04/12/2016CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA ● APRIL 12, 2016
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If
you require special assistance to participate in this meeting, please call the City Clerk’s
office at (909) 824-6621 at least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting, please complete a Request
to Speak Form available at the entrance and present it to the City Clerk. Speakers will
be called upon by the Mayor at the appropriate time.
Any documents provided to a majority of the City Council regarding any item on this
agenda will be made available for public inspection in the City Clerk’s office at City Hall
located at 22795 Barton Road during normal business hours. In addition, such
documents will be posted on the City’s website at www.grandterrace-ca.gov
<http://www.grandterrace-ca.gov>
CALL TO ORDER
Convene City Council
Invocation
Pledge of Allegiance
ROLL CALL
Attendee Name Present Absent Late Arrived
Mayor Darcy McNaboe
Mayor Pro Tem Sylvia Robles
Council Member Jackie Mitchell
Council Member Doug Wilson
Council Member Bill Hussey
A. SPECIAL PRESENTATIONS
Presentation of Certificates to Terrace View Elementary School 2nd Grade Class for
their Veteran Appreciation
Presentation of Proclamation to Children’s Network Human Services for Child Abuse
Prevention
Presentation of Proclamation to One Legacy for Donate Life
Agenda Grand Terrace City Council April 12, 2016
City of Grand Terrace Page 2
B. CONSENT CALENDAR
They will be acted upon by the City Council at one time without discussion. Any Council
Member, Staff Member, or Citizen may request removal of an item from the Consent
calendar for discussion.
1. Waive Full Reading of Ordinances on Agenda
DEPARTMENT: CITY CLERK
2. Approval of Minutes – Regular Meeting – 03/22/2016
DEPARTMENT: CITY CLERK
3. Monthly Financial Report for February 2016
RECOMMENDATION:
Receive and file the Monthly Financial Report for the period ending February 29, 2016.
DEPARTMENT: FINANCE
4. Amendment 2 of the Contract Between the City of Grand Terrace and EZ SunnyDay
Landscape for Citywide Landscape Maintenance
RECOMMENDATION:
1. Approve contract increase from $47,760 to $55,760 for the second and last year of
the contract.
2. Authorize the City Manager to extend until February 1, 2017, the Service Provider
Agreement with EZ SunnyDay Landscape for Citywide Landscape Maintenance
DEPARTMENT: COMMUNITY DEVELOPMENT
5. Support by the City of Grand Terrace City Council of Senate Bill 1106 Mobile Home
Park Citation Authority
RECOMMENDATION:
Authorize the Mayor to Sign a Letter of Support of Senate Bill 1106 Mobilehome Park
Citation Authority
DEPARTMENT: COMMUNITY DEVELOPMENT
Agenda Grand Terrace City Council April 12, 2016
City of Grand Terrace Page 3
C. PUBLIC COMMENT
This is the opportunity for members of the public to comment on any items not
appearing on the regular agenda. Because of restrictions contained in California Law,
the City Council may not discuss or act on any item not on the agenda, but may briefly
respond to statements made or ask a question for clarification. The Mayor may also
request a brief response from staff to questions raised during public comment or may
request a matter be agendized for a future meeting.
D. CITY COUNCIL COMMUNICATIONS
Council Member Bill Hussey
Council Member Doug Wilson
Council Member Jackie Mitchell
Mayor Pro Tem Sylvia Robles
Mayor Darcy McNaboe
E. PUBLIC HEARINGS – NONE
F. UNFINISHED BUSINESS – NONE
G. NEW BUSINESS
6. Ordinance to Amend Chapter 5.12 of City of Grand Terrace Municipal Code (Cable
Television Franchises)
RECOMMENDATION:
Introduce and read by title only an Ordinance of the City Council to amend the Grand
Terrace Municipal Code by replacing Chapter 5.12 Governing Cable Television
Franchises.
DEPARTMENT: CITY MANAGER
7. Adoption of Resolutions Updating Bank and Investment Account Signature Authority
RECOMMENDATION:
Adopt the attached Resolutions updating the Bank and Investment Account signature
authority with the Arrowhead Credit Union.
DEPARTMENT: FINANCE
Agenda Grand Terrace City Council April 12, 2016
City of Grand Terrace Page 4
8. Amendment of On-Call Traffic Engineer Services Contract with Transportation,
Engineering, Planning, Inc. (TEP)
RECOMMENDATION:
1. Increase the TEP purchase order by $7,000.00 for increased traffic engineering
consulting services; and
2. Authorize the City Manager to execute the Contract.
DEPARTMENT: COMMUNITY DEVELOPMENT
9. Selection of Delegate to the Southern California Association of Governments (SCAG)
2016 Regional Conference and General Assembly
RECOMMENDATION:
1. Appoint a Council Member as a Delegate to the Southern California Association of
Governments (SCAG) 2016 Regional Conference and General Assembly for May 5
and May 6, 2016; and
2. Instruct the City Clerk to provide a Minute Excerpt to Southern California Association
of Governments (SCAG) on this action.
DEPARTMENT: CITY CLERK
H. CITY MANAGER COMMUNICATIONS
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, April 26, 2016 at 6:00
p.m.
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 ● MARCH 22, 2016
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
CALL TO ORDER
Mayor McNaboe called the meeting to order at 6:00 p.m.
Invocation was given by Pastor Alger Keough, Azure Hills Seventh Day Adventist
Church.
Pledge of Allegiance was led by Lieutenant O'Brine, San Bernardino County Sheriff's
Department.
Attendee Name Title Status Arrived
Darcy McNaboe Mayor Present
Sylvia Robles Mayor Pro Tem Present
Jackie Mitchell Council Member Present
Doug Wilson Council Member Present
Bill Hussey Council Member Present
G. Harold Harold Duffey City Manager Present
Pat Jacquez-Nares City Clerk Present
Richard Adams City Attorney Present
Linda Phillips Child Care Present
Sandra Molina Community Development Director Present
Cynthia Fortune Finance Director Present
Steve Lasiter Battalion Chief Present
Robert O'Brine Lieutenant Present
Eric Bougie Senior Accounting Technician Present
A. SPECIAL PRESENTATIONS
City Council Presentation of Commendation to the Grand Terrace High School Girls
Soccer Team with Special Gift from Lion's Club
Mayor McNaboe presented the Commendation to the Grand Terrace High School Girls
Soccer Team.
Jim McNaboe, on behalf of the Lion's Club, presented a grant check in the amount of
$600.00 to the Grand Terrace High School Girls Soccer Team.
Mayor McNaboe, Mayor Pro Tem Robles, Council Members Mitchell, Wilson, and
Hussey all congratulated and thanked the Lady Titans for their dedication, hard work
and for representing their community.
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 2
San Bernardino Sheriff's Department Crime Statistics
Lt. O'Brine presented the San Bernardino Sheriff's Department Crime Statistics
PowerPoint Presentation. He also provided several tips to help deter crime.
Council Member Mitchell requested that these tips be placed on the City's website.
B. CONSENT CALENDAR
APPROVED ALL CONSENT CALENDAR ITEMS
RESULT: APPROVED [UNANIMOUS]
MOVER: Jackie Mitchell, Council Member
SECONDER: Doug Wilson, Council Member
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
1. Waive Full Reading of Ordinances on Agenda
WAIVED THE FULL READING OF ALL ORDINANCES
2. Approval of Minutes – Regular Meeting – 03/08/2016
APPROVED THE MINUTES OF THE 03/08/2106 REGULAR MEETING
3. Approval of Check Register No. 02292016 in the Amount of $1,333,267.15
APPROVE CHECK REGISTER NO. 02292016 IN THE AMOUNT $1,333,267.15, AS
SUBMITTED, WHICH INCLUDES THE CHECK REGISTER ACCOUNT INDEX FOR
FISCAL YEAR 2015-16.
C. PUBLIC COMMENT - NONE
D. CITY COUNCIL COMMUNICATIONS
Council Member Bill Hussey
Council Member Hussey thanked everyone that attended the meeting. He and Mayor
Pro Tem Robles attended the Little League opening ceremonies it was a very good
event. He stated that the work done at the park was appreciated by everyone. Council
Member Hussey announced that on April 21 - 23, 2016 the Little Mermaid play will be at
the Colton High School Auditorium the price is $12.00. He wished everyone a Happy
Easter.
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 3
Council Member Doug Wilson
Council Member Wilson stated that he appreciated gathering with the citizens to discuss
the City's business. He also thanked the City Manager for the great job he had been
doing in moving the City forward. Council Member Wilson also expressed his
appreciation in working with his colleagues.
Council Member Jackie Mitchell
Council Member Mitchell thanked everyone who attended the meeting and
congratulated the Lady Titans Soccer Team for their success. She was unable to attend
the Little League opening ceremonies but she did attend one of the first Little League
games and heard the residents appreciation for the City's work at the park. Council
Member Mitchell reminded everyone that the students were out on spring break and
they should exercise additional caution while driving. She also wished everyone a
Happy Easter.
Mayor Pro Tem Sylvia Robles
Mayor Pro Tem Robles stated it was music to her ears to hear that the Little League
participants thanked them for the work done to the snack bar and sidewalk. This really
emphasized the partnership with the City. She stated that Omnitrans was still going
through the close out of SBX. Mayor Pro Tem Robles and her husband continue to
attend the Senior lunch program and enjoyed the St. Patrick's Day celebration. Their
food was excellent and encouraged everyone to attend. She stated her concerns with
the Orange Show event on this weekend and commended City Manager Duffey for
writing the Orange Show management an excellent letter addressing this issue.
Mayor Darcy McNaboe
Mayor McNaboe reported on the SANBAG meeting of March 10, 2016 as follows:
1. Metro Valley Study Session
• Consent - Project Delivery 2. Construction Contract Change Orders to on-going
SANBAG construction contracts with Sully-Miller Contracting Company and
Skanska USA Civil West.
• Discussion - Administrative Matters 3. SANBAG Fiscal Year 2016/2017 Budget -
Metro Valley Study Session Task Review That the Metro Valley Study Session
review and provide direction relative to proposed tasks to be included in the
Fiscal Year 2016/2017 Budget.
• Discussion - Project Delivery 4. Mount Vernon Avenue via duct over the BNSF
Railway lntermodal Facility That the following be reviewed and recommended for
final approval by the Board of Directors at a regularly scheduled Board meeting:
Direct SAN BAG staff to develop a Memorandum of Understanding (MOU) with
the City of San Bernardino, designating San Bernardino Associated
Governments (SANBAG) as the lead agency for Environmental Clearance,
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 4
Design, Right-of-Way Acquisition and Construction of the Mount Vernon Avenue
via duct over the BNSF Railway lntermodal Facility.
• Preview of the Hearings to Consider Resolutions of Necessity for Parcels for the
Interstate 215 (1-215) Barton Road Interchange Improvement Project in the City
of Grand Terrace
2. City Selection Committee held ELECTION OF LOCAL AGENCY FORMATION
COMMITTEE (LAFCO) PRIMARY MEMBER - needed 13 votes to elect a member.
Vote was tied between applicants 8 votes a piece. A seconding meeting for election
will be held April 6 following the SAN BAG general board meeting.
3. San Bernardino Valley Municipal Water District Advisory Commission for
Water Policy
• PRESENTATIONS
O A. Groundwater Sustainability Council Formation Update
O B. Update on Conjunctive Use Programs
O One of the foundational water management strategies in the Upper Santa
Ana Watershed Integrated Regional Water Management Plan is conjunctive
use which has been generally described as using our groundwater basins to
store water that is available in the wet years so that it is available to be
pumped out during dry years. - They refer to this as dry year yield. In 2012
the recommended cumulative total of 40,000 acre feet per year of dry year
yield. This capacity represents an efficient, initial project size with the
possibility of expanding to as much as 80,000 acre ft. Per year. Valley District
in cooperation with water agencies in throughout the Santa Ana River
Watershed and in cooperation with agencies within its service area have been
developing a comprehensive conjunctive use program in the San Bernardino
Basin Area. The two programs will share facilities and when possible to
reduce cost. The program is called the Santa Ana River Conservation and
Conjunctive Use Program. The programs collective store up to 112,500 acre-
feet that will provide up to 37,500 acre-feet per year of dry year yield initially
for up to 3 consecutive years. Valley District is looking at our region being in
an 18 year drought although the state has been in a drought for the last four.
The good news is that our basin can fill up to normal levels with 3 to 4 years
of normal rain fall.
O C. Regional Recycled Water Concept Study Update
O D. Regulations for Water Conservation - This current drought is setting new
records with up to 95% of the state at times experiencing severe drought
conditions or worse. Snowpack is important since it detains rainfall and
slowly releases it during the spring and summer allowing increased
capture of the water supply. The runoff helps fill the state's reservoir
system. The snowpack in the north set a new historic low in 2015 and tied
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 5
the previous historic low (1977) in 2014 locally some underground storage
levels are at historic lows. Of course storage levels are expected to go up
during wet periods and down during dry - Not knowing when the rain will
return is the reason our regional water agencies stretch the current water
supplies as far as possible in case there is another dry year to follow. Due
to the diversity of our local water portfolio and the careful planning of our
water agencies, we are not in a severe drought emergency like some
areas of the state. We will not run out of water today, tomorrow or next
year. However, California is in the midst of a severe drought that is
impacting imported and local water supplies and given the uncertainty of
the drought, Californians are being asked to continue to work together to
make it through.
• A few reductions in restrictions for 2016 36% to 34%
O E. 2016 Regional Water Management Plan Statement
4. Riverside Highland Water Company Annual Shareholder meeting - Thursday,
March 24 at 9:00 a.m. All shareholders are welcome to attend. If you have not done
so, please return your proxy cards to the Water Company by tomorrow morning so
that they have a quorum for their board of director’s election
5. Temporary Closure of the Barton Road Bridge
Caltrans will be conducting an inspection of the Barton Road Bridge just west of La
Crosse Avenue and Grand Terrace Road on Wednesday, March 30, 2016. In order
to complete the inspection, the Barton Road Bridge will be temporarily closed to east
and westbound traffic on Wednesday, March 30, 2016 from 11:00 a.m. - 1:00 p.m.
Traffic detours will be set up in Grand Terrace at Barton Road and La Crosse
Avenue, Barton Road and Grand Terrace Road, and South Terrace Avenue in
Colton, California. All westbound traffic will be diverted from Barton Road to
southbound Lacrosse Avenue, continue west on De Berry Street in Colton, continue
northbound on S. Terrace Avenue and return to Barton Road on the west side of the
bridge in Colton. Eastbound Barton Road traffic will take the same route (reversed)
and return to Barton Road at La Crosse Avenue in Grand Terrace. Vehicles traveling
to local businesses on the east and west side of the bridge will have access to those
locations with the assistance of traffic control. Please contact the City of Grand
Terrace Public Works Department at (909) 824-6621. Mayor McNaboe wished
everyone a Happy Easter.
E. PUBLIC HEARINGS - NONE
F. UNFINISHED BUSINESS
4. Approval of Final Tract Map No. 18793
Community Development Director Molina presented this item.
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 6
Daryl Moore, applicant, spoke in favor of approval of this item.
Council Member Wilson stated that good planning works and appreciated that the City
staff and applicant worked together on this project.
1. APPROVE FINAL TRACT MAP NO. 18973;
2. AUTHORIZE THE MAYOR TO SIGN THE TRACT MAP MYLAR’S; AND
3. DIRECT STAFF TO FORWARD THE MYLAR’S TO THE SAN BERNARDINO
COUNTY RECORDER’S OFFICE FOR RECORDATION.
4. AUTHORIZE THE CITY ENGINEER TO ACCEPT THE PUBLIC IMPROVEMENTS
UPON COMPLETION AND ACCEPTANCE.
RESULT: APPROVED [UNANIMOUS]
MOVER: Doug Wilson, Council Member
SECONDER: Sylvia Robles, Mayor Pro Tem
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
G. NEW BUSINESS
5. Award of March 2016 Community Benefit Funds
Senior Accounting Technician Bougie presented the PowerPoint presentation for this
item.
Karen Suarez, Vice-Chair, Board of Directors for The REC Center, availed herself for
any questions the Council may have. She announced their Easter event would be from
11:00 a.m. to 2:00 p.m. on Saturday, March 26, 2016 at the Fire Station the cost was
$10.00 per child to participate which includes a meal and $5.00 for adults meal
included.
Council Member Mitchell thanked Ms. Suarez for her work at The REC Center. She also
requested that The REC Center provide their event information to the City Manager's
office for dissemination to the Council and placement on the City's social media sites,
Channel 3 and City's website.
1. APPROVE THE AWARD OF $310.00 FROM THE CITY’S COMMUNITY
BENEFITS FUND TO THE GRAND TERRACE REC CENTER TO COVER THE
COST OF A SPECIAL EVENT PERMIT; AND
2. APPROVE THE AWARD OF $2,000 FROM THE CITY’S COMMUNITY BENEFITS
FUND TO THE GRAND TERRACE FOOTBALL & CHEER TO COVER THE COST
10 PROGRAM SCHOLARSHIPS TO YOUTH AGES 5 – 14 IN THE COMMUNITY.
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 7
RESULT: APPROVED [UNANIMOUS]
MOVER: Jackie Mitchell, Council Member
SECONDER: Sylvia Robles, Mayor Pro Tem
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
6. Mid-Year Budget Review for Fiscal Year 2015-16
Finance Director Fortune presented the PowerPoint presentation for this item.
Council Member Wilson requested an explanation for the CALPERS unfunded liability
and where it came from. What did the money paid to CALPERS do to generate
additional money?
Finance Director Fortune clarified the CALPERS unfunded liability
Mayor McNaboe asked how the City received its sales tax.
Finance Director Fortune stated the City received it via an allocation and it usually run a
quarter behind.
City Manager Duffey presented the Fiscal Year 2016-2017 Budget Review Schedule.
Mayor McNaboe requested clarification on packet page 54 table 7, cost to construct
traffic signals, was it the City's goal to have all these signals installed.
Community Development Director Molina confirmed that these signals had been
adopted in the previous circulation plan and that the newly adopted circulation plan was
not reflected on table 7.
City Manager Duffey provided a brief overview on the LAIF program and the Zion loan
repayment. He further stated that staff would be presenting different options for Council
to consider as the best use of the City's funds.
Council Member Mitchell asked if staff was requesting feedback on the Budget Review
Schedule proposed.
Council Member Mitchell suggested taking this workshop to the Senior Center during
their lunch program.
Council Member Hussey supports the idea of paying off existing debts.
1. RECEIVE AND FILE REPORT;
2. APPROVE PROPOSED BUDGET ADJUSTMENTS/RECOMMENDATIONS IF
ANY; AND
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Minutes Grand Terrace City Council March 22, 2016
City of Grand Terrace Page 8
3. APPROVE RECOMMENDED FY 2016-17 BUDGET DEVELOPMENT
GUIDELINES AND REVIEW SCHEDULE
RESULT: APPROVED [UNANIMOUS]
MOVER: Jackie Mitchell, Council Member
SECONDER: Doug Wilson, Council Member
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
H. CITY MANAGER COMMUNICATIONS
City Manager Duffey reported that an offer had been made and accepted for the
position of weekend code enforcement officer. Staff would be working on a strategy
within the next 30 days to notify the residents of weekend code enforcement. The
Council received a copy of the Circuit Reliability Review Report, he met with Southern
California Edison (SCE) today and they provided him with this report. City Manager
Duffey announced the Household Hazardous Waste event scheduled for May 14, 2016
here at City Hall. He also spoke to Burrtec on scheduling a Community Cleanup day per
their franchise agreement but Burrtec does not want to haul on Sundays. He also
reported that the Household Hazardous Waste collection events were normally held at
the former Norton Air Force Base by San Bernardino County. The Mayor and Mayor Pro
Tem expressed their concerns with the distance of the Air Base to Grand Terrace.
Therefore, Staff worked with both the County and Burrtec to have the City of Grand
Terrace host this event on May 14, 2016.
ADJOURN
Mayor McNaboe adjourned the meeting at 7:52 p.m.
The Next Regular City Council Meeting will be held on Tuesday, April 12, 2016 at 6:00
p.m.
_________________________________
Darcy McNaboe, Mayor
_________________________________
Pat Jacquez-Nares, City Clerk
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council Item
TITLE: Monthly Financial Report for February 2016
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Receive and file the Monthly Financial Report for the period
ending February 29, 2016.
2030 VISION STATEMENT:
This staff report supports City Council Goal #1, “Ensure Our Fiscal Viability,” through
the continuous monitoring of revenue receipts and expenditure disbursements against
approved budget appropriations.
BACKGROUND:
The Finance Department has developed a Monthly Financial Report (MFR), which will
be submitted to the City Council each month. The attached MFR is for the period
ending February 29, 2016. The purpose of the MFR is to identify actual revenues
received, and expenditures incurred, for the current fiscal year and compare them to the
Approved Budget and fiscal year-to-date (YTD) expected amounts. The MFR
encompasses the City’s two major funds: General Fund and Child Care Fund.
DISCUSSION:
The Fiscal Year (FY) 2015-16 Approved Budget amounts are presented in the attached
MFR for reference purposes. Any adjustments to the Approved Budget that may occur
during the fiscal year will also be reflected in the report. The “expected” revenues
reflect an analysis of revenue receipts that have, historically, been received as of this
month in the fiscal year. The resulting positive or negative variances shown in the MFR
are in comparison to these “expected” receipts.
The timing of expenditures is more evenly distributed during the fiscal year than
revenue receipts; however, it is not entirely straight-line in nature. For example, some
months have three pay periods rather than two. Also, debt service payments are only
made twice a year. Additionally, certain expenditure postings, such as the cost
allocation plan, are made quarterly rather than monthly. All of these factors are
reflected in the YTD “expected” expenditures shown in the MFR.
As part of the MFR, staff will include explanations of significant variances between YTD
actual revenues and expenditures, and those that are “expected” at that point in the
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fiscal year. This analysis and reporting process is intended to keep the City Council
informed regarding the City’s financial position relative to the budget, and to identify any
financial issues or concerns that arise during the fiscal year so appropriate and timely
action can be taken in response to these variances.
When reviewing the charts that provide the current monthly status of both revenues and
expenditures, it is helpful to bear in mind that some of the fluctuations from month to
month may be due to the following:
Invoices were not submitted to the City in a timely manner; and
Invoices may have required further review by the authorizing department.
In addition, the MFR has been redesigned to provide more transparency by providing
charts that compare actual receipts and expenditures against expected and approved
budgets. Each category has 2 charts:
1. the 1st chart shows the actual receipts or expenditures incurred for the current
fiscal year (FY2015-16) and is compared to the prior year (2014-15) actuals; and
2. the 2nd chart shows the total annual amounts incurred, for the current year, the
prior year and is compared to the “expected” amounts for the current year.
FISCAL IMPACT:
GENERAL FUND
Revenues
The City’s General Fund revenue receipts of $2,414,843 through February are slightly
below the expected amount of $2,492,560, reflecting a negative variance of $77,718.
Below are the General Fund’s revenue categories and the status of each revenue line
item:
Revenue
February
YTD
Actuals Status
Property Tax $831,900
Increase in Property Taxes by $14.4k mainly
due to increased valuations & increased
collections.
Residual Receipts - RPTTF 512,058 Minimal variance from expected revenues.
Franchise Fees 177,696 Minimal variance from expected revenues.
Licenses, Fees & Permits 140,231
Lower by $12.7k from expected; reduction in
construction permits compared to last fiscal
year; however increased revenues are expected
for the remainder of the year.
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Sales Tax 300,004
Lower by $99.3k from expected; Sales Tax is
projected to be $160,000 less than budgeted as
presented to City Council during the year-end
projections in March2016.
Intergovernmental Revenue/Grants 4,984 Minimal variance from expected revenues.
Charges for Services 76,469 Minimal variance from expected revenues.
Fines & Forfeitures 39.397 Minimal variance from expected revenues.
Miscellaneous 17,952
Higher by $12.9k due to reimbursement receipt
of state mandated claims (SB90) submitted to
the State Controller's Office prior to 2004.
Use of Money & Property 14,150 Minimal variance from expected revenues.
Waste Water Receipts 300,000 No variance from expected revenues.
TOTAL $2,414,843
Expenditures
General Fund expenditures of $3,221,527 are below the expected amount of
$3,399,139 reflecting a positive variance of $177,612. Below are the General Fund’s
expenditure categories and the status of each expenditure line item:
Expenditure
November
YTD
Actuals Status
Salaries $407,951
Savings of $82.2k show as a result of
additional appropriations approved by City
Council during the First Quarter report which
included additional funding for personnel and
savings from positions that were vacant during
the first half of the year.
Benefits 187,751
Retirement Benefits are $13.1k less due to the
payment of the City's CalPERS liability in
FY2014-15; however a lump-sum payment will
be due to CalPERS at the end of the fiscal year.
Professional/Contractual
Services 1,983,564
Payments for professional services were
processed later this current year than that of
last fiscal year resulting in a variance of
$80.8k.
Materials & Supplies 107,380 Minimal variance from expected expenditures.
Lease of Facility/Equipment 4,072 Minimal variance from expected expenditures.
Equipment 0 No variance from expected expenditures.
Capital Projects 0 No variance from expected expenditures.
Utilities 81,079 Minimal variance from expected expenditures.
Debt Service 254,848 Minimal variance from expected expenditures.
Overhead Cost Allocation (140,868) Minimal variance from expected expenditures.
Transfers Out 335,750 Minimal variance from expected expenditures.
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Expenditure
November
YTD
Actuals Status
$3,221,527
CHILD CARE FUND
The Child Care Fund’s revenue receipts of $645,162 are below the expected level of
$653,779, reflecting a minimal variance of $8,617. As presented in a comprehensive
financial status report to City Council in February 2016, the Child Care Services Fund
revenues and expenditures have been revised to reflect a decline in child care
enrollment during the first few months and increased attendance for the remainder of
the year.
Child Care expenditures of $683,490 are below the expected level of $716,755 reflecting a
positive variance of $33,265. Expenditures have also been revised to adjust for the
decline in revenues during the first few months of the fiscal year.
As stated in the February 2016 staff report, another comprehensive update will be
provided to Council within the next few weeks.
ATTACHMENTS:
February2016 Monthly Financial Report (PDF)
APPROVALS:
Cynthia Fortune Completed 04/06/2016 7:12 PM
Finance Completed 04/06/2016 7:13 PM
City Attorney Completed 04/07/2016 9:54 AM
City Manager Completed 04/07/2016 10:26 AM
City Council Pending 04/12/2016 6:00 PM
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City of Grand Terrace
Monthly Financial Report
For the Period Ending
February 29, 2016
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Table of Contents
GENERAL FUND
Revenue Summaries
Revenue Assumptions ........................................................................................... 4
Revenue Monthly Financial Detail ......................................................................... 5
Revenue Monthly History:
Property Tax ................................................................................................... 6
Sales Tax ........................................................................................................ 7
Licenses, Permits & Fees ............................................................................... 8
Franchise Fees ............................................................................................... 9
Expenditure Summaries
Expenditure Assumptions ...................................................................................... 12
Expenditure Monthly Financial Detail by Department ............................................ 13
Expenditure Monthly History by Department:
General Government Departments ................................................................. 14
Community Development ................................................................................ 15
Finance ........................................................................................................... 16
Public Safety ................................................................................................... 17
Expenditure Monthly Financial Detail by Category ................................................ 20
Expenditure Monthly History by Category:
Salaries ........................................................................................................... 21
Benefits ........................................................................................................... 22
Professional/Contractual Services .................................................................. 23
Materials & Supplies ....................................................................................... 24
CHILD CARE FUND
Revenue and Expense Summary by Category ........................................................... 26
Revenue and Expense Monthly History ...................................................................... 27
Revenue and Expense Monthly History ...................................................................... 28
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GENERAL FUND REVENUE
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REVENUE ASSUMPTIONS:
1. Property Tax receipts are usually received twice a year: in December
and May.
2. Residual Receipts – Redevelopment Property Tax Trust Fund (RPTTF)
receipts are received twice a year: June for the July - December period
and January for the January - June period.
3. Franchise Fee receipts are received monthly and quarterly; usually 30 -
45 days after the month or quarter end.
4. Sales Tax receipts are received monthly; the State distributes
(advances) sales tax revenues usually 60 days after the close of the
month; then has a quarterly “true-up.”
5. Waste Water receipts are received annually, usually at the first month
of the fiscal year.
6. All other receipts are based on historical receipt pattern.
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REVENUES
Revenue
Approved
Budget
February
YTD
Expected
Receipts
Feb.
YTD
%
Approved
Budget
February
YTD
Actuals
Feb.
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
YTD
Expected
Tax Property Tax 1,551,518 817,540 52.7%831,900 53.6%14,360 1
TTF Residual Receipts - RPTTF 860,077 510,000 59.3%512,058 59.5%2,058
ees Franchise Fees 495,000 184,137 37.2%177,696 35.9%(6,441)
mits Licenses, Fees & Permits 308,300 152,974 49.6%140,231 45.5%(12,743)2
Tax Sales Tax 900,000 399,314 44.4%300,004 33.3%(99,310)3
nts Intergovernmental Revenue/Grants 5,000 4,583 91.7%4,984 99.7%401
ces Charges for Services 104,000 67,664 65.1%76,469 73.5%8,805
res Fines & Forfeitures 36,800 36,487 99.1%39,397 107.1%2,910
ous Miscellaneous 5,000 5,000 100.0%17,952 359.0%12,952 4
erty Use of Money & Property 22,840 14,861 65.1%14,150 62.0%(710)
pts Waste Water Receipts 300,000 300,000 100.0%300,000 100.0%0
4,588,535 2,492,560 54.3%2,414,843 52.6%(77,718)
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City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending February 29, 2016
Increase in Property Taxes are due to increase in total property valuations and increased collections.
Increase in miscellaneous revenue is due to the reimbursement receipt of state mandated claims (SB90) submitted to the State
Controller's Office prior to 2004.
License, Fees & Permits receipts are showing a slight decrease compared to last year; however, it is expected that this category
will have increased revenues for the remainder of the fiscal year.
Sales Tax is projected to be $160,000 less than budgeted as presented to City Council during the year-end projections in
March2016.
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MONTHLY REVENUE - Property Tax (2015-16 vs. 2014-15)
$0
$0
$0
$4,793
$43,254
$15,393
$662,686
$4,883
$56,152
$31,628
$104,675
$591,726
$0
$0
$19,750
$2,686
$43,792
$133,872
$581,548
$50,251
$0
$0
$0
$0
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 2014-15
1,515,190
831,899
817,540
- 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY REVENUE - Sales Tax (2015-16 vs. 2014-15)
$0
$0
$42,941
$55,400
$73,900
$0
$154,048
$60,300
$46,232
$42,800
$57,100
$230,431
$0
$0
$29,595
$42,500
$56,500
$65,035
$49,874
$56,500
$0
$0
$0
$0
- 50,000 100,000 150,000 200,000 250,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 2014-15
$763,152
$300,004
$399,314
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY REVENUE - Licenses, Permits & Fees (2015-16 vs. 2014-15)
$17,915
$7,615
$40,326
$22,020
$8,568
$11,489
$15,340
$64,060
$46,641
$29,548
$17,176
$25,178
$17,097
$10,453
$15,994
$13,004
$16,329
$8,565
$48,502
$10,287
$0
$0
$0
$0
- 10,000 20,000 30,000 40,000 50,000 60,000 70,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 2014-15
$305,876
$140,231
$152,974
- 50,000 100,000 150,000 200,000 250,000 300,000 350,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY REVENUE - Franchise Fees (2015-16 vs. 2014-15)
$0
$0
$41,514
$23,181
$29,344
$14,162
$24,665
$43,954
$25,937
$156,812
$55,341
$84,917
$0
$0
$26,663
$11,962
$71,031
$0
$24,572
$43,469
$0
$0
$0
$0
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 2014-15
$499,827
$177,697
$184,137
- 100,000 200,000 300,000 400,000 500,000 600,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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GENERAL FUND EXPENDITURE
BY DEPARTMENT
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EXPENDITURE ASSUMPTIONS:
1. Expenditure appropriations are divided into 12 monthly allocations, with
adjustments made for payroll periods, the timing of debt service
payments, and certain quarterly allocations.
2. Sections/Cost Centers are rolled into each Department as follows:
a. CITY COUNCIL
b. CITY MANAGER
i. City Manager
ii. Senior Citizens Program
iii. Emergency Operations
c. CITY CLERK
i. City Clerk
ii. Historical & Cultural Commission
iii. Information Technology
d. CITY ATTORNEY
e. FINANCE
f. PUBLIC SAFETY
g. NON-DEPARTMENTAL
i. Non-Departmental
ii. Overhead Cost Allocation
h. COMMUNITY DEVELOPMENT
i. Building & Safety
ii. Public Works iii. Rental Inspection Program
iv. Enforcement Program
v. Facilities Maintenance
vi. Community Development
vii. Parks Maintenance
viii. Storm Drain Maintenance
ix. National Pollutant Discharge Elimination System (NPDES)
x. Planning Commission
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City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending February 29, 2016
EXPENDITURES BY DEPARTMENT
Department
Approved
Budget
February
YTD
Projected
Expenditures
Feb.YTD
%
Approved
Budget
February
YTD
Actuals
Feb.YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
YTD
Expected
City Council 60,877 38,075 62.5%37,123 61.0%951
City Manager 511,669 304,031 59.4%218,664 42.7%85,367 1
City Attorney 64,000 37,003 57.8%37,233 58.2%(231)
City Clerk 218,398 152,233 69.7%150,840 69.1%1,393
Community Development 1,249,409 810,629 64.9%741,655 59.4%68,974 2
Finance 501,035 309,245 61.7%308,763 61.6%482
Public Safety 1,676,200 1,101,290 65.7%1,082,533 64.6%18,757
Non-Departmental 696,015 646,634 92.9%644,715 92.6%1,919
4,977,603 3,399,139 68.3%3,221,527 64.7%177,612
1
2 In addition to a few unfilled positions in the department that generated some savings, payments for professional services were processed later
this current year than that of last fiscal year for the Community Development Department.
Savings show as a result of additional appropriations approved by City Council during the First Quarter report which included additional
funding for public safety, cameras, weekend code enforcement, tree trimming and other programs anc activities goeared towards preserving
and protecting the community.
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MONTHLY EXPENDITURE - General Government (2015-16 vs 2014-15)
$30,669
$66,646
$45,756
$51,394
$45,032
$1,182
$65,559
$58,780
$43,082
$53,826
$34,057
$117,018
$51,549
$68,684
$52,345
$40,303
$41,143
$44,346
$96,336
$50,099
$0
$0
$0
$0
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
$613,001
$444,805
$531,341
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY EXPENDITURE - Community Development Dept (2015-16 vs 2014-15)
$50,215
$75,247
$63,027
$103,646
$56,463
$68,632
$89,347
$66,396
$97,799
$98,386
$85,470
$195,345
$59,463
$115,360
$111,153
$71,845
$76,063
$111,601
$95,292
$100,878
$0
$0
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- 50,000 100,000 150,000 200,000 250,000
JUL
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DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
$1,049,973
$741,655
$810,629
- 200,000 400,000 600,000 800,000 1,000,000 1,200,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY EXPENDITURE - Finance (2015-16 vs 2014-15)
$8,368
$24,457
$35,837
$62,204
$49,272
$31,714
$68,273
$30,082
$6,230
$73,270
$34,660
$84,778
$11,091
$34,549
$44,603
$31,948
$45,276
$67,424
$37,984
$35,889
$0
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- 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000
JUL
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SEP
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DEC
JAN
FEB
MAR
APR
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JUN
2015-16 Actuals 2014-15 Actuals
$509,145
$308,764
$309,245
- 100,000 200,000 300,000 400,000 500,000 600,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHYL EXPENDITURE - Public Safety (2015-16 vs 2014-15)
$272,465
$0
$125,622
$125,622
$11,841
$0
$376,866
$125,622
$136,806
$272,716
$1,000
$137,037
$145,553
$132,057
$126,243
$132,057
$144,433
$132,057
$128,378
$141,754
$0
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- 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000
JUL
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OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals
2014-15 Actuals
1,585,597
1,082,532
1,101,290
100,000 300,000 500,000 700,000 900,000 1,100,000 1,300,000 1,500,000 1,700,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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GENERAL FUND EXPENDITURE
BY CATEGORY
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City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending February 29, 2016
EXPENDITURES BY CATEGORY
Expenditure
Approved
Budget
February
YTD
Projected
Expenditures
Feb.
YTD
%
Approved
Budget
February
YTD
Actuals
Feb.
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
YTD
Expected
Salaries 791,430 490,140 61.9%407,951 51.5%82,189 1
Benefits 295,873 200,868 67.9%187,751 63.5%13,117 1
Professional/Contractual Services 3,213,733 2,064,340 64.2%1,983,564 61.7%80,776 2
Materials & Supplies 182,202 101,465 55.7%107,380 58.9%(5,915)
Lease of Facility/Equipment 4,400 4,215 95.8%4,072 92.6%143
Equipment 0 0 0 0
Capital Projects 0 0 0 0
Utilities 132,400 80,495 60.8%81,079 61.2%(585)
Debt Service 257,800 257,800 100.0%254,848 98.9%2,952
Overhead Cost Allocation (281,735)(140,913)50.0%(140,868)50.0%(45)
Transfers Out 381,500 340,728 89.3%335,750 88.0%4,978
4,977,603 3,399,139 68.3%3,221,527 64.7%177,612
1
2 Projected expenditures are based on last year's actuals. Payments for professional services were processed later this current year than that of
last fiscal year.
Savings show as a result of additional appropriations approved by City Council during the First Quarter report which included additional
funding for personnel and savings from positions that were vacant during the fisrt half of the year.
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MONTHLY EXPENDITURE - Salaries (2015-16 vs. 2014-15)
$31,794
$80,465
$47,975
$50,644
$48,890
$12,434
$77,909
$52,637
$50,350
$51,656
$52,455
$91,028
$55,881
$51,814
$52,468
$49,353
$44,587
$41,926
$64,982
$46,940
$0
$0
$0
$0
- 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 100,000
JUL
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SEP
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NOV
DEC
JAN
FEB
MAR
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JUN
2015-16 Actuals 2014-15 Actuals
$648,238
$407,951
$490,140
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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EXPENDITURE - Professional/Contractual Services
$317,366
$37,827
$258,492
$260,929
$109,616
$98,305
$484,303
$182,753
$209,683
$411,208
$85,763
$400,951
$167,195
$258,228
$294,350
$211,637
$226,205
$321,109
$253,947
$251,835
$0
$0
$0
$0
- 100,000 200,000 300,000 400,000 500,000 600,000
JUL
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NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
2,857,196
1,984,506
2,064,340
100,000 600,000 1,100,000 1,600,000 2,100,000 2,600,000 3,100,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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EXPENDITURE - Materials & Supplies
$6,167
$10,079
$7,104
$8,809
$16,802
$5,169
$6,766
$18,069
$17,502
$20,328
$3,911
$58,659
$21,178
$18,516
$5,164
$4,919
$23,089
$10,789
$8,704
$15,023
$0
$0
$0
$0
- 10,000 20,000 30,000 40,000 50,000 60,000 70,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
$179,366
$107,380
$101,465
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 200,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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EXPENDITURE - Benefits
$11,880
$15,936
$21,058
$17,053
$14,517
$20,265
$33,861
$26,013
$30,033
$24,495
$22,607
$207,304
$26,333
$16,766
$33,942
$15,837
$18,974
$27,935
$32,135
$15,828
$0
$0
$0
$0
- 50,000 100,000 150,000 200,000 250,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
$445,021
$187,751
$200,868
- 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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CHILD CARE FUND
REVENUE AND EXPENDITURE
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REVENUES
Approved
Budget
Revised
February
YTD
Expected
Receipts
Feb.
YTD
%
Approved
Budget
February
YTD
Actuals
Feb.
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
YTD
Expected
Tiny Tot Program 80,794 48,477 60.0%45,301 56.1%(3,176)
After School Program 401,976 226,894 56.4%213,385 53.1%(13,509)1
Pre-School Program 724,839 365,508 50.4%371,462 51.2%5,954
Nutrition Program Grant 30,000 12,900 43.0%15,015 50.1%2,115
1,237,609 653,779 52.8%645,162 52.1%(8,617)
1
EXPENDITURES
Approved
Budget
Revised
February
YTD
Projected
Expenditures
Feb.
YTD
%
Approved
Budget
February
YTD
Actuals
Feb.
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
YTD
Expected
Salaries 601,990 383,429 63.7%381,235 63.3%2,194
Benefits 265,394 151,025 56.9%130,183 49.1%20,842 2
Professional/Contractual Services 29,600 12,458 42.1%11,925 40.3%533
Materials & Supplies 83,400 47,136 56.5%41,797 50.1%5,339
Lease of Facility/Equipment 4,000 500 12.5%120 3.0%380
Equipment 400 267 66.7%0 0.0%267
Capital Projects 11,400 6,394 56.1%3,499 30.7%2,895
Utilities 16,000 16,160 101.0%15,331 95.8%829
Overhead Cost Allocation 198,800 99,386 50.0%99,400 50.0%(14)
1,210,984 716,755 59.2%683,490 56.4%33,265
2
City of Grand Terrace
FY 2014-15 Child Care Fund Monthly Financial Report
For the Period Ending February 29, 2016
Retirement Benefits are less due to the current monthly payment CalPERS; however, a lump-sum amount will be due to CalPERS at
the end of the fiscal year for the City's accrued pension liability.
Child Care enrollment has declined during the last few months due to several families relocating & some parents losing their jobs;
however, the Department has been able to recruit new attendees within the last few weeks.
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MONTHLY REVENUE - Child Care (2015-16 vs 2014-15)
$61,872
$101,770
$94,221
$96,879
$82,320
$79,587
$72,047
$117,118
$98,082
$80,620
$100,083
$135,072
$54,764
$83,420
$92,401
$84,033
$73,395
$69,526
$96,804
$90,818
$0
$0
$0
$0
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000
JUL
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SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2015-16 Actuals 2014-15 Actuals
$1,116,708
$645,162
$653,779
- 200,000 400,000 600,000 800,000 1,000,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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MONTHLY EXPENDITURE - Child Care (2015-16 vs 2014-15)
$47,471
$94,829
$123,450
$71,732
$63,878
$120,464
$100,169
$67,346
$125,609
$72,350
$68,032
$193,411
$68,044
$66,357
$132,215
$65,844
$64,902
$124,930
$96,399
$64,798
$0
$0
$0
$0
- 50,000 100,000 150,000 200,000 250,000
JUL
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DEC
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FEB
MAR
APR
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JUN
2015-16 Actuals 2014-15 Actuals
$1,270,297
$683,490
$716,755
- 200,000 400,000 600,000 800,000 1,000,000 1,200,000
FY2014-15 Actuals
FY2015-16 Actuals
FY2015-16 Expected
FY2014-15 Actuals FY2015-16 Actuals FY2015-16 Expected
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council Item
TITLE: Amendment 2 of the Contract Between the City of Grand
Terrace and EZ SunnyDay Landscape for Citywide
Landscape Maintenance
PRESENTED BY: Sandra Molina, Community Development Director
RECOMMENDATION: 1. Approve contract increase from $47,760 to $55,760 for
the second and last year of the contract.
2. Authorize the City Manager to extend until February 1,
2017, the Service Provider Agreement with EZ SunnyDay
Landscape for Citywide Landscape Maintenance
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by maintaining existing
citywide landscaping.
BACKGROUND:
On February 1, 2014, City Council approved a landscape maintenance agreement with
EZ SunnyDay Landscape to maintain citywide landscaping for the total sum not to
exceed Forty Seven Thousand Seven Hundred Sixty Dollars ($47,760) per year. The
agreement was executed for one (1) year with the provision of granting two (1) year
extensions. The first 12-month extension was executed last year.
DISCUSSION:
During the term of the first year extension EZ Sunnyday provided additional services for
tree removal, channel clean-up, tree trimming, chemical spraying and weed abatement.
These services were done by EZ Sunnyday because they needed to be done in a timely
manner and EZ Sunnyday was able to respond and perform the services in the
timeframe required. The cost of the extra services totaled $7,985.00 beyond the original
contract amount, for a total of $55,760.00 ($47,760 + $7,985) for the Second Term.
In order to continue routine maintenance of the citywide landscaping, the second one
(1) year extension (Third Term) to the landscape maintenance agreement with EZ
SunnyDay Landscape is required. Also, in anticipation of extra services, an increase to
the original contract amount from $47,760.00 to an amount not to exceed $55,760.00 to
cover those expenses, is proposed.
FISCAL IMPACT:
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There are sufficient funds available in the Parks and Facilities Maintenance accounts to
cover the original contract amount for annual citywide landscape maintenance cost, for
the remaining three months of the fiscal year. As staff prepares the budget for the
2016-2017 budget year, sufficient funds will be budgeted to cover the remainder of the
contract.
Table 1 (Funds available for additional costs totaling $7,985):
Fund
Name Account Account Description
Approved
Amount
Expense
To Date
Available
Balance
General
Fund (10) 10-195-255
Facilities
Maintenance 6,500 1,600 4,900
General
Fund (10) 10-450-255 Parks Maintenance 40,000 35,405 4,595
TOTAL $9,495
ATTACHMENTS:
EZ SunnyDay Contract-02-01-2014 (PDF)
Amendment No. 1.pdf (PDF)
EZ SunnyDay - Amendment No. 2 (DOCX)
APPROVALS:
Sandra Molina Completed 04/05/2016 8:14 AM
City Attorney Completed 04/05/2016 5:02 PM
Finance Completed 04/05/2016 7:25 PM
Community Development Completed 04/06/2016 7:43 AM
City Manager Completed 04/06/2016 11:32 AM
City Council Pending 04/12/2016 6:00 PM
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AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT FOR
LANDSCAPE MAINTENANCE SERVICES BETWEEN THE CITY OF GRAND
TERRACE AND EZ SUNNYDAY LANDSCAPE.
THIS AMENDMENT (“Amendment 2”) is made and entered into this 12th day of April,
2016, by and between the CITY OF GRAND TERRACE (“City”), a Municipal
Corporation, and EZ SunnyDay Landscape (“Professional”).
WHEREAS, the City and the Professional entered into an Agreement for landscape
maintenance services (“Agreement”) on or about February 1, 2014; and
WHEREAS, the City Manager approved a 12-month extension to February 1, 2016, as
provided for in the Original contract; and
WHEREAS, the parties wish to Amend Section 2 (Term) of the Agreement to extend the
term of the agreement to February 1, 2017, as provided for in the original Agreement;
and
WHEREAS, the parties wish to Amend Section 3 (Compensation/Payment) of the
Agreement to approve the increased contract amount in the second and third years of
the contract amount from $47,760 to $55,760 for additional services provided by
Contractor; and
NOW THEREFORE, in consideration of the foregoing and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
hereto agree to amend the Agreement as follows:
Section 1. TERM is hereby amended to read as follows:
This Agreement shall be effective on the date first written above and the Agreement
shall remain in effect until February 1, 2017, unless otherwise terminated pursuant to
the provisions herein.
Section 2. COMPENSATION/PAYMENT is hereby amended to read as follows:
Professional shall perform the Services under this Agreement for the total sum
not to exceed Forty Seven Thousand Seven Hundred Sixty Dollars $47,760 for the
Initial Term; and Fifty Five Thousand Seven Hundred Sixty Dollars ($55,760.00) for
the second term and Fifty Five Thousand Seven Hundred Sixty Dollars ($55,760.00) for
the second term third term. Payment shall be made in accordance with City’s usual
accounting procedures upon receipt and approval of an itemized invoice setting forth
the services performed. The invoices shall be delivered to City at the address set forth
in Section 4 hereof.
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IN WITNESS THEREOF, the parties hereto have caused this Amendment 2 to be
executed by and through their respective authorized officers, as of the date first above
written.
THE CITY OF GRAND TERRACE,
A Municipal Corporation
By: _________________________ By: _____________________
G. Harold Duffey Chaid Zecena
City Manager Owner/Account Manager
APPROVED AS TO FORM:
By: _________________________
Richard L. Adams II, City Attorney
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AGENDA REPORT
MEETING DATE: April 12, 2016
TITLE: Support by the City of Grand Terrace City Council of Senate
Bill 1106 Mobile Home Park Citation Authority
PRESENTED BY: Sandra Molina, Community Development Director
RECOMMENDATION: Authorize the Mayor to Sign a Letter of Support of Senate
Bill 1106 Mobilehome Park Citation Authority
2030 VISION STATEMENT:
This staff report supports Goal #2, Maintain Public Safety.
BACKGROUND:
The California Department of Housing and Community Development (HCD) enforces
the Mobile Home Act. HCD currently has citation authority for certain new mobile home
design and quality control defects, mobile home dealer violations, unlicensed mobile
home sales activities, and health and safety violations in employee housing. The City of
Grand Terrace only has zoning authority on new and expansion of mobilehome parks.
Our Building and Safety Division has no building code authority on the placement of
homes, or violations within the parks, as this was ceded to HCD several years ago.
Most violations by park owners include dangerously deficient electrical, gas and
plumbing systems. Violations by park residents are mostly accumulations of
combustible materials, and electrical cords in lieu of permanent wiring. These same
code violations sometimes linger for years in mobilehome parks because there is no
monetary penalty for uncorrected violations. HCD, itself, is limited in their enforcement
authority. Under current law, noncompliance with an order to repair a serious health
and safety defect can only be enforced by expensive civil or criminal court proceedings.
DISCUSSION:
On February 17, 2016, Senator Connie M. Leyva (D-Chino) introduced Senate Bill 1106
entitled the Mobilehome Park Citation Authority. This Bill would authorize HCD to issue
citations, as well as allow certain local governments to address noncompliance with
health and safety violation notices in mobilehome parks.
It would authorize HCD, when a violation has not been addressed after 30 days, to
assess a $100 civil penalty for each violation that is a hazard constituting an
unreasonable risk to life, health or public safety; and increased to $250 for the same
violation in 12 months. For those violations that are an imminent hazard, the fine is
$200 ($500 for the same violation within 12 months).
City staff recommends support of Senate Bill 1106. Although the City only has a handful
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of mobilehome/RV parks, when health and safety violation arise, HCD is limited in their
ability to gain compliance. Under Senate Bill 1106, HCD would be able to assess
monetary fines on the property owner, or mobilehome owner, as appropriate. The
assessment of fines will lead to greater compliance.
FISCAL IMPACT:
There is no fiscal impact to the General Fund in support of Senate Bill 1106.
ATTACHMENTS:
Fact Sheet SB 1106 MHP Citiations (DOC)
SB 1106 (Leyva) Support Letter (DOCX)
APPROVALS:
Sandra Molina Completed 04/01/2016 2:56 PM
City Attorney Completed 04/04/2016 5:09 PM
Finance Completed 04/04/2016 6:36 PM
Community Development Completed 04/05/2016 8:16 AM
City Manager Completed 04/06/2016 11:30 AM
City Council Pending 04/12/2016 6:00 PM
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SB 1106 · (Leyva) Fact Sheet · 04/07/16
SUMMARY
Senate Bill 1106 would authorize the California Department
of Housing and Community Development (HCD) to issue
citations, as well as allow certain local governments to
address noncompliance with health and safety violation
notices in mobilehome parks.
BACKGROUND
HCD and certain local governments enforce the state’s
health and safety requirements of the “Mobilehome Parks
Act” (MPA) laws and regulations in the 4,500 mobilehome
parks with about 400,000 spaces throughout the state.
Enforcement includes issuing both park owners and resident
homeowners notices of violation for defects in their parks or
homes, respectively. Except for imminent hazards, they
generally have 30 days to correct the violations.
HCD currently has citation authority for certain new mobile
home design and quality control defects, mobile home
dealer violations, unlicensed mobile home sales activities,
and health and safety violations in employee housing such
as farmworker housing.
Most violations by park owners include dangerously
deficient electrical, gas and plumbing systems. Violations by
park residents are mostly accumulations of combustible
materials, and electrical cords in lieu of permanent wiring.
The same code violations sometimes linger for years in
mobilehome parks because there is no monetary penalty for
uncorrected violations.
In 2015, there were approximately 9,210 outstanding park
violations, and 14,321 outstanding resident violations in
California. Oftentimes, park owners and residents are cited
numerous times for the same violations.
PROBLEM
Many park owners and residents do not make the repairs,
despite repeated “notices” and follow-up inspections, and
HCD’s authority to obtain compliance is limited by statute.
Under current law, noncompliance with an order to repair a
serious health and safety defect can only be enforced by
expensive civil or criminal court proceedings by local or
state public prosecutors, which makes enforcement of
serious violations virtually impossible, given other
prosecutorial priorities.
The only other options are, for resident violations, to
mandate park evictions lawsuits, and, for park violations, to
suspend the park’s permit to operate and its right to collect
rent. Both options have serious consequences without
necessarily resulting in repairs.
SOLUTION
SB 1106 would add to HCD’s existing citation authority to
allow it, and local governments enforcing the MPA, to issue
citations after 30 days have elapsed without repair to an
unreasonable or imminent health and safety violation by a
park owner or homeowner in a mobilehome park.
The initial citations for an “unreasonable” violation, such as
a mobilehome park wide brownout, would be $100, with
subsequent violations within one year being $250. Similarly,
initial citations for an “imminent” hazard, such as running
sewage under a mobilehome or trailer unit, would be $200,
with subsequent violations within one year being $500.
Additionally, simple administrative appeal rights are
provided, including allowing HCD to keep the costs to the
state and petitioners reasonable by utilizing in-house
informal appeals rather than the Office of Administrative
Hearings judges.
The enforcement agency issuing the citation would retain
the penalties, thus self-funding the enforcement process.
STATUS
Introduced – February 17, 2016
CONTACT
Stephanie Reid, (916) 651-1517
Senate Select Committee on Manufactured Home
Communities (Chair: Senator Connie M. Levya)
Stephanie.Reid@sen.ca.gov
Christopher Galeano, (916) 651-4020
Office of Senator Connie M. Leyva
State Capitol, Room 4061
Christopher.Galeano@sen.ca.gov
Senate Bill 1106
Mobilehome Park Citation Authority
Senator Connie M. Leyva (D-Chino)
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Office of the Mayor
April 12, 2016
The Honorable Jim Beall
Chair, Senate Committee on Transportation and Housing
State Capitol, Room 2209
Sacramento, CA 95814
RE: Senate Bill 1106 (LEYVA) – SUPPORT
Dear Senator Beall:
The City of Grand Terrace supports SB 1106, a timely bill that will strengthen the state’s
Mobilehome Park Maintenance and Inspection program.
The City of Grand Terrace has four mobilehome and RV parks. The City is very
concerned that the California Department of Housing and Community Development has
limited authority to gain compliance on serious health and safety violations. In fact,
under current law, noncompliance with an order to repair a serious health and safety
defect can only be enforced by expensive civil or criminal court proceedings by local or
state public prosecutors, which makes enforcement of serious violations virtually
impossible, given other prosecutorial priorities. Throughout California, some of these
parks – developed prior to 1960 – are in need of serious enforcement that will compel
owners and residents to maintain their dwellings, which will in turn promote healthier
and safer environments in cities.
Senate Bill 1106 will add greater enforcement authority to the California Department of
Housing and Community Development, and local governments that enforce the
Mobilehome Parks Act in their jurisdictions, by issuing citations (from $100 to $500) for
unreasonable or imminent violations of health and safety regulations. Currently, there is
no penalty for these violations (some of which have been ongoing for years) that put
both park staff and residents at risk.
Furthermore, Senate Bill 1106 ensures that the program is self-funding, which allows for
the penalties to be retained by the enforcement agency.
For these reasons, we respectfully ask for your “AYE” vote for Senate Bill 1106 when
it comes before your committee.
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Letter to the Honorable Jim Beall
Support of SB 1106
Page 2
Please feel free to contact us if you have any questions.
Sincerely,
Darcy McNaboe
Mayor
City of Grand Terrace
cc: The Honorable Connie M. Levya
The Honorable Anthony Cannella, Vice Chair, Senate Committee on
Transportation and Housing
Members, Senate Committee on Transportation and Housing
Doug Yoakam, Consultant, Senate Republican Caucus
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council Item
TITLE: Ordinance to Amend Chapter 5.12 of City of Grand Terrace
Municipal Code (Cable Television Franchises)
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: Introduce by title only and waive further reading of an
Ordinance of the City Council to amend the Grand Terrace
Municipal Code by replacing Chapter 5.12 Governing Cable
Television Franchises.
2030 VISION STATEMENT:
This staff report supports Goal #1, Ensure Our Fiscal Viability by identifying additional
revenue and resources.
BACKGROUND:
On September 29, 2006, the State Legislature passed, and then-Governor
Schwarzenegger signed into law Assembly Bill 2987, the Digital Infrastructure and
Video Competition Act of 2006 (DIVCA). Prior to DIVCA, cable television franchises
were issued by cities and counties. DIVCA vests sole authority to issue franchises to
the California Public Utilities Commission under Public Utilities Code Section 5800 et
seq. However, the Grand Terrace Municipal Code, Chapter 5.12 (Governing Cable
Television Franchises) was not modified to reflect DIVCA’s impact on local agencies
ability to regulate cable companies.
Under DIVCA, cable companies with local franchise agreements may uniltaterally apply
and are issued a state franchise for the local jurisdiction. DIVCA authorizes Cities to
collect a franchise fee up to a maximum of 5% of the company’s gross revenue. Two
franchises have been issued by the state in the City of Grand Terrace: One to Time
Warner and the other to AT&T.
DISCUSSION:
Chapter 5.12 of the Grand Terrace Municipal Code governs locally issued Cable
Television System Franchises. However, since 2006, DIVCA has required video
franchises to be issued by the State. There are currently no local cable television
franchises. This ordinance is, in part, a clean-up of several obsolete codes.
In addition, DIVCA allows cities to adopt a Public Education and Government (PEG)
fee up to a maximum of 1% of the franchisee’s gross revenues (Attachment I). The fee
is to be paid by subscribers on the cable portion of their bill to fund capital expenses
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associated with providing public, educational, and governmental content. City staff
estimates this fee would generate approximately $20,000 in Fiscal Year 2016-2017.
The City currently maintains equipment at the Civic Center that allows staff to video,
stream, and televise City Council, Planning Commission and other public meetings live
as well as schedule replays of meetings during the week and produce other
programming related to City services shown on Channel 3 for Time-Warner customers
in Grand Terrace.
The current equipment was installed many years ago and is technically outdated; the
average life expectancy on such equipment is estimated at 5 years. If the Council
implements this ordinance, section 5.12.030 B requires all state franchisees to pay the
City the 1% PEG fee. The City will use PEG fee to upgrade its sound and video system
to insure quality broadcasts of community meetings are able to be viewed by residents.
Revenues from the PEG fees can only be used for capital costs and not for labor costs
of delivering programming.
DIVCA also requires state franchisees to insure that an initial signal to Government
Access Channels are established. The franchisees are also required to meet state and
federal customer service standards. The revision to Chapter 5.12.050 identify the
monitoring authority and penalties for noncompliance.
FISCAL IMPACT:
Revenues provided by a 1% PEG fee would fund capital costs of providing public,
education, and government programming, including equipment replacement associated
with video cable government access. The 5% franchise fee remains unchanged.
ATTACHMENTS:
Attachment I - DIVCA vs Cable Act (PDF)
Attachment II - Ordinance (PDF)
APPROVALS:
G. Harold Harold Duffey Completed 04/06/2016 11:29 AM
City Attorney Completed 04/06/2016 4:23 PM
Finance Completed 04/06/2016 7:21 PM
City Manager Completed 04/07/2016 9:08 AM
City Council Pending 04/12/2016 6:00 PM
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ORDINANCE NO. ______
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE AMENDING THE GRAND TERRACE
MUNICIPAL CODE BY REPLACING CHAPTER 5.12
GOVERNING CABLE TELEVISION FRANCHISES.
WHEREAS,In 2006, the California Legislature adopted Assembly Bill 2987 establishing the
Digital Infrastructure and Video Competition Act (“DIVCA”) under California Public Utilities
Code Section 5800 et seq., ending local control of cable franchising and vesting sole authority to
issue franchises to the California Public Utility Commission; and
WHEREAS, under DIVCA, the City may, by ordinance, enforce regulations against video
providers holding a state franchise (“State Video Franchise Holders”); and
WHEREAS, DIVCA also provides that State Video Franchise Holders operating within City
shall pay to City certain fees, including a franchise fee and a fee for public, education, and
governmental (“PEG”) purposes, if established by City ordinance; and
WHEREAS, DIVCA also allows City to establish and enforce penalties for violations of the
customer service rules by State Video Franchise Holders;
WHEREAS, The purpose of this Ordinance is to implement the provisions of DIVCA and
thereby preserve, to the fullest extent permitted by law, the rights and authority of the City with
respect to the provision of video services within its jurisdictional limit.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE
ORDAINS AS FOLLOWS:
SECTION 1. That the City Council of the City of Grand Terrace does find, determine, and
declare that the Recitals set forth herein are true and correct and are incorporated herein as
findings of the City Council.
SECTION 2. That the Grand Terrace Municipal Code be amended by repealing Chapter 5.12
(CATV) in its entirety and replacing it with the following:
“Chapter 5.12 –VIDEO FRANCHISES
5.12.010.Purpose and Authority.
This Chapter is designed to regulate video service providers holding State video
franchises and operating within the City. Under State law effective January 1, 2007, the
California Public Utilities Commission has the sole authority to grant state video service
franchises pursuant to the Digital Infrastructure and Video Competition Act of 2006 (hereinafter
“DIVCA”). Pursuant to DIVCA, the City has certain rights and responsibilities with respect to
state video service franchise holders operating within the City. These include the receipt of a
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Page 3 of 4
franchise fee and a fee for Public, Educational and Government purposes, both based on a
percentage of the gross revenues of state franchise holders. Additionally,City is responsible to
establish and enforce penalties for violations of customer service rules. However, DIVCA grants
all authority to adopt customer service standards to the State. The City will retain authority,
without change, over all City cable franchisees until such time as they no longer hold a valid City
cable franchise, or are no longer operating under a current or expired City cable franchise.
5.12.020.Definitions.
For purposes of this Chapter, the following words, terms, phrases, and abbreviations, and
their similar formulations, shall have the meanings given below:
“Cable operator” shall have the meaning set forth in California Public Utilities Code Section
5830.
“City” means the City of Grand Terrace.
“City Manager” means the duly appointed City Manager of the City, or his or her designee.
“CPUC” or “Commission” means the California Public Utilities Commission.
“DIVCA” or “Act” means the Digital Infrastructure and Video Competition Act of 2006.
“Gross revenue” shall have the meaning set forth in California Public Utilities Code Section
5860.
“PEG” means public, educational and government access.
“State Franchise” means a franchise issued by the CPUC pursuant to the DIVCA.
“State Franchisee” means any cable operator or video service provider that, pursuant to DIVCA,
has been granted a state franchise by the CPUC to provide cable or video service by means of
communications service equipment or facilities and whose video service area includes all or any
part of the incorporated limits of the City.
“Video Service” shall have the meaning set forth in California Public Utilities Code Section
5830.
“Video service provider” shall have the meaning set forth in California Public Utilities Code
Section 5830.
5.12.030.State Video Service Franchise and PEG fees.
A.Any state franchisee operating within the boundaries of the City shall pay a fee to the
City equal to five percent (5%) of the gross revenue of that state franchisee.
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B.Any state franchisee operating within the boundaries of the City shall pay an additional
fee to the City equal to one percent (1%) of the gross revenue of that state franchisee, which shall
be used by the City of PEG purposes consistent with state and federal law.
5.12.040 Audit Authority.
Not more than once annually, the City Manager may examine and perform an audit of the
business records of a state franchise holder to ensure compliance with Section 5.12.030.
5.12.050. Customer Service Standards
A.A state franchisee shall comply with all applicable state and federal customer service and
protection standards pertaining to the provision of video service.
B.The City Manager shall monitor compliance of each state franchisee with respect to state
and federal customer service and protection standards. The City Manager shall provide the state
franchisee written notice of any material breach of applicable customer service standards, and
allow the state franchisee holder thirty (30) days from the receipt of the notice to remedy the
specified material breach. Material breaches not remedied within the thirty (30) day time period
will be subject to the following penalties to be imposed by and payable to the City:
1.For the first occurrence of a violation, a fine of $500.00 may be imposed for each day the
violation remains in effect, not to exceed $1,500.00 for each violation.
2.For a second violation of the same nature within twelve (12) months, a fine of $1,000.00
may be imposed for each day the violation remains in effect, not to exceed $3,000.00 for
each violation.
3.For a third or further violation of the same nature within twelve (12) months, a fine of
$2,500.00 may be imposed for each day the violation remains in effect, not to exceed
$7,500 for each violation.
C.A state franchisee may appeal a penalty assessed by the City Manager to the City Council
within thirty (30) days of the initial assessment. Any appeal must contain a detailed explanation
of why the applicant believes that the finding of material breach or the imposition of penalties
was inconsistent with statutory requirements or authority. The City Council shall hear all
evidence and relevant testimony and may uphold, modify, and vacate the penalty.
D.As provided in Section 5900 of the California Public Utilities Code, City shall submit
half of all penalties received from a franchise holder to the Digital Divide Account established in
Section 280.5 of the California Public Utilities Code.
5.12.060 City Response to State Franchise Application
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A. Applicants for state video franchises within the boundaries of the City must concurrently
provide complete copies to the City of any application, or amendments to applications, filed with
the CPUC. One complete copy must be provided to the City Clerk, and a second complete copy
to the City Manager.
B. Within thirty (30) days of receipt, the City Manager will provide any appropriate
comments to the CPUC regarding an application or amendment to an application for a state
video service franchise.
SECTION 2. If any section, subsection, sentence, clause, or phrase of this ordinance is
for any reason held to be invalid or unconstitutional by a decision of any court of any competent
jurisdiction, such decision shall not affect the validity of the remaining portions of this
ordinance. The City Council hereby declares that it would have passed this ordinance, and each
and every section, subsection, sentence, clause and phrase thereof not declared invalid or
unconstitutional without regard to whether any portion of the ordinance would be subsequently
declared invalid or unconstitutional.
SECTION 3. This Ordinance shall take effect thirty (30) days after its final passage and
within (15) days after its passage, the City Clerk of the City of Grand Terrace shall certify to the
passage and adoption of this ordinance and to its approval by the Mayor and City Council and
shall cause the same to be published in a newspaper in the manner required by law.
[SIGNATURES TO FOLLOW ON NEXT PAGE]
6.b
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Page 3 of 4
PASSED, APPROVED, AND ADOPTED this ___ day of ____ 2016.
_______________________________
Darcy McNaboe,Mayor
ATTEST:APPROVED AS TO FORM:
Pat Jacquez-Nares, City Clerk Richard Adams,II City Attorney
I HEREBY CERTIFY the foregoing ordinance was duly adopted by the City Council of
the City of Grand Terrace at a regular meeting held on the __ day of ___, 2016 by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
Pat Jacquez-Nares, City Clerk
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council & Successor Agency Item
TITLE: Adoption of Resolutions Updating Bank and Investment
Account Signature Authority
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Adopt the attached Resolutions updating the Bank and
Investment Account signature authority with the Arrowhead
Credit Union.
2030 VISION STATEMENT:
This staff report supports City Council Goal #1 – Ensuring our Fiscal Viability through
the continuous monitoring of revenue receipts and expenditure disbursements against
approved budget appropriations.
BACKGROUND:
The City must update bank and investment account signature authorizations on file with
the various financial institutions that hold City and Successor Agency funds and process
the City’s financial transactions as personnel and organizational changes occur.
DISCUSSION:
On June 9, 2015 the City Council approved the update of the signature authorities (to
include the new appointment of City Manager) with the following banking institutions:
1. Bank of America – City;
2. Bank of America – Successor Agency;
3. BBVA Bancomer;
4. California Asset Management Program (CAMP);
5. First Financial Equity;
6. Local Agency Investment Fund (LAIF) – City;
7. Local Agency Investment Fund (LAIF) – Successor Agency; and
8. US Bank.
Resolutions were prepared for the various banking and investment accounts to
implement the changes in signature authority. Attached is the Resolution required for
the Arrowhead Credit Union who manages and maintains the City’s credit card program.
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FISCAL IMPACT:
There is no fiscal impact associated with adopting the attached Resolution.
ATTACHMENTS:
Arrowhead Credit Union Resolution (DOC)
APPROVALS:
Cynthia Fortune Completed 04/05/2016 4:51 PM
Finance Completed 04/05/2016 4:51 PM
City Attorney Completed 04/06/2016 2:49 PM
City Manager Completed 04/06/2016 2:52 PM
City Council Pending 04/12/2016 6:00 PM
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RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA, AUTHORIZING SIGNERS FOR THE
ARROWHEAD CREDIT UNION ACCOUNTS
WHEREAS, the City of Grand Terrace (City) is a municipal corporation
established under the laws of the State of California; and
WHEREAS, the Arrowhead Credit Union is a not-for-profit financial cooperative
established in 1949 and is governed by state credit union laws and regulations. The
Arrowhead Credit Union is a cooperative, not-for-profit financial institution organized to
promote thrift and provide credit to members; and
WHEREAS, the City periodically needs to update its authorized signers with the
Arrowhead Credit Union; and
WHEREAS, the City Council designates the City Manager, Finance Director and
Principal Accountant as authorized signers on Arrowhead Credit Union accounts; and
WHEREAS, authorized signers will have the authority to deposit and withdraw
funds with the Arrowhead Credit Union on behalf of the City; and
WHEREAS, deposits may only come from and withdrawals may only be made by
designated, authorized signers on the account; and
WHEREAS, Arrowhead Credit Union requires the City to adopt a corporate
resolution and authorization to designate authorized signers on bank accounts;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER
AS FOLLOWS:
Section 1. All previous resolutions of designated authorized signers with the
Arrowhead Credit Union are hereby revoked.
Section 2. Authorized account signers on Arrowhead Credit Union accounts are
as follows:
Position Individual Name
City Manager G. Harold Duffey
Finance Director Cynthia A. Fortune
Principal Accountant Domilena R. Gonzales
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SECTION 3. Any one of the individuals named as an authorized signer acting on
behalf of the City of Grand Terrace is authorized to initiate transactions and execute
documents on behalf of the City.
SECTION 4. Any two of the individuals named as authorized signers acting on
behalf of the City of Grand Terrace are authorized to sign checks on behalf of the City.
SECTION 5. Interest payments, withdrawals and matured investments may only be
transferred to an account of the City or paid by written demand to the City.
SECTION 6. The City Clerk shall certify to the passage and adoption of this
Resolution, and it shall take effect and be in force.
PASSED, APPROVED AND ADOPTED this 12th day of April, 2016.
Mayor of the City of Grand Terrace
ATTEST:
City Clerk of the City of Grand Terrace
I, Pat Jacques-Nares, City Clerk of the City of Grand Terrace, do hereby certify
that Resolution No. was introduced and adopted at a regular meeting of the City
Council of the City of Grand Terrace held on the 12th day of April, 2016, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
City Clerk
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Approved as to form:
City Attorney
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council Item
TITLE: Amendment of On-Call Traffic Engineer Services Contract
with Transportation, Engineering, Planning, Inc. (TEP)
PRESENTED BY: Sandra Molina, Community Development Director
RECOMMENDATION: 1) Increase the TEP purchase order by $7,000.00 for
increased traffic engineering consulting services; and
2) Authorize the City Manager to execute the Contract.
2030 VISION STATEMENT:
This staff report supports Goal 2: Maintain Public Safety and Goal 3: Promote Economic
Development.
BACKGROUND:
On December 8, 2015, the City Council approved Amendment 3 to the Original Contract
with Transportation, Engineering, Planning, Inc. (TEP) for traffic engineering consultant
services.
TEP services include regional transportation planning, such as the Regional
Transpiration Plan (RTP) and related growth forecasts, the Measure I Capital
Improvement Plan; representation and at ongoing Transportation Technical Advisory
Committee meetings; and traffic surveys studies requested by City staff to address city-
wide traffic/transportation issues.
Amendment 3 increased the compensation amount during the second term of the
contract to $20,000, from the original $10,000 contract amount.
Amendment 4 proposes to increase the compensation amount by an additional $7,000
to cover the cost of outstanding invoices, totaling approximately $3,000.00 and any
additional services for the remainder of the term, which expires June 30, 2016.
DISCUSSION:
Amendment 4 to increase the contract amount TEP has spent considerable time in
assisting the City with its response to the RTP and related growth forecasts; the
Measure I CIP and CPNA, has attended meetings, assisted in planning efforts, and
prepared documents and correspondence on the City’s behalf related to the
aforementioned projects.
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TEP has also prepared the truck route signing plan and reviewed the ordinance,
assisted staff provide SANBAG Maintenance of Effort reports, attends on going TTAC
meetings, and has spent considerable time on the Palm Avenue and Van Buren Street
traffic plans, including assisting Willdan Engineering with the bid package.
FISCAL IMPACT:
A fiscal impact of $7,000.00 will be realized; however, there are sufficient funds to cover
the increased contract amount in Account Number, 10-175-250 in the fiscal year, as
shown below:
FY2015-16 BUDGET LINE ITEM
FUND ACCOU
NT
ACCOUNT
TITLE
APPROVE
D BUDGET
EXPENSE
TO DATE
AVAILABLE
BALANCE
General
Fund
(10)
10-175-
250
Prof.
Services
$42,846 $30,105 $12,741
TOTAL AVAILABLE FY2015-16 $12,741
ATTACHMENTS:
Original Contract (PDF)
Amendment No. 1 (PDF)
Amendment No. 2 (PDF)
Amendment No. 3.pdf (PDF)
Amendment No. 4 (DOC)
APPROVALS:
Sandra Molina Completed 04/05/2016 11:31 AM
City Attorney Completed 04/05/2016 4:45 PM
Finance Completed 04/05/2016 5:44 PM
Community Development Completed 04/05/2016 6:14 PM
City Manager Completed 04/06/2016 11:33 AM
City Council Pending 04/12/2016 6:00 PM
8
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PROFESSIONAL SERVICES AGREEMENT
Transportation Engineering and Planoing Inc. (TPE)
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into this
October a, 2013. ("Effective Date") by and between the CITY OF GRAND TERRACE ("City"), a
Municipal Corporation, and Transportation Engineering and Planning Inc .• TPE ("Professional"), a
California Corporation.
1. Scope of Services. City agrees to retain Professional and Professional does hereby agree to
provide the services more particularly described in Exhibit "A", "Scope of Services" ("Services"),
attached hereto and incorporated herein by reference, in conjunction with On-Call Traffic Engineering.
("Services").
2. Term. This Agreement shall be effective and shall commence on the date first written above
and continue for an initial period of one year unless tenninated earlier pursuant to the provisions herein
("'nitial Tenn"). A maximum of two one year extensions may be granted by the City.
3. Compensation/PaymenL Professional shall perform the Services under this Agreement for
the total sum not to exceed Ten Thousand Dollars, $10,000 for the Initial Tenn. Payment shall be made
in accordance with City's usual accounting procedures upon receipt and approval of an itemized invoice
setting forth the services perfonned. The invoices shall be delivered to City at the address set forth in
Section 4, hereof.
4. Notices. Any notices required to be given hereunder shall be in writing and shall be personally
served or given by mail. Any notice given by mail shall be deemed given when deposited in the United
States Mail, certified and postage prepaid, addressed to the party to be served as follows:
To City
City of Grand Terrace
22795 Barton Rd. Bldg. B
Grand Terrace. CA 92313
To Professional
Transportation Engineering and Planning Inc, TPE
P.O. Box 18355
hvine CA 92606
5. Prevailing Wage. If applicable, Professional and all subcontractors are required to pay the
general prevailing wage rates of per diem wages and overtime and holiday wages detennined by the
Director of the Department of Industrial Relations under Section 1720 et seq. of the California Labor
Code and implemented the City Council of the City of Grand Terrace. The Director's detennination is on
file and open to inspection in the office of the C ity Clerk and is referred to and made a part hereof; the
wage rates therein ascertained, detennined, and specified are referred to and made a part hereof as though
fully set forth herein.
6. Cootrac:t Administration. A designee of the City will be appointed to administer this
Agreement on behalf of City and shall be referred to herein as Contract Administrator.
7. Standard of Performance. While perfonning the Services, Professional shall exercise the
reasonable care and skill customarily exercised by reputable members of Professionals in the
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Metropolitan Southern California Area, and shall use reasonable diligence and best judgment while
exercising its skill and expertise.
8. Personnel. Professional shall furnish all personnel necessary to perform the Services and
shall be responsible for their perfonnance and compensation. Professional recognizes that the
qualifications and experience of the personnel to be used are vital to professional and timely completion
of the Services. The key personnel listed in Exhibit "'8" attached hereto and incorporated herein by this
reference and assigned to pcrfonn portions of the Services shall remain assigned through completion of
the Services, unless otherwise mutually agreed by the parties in writing, or caused by hardship or
resignation in which case substitutes shall be subject to City approval.
9. Assignment and Subcontracting. Neither party shall transfer any right, interest, or obligation
in or under this Agreement to ,:my other entity without prior written consent of the other party. In any
event. no assignment shall be made unless the assignee expressly assumes the obligations of assignor
under this Agreement, in writing satisfactory to the parties. Professional shall not subcontract any
portion of the work required by this Agreement without prior written approval by the responsible City'S
Contract Administrator. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in
Section 13. Professional acknowledges that any transfer of rights may require City Manager and/or City
Council approval.
10. Independent Contractor. In the perfonnance of this Agreement, Professional and his
employees, subcontractors and agents, shall act in an independent capacity as independent contractors,
and not as officers or employees of the City or the City of Grand Terrace. Professional acknowledges and
agrees that the C ity has no Obligation to payor withhold state or fede ral taxes or to provide workers'
compensation or unemployment insurance to Professional or to professional's employees, subcontractors
and agents. Professional as an independent contractor shall be responsible for any and all taxes that apply
to professional as an employer.
11. Pen Eligibility Indemnity. In the event that Professional or any employee, agent, or
subcontractor of Professional provid ing services under this Agreement claims or is detennined by a court
of competent jurisdiction or the Californ ia Public Employees Retirement System ("PERS") to be eligible
for enrollment in PERS as an employee of the City, Professional shall indemnify, defend, and hold
hannless City for the payment of any employee and/or employer contributions for PERS benefits on
behalf of Professional or its employees, agents, or subcontractors, as well as for the payment of any
penalties and interest on such contribution s, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to [he
contrary, Professional and any of its employees, agents, and subcontractors providing service under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any
compensation, benefit, or any incident of employment by City, including but not limited to eligibility to
enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for
employer contribution and/or employee contributions for PERS benefits.
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12 Indemnifications.
12.1 Indemnity. Except as to the sole negligence or wi llful misconduct of the City, Professional
shall defend, indemnify and hold the City. and its officers, employees and agents. harmless from any and
all loss, damage, claim for damage, liability, expense or cost, including attorneys' fees, which arises out
of or is in any way connected with the performance of work under this Agreement by Professional or any
of the Professional's employees, agents or subcontractors and from all claims by Professional 's
employees, subcontractors and agents for compensation for services rendered to in the performance of
this Agreement, notwithstanding that the City may have benefitted from their services. This
indemnification provision shall apply to any acts or omissions, willful misconduct or negligent conduct,
whether active or passive, on the part of Professional or of Professional's employees, subcontractors or
agents.
12.2 Attorney's Fees. The parties expressly agree that any payment, attorneys' fees, eosts or
expense that the City incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the purposes of this Section,
and that this Section shall survive the expiration or early termination of the Agreement.
13. Insurance.
13.1 General Provisions. Prior to the City's execution of this Agreement, Professional shall
provide satisfactory evidence of, and shall thereafter maintain during the term of this Agreement, such
insurance policies and coverages in the types, limits, forms and ratings required herein. The rating and
required insurance policies and coverages may be modified in WTiting by the City's Risk Manager or City
Attorney. or a designee, unless such modification is prohibited by law.
13.1.1 Limitations. These minimum amounts of coverage shall not constitute any limitation or
cap on Professional's indemnification obligations under Section 12 hereof.
13.1.2 Ratings. Any insurance policy or coverage provided by Professional as required by this
Agreement shall be deemed inadequate and a material breach of this Agreement, un less such policy or
coverage is issued by insurance companies authorized to transact insurance business in the State of
California with a policy holder's rating of A-or higher and a Financial Class of VII or higher.
13.1.3 Cancellation. The policies shall not be canceled unless thirty (30) days prior written
notification of intended cancellation has been given to City by certified or registered mail, postage
prepaid.
13.1.4 Adequacy. The City. its officers. employees and agents make no representation that the
types or limits of insurance specified to be carried by Professional pursuant to this Agreement are
adequate to protect. If Professional believes that any required insurance coverage is inadequate,
Professional will obtain such additional insurance coverage as deems adequate, at Professional's sole
expense.
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13.2 Workers' Compensation Insurance: By executing this Agreement, certifies that
Professional is aware of and will comply wi th Section 3700 of the Labor Code of the State of California
requiring every employer to be insured against liability for workers' compensation, or to undertake self-
insurance before commencing any of the work. Professional shall carry the insurance or provide for self-
insurance required by California law to protect said Professional from claims under the Workers'
Compensation Act. Prior to City's execution of this Agreement. Professional shall file with City eithe r (1)
a certificate of insurance showing that such insurance is in effect, or that professional is self-insured for
such coverage, or (2) a certified statement that Professional has no employees, and acknowledging that if
Professional does empl oy any person, the necessary certificate of insurance will immediately be filed with
City. Any certificate filed with City shall provide that City will be given ten (10) days prior written
not ice before modification or cancellation thereof.
13.3 Commercial General Liability and Automobile Insurance. Prior to City's execution of
this Agreement, Professional shall obtain, and shall thereafter maintain during the tenn of this Agreement,
commercial general liability insurance and automobile liabi lity insurance as required to insure against
damages for personal injury, including accidental death, as well as from claims for property damage,
which may arise from or which may concern operations by anyone directly or indirectly employed by,
connected with, or acting for or on behalf of Professional. The City and the City, and its officers,
employees and agents, shall be named as additional insureds under the Professional's in surance policies.
13.3.1 Professional 's commercial general liability insurance policy shall cover both bodily injury
(including death) and property damage (including. but not limited to, premises operations liability,
products-completed operations liability, independent's liability, personal injury liability, and contractual
liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the
amount of not less than $2,000,000.
13.3.2 Professionals automobile liability policy shall cover both bodily injury and property
damage in an amount not less than $500,000 per occurrence and an aggregate limit of not less than
$1,000,000. All of Professional's automobile and/or commercial general liability insurance policies shall
cover all vehicles used in connection with Professional's perfonnance of this Agreement, which vehicles
shall include, but are not limited to, owned vehicles, leased vehicles, Professional's employee vehicles,
non-owned vehicles and hired vehicles.
13.3.3 Prior to City's execution of th is Agreement, copies of insurance policies or original
cert ificates and add itional insured endorsements evidencing the coverage required by this Agreement, for
both commercial general and automobile liability insurance, shall be fi led with City and shall include the
City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual
fonn of commercial general and automobile liability insurance policies, but shall include the following
provisions:
It is agreed that the City of Grand Terrace and its officers, employees and agents, are
added as additional insures under this policy, solely for wo rk done by and on behalf of
the named insured for the City of Grand Terrace.
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13.4 Subcontractors' Insurance. Professional shall require all of its subcontractors to carry
insurance, in an amount sufficient to cover the risk of injury, damage or loss that may be caused by the
subcontractors' scope of work and activities provided in furtherance of this Agreement, including, but
without limitation, the fo ll owing coverages: Workers Compensation, Commercial General Liability,
Errors and Omissions, and Automobile liability. Upon City'S request. Professional shall provide City with
sati sfactory evidence that Subcontractors have obtained insurance policies and coverages required by this
section.
14. Business Tax. Professional understands that the Services perfonned under this Agreement
constitutes doing business in the City of Grand Terrace, and Professional agrees that Professional will
register for and pay a business tax pursuant to Chapler 5.04 of the Grand Terrace Municipal Code and
keep such tax certificate current during the term of this Agreement.
15. Time of Esseoce. Time is of the essence for each and every provision of this Agreement.
16. City's Right to Employ Other. C ity reserves the right to employ other in connection with
the Services.
17. Solicitation. Professional warrants that they have not empl oyed or retained any
person or City to solici t or secure this Agreement, nor has it entered into any agreement or understanding
for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For
breach of this warranty, City shall have the right to terminate this Agreement without liability and pay
only for the value of work has actually performed, or, in its sole discretion, to deduct from the Agreement
price or otherwise recover from Professional the full amount of such commission, percentage, brokerage
or commission fee. The remedies specified in this settion shall be in addition to and not in lieu of those
remedies otherwise specified in this Agreement.
18. General Compliance with Laws. Profess ional shall keep fully informed of federal. state
and local laws and ordinances and regulations which in any manner affect those employed by
Professional, or in any way affect the performance of services by professional pursuant to this Agreement.
Professional shall at all times observe and comply with all such laws, ordinances and regulations, and
shall be solely responsible for any failure to comply with all applicable laws, ordinances and regu lations.
19. AmendmeoB. This Agreement may be modified or amended only by a written Agreement
andlor change order executed by the Professional and the City.
20. Termination. City. by notifying professional in writing. shall have the right to terminate any
or all of professional's services and work covered by this Agreement at any time, with or without cause.
In the event of such termination, professional may submit s final written statement of the amount of's
services as of the date of such termination based upon the ratio that the work completed bears to the total
work required to make the report complete, subject to the City's rights under Sections 16 and 21 hereof.
In ascertaining the work actually rendered through the termination date, City shall consider completed
work, work in progress and complete and incomplete reports and other documents only after delivered to
C;ty.
20.1 Other than as stated below, City shall give Professional thirty (30) days prior written notice
prior to termination.
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20.2 City may terminate this Agreement upon fifteen (15) days written notice to Professional, in
the event:
20.2.1 Professional substantially fails to perform or materially breaches the Agreement; or
20.2.2 City decides to abandon or postpone the Services.
21. Offsets. Professional acknowledges and agrees that with respect to any business tax or
penalties thereon, utility charges, invoiced fee or other debt which professional owes or may owe to the
City, City reserves the right to withhold and offset said amounts from payments or refunds or
reimbursements owed by City to professional. Notice of such withholding and offset shall promptly be
given to by City in writing. In the event of a dispute as to the amount owed or whether such amount is
owed to the City, City will hold such disputed amount until either the appropriate appeal process has been
completed or until the dispute has been resolved.
22. Successor.! and Assigns. This Agreement shall be binding upon City and its successors and
assigns, and upon Professional and its permitted successors and assigns, and shall not be assigned by.
Professional either in whole or in plll1, except as otherwise provided in paragraph 9 of this Agreement.
23. Governing Law, Venue, Dispute Resolution and Attorneys' Fees. This Agreement shall
be governed by and construed in accordance with laws of the State of California. Prior to commencing
suit in a court of competent jurisdiction, any controversy, dispute or claim arising out of the Agreement
shall first be submitted to an alternative dispute resolution process as set forth in Section 24 herein. Any
action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or
rights provided for by this Agreement shall be tried in a court of competent jurisdiction in the Co unty of
San Bernardino, State of California, and the parties hereby waive all proviSions of law providing for a
change of venue in such proceedings to any other county. In the event either party hereto shall bring suit
to enforce any term of th is Agreement or to recover any damages for and on account of the breach of any
term or condition of this Agreement, it is mutually agreed that the prevailing party in such action shall
re<:over all costs thereof, including reasonable attorneys' fees, to be set by the court in such action.
24. Alternative Dispute Resolution. [n the event of any controversy. dispute or claim arising
out of or relating to this Agreement, the parties hereto shall consult and negotiate with each other and,
recognizing their mutual interest, attempt to reach a solution satisfactory to both parties. If they do not
reach settlement within a period of 60 days, the matter shall be submitted to an alternative dispute
resolution process, either nonbinding arbitration or mediation. ("Process") by written notice from either
party to the other. The parties shall meet and confer in good faith and select a Process and an arbitrator or
a mediator that is agreeable to both sides. The selected Process shall be completed no later that 120 days
(,'Proc ess Period") after tender of the aforementioned written notice, unless the Parties mutually agree to
an extension of the Process Period. If the matter is not successfully resolved by the selected Process,
within the Process Period, the parties are free to commence litigation in a court of competent jurisdiction
as defined in Se<:tion 23 herein. Any litigation commenced without both parties' consent prior to the end
of the Process Period, shall be subject to a stay until the end of the Process Period. The Parties further
agree to equally bear the cost of the Process.
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25. Nondiscrimination. During Professional's performance of this Agreement, Professional
shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age,
physical disability, mental disability, medical condition, including the medical condition of Acquired
Immune Deficiency Syndrome (AJDS) or any condition related thereto, marital status, sex, or sexual
orientation, in the selection and retention of employees and subcontractors and the procurement of
materials and equipment, except as provided in Section 12940 of the California Government Code.
Further, Professional agrees to conform to the requirements of the Americans with Disabilities Act in the
performance of this Agreement.
26. Severability. Each provision, term, condition, covenant andlor restriction, in whole and in
part, of this Agreement shall be considered severable. In the event any provision, term, condition,
covenant and/or restriction, in whole andlor in part, of this Agreement is declared invalid,
unconstitutional, or void for any reason, such provision or part thereof shall be severed from this
Agreement and shall not affect any other provision, term, condition, covenant andlor restriction of this
Agreement, and the remainder of the Agreement shall continue in full force and effect.
27. Autbority: The individuals executing this Agreement and the instruments referenced herein
on behalf of Professional each represent and warrant that they have the legal power, right and actual
authority to bind professional to the terms and conditions hereof and thereof.
28. Entire Agreement: This Agreement constitutes the final, complete, and exclusive statement
of the terms oflhe agreement between the parties pertaining to the subject mattcr of this Agrecment, and
supersedes all prior and contemporaneous understandings or agreements of the parties. Neither party has
been induced to enter into this Agreement by, nor is neither party relying on, any representation or
warranty outside those expressly set forth in this Agreement.
29. Interpretation. City and Professional acknowledge and agree that this Agreement is the
product of mutual arms-length negotiations and accordingly, the rule of construction, which provides that
the ambiguities in a document shall be construed against the drafter of that document, shall have no
application to the interpretation and enforcement of this Agreement.
29.1 Titles and captions are for convenience of reference only and do not define, describe or
limit the scope or the intent of the Agreement or any of its terms. References to section numbers are to
sections in the Agreement unless expressly stated otherwise.
29.2 This Agreement shall be governed by and construed in accordance with the laws of the
State of Cali fomi a in effect at the time of the execution of this Agreement.
29.3 In the event ofa conflict between the body of this Agreement and Exhibit "A" ("Scope of
Services") hereto, the terms contained in Exhibit "A" shall be controlling.
30. Exhibiu. The following exhibits attached hereto are incorporated herein to this Agreement
by this reference:
Exhibit "A" -Scope of Services and fees
Exhibit "B" -Key Personnel
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IN WITNESS WHEREOF City and Professional have caused this Agreement to be duly executed
the day and year first above written.
THE CITY OF GRAND TERRACE,
A public body
BY~
Community Development Director Craig S. Neustaedter, P.E.
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EXHIBIT "A"
SCOPE OF SERVICE
The consulting Staff supplied by the firm will be considered as City Staff and will be
expected to conduct all duties normally assigned to the Traffic Engineer. This includes
routine traffic engineering duties such as traffic counts, signal timing, striping plans and
the review of submilled signal and/or striping plans as well as more complex items such
as review of Traffic Impact Analysis, studies for major projects, project review of
development applications for the purposes of establishing conditions of approval,
establishing program goals and budgets for long range planning of traffic impacts,
checking and insuring compliance with regional Congestion Management Programs and
coordinating with regional and adjacent local agencies.
The following services are typically requested on an as needed basis:
•
•
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•
•
Complete traffic engineering studies, designs and surveys, plan and
coordinate traffic operational programs within the City.
Work closely with City Staff, CAL TRANS, SANBAG, adjacent Crties, law
enforcement agencies in analyzing traffic related issues and mitigation, as
requested.
Meet with project applicants and developers as requested by Director and
Deputy Director of Community Development Department.
In the capacity of the City Traffic Engineer, advise the City regarding all
traffic related mailers.
As requested, oversee consulting maintenance contractor who provides
monitoring and maintenance of the City's synchronized traffic signals on
Barton Road .
When requested, prepare and present engineering reports related to
pedestrian traffic pallerns, traffic control devices such as stop signs
signals, crosswalks, speed lones, traffic control, traffic signing and
striping, traffic control plan preparation and similar mailers.
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Present reports at Planning Commission meetings and City Council
meetings as needed.
As requested , attend CAL TRANS and SAN BAG meetings.
Assist City Staff with preparation of annual traffic reports including such
items as Development Monitoring Reports, Measure I reporting, Traffic
Circulation Element, Congestion Management Plan.
Review and make recommendations on all traffic reports and provide input
relating to traffic issues on planning and development applications,
including recommendations on conditions of approval for development
applications.
Determine the need for and type of traffic controls; recommend traffic
ordinances and resolutions; recommend traffic impact mitigation.
As requested, prepare traffic signal design and preparation of signal timing
sheets, coordination of signal timing and traffic Signal operation
troubleshooting.
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EXHI BIT"B"
TEP>
Transportation Engineering and Planning Inc. (TEP)
Craig S. Neustaedter
Moses Katz
Kamal McHantaf
Ed Studor
Mark Minard
Isa Neustaedter
Jeannine Taillac
Principal
Key Personnel
(09/11/13)
Master Designer
Designer
TEP Consultant
Engineering Assistant
Technician
Clerical
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AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT FOR TRAFFIC
ENGINEERING SERVICES BETWEEN THE CITY OF GRAND TERRACE AND
TRANSPORTATION,ENGINEERING AND PLANNING, INC.
3 shall become effective on the 23rd day of June,
2015, and is made and entered into on this _____ day of December, 2015 by and
Municipal Corporation, and
Transportation,Engineering,and Planning
Corporation.
WHEREAS, the City and the Professional entered into an Agreement for transportation
engineering services October 8, 2013; and
WHEREAS,on June 24, 2014, Amendment No. 1 was approved amending Section 2
(Term) of the Agreement to extend the initial term of the agreement to June 30, 2015 so
that the Agreement terms will coincide with the fiscal year for budgeting purposes; and
amending Section 3 (Compensation/Payment)of the Agreement to cover increased
services during the initial term of the Agreement and to provide funding for the
extension of the initial term of the Agreement.
WHEREAS,on June 23, 2015, Amendment 2 was approved amending Section 2
(Term) of the Agreement to extend the term of the agreement to June 30, 2016, as
provided for in the initial Agreement and Amendment 1; and
WHEREAS,the parties wish to amend Section 3 (Compensation/Payment) of the
Agreement to cover increased services during the term of the contract; and
NOW THEREFORE, in consideration of the foregoing and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
hereto agree to amend the Agreement as follows:
Section 1.Section 3. COMPENSATION/PAYMENT is hereby amended to read as
follows:
Professional shall perform the Services under this Agreement for the total sum not to
exceed Twenty Five Thousand Dollars ($25,000) for the Initial Term (which reflects an
increase of $15,000 over the original contract amount of $10,000);Twenty Thousand
Dollars ($20,000)Dollars for the second term; and Ten Thousand Dollars ($10,000) for
each subsequent term. Payment shall be made in accordance with City's usual
accounting procedures upon receipt and approval of an itemized invoice setting forth
the services performed. The invoices shall be delivered to City at the address set forth
in Section 4, hereof.
Section 2. All other terms contained in the Agreement, Amendment 1 and
Amendment 2 that are not modified by this Amendment shall remain in full force and
effect.
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AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT FOR TRAFFIC
ENGINEERING SERVICES BETWEEN THE CITY OF GRAND TERRACE AND
TRANSPORTATION, ENGINEERING AND PLANNING, INC.
THIS AMENDMENT (“Amendment 4”) shall become effective on the 12th day of April,
2016 and is made and entered into on this 12th day of April, 2016, by and between the
CITY OF GRAND TERRACE (“City”), a Municipal Corporation, and Transportation,
Engineering, and Planning Inc. (“Professional”), a California Corporation.
WHEREAS, the City and the Professional entered into an Agreement for transportation
engineering services (“Agreement”) on or about October 8, 2013; and
WHEREAS, on June 24, 2014, Amendment No. 1 was approved amending Section 2
(Term) of the Agreement to extend the initial term of the agreement to June 30, 2015 so
that the Agreement terms will coincide with the fiscal year for budgeting purposes; and
amending Section 3 (Compensation/Payment) of the Agreement to cover increased
services during the initial term of the Agreement and to provide funding for the
extension of the initial term of the Agreement.
WHEREAS, on June 23, 2015, Amendment 2 was approved amending Section 2
(Term) of the Agreement to extend the term of the agreement to June 30, 2016, as
provided for in the initial Agreement and Amendment 1; and
WHEREAS, on December 8, 2015, Amendment 3 was approved amending Section 3
(Compensation/Payment) of the Agreement to cover increased services during the term
of the contract; and
WHEREAS, the parties wish to amend Section 3 (Compensation/Payment) of the
Agreement to cover increased services during the term of the contract; and
NOW THEREFORE, in consideration of the foregoing and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
hereto agree to amend the Agreement as follows:
Section 1. Section 3. COMPENSATION/PAYMENT is hereby amended to read as
follows:
Professional shall perform the Services under this Agreement for the total sum not to
exceed Twenty Five Thousand Dollars ($25,000) for the Initial Term (which reflects
an increase of $15,000 over the original contract amount of $10,000); Twenty-Seven
Thousand Dollars ($27,000) Dollars for the second term; and Ten Thousand Dollars
($10,000) for each subsequent term. Payment shall be made in accordance with
City's usual accounting procedures upon receipt and approval of an itemized invoice
setting forth the services performed. The invoices shall be delivered to City at the
address set forth in Section 4, hereof.
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Section 2. All other terms contained in the Agreement, Amendments 1, 2 and 3 that
are not modified by this Amendment shall remain in full force and effect.
IN WITNESS THEREOF, the parties hereto have caused this Amendment 4 to be
executed by and through their respective authorized officers, as of the date first above
written.
THE CITY OF GRAND TERRACE,
A Municipal Corporation
By: _________________________ By: _____________________
G. Harold Duffey Craig S. Neustaedter, P.E
City Manager Principal
APPROVED AS TO FORM:
By: _________________________
Richard L. Adams II
City Attorney
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AGENDA REPORT
MEETING DATE: April 12, 2016 Council Item
TITLE: Selection of Delegate to the Southern California Association
of Governments (SCAG) 2016 Regional Conference and
General Assembly
PRESENTED BY: Pat Jacquez-Nares, City Clerk
RECOMMENDATION: 1. Appoint a Council Member as a Delegate to the
Southern California Association of Governments (SCAG)
2016 Regional Conference and General Assembly for May 5
and May 6, 2016; and
2. Instruct the City Clerk to provide a Minute Excerpt to
Southern California Association of Governments (SCAG) on
this action.
2030 VISION STATEMENT:
This staff report supports City Council Goal #4 “Develop and Implement Successful
Partnerships” by working collaboratively with Public Sector, Local, Regional and State
Agencies to facilitate the delivery of services to our community and to secure funding for
programs and projects.
BACKGROUND:
The City of Grand Terrace is a member of the Southern California Association of
Governments (SCAG). The SCAG’s 2016 Regional Conference and General Assembly
is scheduled for May 5 and 6, 2016. Member cities are encouraged to send a city
representative as a delegate to represent the City and cast their vote on SCAG policy.
DISCUSSION:
An important part of the Annual Conference is the conducting of the Annual Business
Meeting at the General Assembly. The Annual Business Meeting is scheduled for 11:00
a.m. on Thursday, May 5, 2016, at the La Quinta Resort & Club in La Quinta, California.
As a Voting Member of the General Assembly, the Delegate will receive one
complimentary registration to SCAG’s Regional Conference and General Assembly; and
a complimentary one-night hotel accommodation at La Quinta Resort on Thursday, May
5, 2016.
The City’s current appointees to the SCAG Board are not available to attend this
meeting. Therefore, SCAG has requested that the City Council appoint a Delegate
and/or Alternate Representative and provide a Minutes Excerpt of this Council action.
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FISCAL IMPACT:
The fiscal impact for this trip is approximately $400.00 all of which was budgeted in the
council travel expense of approximately $8,000 in 2015/16 budget account number 110-
270-000-000.
APPROVALS:
Pat Jacquez-Nares Completed 04/05/2016 2:40 PM
City Attorney Completed 04/05/2016 3:18 PM
Finance Completed 04/05/2016 3:46 PM
City Manager Completed 04/06/2016 11:34 AM
City Council Pending 04/12/2016 6:00 PM
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