAIX ST $116.00 1178 041 21 0000 22110 LADERA ST $134.72 1167 301 77 0000 22233 LADERA ST $432.26 1167 301 24 0000 22245 LADERA ST $230.30 1167 301 36 0000 22265 LADERA ST $89.00 1167 301 38 0000 22285 LADERA ST $311.07 1167 301 40 0000 22361 LADERA ST $432.26 1167 381 33 0000 22391 LADERA ST $526.17 1167 381 30 0000 22157 LARK ST $88.24 1167 271 20 0000 22208 LARK ST $116.00 1167 271 42 0000 22209 LARK ST $116.00 1167 271 43 0000 22245 LARK ST $222.62 1167 271 47 0000 22254 LARK ST $297.62 1167 271 49 0000 22255 LARK ST $230.30 1167 271 48 0000 22730 LARK ST $432.26 1178 161 35 0000 21582 MAIN ST $122.71 1167 111 06 0000 22200 MAIN ST $264.94 1167 301 01 0000 22121 MAVIS ST $134.72 1167 261 03 0000 22152 MAVIS ST $134.72 1167 251 11 0000 22275 MAVIS ST $432.26 1167 251 22 0000 22195 MCCLARREN ST $116.00 0275 242 17 0000 22270 MCCLARREN ST $169.71 0275 241 29 0000 22272 MCCLARREN ST $69.29 0275 241 29 0000 23010 MERLE CT $297.62 0276 213 33 0000 23033 MERLE CT $297.62 0276 531 37 0000 12215 MICHIGAN ST $432.26 1167 241 02 0000 12270 MICHIGAN ST $432.26 1167 161 23 0000 12510 MICHIGAN ST $94.22 1167 191 04 0000 12587 MICHIGAN ST $233.44 1167 271 12 0000 22547 MINONA DR $134.72 0276 182 08 0000 22655 MINONA DR $102.08 0276 192 04 0000 22664 MINONA DR $234.29 0276 191 12 0000 22808 MINONA DR $332.26 0276 242 06 0000 6.B.b Packet Pg. 54 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) 22820 MINONA DR $116.00 0276 242 05 0000 12244 MIRADO AV $297.62 1167 321 19 0000 12572 MIRADO AV $181.83 1167 351 18 0000 12580 MIRADO AV $332.26 1167 351 17 0000 22808 MIRIAM WA $332.26 0276 222 02 0000 22859 MIRIAM WA $432.26 0276 234 04 0000 11875 MOUNT VERNON AV $359.07 0276 285 03 0000 11951 MOUNT VERNON AV $584.75 0276 181 10 0000 12168 MOUNT VERNON AV 10 $116.00 1167 321 38 0000 12168 MOUNT VERNON AV 11 $116.00 1167 321 39 0000 12168 MOUNT VERNON AV 20 $116.00 1167 321 48 0000 12168 MOUNT VERNON AV 31 $116.00 1167 311 13 0000 12168 MOUNT VERNON AV 41 $116.00 1167 311 23 0000 12168 MOUNT VERNON AV 77 $116.00 1167 311 59 0000 12420 MOUNT VERNON AV $116.00 1167 342 22 0000 12420 MOUNT VERNON AV 11-B $116.00 0000 000 00 0000 12420 MOUNT VERNON AV 5-A $116.00 1167 331 38 0000 12420 MOUNT VERNON AV 6-D $116.00 1167 342 25 0000 12420 MOUNT VERNON AV 7-B $116.00 1167 342 22 0000 12443 ORIOLE AV $332.54 1178 101 72 0000 12471 PALIKA WA $73.43 1167 261 73 0000 22661 PALM AV J $116.00 1178 022 67 0000 22673 PALM AV B $116.00 1178 022 60 0000 22673 PALM AV C $116.00 1178 022 60 0000 22709 PALM AV D $89.00 1178 011 25 0000 22709 PALM AV E $116.00 1178 011 26 0000 23150 PALM AV $138.86 0276 322 08 0000 23269 PALM AV $116.00 0276 331 41 0000 12522 PASCAL AV $232.26 1167 271 37 0000 23046 PEACOCK CT $432.26 0276 531 20 0000 22350 PICO ST $182.26 1167 361 10 0000 22381 PICO ST $182.26 1167 371 24 0000 22442 PICO ST $432.26 1167 361 04 0000 22472 PICO ST $197.62 1167 361 02 0000 22534 PICO ST $230.30 1178 171 15 0000 22606 PICO ST $432.26 1178 171 60 0000 11847 PRESTON ST $116.00 0276 411 29 0000 11856 PRESTON ST $432.26 0276 346 05 0000 12033 PRESTON ST $432.26 0276 213 17 0000 12043 PRESTON ST $134.72 0276 213 16 0000 12625 PRUITT CT $432.26 1178 181 27 0000 22151 RAVEN WA $432.26 1167 301 69 0000 6.B.b Packet Pg. 55 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) 22633 RAVEN WA $116.00 1178 221 53 0000 22730 RAVEN WA $184.75 1178 231 41 0000 12232 REED AV $556.66 1167 241 51 0000 12524 REED AV $132.26 1167 271 28 0000 12625 REED AV $169.64 1167 361 45 0000 12625 REED AV $479.70 1167 361 45 0000 12794 REED AV $237.62 1167 291 56 0000 12824 REED AV $116.45 1167 301 27 0000 22007 RENE LN $432.26 1167 161 07 0000 22568 ROBIN WA $224.00 1178 221 38 0000 22600 ROBIN WA $364.94 1178 221 35 0000 22651 ROBIN WA $134.72 1178 221 65 0000 12200 ROSEDALE AV $102.32 1167 031 11 0000 12718 SANDBURG WA $141.78 1167 211 66 0000 23070 SISKIN CT $432.26 0276 531 30 0000 12238 STONEWOOD DR $116.00 1167 241 17 0000 22035 TANAGER ST $296.94 1167 211 44 0000 22055 TANAGER ST $136.04 1167 211 42 0000 22139 TANAGER ST $338.84 1167 291 17 0000 22425 TANAGER ST $486.86 1167 371 78 0000 22635 TANAGER ST $432.26 1178 201 32 0000 22668 TANAGER ST $134.72 1178 201 40 0000 22537 THRUSH ST $432.26 1178 101 24 0000 22268 VAN BUREN ST $118.30 1167 261 80 0000 22394 VAN BUREN ST $124.76 1167 341 02 0000 22443 VAN BUREN ST $202.55 1167 351 34 0000 22574 VAN BUREN ST $297.62 1178 101 04 0000 22585 VAN BUREN ST $385.25 1178 151 02 0000 22785 VAN BUREN ST $260.88 1178 161 43 0000 22790 VAN BUREN ST $737.24 1178 111 48 0000 22775 VISTA GRANDE WA $332.26 0276 451 02 0000 22825 VISTA GRANDE WA $259.82 0276 451 30 0000 23023 VISTA GRANDE WA $91.00 0276 431 06 0000 23115 VISTA GRANDE WA $432.26 0276 431 07 0000 12338 VIVIENDA AV $432.26 1167 251 64 0000 12451 VIVIENDA AV $232.26 1167 261 26 0000 12454 VIVIENDA AV $432.26 1167 261 12 0000 12811 VIVIENDA AV $134.72 1167 291 14 0000 12862 VIVIENDA AV $185.25 1167 301 73 0000 12871 VIVIENDA AV $364.94 1167 301 50 0000 21899 VIVIENDA AV $432.26 0275 223 49 0000 21910 VIVIENDA AV $350.27 0275 211 58 0000 6.B.b Packet Pg. 56 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) 21946 VIVIENDA AV $242.80 0275 211 51 0000 21808 WALNUT AV $48.48 0275 282 19 0000 12428 WARBLER AV $112.36 1178 101 54 0000 12512 WARBLER AV $282.26 1178 151 23 0000 23285 WESTWOOD ST $432.26 0276 482 01 0000 12385 WILLET AV $432.26 1167 331 23 0000 12405 WILLET AV $366.26 1167 341 29 0000 12720 WILMAC AV $207.44 1178 201 07 0000 12751 WILMAC AV $104.39 1178 201 17 0000 12782 WILMAC AV $364.94 1178 201 12 0000 12791 WILMAC AV $387.47 1178 201 14 0000 22886 WREN ST $81.28 1178 091 51 0000 Total $56,920.40 6.B.b Packet Pg. 57 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t R e f u s e U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 8 : D e l i n q u e n t R e f u s e A c c o u n t s ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Protest Hearing for Placement of Special Assessment Liens for Delinquent Sewer Accounts. PRESENTED BY:Richard Shields, Director of Building & Safety/Public Works RECOMMENDATION:Adopt Resolution No. 2012-______, confirming delinquent charges for Sewer collection and authorize a special assessment against the parcels listed in Exhibit “A”. BACKGROUND: The City Council adopted Ordinance No. 112, “Comprehensive Fee Schedule”, establishing the fees for taxes, permits, licenses, services, facilities and activities provided by the City of Grand Terrace. When established fees are not paid for the trash service, a special assessment shall be placed on the property. Pursuant to the County of San Bernardino requirements for placing special assessments on delinquent properties, the City of Grand Terrace shall adopt a resolution setting forth specific direction to collect delinquent sewer user fees on the upcoming 2011-2012 property tax roll. DISCUSSION: Ordinance No. 112, Exhibit “A”, Item 17 ©, “Sewer User Charges, Lien Status of Delinquent Charges; states that “Any sewer service charge unpaid for a period of six (6) months shall cause a lien to be recorded upon the real property served. Once the lien is placed on the real property, the delinquent amount and all penalties shall be added to the tax roll”.The collection of fees will be collected at the same time and the same manner as other property taxes. A notice was mailed on June 15, 2012, to all property owners who have delinquent Sewer accounts. The notice sent to the property owners reminds them that failure to pay delinquent amounts owed would result in a lien placed on their property and provides them the opportunity to clear delinquent accounts before June 26, 2012. It also advised them that there would be a public hearing on June 26, 2012, should they wish to protest the assessment. FISCAL IMPACT: The City will collect revenue from the delinquent accounts through the County of San Bernardino property tax collection process. ATTACHMENTS: 6.C Packet Pg. 58 ·Resolution 2012- ·Exhibit _A_ -Delinquent Sewer Users at 6-11-2012 APPROVALS: Richard Shields Completed 06/12/2012 9:44 AM Finance Completed 06/13/2012 9:57 AM City Attorney Completed 06/14/2012 3:02 PM City Manager Completed 06/14/2012 4:49 PM City Council Pending 6.C Packet Pg. 59 RESOLUTION NO.2012-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ADOPTING A REPORT OF DELIQUENT SEWER USER FEE AND DIRECTING THAT SUCH DELIQUENT FEES BE COLLECTED ON THE TAX ROLL AND BE IMPOSED AS A LIEN UPON PROPERTY WITHIN THE CITY OF GRAND TERRACE WHEREAS, pursuant to Section 5471,of the California Health and Safety Code the City Council of the City of Grand Terrace did establish reasonable sewer user fees; and, WHEREAS,pursuant to Section 5473 of the California Health and Safety Code the City of Grand Terrace has elected to have delinquent sewer user fees of more than six months for fiscal year 2011-2012,collected on the tax roll, in the same manner, by the same persons and the same time as together with and not separately form, the general taxes, and has caused a written report (“Written Report”) to be prepared and filed with the City Clerk containing a description of each such parcel or real property and the amount of delinquent sewer user fee for each said fiscal years; and WHEREAS,the City Council has adopted Ordinance 112 relating to establishment of a fee and service charge. NOW, THEREFORE, the City Council of the City of Grand Terrace, does hereby resolve as follows: 1.The Delinquent Sewer User List (Exhibit “A” attached)filed with the City Clerk contains a description of each parcel of real property and the amount of the delinquent Sewer service fees, for the fiscal year 2011-2012,and the Delinquent Sewer User List is therefore approved and adopted. 2.The Delinquent Sewer User fees shall be forwarded to the San Bernardino County Auditor Controller and shall be collected on the tax toll for fiscal year 2011-2012, in the same manner, by the same person, at the same time, together with and not separately from, the general taxes. 3.The Finance Director shall file with the Auditor Controller a copy of the Delinquent Sewer User List, with a statement endorsing the signature of the City Clerk that it has been fully adopted by the City Council, together with a certified copy of this Resolution. 6.C.a Packet Pg. 60 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - ( 1 0 8 9 : D e l i n q u e n t S e w e r A c c o u n t s ) RESOLUTION NO. 2012-____________ Page 2 PASSED, APPROVED AND ADOPTED this 26th day of July, 2012 ATTEST: ________________________________________________________ City Clerk of the City of Grand Terrace Mayor of the City of Grand Terrace I, TRACEY MARTINEZ, City Clerk of the City of Grand Terrace, do hereby certify that Resolution No. 2012- was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace on the 26th day of July, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________ City Clerk Approved as to form: ___________________ City Attorney 6.C.a Packet Pg. 61 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - ( 1 0 8 9 : D e l i n q u e n t S e w e r A c c o u n t s ) Exhibit “A” Delinquent Sewer Users at 6/11/2012: ServAddress Amount APN 22690 Eton Drive $101.49 0276 292 14 0000 22673-C Palm Avenue $53.36 1178 022 64 0000 12270 Michigan Street $298.45 1167 161 23 0000 22813 Barton Road $59.00 0276 202 16 0000 22610 Van Buren Street $44.26 1178 101 07 0000 22605 La Paix Street $42.49 1178 031 61 0000 22626 Cardinal Street $44.26 1178 101 64 0000 22352 Blue Lupine Circle $85.54 1167 322 26 0000 TOTAL $728.85 6.C.b Packet Pg. 62 At t a c h m e n t : E x h i b i t _ A _ - D e l i n q u e n t S e w e r U s e r s a t 6 - 1 1 - 2 0 1 2 ( 1 0 8 9 : D e l i n q u e n t S e w e r A c c o u n t s ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:2012-2013 Annual Levy of Assessment for the Landscape & Lighting Assessment District 89-1 PRESENTED BY:Richard Shields, Director of Building & Safety/Public Works RECOMMENDATION:1. Conduct the Public Hearing. 2. Adopt the attached Resolutions for the Annual Assessment Levy. BACKGROUND: At the regular meeting of June 12, 2012, the City Council adopted a Resolution ordering the preparation of plans, specifications, cost estimates, diagrams, engineer’s report and acceptance thereof for the Landscape and Lighting District No. 89-1. DISCUSSION: This agenda item is for the purpose of conducting the Public Hearing and adoption of the Resolution for the assessment levy Staff has reviewed the expenditures for the last fiscal year 2011-2012, based on our best estimate, the cost of operation and maintenance should approximately equal the assessments levied and collected. It is our estimate that these costs and assessments should remain for the coming fiscal year (2012-2013). FISCAL IMPACT: There is no net change from the previous year’s assessment levy. ATTACHMENTS: ·Order of Procedure ·Resolution 2012-_ ·Instruction Sheet -Public hearing ·Engineer's report APPROVALS: Richard Shields Completed 06/12/2012 8:07 AM Finance Completed 06/13/2012 9:21 AM City Attorney Completed 06/20/2012 12:10 PM City Manager Completed 06/20/2012 12:25 PM City Council Pending 6.D Packet Pg. 63 ORDER OF PROCEDURE CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 PUBLIC HEARING DATE: STAFF: CITY COUNCIL: June 26, 2012 Present ENGINEER’S REPORT, general discussion of LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 See attached INSTRUCTION SHEET – PUBLIC HEARING Adopt RESOLUTION CONFIRMING ASSESSMENT 6.D.a Packet Pg. 64 At t a c h m e n t : O r d e r o f P r o c e d u r e ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) RESOLUTION NO. 2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE CONFIRMING A DIAGRAM AND ASSESSMENT AND PROVIDING FOR ANNUAL ASSESSMENT LEVY FOR A LANDSCAPING AND STREET LIGHTING DISTRICT. WHEREAS, the CITY COUNCIL of the CITY OF GRAND TERRACE, CALIFORNIA,has initiated proceedings for the annual levy of the assessments for a landscaping and street lighting district pursuant to the terms and provisions of the "Landscaping and Street Lighting Act of 1972," being Part 2 of Division 15 of the Streets and Highways Code of the State of California, in what is known and designated as CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 WHEREAS,the City Council has ordered the preparation of a report and the City Engineer has prepared and filed with this City Council a report pursuant to law for its consideration and subsequently thereto this City Council did adopt its Resolution of Intention to levy and collect assessments for the next ensuing fiscal year relating to the above-referenced District, and further did proceed to give notice of the time and place for Public Hearing on all matters relating thereto; and, WHEREAS,at this time, this City Council has heard all testimony and evidence and is desirous of proceeding with the annual levy of assessments. NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA as follows: SECTION 1.That the above-recitals are all true and correct. SECTION 2.That upon the conclusion of the Public Hearing, protests filed and not withdrawn, did not represent property owners being obligated for more than fifty percent (50%)of the total assessments within the District. SECTION 3.That this City Council hereby confirms the diagram and assessments as submitted and orders the annual levy of the assessment for the fiscal 6.D.b Packet Pg. 65 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - _ ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) year and in the amounts as set forth in the Engineer’s Report and as referred to in the Resolution of Intention as previously adopted relating to said annual assessment levy. SECTION 4.That the diagram and assessments as set forth and contained in said Report are hereby confirmed and adopted by this City Council. SECTION 5.That the adoption of this Resolution constitutes the levy of the assessment unchanged from the previous fiscal year for the current fiscal year. SECTION 6.That the estimates of costs, the assessment diagram, the assessment and all other matters, as set forth in Engineer’s “Report”, pursuant to said “Landscaping and Street Lighting Act of 1972”, as submitted, are hereby approved, adopted by this City Council and hereby confirmed. SECTION 7.That the Maintenance works of improvements contemplated by the Resolution of Intention shall be performed pursuant to law and the County Auditor shall enter on the County Assessment Roll the amount of the Assessment and said assessment shall then be collected at the same time and in the same manner as the County Taxes are collected. After collection by said County, the net amount of the assessment shall be paid to the City Treasurer of said City. SECTION 8.That the City Treasurer has previously established a special fund known as the SPECIAL FUND CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 Into which the City Treasurer shall place all monies place all monies collected by the Tax Collector pursuant to the provision of this Resolution and law and including any surplus amounts in those funds established for the existing Districts and said monies have been made available to said City Treasurer. SECTION 9.That the City Clerk is hereby ordered and directed to file a certified copy of the diagram and assessment roll with the County Auditor, together with a certified copy of this Resolution upon its adoption. SECTION 10.That the certified copy of the assessment and diagram shall be filled in the office of the City Engineer, with a duplicate copy on file in the Office of the City Clerk and open for public inspection. 6.D.b Packet Pg. 66 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - _ ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) PASSED, APPROVED AND ADOPTED this 26th of June, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _____________________________ Mayor of the City of Grand Terrace ATTEST: _________________________________ City Clerk for the City of Grand Terrace STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I, Tracey Martinez, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No.________ was duly passed, approved and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, all at the regular meeting of said City Council held on the 26th day of June, 2012, and that the same was passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: EXECUTED this 26th day of June, 2012, at Grand Terrace, California. _________________________________ City Clerk for the City of Grand Terrace [SEAL] 6.D.b Packet Pg. 67 At t a c h m e n t : R e s o l u t i o n 2 0 1 2 - _ ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) INSTRUCTION SHEET –PUBLIC HEARING CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 PUBLIC HEARING MAJORITY PROTEST: Any interested person may file a written protest with the City Clerk, stating the grounds for their objection. Said protest shall contain a description of the property sufficient to identified said property. All interested persons shall be afforded the opportunity to be heard at the Public Hearing. If a written protests submitted, and not withdrawn, constitutes in excess of fifty (50%) percent of the total value of the assessment, the proceedings must be abandoned. ASSESSMENT ROLL If there are to be no changes or modifications in the individual assessment amounts, then the assessment roll as previously prepared should be confirmed. A copy of the confirmed assessments should be filed in the Office of the City Engineer, with a duplicate copy on file in the office of the City Clerk and open for public inspection. RESOLUTION CONFIRMING ASSESSMENT The adoption of this Resolution constitutes the levy of the special assessment for the fiscal year so referred to in the assessment. COUNTY AUDITOR Immediately after the adoption of the Resolution Confirming the Diagram and the Assessment, and no later than the August 10, 2012,the Clerk shall file a copy of the assessment diagram and the assessment, or a certified copy thereof, with the County Auditor. I would recommend that together with a copy of the diagram and assessment, a certified copy of the Resolution Confirming the Assessment be forwarded also. FISCAL YEAR The Assessment, as levied for these proceedings, will relate to the fiscal year commencing July 1, 2012, and ending June 30, 2013. Note that an annual updating of the proceedings will be required for each subsequent fiscal year to accomplish the levy for the ensuing fiscal year. 6.D.c Packet Pg. 68 At t a c h m e n t : I n s t r u c t i o n S h e e t - P u b l i c h e a r i n g ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) FUTURE PROCEEDINGS Be advised that it is necessary, each year, to update the Engineer’s “report” and approve said “Report” for the ensuing fiscal year. We should all probably mark our calendars for some time after the first of the year to begin the process. CHANGES AND MODIFICAITONS AT HEARING During the course of the Public Hearing, or upon the conclusion of said hearing, the legislative body may order changes in the improvements, the boundaries of the District, or any zones thereof. The legislative body may, without further notice, order the exclusion of territory from the district, but no property shall be added to said District except upon the following terms and conditions: a.Upon written request by a property owner for the inclusion of his property; b.Upon the legislative body declaring its intention to add additional property and directing that mailed notice be given to the property owners within the proposed annexed. I would recommend that if any changes are to be considered, the matter be continued so that the proper documentation can be drafted. 6.D.c Packet Pg. 69 At t a c h m e n t : I n s t r u c t i o n S h e e t - P u b l i c h e a r i n g ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 70 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 71 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 72 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 73 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 74 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 75 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 76 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 77 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 78 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 79 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 80 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 81 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 82 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 83 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 84 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 85 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 86 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 87 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 88 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 89 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 90 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) 6.D.d Packet Pg. 91 At t a c h m e n t : E n g i n e e r ' s r e p o r t ( 1 0 7 9 : 2 0 1 2 - 2 0 1 3 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 ) AGENDA REPORT MEETING DATE:June 26, 2012 Council & Successor Agency Item TITLE:Reconsider Contract for Audit Services PRESENTED BY:Bernie Simon, Finance Director RECOMMENDATION:Reconsider Contract Alternatives for Audit Services BACKGROUND: On June 12, 2012, Staff presented the Ad Hoc Committee recommendation to contract with the accounting firm of Vavrinek Trine Day and Company for audit services. The City Council decided to not approve the contract and see if the current auditor (Rogers Anderson Malody Scott) would continue the audit service for another year and then request bid proposals again in another year. The current auditor was scored the second highest applicant by the Ad Hoc Committee. In addition to the staff direction, the Mayor has requested that all alternatives be reconsidered. DISCUSSION: Staff was unsure that the current firm would be interested in performing the audit for another year and what the price would be because the RFP was solicited as a five year contract with two one year options. Rogers Anderson Malody Scott has confirmed that they would be willing to perform the audit for another year and at the price submitted in the price proposal for year one. Therefore, the alternatives are: 1)Contract with Rogers Anderson Malody Scott for one year and solicit for audit proposals next year 2)Reconsider Ad Hoc Committee recommendation to award contract for audit services for five years with two one year extensions 3)Contract with Rogers Anderson Malody Scott for audit services for five years with two one year extensions A copy of the June 12th Staff report and related documents are attached for your reference. A copy of the Rogers Anderson Malody Scott RFP response is also now attached. FISCAL IMPACT: 7.A Packet Pg. 92 Selection of Rogers Anderson Malody Scott will cost an average of $25,848 per year assuming all services are needed of which an average of $19,940 would be charged to the General Fund. If the housing authority audit and single audit are not needed then the average cost would be $22,688 of which an average of $17,920 would be charged to the General Fund. Selection of Vavrinek Trine Day and Company will cost an average of $49,230 per year assuming all services are needed of which an average of $29,782 would be charged to the General Fund. If the housing authority audit and single audit are not needed then the average cost would be $39,872 of which an average of $26,107 would be charged to the General Fund. ATTACHMENTS: ·2012-06-12 Audit Services Staff Report ·Analysis of Price Final Two ·VTD Proposal -Technical ·VTD Proposal -Price ·RAMS Proposal -Technical ·RAMS Proposal -Price APPROVALS: Bernie Simon Completed 06/19/2012 4:18 PM Finance Completed 06/19/2012 4:18 PM City Attorney Completed 06/20/2012 9:08 AM City Manager Completed 06/20/2012 12:21 PM City Council Pending 7.A Packet Pg. 93 AGENDA REPORT MEETING DATE:June 12, 2012 Council & Successor Agency Item TITLE:Approve Contract for Audit Services PRESENTED BY:Bernie Simon, Finance Director RECOMMENDATION:Award Vavrinek Trine Day & Company a five year contract to provide auditing and accounting services. BACKGROUND: Rogers Anderson Malody & Scott, LLP has served as the City’s auditing firm since FY 2003-2004. The City decided to seek auditing proposals to ensure that the City was getting the best service level available and that the cost of such service level was reasonable. On May 8th the City Council appointed Mayor Pro Tem Garcia, Council Member McNaboe to an Ad Hoc Audit RFP review committee joining the City Manager and Finance Director to analyzed and interviewed (4) proposals for auditing services received. The committee evaluated RFP responses for a recommendation to the City Council. Proposals Received Eadie & Payne Rogers Anderson Malody Scott Vavrinek Trine Day White Nelson Diehl Evans DISCUSSION: The scope of services requested included: City Audit Successor Agency Audit (CRA) , as needed State Controllers Report-City -Gov code 53891 Street Report -Streets & Hwy code 2151-5 Agreed Upon Procedures -Sewer (new) Agreed Upon Procedures -Trash. Sewer (new) Attestation of Tax Allocation to CRA Housing Authority Audit, if needed (new) Single Audit (Federal Grants $500k+), if needed Firms were evaluated primarily on their technical proposal and secondarily on their price proposal. Key elements of the technical proposal consisted of: 7.A.a Packet Pg. 94 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 A u d i t S e r v i c e s S t a f f R e p o r t ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 1)Minimum general requirements, such as independence and licensing 2)Firm qualifications and experience 3)Qualifications and experience of personnel to be assigned 4)Similar government engagements 5)Audit approach Key elements of the price proposal consisted of: 1)Total price 2)Price compared to estimated hours anticipated 3)Price compared to mix of professional staff proposed For the last five years (FY 2006-07 to FY 2010-11 -audits), the overall cost was $92,940, however, that excludes some of the current services being requested. Price is a factor of the hourly rates of the proposed mix of personnel to be assigned multiplied by the estimated hours estimated to complete the requested tasks. The proposal prices varied greatly due to the differences in hourly rates of personnel as well various estimation of job hours required. The Ad Hoc committee evaluated and scored the technical and price proposals submitted and interviewed all firms over the last two weeks of May. All firms met the minimum qualifications. Applicants were evaluated primarily on their technical knowledge and experience. The Ad Hoc committee identified the top two firms as Vavrinek Trine Day & Company and Rogers Anderson Malody Scott and recommends the accounting firm of Vavrinek Trine Day & Company for a five year contract to provide auditing and accounting services. Ranking Firm Price not to exceed (over 5 years) Price excl. Hsg Aud & Single Audit 1 Vavrinek Trine Day $246,144 $199,360 2 Rogers Anderson Malody Scott $129,240 $113,440 The auditor will be required to sign a standard professional services contract for a term of five years, with two one year options. The standard city professional services contract can be terminated with a thirty day notice. FISCAL IMPACT: Selection of Vavrinek Trine Day and Company will cost an average of $49,230 per year assuming all services are needed of which an average of $29,782 would be charged to the General Fund. If the housing authority audit and single audit are not needed then the average cost would be $39,872 of which an average of $26,107 would be charged to the General Fund. 7.A.a Packet Pg. 95 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 A u d i t S e r v i c e s S t a f f R e p o r t ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) ATTACHMENTS: ·VTD Proposal -Technical ·VTD Proposal -Price ·Analysis of Price Final Two ·Consultant Services Agreement Audit Services -Draft APPROVALS: Bernie Simon Completed 06/04/2012 7:17 PM Finance Completed 06/04/2012 7:19 PM City Attorney Completed 06/05/2012 2:48 PM City Manager Completed 06/05/2012 10:38 PM City Council 7.A.a Packet Pg. 96 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 A u d i t S e r v i c e s S t a f f R e p o r t ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) TOTAL General Fund (10) Gas Tax Fund (16) Sewer Fund (21) Successor Agency Debt SV (33) Housing Authority Fund (xx) Vavrinek Trine Day City Audit $109,251 $109,251 $0 $0 $0 $0 Successor Agency Audit -CRA $28,406 $0 $0 $0 $28,406 $0 State Controllers Report - City $12,983 $12,983 $0 $0 $0 $0 Street Report $11,097 $0 $11,097 $0 $0 $0 Agreed upon Procedures- Sewer $16,597 $0 $0 $16,597 $0 $0 Agreed upon Procedures- Trash/Sewer $16,597 $8,299 $0 $8,298 $0 $0 Attestation of Tax Allocation to CRA $4,429 $0 $0 $0 $4,429 $0 Audit Reports and Tasks $199,360 $130,533 $11,097 $24,895 $32,835 $0 Average cost per year $39,872 $26,107 $2,219 $4,979 $6,567 $0 Housing Authority Audit $28,406 $0 $0 $0 $0 $28,406 Single Audit $18,378 $18,378 $0 $0 $0 $0 Possible Reports and Tasks $46,784 $18,378 $0 $0 $0 $28,406 Average cost per year $9,357 $3,676 $0 $0 $0 $5,681 Vavrinek Trine Day Total $246,144 $148,911 $11,097 $24,895 $32,835 $28,406 Average cost per year $49,229 $29,782 $2,219 $4,979 $6,567 $5,681 TOTAL General Fund (10) Gas Tax Fund (16) Sewer Fund (21) Successor Agency Debt SV (33) Housing Authority Fund (xx) Rogers Anderson Malody Scott City Audit $79,600 $79,600 $0 $0 $0 $0 Successor Agency Audit -CRA $12,200 $0 $0 $0 $12,200 $0 State Controllers Report - City $8,150 $8,150 $0 $0 $0 $0 Street Report $4,055 $0 $4,055 $0 $0 $0 Agreed upon Procedures- Sewer $3,700 $0 $0 $3,700 $0 $0 Agreed upon Procedures- Trash/Sewer $3,700 $1,850 $0 $1,850 $0 $0 Attestation of Tax Allocation to CRA $2,035 $0 $0 $0 $2,035 $0 Audit Reports and Tasks $113,440 $89,600 $4,055 $5,550 $14,235 $0 Average cost per year $22,688 $17,920 $811 $1,110 $2,847 $0 Housing Authority Audit $5,700 $0 $0 $0 $0 $5,700 Single Audit $10,100 $10,100 $0 $0 $0 $0 Possible Reports and Tasks $15,800 $10,100 $0 $0 $0 $5,700 Average cost per year $3,160 $2,020 $0 $0 $0 $1,140 Roges Anderson Malody Scott Tota $129,240 $99,700 $4,055 $5,550 $14,235 $5,700 Average cost per year $25,848 $19,940 $811 $1,110 $2,847 $1,140 City of Grand Terrace - Audit Proposal for Five Years All Years Total PRICE Final two Page 1 7.A.b Packet Pg. 97 At t a c h m e n t : A n a l y s i s o f P r i c e F i n a l T w o ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 98 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 99 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 100 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 101 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 102 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 103 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 104 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 105 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 106 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 107 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 108 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 109 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 110 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 111 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 112 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 113 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 114 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 115 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 116 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 117 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 118 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 119 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 120 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 121 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 122 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 123 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 124 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 125 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 126 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 127 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 128 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 129 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 130 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 131 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.c Packet Pg. 132 At t a c h m e n t : V T D P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 133 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 134 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 135 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 136 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 137 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 138 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 139 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 140 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.d Packet Pg. 141 At t a c h m e n t : V T D P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 142 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 143 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 144 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 145 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 146 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 147 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 148 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 149 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 150 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 151 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 152 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 153 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 154 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 155 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 156 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 157 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 158 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 159 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 160 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 161 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 162 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 163 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 164 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 165 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 166 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.e Packet Pg. 167 At t a c h m e n t : R A M S P r o p o s a l - T e c h n i c a l ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 168 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 169 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 170 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 171 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 172 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 173 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 174 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 175 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) 7.A.f Packet Pg. 176 At t a c h m e n t : R A M S P r o p o s a l - P r i c e ( 1 0 9 4 : R e c o n s i d e r C o n t r a c t f o r A u d i t S e r v i c e s ) AGENDA REPORT MEETING DATE:June 26, 2012 Council & Successor Agency Item TITLE:1) Adopt FY 2012-13 Budget Resolution and 2) Adopt Resolution Setting New Child Care Center Fees PRESENTED BY:Bernie Simon, Finance Director RECOMMENDATION:Adopt FY 2012-13 Budget Resolution and Adopt Resolution to Set New Child Care Program Fees BACKGROUND: Council reviewed the preliminary budget on May 22nd and June 12th of 2012. In addition, a report regarding new Child Care program fees was presented and recommended on June 12th. The budget includes additional revenue to be generated by the proposed Child Care fee resolution. Staff is now presenting the budget resolution and Child Care fee resolution for final approval and adoption. DISCUSSION: There are no changes to the General Fund Budget since the June 12th meeting. Some of the CRA expenditures are updated to include the latest authorization to use fund balance in the Recognized Obligation Payment Schedule for July 1 to December 31, 2012 (ROPS-2). Fund Balance schedules have also been updated to include the new descriptions of fund balance as incorporated under new government accounting standard GASB 54 that must now be followed. Undesignated and unreserved fund balance must now be called "unassigned fund balance. Designated and reserved fund balance must now be called restricted or committed. Staff has also updated the new restricted and committed fund balances list. Attached to this Staff report you will find a budget message memorandum detailing the proposed budget in summary and by fund along with updated Fund Balance and updated line item schedules for revenues and expenditures. FISCAL IMPACT: Adoption of FY 2012-13 Budget will result in a total appropriation of estimated revenue and fund balance for $14,777,898 consisting of 1) $3,399,792 of General Fund Expenditures; 2) $4,001,752 of Other City funds including Special Revenue and Enterprise Funds; 3) Capital Project Funds expenditures of $2,552,040; and 4) Successor Agency Fund expenditures of $4,824,314. Adoption of new Child Care fees will generate approximately $64,388 additional revenue which should result in Child Care revenues approximating expenditures. The anticipated additional revenue has been added to the FY 2012-13 Budget. ATTACHMENTS: 7.B Packet Pg. 177 ·2012-13 Prelim Budget Message 6-26-12 ·FY 2012-13 Budget FB-REV-EXP Sched for 6-26-12 ·06-26-12City Budget Resolution FY 2012-13 ·Resolution for Child Care Service Fees for FY 2012-13 ·2012-06-12 Budget Staff Report ·2012-05-22 Budget Staff Report APPROVALS: Bernie Simon Completed 06/23/2012 3:27 PM Finance Completed 06/23/2012 3:27 PM City Attorney Completed 06/23/2012 3:33 PM City Manager Completed 06/23/2012 8:07 PM City Council Pending 7.B Packet Pg. 178 BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 1 Date:June 26, 2012 To:Honorable Mayor, Mayor Pro Tem and City Council Members, City Manager From: Bernie Simon, Finance Director RE: FY 2012-13 PRELIMINARY BUDGET Introduction Staff is presenting herein, the fiscal year 2012-13 Preliminary Budget for your review and consideration. The City of Grand Terrace is a general law, contract city in San Bernardino County that provides general government services and law enforcement to a population of 12,1571. Fire services are provided by a separate county special district that encompasses other areas including the City of Grand Terrace. Fire services are paid for directly from the 1.0% general tax levy. The City also has a redevelopment agency (CRA) that is now under the “wind down” process towards dissolution. The City is still continuing to suffer the effects of a slow economic recovery after a three to four year recession. In many respects, the recession may not be over locally because the local San Bernardino-Riverside economy is reliant on construction to fuel the economy. Economist John E. Husing predicts a modest growth for 2012-2013 compared to a prediction of weak growth in last year’s economic outlook. The local construction sector is the fourth key driver of the Inland Empire economic base and that remains depressed2 .In addition, high unemployment, fuel prices may slow down economic recovery. Unfortunately, 2012-13 is again going to be an even more challenging year for the City of Grand Terrace than 2012-13. The recession for California and especially the Inland Empire was worse than most of the nation and the region are still experiencing a slow recovery. The City of Grand Terrace relies primarily on general revenues such as property tax, sales tax and franchise fees to pay for services. These major revenue sources are subject to the declines that follow that of the general economy. At the same time the City is subject is experiencing increases to costs such as the law enforcement contract with San Bernardino County and mandated federal and state program costs such as NPDES3. Potentially, 2009 year may have been the low point in the local economy and some revenue categories are now slowly increasing. However, it may take some time for revenues to recover to the level of pre-2008. 7.B.a Packet Pg. 179 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 2 Because the City and former CRA staff are relatively small, many staff positions do work for both the city and the agency. In December 2011, the State Supreme Court upheld ABx1-26 which dissolved all redevelopment agencies (RDA) in California. As of February 1, 2012, all RDA’s are dissolved and must be now be in the “wind down” mode to finish projects, and sell off assets. The City has elected to become the successor agency to the Community Redevelopment Agency of Grand Terrace and must now navigate a very confusing and time consuming set of rules to obtain approval to fund CRA obligations and receive funding for CRA obligations. The City is allowed a maximum annual allowance of $250,000 from RDA property taxes to perform its duties. This is significantly less than the roughly $750,000 the CRA was using to pay for staff and administrative costs of the agency. In previous years approximately twelve employees were partially funded out of the CRA. Now only seven employees are funded by the agency and the needed administrative costs are still close to $550,000 with professional costs including legal services. Staff anticipates that we will be able to use other sources of available CRA funds such as interest, rents and CRA unassigned fund balance to fund the needed administrative costs exceeding the allowance. Projected revenues for FY 2012-13 are approximately $15,363 less than the amount received in FY 2011-12, net of non-recurring revenue. General Fund expenditures proposed in FY 2012-13 are approximately $6,886 less than the budgeted expenditures in FY 2011-12. Budget item reductions over the last three years, included reductions in law enforcement as well as staff reductions, benefit reductions, reallocation of salary costs, salary freezes in 2009 and a 10% furlough in 2010. Some of the reductions in expenditures have been offset this year because the General Fund has had to absorb reallocations of staffing costs and overhead allocation due to the dissolution of the CRA. A roll-over budget for the preliminary FY 2012-13 Budget was assembled by staff. This included updated revenue figures and generally the same expenditure levels as the current fiscal year. Operating and maintenance expenditure levels were only updated as needed to maintain at least the same level of basic services being provided General Economic Condition The unadjusted unemployment rate in the U.S. is 8.4% in March 2012 while the unemployment rate in Inland Empire is 12.5% at March 20124. Prices for new single family homes increased in San Bernardino County by 15.2% between the 4th quarter of 2011 compared to the 4th quarter of 2012 while existing home prices for the same period declined by 0.5%5. Interest rates on new mortgages have remained at 3.63% for a 30 year single family mortgage State Budget Impact The state budget has a direct effect on the City of Grand Terrace and the Community Redevelopment Agency. The State continues to deal with their ongoing budget deficit. As of the Governor Brown’s May Revision6, it is reported that the state budget deficit may be as high as $15 billion. As of the preparation date of this report, no state budget has 7.B.a Packet Pg. 180 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 3 been adopted and signed by the Governor and no effect on the City and former CRA can be determined at this time. FY 2012-13 Budget Changes On May 22,2012, the City Council conducted a workshop review of the Preliminary City Budget for the fiscal year beginning July 1, 2012 through June 30, 2013. Council directed staff to 1) separate Child Care Center operations to a separate fund and strive for the operations to be self sustaining, 2) Add $25,000 for professional services for a utility user tax revenue analysis and resident survey. On June 12, 2012, Council considered the FY 2012-13 again for any changes. Staff incorporated changes as outlined on the City Managers staff report of June 12, 2012. For June 26, 2012, Staff made corrections as a result of ROPS changes and reclassified fund balances to comply with the new GASB 54 standard now in effect. Fund Balance Reserves Available fund balance reserves are now called unassigned fund balance to follow last years’ implementation of GASB 54 in the financial statements. Designated or Reserved fund balance will now be called restricted, committed or assigned fund balance depending on the circumstances. Unassigned fund balance represents the net resources that each fund has available to pay for ongoing costs to run the City and the City as Successor Agency to the CRA, debt service and to fund capital projects. Fund balance is considered “non-spendable if it is a reserve in land or long-term debt because they would have to be sold or realized to pay for current expenditures.Non-Unassigned fund balance is shown in Table 3. Available beginning fund balance reserves are generally based on the revised budget and known additions or deletions on how the final fiscal year 2011-12 revenues are anticipated to be received or accrued. The beginning fund balance reserves are projected because the final numbers for FY 2011-12 will not be known until approximately the end of August. Some estimated revenues were revised upward at the midyear budget review along with some fees received. FY 2012-13 Budget Fund Recap by Type of Unassigned Funds Table 1 Beginning Unassigned Fund Balance Revenues Expenditures Ending Unassigned Fund Balance General Fund 656,264 3,554,486 (3,399,792)810,958 Other City Funds 3,358,784 3,376,039 (4,001,752)2,733,071 Capital Prj Funds 0 2,552,040 (2,552,040)0 S/A-CRA Funds 2,833,628 4,461,945 -4,824,314 2,471,259 Unassigned Grand Total 6,848,676 13,944,510 -14,777,898 6,015,288 7.B.a Packet Pg. 181 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 4 FY 2012-13 Fund Summary –Unassigned Funds Table 2 Fund Beginning Unassigned Fund Balance Revenues Expenditures Ending Unassigned Fund Balance #Description 10 General 656,264 3,554,486 -3,399,792 810,958 09 Child Care 0 1,046,306 -1,051,597 -5,291 11 Street 993,540 7,000 -366,284 634,256 12 Storm Drain 67,252 350 0 67,602 13 Park 225,676 7,100 -17,385 215,391 14 SLESF (COPS)0 100,000 -100,000 0 15 Air Quality Improvement 68,460 14,250 0 82,710 16 Gas Tax 78,669 425,265 -383,280 120,654 17 Traffic Safety -9,826 71,500 -53,640 8,034 19 Facilities 208,304 200 0 208,504 20 Measure I 108,364 150,500 -255,605 3,259 21 Waste Water Disposal (WWD)1,612,273 1,495,300 -1,711,893 1,395,680 22 Com Dev Block Grant (CDBG)0 43,933 -43,933 0 26 Landscape & Light Asses Dist 6,072 14,335 -18,135 2,272 Other City Funds Subtotal 3,358,784 3,376,039 -4,001,752 2,733,071 44 Bike Lane 0 0 0 0 46 Street Improvement 0 538,500 -538,500 0 47 Barton Bridge 0 0 0 0 48 Park Grant 0 1,358,540 -1,358,540 0 50 Bond Proceeds Projects 0 655,000 -655,000 0 Capital Funds Subtotal 0 2,552,040 -2,552,040 0 4 City Funds Total 4,015,048 9,482,565 -9,953,584 3,544,029 31 Obligation Retirement 0 4,461,945 0 4,461,945 32 Capital Projects -459,112 0 -1,147,627 -1,606,739 33 Debt Service 1,751,779 0 -3,435,187 -1,683,408 34 Low Mod Income Housing 574,961 0 0 574,961 37 CRA Project 966,000 0 -241,500 724,500 Successor Agency Funds Total 2,833,628 4,461,945 -4,824,314 2,471,259 All Unassigned Funds Grand Total 6,848,676 13,944,510 -14,777,898 6,015,288 7.B.a Packet Pg. 182 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 5 Fund Balance Reserves other than Unassigned City Projected FY 2012-13 Fund Balance -TABLE 3- Restricted, Committed or Assigned Beginning Revenue FY 2012-13 Expenditure FY 2012-13 Ending assigned RESTRICTED (21) Sewer Capital Fund 491,059 0 0 491,059 Successor Agency to CRA Projected FY 2012-13 Fund Balance -TABLE 3- Restricted, Committed or Assigned Beginning Revenue FY 2012-13 Expenditure FY 2012-13 Ending assigned RESTRICTED (32)-S/A Capital Proj –Bonds Proceeds Restricted for Tax Exempt Projects 12,601,872 0 (655,000)11,946,872 (32) S/A Capital Proj – Bonds –Taxable 3,622,783 0 3,622,783 COMMITTED (33) S/A Debt Service Fund SERAF Loan 448,636 0 0 448,636 (33) S/A Debt Service Fund ROPS Underfunding 4,004,764 0 0 4,004,764 TOTAL FUND BALANCE Restricted, Committed or Assigned 20,678,055 0 (655,000)20,023,055 Table 1 and 2 above shows the estimated revenues and proposed expenditures for the new FY 2012-13 budget. Once the FY 2012-13 budget is adopted, the ending available fund balance reserve in the last column above will be referred to as the available fund balance at all times during the fiscal year unless the budget is amended. 7.B.a Packet Pg. 183 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 6 Law Enforcement The City contracts with the San Bernardino County Sheriff’s Department for law enforcement services. The contract is for 6.87 fully supported Deputy positions along with 0.25 Lieutenant, 1.06 –Sergeant and other support and administrative positions -7. Decreases in the Sheriff’s contract over the last two years included elimination of the Traffic Officer, reduction in Detective hours to 20 per week and removal of the Sheriff’s Service Specialist. Based on the current level of service, the cost of the contract for basic services is $1,759,395. The General Fund law enforcement costs include other costs in addition to the basic contract and $100,000 of contract costs will be borne by the$100,000 COPS/SLESF grant which is projected to remain in place for FY 2012-13. In addition, the City is estimating that no booking fees will be charged by the County for FY 2012-13. State COPS/SLESF funding has been generally available since 1996. Although the funding sources changed somewhat over the years, the program was generally the same. The City received approximately $30,000 per year from 1997 to 2000 and $100,000 each year since 20018. Booking fee history goes back to the California Budget Act of 19909. Booking fees enabled counties to recover costs associated with booking persons into county detention facilities. The state reimbursed or subsidized cities for booking fees during surplus years. The city has not paid booking fees since FY 2006-0710. Staff assumes that the .015 VLF subvention continuations will continue for FY 2012-13. If it does not occur, then it is possible that the City could also pay for their portion of booking fees. Total General Fund law enforcement expenditures total $1,758,595. This amount represents 51.7% of the General Fund Budget expenditures. Proposed law enforcement budget for FY 2012-13 General Fund contract costs $1,759,395 Schedule A Other Law Enforcement Costs 99,200 Total Law Enforcement Cost $ 1,858,595 Gen Fund and COPS Grant Less: State COPS Grant $ 100,000 Total General Fund Law Enforcement $ 1,758,595 Other Law Enforcement Costs: Booking Fees 0 Estimated Cal ID Contract 13,500 (non-Sched A) Est. Overtime 26,700 (non-Sched A) Fuel and Maintenance 58,000 (non-Sched A) Other 1,000 (non-Sched A) Total Other General Fund Law Enforcement Expenditures $99,200 7.B.a Packet Pg. 184 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 7 GENERAL FUND –(10) Proposed Budget FY 2012-13 The General Fund provides the available resources necessary to fund the day-to-day activities for the City of Grand Terrace and is the single most important operational fund. The General Fund pays for all administrative salaries, police services, animal control and other operating expenses for which there is are no legally restricted revenues available. Staff anticipates that the General Fund will end FY 2011-12 with a surplus after budget reductions and recognition of increased revenue for the budget year. A carryover budget based on the FY 2011-12 service levels into FY 2012-13 is projected to result in a surplus of $154,694 that will increase the unassigned General Fund Balance to $810,958 Projected Fund Balance Unassigned Projected Beginning Fund Balance $656,264 Estimated Revenue 3,554,486 Less: Proposed Expenditures (3,399,792) Revenue over (under) expenditures 154,694 Projected Ending Fund Balance 810,958 Less: Designated, Assigned/Comm 0 Ending Unassigned Fund Balance $810,958 General Fund Revenue General Fund Revenue by Category (by type) Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 Estimated % Change Property Taxes 1,465,170 1,358,977 1,376,510 1,362,836 -0.99% Franchise Fees 444,172 474,667 434,230 475,000 9.39% Sales Tax/In lieu/MV 816,533 868,099 954,000 990,000 3.77% Licenses//Fees 255,583 397,854 319,079 269,270 -15.6% Building/Planning 85,822 154,284 102,850 69,150 -32.7% Child Care 0 0 0 0 0.00% Other 429,983 515,175 388,180 388,230 0.01% Non-recurring 300,000 951,235 360,897 0 -100.% Total 3,797,263 4,720,291 3,935,746 3,554,486 -9.69% Overall, revenues for FY 2012-13 are anticipated to decrease 9.69% to $3,554,746 compared to the 2011-12 Revised Budget. However, when one-time or non-recurring revenue is removed from FY 2011-12, there is less than a 1% decrease. Property taxes due to the city are expected to decrease by 1.0% primarily due to the decrease in the statutory pass through by the CRA. Franchise Fees are expected to increase over the current year. 7.B.a Packet Pg. 185 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 8 Sales tax and sales tax in lieu is estimated to increase approximately 3.7% over FY2011- 12 budget based on reports from HdL. Licenses and Fees include business license, dog license, NPDES, park use fees and rental inspection fees. Licenses and fees is estimated to drop by 15.6% overall with the primarily decrease resulting from a second year of fewer anticipated rental inspection fees. Building and planning fees are anticipated to decrease 32.7% compared to the FY 2011-12 revised budget due to decrease in activity. Other revenues of $388,230 include fines, investment earnings, grants and $300,000 from the residual receipts security agreement with the former CRA regarding the senior center development11. Staff is including Residual receipts because it was approved in Recognized Obligation Payment Schedule for July 1 to December 31, 2012 (ROPS-2). General Fund Expenditures General Fund expenditures represent the largest and most important source of discretionary expenditures. The majority of costs for general government, community services, building and planning, law enforcement, and other important functions are taken from the general fund. Generally, expenditures which cannot be funded by other legally restricted funds such as capital funds, special revenue funds, trust funds and redevelopment funds will be funded by the general fund. The proposed budget continues a salary freeze instituted in May 2009 and a 10% salary furlough started in May of 2010. Salaries and benefits shown in the FY 2012-13 Budget figures are net of the 10% furlough for City Hall employees. Child Care employees did not participate in the furlough but did take a 10% decrease in their cafeteria benefits. The furlough reduced salaries by about $135,000 along with benefits and employer costs by approximately $64,000 over all funds with 62% of the reduction in the General Fund. Proposed General Fund Expenditures for FY 2012-13 total $3,399,792 of which the breakdown by category is as follows: General Fund Expenditures by Category Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 1,530,616 1,295,763 1,114,331 1,178,074 5.72% Law Enforcement 1,687,076 2,002,574 1,797,766 1,758,595 -2.18% Maintenance & Operations 996,058 902,497 1,067,022 1,008,694 -5.47% Capital/Grants/Other 276,831 113,242 94,149 22,500 -76.1% Transfer-Out 181,987 38,836 61,160 91,520 49.64% Cost Allocation (806,607)(625,365)(727,750)(659,591)-9.37% Total 3,865,961 3,727,547 3,406,678 3,399,792 -0.20% *includes salary, prior to cost allocation 7.B.a Packet Pg. 186 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 9 General Fund Expenditures by Department Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change City Council 55,901 49,978 53,880 54,591 1.32% City Manager 272,398 223,198 272,035 239,870 -11.8% City Clerk 192,677 190,400 118,062 105,725 -10.4% Finance 323,253 252,643 272,511 281,023 3.12% City Attorney 85,219 63,739 60,000 60,000 0.00% Building & Safety 115,054 128,883 122,010 133,825 9.68% Public Works 105,570 183,465 215,878 190,520 -11.7% Comm Events/Code 401,845 74,199 0 0 0% Rental/Code Enfor.54,845 61,945 0 73,910 0% Enforcement Progr 94,941 135,930 139,126 140,014 0.64% Non-Departmental 683,919 405,056 325,290 329,740 1.37% Facilities Maint.0 72,602 182,849 108,500 -40.6% Comm Econ Dev 275,049 188,517 197,971 248,215 25.38% Information Systems 98,558 64,020 79,175 97,490 23.13% Law Enforcement 1,690,035 2,002,574 1,797,766 1,758,595 -2.18% Child Care ****0% Park Maintenance 139,454 117,035 157,292 155,405 -1.20% NPDES 7,641 82033 83,668 99,025 18.35% Storm Drain Maint 5,400 16,000 16,000 16,000 0.00% Planning Comm 2,350 2331 2,395 2,265 -5.43% Historical Cultural 327 1,137 1,200 1,200 0.00% Senior Citizens Prg 43,517 27,569 27,000 27,000 0.00% EOC/CERT 24,547 8,658 10,320 11,470 11.14% Cost Allocation*(806,607)(625,365)(727,750)(659,591)-9.37% Labor Alloc Bond/Grants -75,000 0% Total 3,865,961 3,727,547 3,406,678 3,399,792 -0.20% -Child Care moved from General Fund-10 to Child Care Fund 09 Proposed expenditures of $3,399,792 in the General Fund for budget year FY 2012-13 represents a decrease of $6,886 or 4.7% over FY 2011-12 Revised Budget. Major items of the decrease in General Fund expenditures are outlined below. 7.B.a Packet Pg. 187 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 10 Major changes in General Fund Expenditures FY 2011-12 Revised Budget FY 2012-13 Preliminary Budget Change General Fund Expenditures –(Only)3,406,678 3,399,792 -6,886 Items: Decrease in SBCSD Sch. A (39,171) Decrease in O/H Cost Allocation (68,159) Increase in Workers Comp 11,362 Decrease in Liability Ins deposit (19,910) Increase PERS Employer rate-(62%GF)6,000 Decrease in Grants (69,649) Decr. In Maintenance and Operations (58,328) Reallocation of S&B from CRA 180,000 Change HR position to Temp (55,000) Increase in Transfer Out 30,360 Other (60,709) Total differences and changes -6,886 CHILD CARE FUND –(09) Proposed Budget FY 2012-13 In accordance with Council direction, Fund 09 has been created to account for Child Care Center revenues and expenditures separately from that of the General Fund. Projected Fund Balance Reserve Projected Beginning Fund Balance $0 Estimated Revenue 1,046,306 Less: Proposed Expenditures (1,051,597) Revenue over (under) expenditures (5,291) Projected Ending Fund Balance (5,291) Less: Designated, Reserved 0 Ending Available Fund Balance (5,291) Child Care Fund Revenue Programs Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Tiny Tot 58,868 67,380 61,760 86,512 40.0% After School 223,682 236,329 252,990 289,296 14.3% Pre-School;677,322 621,710 687,300 670,498 -2.4% Grants 0 0 35,000 0 0% Other 0 0 0 0 0% Total 959,872 925,419 1,037,050 1,046,306 0.89% 7.B.a Packet Pg. 188 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 11 Child Care revenue is anticipated to increase 4.42% compared to the prior fiscal year due to increased fees proposed excluding grant funds received. Child Care Fund Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries & Benefits 800,010 783,337 786,090 786,600 0.06% Maintenance & Ops 66,284 61,108 75,540 64,130 5.10% Capital/Grants/Other 567 555 37000 2000 -94.5% Transfer-Out 0 0 0 0 0% Cost Allocation 235,319 149,686 213,253 198,867 -6.75% Total 1,102,180 994,686 1,111,883 1,051,597 -5.42% Expenditures by type are noted above. Child Care employees did not participate in the City furlough but did take a 10% decrease in their cafeteria benefits in 2009. STREET FUND –(11) Proposed Budget FY 2012-13 All new development is required to pay a development impact fee for arterial streets and for traffic signals. Funds should be expended in accordance with the latest adopted fiscal impact study and capital needs assessment. An arterial improvement fee was also implemented by ordinance for which new development must also contribute for arterial roadway capital improvements. A traffic signal improvement fee is collected for new development as required for conditions of development or which impact additional traffic. Projected Fund Balance Unassigned Projected Beginning Fund Balance $993,540 Estimated Revenue 7,000 Less: Proposed Expenditures (366,284) Revenue over (under) expenditures (327,755) Projected Ending Fund Balance 634,256 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 634,256 Staff estimates that only minimal fees for arterial improvement fees and traffic signal fees may be collected in FY 2012-13, if development occurs. AB2928 Traffic Congestion Relief Funds from G.C. §14524 were moved to Gas Tax Fund (16) prior to being discontinued. 7.B.a Packet Pg. 189 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 12 Street Fund Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Prop 40-TCF 0 0 0 0 0% Arterial Impv Fee 48,842 425,972 5,000 5,000 0% Traff Sig Imp Fee 5,152 37,568 0 0 0% Invest, Earnings 4,153 4,446 2,000 2,000 0% Other 0 0 0 0 0% Total 58,147 467,986 7,000 7,000 0% Street Fund Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Capital Items 0 0 0 0 0.00% Projects 0 0 0 0 0.00% Transfer-Out-6,883 0 290,600 317,000 9.08% TSF –Cost Alloc 943 13,746 17,011 49,284 189.72% Total 7,826 13,746 307,611 366,284 19.07% Expenditures must be made for improvements as noted in the supporting studies that supported the fee ordinance. Staff proposes to transfer $62,000 from Arterial Fees and to the Street Capital Improvement Fund-46 to fund required match for the Michigan Avenue widening and $150,000 from traffic signal fees and $105,000 from arterial fees for part of the Michigan/Main St. traffic signal cost project in Street Capital Improvement Fund-46. STORM DRAIN FUND –(12) Proposed Budget FY 2012-13 All new development is required to pay a Development Impact Fee for Storm Drain Capital Improvement. This fund accounts for all revenue collected for Storm Drain Capital Improvement Fees under Municipal Code. Funds should be expended in accordance with the latest adopted fiscal impact study and capital needs assessment outlined in the master plan. Projected Fund Balance Unassigned Projected Beginning Fund Balance $67,252 Estimated Revenue 350 Less: Proposed Expenditures (0) Revenue over (under) expenditures 350 Projected Ending Fund Balance 350 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 67,602 7.B.a Packet Pg. 190 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 13 Storm Drain Fund Revenue Actual FY 2009-10 Actual FY 2009-10 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Capital Impv Fee 361 249 350 350 0% Invest, Earnings 3,503 2,234 0 0 0% Other 0 0 0 0 0% Total 3,864 2,483 350 350 0% Storm Drain Fund Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Projects 10,580 0 0 0 0% Capital Items 0 0 0 0 0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 3,464 0 0 0 0% Total 14,044 0 0 0 0% Staff estimates that no fees may be collected for improvement fees in FY 2012-13, unless development occurs. The balance of the revenue will come from earnings on surplus cash. Expenditures must be made for improvements as noted in the supporting studies that supported the fee ordinance. Staff proposes no expenditures at this time. PARK FUND –(13) Proposed Budget FY 2012-13 All new development is required to pay a Development Impact Fee for Parks. This fund accounts for all revenue collected for Park Improvement Capital Improvement Fees under the Municipal Code. Funds should be expended in accordance with the latest adopted fiscal impact study and capital needs assessment. Projected Fund Balance Unassigned Projected Beginning Fund Balance $225,676 Estimated Revenue 7,100 Less: Proposed Expenditures (17,385) Revenue over (under) expenditures (10,285) Projected Ending Fund Balance 215,391 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 215,391 7.B.a Packet Pg. 191 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 14 Park Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Capital Impv Fee 506 881 1,100 1,100 0% Invest, Earnings 1,227 7,241 6,000 6,000 0% Other 0 0 0 0 0% Total 1,733 8,122 7,100 7,100 0% Park Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Maintenance & Operations 0 0 0 0 0% Capital Items 0 0 0 0 0% Projects 39,517 0 15,000 15,000 0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 7,697 0 2,716 2,385 0% Total 47,214 0 17,716 17,385 0% Staff estimates that $6,000 may be collected for improvement fees in FY 2012-13, if development occurs. The balance of the revenue will come from earnings on surplus cash. Expenditures must be made for improvements as noted in the supporting studies that supported the fee ordinance. Staff proposes to expend $15,000 for improvements and rehab of the Pico Park fields. This amount was appropriated in FY 2011-12, however the project will likely not be started before June 30th. AB3229 COPS FUND –(14) Proposed Budget FY 2012-13 State Legislature has granted monies for the purpose of providing funds to local governments for front line law enforcement services, GC 30061-30065. This was originally funded by the state as a pacifier to local governments for the ERAF loss to local governments. Expenditures must be reported to the county Supplemental Law Enforcement Oversight Committee each year. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue 100,000 Less: Proposed Expenditures 100,000 Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 7.B.a Packet Pg. 192 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 15 AB3229 COPS Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change AB3229 COPS 102,839 100,000 100,000 100,000 0% Invest. Earnings 1 0 0 0 0% Transfer-In 183,185 183,185 0 0 0% Total 286,025 100,095 100,000 100,000 0% AB3229 COPS Fund –Expenditures Actual FY 2008-09 Actual FY 2009-10 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Maintenance & Operations 289,615 285,525 99,500 99,500 0% Capital Items 0 0 0 0 0% Projects 0 0 0 0 0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 500 500 500 500 0% Total 290,115 286,025 100,000 100,000 0% The City receives the minimum $100,000 to local governments. For FY 2012-13 for the temporary 0.15% Vehicle License Fee (VLF), a tax in addition to the existing 0.65% base VLF is expected to eliminate funding in FY 2012-13. Expenditures must be made for law enforcement services. Staff has used this fund to track new law enforcement services despite expenditure exceeding the available grant money. Currently, a General Law patrol car is partially funded. 7.B.a Packet Pg. 193 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 16 AIR QUALITY IMPROVMENT FUND –(15) Proposed Budget FY 2012-13 The City receives a per capita subvention of approximately $1.15 from each vehicle license fee for implementation of Mobile source air pollution reduction program. “Mobile source air pollution reduction programs”means any program or project implemented by the city to reduce air pollution from motor vehicles which it determines will be consistent with the California Clean Air Act of 1988 or the plan proposed pursuant to Article 5 (commencing with § 40460) of Chapter 5.5 of Part 3 of the California Health and Safety Code. Projected Fund Balance Unassigned Projected Beginning Fund Balance $68,460 Estimated Revenue 14,250 Less: Proposed Expenditures (0) Revenue over (under) expenditures 14,250 Projected Ending Fund Balance 82,710 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 82,710 Air Quality Improvement Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change AQ/DMV Subv 13,839 14,151 14,000 14,000 0% Invest. Earnings 341 218 250 250 0% Transfer-In 0 0 0 0 0% Total 14,180 14,369 14,250 14,250 0% Air Quality Improvement Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 0 673 (1,600)0 0% Maintenance & Operations 0 0 0 0 0% Capital Items 297 31,876 0 0 -100% Projects 0 0 0 0 0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 41 1,627 0 0 0% Total 338 34,176 (1,600)0 -97.8% 7.B.a Packet Pg. 194 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 17 Staff estimates that $14,000 will be collected from vehicle license fee subvention, based on a per capita basis in FY 2012-13. The balance of the revenue will come from earnings on surplus cash. Expenditures must be made for furthering the mobile source air pollution reduction program improvements. A hybrid fuel vehicle was purchased in FY 2011-12. No expenditures are proposed. In Air Quality Improvement Fund. GAS TAX FUND –(16) Proposed Budget FY 2012-13 The City receives an allocation of revenue from state fuel taxes imposed on end users. Revenues are allocated based on the guidelines in Streets and Highways Code § 2105(b), 2107, 2107.5 and 2106. Funds must be used for street improvements and maintenance. Proposition 42 /Traffic Congestion Funds (TCF) are no longer allocated to cities and has been replaced by Highway User Tax section 2103. It is not subject to maintenance of effort requirement as TCF was and is subject to the same expenditure rules as other gas tax sections. Projected Fund Balance Unassigned Projected Beginning Fund Balance $76,669 Estimated Revenue 425,265 Less: Proposed Expenditures (383,280) Revenue over (under) expenditures 41,985 Projected Ending Fund Balance 120,654 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 120,654 Gas Tax Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Prop 42 –TCF 113,478 0 0 0 0% Highway UT2103 0 107,888 134,105 134,105 0% Gas Taxes 2106-7 209,737 216,928 223,820 231,500 3.43% Invest. Earnings 60 180 0 0 0%! Transfer-In 100,000 0 0 0 0% TSF –Sweep/PI 34,742 34,742 35,480 59,660 68.15% Total 458,016 359,738 393,405 425,265 8.10% 7.B.a Packet Pg. 195 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 18 Gas Tax Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 163,236 150,440 103,921 96,020 -7.60% Maintenance & Operations 158,840 158,477 204,430 214,245 4.80% Capital Items 0 0 0 0 0.00% Projects 0 0 0 0 0.00% Transfer-Out-68,114 0 50,000 29,000 -42.0% TSF –Cost Alloc 31,059 43,514 33,865 44,015 29.97% Total 421,249 352,431 392,216 383,280 -2.28% Staff estimates that $404,880 will be received for the City’s share of gas taxes. The estimate is based on what was actually received in 2011-12 and the forecasted numbers by Michael Coleman of California City Finance. $59,660 is the estimated transfer of sweep fee collections from the General Fund (10) and, beginning FY 2012-13, pavement impact fees collected through the solid waste franchise billings will be transferred to Gas Tax Fund (16). Expenditures must be made for improvements for streets and street maintenance as described under the Streets and Highways Code. Staff proposes to expend $106,065 for utilities and maintenance of traffic signals and street lights in the city. $108,180 will be used for street maintenance and operations along with $96,020for 1.5 FTE salary and benefits of the Building/Safety/Public Works Departments. $29,000 will be transferred to the Street Project Fund –(46) to fund a share of the Robin-Warbler paving project.Gas Tax Fund will also be charged $44,015 for its share of the overhead cost allocation. 7.B.a Packet Pg. 196 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 19 TRAFFIC SAFETY FUND –(17) Proposed Budget FY 2012-13 Under the California Vehicle Code, all fines and forfeitures received as a result of moving traffic violations must be placed in a Traffic Safety Fund. The city receives approximately 50% of moving violation penalties. Funds must be used for street improvements, traffic safety, traffic enforcement, street improvements/construction and for crossing guards. Projected Fund Balance Unassigned Projected Beginning Fund Balance $(9,826) Estimated Revenue 71,500 Less: Proposed Expenditures (53,640) Revenue over (under) expenditures 17,860 Projected Ending Fund Balance 8,034 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 8,034 Traffic Safety Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Reimbursements 9,233 0 0 0 0.00% Fines-RL Camera 195,742 54,950 49,000 49,000 0.00% Vehicle Fines 11,455 25,567 21,000 21,000 0.00% Invest. Earnings 96 -126 0 0 0.00% Transfer-In 0 0 1,500 1,500 0.00% Total 216,526 80,391 71,500 71,500 0.00% Traffic Safety Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 8,006 8,455 1,500 0 -100. % Maintenance & Operations 0 0 0 0 0.00% RL Camera contr.82,226 54,950 49,000 49,000 0.00% Projects 0 0 0 0 0.00% Transfer-Out-45,000 0 0 0 0.00% TSF –Cost Alloc 11,838 4,525 3,313 4,640 40.05% Total 147,070 67,930 53,813 53,640 -0.32% 7.B.a Packet Pg. 197 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 20 Staff estimates that $70,000 may be received for its share of the penalties and fees in FY 2011-12, based on recent history. 100% of the red-light camera ticket fine will go to the contractor because historically the fine revenue generated has not exceeded the billings by Redflex for the service. This equates to roughly 70% of all the share of fines collected. The other 30% are from non-red-light. Expenditures must be made in accordance with legally allowed expenditures in the Vehicle Code. Crossing guards were funded in the past from this fund. In prior years, such as FY 2008-09 and FY 2009-10 the Traffic Safety Fund did subsidize part of traffic operations and enforcement with a transfer of $45,000 funds. However, that ended in FY 2011-12 when the true costs of the red-light ticket camera service was discovered. FACILITIES DEVELOPMENT FUND –(19) Proposed Budget FY 2012-13 All new development is required to pay a Development Impact Fee for General Facilities and Public Facilities. This fund accounts for all revenue collected and funds expended under for this fee. Funds should be expended in accordance with the latest adopted fiscal impact study and capital needs assessment or master plan. Projected Fund Balance Unassigned Projected Beginning Fund Balance $208,304 Estimated Revenue 200 Less: Proposed Expenditures (0) Revenue over (under) expenditures 200 Projected Ending Fund Balance 208,504 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 208,504 Facilities Development Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Dev Imp Fee 2,064 1,776 0 0 0% Invest. Earnings 1,057 785 200 200 0% Transfer-In 0 0 0 0 0% Total 3,121 2,561 200 200 0% 7.B.a Packet Pg. 198 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 21 Facilities Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Maintenance & Operations 0 0 0 0 0% Capital Items 0 0 0 0 0% Projects 0 0 0 0 0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 0 0 0 0 0% Total 0 0 0 0 0% Staff estimates that $200 may be collected for improvement fees in FY 2012-13, if development occurs. The balance of the revenue will come from earnings on surplus cash. Expenditures must be made for improvements as noted in the supporting studies that supported the fee ordinance. Staff proposes no expenditures in FY 2012-13. MEASURE I FUND –(20) Proposed Budget FY 2012-13 SANBAG administers San Bernardino County’s half-cent transportation sales tax, Measure I.This half-cent tax, adopted by county voters in November 1989, provides funding for local and regional transportation projects countywide. Projected Fund Balance Unassigned Projected Beginning Fund Balance $108,364 Estimated Revenue 150,500 Less: Proposed Expenditures (255,605) Revenue over (under) expenditures (105,105) Projected Ending Fund Balance 3,259 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 3,259 Measure I Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Measure I 138,110 154,208 140,000 140,000 0.00% Stimulus Grant 0 162,472 76,413 10,000 -86.9% Invest. Earnings 413 601 500 500 0.00% Transfer-In 0 0 0 0 0.00% Total 138,523 317,281 216,913 150,500 -30.6% 7.B.a Packet Pg. 199 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 22 Measure I Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Maintenance & Operations 790 0 88,000 48,000 -45.4% Capital Items 0 0 0 0 0.00% Projects 0 70000 0 0 0.00% Transfer-Out-101,984 162,472 182,676 192,000 5.10% TSF –Cost Alloc 11,000 32,746 24,072 15,605 -35.1% Total 113,774 265,218 294,748 255,605 -13.2% SANBAG estimates that $140,000 may be the City’s share of Measure I revenue in FY 2012-13. Expenditures must be made for improvements as noted in adopted Measure I Capital Improvement Plan. Staff proposes to expend $48,000 for street maintenance and improvements. $192,000 will be transferred to Street Improvement Project Fund (46) funding for $130,000 for Robin Warbler paving and $62,000 matching funds for Michigan St. widening project.Measure I Fund will also be charged $15,605 for its share of the overhead cost allocation. WASTE WATER DISPOSAL FUND –(21) Proposed Budget FY 2012- 13 The City charges a sewer user fee for maintaining the sewer lines within the City and paying the City of Colton for sewer plant maintenance fees. New development is also charged capital fees for connecting to the sewer system. By agreement, Riverside Highland Water Company bills for sewer on the water bills. Approximately 85% of the fees collected are passed through to the City of Colton. The available fund balance is steadily decreasing as regulatory and maintenance costs are rising. Any capital fees collected for connection must be used for capital costs in accordance with the master plan. Projected Fund Balance Unassigned Projected Beginning Fund Balance $1,612,273 Projected Beginning Restricted. FB 685,460 Estimated Revenue 1,495,300 Less: Proposed Expenditures (1,711,893) Revenue over (under) expenditures (216,593) Projected Ending Fund Balance 2,408,111 Less: Restricted FB (685,460) Ending Unassigned Fund Balance 1,395,680 7.B.a Packet Pg. 200 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 23 Waste Water Disposal Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Service Charge 1,507,970 1,485,912 1,468,800 1,468,800 0.00% Delinq Charges 0 0 500 500 0.00% Sewer Conn-GT 300 300 12,000 12,000 0.00% Invest. Earnings 15,330 10,359 14,000 14,000 0.00% Transfer-In 0 0 0 0 0.00% Total 1,523,600 1,496,571 1,495,300 1,495,300 0.00% Waste Water Disposal Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 85,456 85,928 79,438 56,880 -28.4% Colton-WW Fee 1,197,163 1,193,540 1,200,000 1,200,000 0.00% Maintenance & Operations 41,149 28,795 95,945 98,565 2.73% Capital Items 0 800 100,000 100,000 0.00% Projects 0 0 0 0 0.00% Transfer-Out-100,000 0 0 0 0.00% Depreciation 88,570 0 99,000 99,000 0.00% TSF –Cost Alloc 157,454 107,939 131,440 157,448 19.79% Total 1,669,792 1,417,002 1,705,823 1,711,893 0.36% Staff estimates that $1,495,300 may be collected for fees in FY 2012-13 based on recent history. The balance of the revenue will come from earnings on surplus cash. Expenditures must be made for maintenance of the sewer system and to pay a sewer plant maintenance fee to the City of Colton. The sewer “wholesale” cost for the City of Colton component is 71.7% of the expenditures. Originally, all NPDES costs were expended in WWD Fund. Two years ago,NPDES costs were moved to the General Fund. Staff has determined that 30% of the cost should go to the WWD Fund. Therefore, FY 2012-13 Budget allocates 30% of the NPDES cost to the WWD Fund and 70% of the NPDES cost to the General Fund. Staff proposes to expend $56,880 for allocated labor, $98,565 for line maintenance and administration and $100,000 for monitoring equipment. $1,200,000 is estimated to be expended for sewer plant maintenance costs to the City of Colton. The Waste Water Disposal Fund will also be charged $157,448 for its share of the overhead cost allocation. 7.B.a Packet Pg. 201 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 24 Community Development Block Grant –(22) Proposed Budget FY 2012-13 The City receives grant funds under the Federal Housing and Community Development Act of 1974. Funding is on a per capital basis and program expenditures must follow the Community Development Block Grant (CDBG) federal guidelines. The City Council annually approves the CDBG projects. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue 43,933 Less: Proposed Expenditures (43,933) Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 CDBG Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change CDBG 0 105,000 110,100 49,933 -54.6% CDBG –Other 0 147,469 0 0 0.00% Invest. Earnings 0 0 0 0 0.00% Transfer-In 0 0 0 0 0.00% Total 0 252,469 110,100 49,933 -54.6% CDBG Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change City Hall Imprv 0 7,550 53,092 0 - 100.0% Senior Home Imp 0 0 39,017 0 - 100.0% Family Services 0 0 4,995 0 - 100.0% Library Literacy 0 0 4,996 10,000 100.1% Other 0 0 0 6,000 0.00% Code Enforcement 0 0 8,000 27,933 249.1% Transfer-Out-0 256,469 0 0 0.0% TSF –Cost Alloc 0 0 0 0 0.00% Total 0 264,019 110,100 43,933 -60.1% 7.B.a Packet Pg. 202 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 25 Staff estimates revenue and expenditure is based on the City’s allocation of $43,933 as approved on February 28, 2012 Council meeting. LIGHTING LANDSCAPING ASSESSMENT DISTRICT FUND –(26) Proposed Budget FY 2012-13 The City maintains three areas for lighting and landscaping. These developments were conditioned to join a LLMD and fund such cost to maintain the improvements. Landscaping and Lighting Assessment District 89-1 is a pre-proposition 21, assessment district under the 1972 act of the Streets and Highway Code. There is no cost escalator, so costs may not be raised without an affirmative vote of the property owners. Projected Fund Balance Unassigned Projected Beginning Fund Balance $6,072 Estimated Revenue 14,335 Less: Proposed Expenditures (18,135) Revenue over (under) expenditures (3,800) Projected Ending Fund Balance 2,272 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 2,272 LLMD Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Assessments 11,687 13,322 14,335 14,335 0% Invest. Earnings 0 0 0 0 0% Transfer-In 0 0 0 0 0% Total 11,687 13,322 14,335 14,335 0% LLMD Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 0 10,662 0 0 0.00% Maintenance & Operations 6,578 12,371 7,122 9252 29.91% Capital Items 0 0 0 0 0.00% Transfer-Out-0 0 5,000 5,000 0.00% TSF –Cost Alloc 901 3,752 1,111 3,883 249.50% Total 7,479 26,785 13,233 18,135 37.04% Staff estimates that $14,335 may be collected for improvement fees in FY 2012-13. 7.B.a Packet Pg. 203 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 26 Expenditures must be made for maintaining improvements in the maintenance district boundaries as identified by the engineer’s report. STREET IMPROVEMENT PROJECT FUND –(46) Proposed Budget FY 2012-13 This is an on going project fund for street improvement projects. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue 538,500 Less: Proposed Expenditures (538,500) Projected Ending Fund Balance 0 Revenue over (under) expenditures 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 Street Improvement Project Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change TSF-CDBG 0 147,469 0 0 0.00% TSF-Street Fund 3,669 0 290,600 255,500 -12.0% TSF-Gas Tax 68,114 0 50,000 29,000 -42.0% TSF-Measure I 0 162,472 182,676 254,000 39.04% TSF-CRA-32 0 48,572 89,000 0 -100.% Reimb-Other 0 70,000 0 0 0.00% Grants-Other 0 0 246,000 0 -100.% Total 71,783 428,513 858,276 538,500 -37.2% Street Improvement Project Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Stimulus –Proj 5,335 157,303 94,632 0 -100. % Proj-Fed Hwy 0 0 0 0 0.00% Projects 69,104 239,383 763644 538,500 -29.4% Transfer-Out-0 0 0 0 0.00% TSF –Cost Alloc 0 0 0 0 0.00% Total 74,439 396,686 858,276 538,500 -37.2% 7.B.a Packet Pg. 204 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 27 Staff anticipates that $538,500 will be transferred from various funds as outlined above and accumulated to provide funding for proposed project expenditures. Expenditures must be made for improvements as noted from the funding source. $255,500 for Michigan –Main Signal Light; $124,000 for Michigan widening and $159,000 for Robin –Warbler repaving. BARTON ROAD BRIDGE FUND –(47) Proposed Budget FY 2012-13 Fund 47 was set up in 1999 to track the revenue and expenditures on Federal-aid project STPLZ-5421(002), Barton Road Bridge. The bridge is on Barton Road on the border with the City of Colton as Barton Road crosses the rail road tracks. The project was originally the engineering for a seismic retrofit and later a replacement bridge. Federal Highway funds will be contributing 80% of the funding with the Cities of Grand Terrace and Colton splitting the difference. The City of Colton is expected to be the lead agency during the construction. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue 0 Less: Proposed Expenditures 0 Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 Barton Road Bridge Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change TSF-City Colton 20,385 0 0 0 0% State Grant 124,212 0 0 0 0% TSF-Measure I 58,000 0 0 0 0% TSF-CRA-32 0 0 0 0 0% TSF-General Fnd 9,060 0 94,088 0 -100% Total 211,657 0 94,088 0 -100% Barton Road Bridge Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Engineering 31,642 26,583 94,088 0 -100% Project 107,471 0 0 0 -0% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 0 0 0 0 0% Total 139,114 26,583 94,088 0 -100% 7.B.a Packet Pg. 205 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 28 Staff estimates that $94,088 will need to be the City’s share of matching funds. The City of Grand Terrace may use Measure I Funds for its 10% but CRA funds are recommended funds be used. It is anticipated that the preliminary engineering and right-of-way acquisition will be completed at the end of this year. Proposed expenditures must be made for improvements as allowed by the Federal grant. Colton is anticipated by the cooperative agreement to be the lead agency in the project. Staff proposes to expend $94,088 as our share of the construction costs. CAPTIL PROJECT WEST SDIDE PARK PROJECT FUND –(48) Proposed Budget FY 2012-13 Fund 48 was set up in 2012 to track the revenue and expenditures on a state park grant project .City was awarded approximately a $2,300,000 grant for the design and construction of a park on the west side of town. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue $1,358,540 Less: Proposed Expenditures (1,358,540) Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 West Side Park Project Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change State Grant 0 0 953,207 1,358,540 42.5% TSF-CRA-32 0 0 0 0 0% TSF-General Fnd 0 0 0 0 0% Total 0 0 953,207 1,358,540 42.5% West Side Park Project Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Engineering 0 0 595,000 0 -100% Project 0 0 177,0930 1,358,540 **% Transfer-Out-0 0 0 0 0% TSF –Cost Alloc 0 0 0 0 0% Total 0 0 772,093 1,358,540 **% 7.B.a Packet Pg. 206 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 29 CAPITAL PROJECTS BOND PROCEEDS FUND –(50) Proposed Budget FY 2012-13 Fund 50 was set up in 2012 to track the revenue and expenditures on a bond proceeds capital projects .Revenue will be transferred in from Successor Agency Bond Proceeds (32) restricted Fund Balance.Bond projects must be named in the bond tax certificate as well as approved by the Successor Agency, Oversight Board and by Department of Finance on ROPS. Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue $655,000 Less: Proposed Expenditures (655,000) Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 0 Capital Projects Bond Proceeds Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change State Grant 0 0 0 0 0% TSF-CRA-32 Bond Proceeds 0 0 0 655,000 *% TSF-General Fnd 0 0 0 0 0% Total 0 0 0 655,000 *% Capital Projects Bond Proceeds Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Engineering Mich 0 0 428,695 480,000 0% Project-Barton Inf 0 0 0 100,000 0% Transfer-In-Staff-0 0 0 75,000 0% TSF –Cost Alloc 0 0 0 0 0% Total 0 0 428,695 655,000 **% Expenditures consist of Michigan St. Design and engineering approved by the Successor Agency and the Oversight Board.Staff estimates that $75,000 of General Fund Staff time may be charged to the bond projects.Original project to assemble land for $1,000,000 was not approved on ROPS-2 and therefore recently removed. 7.B.a Packet Pg. 207 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 30 SUCCESSOR AGENCY to COMMUNITY REDEVELOPMENT AGENCY –(Funds 31, 32, 33, 34, 37) Projected FY 2012-13 Unassigned Fund Balance –TABLE 25 Beginning Unassigned Revenue FY 2012-13 Expenditure FY 2012-13 Ending Unassigned S/A CRA Funds RDA Retirement Oblig 0 4,461,945 4,461,945 S/A Capital Proj Fund (459,112)0 (1,147,627)(1,606,739) S/A Debt Service Fund 1,751,779 0 (3,435,187)(1,683,408) S/A Low Mod Fund 574,961 0 0 574,961 S/A CRA Trust. Fund 966,000 0 (241,500)724,500 TOTAL FUND BALANCE UNASSIGNED 2,459,173 4,461,945 (10,410,217)1,219,374 Projected FY 2012-13 Fund Balance -TABLE 26-continued Restricted, Committed or Assigned Beginning Revenue FY 2012-13 Expenditure FY 2012-13 Ending assigned RESTRICTED S/A Capital Proj – Bonds Proceeds Restricted for Tax Exempt Projects 12,601,872 0 (655,000)11,946,872 S/A Capital Proj – Bonds –Taxable 3,622,783 0 0 3,622,783 COMMITTED S/A Debt Service Fund SERAF Loan 448,636 0 0 448,636 S/A Debt Service Fund ROPS Underfunding 4,004,764 0 0 4,004,764 TOTAL FUND BALANCE Restricted, Committed or Assigned 20,678,055 0 (655,000)20,023,055 7.B.a Packet Pg. 208 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 31 CRA –GT RDA OBLIGATION RETIREMENT FUND (31) Proposed Budget FY 2012-13 Projected Fund Balance Unassigned Projected Beginning Fund Balance $0 Estimated Revenue 4,461,945 Less: Proposed Expenditures 0) Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 4,461,945 This fund accounts for the CRA revenues received after the RDA dissolution. Funds will be transferred as needed to pay obligations in other CRA funds. GT RDA Obligation Retirement Fund –Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Taxes 0 0 0 4.386.945 100% Rents 0 0 0 0 0% Invest. Earnings 0 0 0 75,000 100% Transfer-In –DS 0 0 0 0 0% Total 0 0 0 4,461,945 100% GT RDA Obligation Retirement Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 0 0 0 0 0% Maintenance & Operations 0 0 0 0 0% Capital/Projects 0 0 0 0 0% Transfer-Out 0 0 0 0 0% TSF –Cost Alloc 0 0 0 0 0% Total 0 0 0 0 0% 7.B.a Packet Pg. 209 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 32 CRA –CAPITAL PROJECT FUND (32) Proposed Budget FY 2012-13 Projected Fund Balance Unassigned Projected Beginning Fund Balance $(459,112) Estimated Revenue 0 Less: Proposed Expenditures (1,147,627) Revenue over (under) expenditures (1,147,627) Projected Ending Fund Balance (1,606,739) Less: Designated, Reserved 0 Ending Unassigned Fund Balance (1,606,739) This fund accounts for the CRA project funds received for non-CRA Low Mod redevelopment expenditures. CRA capital projects, economic development and administrative costs are expended in this fund. The majority of revenue received is transfer of excess property tax increment from the CRA Debt Service Fund (33)and now the GT Obligation Retirement Fund (31). CRA Capital Project Fund -Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Bond Proceeds 0 18,528,672 0 0 0% Rents/Other 50,318 57,961 46,000 0 0% Invest. Earnings 675 7,035 0 0 0% Transfer-In –DS 350,000 4,098,713 1,791,000 0 66.0% Total 400,992 22,692,381 1,837,000 0 63.3% CRA Capital Project Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 308,747 405,005 267,025 252,085 -5.59% Maintenance & Operations 176,265 206,956 238,760 296,260 24.08% Capital/Projects 538,647 1,286,608 872,604 463,167 -46.92% Transfer-Out -200,926 2,075,307 183,088 0 -100.0% TSF –Cost Alloc 33,780 107,177 60,567 136,115 124.73% Total 856,513 4,081,053 1,622,044 1,147,627 -29.25% Staff estimates that funding for expenditures will come from the GT RDA Obligation Fund –(31) or from committed fund balance in the Debt Service Fund (33) to make up for any ROPS 2 funding gap.. 7.B.a Packet Pg. 210 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 33 Expenditures must be made for redevelopment purposes and redevelopment projects. Staff proposes to expend $252,085 for administrative salaries, $296,260 for professional and economic development expenditures and $463,167 for capital project costs. CRA Capital Projects Fund will also be charged a combined credit of $136,115 for its share of the overhead cost allocation. CRA –DEBT SERVICE FUND –(33) Proposed Budget FY 2012-13 The purpose of this fund is to receive 80% property tax increment and pay the debt of the CRA. This fund accounts for the 80% non housing CRA tax increment funds received for redevelopment expenditures. CRA debt service, maintain pass through agreements and administrative costs are expended in this fund. Remaining funds may be used for redevelopment expenditures and projects. An estimated $18,300,000 of proceeds from the CRA 2011 tax allocation bonds are in shown as designated fund balance not yet available pending sale at the end of June 2011.Debt service for the first year of the 2011 TABS is included in expenditures for FY 2012-13. Projected Fund Balance Unassigned Projected Beginning Fund Balance $ 1,751,779 Projected Committed FB 4,453,400 Estimated Revenue 0 Less: Proposed Expenditures (3,435,187)) Revenue over (under) expenditures (3,435,187))) Projected Ending Fund Balance (1,683,408) Less: Committed, Reserved (4,453,400) Ending Unassigned Fund Balance (1,683,408) CRA Debt Service Fund -Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Prop Tax-Increm 6,314,841 5,213,264 5,406,345 0 0 Invest. Earnings 48,298 30,071 38,000 0 0 Transfer-In 86 86 0 0 0 TSF-In–LM Debt 608,688 619,301 608,513 0 0 Total 6,971,913 5,862,636 6,052,858 0 0 7.B.a Packet Pg. 211 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 34 CRA Debt Service Fund –Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Maintenance & Operations 113,275 312,818 130,615 59,115 -54.7% 2011-TABS 0 0 949,750 949,750 0.00% 2004-TABS 1,825,150 1,831,925 1,824,625 1,824,625 0.00% 97 COP/ Zions 173,647 254,848 254,848 254,848 0.00% Pass-throughs 2,082,561 2,082,561 1,928,745 0 -100. % ERAF/SERAF 2,289,449 526,510 88,310 0 -100. % Transfer-Out-350,000 3,993,713 1,791,000 300,000 -83.2% TSF –Cost Alloc 190,101 146,450 228,352 46,849 -79.4% Total 7,024,183 9,148,825 7,196,245 3,435,187 -52.2% Expenditures must be made for redevelopment purposes, projects and CRA debt service. Staff proposes to expend $59,115 on maintenance and operations, and $3,329,223 for CRA bond and loan debt service. Effective February 1, 2012 payments of all pass- through agreements with overlapping taxing agencies will be made by the County. CRA Debt Service Fund will also be charged $46,849 for its share of the overhead cost allocation. 7.B.a Packet Pg. 212 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 35 CRA –LOW MODERATE HOUSING FUND –(34) Proposed Budget FY 2012-13 This fund accounts for the 20% CRA tax increment funds received for redevelopment low mod housing expenditures. CRA housing projects, housing grants, etc. are expended from this fund. The majority of the funds in the CRA Low Mod Housing Fund were used, over the past few years, for assistance with the development of the senior housing project and new senior center.This fund is no longer needed since the dissolution of the CRA. Projected Fund Balance Unassigned Projected Beginning Fund Balance $574,961 Projected Beginning Designated FB 0 Estimated Revenue 0 Less: Proposed Expenditures 0 Revenue over (under) expenditures 0 Projected Ending Fund Balance 0 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 574,961 CRA Low Mod Housing Fund -Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Prop Tax-20% TI 1,579,178 1,301,246 1,263,360 0 -100.% Invest. Earnings 7,222 6,175 15,000 0 - 100.0% Transfer-In 0 0 0 0 0.00% Sale 0 132,000 0 0 0.00% Other 22,797 -459,072 2,200 0 -100.% Total 1,609,197 980,349 1,280,560 0 -100.% CRA Low Mod Housing Fund -Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Salaries/Benefits 205,105 163,648 159,831 0 -100. % Salaries-CDBG 0 0 0 0 0.00% Maintenance & Operations 53,654 29,704 49,104 0 -100. % Capital/Projects 934,444 432,181 300,000 0 -100. % Transfer-Out-608,687 619,301 608,513 0 -100. % TSF –Cost Alloc 122,510 -887 12,937 0 -100. % Total 1,924,400 1,243,947 1,130,385 0 -100. % 7.B.a Packet Pg. 213 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 36 At this time there are no expenditures anticipated. CRA –Project Trust Fund –(37) Proposed Budget FY 2012-13 In FY 2011-12, CRA funded the economic development agreement with Stater Bros. Markets in the amount of $1,207,500. If the development is built and meets certain agreed benchmarks than an installment payment may be made over five years. Projected Fund Balance Unassigned Projected Beginning Fund Balance $966,000 Projected Beginning Designated FB 0 Estimated Revenue 0 Less: Proposed Expenditures (241,500) Revenue over (under) expenditures (241,500) Projected Ending Fund Balance 724,500 Less: Designated, Reserved 0 Ending Unassigned Fund Balance 724,500 CRA Project Trust Fund -Revenue Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Invest. Earnings 0 0 0 0 0% Transfer-In 0 1,207,500 0 0 0 % Other 0 0 0 0 0% Total 0 1,207,500 0 0 0% CRA Project Trust Fund -Expenditures Actual FY 2009-10 Actual FY 2010-11 FY 2011-12 Revised Budget Prelim FY 2012-13 % Change Capital/Projects 0 0 241,500 241,500 0% Transfer-Out 0 0 0 0 0% TSF –Cost Alloc 0 0 0 0 0% Total 0 0 241,500 241,500 0% No additions to the fund are anticipated this year. It is anticipated that 1/5 installment will be made to Stater Bros. Markets upon meeting agreed upon criteria in FY 2012-13. 1 California Dept. of Finance, For more information: http://www.dof.ca.gov/research/demographic/reports/estimates/e-1/view.php, Released May 1, 20122Inland Empire 2012 Forecast…Modest Growth!, John E. Husing, Ph.D., SANBAG, Inland Empire Quarterly Economic Report, April 20123National Pollution Discharge Elimination System; www.epa.gov 7.B.a Packet Pg. 214 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) BUDGET MESSAGE MEMORANDUM Preliminary Budget FY 2012-13 37 4 “Inland Empire 2012 Forecast-Unemployment Rates, John E. Husing, Ph.D., SANBAG, Inland Empire Quarterly Economic Report, April 2012 5 Dataquick6http://govbud.dof.ca.gov/Revised/BudgetSummary/BSS/BSS.html7San Bernardino County Sheriff contract agreement; Schedule “A” refers to services and costs 8 City of Grand Terrace Finance, general ledger and budgets9SB2557 GC 29550-29550.4; Michael Coleman, CaliforniaCityFinance.com10City of Grand Terrace Finance, general ledger ; FY2006-07 $25,475-account 10-410-259”County Charge Booking Fee11CRA Agenda Item 3F –Agreement Between the City and Agency Regarding Residual Receipts for the Senior Housing Project, February 24, 2009 7.B.a Packet Pg. 215 At t a c h m e n t : 2 0 1 2 - 1 3 P r e l i m B u d g e t M e s s a g e 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 Fund: 09 Child Care Center Fund 09-440-110-000-000 SALARIES/WAGES 532,171 521,567 521,800 521,800 09-440-138-000-000 MEDICARE/FICA 11,841 11,423 11,015 9,295 09-440-139-000-000 EMPLOYEE BENEFIT PLAN 65,683 58,991 59,495 59,495 09-440-140-000-000 RETIREMENT PLAN 106,067 103,354 101,400 103,350 09-440-141-000-000 S U I 10,435 12,537 11,720 11,720 09-440-142-000-000 HEALTH/LIFE INSURANCE 28,173 27,878 29,235 29,960 09-440-143-000-000 WORKERS COMP.INSURANCE 12,521 11,520 14,270 18,525 09-440-210-000-000 OFFICE EXPENSE 1,734 1,696 1,800 1,300 09-440-219-000-000 OFFICE FURNITURE/MINOR EQUIP.812 3,273 3,155 1,955 09-440-220-000-000 FOOD/LUNCH AND SNACKS 30,575 31,098 32,200 30,200 09-440-221-000-000 TINY TOT PROGRAM 1,744 1,215 2,060 2,000 09-440-223-000-000 SCHOOL AGE PROGRAM 3,439 3,055 4,820 4,000 09-440-225-000-000 HOLIDAY DAY CAMP 78 82 200 200 09-440-228-000-000 PRE-SCHOOL PROGRAMS 14,623 11,562 13,560 11,000 09-440-230-000-000 ADVERTISING 429 426 880 880 09-440-235-000-000 COMMUNICATIONS 4,930 6,036 5,500 5,500 09-440-238-000-000 UTILITIES 15,617 16,013 17,000 17,000 09-440-241-000-000 RENT/LEASE FACILITY 2,400 0 3,200 3,200 09-440-244-000-000 CUSTODIAL SERVICE 12,100 12,150 13,400 12,650 09-440-245-000-000 MAINTENANCE-BLDG & GROUNDS 3,327 2,816 4,460 2,500 09-440-246-000-000 MAINT/OPERATION OF EQUIPMENT 2,777 3,636 3,500 1,500 09-440-247-000-000 SECURITY/FIRE SYSTEM MAINT 1,500 1,500 1,500 1,500 09-440-270-000-000 TRAVEL, CONFERENCES & MEETINGS 1,745 150 2,060 0 09-440-271-000-000 MILEAGE 0 0 200 200 09-440-272-000-000 FUEL & VEHICLE MAINTENANCE 1,577 2,468 3,200 2,000 09-440-700-000-000 COMPUTER EQUIPMENT 567 556 2,000 1,000 09-440-708-000-000 GRANT EXPENDITURES 0 0 800 0 09-950-310-000-000 FACILITY IMPROVEMENTS 0 0 34,200 0 09-999-998-440-000 O/H COST ALLOCATION - CHILD CARE 235,319 149,686 213,253 198,867 Child Care Center Total 1,102,180 994,686 1,111,883 1,051,597 Fund: 11 STREET FUND 11-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 943 13,746 17,011 49,284 11-999-999-000-000 OPERATING TRANSFER OUT 6,883 0 290,600 317,000 Fund: 11 Total Expenditure:7,826 13,746 307,611 366,284 Fund: 12 STORM DRAIN FUND 12-903-701-000-000 NPDES AGREEMENT 10,580 0 0 0 12-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 3,464 0 0 0 Fund: 12 Total Expenditure:14,044 0 0 0 Fund: 13 PARK FUND 13-445-706-000-000 FIELD REHAB - PICO PARK 0 0 15,000 15,000 13-445-710-000-000 ORANGE GROVE PARKWAY 39,517 0 0 0 13-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC PARK FUND7,697 0 2,716 2,385 Fund: 13 Total Expenditure:47,214 0 17,716 17,385 City of Grand Terrace Expenditures Other City Funds Page 1 7.B.b Packet Pg. 216 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures Fund: 14 SLESF (AB3229 COPS) 14-411-256-000-000 CONTRACTUAL SERVICES - COUNTY 285,525 99,595 100,000 99,500 14-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 500 500 0 500 Fund: 14 Total Expenditure:286,025 100,095 100,000 100,000 Fund: 15 AIR QUALITY IMPROVEMENT FUND 15-500-110-000-000 SALARIES/WAGES 0 673 (1,600)0 15-500-601-000-000 ELECTRICAL VEHICLE/STATIONS 297 0 0 0 15-500-705-000-000 VEHICLES/CAPITAL EQUIPMENT 0 31,876 0 0 15-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 41 1,627 0 0 Fund: 15 Total Expenditure:338 34,176 (1,600)0 Fund: 16 GAS TAX FUND 16-175-110-000-000 SALARIES/WAGES 104,963 94,148 62,483 57,350 16-175-115-000-000 OVERTIME 538 4,802 5,000 5,000 16-175-138-000-000 MEDICARE/FICA 1,562 1,601 910 835 16-175-139-000-000 EMPLOYEE BENEFIT PLAN 18,869 16,253 11,317 10,380 16-175-140-000-000 RETIREMENT PLAN 23,091 19,734 13,691 12,800 16-175-141-000-000 SUI 448 976 658 545 16-175-142-000-000 HEALTH/LIFE INSURANCE 10,977 10,804 7,935 6,655 16-175-143-000-000 WORKERS COMP INSURANCE 2,787 1,912 1,717 2,035 16-175-273-000-000 AUTO ALLOWANCE 0 210 210 420 16-510-238-000-000 UTILITIES (ELECTRICITY)75,428 76,300 81,250 82,450 16-510-255-000-000 TRAFFIC SIGNAL MAINTENANCE 12,353 10,062 15,000 23,615 16-900-220-000-000 SPECIAL DEPARTMENTAL EXPENSE 1,312 538 550 550 16-900-254-000-000 STREET SWEEPING 49,606 49,350 54,000 54,000 16-900-257-000-000 CONTRACTUAL SVC - PATCHING 2,650 22,227 53,630 53,630 16-900-258-000-000 CONTRACTUAL SVC-OTHER 17 0 0 0 16-900-260-000-000 CONTRACTUAL SVS-ARCH BARR REMV 17,474 0 0 0 16-900-999-000-000 TRANSFER OUT 68,114 0 50,000 29,000 16-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 31,059 43,514 33,865 44,015 Fund: 16 Total Expenditure:421,249 352,431 392,216 383,280 Fund: 17 TRAFFIC SAFETY FUND 17-900-255-000-000 Contract Svcs 82,226 54,950 49,000 49,000 17-910-110-000-000 SALARIES/WAGES 7,018 7,281 1,285 0 17-910-138-000-000 MEDICARE/FICA 537 546 100 0 17-910-140-000-000 RETIREMENT PLAN 0 62 0 0 17-910-141-000-000 S U I 285 398 75 0 17-910-143-000-000 WORKERS COMP.INSURANCE 165 168 40 0 17-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 11,838 4,525 3,313 4,640 17-999-999-000-000 TRANSFER TO COPS FUND 14 45,000 0 0 0 Fund: 17 Total Expenditure:147,070 67,930 53,813 53,640 Fund: 19 FACILITIES FUND 19-xxx-xx 0 0 0 0 Fund: 19 Total Expenditure:0 0 0 0 Page 2 7.B.b Packet Pg. 217 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures Fund: 20 MEASURE "I" FUND 20-200-708-000-000 MICHIGAN - REHAB 790 0 40,000 0 20-200-717-000-000 CITY-WIDE SLURRY PROGRAM 0 0 17,000 17,000 20-200-722-000-000 CRACK SEALING PROGRAM 0 0 24,000 24,000 20-200-723-000-000 CITY-WIDE STRIPING PROGRAM 0 0 7,000 7,000 20-200-725-000-000 TRAFFIC SIGNAL LA CADENA/BARTON 0 70,000 0 0 20-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 11,000 32,746 24,072 15,605 20-999-999-000-000 OPERATING TRANSFER OUT - F47 58,000 0 0 0 20-999-999-001-000 OPERATING TRANSFER OUT - F46 0 162,472 182,676 192,000 20-999-999-002-000 OPERATING TRANSFER OUT - F44 43,984 0 0 0 Fund: 20 Total Expenditure:113,774 265,218 294,748 255,605 Fund: 21 WASTE WATER DISPOSAL FUND 21-140-250-000-000 PROFESSIONAL SERVICES 0 7,958 0 0 21-175-110-000-000 SALARIES/WAGES 0 49,939 38,093 14,385 21-175-115-000-000 OVERTIME 0 1,283 1,500 1,500 21-175-138-000-000 MEDICARE/FICA 0 871 555 210 21-175-139-000-000 EMPLOYEE BENEFIT PLAN 0 8,808 6,899 2,605 21-175-140-000-000 RETIREMENT PLAN 0 10,700 8,348 3,210 21-175-141-000-000 SUI 0 468 347 155 21-175-142-000-000 HEALTH/LIFE INSURANCE 0 4,909 4,165 1,865 21-175-143-000-000 WORKERS COMP.INSURANCE 0 992 1,041 515 21-175-210-000-000 OFFICE EXPENSE 0 74 618 618 21-175-246-000-000 MAINT/OPERATION OF EQUIPMENT 0 0 600 600 21-175-250-000-000 PROFESSIONAL SERVICES 0 0 2,000 2,000 21-175-255-000-000 CONTRACTUAL SERVICES 0 0 34,920 25,040 21-175-270-000-000 TRAVEL/CONFERENCES/MEETINGS 0 200 0 0 21-175-271-000-000 MILEAGE 0 77 0 0 21-175-273-000-000 AUTO ALLOWANCE 0 630 420 420 21-570-802-000-000 PAYMENTS/WST.WTR.TREATMENT 1,197,163 1,193,540 1,200,000 1,200,000 21-572-110-000-000 SALARIES/WAGES 55,834 0 0 0 21-572-115-000-000 OVERTIME 521 0 0 0 21-572-138-000-000 MEDICARE/FICA 977 0 0 0 21-572-139-000-000 EMPLOYEE BENEFIT PLAN 10,059 0 0 0 21-572-140-000-000 RETIREMENT PLAN 12,305 0 0 0 21-572-141-000-000 S U I 358 0 0 0 21-572-142-000-000 HEALTH/LIFE INSURANCE 3,965 0 0 0 21-572-143-000-000 WORKERS COMP.INSURANCE 1,436 0 0 0 21-572-210-000-000 OFFICE EXPENSE 161 0 0 0 21-572-246-000-000 MAINT/OPERATION OF EQUIP.522 0 0 0 21-572-255-000-000 CONTRACTUAL SERVICES 15,174 14,795 0 0 21-573-602-000-000 SEWER RODDING/MAINTAINANCE 25,292 1,935 15,000 15,000 21-573-603-000-000 VIDEO INSPECTION -PIPES 0 0 12,500 12,500 21-573-604-000-000 DEPRECIATION EXPENSE 88,570 0 99,000 99,000 21-573-605-000-000 LAB TESTING 0 11,084 12,500 25,000 21-573-704-000-000 FLOW METER EQUIPMENT 0 800 100,000 100,000 21-625-110-000-000 SALARIES/WAGES 0 0 11,760 20,620 21-625-138-000-000 MEDICARE/FICA 0 0 170 300 21-625-139-000-000 EMPLOYEE BENEFIT PLAN 0 0 2,130 3,735 21-625-140-000-000 RETIREMENT SYSTEM 0 0 2,575 4,605 21-625-141-000-000 SUI 0 0 85 150 21-625-142-000-000 HEALTH/LIFE INSURANCE 0 0 1,025 1,870 21-625-143-000-000 WORKERS COMP. INSURANCE 0 0 325 735 Page 3 7.B.b Packet Pg. 218 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures 21-625-210-000-000 OFFICE EXPENSE 0 0 190 190 21-625-220-000-000 SPECIAL DEPARTMENTAL EXPENSE 0 0 13,500 13,500 21-625-230-000-000 ADVERTISING 0 0 300 300 21-625-246-000-000 MAINTENANCE OPERATIONS.EQUIPMENT 0 0 3,300 3,300 21-625-268-000-000 TRAINING 0 0 75 75 21-625-271-000-000 MILEAGE 0 0 190 190 21-625-273-000-000 AUTO ALLOWANCE 0 0 252 252 21-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 157,454 107,939 131,440 157,448 21-999-999-000-000 OPERATING TRANSFER OUT - F16 100,000 0 0 0 Fund: 21 Total Expenditure:1,669,792 1,417,002 1,705,823 1,711,893 Fund: 22 CDBG 22-425-301-000-000 CITY HALL IMPROVEMENTS 0 7,550 53,092 0 22-425-302-000-000 SENIOR HOME REPAIR 0 0 39,017 0 22-425-305-000-000 FAMILY SERVICES 0 0 4,995 0 22-425-307-000-000 CODE ENFORCEMENT 0 0 8,000 27,933 22-425-308-000-000 LIBRARY LITERACY PROGRAM 0 0 4,996 10,000 22-425-309-000-000 TIME FOR A CHANGE FOUNDATION 0 0 0 6,000 22-999-999-000-000 OPERATING TRANSFER OUT 0 252,469 0 0 Fund: 22 Total Expenditure:0 260,019 110,100 43,933 Fund: 26 LNDSCP & LGTG ASSESSMENT DIST 26-600-110-000-000 SALARIES/WAGES 0 10,992 0 0 26-600-238-000-000 UTILITIES - ST LIGHTING 598 598 800 800 26-600-239-000-000 UTILITIES - WATER 1,402 1,110 800 800 26-600-245-000-000 LANDSCAPE MAINTENANCE 0 0 70 2,000 26-600-250-000-000 LEGAL FEES 1,400 1,200 1,200 1,200 26-600-257-000-000 ENGINEERING FEES 0 381 447 447 26-601-110-000-000 SALARIES/WAGES 0 5,497 0 0 26-601-238-000-000 UTILITIES - ST LIGHTING 498 498 600 800 26-601-239-000-000 UTILITIES - WATER 283 268 500 500 26-601-250-000-000 LEGAL FEES 1,249 1,663 1,049 1,049 26-601-257-000-000 ENGINEERING FEES 0 130 440 440 26-602-238-000-000 UTILITIES - ST LIGHTING 697 697 866 866 26-602-239-000-000 UTILITIES - WATER 0 0 251 251 26-602-250-000-000 LEGAL FEES 451 0 0 0 26-602-257-000-000 ENGINEERING FEES 0 0 99 99 26-999-998-000-000 TSF-IN(OUT) O/H COST ALLOC 901 3,752 1,111 3,883 26-999-999-000-000 TRANSFER OUT 0 0 5,000 5,000 Fund: 26 Total Expenditure:7,479 26,785 13,233 18,135 TOTAL OTHER CITY FUNDS:3,816,991 3,532,088 4,105,543 4,001,752 Page 4 7.B.b Packet Pg. 219 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures Fund: 41 PUB FIN AUTH DEBT SERVICE FUND 41-300-200-000-000 BOND REPAYMENTS - INTEREST 68,670 0 0 0 41-300-201-000-000 BOND REPAYMENTS - PRINCIPAL 2,239,286 0 0 0 41-300-250-000-000 PROFESSIONAL SERVICES 62,904 0 0 0 41-999-999-000-000 TRANSFER OUT 86 0 0 0 Fund: 41 Total Expenditure:2,370,946 0 0 0 Fund: 44 CAPITAL PROJECT - BIKE LANE 44-400-623-000-000 MT VERNON - PICO TO RAVEN 103,360 0 0 0 Fund: 44 Total Expenditure:103,360 0 0 0 Fund: 46 CAPITAL IMPROVEMENTS - STREETS 46-400-274-000-000 MICHIGAN/MAIN SIGNAL LIGHT 990 0 255,000 255,500 46-400-275-000-000 GLENDORA STREET IMPROVEMENTS 68,114 0 0 0 46-900-301-000-000 PUBLIC ALLEY PAVEMENT REHAB-PRJ#70009-01495 7,390 0 0 46-900-302-000-000 MISC SIDEWALK REPAIRS-PRJ#70009-002 0 20,801 0 0 46-900-303-000-000 BARTON/PRESTON INTRST-PRJ#70009-003 550 5,863 0 0 46-900-304-000-000 BARTON ROAD PAVEMENT REHAB-PRJ70009-0044,290 72,593 0 0 46-900-305-000-000 MICH AVE PAV REHAB PHASEI-PRJ#70009-005 0 50,656 0 0 46-900-306-000-000 MICH AVE PAV REHAB PHSEII-PRJ#70009-006 0 0 94,632 0 46-900-310-002-000 GT ROAD CONSTRUCTION 0 209,079 0 0 46-900-310-003-000 GT ROAD CONTINGENCY 0 4,705 0 0 46-900-310-004-000 GT ROAD PROJECT MANAGEMENT 0 25,600 0 0 46-900-311-000-000 MICHIGAN WIDENING (VB to COMMERCE)0 0 124,600 124,000 46-900-312-000-000 DEC. 2010 WINTER STORM DAMAGE 0 0 246,000 0 46-900-313-000-000 PICO ST.- REPAVING 0 0 88,044 0 46-900-314-000-000 IOWA-MAIN ST. TRAFFIC SIGNAL 0 0 50,000 0 46-900-315-000-000 ROBIN WAY & WARBLER AVE - PAVING 0 0 0 159,000 Fund: 46 Total Expenditure:74,439 396,686 858,276 538,500 Fund: 47 CAP.PRJ. BARTON/COLTON BRIDGE 47-400-250-000-000 CONSTRUCTION CONTRACT 6,005 0 94,088 0 47-400-250-001-000 PRELIMINARY ENGINEERING 31,642 26,583 0 0 47-400-250-003-000 RIGHT OF WAY ACQUISITION 92,460 0 0 0 47-400-250-005-000 HAZ MAT SURVEY 9,006 0 0 0 Fund: 47 Total Expenditure:139,114 26,583 94,088 0 Fund: 48 CAPITAL PROJECTS FUND 48-600-325-000-000 WEST SIDE PARK 0 0 595,000 0 48-600-325-003-000 WEST SIDE PARK -CONSTRUCTION MGMT 0 0 177,093 1,358,540 Fund: 48 Total Expenditure:0 0 772,093 1,358,540 Fund: 50 CAPITAL PROJECTS FUND- Bond Proceeds 50-xxx-xx MICHIGAN STREET DESIGN AND ROW 0 0 428,695 480,000 50-xxx-xx Staff Project Time 0 0 0 75,000 50-xxx-xx Barton Road Infrastructure 0 0 0 100,000 50-xxx-xx Project Area Land Assembly 0 0 0 0 Fund: 50 Total Expenditure 0 0 428,695 655,000 TOTAL CAPITAL PROJECT FUNDS:2,687,858 423,270 2,153,152 2,552,040 Capital Project Funds Page 5 7.B.b Packet Pg. 220 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures Fund: 31 GT RDA OBLIGATION RETIREMENT FUND 31-999-xx TRANSFER IN 0 0 0 0 Fund: 31 Total Expenditure:0 0 0 0 Fund: 32 CAPITAL PROJECTS FUND 32-200-110-000-000 SALARIES/WAGES 114,407 167,330 111,460 106,830 32-200-115-000-000 OVERTIME 265 0 0 0 32-200-120-000-000 AGENCY DIRECTORS' STIPENDS 8,475 3,660 4,200 0 32-200-138-000-000 MEDICARE/FICA 1,960 2,914 1,675 1,550 32-200-139-000-000 EMPLOYEE BENEFIT PLAN 20,482 30,064 20,175 19,335 32-200-140-000-000 RETIREMENT PLAN 25,188 38,068 26,055 26,580 32-200-141-000-000 STATE UNEMPLOYMENT INSURANCE 448 867 695 500 32-200-142-000-000 HEALTH/LIFE INSURANCE 5,555 8,383 7,630 4,945 32-200-143-000-000 WORKERS COMP.INSURANCE 2,610 3,500 3,053 3,790 32-200-210-000-000 OFFICE EXPENSE 0 61 500 500 32-200-230-000-000 ADVERTISING 0 2,497 10,000 10,000 32-200-250-000-000 PROFESSIONAL SERVICES 13,948 96,417 70,000 70,000 32-200-251-000-000 ATTORNEY-CRA 85,219 62,031 60,000 60,000 32-200-255-000-000 CONTRACTUAL SERVICES 22,338 15,906 15,000 15,000 32-200-270-000-000 TRAVEL/CONFERENCES/MEETINGS 0 1,012 0 0 32-200-273-000-000 AUTO ALLOWANCE 0 4,790 2,610 3,840 32-370-110-000-000 SALARIES/WAGES 85,622 96,970 59,675 55,965 32-370-138-000-000 MEDICARE/FICA 1,506 1,641 865 610 32-370-139-000-000 EMPLOYEE BENEFIT PLAN 15,672 17,349 10,805 10,130 32-370-140-000-000 RETIREMENT PLAN 19,410 21,089 13,070 13,070 32-370-141-000-000 SUI 461 462 260 260 32-370-142-000-000 HEALTH/LIFE INSURANCE 4,744 5,864 3,155 2,690 32-370-143-000-000 WORKERS COMP.INSURANCE 1,942 2,053 1,642 1,990 32-370-210-000-000 OFFICE EXPENSE 20 0 0 0 32-370-213-000-000 NEWSLETTER 10,440 10,800 0 0 32-370-230-000-000 ADVERTISING 0 0 0 10,000 32-370-250-000-000 PROFESSIONAL/SPECIAL SERVICES 17,372 0 5,000 85,000 32-370-250-001-000 LEGAL SETTLEMENTS 0 105 0 0 32-370-255-000-000 CONTRACTUAL SERVICES 12,805 1,738 76,820 44,320 32-370-255-001-000 PROFESSIONAL SERVICES 8,813 0 0 0 32-370-270-000-000 TRAVEL/CONFERENCES/MEETINGS 1,709 0 0 0 32-370-273-000-000 AUTO ALLOWANCE 3,600 1,800 1,440 1,440 32-600-212-000-000 TOWNE CENTER PROJECT 72,327 17,763 0 0 32-600-214-000-000 21992 DeBERRY STREET 49 0 0 0 32-600-215-000-000 PARCEL # 1167-141-08-MICH & COMMERCE 399 0 0 0 32-600-301-000-000 22747 BARTON ROAD (OLD CIRCLE K)15,875 366 0 0 32-600-302-000-000 BARTON ROAD PROPERTY 22100-22200 BLOCK1,774 0 0 0 32-600-303-000-000 STORM DRAIN PROJECT - CJUSD 0 130,000 0 0 32-600-304-000-000 COMMERCIAL EXTERIOR IMPROVEMENT PROGRAM52,357 52,214 220,429 0 32-600-305-000-000 NEIGHBORHOOD IMPROVEMENT GRANT PROGAM31,295 9,682 39,035 0 32-600-307-000-000 PROPERTY PURCHASE - VISTA GRANDE 18,890 121 0 0 32-600-308-000-000 PURCHASE 0275-242-10-22100 BLK BARTON RD200,926 0 0 0 32-600-309-000-000 COMMUNITY MESSAGE BOARD 66,210 0 0 0 Successor Agency Funds Page 6 7.B.b Packet Pg. 221 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures 32-600-310-000-000 GRAND TERRACE ROAD -REHAB 24,041 0 0 0 32-600-311-000-000 SENIOR CENTER KITCHEN PROJECT 10,068 149,886 0 0 32-600-311-002-000 SENIOR KITCHEN CONTINGENCY 0 10,533 0 0 32-600-312-000-000 BASEBALL FIELD PROJECT 44,326 366,751 42,469 0 32-600-312-002-000 BALLFIELD CONSTRUCTION CONTINGENCY 0 6,356 0 0 32-600-312-003-000 BALLFIELD CONSTRUCTION- MGMT 0 57,635 0 0 32-600-313-000-000 DOG PARK 0 0 35,000 0 32-600-320-000-000 LANDSCAPE PROJECTS- CITY BEAUTIFICATION111 37,940 0 0 32-600-321-000-000 ROAD IMPRVMNTS/TRAFF CIRCULATION DESIGN0 43,133 0 0 32-600-323-000-000 MICH/BARTON/LAPAIX ST PUBLIC IMPROVEMENT0 325,982 535,671 0 32-600-323-002-000 MICH/BARTON/LAPAIX ST PUB IMPV CONTINGCY0 13,455 0 0 32-600-323-003-000 MICH/BARTON/LAPAIX ST PUB IMPV PRJ MGMT0 53,722 0 0 32-600-323-004-000 MICH/BARTN/LAPAIX PUB IMP PRJ MGM CNTGCY0 354 0 0 32-600-325-000-000 WEST SIDE PARK 0 3,350 0 0 32-600-325-199-000 WEST SIDE PARK LABOR FORCE ALLOC-PRJ 0 7,365 0 0 32-600-327-000-000 PURCHASE LOW MOD PROPERTIES 0 0 0 463,167 32-600-999-000-000 TRANSFER TO INVENTORY (200,926)0 0 0 32-999-998-200-000 TSF IN (OUT) O/H COST ALLOC-ADMIN (51,454)16,216 0 (23,908) 32-999-998-370-000 TSF IN (OUT) O/H COST ALLOC-ECON D 85,234 105,551 72,350 160,023 32-999-998-600-000 COST ALLOCATION - PROJECTS 0 0 (11,783)0 32-999-999-000-000 TRANSFER OUT 0 2,075,307 183,088 0 Fund: 32 Total Expenditure:856,513 4,081,053 1,622,044 1,147,627 Fund: 33 DEBT SERVICE FUND 33-140-250-000-000 PROFESSIONAL SERVICES 0 49,978 15,500 40,000 33-300-206-000-000 '97 COP LEASE PAYMENTS 173,647 254,848 254,848 254,848 33-300-208-000-000 04 TA BONDS - INT 215,150 1,831,925 104,625 104,625 33-300-208-001-000 04 TA BONDS - PRINC 1,610,000 0 1,720,000 1,720,000 33-300-209-000-000 2011 TAX ALLOC BONDS - DEBT SERVICE 0 0 949,750 949,750 33-300-210-000-000 TRUSTEE ADMIN FEES 6,045 6,808 12,115 12,115 33-300-215-000-000 COUNTY ADMIN FEE COLL PROP TAX 95,680 75,985 96,000 0 33-300-250-000-000 PROFESSIONAL SERVICES 11,550 0 7,000 7,000 33-300-701-000-000 ERAF TRANSFER 2,289,449 526,510 88,310 0 33-400-705-000-000 PASS-THROUGH EXPENDITURE 1,951,455 1,901,198 1,820,830 0 33-400-705-250-000 PASS-THOUGH STATUTORY 131,106 98,842 107,915 0 33-400-706-000-000 PASS-THROUGH CJUSD 0 262,569 0 0 33-700-850-000-000 RESIDUAL RECEIPTS SEC AGRMT CITY 0 0 0 300,000 33-999-998-000-000 TSF IN(OUT) O/H COST ALLOCATION 190,101 146,450 228,352 46,849 33-999-999-000-000 TRANSFER OUT 350,000 3,993,713 1,791,000 0 Fund: 33 Total Expenditure:7,024,183 9,148,825 7,196,245 3,435,187 Fund: 34 LOW INCOME HOUSING FUND 34-140-250-000-000 PROFESSIONAL SERVICES 0 2,954 3,225 0 34-400-110-000-000 SALARIES/WAGES 115,094 87,360 77,495 0 34-400-115-000-000 OVERTIME 13 0 0 0 34-400-138-000-000 MEDICARE/FICA 1,885 1,498 1,125 0 34-400-139-000-000 EMPLOYEE BENEFIT PLAN 20,783 15,690 14,025 0 34-400-140-000-000 RETIREMENT PLAN 25,510 19,590 18,065 0 34-400-141-000-000 S U I 395 358 390 0 34-400-142-000-000 HEALTH/LIFE INSURANCE 6,195 4,440 4,221 0 34-400-143-000-000 WORKERS COMP.INSURANCE 2,680 1,776 2,120 0 34-400-210-000-000 OFFICE EXPENSE 1,726 60 200 0 Page 7 7.B.b Packet Pg. 222 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Rev 6/21/12 Other Funds: Actual Actual Amended Budget Prelim Budget June 30 June 30 June 30 June 30 2010 2011 2012 2013 Column 1 Column 2 Column 3 Column 4 City of Grand Terrace Expenditures 34-400-215-000-000 COUNTY ADMIN FEE COLL PROP TAX 23,920 18,882 0 0 34-400-220-000-000 SPECIAL DEPARTMENTAL EXPENSE 13 0 0 0 34-400-235-000-000 COMMUNICATIONS 1,397 99 1,320 0 34-400-238-000-000 UTILITIES 1,480 930 1,896 0 34-400-246-000-000 MAINTENANCE & OPERATIONS 1,542 89 0 0 34-400-251-000-000 LEGAL AND PROFESSIONAL SERVICE 16,930 1,265 40,000 0 34-400-255-000-000 CONTRACT SERVICES 2,306 0 0 0 34-400-273-000-000 AUTO ALLOWANCE 0 2,920 2,100 0 34-500-726-000-000 SENIOR HOUSING PROJECT 333,348 0 0 0 34-500-727-000-000 MULTI-FAMILY HOUSING PROJECT 520 0 0 0 34-700-709-000-000 12569 MICHIGAN 154 132,060 0 0 34-700-710-000-000 11695 CANAL 154 60 0 0 34-700-767-000-000 22293 BARTON RD 149 60 0 0 34-700-780-000-000 22317 BARTON RD.120 0 0 0 34-700-850-000-000 RESIDUAL RECEIPTS SEC AGRMT CITY 600,000 300,000 300,000 0 34-800-110-000-000 SALARIES/WAGES 21,869 20,512 22,340 0 34-800-115-000-000 OVERTIME 275 0 0 0 34-800-138-000-000 MEDICARE/FICA 381 351 440 0 34-800-139-000-000 EMPLOYEE BENEFIT PLAN 3,976 3,713 5,495 0 34-800-140-000-000 RETIREMENT PLAN 4,865 4,528 6,645 0 34-800-141-000-000 STATE UNEMPLOYMENT INSURANCE 98 171 260 0 34-800-142-000-000 HEALTH/LIFE INSURANCE 437 56 3,155 0 34-800-143-000-000 WORKERS COMP.INSURANCE 651 652 830 0 34-800-210-000-000 OFFICE EXPENSE 58 944 800 0 34-800-218-000-000 UNIFORMS/SMALL TOOLS 82 0 500 0 34-800-220-000-000 SPECIAL DEPARTMENTAL 839 522 450 0 34-800-265-000-000 MEMBERSHIP & DUES 75 75 75 0 34-800-268-000-000 TRAINING 848 0 350 0 34-800-270-000-000 TRAVEL/CONFERENCES/MTGS 0 0 600 0 34-800-271-000-000 MILEAGE 120 0 200 0 34-800-272-000-000 FUEL & VEHICLE MAINTENANCE 2,318 3,918 1,500 0 34-999-001-000-000 04 TA DEBT SVS SHARE 608,688 619,301 608,513 0 34-999-998-400-000 TSF IN (OUT) O/H COST ALLOC HOUSNG113,264 (4,462)(2,088)0 34-999-998-800-000 TSF IN (OUT) O/H COST ALLOC-CODE E 9,246 3,575 14,138 0 Fund: 34 Total Expenditure:1,924,401 1,243,947 1,130,385 0 Fund: 37 CRA PROJECTS TRUST 37-600-324-000-000 STATER BROS ECON DEV AGREEMENT 0 0 241,500 241,500 Fund: 37 Total Expenditure:0 0 241,500 241,500 TOTAL SUCCESSOR AGENCY FUNDS:9,805,097 14,473,824 10,190,174 4,824,314 Page 8 7.B.b Packet Pg. 223 At t a c h m e n t : F Y 2 0 1 2 - 1 3 B u d g e t F B - R E V - E X P S c h e d f o r 6 - 2 6 - 1 2 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 1 RESOLUTION NO. 2012-____ A RESOLUTION OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADOPTING A BUDGET FOR FISCAL YEAR 2012-13 WHEREAS, the City of Grand Terrace is a general law city incorporated under the laws of the State of California; and WHEREAS, the City of Grand Terrace operates on a fiscal calendar year beginning on July 1st of each year and ending on June 30th of the next year; and WHEREAS, the City of Grand Terrace wishes to adopt a budget for the fiscal year 2012-13 for expenditures based on estimated revenues and available fund balance reserves; and WHEREAS, the City of Grand Terrace has previously elected to become the Successor Agency to the Community Redevelopment Agency of Grand Terrace to run the affairs of the former redevelopment agency; and WHEREAS, staff has presented an operating and capital budget containing the General Fund, Special Revenue Funds, Enterprise Funds, Capital Funds and Successor Agency Funds to meet the needs of the citizens of the City of Grand Terrace; and NOW THEREFORE, the City Council of the City of Grand Terrace does hereby resolve, declare, determine, and order as follows: Section 1.The budget for Fiscal Year 2012-13, a copy of which has been filed in the City Clerk’s office, is hereby adopted with projected beginning unassigned General Fund Balance of $656,264, total General Fund expenditures of $3,399,792 including transfers-out, to be funded by estimated revenues of $3,554,486 including transfers-in. The Child Care Center shall be accounted for in a separate fund for fund balance, revenue and expenditures. Special Revenue Fund budget is adopted with beginning unassigned Special Revenue Fund Balance of $3,358,784,total Special Revenue Fund expenditures of $3,376,039 including transfers-out, to be funded by estimated revenues of $4,001,752, including transfers-in. Capital Projects Fund budget is adopted with beginning Capital Projects Fund Balance deficit of $_0_,total Capital Projects Fund expenditures of $2,552,040, including transfers-out, to be funded by estimated revenues of $2,552,040, including transfers-in. 7.B.c Packet Pg. 224 At t a c h m e n t : 0 6 - 2 6 - 1 2 C i t y B u d g e t R e s o l u t i o n F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 2 Successor Agency budget encompassing all of the former Community Redevelopment Agency funds is adopted with beginning unassigned Fund Balance of $2,833,628, total expenditures of $4, 824, 314, including transfers-out, to be funded by estimated revenues of $4,461,945, including transfers-in. A summary of the City Budget by fund is referenced in “Exhibit A” Section 2.City Council authorizes the restricted and committed fund balances as scheduled in “Exhibit A” attached for the purposes so set forth in the attached exhibit. Section 3.City Council authorizes the City Manager to make budget adjustments to the adopted budget to reallocate appropriations between departmental activities.Only the City Council, by motion and affirmative majority vote, by minute action or by resolution, may make increases and decreases in estimated fund revenues and fund appropriations. PASSED, APPROVED, AND ADOPTED this 26th day of June, 2012. Attest: ________________________________________________________________ City Clerk Mayor City of Grand Terrace 7.B.c Packet Pg. 225 At t a c h m e n t : 0 6 - 2 6 - 1 2 C i t y B u d g e t R e s o l u t i o n F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 1 RESOLUTION NO. 2011-____ A RESOLUTION OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADOPTING A BUDGET FOR FISCAL YEAR 2012-13 “EXHIBIT A” FY 2012-13 Budget Fund Recap by Type of Unassigned Funds Table 1 Beginning Unassigned Fund Balance Revenues Expenditures Ending Unassigned Fund Balance General Fund 656,264 3,554,486 (3,399,792)810,958 Other City Funds 3,358,784 3,376,039 (4,001,752)2,733,071 Capital Prj Funds 0 2,552,040 (2,552,040)0 S/A-CRA Funds 2,833,628 4,461,945 -4,824,314 2,471,259 Unassigned Grand Total 6,848,676 13,944,510 -14,777,898 6,015,288 7.B.c Packet Pg. 226 At t a c h m e n t : 0 6 - 2 6 - 1 2 C i t y B u d g e t R e s o l u t i o n F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 2 FY 2012-13 Fund Summary –Unassigned Funds Table 2 Fund Beginning Unassigned Fund Balance Revenues Expenditures Ending Unassigned Fund Balance #Description 10 General 656,264 3,554,486 -3,399,792 810,958 09 Child Care 0 1,046,306 -1,051,597 -5,291 11 Street 993,540 7,000 -366,284 634,256 12 Storm Drain 67,252 350 0 67,602 13 Park 225,676 7,100 -17,385 215,391 14 SLESF (COPS)0 100,000 -100,000 0 15 Air Quality Improvement 68,460 14,250 0 82,710 16 Gas Tax 78,669 425,265 -383,280 120,654 17 Traffic Safety -9,826 71,500 -53,640 8,034 19 Facilities 208,304 200 0 208,504 20 Measure I 108,364 150,500 -255,605 3,259 21 Waste Water Disposal (WWD)1,612,273 1,495,300 -1,711,893 1,395,680 22 Com Dev Block Grant (CDBG)0 43,933 -43,933 0 26 Landscape & Light Asses Dist 6,072 14,335 -18,135 2,272 Other City Funds Subtotal 3,358,784 3,376,039 -4,001,752 2,733,071 44 Bike Lane 0 0 0 0 46 Street Improvement 0 538,500 -538,500 0 47 Barton Bridge 0 0 0 0 48 Park Grant 0 1,358,540 -1,358,540 0 50 Bond Proceeds Projects 0 655,000 -655,000 0 Capital Funds Subtotal 0 2,552,040 -2,552,040 0 4 City Funds Total 4,015,048 9,482,565 -9,953,584 3,544,029 31 Obligation Retirement 0 4,461,945 0 4,461,945 32 Capital Projects -459,112 0 -1,147,627 -1,606,739 33 Debt Service 1,751,779 0 -3,435,187 -1,683,408 34 Low Mod Income Housing 574,961 0 0 574,961 37 CRA Project 966,000 0 -241,500 724,500 Successor Agency Funds Total 2,833,628 4,461,945 -4,824,314 2,471,259 All Unassigned Funds Grand Total 6,848,676 13,944,510 -14,777,898 6,015,288 7.B.c Packet Pg. 227 At t a c h m e n t : 0 6 - 2 6 - 1 2 C i t y B u d g e t R e s o l u t i o n F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 3 Fund Balance Reserves other than Unassigned City Projected FY 2012-13 Fund Balance -TABLE 3- Restricted, Committed or Assigned Beginning Revenue FY 2012-13 Expenditure FY 2012-13 Ending assigned RESTRICTED (21) Sewer Capital Fund 491,059 0 0 491,059 Successor Agency to CRA Projected FY 2012-13 Fund Balance -TABLE 3- Restricted, Committed or Assigned Beginning Revenue FY 2012-13 Expenditure FY 2012-13 Ending assigned RESTRICTED (32)-S/A Capital Proj –Bonds Proceeds Restricted for Tax Exempt Projects 12,601,872 0 (655,000)11,946,872 (32) S/A Capital Proj – Bonds –Taxable 3,622,783 0 3,622,783 COMMITTED (33) S/A Debt Service Fund SERAF Loan 448,636 0 0 448,636 (33) S/A Debt Service Fund ROPS Underfunding 4,004,764 0 0 4,004,764 TOTAL FUND BALANCE Restricted, Committed or Assigned 20,678,055 0 (655,000)20,023,055 7.B.c Packet Pg. 228 At t a c h m e n t : 0 6 - 2 6 - 1 2 C i t y B u d g e t R e s o l u t i o n F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) RESOLUTION NO. 2012- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,ESTABLISHING FEES FOR THE CITY OF GRAND TERRACE CHILD CARE SERVICES WHEREAS, the City Council at their meeting of June 12, 2012, determined that the fees for services provided by Grand Terrace Child Care Services would support a rate increase; and WHEREAS, in order to increase fees, a report showing that the revenue to be generated from the increase will not exceed the cost of the program was provided to the City Council and the public for review at the June 12, 2012,City Council Meeting. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: Section 1.The City Council hereby establishes the following fees for services provided by the City of Grand Terrace Child Care Services: Program Resident Rate Non-Resident Rate Child Care Center Kangaroo –6 weeks –2 years Full Time $198.50 $202.50 Part Time $145.00 $149.00 (Priority will be given to Full Time) Turtles 2 -3 ½ yearsFull Time $177.00 $180.25Part Time $132.25 $135.25 Giraffe, Alligator and Monkeys Potty Trained3 -5 yrs. (If not Potty Trained Turtlerate applies)Full Time $151.75 $155.00 Part Time $107.50 $109.75 School Age ProgramKindergartenFull Time $128.50 $130.75Part Time $93.50 $95.50 1st -6th GradeFullTime $87.50 $89.00PartTime$72.00 $73.25 7.B.d Packet Pg. 229 At t a c h m e n t : R e s o l u t i o n f o r C h i l d C a r e S e r v i c e F e e s f o r F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 2 Off Track -No Lunch Full Time $145.00 $147.75Off Track -No Lunch Part Time $102.00 $104.00 Tiny Tot Fun Club Three Days $126.75 $135.00 Two Days $99.50 $105.75 New Student Registration Child Care Center & School Age $65.00 $65.00 Tiny Tots $65.00 $65.00 Annual Registration Child Care Center & School Age $40.00 $40.00 Tiny Tots $40.00 $40.00 Part Time: 1-3 days or 5 one half days and School Age picked up by 3:30 Full Time : 4-5 days Section 2.Established fees for services provided by the City of Grand Terrace Child Care Services shall become effective July 31, 2012. PASSED,APPROVED AND ADOPTED this 26th day of June, 2012. Mayor of the City of Grand Terrace ATTEST: City Clerk of the City of Grand Terrace 7.B.d Packet Pg. 230 At t a c h m e n t : R e s o l u t i o n f o r C h i l d C a r e S e r v i c e F e e s f o r F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 3 I, TRACEY R. MARTINEZ, 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 26th day of June, 2012 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracey R. Martinez, City Clerk APPROVED AS TO FORM: City Attorney 7.B.d Packet Pg. 231 At t a c h m e n t : R e s o l u t i o n f o r C h i l d C a r e S e r v i c e F e e s f o r F Y 2 0 1 2 - 1 3 ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) AGENDA REPORT MEETING DATE: June 12, 2012 Council & Successor Agency Item TITLE: Proposed Budget for Fiscal Year 2012-13 PRESENTED BY: Betsy Adams, City Manager RECOMMENDATION: Receive information on the proposed budget for Fiscal Year 2012-13. Provide direction on any desired additions or deletions to be included when the proposed budget is brought forward for adoption at the June 26 Council Meeting. BACKGROUND: On May 22, 2012, the City Council held a Budget Workshop on the preliminary budget for Fiscal Year (FY) 2012-13. Prior to this budget meeting the Council held two Special Meetings on the budget on February 11 and March 31 (Saturdays). The preliminary budget for FY 2012-13 presented generally positive information, with the exception of the Successor Agency's budget. The General Fund, excluding any Successor Agency impacts, was projected to maintain a positive fund balance. The Child Care Fund, now separated from the General Fund, was projected to have a small negative fund balance which could be corrected through fee increases. The Other City Funds and Capital Funds were also projected to maintain a favorable budget position. DISCUSSION: The budget situation of the Successor Agency continues to be fluid. The State Department of Finance (DoF) has not responded to the Successor Agency's rebuttal to the DoF’s comments on the first and second Recognized Obligation Payment Schedules (ROPS1 and ROPS2). Five letters are included as attachments which provide detail on Successor Agency obligations which could significantly impact the General Fund budget: DoF letter of April 26, 2012 which identifies three items in the Successor Agency’s first ROPS (ROPS1) which DoF presents as not qualifying as enforceable obligations. Jones & Mayer letter of May 7, 2012 which responds to the April 26 DoF letter. DoF letter of May 11, 2012 which identifies one item in the Successor Agency’s second ROPS (ROPS 2) as not qualifying as an enforceable obligation. DoF letter of May 25, 2012 approving ROPS1 and ROPS2 with the exclusion of the enforceable obligations identified in the DoF’s letters of April 26 and May 11. Jones & Mayer letter of May 31, 2012 which responds to the May 11 DoF letter by 7.B.e Packet Pg. 232 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) removing the disqualified enforceable obligation and requesting the reclassification of other obligations. These letters are provided for background information and will not be the focus of the staff report. While it is hoped that the Successor Agency's enforceable obligation issues with the DoF will be resolved prior to the Council adopting the budget on June 26, it is possible the Council may have to adopt a budget with assumptions made for the Successor Agency. If this occurs, and depending on the final status of the enforceable obligations, the Council may need to adopt an amended budget during the first quarter of the new fiscal year. The preliminary budget presented to the Council on May 22 included five possible cases for the General Fund depending on the outcome of the Successor Agency’s enforceable obligations: FY 2012-13 General Fund Budget Summary with Successor Agency Impacts (as presented on May 22, 2012) Description Best Case Possible Case #1 Possible Case #2 Possible Case #3 Worst Case Beginning Fund Balance 656,264 656,264 531,264 356,264 284,439 Revenues 3,539,486 3,539,486 3,239,486 3,239,486 3,239,486 Expenditures -3,378,092 -3,856,167 -3,856,167 -3,856,167 -3,856,167 Ending Fund Balance 817,658 339,583 -85,417 -260,417 -332,242 Since that meeting, the City has received some clarification from the DoF and Successor Agency counsel which allows the Council to consider two “likely” cases based on “best case” and “possible case #1” presented at the Budget Workshop. The revenue and expenditure numbers are different than those above because the following changes have incorporated into the General Fund budget: Street sweeping citation revenue has been increased by $15,000. Professional services expenditure in the non departmental budget has been increased by $25,000 for a utility users tax revenue estimate and resident survey, both which will require Council approval prior to work commencing in either area. Professional services expenditure in the finance department budget has been increased by $6,700 for the General Fund portion of the annual audit services to be provided by a new audit firm. Utilities expenditure in park maintenance budget has been increased by $15,000. In review after the Budget Workshop the department determined that the budget in this account needed to remain at $45,000 and not be decreased to $30,000. When the above budget adjustments are made the two likely outcomes for the General Fund are as follows: 7.B.e Packet Pg. 233 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) FY 2012-13 General Fund Budget Summary with Successor Agency Impacts (as of June 12, 2012) Description Best Case Possible Case #1 Beginning Fund Balance 656,264 656,264 Revenues 3,554,486 3,554,486 Expenditures -3,399,792 -3,877,867 Ending Fund Balance 810,958 332,883 The two key areas of Successor Agency enforceable obligations which could impact the General Fund are the residual receipts payment and enforceable obligations which exceed the administrative allowance. Below is a summary of information in these two areas and how they impact the “best case” and “possible case #1”: FY 2011-12 Residual receipts is maintained as a General Fund revenue but is not treated as an enforceable obligation of the Successor Agency by the DoF. The payment was made from the Low-Moderate Housing Fund prior to the dissolution of the former redevelopment agency and the Low-Moderate Housing fund balance reflects this. Successor Agency administrative expenses in excess of the 5% administrative allowance, identified as $71,825 by the DoF, will be paid with other Successor Agency sources of revenue (e.g. easement, interest, and rental income) as allowed by ABx1 26. FY 2012-13 Residual receipts is maintained as a General Fund revenue and is an enforceable obligation of the Successor Agency since the DoF included it in the maximum Redevelopment Property Tax Trust Fund (RPTTF) obligations approved for ROPS2 ($4,089,776). Successor Agency administrative expenses in excess the $250,000 administrative allowance, identified as $478,075 by the DoF, would be paid with other Successor Agency sources of revenue including Successor Agency fund balance (excluding bond proceeds or low-moderate housing funds) if approved by the Oversight Board (“best case”). If this is not approved by the Oversight Board these expenses may be absorbed by the General Fund (“possible case #1”). Based on the information known through June 7, the date this staff report was completed, the Successor Agency administrative expenses in excess the $250,000 administrative allowance is the key budget issue for FY 2012-13. DoF clarification on the issues not yet resolved for ROPS1 could decrease this number. In addition, staff is reviewing the Successor Agency’s administrative expenses for possible reductions which would require the Successor Agency to adopt an amended ROPS2. 7.B.e Packet Pg. 234 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) FISCAL IMPACT: The fund summary for the proposed budget, based on the “best case” for Fiscal Year 2012-13 is provided in the table below: FY 2012-13 Fund Summary Fund Beginning Fund Balance Revenues Expenditures Ending Fund Balance # Description 10 General 656,264 3,554,486 -3,399,792 810,958 09 Child Care 0 1,046,306 -1,051,597 -5,291 11 Street 993,540 7,000 -366,284 634,256 12 Storm Drain 67,252 350 0 67,602 13 Park 225,676 7,100 -17,385 215,391 14 SLEAF (COPS) 0 100,000 -100,000 0 15 Air Quality Improvement 68,460 14,250 0 82,710 16 Gas Tax 78,669 425,265 -383,280 120,654 17 Traffic Safety -9,826 71,500 -53,640 8,034 19 Facilities 208,304 200 0 208,504 20 Measure I 108,364 150,500 -255,605 3,259 21 Waste Water Disposal (WWD) 1,612,273 1,495,300 -1,711,893 1,395,680 21 WWD Designated Capital 685,460 0 0 685,460 22 Com Dev Block Grant (CDBG) 0 43,933 -43,933 0 26 Landscape & Light Asses Dist 6,072 14,335 -18,135 2,272 Other City Funds Subtotal 4,044,244 3,376,039 -4,001,752 3,418,531 44 Bike Lane 0 0 0 0 46 Street Improvement 0 538,500 -538,500 0 47 Barton Bridge 0 0 0 0 48 Park Grant 0 1,358,540 -1,358,540 0 50 Bond Proceeds Projects 0 1,655,000 -1,655,000 0 Capital Funds Subtotal 0 3,552,040 -3,552,040 0 City Funds Total 4,700,508 10,482,565 -10,953,584 4,229,489 31 Obligation Retirement 0 4,461,945 0 4,461,945 32 Capital Projects -459,112 0 -1,147,627 -1,606,739 32 Bond Proceeds 17,133,050 0 -1,655,000 15,478,050 33 Debt Service 1,751,779 0 -3,435,187 -1,683,408 34 Low Mod Income Housing 574,961 0 0 574,961 7.B.e Packet Pg. 235 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 37 CRA Project 966,000 0 -241,500 724,500 Successor Agency Funds Total 19,966,678 4,461,945 -6,479,314 17,949,309 All Funds Grand Total 24,677,186 14,944,510 -17,432,898 22,188,798 Detailed reports for revenue and expenditure information for each fund are included as the first attachments to the staff report. ATTACHMENTS:  Fund Balance Projected FYE 12-13  General Fund Revenue FY Budget 12-13  General Fund Expenditures FY Budget 12-13- 6-12-12  NON-GF- OTHER Fund Revenues FY Budget 12-13  NON-GF- OTHER Fund Expenditures FY Budget 12-13  DOF Letter of April 26_2012 on ROPS1  Jones_Mayer Letter of May 7_2012 ROPS1 Response  DOF Letter of May 11_2012 on ROPS2  Grand_Terrace_May25_ROPS_Approval_Letter  Jones_Mayer Letter of May 31_2012 ROPS2 Response APPROVALS: Betsy Adams Completed 06/07/2012 2:30 PM Finance Completed 06/07/2012 3:11 PM City Attorney Completed 06/07/2012 6:20 PM City Manager Completed 06/07/2012 6:59 PM City Council Pending 7.B.e Packet Pg. 236 At t a c h m e n t : 2 0 1 2 - 0 6 - 1 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) AGENDA REPORT MEETING DATE: May 22, 2012 Council & Successor Agency Item TITLE: Preliminary Budget for Fiscal Year 2012-13 PRESENTED BY: Betsy Adams, City Manager RECOMMENDATION: Receive information on the preliminary budget for Fiscal Year 2012-13. Provide direction on whether any policy issues identified in the preliminary budget should be modified when the proposed budget for Fiscal Year 2012-13 is presented at the June 12 Council Meeting. BACKGROUND: On April 12, 2011, in response to the Governor's proposed elimination of redevelopment agencies, the City Council approved an agreement with Rosenow Spevacek Group, Inc. (RSG) to prepare a General Fund Fiscal Sustainability Model which was presented at the Council Meeting on May 24, 2011 . The model provided a variety of information including that the General Fund faced a $550,000 revenue shortfall in Fiscal Year (FY) 2011-12 which increased to more than $1 million if redevelopment were lost. On June 28, 2011, in adopting the FY 2011-12 budget, the Council approved six (6) significant budget reductions that provided $415,288 in on-going savings for the General Fund, addressing 75% of the General Fund revenue shortfall. These reductions included removing the Traffic Deputy from the contract for law enforcement services; ending the Crossing Guard and Community Events programs; and defunding three (3) full-time positions (Deputy City Clerk, Maintenance Worker 3, and Management Analyst) and five (5) part-time positions (Code Enforcement Clerk, Code Enforcement Officer, 2 Crossing Guards, and Parks & Fields Assistant). The City Hall workforce was reduced by 33% in a single year. No reductions were made to Child Care staffing in the FY 2011-12 budget. There are three other significant actions the Council took to improve the fiscal condition of the General Fund in FY 2011-12. The first, on June 14, 2011, was to approve the sale of the City's cellular telephone tower leases resulting in one-time General Fund revenue of $365,897. The second, on December 13, 2011, was to approve a contract landscape maintenance agreement which outsourced park maintenance and allowed the City to defund a vacant Maintenance Worker 2 position. The third, on March 13, 2012, was to approve the Seventeenth Amendment to Law Enforcement Services Contract which reduced the Detective to 20 hours/week and removed the Sheriff's Service Specialist providing $52,731 in General Fund budget savings for the balance of the fiscal year and $210,924 in FY 2012-13. This Council action was in response to the California Supreme Court's ruling in the California Redevelopment Association v. Matosantos case on December 29, 2011 which dissolved redevelopment agencies as of February 1, 2012. 7.B.f Packet Pg. 237 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) DISCUSSION: The City’s budget situation is especially dynamic with the dissolution of the former redevelopment agency and the uncertain status of some of the Successor Agency’s enforceable obligations. For the Budget Workshop on May 22, the budget is being presented in a preliminary format. The formal proposed budget will be presented at the Council Meeting on June 12, with the hope that by then more will be known about the status of the Successor Agency’s enforceable obligations. The focus of discussion for the preliminary budget will be in two areas -- the General Fund and Successor Agency impacts along with the Child Care Fund. Prior to beginning discussion in these areas, the City's overall budget will be reviewed. The table below is a summary of all City funds. FY 2012-13 Fund Summary Fund Description Beginning Fund Balance Revenues Expenditures Ending Fund Balance 10 - GENERAL FUND 656,264 3,539,486 -3,378,092 817,658 09 - CHILD CARE 0 966,397 -1,052,347 -85,950 11 - STREET FUND 993,540 7,000 -366,284 634,256 12 - STORM DRAIN FUND 67,252 350 0 67,602 13 - PARK FUND 225,676 7,100 -17,385 215,391 14 - SLESF (AB3229 COPS) 0 100,000 -100,000 0 15 - AIR QUALITY IMPRV. FUND 68,460 14,250 0 82,710 16 - GAS TAX FUND 78,669 425,265 -383,280 120,654 17 - TRAFFIC SAFETY FUND (9,826) 71,500 -53,640 8,034 19 - FACILITIES FUND 208,304 200 0 208,504 20 - MEASURE "I" FUND 108,364 150,500 -255,605 3,259 21 - WASTE WATER DISPOSAL FUND 1,612,273 1,495,300 -1,711,893 1,395,680 21 - DESG WWD CAPITAL FEES 685,460 0 0 685,460 22 - CDBG FUND 0 43,933 -43,933 0 26 - LNDSCP & LGTG A.D. 6,072 14,335 -18,135 2,272 Total - Other City Funds 4,044,244 3,296,130 -4,002,502 3,337,872 44 - CAPITAL PROJECT - BIKE LANE 0 0 0 0 46 - CAPITAL IMPR- STREETS 0 538,500 -538,500 0 47 - CAP.PROJ. BARTON BRIDGE 0 0 0 0 48 - CAP.PROJ. PARK GRANT 0 1,358,540 -1,358,540 0 50 - CAP.PROJ. BOND PROCEEDS 0 1,655,000 -1,655,000 0 TOTAL CAPITAL FUNDS 0 3,552,040 -3,552,040 0 Total - City Funds 4,700,508 10,387,656 -10,932,634 4,155,530 7.B.f Packet Pg. 238 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) 31 - OBLIGATION RET FUND 0 6,575,000 0 6,575,000 32 - CAPITAL PROJECTS FUND (459,112) 0 -1,147,627 -1,606,739 32 - BOND PROCEEDS 17,133,050 0 -1,655,000 15,478,050 33 - DEBT SERVICE FUND 1,751,779 0 -5,248,242 -3,496,463 34 - LOW MOD INC HSG FUND 574,961 0 -300,000 274,961 37 - CRA PROJECT FUND 966,000 0 -241,500 724,500 Total - Successor Funds 19,966,678 6,575,000 -8,592,369 17,949,309 Grand Total - All Funds 24,667,186 16,903,986 -19,525,003 22,104,839 The Fund Summary reflects two items which the Council should be aware of. The first is that $75,000 in General Fund expenditures during FY 2012-13 have been reallocated to bond and grant projects. The second is the vacant Assistant to the City Manager (ATCM) position has been defunded and funds added for a part-time Human Resources Technician to handle the mandated responsibilities (personnel and risk management) of the former ATCM position (savings of $55,718). The combined savings to the General Fund for these two items is $130,718 and is included in the table above. It is important to note while the General Fund, as shown in the FY 2012-13 Fund Summary, appears to be in balance that this is the "best case" scenario and likely not to be achieved. It would have been the “actual case” for the City if the former redevelopment agency had not been dissolved. The Child Care Fund (Fund 9) is a new fund for FY 2012-13. At the March 31 Budget Workshop, the Council requested the Child Care budget be separated from the rest of the General Fund budget to make it easier to discern if Child Care is a self supporting operation, including overhead charges. While Child Care shows a deficit of $85,950 in the Fund Summary, possible corrective action and a policy issue will be provided in the Child Care section below. Other City Funds (Fund 11 through Fund 26) and the Capital Funds (Fund 44 through Fund 48) are in balance the FY 2012-13 budget. The negative ending fund balance for Gas Tax (Fund 16), CDBG (Fund 22) and Capital Improvements-Streets (Fund 46) are due to the timing of when revenue is received. Included as attachments are the FY 2012-13 Fund Balance Summary, General Fund Expenditure and Revenue reports, and Expenditure and Revenue reports for the other funds. These documents form the basis for the preliminary budget for FY 2012-13. They will be updated with the most current information, and presented in the City’s formal budget format when the proposed budget is presented at the June 12 Council Meeting. General Fund and Successor Agency The presentation of the General Fund and the Successor Agency funds in the FY 2012- 13 Fund Summary needs to be viewed "best case" since they may be significantly 7.B.f Packet Pg. 239 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) impacted by California Department of Finance (DoF) decisions on the Successor Agency's Recognized Obligation Payment Schedules (ROPS). Three letters are included as attachments which provide detail on Successor Agency obligations which could have significant impacts to the City's budget: DoF letter of April 26, 2012 which identifies three items in the Successor Agency’s first ROPS (ROPS1) which DoF presents as not qualifying as enforceable obligations (residual receipts, housing set-aside, and administrative costs). Jones & Mayer letter of May 7, 2012 which responds to the April 26 DoF letter. DoF letter of May 11, 2012 which identifies one item in the Successor Agency’s second ROPS (ROPS 2) as not qualifying as an enforceable obligation (taxable bond proceeds). At the time this staff report was submitted for the agenda, May 16, the Successor Agency’s attorney had not finalized the written response to the May 11 DoF letter. The DoF’s letters identify two items which could have an immediate impact on the City’s operating budget (residual receipts and administrative costs) and two items which could affect the fund balance of Successor Agency Funds 33 and 34 (Debt Service, Bond Proceeds, and Low-Moderate Income Housing). Of particular concern are residual receipts and administrative costs because they could impact the FY 2011-12 and FY 2012-13 General Fund budgets. Staff has identified five possible outcomes for the General Fund depending on the DoF’s final ruling on these items. A summary of these outcomes is shown below: FY 2012-13 General Fund / Successor Agency Budget Assumptions Description Best Case Possible Case #1 Possible Case #2 Possible Case #3 Worst Case Revised Beginning Fund Balance 656,264 656,264 531,264 356,264 284,439 Revised Revenues 3,539,486 3,539,486 3,239,486 3,239,486 3,239,486 Revised Expenditures -3,378,092 -3,856,167 -3,856,167 -3,856,167 -3,856,167 Ending Fund Balance 817,658 339,583 -85,417 -260,417 -332,242 Notes: Best Case: No SA impacts in FY 11-12 or FY 12-13 Possible Case #1: No SA impacts in FY 11-12. In FY 12-13 GF picks up excess SA admin exp but keeps Residual Receipts. Possible Case #2: GF looses 5 months of Residual Receipts in FY 11-12 & all in FY 12-13. GF picks up excess SA admin exp in FY 12-13. Possible Case #3: GF looses all Residual Receipts in FY 11-12 and FY 12-13. GF picks up excess SA admin exp in FY 12-13. Worst Case: GF looses all Residual Receipts in FY 11-12 and FY 12-13. GF picks up excess SA admin exp in FY 11-12 & FY 12-13. For residual receipts, an expenditure of the Successor Agency and revenue to the General Fund, the question is whether the DoF will allow the continuation of this affordable housing obligation. If the decision is “yes” then the “best case” and “possible case #1” maintain the residual receipts revenue for the General Fund in FY 2011-12 and going forward. If the decision is “no” then the question becomes when would the residual receipts revenue end? Since it was encumbered when the FY 2011-12 budget was adopted, the Successor Agency’s attorney has argued that the General Fund should receive the revenue for FY 2011-12 (“best case” and “possible case #1”). Another possibility is that residual receipts could be prorated since the former 7.B.f Packet Pg. 240 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) redevelopment agency was dissolved on February 1, 2012 (“possible case #2”). In either case, under this outcome, there would be no residual receipts in FY 2012-13 or going forward (“possible case #3” and “worst case”). For administrative expenses which exceed the allowance (5% in FY 2011-12 and $250,000 in FY 2012-13 and going forward), the question is whether other sources of funds in the Successor Agency can cover these expenses ($71,825 in FY 2011-12 and $478,074 in FY 2012-13). If the decision is “yes” then the “best case” may occur (“possible case #1” and “possible case #2” could also occur depending on what happens with residual receipts). If the decision is “no” the “possible case #3” or “worst case” would happen. For the $71,825 in Successor Agency expenses which exceed the 5% allowance, they would have to be absorbed by the General Fund’s fund balance because there is not enough time to reduce expenses by this amount. For the $478,075 in Successor Agency expenses which would exceed the $250,000 allowance in FY 2012-13, budget reductions would be needed in the General Fund while the Successor Agency works to reduce administrative costs in subsequent years. An unfavorable DoF decision on residual receipts, administrative expenses or both would put the General Fund budget for FY 2012-13 in a least favorable outcome (“possible case #2”, “possible case number #3” or “worst case”) and would require budget reductions unless revenues can be increased. This could include filled positions at City Hall with the focus on keeping mandated services through either outsourcing or contracting. Discussion on which positions could be impacted is planned for the June 12 Council Meeting, at which time the City will hopefully have more clarity from the DoF on the residual receipts revenue to the General Fund and the Successor Agency’s administrative expenses. Governor's May Revise 2011 The Governor's May Revise for the state's budget, released on May 14, 2012, mentioned redevelopment "clean up" legislation which is included as an attachment. If this legislation were passed in its current form there are two areas of immediate concern. The first is that the administration cost allowance for ROPS1 would be reduced to from the full fiscal year to six months [proposed amended Health & Safety Code 34177(b)] which would be a reduction of $228,918 in actual expenses which would have to be absorbed by the General Fund. The second is whether the use of Successor Agency fund balance or other Successor Agency sources of funds (e.g. rental or interest income) will be allowed to pay for the $71,825 in Successor Agency expenses which exceed the 5% allowance in ROPS1. Below is the FY 2012-13 General Fund/Successor Agency Budget Assumptions with the potential May Revise impacts: FY 2012-13 General Fund / Successor Agency Budget Assumptions (includes potential RDA clean-up legislation impacts) Description Best Case Possible Case #1 Possible Case #2 Possible Case #3 Worst Case Beginning Fund Balance 656,264 656,264 531,264 356,264 284,439 Revenues 3,539,486 3,539,486 3,239,486 3,239,486 3,239,486 7.B.f Packet Pg. 241 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Expenditures -3,378,092 -3,856,167 -3,856,167 -3,856,167 -3,856,167 Decrease 5% SA admin allowance by 50% (expenses to GF) ROPS1 -228,918 -228,918 -228,918 -228,918 -228,918 $71,825 excess admin in ROPS 1 not charged to SA fund balance -71,825 -71,825 -71,825 -71,825 -71,825 Ending Fund Balance 516,915 38,840 -386,160 -561,160 -632,985 Local Revenue Measure While the Council has had some general discussion on a potential local revenue measure, there has been no formal revenue analysis or resident survey performed to provide the Council with data specific to Grand Terrace. Staff could prepare a revenue analysis for a local sales tax or parcel tax. A revenue analysis for a utility users tax would need to be done by a consultant with expertise in this area and access to utility data not readily available to the City. A resident survey could include obtaining information on the priority residents place on various services provided by the City. Such information would be useful in evaluating a local revenue measure or, if a local revenue measure is not pursued, in determining which services will be reduced so that the City maintains a balanced budget. Policy Question: Should the FY 2012-13 proposed budget include a General Fund appropriation of $25,000 for a utility user tax revenue analysis and resident survey? Child Care Fund Moving Child Care expenditures, revenues and overhead allocation from the General Fund to Fund 9 highlights that it will not be a full-cost recovery operation in FY 2012-13, without mitigating action. To assist with this, the Child Care budget has been allocated into its four primary programs -- Infant, Tiny Tot, Pre-School and After School. This information is summarized below, with further detail included as an attachment: FY 2012-13 Child Care Fund Budget (by program type) Description Infant Tiny Tot Pre-School After School Total Revenues 146,093 61,220 482,591 276,493 966,397 Expenditures (Direct) -116,834 -76,983 -228,994 -66,629 -489,440 Indirect Costs (Child Care) -74,446 -59,259 -170,323 -60,012 -364,040 Overhead Allocation -47,471 -31,279 -93,044 -27,072 -198,866 Total -92,658 -106,301 -9,770 122,780 -85,949 As can be seen in the table above, only the After School program is full cost recovery and is to some degree subsidizing the other Child Care programs. Pre-School program revenues cover direct and indirect costs and nearly all of its overhead. Infant program revenues cover direct costs and the much of its indirect costs but not overhead. Tiny Tot revenue does not cover even its direct costs. With this information known, Child Care is evaluating the fees charged in the Infant, Tiny Tot and Pre-School programs and will be recommending potential increases in the proposed budget to be presented at the June 12 Council Meeting. 7.B.f Packet Pg. 242 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) Unlike other services provided by the City, childcare is a service also provided by the private for profit and non profit sectors. Child Care is by far the largest portion of the City’s operating budget devoted to non mandated services. For comparison purposes only, the City’s anticipated expenditures in FY 2012-13 for two other non mandated services, Parks and the Senior Center, are anticipated to be $155,605 and $27,000 respectively. Depending on the effectiveness of expenditure reductions and fee increases, the City may need to evaluate if the Child Care operation (including the facility) should be sold. This could free Child Care from its share of the City’s administrative overhead which is $198,867. Such a sale could also bring one-time revenue to the General Fund. In order to properly evaluate a possible sale the potential value of the Child Care operation needs to be determined. Policy Question: Should the FY 2012-13 proposed budget include a General Fund appropriation of $6,000 for an appraisal of the Child Care operation and real property? In addition to policy issues already identified, there is one other which needs Council consideration before the proposed budget is presented at the June 12 Council. Paramedic Supplies The City has been actively seeking $47,000 in donations for the one-time purchase of paramedic supplies in return for the San Bernardino County Fire Department providing a firefighter/paramedic at the Grand Terrace Fire station on an on-going basis. At the time this staff report was submitted for the agenda, May 16, donations of $28,695 have been pledged or received. Policy Question: Should the FY 2012-13 proposed budget include a General Fund appropriation for the balance of funds needed for the one-time purchase of paramedic supplies? The discussion on the preliminary budget for FY 2012-13 identified three potential policy questions which are summarized below: Potential Policy Questions Raised in Preliminary FY 2012-13 Budget # Question Cost Potential to Generate Revenue? 1 Should the FY 2012-13 proposed budget include a General Fund appropriation of $25,000 for a utility user tax revenue analysis and resident survey? 25,000 Yes 2 Should the FY 2012-13 proposed budget include a General Fund appropriation of $6,000 for an appraisal of the Child Care operation and real property? 6,000 Yes 3 Should the FY 2012-13 proposed budget include a General Fund appropriation for the balance of funds needed for the one-time purchase of paramedic supplies? 18,305 No Total 49,305 7.B.f Packet Pg. 243 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) If funding for the potential policy questions were included in the proposed FY 2012-13 budget to be presented on June 12, with no other changes made, it would impact the five possible outcomes for the General Fund as shown below: FY 2012-13 General Fund / Successor Agency Budget Assumptions (with Policy Questions funding included) Description Best Case Possible Case #1 Possible Case #2 Possible Case #3 Worst Case Ending Fund Balance 817,658 339,583 -85,417 -260,417 -332,242 Funding for Policy Questions -49,305 -49,305 -49,305 -49,305 -49,305 Revised Ending Fund Balance 768,353 290,278 -134,722 -309,722 -381,547 It should be noted that the revised ending fund balance amounts for the five cases do not include any potential revenue which could be possible for three of the policy questions nor are the potential impacts for the Governor’s proposed redevelopment “clean up legislation” included. Special Budget Meeting on June 5 With the uncertain status of Successor Agency obligations that could significantly impact the General Fund in a negative way, the Council may wish to schedule a Special Meeting on the budget for June 5. The City may receive the DOF's response to the letter sent by the Successor Agency's attorney before then which could provide clarification on how severely the General Fund may be impacted. FISCAL IMPACT: The fiscal impacts of the preliminary budget for FY 2012-13 are included in the discussion section of the staff report. If the DoF provides further clarification soon on the items identified in either ROPS1 or ROPS2 it is anticipated that significant updates could be made to the proposed budget for Council consideration on June 12. It is important to note that the City’s first payment on the $3,388,091 loan from the former redevelopment agency is due in FY 2012-13. This payment will be made by a balance sheet transfer of funds (available cash) from the General Fund to the Successor Agency. If this payment were included as part of the FY 2012-13 budget, then the ending fund balance would be reduced by $147,308 for each of the General Fund budget cases. It should also be noted that the preliminary budget for FY 2012-13 does not include any one-time revenue for turning the Successor Agency's liquid assets over to the Auditor- Controller for disbursement to the taxing entities, which would include the City. With the uncertainty of some of the Successor Agency's enforceable obligations, and audits of the Successor Agency to be done in FY 2012-13, it is possible the liquid assets may be retained by the Successor Agency for much of the fiscal year. ATTACHMENTS: 7.B.f Packet Pg. 244 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s )  Fund Balance Projected FYE 12-13  DOF Letter of April 26_2012 on ROPS1  Jones_Mayer Letter of May 7_2012 ROPS1 Response  [210] ABx1 26 Redevelopment Clean-Up and RDA Asset Disposition  DOF Letter of May 11_2012 on ROPS2  Child Care Program Analysis Prior to Rate Increase  General Fund Revenue FY Budget 12-13  General Fund Expenditures FY Budget 12-13  NON-GF- OTHER Fund Expenditures FY Budget 12-13  NON-GF- OTHER Fund Revenues FY Budget 12-13 APPROVALS: Betsy Adams Completed 05/16/2012 5:44 PM Finance Completed 05/16/2012 8:04 PM City Attorney Completed 05/17/2012 10:22 AM City Manager Completed 05/17/2012 2:15 PM City Council Completed 06/07/2012 1:08 PM 7.B.f Packet Pg. 245 At t a c h m e n t : 2 0 1 2 - 0 5 - 2 2 B u d g e t S t a f f R e p o r t ( 1 0 9 6 : A d o p t F Y 2 0 1 2 - 1 3 B u d g e t R e s o l u t i o n a n d S e t N e w C h i l d C a r e F e e s ) AGENDA REPORT MEETING DATE:June 26, 2012 Council & Successor Agency Item TITLE:Request to Approve in Concept the Installation of a Sign Structure for Recognized Community Service Clubs PRESENTED BY:Joyce Powers, Community and Economic Development Director RECOMMENDATION:Support the concept proposed by the Lion's and Women's Clubs pending approval of the final design and City Encroachment Permit. BACKGROUND: Representatives of the Lion's Club and Women's Club have requested City staff assistance to identify a location for a sign structure on which they could place their national organizational seals. The sign project would be funded by these non-profit service organizations. DISCUSSION: After evaluating the advantages and disadvantages of certain locations at entrances to the City, ease of maintenance, and likelihood of remaining long-term at a particular site, the clubs and staff are recommending the location depicted in Attachment No. 1, where a City sign already exists. The "Welcome to Grand Terrace" message is in place at the Community Sign Board at the corner of Mt. Vernon Avenue and Canal Street as shown in the photo, and this secondary sign would be replaced by the service club sign structure. Attachment No. 2 is a sketch of the proposed sign, which includes placement of the "GT Radio" portion of the existing sign that would be removed. The proposed sign is about eight feet high and would be constructed of 4 inch by 4 inch tubular steel. The Club representatives agree that providing four seal spaces would be sufficient to accommodate the nationally recognized service clubs in the City. The Lion's Club seal is 18 inches in diameter and the Women's Club seal is 15 inches in diameter. The sketch has been prepared to scale and is a good representation of the spacing of the various sign elements. In final design, the mountain silhouette at the top of the sign may become an outline of the mountains or an opaque material to offset it from the Community Sign Board. If the Council agrees with this project and recommended site in concept, staff will return with a final drawing and schedule. An Encroachment Permit is required to allow construction of the sign within the City right-of-way, which will require maintenance of the sign structure and an agreement that the City may remove the sign if work is necessary within the right-of-way. The fee for an Encroachment Permit is $58.00, and 8.A Packet Pg. 246 the Lion's Club has requested a fee waiver. A letter of request from the Women's Club is Attachment No. 3, which describes their objectives and their service projects. The Lion's and Women's Clubs would be responsible for reviewing and approving requests for use of the lower two seal spaces. The spaces would be available to nationally recognized non-profit service organizations. FISCAL IMPACT: This conceptual approval has no fiscal impact other than staff time. In addition, there would be no project costs to the City. ATTACHMENTS: ·Existing Signs at Canal and Mt. Vernon ·Conceptual Service Club Sign ·Letter from Women's Club APPROVALS: Joyce Powers Completed 06/18/2012 11:35 AM Finance Completed 06/19/2012 1:36 PM City Attorney Completed 06/20/2012 8:47 AM Community & Economic Development Completed 06/20/2012 9:03 AM City Manager Completed 06/20/2012 12:15 PM City Council Pending 8.A Packet Pg. 247 8.A.a Packet Pg. 248 At t a c h m e n t : E x i s t i n g S i g n s a t C a n a l a n d M t . V e r n o n ( 1 0 9 1 : C o m m u n i t y S e r v i c e O r g a n i z a t i o n S i g n ) X44 MiJ •r• TUNE IN F012 LOCAL AND EMERGENCY INFORMAT ON • 8.A.b Packet Pg. 249 At t a c h m e n t : C o n c e p t u a l S e r v i c e C l u b S i g n ( 1 0 9 1 : C o m m u n i t y S e r v i c e O r g a n i z a t i o n S i g n ) t/f/47 4;791/477,9147( • YeloN74-4,7 Oe)77147/71- Farce 1. 201'G- et-4 Oj 9nagei iennace 22795 Eantaa Rd. flnaact ?evrace, ea. 92313 eery ectedoecilf-ayee Parvend RS : Inared ?efface 2l/oacarc'd elae gaga Dean cave, 7he 9ncead ?ennace Vascarc'd egad id ease-ear)• to the &try e,...(#teil Awn weird arc to ftat aft awe logo arc 7/Lt Venaaa Are., GM 9-fared ?ennace The *Sleet 4 the 9ncead 7ennace 20aacceo'd chid shall 6e the frraliflathla the literary clad eclacateartal eateneat 4 the foteadeld,ille gest-mat advaaceaceat 4 the eaaracagetry, and the eaaftetatiaa cuit% lemma, State, Veatneet 7ectenateaa 4 ?Vosse,s'a eta. 74 9-1.40,1 ?evectee 7Vaacaa'a eta aged Averaged ea Sot-eaglet 1908 7eciefated unit! the State l 925. Own ft,uejectd to the city and crataaaartry 4 Ilarcet ?ennaee awn ben to araff# to areatioa, Put the arced that stared out are the readen,yeaaad atelteea ca / 964-66, the atoft ae9a at De geolitt0 St. and Wt. Vetaaa cure. 1975-76. Reataneica the dell tower at 99 cued?efface Efeareatang Schaal o,c estjuetag with the Veceatearceal *ean 1976. 7endt 'Flue Data- & Slew:4 (ariaftt a Ate V‘volnaat) to fa/de mauler/ Ave the Eerie Data. 1979-80, Oren wadi Eangecae wad atanted Ave ate '7ifte Deftantaceat to hell thew with area needs 986-8 . Made Lidevtiel to the Se/coo& 1993-95. Three (3) ZWeetelettcvea to the 7&te 1999-2001, Seated Slue Data 2003-2004, 64) Seneca ?a to the 7ene Dot. Ave 71aaciaa 2009-20/0, S'eaateileaterta Aajece Palac & Ealtaa Rd, 2010-201 head Aaally $2500,00 icon the Panaaredec 7raed o'o the 9netad %maze gene Doe. 2011-2012. Ea allceageag the J411,4 et CZAllatti Swag caccanercead to mew &awe era/end, Ina.2,frzetive ceeto areaceend axicc'eh ecdl enable art to helft the ear/ at a greaten level. Seaceeda. Debbie Scvele/Pre,u'deat Incerai 7ennace 700014a1 ela & wte„,i,e„. 8.A.c Packet Pg. 250 At t a c h m e n t : L e t t e r f r o m W o m e n ' s C l u b ( 1 0 9 1 : C o m m u n i t y S e r v i c e O r g a n i z a t i o n S i g n ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Crime Prevention Committee Responsibilities PRESENTED BY:Tracey Martinez, City Clerk RECOMMENDATION:Review the responsibilities established for the Crime Prevention Committee in 1994 and determine if they need to be updated or if this Council appointed Committee is still needed. BACKGROUND: The Crime Prevention Committee was formed on August 16, 1979 by Council action. In January of 1980, the first list of duties and responsibilities for the committee were approved by the Council. On April 14, 1988, the City Council approved a Policy Manual for all Boards, Commissions and Committees for the City of Grand Terrace outlining General Policy Guidelines. One of the responsibilities of the Crime Prevention Committee is to adopt rules and policies which will guide the committee in carrying out their responsibilities. On August 11, 1994, the Crime Prevention Committee recommended a list of Goals and Objectives to the City Council for approval, which was approved. The staff report is attached as Attachment A. DISCUSSION: The Chairman of the Committee sent a letter to the City Council on March 21, 2012, attached as Attachment B, requesting that the Council review the responsibilities of the Crime Prevention Committee and redefine as necessary. Staff has reviewed the list of responsibilities as well and believes there is one item, #3 (advise the Council and City Manage on the structure and detail of the Sheriff’s contract), which should no longer be a responsibility of the Committee. In addition, staff would like to seek Council’s guidance on whether there continues to be a need for a Crime Prevention Committee at this time. Staff has reviewed the minutes of the Crime Prevention Committee since its formation. The Committee’s general focus has been the Neighborhood Watch Program, Personal Safety information and programs, Community Education on Crime Prevention, Town Hall Meetings devoted to Crime Prevention Topics, We-Tip Program, Bicycle Safety Fairs, Crime Busters Youth Program, Safety Fair/Grand Terrace Days and other programs associated with the youth and local businesses. The Crime Prevention Committee was very active in the early days and worked closely with other City Committees and the Citizens on Patrol volunteers. Over the past several years there has been a drop in the participation on the Crime Prevention Committee and a lack of direction. On April 18, 2012, the Sheriff's 8.B Packet Pg. 251 Department held a Town Hall Meeting in the Community Room at City Hall to discuss Crime Prevention Topics. Over 75 residents attended this meeting including one member of the Crime Prevention Committee. It was Citizens on Patrol (COPS) volunteers who assisted the Sheriff’s Department with getting the word out for the meeting; several COPS volunteers also attended the meeting. The Crime Prevention Committee described the attendance at the April 18th Community Meeting as “discouragingly small” in the minutes for its meeting of May 14, 2012, included as Attachment C. The Sheriff’s Department has had three additional Neighborhood Watch meetings in various neighborhoods as a direct result of the Community Meeting with attendance at one of the neighborhood meetings exceeding 100 residents. The Crime Prevention Committee did not participate in these subsequent Neighborhood Watch meetings in the neighborhoods. The Neighborhood Watch Program seems to be the most desired crime prevention program by residents of Grand Terrace yet it does not appear to be a priority the Crime Prevention Committee. With the Committee’s focus in other areas, the Sheriff’s Department liaison for the Committee has had to change from the Sheriff’s Service Specialist with crime prevention responsibility (including Neighborhood Watch) to the Lieutenant assigned to Grand Terrace who is better able to address a wider range of law enforcement issues. Staff is requesting the City Council review the list of responsibilities (goals and objectives) as approved in 1994 for the Crime Prevention Committee and either redefine the responsibilities or disband the Committee until there is a need to re-establish it. Staff believes the Citizens on Patrol volunteers can provide assistance with Neighborhood Watch, as it is needed by the Sheriff’s Department. If Council desires to keep the Crime Prevention Committee then the Sheriff’s Department requests that it be allowed to change the meeting time for the Committee to accommodate the Lieutenant’s work schedule (only 25% of this position is funded by Grand Terrace) with the best time for the meeting being at 5:00 p.m. on second or fourth Tuesday of the month. FISCAL IMPACT: No Fiscal Impact. ATTACHMENTS: ·Attachment A ·Attachment B ·Attachment C APPROVALS: Tracey Martinez Completed 06/05/2012 1:39 PM Finance Completed 06/05/2012 1:46 PM City Attorney Completed 06/05/2012 1:58 PM City Manager Completed 06/05/2012 2:01 PM City Council Pending 8.B Packet Pg. 252 DATE: August 5, 1994 STAFF REPORT CRA ITEM ( ) COUNCIL ITEM ( XX ) MEETING DATE: August 11, 1994 SUBJECT: CRIME PREVENTION COMMITTEE OBJECTIVES FUNDING REQUIRED NO FUNDING REQUIRED XX THE FOLLOWING ARE THE GOALS AND OBJECTIVES OF THE CRIME PREVENTION COMMITTEE: TITLE: CRIME PREVENTION COMMITTEE PURPOSE: TO ADVISE THE CITY COUNCIL AND/OR CITY MANAGER ON ALL ACTIVITIES RELATING TO CRIME PREVENTION WITHIN THE CITY AS APPROVED BY THE CITY COUNCIL. MEMBERSHIP/ APPOINTMENTS THE CRIME PREVENTION COMMITTEE WILL BE GUIDED BY GENERAL POLICY GUIDELINES AS APPROVED BY THE CITY COUNCIL AND WILL HAVE THE FOLLOWING DUTIES: RESPONSIBILITIES: 1. TO SELECT FROM AMONG THEIR MEMBERS A CHAIRPERSON AND VICE-CHAIRPERSON; 2.TO ADOPT RULES AND POLICIES WHICH WILL GUIDE THE COMMITTEE IN CARRYING OUT THEIR RESPONSIBILITIES; 3.ADVISE CITY COUNCIL AND CITY MANAGER ON THE STRUCTURE & DETAIL OF SHERIFF'S CONTRACT AND/OR POLICE SERVICES; COUNCIL AGENDA ITEM # gs 8.B.a Packet Pg. 253 At t a c h m e n t : A t t a c h m e n t A ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) STAFF REPORT - CRIME PREVENTION COMMITTEE OBJECTIVES August 5, 1994 Page Two 4.TO PROMOTE AN INFORMED PUBLIC WHICH WILL SUPPORT RETENTION AND EXPANSION OF EFFECTIVE CRIME PREVENTION PROGRAMS; 5.TO ACT AS A LIAISON WITH THE COMMUNITY SERVICES OFFICER ON CRIME PREVENTION NEEDS OF THE COMMUNITY; 6.TO MAKE REPORTS AND RECOMMENDATIONS TO THE CITY COUNCIL AS AN ADVISORY COMMITTEE AND TO KEEP MINUTES OF COMMITTEE PROCEEDINGS; 7.TO PERFORM SUCH OTHER TASKS AS THE CITY COUNCIL MAY REFER TO THIS COMMITTEE. STAFF RECOMMENDS THAT COUNCIL: CONSIDER AND/OR ADOPT THESE CHANGES TO THE CRIME PREVENTION COMMITTEE OBJECTIVES. 8.B.a Packet Pg. 254 At t a c h m e n t : A t t a c h m e n t A ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) Crime Prevention Committee do 12737 Dickens Ct. Grand Terrace, CA 92313 (909) 783-1471 March 21, 2012 City Council City of Grand Terrace City Hall Grand Terrace, CA 92313 Re: Crime Prevention Dear City Council Members, At the last meeting of the Crime Prevention Board on March 12, 2012 it was pointed out that the Board's understanding of its responsibilities differed from that of the City Council. Attached please fmd the list of responsibilities as adopted by the City Council in August 1994. The Crime Prevention Board is asking that the Council review these responsibilities and redefine as necessary. Submitted by Donald E. Bennett Chair Encl. 8.B.b Packet Pg. 255 At t a c h m e n t : A t t a c h m e n t B ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) CRIME PREVENTION COMMITTEE PURPOSE: To coordinate all activities relating to Crime Prevention within the City as approved by the City Council. MEMBERSHIP/APPOINTMENTS: The Crime Prevention Committee will be guided by the General Policy Guidelines as approved by the City Council and will have the following duties: RESPONSIBILITIES: 1.To select from among their members a Chairman and a Vice-Chairman. 2.To adopt rules and policies which will guide the Committee in carrying out their responsibilities. 3.Advise City Council and City Manager on the structure and detail of Sheriffs Contract and/or police services. 4.To promote an informed public which will support retention and expansion,. of effective Crime Prevention Programs. 5.To act as a liaison with the Community Services Officer on Crime Prevention needs of the community. 6.To make reports and recommendations to the City Council as an advisory committee and to keep minutes of committee proceedings. 7.To perform such other tasks as the City Council may refer to this committee. As adopted by City Council in August 1994.1 £ Jo £ 3 ud lsanOciew vuozpy `sumnitm u!tuosplup `oulpuung U ulcaj suopaim 8.B.b Packet Pg. 256 At t a c h m e n t : A t t a c h m e n t B ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) CITY OF GRAND TERRACE CRIME PREVENTION COMMITTEE Regular Meeting MINUTES May 14, 2012 RECEIVED JUN 1 1 2012 ''TY OF GRAND TERRACE CLERK'S DEPARTMENT The Grand Terrace Crime Prevention Committee met for the regular meeting at the upstairs Conference Room at City Hall. Meeting was called to order at 4:00 p.m. by Chairperson, Don Bennett. MEMBERS PRESENT were Don Bennett, JoAnn Johnson, Pat Smith, Lew Neeb, Manuel Baltierra and Robert Kaplanek. MEMBERS ABSENT —None. CITY STAFF/SHERIFF'S DEPT. — Manny Mendoza, Sheriffs Department. GUESTS PRESENT — Elaine and Harry McDermott, Bill Lewis, Leslye Roman, Geilan Metka and Paul Johnson. INTRODUCTIONS — Were made all around... AGENDA was approved with motion by Pat Smith and second by Lew Neeb. MINUTES for the meeting of April 9, 2012 were approved with motion by Lew Neeb and second by Don Bennett. PUBLIC COMMENT — a. There was a lively discussion regarding two specific crimes in the city last week. One being a homicide and the other a break-in. b. Elaine McDermott brought up the murder in the 22400 block of DeBerry, which was not a random shooting, and began a discussion in which some suggestions were made: 1.It was strongly suggested that they contact Sylvia Beasley and have a Neighborhood Watch Meeting organized in their area. 2.It was also suggested that all residents should make it a point to get acquainted with their neighbors and be more aware of what is happening in their neighborhood. 3.It was indicated that most of the crimes were done during the daytime. Alarms can possibly be a deterrent, but don't always prevent a break-in because of the one or two minutes required to activate the call. 4.It was questioned if possibly Section 8 Housing might be causing some of the events. The Sheriffs Department cannot do background checks. They are done by the housing authority. c. It was also pointed out that there were some burglaries and some vandalism, but that in general some of these had actually gone down within the city. CORRESPONDENCE — None. 8.B.c Packet Pg. 257 At t a c h m e n t : A t t a c h m e n t C ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) UNFINISHED BUSINESS A. Crime Report by Manny Mendoza. a.Did not have the entire report, but indicated that besides the two incidents above, there had been some burglaries and some vandalism. b.He indicated that the Sheriff's coverage in Grand Terrace was quite good with staggered shifts and that additional assistance was quickly available. c.He also said that there had actually been an arrest in the homicide but could not elaborate. d.It is still hoped that license plate readers will be available for all patrol vehicles fairly soon. e.They do expect more traffic when the High School opens. B. Neighborhood Watch Program a.As valuable as the Neighborhood Watch Program is, it is a fact that when there was one at City Hall, the attendance was discouragingly small. b.It was strongly suggested that anyone concerned should get a meeting scheduled. c.The request to the City Council to revise the Statement of Purpose and Responsibilities of the Crime Prevention Committee has not been acted on at this time. NEW BUSINESS A.Crime Prevention Planning - None B.Other Community Programs - None C.Member Reports - None ADJOURNMENT - There being no further business to discuss, the meeting was adjourned at 4:50 Pm. Temporary Acting Secretary, Next Crime Prevention Meeting, June 11, 2012 at City Hall. 8.B.c Packet Pg. 258 At t a c h m e n t : A t t a c h m e n t C ( 1 0 4 8 : C r i m e P r e v e n t i o n C o m m i t t e e R e s p o n s i b i l i t i e s D e f i n e d ) AGENDA REPORT MEETING DATE:June 26, 2012 TITLE:Reappointment of Committee Members PRESENTED BY:Tracey Martinez, City Clerk RECOMMENDATION:Approve the Reappointment of Committee Members who indicated that they wanted to be reappointed to their Respective Committees. BACKGROUND: The Grand Terrace City Council has established four (4) Council Appointed Advisory 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.) Executive Committee. All of the committees have an approved number of terms that are staggered to expire on even numbered years. At the City Council Meeting of May 8, 2012, Council evaluated the reappointment procedures for the Council appointed committees and it was their direction that staff 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 that Council reappoint them 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. Council would review the applications received and/or interview the applicant(s) and make the appointment without the recommendation of the members of the existing committee members. 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. To date we have received two applications for the C.E.R.T. Executive Committee, which are on file in the office of the City Clerk. DISCUSSION: At the City Council Meeting of May 8, 2012, the City Council Directed staff to send letters to all of the committee members whose term will be expiring on June 30, 2012, to see if they wished to seek reappointment. On May 10, 2012, as directed by the City Council, staff sent letters to all committee members whose terms will be expiring effective June 30, 2012. The following is a list of committee members,to date, who have indicated that they 8.C Packet Pg. 259 would like to be considered for reappointment to their respective committees for another term that will expire on June 30, 2016: Historical and Cultural Activities Committee Pauline Grant Ann Petta Peggy Reagan With the reappointment of these individuals, there will be no vacancies on this committee. Crime Prevention Committee JoAnn Johnson Lewis Need Robert Kaplanek With the reappointment of these individuals, there will be one (1) regular member vacancy and two (2) alternate member vacancies. Two applications have been received to date. Staff will continue to accept applications and bring back to the City Council, at a future meeting, the applications for review and/or to schedule interviews. Emergency Operations Committee JoAnn Johnson Vic Pfennighausen Lewis Neeb Pete Parsons Eileen Young With the reappointment of these individuals, there will be one (1) regular member vacancy and two (2) alternate member vacancies. If we receive applications, they can be considered for appointment. CERT Executive Committee Debra Hurst Barbara Smeltzer With the reappointment of these individuals, there will be three (3) vacancies on this committee. As indicated above, two applications have been received for the C.E.R.T. Executive Committee and are on file in the City Clerk's Office. The three (3) vacancies will become effective July 1, 2012. Staff will continue to accept applications and bring back to the City Council, at a future meeting, the applications for review and/or to schedule interviews. FISCAL IMPACT: None APPROVALS: Tracey Martinez Completed 06/04/2012 6:35 PM 8.C Packet Pg. 260 Finance Completed 06/04/2012 7:23 PM City Attorney Completed 06/05/2012 2:59 PM City Manager Completed 06/05/2012 4:00 PM City Council Pending 8.C Packet Pg. 261 AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Review and Approve a Proposed Facility Use Policy PRESENTED BY:Joyce Powers, Community and Economic Development Director RECOMMENDATION:Approve the attached 2012 Facility Use Policy. BACKGROUND: To prepare a revised Facility Use Policy, staff reviewed existing Municipal Code sections, existing policies, and other documents, which are discussed below. The proposed 2012 Policy incorporates the information into one document. Chapter 12.48 of the City's Municipal Code requires advance approval for use of the City's athletic fields and delegates the responsibility for accepting applications to the Community Services Director. Chapter 4.96 provides for reservations of the Civic Center community room(s) and the Council Chambers and the applicable fees for residents and non-residents. In addition, GTMC Chapter 9.04, Alcoholic Beverages on Public Property, defines alcoholic beverages, declares the furnishing or consumption of alcoholic beverages on public property unlawful, and authorizes the City Council to permit the use of alcoholic beverages on City property for special events and under specific circumstances. In 1994 and 2002, the Council adopted park policies and fees. The 2002 report, the approved Fee Schedule, and the Facilities Use Agreement template are attached to this agenda report as Attachment No. 1. The approved policies and procedures are included within the Facilities Use Agreement, and have not been expanded beyond that. The approved 2002 Fee Schedule includes a notation below the fee table indicating a 25% fee discount was approved for the use of ballfield lighting for the first year, and a 50% reduction for the second year. Although it is not clear whether the 50% discount applies to succeeding years beyond year two, the leagues using ball field lights continue to be charged at the 50% hourly rate. Staff has completed a fee survey of other cities, and the cities surveyed are charging between $15.00 and $20.00 per hour for field lighting use. The City's current rate for field lighting use without the discount is $16.00 per hour. The proposed policy includes this rate without allowing discounts. Staff has also implemented a City policy of charging leagues $5.00 per year for maintenance. Other cities charge by the hour, which staff is not recommending due to difficulty tracking hours of use by leagues. The current cost for private use of the fields is $15.00 per hour, and the hours would be limited based on the approval for use. As a separate matter, the Council approved a use policy specific to the Senior Center in 2009, which is Attachment No.2 to this report. 8.D Packet Pg. 262 DISCUSSION: To provide a consolidated, comprehensive written reference for staff and to document responsibilities of sports leagues and other facility users, staff has prepared a proposed Facility Use Policy. The Policy (Attachment No. 3) provides clarification in facility policies and procedures, rules for use, and fees. The fees are charged to offset City expenses for maintenance and administration of the policies. The first section of the Policy identifies the available City facilities, their normal operating hours and the available amenities, including sports fields and courts, parks, the Community Room, and the Senior Center. The Senior Center is available for City use and is included for continuity. The Policy states that the Senior Center is available to senior groups only Monday through Friday from 8:00 am to 5:00 pm. Any after hours use (by non-senior groups) would require the user to pay all staffing costs. Page 5 of the policy is the priority system for use of City facilities, with City functions as the first priority, and for-profit commercial use as the sixth. The second section, pages 6 through 9, is the Reservation Policies and Procedures. The conditions for approval of a reservation include proof of residency and nonprofit status, if applicable. For groups and organizations, proof of 51% residency (or business in Grand Terrace) of the group membership through a membership roster would be required for resident rates. The section also includes a discussion of fees, deposits, and cancellations. The application for use of City facilities is Exhibit "A" of the Policy. Approval of the application permits uses such as a non-routine meeting in the Community Room or use of picnic shelters. Recurring uses, such as use by sports leagues or regular meetings of the Chamber of Commerce or Toastmasters would be permitted under a more comprehensive Facility Use Agreement, which is "Exhibit "B" to the Policy. The Rules and Regulations section of the Policy lists basic rules of conduct, which apply to all facilities. Additional rules for use specific to certain facility types (athletic field, meeting rooms, or picnic areas) follow the basic rules. For example, the use of athletic fields specifically state that users cannot change locks to City facilities or alter the courts or fields without prior written approval from the City Manager. Any corrections required would be at the expense of the individual or group violating the policy. Because staff has become aware that field alterations and lock changes have occurred, these matters will be addressed again through the Facility Use Agreements. The last section of the Policy is the Fee Schedule. Staff recommends no change to the fees listed for Community Room(s) use in the Municipal Code, or to fees included in the 2002 Policy, with exception to eliminating the discount for ballfield lighting fees. Due to excessive staff time necessary to collect lighting fees, staff is recommending that users of ballfield lights be required to pay all fees before a new Agreement is approved for the following season. After approval of the proposed Facility Use Policy by the Council, staff will prepare Facility Use Agreements with the sports leagues clearly identifying responsibilities, which will be presented to the Council. In subsequent years, staff recommends that the 8.D Packet Pg. 263 City Manager approve the Facility Use Agreements if there are no substantive changes. FISCAL IMPACT: Other than staff time, there is no fiscal impact created by the preparation of the Policy and Agreements. Adding the requirement that no new Agreements will be approved before all fees have been paid in full may decrease the City's annual electrical power cost. ATTACHMENTS: ·1. 2002 Park Policy and Fees ·2. 2009 Senior Center Use Policy ·3. 2012 Facility Use Policy APPROVALS: Joyce Powers Completed 06/18/2012 9:51 AM Finance Completed 06/18/2012 10:30 AM City Attorney Completed 06/20/2012 8:38 AM Community & Economic Development Completed 06/20/2012 8:44 AM City Manager Completed 06/20/2012 10:55 AM City Council Pending 8.D Packet Pg. 264 8.D.a Packet Pg. 265 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 266 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 267 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 268 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 269 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 270 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.a Packet Pg. 271 At t a c h m e n t : 1 . 2 0 0 2 P a r k P o l i c y a n d F e e s ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 272 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 273 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 274 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 275 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 276 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 277 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 278 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 279 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) 8.D.b Packet Pg. 280 At t a c h m e n t : 2 . 2 0 0 9 S e n i o r C e n t e r U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) City of Grand Terrace Facility Use Policy Park, Sports Fields, and Facility Policies, Procedures and Regulations June 26, 2012 8.D.c Packet Pg. 281 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20122 TABLE OF CONTENTS General Information Statement of Policy 3 Facilities Available 4 Category Descriptions & Priority System 5 Reservation Policies and Procedures Conditions for Approval 6 Fees and Charges 8 Cancellations 9 Revoked or Denied Applications 9 Kitchen Use 9 Rules and Regulations Basic Rules 10 Pico Park Baseball Fields/Basketball Courts 12 Rollins Park Multi Purpose/Soccer Field 13 Community Room 14 Senior Center 14 Public Park Policies 15 Fee Schedule Facilities Rental Fees 16 Exhibit “A”: Facility Use Application ………………………………………………………17 Exhibit “B”: Facility Use Agreement………………………………………………...............18 8.D.c Packet Pg. 282 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20123 GENERAL INFORMATION Statement of Policy City of Grand Terrace staff coordinates the use of all City parks and athletic and building facilities available to organizations and the general public for cultural, social, and recreational activities and programs. The City attempts to accommodate all requests for use of City facilities with the limited space available. The continued increase in demand for use of facilities makes it necessary to emphasize sharing in the use of facilities. This policy is to provide clarification in facility polices regarding regulations, procedures, fees, and priority systems. These policies and procedures are designed to facilitate the safe, efficient and equitable use of City facilities. The City works to ensure that the programs and facilities offered meet the needs of the community and that access to them is as economically feasible as possible. Fees, when charged, are used to offset public expenses and to operate, maintain, supervise, and administer the use of the park and City facilities. The City is responsible for the initiation, review, and recommendation of plans for the acquisition and improvement of parklands and facilities and to recommend program improvements or additions when necessary. The City takes into consideration present and future needs of the community and recommends plans to meet those needs. When making recommendations, the City considers the needs of the entire community without bias towards special interest groups. With the approval of the City Council, the statements, rules and regulations, which follow, constitute the policy of the City regarding the use of the facilities under the jurisdiction of the City of Grand Terrace. It shall be the responsibility of the City Manager or his/her authorized representative to grant use of the facilities to individuals or groups according to the terms and conditions set forth in this policy. 8.D.c Packet Pg. 283 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20124 Facilities Available All facilities are available during normal operating hours. Any use during non-operating hours requires special approval of the City and the availability of supervisory personnel. An additional charge for staffing facilities after hours will be applied. Staffing and Facilities may not be available due to other city obligations. Building Facilities Normal Operating Hours Amenities Civic Center Community Room(s), 22795 Barton Road 7:30 am to 5:30 pm, Monday through Thursday, Sat. 9:00 am to 5:00 pm Meeting/multi-purpose rooms Restrooms Grand Terrace Senior Center 22627 Grand Terrace Road Mon –Fri 8:00 am to 5:00 pm (Senior groups only) Dining room Meeting rooms Kitchen Restrooms Athletic Facilities Normal Operating Hours Amenities Pico Park 21950 Pico Street 7:00 am to dusk 1 lighted and 1 unlighted baseball field, Basketball 2 full courts Playground Snack bar Restrooms Rollins Park 22735 De Berry Street 7:00 am to dusk Soccer field Multi purpose field Restrooms Park Facilities Size Picnic Tables Play Area BBQ’s Rest Rooms Amenities Pico Park 21950 Pico Street 7:00 am to dusk 7.5 acres 6 Yes Yes Yes Baseball field Basketball court Snack bar Rollins Park 22735 DeBerry Street 7:00 am to dusk 5.4 acres 4 Yes Yes Yes Multi purpose field Walking track Snack bar Petta Park 22627 Grand Terrace Road 2.6 acres Yes Yes Yes Chess tables Mosaic art Sitting benches Walking trail Karger Park 22484 De Berry Street .12 acre Yes Yes Yes Mosaic art Sitting benches 8.D.c Packet Pg. 284 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20125 Category Descriptions and Priority System Rental of facility space is available per the following priority system: Priority Order Category 1 ·City functions 2 ·Public schools with joint use agreement 3 ·Non-Profit Organizations ·Open Membership Recreation Group /Government Agencies ·Local community service clubs 4 ·Special charity 5 ·Residential –private party 6 ·Commercial usage (any type) 8.D.c Packet Pg. 285 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20126 RESERVATION POLICIES AND PROCEDURES A.Conditions for Approval An application for permission to use the facilities must be submitted by all organizations and individuals for all uses. Applicants must make an appointment in advance to schedule a tour of facility. Applicants must be present for entire event. Applicants may be required to provide the following verification. ·Individuals: Proof of residency ·Organizations/Groups: Proof of 51% member residency or business (for groups)in Grand Terrace through membership roster (including names and home/business addresses) ·Non-profit status, if applicable Groups may obtain applications for use of facilities at City Hall, first floor, 22795 Barton Road, between the hours of 8 a.m. –5:30 p.m., Monday through Thursday, or on the City’s website, www.cityofgrandterrace.org/e-services. An application to use facilities shall be made in writing on the form provided. An application must contain all the information requested. 1.Facility Supervision The Applicant shall be present at all times while City facilities are being used and shall have full access to all activities at any time in order to ensure that all rules, regulations, and City and state laws are being observed. To utilize any facility outside normal hours,the Applicant must determine if staff is available and groups will be charged for staff time. In the event that extra personnel are required to be on duty during certain functions, the rental group will be required to pay all costs. The number of staff required will be at the discretion of the City. Some factors that may warrant extra staff are as follows: ·Events with more than 100 in attendance ·Events needing technical assistance ·Events where excessive cleanup will be required ·Events held other than normal operating hours, including holidays 2.Liability The City is not responsible for accidents, injury, or loss of personal property. The individual or organization granted use of the facility will be held responsible for any injury, loss, or damage resulting from such use. 3.Insurance Insurance is required for any group using City facilities when an admission, donation, charge, or gift is collected. Insurance shall be as follows: 8.D.c Packet Pg. 286 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20127 USER shall procure and maintain, at its own cost, comprehensive general liability insurance from an acceptable insurance provider in an amount not less than One Million Dollars ($1,000,000) per occurrence which shall be determined to be acceptable by the CITY ATTORNEY covering USER against all claims for injuries against persons or damage to property resulting from USER’s actions in the performance of USER’s obligations under this Agreement. A certificate evidencing that the USER has procured the above-referenced required insurance and that the insurance names the CITY, its officers, officials, employees, agents and volunteers as an additional insured shall be delivered to and approved by the CITY prior to the execution of the agreement and the commencement of services. Such insurance shall be primary to and not contributing with any other insurance maintained by the CITY. Insurance must cover all contractors. The CITY must receive insurance certificate and endorsement five business days prior to the rental use. 4.Fund-raising Prior approval of the City must be obtained prior to the sale of goods or services. Any groups selling food items must also follow San Bernardino County Health Department regulations. Groups may be charged a fee for use of facility. All California laws must be complied with in regards to the conducting of any raffle, drawing,or other games of chance. City approval of the application for use of City facility shall not be deemed an approval of any raffle, drawing, or other games of chance. 5.Advertising/Sales No commercial advertising shall be exhibited, and no solicitation or sales shall be made in the building or on the grounds without prior approval. If approved, a City business license will be required. 6.Security Requirements Any group wishing to host a function may be required to provide security services at the discretion of the City. 7.Advance Reservation Reservations for use of facilities may be made up to six months in advance and no less than three days in advance. Reservations shall be made on a first-come, first-serve basis. Reservations are not confirmed until copy of the contract is signed and returned with approval and fees paid. School superintendent or his/her designee must approve all school functions. 8.D.c Packet Pg. 287 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20128 8.Authority to Waive or Change The City Council or City Manager may make an exception to any of the facility use rules and regulations, including rental rates, based on special circumstances. B.Fees and Charges 1.Payment of Fees/Deposits Rental deposits will be paid upon approval of facility use. Rental fee balances will be due within 20 b`days of approval or applicant may forfeit use of facility. Checks should be made payable to the City of Grand Terrace. All groups renting within 20 calendar days of events may be required to pay full fees and deposits at time of booking with either cash or a money order. 2.Rates Applicants shall be charged for use of facilities, including all required deposits, according to the established fee schedule in effect at the time of approval (see attached schedule). To qualify for resident rate, groups must be 51% residency. 3.Additional Fees or Deposits In addition to the base rate for use of facilities, additional fees shall be assessed as follows: ·Any use outside of the regular days and hours of operation for staff and additional costs ·Use athletic field lights 4.Cleaning/Damage Deposit The applicant shall be responsible for the condition of the facility used. In cases where property has been damaged or abused, the cost of repair or replacement will be charged to the applicant by withholding deposit fees. Any additional charges over the deposits must be paid within five working days. Failure to do so may result in suspended usage and steps taken to collect fees. Any usage beyond agreement will be deducted from deposits. Processing of the refundable portion of the cleaning and damage fees will not be initiated until all cleaning costs have been determined. 8.D.c Packet Pg. 288 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-20129 C.Cancellations/No Shows 1.In the event that a reservation is to be cancelled by the applicant, the City must be notified 20 calendar days prior to the reservation. ·No fee will be charged for cancellations with more than 2 business days notice. ·Cancellations with less than two days notice and all no-show reservations will be charged a $25 cancellation fee and any staff time. In the case of a non-paying applicant or organization, no shows will be charged for any staff cost incurred by the City. Excessive cancellations or no shows may result in further penalties up to and including denial of future facility use. D.Revoked or Denied Applications 1.Reservations for groups meeting on a recurring basis may be cancelled in favor of programs sponsored or conducted by the City at any time. The City will make every effort to provide ample notice. If an accidental conflict in scheduling reservations occurs or an urgent City need arises requiring the use of the facility, every attempt will be made to relocate the permitee. 2.An application may be revoked/or denied at any time under any of the following circumstances: ·If the application is found to contain false or misleading information ·Should an individual or group, member or guest, willfully or through gross negligence or improper use mistreat the equipment or facilities or violate any of the regulations established for use of the facilities E.Kitchen/Kitchenette Use Conditions ·Kitchen facilities are available at the Senior Center only. Kitchen shall not be opened for any group unless specific written approval is granted, and the kitchen rental fees are paid. ·Groups requesting use of facilites for a catered meal must secure their own caterer. All caterers must provide proof of a City business license, County Health Permit and insurance per City policies. ·The applicant shall be responsible for any damage to kitchen and dining equipment caused by caterers or other persons. ·Groups using the kitchen shall furnish dishes, silverware, cooking utensils, all paper products, towels, soap, etc. ·It shall be the applicant’s responsibility to leave the kitchen entirely clean. 8.D.c Packet Pg. 289 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201210 RULES AND REGULATIONS Basic Rules In order for the activities and facilities to be enjoyed by everyone, the following basic rules of good conduct must be observed at all City facilities: 1.All persons or organizations using a facility must abide by all municipal, state, and federal laws and regulations. 2.Responsible adults, 21 years or older, must be present at all times when groups of minors are using the facilities. Security may be required. 3.Unruly behavior such as, but not limited to,shouting, running, quarreling, fighting, and profane language are prohibited and subject to removal from facility. Possession of or use of alcohol or drugs is prohibited. Betting and/or other forms of gambling shall not be allowed. 4.Skateboards, scooters, rollerblades, and bikes are not allowed in facilities. 5.No materials shall be attached to curtains, walls, ceiling or doors without prior approval. Groups using the facilities for dancing shall not use any wax or other preparation on the floors. 6.The serving of red-based punch is strictly prohibited on carpeted areas. 7.Decorations are subject to staff approval. Fireproof decorations must be used. No group may hammer, tape, stick or staple anything to floors, walls, or ceilings. Decorations may only be placed as designated by a City representative. All set-up and take-down of decorations are the responsibility of the renter. 8.The use of rice, birdseed, confetti,or the like, or candles is strictly prohibited. 9.Supplies or equipment such as tables, chairs, dishes, silverware, cooking utensils, etc. shall not be removed from the facility to which assigned. 10.Persons in attendance shall restrict their activities to those facilities or portions thereof, which their application entitles them. 11.The City shall not approve the following events for outdoor use: motorized sporting events, aircraft and ballooning events, pyrotechnical uses, concerts with over 500 attendees, mechanical amusement devices, animal shows (including dog shows), equestrian events, carnivals, circuses, boxing, car shows, swap meets, flea markets and religious events that are a regular recurring use by a single congregation or religious group, etc. 8.D.c Packet Pg. 290 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201211 12.The City will not be held responsible for loss, damage, or theft of any equipment or personal articles owned, leased, or rented by people using the facilities or left behind at the conclusion of their event. 13.The user may not store any equipment in the facility prior to or after the approved period of use, except as specifically provided under a Facility Use Agreement. 14.Upon conclusion of their activities, groups must leave the facilities in the same condition as found including the disposal of excessive trash. Such condition is to be determined by the City. 15.City staff will control all heating, air conditioning, lighting, sound, public address system, and any other electrical or mechanical system(s) in the building. Applicant only shall make requests to the City staff for any adjustments. 16.City staff reserves the right to monitor and maintain volume control of any amplified items. 17.Pets or other animals are not permitted in the Civic Center or Senior Center except for service animals with prior approval. 18.No alcoholic beverages as defined in the Municipal Code shall be served or consumed at a City facility (GTMC 9.04.030). 19.There will be “No Smoking” at all facilities. 20.Only authorized City vehicles may drive off paved roads and parking lots. 21.Exceptions to any of the terms and conditions of this policy must have the approval of the City Manager. 8.D.c Packet Pg. 291 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201212 Pico Park Baseball Fields/Basketball Courts Use of Facility Pico Park is located at 21950 Pico Street. This facility is normally open every day from 7:00 a.m. to dusk. This facility is available with approval of a Facility Use Agreement (Exhibit “B”).If a group is approved for rental outside the normal operating hours, they may be required to pay City staff costs. The Facility Use Agreement shall specify the duties and responsibilities of the user and the City. No individual or group may alter the courts or fields in any manner without the written permission of the City Manager or his/her designee.Any unauthorized modifications will be removed/corrected at the expense of the individual or group making such unauthorized modifications. The grass areas shall not be used by the leagues between December 20 of each year through the last day of February the following year to allow for maintenance and recovery. Keys for the City-owned snack bar must be signed out by City staff to League Board officers or any other non-profit group authorized by the City to use the snack bar.Under no circumstances shall any person change the locks to City-owned facilities. Facility Use Agreements shall be effective for one year, and will not be renewed until all prior year fees have been paid in full. 8.D.c Packet Pg. 292 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201213 Rollins Park Multi Purpose/Soccer Field Use of the Facility Rollins Park is located at 22735 DeBerry Street. This facility is normally open every day from 7:00 a.m. to dusk. This facility is available with approval of a Facility Use Agreement (Exhibit “A”). If a group is approved for rental outside the normal operating hours, they may be required to pay City staff costs. The Facility Use Agreement shall specify the duties and responsibilities of the user and the City. No individual or group may alter the courts or fields in any manner without the written permission of the City Manager or his/her designee. Any unauthorized modifications will be removed/corrected at the expense of the individual or group making such unauthorized modifications. The grass areas shall not be used by the leagues between December 20 of each year through the last day of February the following year to allow for maintenance and recovery. Keys for the City-owned snack bar must be signed out by City staff to League Board officers or any other non-profit group authorized by the City to use the snack bar. Under no circumstances shall any person change the locks to City-owned facilities. Facility Use Agreements shall be effective for one year, and will not be renewed until all prior year fees have been paid in full. 8.D.c Packet Pg. 293 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201214 City Hall Community Room Facility Schedule The Grand Terrace City Hall Community Room is located at 22795 Barton Road. This facility is normally open Monday through Thursday from 7:30 a.m. to 5:30 p.m. The facility is available during non-operating hours with approval of the City and the availability of supervisory personnel. If a group is approved for rental outside the normal operating hours, they will be required to pay City staff costs. Grand Terrace Senior Center Facility Schedule The Grand Terrace Senior Center is located at 22627 Grand Terrace Road. This facility is normally open Monday through Friday, 8:00 a.m. to 5:00 p.m., The Senior Center is not available Monday through Friday from 8:00 a.m. to 5:00 p.m. to any groups except senior citizen groups. The facilities are available during non-operating hours with special approval of the City and the availability of supervisory personnel.If a group is approved for rental outside the normal operating hours of the Center, they will be required to pay a facility use fee and staff costs. Senior groups are not required to pay fees if no staffing is requested. 8.D.c Packet Pg. 294 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201215 Public Parks Policies Facility Schedule Grand Terrace parks and playgrounds shall be open for use by the public only within the hours set forth as follows: Rollins Park 7:00 a.m. to Dusk Pico Park 7:00 a.m. to Dusk Petta Park 7:00 a.m. to Dusk Karger Park 6:00 a.m. to 10:00 p.m. Use of park picnic shelter for one day shall require an approved reservation. No Facility Use Agreement or proof of insurance is required. Park Policies and Procedures ·Loud speakers and amplification are not allowed per the City of Grand Terrace Municipal Code. ·There are no bounce or jumper houses allowed at any of the park facilities. ·Parks are for the public use; therefore, the areas therein cannot be partitioned off for private use. ·Limited electrical outlets are available. ·Private barbecues are permitted but must be used with extreme caution. ·Permits are not confirmed until all fees are paid. Special Event Permits For special events such as Community Day, Movies in the Park, Holiday Events, etc., which are open to the entire community, proof of insurance shall be provided by the sponsoring organization. A Facility Use Agreement shall be required unless otherwise determined by the City Manager or his/her designee, based upon City co-sponsorship of the event. ·Permittee may be required to pay for one or more staff members to be present during the event. ·Permittee may be required to obtain and maintain during the permit period general liability and property damage insurance in amounts required by the City of Grand Terrace named as additional insured. ·Permittee shall pay the City prior to the event a deposit in an amount set by the City of Grand Terrace to insure reimbursement to the City for all costs incurred as a result of the event. ·Permittee shall not sublease any functions of the event to any other individual, organization, vendor or concessionaire without specific approval of the City. FEE SCHEDULE 8.D.c Packet Pg. 295 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201216 Facilities Rental Fees Any person, group or organization desiring to use the facilities of the City shall pay rates as set forth below, these rates are set for hourly rental.Fees shall be periodically reviewed and, if necessary, recommended for revision by the City Council. Community Room or Senior Center Grand Terrace Residents $30.00 per hour Non Grand Terrace Residents $40.00 per hour $150.00 Returnable deposit,as long as there are no damages, decorations, set ups or trash left behind. $10.00 Registration Fee Picnic Shelters Grand Terrace Residents -$10.00 per hour, minimum 4 hour rental Non Grand Terrace Residents $15.00 per hour, minimum 4 hour rental All park applications/permits require the following: $10.00 Registration fee $50.00 Returnable deposit, as long as there are no damages, decorations, or trash left behind. Separate payments for registration and deposit are required. Method of payments accepted, cash or check. Court and Field Rental $15.00 per hour for private use Leagues: $5 per player per agreement year Minimum 2 hours rental Due at the end of agreement term. Court and Field Lighting $16.00 per hour June –September $10.00 per hour October –May 8.D.c Packet Pg. 296 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Exhibit A CITY OF GRAND TERRACE FACILITIES RESERVATION REQUEST Date of Application: Facility: Name of Organization: Address: Name of Applicant: Address: Phone: Proposed Use: Dates Requested: Times: Estimated Attendance: Open to Public: Yes No RESERVATION/USE FEE: $ PARK REGISTRATION FEE: $10.00 REFUNDABLE DEPOSIT: $ NO CHARGE: APPLICANT STATEMENT The undersigned hereby affirms that he/she is an authorized representative of the above named organization and agrees to be responsible for: (1) any damage sustained to the City of School facility or appurtenances thereof; occurring through the occupancy of said facility by said organization; (2) conformance to all the rules and regulations of the City of Grand Terrace and Colton Joint Unified School District Board of Education governing the use of school facilities; and (3) prompt payment of all invoices for services. CANCELLATION POLICY Cancellation due to weather conditions will warrant a 100% refund, all other cancellations less than 48 hours will be charged a $25.00 check processing charge. INSURANCE REQUIREMENTS The applicant will be required to provide indemnification and insurance in accordance with the Facility Use Agreement. Applicant’s Signature: ******************************************************************************************************************************************************************* CITY OFFICE USE ONLY This is to confirm that (Person) with the following organization: has reserved the use of: Facility:Date/Time of use: Fee: $ Approved By: Date: 17 8.D.c Packet Pg. 297 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Exhibit B CITY OF GRAND TERRACE Facility Use Agreement It is desire of the City of Grand Terrace (“City”) that all patrons who periodically use a City building, room, land, park, area, or other City property (the “Facility”) are able to enjoy the Facility. This agreement has been set in place to achieve that goal. The person signing this agreement and the organization on whose behalf the Facility rental is being made (collectively the “Renter”) are responsible for compliance with this agreement. All Renters are required to read and sign the Facility Use Agreement as part of the rental. Please read carefully, fill out Facility, Renter, and event sections, initial at the bottom of each page, and sign in the signature page at the end of this document. 1.FACILITY INFORMATION Name of Facility _________________________________________________________ Address/Area/Location of Facility ____________________________________________ _______________________________________________________________________ 2.RENTER INFORMATION Contact name_________________________________________________________ Tel.: Home __________________Work ____________________ Organization _________________________________________________________ Address, City, State, Zip _________________________________________________ 3.EVENT INFORMATION Description of event ____________________________________________________ Date(s) of event _________________Estimated attendance ____________ Start time (incl. set up) _______ End time (incl. clean up)_______ For sports season, list hours and days of use _________________________________ Open to the public?Yes No Will minors be present?Yes No Admission fee charged?Yes No Will there be music?Yes No Will food be served?Yes No Will food be sold?Yes No 4.CONDITIONS OF USE A.RESERVATIONS 1.Renters desirous of a Facility should make reservations well in advance of the intended date of use because demand for facilities is high and dates fill quickly. 2.A Facility is not considered rented until (1) Renter delivers to the City the Facility Use Agreement, rental fee, deposit, certificate of insurance, written evidence of permits 18 8.D.c Packet Pg. 298 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201219 and licenses, and any other items deemed necessary by the City; and (2) the City, in its sole discretion, approves such rental in writing. 3.A person who is at least eighteen (18) years of age must sign this agreement. 4.Renter shall provide the City Manager or his/her designee with a single contact who is to serve as the representative for Renter’s activities. 5.Renter shall be responsible for securing all required permits and licenses. 6.The facility shall be used for the purpose stated in this agreement and no other use will be permitted. 7.Renter shall not use the City’s name to suggest endorsement or sponsorship of the event without prior written approval of the City Manager or his/her designee. Renter’s publicity of the event shall clearly and accurately identify the name of the sponsoring organization or individual. 8.Renter shall permit any City officers, employees, or agents to visit the event described in this agreement. 9.Under no circumstances shall Renter sublease or allow any other organization or individual to use the Facility for the period for which Renter has contracted. Renter is an independent contractor and not the agent or employee of the City. B.FEES 1.The City may require a rental fee and/or a deposit from Renter. Fees charged shall be in accordance with the City’s Facility Use Policy. All fees due from a prior year(s) shall be paid in full before a new Facility Use Agreement will be approved by the Renter Applicant. C.INDEMNIFICATION AND INSURANCE 1.Renter shall indemnify, defend, and hold harmless, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of the Facility and adjoining property, unless solely caused by the gross negligence or willful misconduct of City, its officers, employees, or agents. 2.Renter shall procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of City’s facilities and adjoining property in the amount of $1,000,000 (one million dollars) per occurrence. Such insurance shall name the City of Grand Terrace, its officers, employees, and agents as additional insureds prior to the rental date of the Facility. Renter shall file certificates of such insurance with the City, which shall be endorsed to provide thirty (30) days notice to the City of cancellation or any change of coverage or limits. If a copy of the insurance certificate is not on file prior to the event, the City may deny access to the Facility. 8.D.c Packet Pg. 299 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201220 3.Renter shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of the City’s facilities and adjoining property to the City Manager or his/her designee, in writing and as soon as practicable. 4.Renter waives any right of recovery against the City, its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond the their control. Renter shall not charge results of “acts of God” to the City, its officers, employees, or agents. 5.Renter waives any right of recovery against the City, its officers, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with Renter’s use or occupancy of the Facility and adjoining property, even if the City, its officers, employees, or agents seek recovery against Renter. D.SECURITY 1.The City, at its sole discretion, may require a certain number of security officers for the event. Renter shall be responsible for procuring and paying for security officers through the City or a private security agency. 2.Renter is solely responsible for supervising all individuals at the Facility and adjoining property during the event. The City is not responsible for providing this supervision. However, the City may evict individuals from the Facility during the event if their conduct is not in the best interest of the public or is deemed to be detrimental in any way. E.SET UP / CLEAN UP 1.Renter, caterers, bands,transportation of rental equipment, and related individuals and activities will not be permitted access to the Facility prior to or after the reserved event time period. Renter shall be responsible for arranging access during the time requested for entry and exit of the Facility. 2.Renter shall not drive or permit to be driven nails, hooks, tacks, screws, poles, stakes or other forms of fasteners into any part of the Facility and shall not make or allow to be made any alterations of any kind therein. Renter shall not bring landscaping materials, including soil and decomposed granite onto a park facility without the prior written permission of the City Manager or his/her designee. 3.Renter shall be responsible for all clean up of the Facility, including adjacent grounds, at the end of the rental. Renter shall pick up, bag, and remove all trash generated by all activity in any way connected with its use of the Facility, leaving the Facility clean and free of all trash and litter. Renter shall also leave all fixtures, if any, in good working condition. 4.Renter shall not store any equipment or materials at the Facility or adjoining property without the prior written approval of the City Manager or his/her designee. 5.Renter shall be responsible for any and all damage to the Facility and/or its contents during use. In the event damage occurs or excessive cleaning is necessary, Renter 8.D.c Packet Pg. 300 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201221 shall be charged for any and all janitorial, park maintenance and/or repair fees incurred by the City as a result. F.EQUIPMENT / ACCESSORIES 1.Renter shall not remove, relocate, or take City property outside of the Facility for any reason without the prior written approval of the City Manager or his/her designee. 2.Renter shall not use City equipment, tools, or furnishings located in or about the Facility without the prior written approval of the City Manager or his/her designee. 3.Renter shall not drive motorized vehicles on field or green space. 4.Renter shall not use privately owned tools and equipment at the facility except as provided herein. 5.Renter shall not under any circumstances modify the Facility without written authorization from the City Manager or his/her designee. 6.The City does not provide audio/visual systems, public address systems, spotlights, floodlights, or projectors. Renter,at its own cost, may bring these systems into the Facility for their use. 7.This Agreement does not authorize the use of temporary or portable field lighting. The use of temporary field lighting requires a more in-depth review of the safety, illumination capacity, and operation of the equipment. G. MAINTENANCE RESPONSIBILITES AND FEES 1. Exhibit “A” to this Agreement identifies additional maintenance responsibilities of the Renter and organization the Renter represents, and responsibilities of the City. Any deviation must be approved in writing by the City Manager of his/her designee before such deviation commences. H.MISCELLANEOUS 1.Renter shall comply with all local, state, and federal laws and regulations related to the use of the Facility. 2.Renter shall not admit a larger number of individuals than can lawfully, safely, and freely move about the Facility. 3.Gambling of any kind is not permitted at the Facility. 4.Alcohol consumption is not permitted at the Facility. 5.Smoking is not permitted at the Facility. 6.No animals are permitted at the Facility, with the exception of service animals, including guide dogs. 7.If Renter violates any part of this agreement or reports false information to the City, the City may refuse Renter further use of the Facility and Renter shall forfeit a portion of or all of the rental fee and/or the deposit. 8.D.c Packet Pg. 301 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) Facility Use Policy-201222 8.The City shall document any misuse of the Facility by Renter in writing and submit to Renter within three business days of confirmation of the misuse. Such misuse may result in cancellation of Facility use by the Renter and the organization represented by Renter. 9.The City may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community. 10.Any person aggrieved by the City’s decision with respect to this agreement may appeal to the City Manager or his/her designee in writing no later than five (5) days after the City’s decision has been communicated to the aggrieved party. 11.If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Emergency Procedures 1.In the event of an emergency, Renter is required to call the City of Grand Terrace on- call maintenance services at 1-800-426-6689, enter pager #6205, and leave a call back number. All required repairs shall be completed by the City of Grand Terrace and are not to be made by Renter. I am an authorized agent of the organization submitting this agreement. The information provided in this Agreement is true and correct. I have read and understand this Agreement and the Facility Use Policy and agree to all of the rules, regulations, and conditions of use. Signature ________________________________________ Print name _______________________________________ Organization _____________________________________ Address _________________________________________ Telephone: Home ___________Work____________ *********************************************************************************************************** CITY USE ONLY: Rental fee _________Deposit ________ Total paid _________ Approved by : Title: Date: 8.D.c Packet Pg. 302 At t a c h m e n t : 3 . 2 0 1 2 F a c i l i t y U s e P o l i c y ( 1 0 8 7 : F a c i l i t y U s e P o l i c y ) AGENDA REPORT MEETING DATE:June 26, 2012 Council Item TITLE:Settlement of Internal Revenue Service Assessment for Calendar Year 2009 PRESENTED BY:Betsy Adams, City Manager RECOMMENDATION:Authorize the City Manager or the City's tax consultant to execute a settlement agreement (Form 2504) with the Internal Revenue Service for the 2009 tax period. Authorize a fund balance appropriation of $58,815.16 from General Fund for the payment required under the agreement. BACKGROUND: On July 29, 2011, the City received written notification from the Internal Revenue Service (IRS) of its intent to conduct an audit for calendar year 2009. On September 13, 2011, the City Council reported out of Closed Session that the City was being audited by the IRS and anticipated receiving the audit results in February 2012. DISCUSSION: On June 5, 2012, City staff and the City's tax consultant met with the IRS examiner to review her findings and discuss possible settlement terms which are summarized in Form 2504, included as an attachment to the staff report. To conclude the audit, the City Council needs to authorize the City Manager or the City's tax consultant to sign Form 2504 at a meeting with the IRS examiner scheduled for June 27, 2012. FISCAL IMPACT: Form 2504 specifies that the City will pay $58,815.16 for the 2009 tax period. This payment requires a fund balance appropriation from the General Fund as the expenditure was not included in the Fiscal Year 2011-12 operating budget. The City may be able to seek cost recovery for approximately $50,000 of this amount. Possible action related to this cost recovery is currently a Closed Session matter. To avoid penalties on the $58,815.16 the City will submit a request for penalty abatement to the IRS. ATTACHMENTS: ·Form 2504 APPROVALS: Betsy Adams Completed 06/21/2012 2:18 PM Finance Completed 06/21/2012 2:20 PM 8.E Packet Pg. 303 City Attorney Completed 06/21/2012 2:46 PM City Manager Completed 06/21/2012 2:51 PM City Council Pending 8.E Packet Pg. 304 8.E.a Packet Pg. 305 At t a c h m e n t : F o r m 2 5 0 4 ( 1 0 9 7 : I R S S e t t l e m e n t A g r e e m e n t f o r 2 0 0 9 )