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03/24/2020CITY OF GRAND TERRACE CITY COUNCIL AGENDA ● MARCH 24, 2020 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 SPECIAL NOTE: The City of Grand Terrace encourages community members to take basic steps as protection against the coronavirus. If you are interested in addressing the City Council but cannot or do not wish to physically attend, an accessible email is available to you to participate remotely. Comments received will be shared in real-time. Please provide your comments via email as follows: Accessible Via Email: ccpubliccomment@grandterrace-ca.gov COMMENTS FROM THE PUBLIC The public is encouraged to address the City Council on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council, you are invited to 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 and each person is allowed three (3) minutes speaking time. Pursuant to the provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future City Council meeting. PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 1st Floor Lobby Area and 2nd Floor Reception Area during regular business hours and on the City’s website www.grandterrace-ca.gov. For further information regarding agenda items, please contact the office of the City Clerk at (909) 824-6621 x230, or via e-mail at dthomas@grandterrace- ca.gov. 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. AMERICANS WITH DISABILITIES ACT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office, (909) 824-6621 x230 at least 48 hours prior to the advertised starting time of the meeting. This will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Later requests will be accommodated to the extent feasible. GOVERNOR’S EXECUTIVE ORDER N-25-20 – In accordance with Executive Order N-25-20 the City of Grand Terrace is authorized to make public meetings accessible electronically for members of the public wishing to address the City Council during the Public Comment portion of the meeting. Agenda Grand Terrace City Council March 24, 2020 City of Grand Terrace Page 2 CALL TO ORDER Convene City Council. Invocation Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Darcy McNaboe    Mayor Pro Tem Doug Wilson    Council Member Sylvia Robles    Council Member Bill Hussey    Council Member Jeff Allen    A. SPECIAL PRESENTATIONS - NONE B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA C. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the City Council at one time without discussion. Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion. 1. Waive Full Reading of Ordinances on Agenda DEPARTMENT: CITY CLERK 2. Approval of Minutes – Regular Meeting – 03/10/2020 DEPARTMENT: CITY CLERK 3. Attachment to Regular Meeting Minutes - March 10, 2020 DEPARTMENT: CITY CLERK Agenda Grand Terrace City Council March 24, 2020 City of Grand Terrace Page 3 D. 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. E. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Bill Hussey Council Member Sylvia Robles Mayor Pro Tem Doug Wilson Mayor Darcy McNaboe F. PUBLIC HEARINGS - NONE G. UNFINISHED BUSINESS - NONE H. NEW BUSINESS 4. Proclamation of Existence of a Local Emergency RECOMMENDATION: Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RATIFYING, DECLARING AND PROCLAIMING A LOCAL EMERGENCY IN RESPONSE TO COVID-19 DEPARTMENT: CITY MANAGER Agenda Grand Terrace City Council March 24, 2020 City of Grand Terrace Page 4 5. Acceptance of Donation from the Grand Terrace Senior Social Club and Establishment of Endowment Fund to Benefit Senior Center's Programs and Activities RECOMMENDATION: A) Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AUTHORIZING THE ACCEPTANCE OF A DONATION FROM THE GRAND TERRACE SENIOR SOCIAL CLUB AND THE ESTABLISHMENT OF A RESTRICTED FUND (ENDOWMENT FUND) TO BENEFIT THE GRAND TERRACE SENIOR CENTER’S PROGRAMS AND ACTIVITIES, or, B) Not adopt the Resolution and decline the receipt of the Grand Terrace Senior Social Club’s funds amounting to approximately $27,000.00. DEPARTMENT: FINANCE I. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE J. CITY MANAGER COMMUNICATIONS K. CLOSED SESSION - NONE L. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, April 14, 2020 at 6:00 PM. Any request to have an item placed on a future agenda must be made in writing and submitted to the City Clerk’s office and the request will be processed in accordance with Council Procedures. CITY OF GRAND TERRACE CITY COUNCIL MINUTES ● MARCH 10, 2020 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 CALL TO ORDER Mayor Darcy McNaboe convened the Regular Meeting of the City Council on Tuesday, March 10, 2020. INVOCATION The Invocation was given by Pastor Josue Zapata of Centerpoint Church. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Council Member Jeff Allen. Attendee Name Title Status Arrived Darcy McNaboe Mayor Present Doug Wilson Mayor Pro Tem Present Sylvia Robles Council Member Present Bill Hussey Council Member Present Jeff Allen Council Member Present G. Harold Duffey City Manager Present Adrian Guerra City Attorney Present Debra Thomas City Clerk Present Alan French Public Works Director Present Steven Weiss Planning & Development Services Director Present Cynthia A. Fortune Assistant City Manager Present A. SPECIAL PRESENTATIONS - NONE B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA C.2 Packet Pg. 5 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 2 C. CONSENT CALENDAR RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 1. Waive Full Reading of Ordinances on Agenda 2. Approval of Minutes – Regular Meeting – 02/25/2020 3. Attachments to Minutes of the Regular Meeting of 02/25/2020 4. February 3, 2020 Historical & Cultural Activities Committee Minutes and January 23, 2020 Parks & Recreation Advisory Committee Meeting Minutes RECEIVE AND FILE. 5. 2020 Community Day Business License Fees Waiver WAIVE CITY OF GRAND TERRACE BUSINESS LICENSE FEES FOR VENDORS PARTICIPATING IN THE 2020 COMMUNITY DAY 2020 CRAFT FAIR EVENT TO BE HELD ON SATURDAY, JUNE 6, 2020. D. PUBLIC COMMENT None. E. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Jeff Allen attended the following meetings and events: • February 26, 2020 – League of California Cities Quarterly Division Meeting • February 27, 2020 – State of the City Address by Mayor Darcy McNaboe Council Member Allen expressed his disappointment with the continued closure of the City’s Dog Park. He also shared that several residents contacted him to inform him that asphalt had been dumped in the area of the flood zone. Council Member Bill Hussey Council Member Bill Hussey attended the following meetings and events: • February 26, 2020 – League of California Cities Quarterly Division Meeting • March 2, 2020 – Terrace View Elementary School’s Read Across America • March 7, 2020 – 13th Annual Walk on Blue Mountain C.2 Packet Pg. 6 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 3 Council Member Sylvia Robles Council Member Sylvia Robles attended the following meetings and events: • February 26, 2020 – League of California Cities Quarterly Division Meeting • February 27, 2020 – State of the City Address by Mayor Darcy McNaboe Council Member Robles expressed her concern with how late she has been receiving the agenda packet during the last quarter. She stated she does not have enough time to review the information that the agenda provides and has asked that staff listen to her concerns. Mayor Pro Tem Doug Wilson Mayor Pro Tem Doug Wilson thanked staff for everything they do day-to-day for the City. He enjoyed the State of the City Address by Mayor Darcy McNaboe on February 27, 2020 and commented on how professionally it was set up. Mayor Darcy McNaboe March Darcy McNaboe attended the following meetings and events: • February 22, 2020: Larry Burns, Author of “Secret Inland Empire: A Guide to the Weird, Wonderful and Obscure” spoke at an event hosted by the Grand Terrace Friends of the Library. • February 26, 2020: Groundbreaking Ceremony for the I-210 Widening Project. • February 27, 2020: State of the City Address for the City of Grand Terrace • March 2, 2020: Read Across America put on by Mrs. Marcano at Terrace View Elementary School • March 4, 2020 – SBCTA Board Meeting and discussed the following: o Reviewed various quarterly and end of year planning reports o Authorized staff to complete an appraisal of properties that were identified and make offers of just compensation to property owners for the acquisition of property necessary for the I-215/University Avenue Interchange o Approved additional funding to a contractor with Caltrans for design and right-of-way phases of I-215/Barton Road Interchange Project o Allocated $3 million in Valley State Transit Assistance Funds to activities related to development of Ontario International Airport Rail Access Alternatives Analysis o Reviewed bills by Assemblymember Chris Holden and Senator Anthony Portantino. These legislatures are looking at creating a separate construction authority that would have the powers to bring funding into a rail solution to the Ontario International Airport. Senator Portantino’s bill is looking at San Bernardino County’s Measure I funds saying his new authority should be able to take those funds from San Bernardino County taxpayers and use it for this new authority. C.2 Packet Pg. 7 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 4 o Conducted a public hearing to consider the proposed fee scheduled for use of electric vehicle charging stations located at the SBCTA parking lot and the San Bernardino Metrolink Station at the Santa Fe Depot and the San Bernardino Transit Center • March 4, 2020 – Omnitrans Board Meeting and discussed the following: o Receive various quarterly and end of year reports for the fiscal year o Authorize award contract to First Transit Inc. for purchased transportation services o Authorize award contract to Alliant Insurance Services, Inc. for the provision of insurance broker services o Authorize award contract to Tolar Manufacturing Co., Inc. for the provision of bus benches, shelters and amenities • March 7, 2020 – 13th Annual Walk on Blue Mountain F. PUBLIC HEARINGS - NONE G. UNFINISHED BUSINESS - NONE H. NEW BUSINESS 6. Acceptance of Work from TSR Construction and Issue a Notice of Completion for Signal Modification at Preston and Barton Alan French, Director of Public Works gave the PowerPoint presentation for this item. 1. APPROVE AND ACCEPT WORK COMPLETED BY TSR CONSTRUCTION FOR THE MODIFICATION OF THE SIGNAL AT THE INTERSECTION OF PRESTON STREET AND BARTON ROAD; AND 2. DIRECT STAFF TO FILE A NOTICE OF COMPLETION. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 7. Professional Services Agreement Between the City of Grand Terrace and Benson Productions for Videographer Services Cynthia Fortune, Assistant City Manager gave the PowerPoint presentation for this item. 1. APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH BENSON PRODUCTIONS FOR VIDEOGRAPHER SERVICES FOR A TERM OF 5 YEARS AT A MAXIMUM COST OF $80,000; AND C.2 Packet Pg. 8 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 5 2. AUTHORIZE THE MAYOR TO EXECUTE THE AGREEMENT SUBJECT TO CITY ATTORNEY APPROVAL AS TO FORM. RESULT: APPROVED [UNANIMOUS] MOVER: Bill Hussey, Council Member SECONDER: Doug Wilson, Mayor Pro Tem AYES: McNaboe, Wilson, Robles, Hussey, Allen 8. Approval of a Settlement Agreement & Release of All Claims Between the City, CSG EV, LLC and Margaret Miller, and Approval of an Amendments to Access Easements Involving City Hall and 22797 Barton Road G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. RECESS THE CITY COUNCIL MEETING Mayor Darcy McNaboe recessed the regular meeting of the City Council at 6:56 p.m. RECONVENE THE CITY COUNCIL MEETING Mayor Darcy McNaboe reconvened the regular meeting of the City Council at 7:03 p.m. Mayor Pro Tem Doug Wilson moved, with a second from Council Member Hussey to amend the draft settlement agreement as follows: 1. OBTAIN RECEIPTS FOR THE $5,000 IN DAMAGES. 2. STRIKE PARAGRAPH 1 OF MARGIE MILLER’S DRAFT SETTLEMENT AGREEMENT LOCATED ON PAGE 144 OF THE AGENDA PACKET. 3. REVISE PARAGRAPH 2, LINE 3 OF MARGIE MILLER’S DRAFT SETTLEMENT AGREEMENT LOCATED ON PAGE 144 OF THE AGENDA PACKET TO READ “…PERFORMANCE OF ANY WORK BY THE CITY’S CONTRACTOR OR CITY’S SUBCONTRACTOR THEREON. THE OBLIGATION TO INDEMNIFY SHALL BE…” RESULT: APPROVED [UNANIMOUS] MOVER: Doug Wilson, Mayor Pro Tem SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 9. Approval of Professional Services Agreement for Business License Auditing and Administration Services Cynthia Fortune, Assistant City Manager gave the PowerPoint presentation for this item. C.2 Packet Pg. 9 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 6 PUBLIC COMMENT Bobbie Forbes, Grand Terrace thanked staff and City Council for pursuing this item. She asked if it still takes ten (10) days if she is contacting a tree trimmer to find out from the City if the business has a business license. Robert Gray, HdL Companies explained that the software information provided is kept up to date and is available with 24/7 access both city staff and public access that would allow the public to search a business by name or license number to identify whether the business has an active license in the City. 1. APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH HDL COMPANIES (HDL) FOR BUSINESS LICENSE AUDITING AND ADMINISTRATION SERVICES FOR A TERM OF 5 YEARS AND A MAXIMUM COST OF $75,000; AND 2. AUTHORIZE THE MAYOR TO EXECUTE THE AGREEMENT SUBJECT TO CITY ATTORNEY APPROVAL AS TO FORM. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Sylvia Robles, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 10. Award Construction for Mt. Vernon Safety Improvement to TSR Construction and Inspection in the Amount of $268,350 Alan French, Director of Public Works gave the presentation for this item. Director French explained that the City only receive one bid responsive to its bid notice. The City contacted the State who administers the grant and notified them of the one bid. The City had to perform follow up information to the state which allowed the City to submit a Public Interest Finding form for the state’s review. On March 10, 2020 the state notified the City that the Public Interest Finding was rejected and recommends that the City re-bid the project. Therefore, it is staff’s recommendation to: 1. REJECT THE ONE (1) BID RECEIVED AND AUTHORIZE STAFF TO RE-BID THE PROJECT FOR THE MT. VERNON SAFETY IMPROVEMENT PROJECT. RESULT: APPROVED [UNANIMOUS] MOVER: Doug Wilson, Mayor Pro Tem SECONDER: Darcy McNaboe, Mayor AYES: McNaboe, Wilson, Robles, Hussey, Allen C.2 Packet Pg. 10 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 7 11. Council "Top Priorities" 2019-20 Fiscal Year Review and Update Log G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. PROVIDE STAFF WITH DIRECTION AND OR RECEIVE AND FILE REPORT RESULT: APPROVED [UNANIMOUS] MOVER: Doug Wilson, Mayor Pro Tem SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen I. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE J. CITY MANAGER COMMUNICATIONS G. Harold Duffey, City Manager announced the following events: Community Day Planning Committee’s next meeting is Thursday, March 12, 2020 beginning at 6:00 p.m. in the City’s Community Room. Friends of the Grand Terrace Branch Library Book Sale is Saturday, March 21, 2020 beginning at 9:00 a.m. in the City’s Community Room. United States Census 2020 Kick Off Event is Monday, March 23, 2020 beginning at 5:30 p.m. in the City’s Community Room. The City of Grand Terrace Blood Drive is Wednesday, April 8, 2020 beginning at 1:30 p.m. in the City’s Community Room. Coronavirus – How to Protect Yourself: • Wash your hands • Avoid touching eyes, mouth and nose • Cover your nose and mouth • Clean and disinfect surfaces K. RECESS TO CLOSED SESSION Mayor McNaboe recessed the regular meeting of the City Council at 8:30 p.m. C.2 Packet Pg. 11 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council March 10, 2020 City of Grand Terrace Page 8 CLOSED SESSION 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government Code Section 54956.8 Property: 22582 City Center Court (APN: 0277-161-30) City negotiator: G. Harold Duffey, City Manager Negotiating parties: San Bernardino County Fire Department Under negotiation: Price and terms of payment RECONVENE TO OPEN SESSION Mayor McNaboe reconvened the regular meeting of the City Council at 8:50 p.m. REPORT OUT OF CLOSED SESSION Mayor McNaboe announced there was no reportable action and direction was provided to staff L. ADJOURN Mayor McNaboe adjourned the Regular Meeting of the City Council at 8:51 p.m. in memory of Grand Terrace Resident, William J. McKeever. The Next Regular City Council Meeting will be held on Tuesday, April 14, 2020 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor _________________________________ Debra L. Thomas, City Clerk C.2 Packet Pg. 12 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a r 1 0 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) CITY OF GRAND TERRACE CITY COUNCIL MINUTES ● MARCH 10, 2020 Council Chamber Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace ATTACHMENTS TO March 10, 2020 City Council Minutes PowerPoint Presentations C.3 Packet Pg. 13 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) This Contract added a left turn indicator for the Barton Signal Modification and Controller This signal did not have any left turn indicators The project was advertised in September 2019 C.3 Packet Pg. 14 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) A contract for $82,000 was awarded in October 2019 A change order and contract amendment was approved in February 2020 for $35,800 Change order included: Installing New Conduits C.3 Packet Pg. 15 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) PROFESSIONAL SERVICES AGREEMENT WITH BENSON PRODUCTIONS MARCH 10, 2020 CITY OF GRAND TERRACE 2030 VISION STATEMENT C.3 Packet Pg. 16 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) BACKGROUND BACKGROUND C.3 Packet Pg. 17 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) •Eventually, Planning Commission meetings were also aired & taped; •City sponsored events, activities, programs were also taped for the benefit of the community. •More complex video taping & editing services were necessary. Firm Location Bid Amount Alfa Digital Image San Bernardino $120 per hour Benson Productions Grand Terrace $80 per hour (City eqpt.); $100 per hour (co. eqpt.) Godfather Films Riverside $280 per hour Kam Edits Video Production Redlands $375 per hour Placid Pictures Redlands $150 per hour C.3 Packet Pg. 18 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) RECOMMENDATION Award a Professional Services Agreement to Benson Productions for Videographer Services in an amount not to exceed $80,000.00 (estimated annual amount of $16,000); and Authorize the Mayor to execute the Agreement subject to City Attorney approval as to form. C.3 Packet Pg. 19 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Background •The City approved a lease agreement on May 14, 2019 •Installation of DC fast Electric Vehicle Charging Stations (EVCS) C.3 Packet Pg. 20 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Background •The City approved a lease agreement on May 14, 2019 •Installation of DC fast Electric Vehicle Charging Stations (EVCS) •Contractor was issued Permit #B00-003-310 to install conduit •Contractor modified plans and installation of the conduit •Contractor’s change resulted in placement of conduit on private property (Miller) C.3 Packet Pg. 21 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Background •Miller and City have an existing Ingress/Egress that is 10’ on each side of access road •Once Staff learned of conduit being placed on Miller property, Staff contacted Miller for an easement to allow Edison to pull power through the conduit within the easement to the transformer Discussion •Miller wanted the following items addressed before granting easement to Edison: •Miller states contractor blocked customers access and damaged property •Clarifications of existing easement •Maintenance of existing easement •Signage and safety measures for access road C.3 Packet Pg. 22 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) C.3 Packet Pg. 23 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) C.3 Packet Pg. 24 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Discussion •Staff believes contractor is at fault for relocation of conduit without modifying the existing permit •Staff believes Miller’s requests are reasonable •Staff recommends City assume maintenance of existing easement •Staff has implemented safety measures on access road •Contractor has agreed to pay $5,000 for easement processing and damages during construction C.3 Packet Pg. 25 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Discussion •Miller has agreed to: •Execute easement, which will allow Edison to power EVCS on March 24, 2020 •Execute settlement agreement •Staff: •Construction Manager was not used on this project •Committing to better oversight of contracts and construction projects Questions C.3 Packet Pg. 26 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Professional services agreement with HDL companies MARCH 10, 2020 CITY OF GRAND TERRACE 2030 Vision statement C.3 Packet Pg. 27 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) BACKGROUND Firm Discovery/Audit Phase Ongoing Administration HdL Software, LLC 35% of new revenue obtained for City, prior years and current year. $15.00 per license. Avenu Insights & Analytics $12.00 per license. C.3 Packet Pg. 28 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Staff qualifications Methodology Experience Service Level Customer Service Ease of navigation of software application both for City staff & businesses; Availability of vendor to City staff & businesses. Recommendation Award a Professional Services Agreement to HdL Companies for Business License Auditing & Administration Services in an amount not to exceed $75,000.00 (estimated annual amount of $15,000); and Authorize the Mayor to execute the Agreement subject to City Attorney approval as to form. C.3 Packet Pg. 29 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Council “Top Priorities” 3/10/ 2020 Development of 4.78 Acres on Barton Rd. Purchase Sales Agreement ‐ May 1, 2020 C.3 Packet Pg. 30 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Gateway Specific Plan Release of NOP ‐ March 24, 2020 Taco Bell Building Permit ‐ March 15, 2020 C.3 Packet Pg. 31 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Grocery Outlet Grand Opening Feb. 20, 2020 Surgical Center Building Permit – June 15, 2020 C.3 Packet Pg. 32 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Parking at Mr. TV Video Develop a Parking Study July 15, 2020 Komo’s –Kaz Ramen Opening – August 15, 2020 C.3 Packet Pg. 33 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Hollywood Video Conversion On Hold Edwin Fuels Entitlement – May 15, 2020 C.3 Packet Pg. 34 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Blue Mountain Acquisition Late 2021 Fire Station Agreement April, 2020 C.3 Packet Pg. 35 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Transit Occupancy Tax June 9, 2020 Youth Commission Ongoing C.3 Packet Pg. 36 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Special Event Support Ongoing Human Resources Recognition Programs – Employee Picnic July 2016 Employee Merit Increases – One‐Time Merit Increase, March 2017 Employee Appreciation Programs ‐ Proposed, May 2020 C.3 Packet Pg. 37 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Business license Review Fees – Ongoing Better Access to Data – March 2020 City Clerk Increase Content on Intranet – Sept. 1, 2020 & Continuing Telephone System Improvement – October 29, 2019 Use of Facebook Live and Twitter – Report Back, June 2020, Resources C.3 Packet Pg. 38 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) City Clerk Budgets and Agenda Placed in Libraries – 06‐12‐2019 ‐ City Council approved priority project list. 07‐30‐2019 – Staff contacted the Library and asked that they place City Council agendas and adopted budgets in an area for the public to view Community Posting Boards ‐ City Council approved on 6/12/2019, 10/31/2019 Purchased Boards Neighborhood Recognition Program ‐ City Council approved on 6/12/2019, Staff is working on developing effective ways to implement the program City Clerk Annual Acknowledgement Program – City Council approved on 6/12/2019, Staff working on a Council Meeting to acknowledge all volunteers, 3/4/2020 City Council Agenda Modification‐06‐12‐2019 – City Council Approved priority, Staff modified agenda to include updated information C.3 Packet Pg. 39 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Highway Safety Improvement Program Program Award of Contract – March 10, 2020 Fitness Park Canopy Staff Pricing Canopies C.3 Packet Pg. 40 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Preston Signal Completion March 4, 2020 Commerce Way Expansion Construction 2021 C.3 Packet Pg. 41 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Mt. Vernon Slope Mt. Vernon Slope Grant Application, November 2020 EV Charging Stations EV charging Station open March 24, 2020 C.3 Packet Pg. 42 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) 3‐year CIP Construction Sept. 2020 Fee Study May, 2020 to Council C.3 Packet Pg. 43 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Barton Interchange Maintenance Agreement April, 2020 Barton Feedback Sign To be installed June, 2020 C.3 Packet Pg. 44 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Fire Station Roof Repair Current Lease Negotiations ‐ Ongoing Prop 68 Grant Grant Not Awarded C.3 Packet Pg. 45 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) Animal Control Ordinance Adopted ‐ October 02, 2019 Parking Citation Backlog No Backlog C.3 Packet Pg. 46 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) National Logistics May, 2020 Questions? C.3 Packet Pg. 47 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) City Manager’s Update 3/10/2020 C.3 Packet Pg. 48 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) More Details to Come! Stay up‐to‐date on Social Media and the City Website C.3 Packet Pg. 49 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) C.3 Packet Pg. 50 Co m m u n i c a t i o n : A t t a c h m e n t t o R e g u l a r M e e t i n g M i n u t e s - M a r c h 1 0 , 2 0 2 0 ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE: March 24, 2020 Council Item TITLE: Proclamation of Existence of a Local Emergency PRESENTED BY: G. Harold Duffey, City Manager RECOMMENDATION: Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RATIFYING, DECLARING AND PROCLAIMING A LOCAL EMERGENCY IN RESPONSE TO COVID-19 2030 VISION STATEMENT: This staff report supports Our Mission to preserve and protect our community, Goal #2, Maintaining Public Safety and Goal #5, Engage in Proactive Communication. BACKGROUND: On March 18, 2020, the City Manager, in his capacity as Director of Emergency Services, proclaimed an emergency in accordance with California Government Code Section 8630 and Grand Terrace Municipal Code Section 2.28.060. The emergency proclamation is based on conditions of extreme peril to the safety of persons and property within the City as a consequence of the global spread of a severe acute respiratory illness caused by a novel (new) coronavirus (“COVID-19). The President of the United States declared a National Emergency, and both the State of California and the County of San Bernardino have formally declared local health emergencies. On March 15, 2020, the San Bernardino County Department of Public Health reported its first confirmed case of COVID-19. As of March 17, 2020, the number of cases in the county had increased to three. Grand Terrace Municipal Code Section 2.28.060 requires that the City Council, when not in session, act to ratify the proclamation within seven (7) days thereafter. This item requests the City Council review and approve a Resolution ratifying and confirming the Proclamation of Local Emergency issued on March 19, 2020 which empowered the Director of Emergency Services to make and issue rules and regulations on matters reasonably related to the protection of life and property as affected by such local emergency; and declaring and proclaiming the existence of a local emergency. DISCUSSION: Governments worldwide are responding to an outbreak of respiratory disease caused by COVID-19 that was first detected in China and which has now been detected in H.4 Packet Pg. 51 nearly 100 countries, including the United States. COVID-19 is a serious disease that has killed over 7,000 people worldwide with over 3,700 confirmed cases and over 65 deaths in the United States. On March 4, 2020, the Governor of the State of California declared a State of Emergency. On March 10, 2020, the San Bernardino County Health Department proclaimed a Public Health Emergency and the Board of Supervisors issued a Proclamation of Local Emergency due to COVID-19. On March 11, 2020, the World Health Organization declared the disease a global pandemic. On March 13, 2020, the President of the United States declared a National Emergency. The City’s first and second response agencies are prepared for the impact of COVID- 19; however, the declaration of a local emergency further unlocks resources and legal authority to quickly respond to changing conditions. Through Grand Terrace Ordinance No. 10, the City Manager, as the Director of Emergency Services, proclaimed a Local Emergency on March 18, 2020 to enhance the City’s ability to mobilize local resources, coordinate interagency response, accelerate procurement of vital supplies, use mutual aid, and seek potential reimbursement by the State and Federal governments. Per Health and Safety Code section 101080 and the Governor’s March 4, 2020, Proclamation of State of Emergency, the 30-day time period within which a local governing authority must renew a local health emergency, is waived for the duration of the statewide emergency, and will remain in effect until each local governing authority terminates its respective local health emergency. Per California Government Code section 8630 and the Governor’s March 4, 2020, Proclamation of State of Emergency, the 60-day time period within which local government authorities must renew a local emergency, is waived for the duration of the state emergency, and will remain in effect until each local governing authority terminates its respective local emergency. FISCAL IMPACT: This Resolution ratifies the emergency proclamation made by the Director of Emergency Services and maintains the City’s compliance with State and Federal requirements for emergency response. The Resolution further promotes the City’s eligibility to receive State and Federal emergency assistance funds. ATTACHMENTS: • Resolution Declaring Local Emergency - COVID-19 (DOCX) • PROCLAMATION OF THE EXISTENCE OF A LOCAL EMERGENCY (PDF) H.4 Packet Pg. 52 APPROVALS: G. Harold Duffey Completed 03/18/2020 4:37 PM City Attorney Completed 03/19/2020 10:09 AM Finance Completed 03/19/2020 3:26 PM City Manager Completed 03/19/2020 5:12 PM City Council Pending 03/24/2020 6:00 PM H.4 Packet Pg. 53 RESOLUTION NO. _______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RATIFYING, DECLARING AND PROCLAIMING A LOCAL EMERGENCY IN RESPONSE TO COVID-19 WHEREAS, in December 2019, an outbreak of respiratory illness due to a novel coronavirus (COVID-19) was first identified in Wuhan City, Hubie Province, China; and WHEREAS, the Center for Disease Control and Prevention (CDC) considers COVID-19 to be a very serious public health threat with outcomes ranging from very mild (including some with no reported symptoms) to severe, including illness resulting in death; and WHEREAS, according to the CDC, there is no vaccine to prevent COVID-19 and there is no specific antiviral treatment recommended for COVID-19 at this time; and WHEREAS, on January 30, 2020, the World Health Organization declared a Public Health Emergency of International Concern over the global spread of COVID-19; and WHEREAS, on January 31, 2020, Health and Human Services declared a Public Health Emergency for the United States to aid the nation’s healthcare community in responding to COVID-19; and WHEREAS, the California Department of Public Health (CDPH) has activated its Medical and Health Coordination Center, and the Office of Emergency Services recently activated the State Operations Center to provide support and guide actions to preserve public health; and WHEREAS, on March 4, 2020, Governor Gavin Newsom declared a State of Emergency for the State of California; and WHEREAS, on March 11, 2020, the World Health Organization characterized COVID-19 as a “pandemic”; and WHEREAS, on March 12, 2020, Governor Newsom issued Executive Order N-25- 20 regarding COVID-19; and WHEREAS, on March 12, 2020, the San Bernardino County Health Official issued an order related to COVID-19, which was subsequently revised by their March 16, 2020, order (see below); and WHEREAS, on March 13, 2020, President Trump declared a National State of Emergency in response to increased spread of COVID-19; and WHEREAS, on March 16, 2020, Governor Newsom issued Executive Order N-28- 20 regarding COVID-19; and H.4.a Packet Pg. 54 At t a c h m e n t : R e s o l u t i o n D e c l a r i n g L o c a l E m e r g e n c y - C O V I D - 1 9 [ R e v i s i o n 2 ] ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) WHEREAS, on March 17, 2020, the San Bernardino County Health Official issued an order cancelling all meetings; and WHEREAS, there are no known cases of COVID-19 within the City of Grand Terrace, but COVID-19 is easily transmissible from person to person and as of March 17, 2020, has spread globally to over 151 countries and territories, has infected more than 179,000 individuals and killed more than 7,000 individuals per the World Health Organization; and WHEREAS, it is imperative to prepare for and respond to suspected or confirmed COVID-19 cases within the City, and to prepare to respond to an increasing number or individuals who may require medical care; and WHEREAS, strict compliance with certain Municipal Code and other City regulations would prevent, hinder, or delay appropriate actions to prevent and mitigate the effects of the COVID-19, which issue cannot be timely addressed absent a declaration of emergency; and WHEREAS, per Government Code Section 8630 a declaration of a local emergency shall not remain in effect for a period in excess of seven days unless it has been ratified by the City Council; and WHEREAS, Section 2.28.060 of the Grand Terrace Municipal Code appoints the City Manager as Director of Emergency Services, and empowers the Director request the City Council to proclaim the existence or threatened existence of a local emergency if the City Council is in session, or to issue such proclamation if the City Council is not in session; and WHEREAS, out of an abundance of caution to protect the health, safety, and welfare of the community, the Director of Emergency Services requested the City Council to proclaim a local emergency due to the public health threat caused by COVID-19; and NOW, THEREFORE, THE GRAND TERRACE CITY COUNCIL DOES HEREBY RESOLVE, AS FOLLOWS: SECTION 1. The conditions of extreme peril to the safety of persons and property have arisen within the City of Grand Terrace, caused by the effects of COVID-19. SECTION 2. The aforementioned conditions of extreme peril warrant and necessitate the proclamation of the existence of a local emergency by the City, as the means to resolve the conditions of extreme peril will probably exceed the capability of the City. SECTION 3. The City Council does hereby ratify the proclamation of emergency by the City Manager as Director of Emergency Services on March 19, 2020 and the City Council hereby further declares and proclaims the existence of a local emergency. H.4.a Packet Pg. 55 At t a c h m e n t : R e s o l u t i o n D e c l a r i n g L o c a l E m e r g e n c y - C O V I D - 1 9 [ R e v i s i o n 2 ] ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) SECTION 4. During the existence of such local emergency, the powers, functions, and duties of the City Manager as Director of Emergency Services and the Disaster Council of this City shall be those prescribed by State Law, Chapter 2.28 of the Grand Terrace Municipal Code, and ordinances and resolutions of this City, and approved plans of the City in order to mitigate the effects of the local emergency. SECTION 5. In addition to the powers, functions, and duties already prescribed above, the Council desires to make clear the powers, functions, and duties include: (a) As necessary for the public health, life, and property, entering into contracts to arrange for the procurement of materials, goods, and services needed to assist in preparing for, containing, responding to, mitigating the effects of, and recovering from the spread of COVID-19. (b) Applicable provisions of the Government Code and the Public Contract Code, including but not limited to travel, advertising, and competitive bidding requirements, as well as any City procurement or related policy, are suspended to the extent reasonably necessary to address the effects of COVID-19. (c) The Emergency Services Director is expressly authorized to assist with any lawful order, including the enforcement of an order of quarantine or curfew, as well as ordering potentially ill City employees to leave the workplace, authorizing certain City employees to work remotely, taking steps to limit non-essential contact by City employees, etc., to address the effects of COVID-19. SECTION 6. The local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council. SECTION 7. The Government Code Section 8630 requirement that the Council review of the need for continuing the local emergency at least once every 60 days until the City Council terminates the local emergency has been waived for the duration of the statewide emergency declared by Governor Newsom. In the event this declaration of local emergency extends for more than the duration of the statewide emergency declared for COVID-19, City Staff are directed to thereafter return this item for Council review of the need for continuing the local emergency at least once every 60 days until the City Council terminates the local emergency. SECTION 8. This Resolution shall take effect immediately. A copy of the Proclamation and this Resolution shall be forwarded to the San Bernardino County Operational Area for transmission to California Emergency Management Agency. The City Clerk shall certify to the passage and adoption of this resolution. H.4.a Packet Pg. 56 At t a c h m e n t : R e s o l u t i o n D e c l a r i n g L o c a l E m e r g e n c y - C O V I D - 1 9 [ R e v i s i o n 2 ] ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) PASSED, APPROVED, AND ADOPTED by the City Council of the City of Grand Terrace at a regular meeting held on the _____ day of March 2020. Darcy McNaboe Mayor ATTEST: Debra L. Thomas City Clerk APPROVED AS TO FORM: Adrian R. Guerra City Attorney H.4.a Packet Pg. 57 At t a c h m e n t : R e s o l u t i o n D e c l a r i n g L o c a l E m e r g e n c y - C O V I D - 1 9 [ R e v i s i o n 2 ] ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I Debra L. Thomas, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. ______ was duly passed, approved and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, at the regular meeting of said City Council held on the _____ day of March 2020, and that the same was passed and adopted by the following vote: AYES: Council Members Allen, Hussey, Robles; Mayor Pro Tem Wilson; Mayor McNaboe NOES: None. ABSENT: None ABSTAIN: None. Executed this _____ day of March 2020, at Grand Terrace, California. ___________________________ Debra L. Thomas City Clerk H.4.a Packet Pg. 58 At t a c h m e n t : R e s o l u t i o n D e c l a r i n g L o c a l E m e r g e n c y - C O V I D - 1 9 [ R e v i s i o n 2 ] ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) H.4.b Packet Pg. 59 At t a c h m e n t : P R O C L A M A T I O N O F T H E E X I S T E N C E O F A L O C A L E M E R G E N C Y ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) H.4.b Packet Pg. 60 At t a c h m e n t : P R O C L A M A T I O N O F T H E E X I S T E N C E O F A L O C A L E M E R G E N C Y ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) H.4.b Packet Pg. 61 At t a c h m e n t : P R O C L A M A T I O N O F T H E E X I S T E N C E O F A L O C A L E M E R G E N C Y ( P r o c l a i m E x i s t e n c e o f a L o c a l E m e r g e n c y ) AGENDA REPORT MEETING DATE: March 24, 2020 Council Item TITLE: Acceptance of Donation from the Grand Terrace Senior Social Club and Establishment of Endowment Fund to Benefit Senior Center's Programs and Activities PRESENTED BY: Cynthia Fortune, Assistant City Manager RECOMMENDATION: A) Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AUTHORIZING THE ACCEPTANCE OF A DONATION FROM THE GRAND TERRACE SENIOR SOCIAL CLUB AND THE ESTABLISHMENT OF A RESTRICTED FUND (ENDOWMENT FUND) TO BENEFIT THE GRAND TERRACE SENIOR CENTER’S PROGRAMS AND ACTIVITIES, or, B) Not adopt the Resolution and decline the receipt of the Grand Terrace Senior Social Club’s funds amounting to approximately $27,000.00. 2030 VISION STATEMENT This staff report supports City Council’s Goal #1, “Ensure Fiscal Viability” and Goal #4, “Develop and Implement Successful Partnerships” through active involvement with the Senior community in the City. BACKGROUND: The Grand Terrace Seniors, as a club, was organized in 1985. The Club provided numerous services to our Seniors, which included general senior information, adult protection services, card games and crafts. In 1986, the Grand Terrace Seniors, adopted their By-laws, which has been consequently amended, the latest in 2018, changing their name to the Grand Terrace Senior Social Club (Club). Included in their by-laws where the Club’s objectives, membership requirements, meetings, officers and their duties. In 1991 the Seniors moved into a 48’ X 60” modular trailer and in 2009, moved to where the Senior Center stand today, at 22627 Grand Terrace Road, Grand Terrace, CA. The Grand Terrace Senior Social Club is an over 100-member club that annually elects nine (9) Board members to serve annual positions beginning in January of each year to H.5 Packet Pg. 62 manage the activities of the Senior Club members. The Club’s By-Laws state that all proceedings of the club shall be governed by Robert’s Rules of Order except when in conflict with their By-laws (Attachment B). DISCUSSION: The Club’s objectives (as stated in their By-Laws) are: a) To provide a channel through which members can engage in enjoyable and meaningful activities. b) To help foster equality of opportunity for seniors by promoting their continued growth and development, self-respect, self-confidence, and usefulness by encouraging their participation in community activities. c) To aid seniors generally in their social, physical, economic and intellectual needs. d) This is a senior center; therefore, children are not encouraged to come in except with their parent, grandparent or caregiver. They are not allowed to run about freely and cannot eat lunch here unless they are 18 or older. Since its inception, the Club was host to several programs and activities for the seniors in the Grand Terrace community; this would include numerous card games such as bingo and bunco. As the Club’s membership grew, other activities were added, such as crafts, game night, and entertainment once a month. Their reputation for friendliness, always welcoming attitude, has garnered the interest of seniors at other communities who now frequent the City’s Senior Center, eager to interact and socialize with our local seniors. The Club’s membership dues and numerous donations, as a result of the programs and activities they offer, has slowly accumulated, resulting in a total amount of $25,000 today. Due to the Board’s election term of one year, and the recent high turnover in Board directors over the last two (2) years, has led to some concern regarding the management of the Senior Club’s funds between Board Directors and members alike. At the Senior Club’s Board of Directors Special Meeting on February 21, 2020 (Attachment C), the Board approved for the City of Grand Terrace to manage their funds. At their regular meeting on March 12, 2020 (Attachment D), additional discussion on how the funds would be transferred from their account to the City, how the City would take in their receipts, and how the City would disburse the funds. After conferring with the City Attorney, staff has determined that it is not appropriate for the City to accept and manage private funds for the sole benefit of a private group or organization. The City could, however, accept a donation of funds to the City which will be used for a public purpose, such as benefitting the Senior Center’s programs and activities that benefits all Senior Center attendees/participants. H.5 Packet Pg. 63 City staff is seeking direction from City Council to: I. a) Authorize acceptance of the donation subject to prior written confirmation by the Senior Club’s authorized governing body, that it is donating the funds to the City; and b) Authorize the establishment of a restricted fund called the “Grand Terrace Senior Center Endowment Fund”. The donated funds would be placed in said Endowment Fund. All amounts in said fund, including any interest earned or additional monies donated, shall be used solely to benefit the Senior Center’s activities and programs targeted for seniors; and c) On May 1st of each fiscal year, accept Senior Club recommendations on the programs and activities that funds may be used for the following fiscal year from July through June, such as entertainment, special events and/or general administration; or II. a) Decline the donation amounting to $27,000 from the Grand Terrace Senior Social Club. Should the City Council desire to proceed with the first option, staff has prepared a Resolution for adoption whereby the City Council will formally accept the donation and establish the endowment fund. FISCAL IMPACT: There is no impact to General Fund other than the staff time to coordinate the donations and disbursement of funds in accordance with the attached Resolution. ATTACHMENTS: • GT_ Donation Resolution Senior Club FINAL 03-19-2020 (DOCX) • Attachment B_Grand Terrace Senior Social Club By Laws (PDF) • Attachment C_GT Senior Social Club 02-21-2020 Special Meeting Minutes (PDF) • Attachment D_GT Senior Social Club 03-13-2020 Regular Meeting Minutes (PDF) APPROVALS: Cynthia A. Fortune Completed 03/18/2020 12:07 PM Finance Completed 03/18/2020 12:07 PM City Attorney Completed 03/19/2020 4:24 PM City Manager Completed 03/19/2020 5:12 PM City Council Pending 03/24/2020 6:00 PM H.5 Packet Pg. 64 01247.0001/637807.1 RESOLUTION NO. 2020-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA AUTHORIZING THE ACCEPTANCE OF A DONATION FROM THE GRAND TERRACE SENIOR SOCIAL CLUB AND THE ESTABLISHMENT OF A RESTRICTED FUND (ENDOWMENT FUND) TO BENEFIT THE GRAND TERRACE SENIOR CENTER’S PROGRAMS AND ACTIVITIES AIMED TOWARDS SENIOR PARTICIPANTS Recitals WHEREAS, the Grand Terrace Senior Social Club (“Senior Club”), a non-profit organization, was formed in the 70s and formally established as a club in March 1986; and WHEREAS, the Senior Club’s objectives included providing a channel through which members can engage in enjoyable and meaningful activities; encourage their participation in community activities to promote growth, self-development, self-respect, and self-confidence; and to aid seniors is their social, physical, economic, and intellectual needs; and WHEREAS, the Senior Club, through its membership and donations, has accumulated funds approximating $27,000, and continues to receive membership dues and donations annually; and WHEREAS, the Senior Club’s Board of Directors has approved a donation of these funds for purposes of benefitting the Grand Terrace Senior Center; and WHEREAS, pursuant to California Government Code section 37354, the City of Grand Terrace (“City”) is authorized to accept gifts of real and personal property for any public purpose; and WHEREAS, the City Council greatly appreciates the generosity of the Senior Club as the donation will benefit all seniors who visit the Senior Center; and WHEREAS, the City Council finds that it is appropriate to accept the donations offered as set forth below and authorizes the City Manager to accept the donation and establish a restricted fund where the donated funds will be placed and to be used solely for benefitting the Senior Center, including senior programs and WHEREAS, the City Council will consider, prior to the start of each Fiscal Year, recommendations provided by the Senior Club’s Board of Directors as to which programs and activities the funds could be used for. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: 1. The City Council finds that the above recitations are true and correct and, accordingly, are incorporated as a material part of this Resolution. 2. The City Council hereby agrees to accept a donation of approximately $27,000 from the Senior Club subject to the City receiving prior written confirmation by the Senior Club’s authorized governing body, that it is donating, and intends to donate, the funds to the City. H.5.a Packet Pg. 65 At t a c h m e n t : G T _ D o n a t i o n R e s o l u t i o n S e n i o r C l u b F I N A L 0 3 - 1 9 - 2 0 2 0 [ R e v i s i o n 3 ] ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) 01247.0001/637807.1 3. The City Manager is authorized and directed to coordinate with the Senior Club to facilitate and coordinate the donation to the City. The City Manager is further authorized to execute all appropriate documents to fulfill the stated purpose of this Resolution. 4. The City Manager shall establish a restricted fund called the “Grand Terrace Senior Center Endowment Fund” and place the donated funds in said Endowment Fund. All amounts in said fund, including any interest earned or additional monies donated, shall be used solely to benefit the Senior Center’s programs and activities aimed toward senior participants. The Endowment Fund may not be used for physical improvements or maintenance of the Senior Center. 5. The City Manager is authorized to accept future donations into the Endowment Fund. Any donation shall be reported to the City Council within 60 days as a consent calendar item on a City Council agenda. 6. By May 1 of each year, the Senior Club may provide recommendations to the City Manager on how funds should be used in the following fiscal year. Final decisions on the use of funds shall be made in the sole and absolute discretion of the City Council. The City Manager shall provide recommendations to the City Council for distributions from the Endowment Fund annually or as otherwise requested by the City Council. 7. The Endowment Fund is established for the purpose of managing and preserving revenues received from donations and such other revenues as the City Council may direct to the Endowment Fund. The Endowment shall have the standard general purposes and powers of an Endowment (e.g., provide support to the City; receive, hold and disburse funds for the Endowment’s purposes; enter into agreements). 8. The City shall comply with all applicable laws and regulations of the Internal Revenue Service regarding the acceptance of donations. The City does not provide legal, accounting, tax or other such advice to donors. However, each donor is ultimately responsible for ensuring the donor’s proposed donation meets and furthers the donor’s charitable, financial, and estate planning goals. As such, each donor is encouraged to meet with a professional advisor before making any donation to the City. 9. If any section, subsection, sentence, clause, phrase, or portion of this Resolution is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Resolution. The City Council of the City of Grand Terrace hereby declares that it would have adopted this Resolution and each section, subsection, sentence, clause, phrase, or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. 10. This Resolution shall go into full force and effect immediately, but the individual fees shall become effective as provided by the applicable provisions of State Law. 11. The City Clerk shall certify to the adoption of this Resolution. 12. This Resolution shall take effect immediately upon its adoption. H.5.a Packet Pg. 66 At t a c h m e n t : G T _ D o n a t i o n R e s o l u t i o n S e n i o r C l u b F I N A L 0 3 - 1 9 - 2 0 2 0 [ R e v i s i o n 3 ] ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) 01247.0001/637807.1 PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 24th day of March, 2020. _____________________________ Darcy McNaboe Mayor ATTEST: Debra L. Thomas City Clerk APPROVED AS TO FORM: Adrian R. Guerra, City Attorney H.5.a Packet Pg. 67 At t a c h m e n t : G T _ D o n a t i o n R e s o l u t i o n S e n i o r C l u b F I N A L 0 3 - 1 9 - 2 0 2 0 [ R e v i s i o n 3 ] ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) ;· I \_____,, GRAND·TERRACE SENIOR CENTER BYLAWS Adopted March 14, 1986 Amended January 13, 2006 *Amended August 11, 2016 **Amended November 9, 2018 ARTICLE I -NAME AND AFFILIATION **Section 1. The name.of the organization is Grand Terrace Senior **(Social) Club. It is a non-profit benefit Organization, and is not organized for private gain of any person. Section 2. The Grand Terrace City Council recognizes the club and its members come largely from the City of Grand Terrace. ARTICLE II-OBJECTIVES The objectives of the club are: (a) to provide a channel through which members can engage in enjoyable and meaningful . . . ,.. "' act1vit1es. (b) to help foster equality of opportunity for seniors by promoting their continued growth and development, self-respect, self-confidence, and usefulness by encouraging their participation in community activities. (c) to aid seniors generally in their social, physical, economic, and intellectual needs *(d) This is a senior center; therefore ,children are not encouraged to come in except with their parent, grandparent or caregiver. They are not allowed to run about freely and cannot eat lunch here unless they are 18 ore older. ARTICLE III-MEMBERSHIP Section 1. Memberships are in two categories; regular and associate. A regular member shall be a person aged 50 or older. An associate member shall be a person under age 50, whose spouse is a regular member. An associates member may also be an individual working with, or associated in the field of gerontology and others who are interested in participating in the activities of the Grand Terrace Senior Club. An associate member does not have voting privileges. Section 2. Senior Center usage shall be limited in age to 18 and up during the Senior Center hours of 8 A.M., to 3 P.M.; anyone under 18 is allowed to visit occasionally during senior center hours only as long as they are with a parent, grandparent, or care giver. Section 3. Club membership dues shall be determined by a (2/3) two-third vote of the ATTACHMENT BH.5.b Packet Pg. 68 At t a c h m e n t : A t t a c h m e n t B _ G r a n d T e r r a c e S e n i o r S o c i a l C l u b B y L a w s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) / membership. Dues shall be fro~ January 1 to December 31. ARTICLE IV -MEETINGS Section 1. Regular meetings of the club shall be held on such dates as shall be determined by the Board of Directors and voted upon by members at a club ineeting. Section 2. There shall be and annual business meeting in November at which time the report of the nominating committee is received and officers elected for next year. The treasurer shall present a financial report at this time. All member may participate in the voting. ARTICLE V -OFFICERS, DIRECTORS, AND COMMITTEES Section 1. The officers of the club shall be President, Vice-President, Secretary, and Treasurer. Section 2. The Board of Directors shall consist of officers and five (5) elected Directors. Section 3. Each Director shall be an active member in good standing. Section 4. The Directors shall enter upon their official duties on the first day of January of each year and shall serve for a term of one (1) year or until their successors shall be duly elected and qualified. ,....,,,,. Section 5. The Board of Directors shall determine the policies and activities of the club, approve the budget, approve all bills, take counsel with committees, and have general management of the club. Section 6. The Board of Directors shall meet regularly at least once each month and hold additional meetings at the call of the President or a majority of the Board. Section 7. A majority of the Board of Directors shall constitute a quorum for the transaction of all business. Section 8. A nominating committee of three (3) club members shall be appointed in October by the club officers for the purpose of selecting candidates for club officers for the next calendar year. Elections of officers shall be conducted in November after the full slate of nominees is presented, the club President shall then take nominations from the floor. If a member wished to nominate a member for election, the nominee must have been asked and said they are willing to serve if elected. Officers shall be voted in by the club membership on a majority rules concept. The remaining officers, subject to the approval of the members, shall fill a vacancy in any office Section 9. The President may appoint ad-hoc committees to provide and plan the activities of the club as are deemed necessary ''-- H.5.b Packet Pg. 69 At t a c h m e n t : A t t a c h m e n t B _ G r a n d T e r r a c e S e n i o r S o c i a l C l u b B y L a w s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) \ ARTICLE VI -DUTIES OF THE OFFICERS Section 1. President" The President presides at all meetings of the club and with the other elected officers, administers the affairs of the club. The President shall by virtue of the office, be a member of all committees. · · Section 2. Vice-President: In absence of the President, the Vice-President shall preside and perform the duties of the President. In the event that the office of the President becomes vacant during the year, the Vice-President shall assume the duties of President for the unexpired term of office. Section 3. Secretary: The Secretary shall deep a record of the proceedings of the club and meetings of the officers and shall keep a file of club meetings and correspondence. Section 4. Treasurer: The Treasurer shall have charge and custody of all club funds and shall be responsible for such funds and the receipt and disbursements and shall deposit all monies in the name and to the credit of the club in such depositories as may be designated by the club officers. The Treasurer shall render to the club at its annual meeting an accounting of the financial condition of the club. A committee appointed by the President or more frequently at the discretion of the club officers shall audit the records annually. ARTICLE VII -RULES OF ORDER All proceedings of the club shall be governed by Robert's Rules of Order Revised except when in conflict with these bylaws. ARTICLE VIII -APPROVAL AND AMENDMENTS Section 1. These bylaws are declared adopted when they have been approved by a (2/3) two- thirds majority of the members of the club who are present at a duly called business meeting of the club. Section 2. Amendments may be adopted at any time by a (2/ 3) two-third vote of the members in attendance at a meeting of the club, or by mailed ballots. H.5.b Packet Pg. 70 At t a c h m e n t : A t t a c h m e n t B _ G r a n d T e r r a c e S e n i o r S o c i a l C l u b B y L a w s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) GRAND TERRACE SENIOR SOCIAL CLUB Senior Center Special Meeting 1:45 PM Grand Terrace Senior Center ● 22627 Grand Terrace Road City of Grand Terrace Page 1 MINUTES ● FEBRUARY 21, 2020 CALL TO ORDER President Victoria Aceves convened the Special Meeting of the Grand Terrace Senior Social Club Friday, February 21, 2020 at 1:45 p.m. INVOCATION The Invocation was given by Board Director Helen Pleasant. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Vice-President Don Charboneau. ROLL Attendee Name Title Status Arrived Victoria E. Aceves President Present Don Charboneau Vice-President Present VACANT Secretary N/A VACANT Treasurer N/A Graciela Gallegos Board Director Present Maria Elena Carlos Board Director Present Myrleen GoLightly Board Director Present Helen Pleasant Board Director Present Arlene Weaver Board Director Present Cynthia A. Fortune Assistant City Manager Present Debra Thomas City Clerk Present Shari Fleischman FSA Coordinator Present A. SPECIAL PRESENTATIONS None. ATTACHMENT CH.5.c Packet Pg. 71 At t a c h m e n t : A t t a c h m e n t C _ G T S e n i o r S o c i a l C l u b 0 2 - 2 1 - 2 0 2 0 S p e c i a l M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) Minutes Grand Terrace Senior Social Club February 21, 2020 Grand Terrace Senior Social Club Page 2 B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA The Board acknowledged receipt of Bud Howell’s resignation as Secretary from the Club. C. PUBLIC COMMENTS Several members inquired about the door stops, torn carpet in the office, cleaning required of the chairs at the Senior Center and overhang outside the Senior Center doors. D. MEETING ITEMS 1. Appointment of a Club member to the position of Treasurer. The Board accepted applications for the position of Treasurer. Only one application was received. The Board subsequently approved the appointment of Ms. Donna Poole to the position of Treasurer. After her approved appointment, Ms. Poole joined the Board to participate in the remaining items. RESULT: APPROVED [MOTION PASSED] MOVER: Victoria Aceves, President SECONDER: Graciela Gallegos, Board Director AYES: Don Charboneau, Maria Elena Carlos, Graciela Gallegos, Myrleen GoLightly, Helen Pleasant NAYS: None ABSTAINS: None 2. Appointment of a Club member to the position of Secretary. The Board accepted applications for the position of Secretary. Two (2) applications were received. Each applicant was provided the opportunity to speak as to why they should be appointed to the position of Secretary. The Board subsequently approved the appointment of Ms. Albertene (Abby) Hand to the position of Secretary. After her approved appointment, Ms. Hand joined the Board to participate in the remaining items. RESULT: APPROVED [MOTION PASSED] MOVER: Victoria Aceves, President SECONDER: Donna Poole, Treasurer AYES: Don Charboneau, Maria Elena Carlos, Graciela Gallegos, Myrleen GoLightly, Helen Pleasant NAYS: Arleen Weaver ABSTAINS: None H.5.c Packet Pg. 72 At t a c h m e n t : A t t a c h m e n t C _ G T S e n i o r S o c i a l C l u b 0 2 - 2 1 - 2 0 2 0 S p e c i a l M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) Minutes Grand Terrace Senior Social Club February 21, 2020 Grand Terrace Senior Social Club Page 3 3. Approval for the City of Grand Terrace to manage the Club’s funds. The Board approved for the City of Grand Terrace to manage their Club funds. Several members opined that the funds were being mismanaged, possible theft may have occurred (intentionally or unintentionally) and reiterated that the City provide additional detail on how and when the audit will commence. RESULT: APPROVED [UNANIMOUS] MOVER: Don Charboneau, Vice-President SECONDER: Donna Poole, Treasurer AYES: Victoria Aceves, Abby Hand, Maria Elena Carlos, Graciela Gallegos, Myrleen GoLightly, Helen Pleasant, Arlene Weaver NAYS: ABSTAINS: E. ADJOURN President Aceves adjourned the Special Meeting of the Grand Terrace Social Club at 3:15pm. The next regular Grand Terrace Social Club Meeting will be held on Thursday, March 12, 2020 at 9:30 a.m. _________________________________ Victoria E. Aceves, President _________________________________ Albertine Hand, Secretary H.5.c Packet Pg. 73 At t a c h m e n t : A t t a c h m e n t C _ G T S e n i o r S o c i a l C l u b 0 2 - 2 1 - 2 0 2 0 S p e c i a l M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) GRAND TERRACE SENIOR SOCIAL CLUB Senior Center Regular Meeting 9:30 AM Grand Terrace Senior Center ● 22627 Grand Terrace Road Grand Terrace Senior Social Club Page 1 MINUTES ● MARCH 12, 2020 CALL TO ORDER President Victoria Aceves convened the Regular Meeting for the Grand Terrace Senior Social Club on Thursday, March 12, 2020 at 9:35 a.m. INVOCATION The invocation was given by Board Director Helen Pleasant. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Vice-President Don Charboneau. ROLL Attendee Name Title Status Arrived Victoria E. Aceves President Present Don Charboneau Vice-President Present Albertene Hand Secretary Present Don Charboneau Treasurer Present Graciela Gallegos Board Director Present Maria Elena Carlos Board Director Present Myrleen GoLightly Board Director Present Helen Pleasant Board Director Present Arleen Weaver Board Director Absent Cynthia A. Fortune Assistant City Manager Present Shari Fleischman FSA Coordinator Present A. SPECIAL PRESENTATIONS Ms. Cynthia Fortune from the City of Grand Terrace, along with Treasurer Ms. Donna Poole provided information on COV-19 (Coronavirus) and encouraged everyone to be mindful, diligent, cautious and aware of the information, risks, and aid available to the community. H.5.d Packet Pg. 74 At t a c h m e n t : A t t a c h m e n t D _ G T S e n i o r S o c i a l C l u b 0 3 - 1 3 - 2 0 2 0 R e g u l a r M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) Minutes Grand Terrace Senior Social Club March 13, 2020 Grand Terrace Senior Social Club Page 2 B. REORDERING OF, OR REMOVAL OF ITEMS FROM THE AGENDA None. C. PUBLIC COMMENT None. D. MINUTES The following minutes were received and approved by the Board: 1. Regular Meeting held on February 13, 2020. 2. Special Meeting held on February 21, 2020. 3. Special Meeting held on March 6, 2020. RESULT: APPROVED [MOTION PASSED] MOVER: Bud Howell, Secretary SECONDER: Don Charboneau, Vice-President AYES: Victoria Aceves, Maria Elena Carlos, Graciela Gallegos, Myrleen GoLightly, Helen Pleasant NAYS: None ABSTAINS: None E. MEETING ITEMS 4. The Board approved adding Treasurer Donna Poole as an authorized signatory on the Club’s checking account. RESULT: APPROVED [MOTION PASSED] MOVER: Bud Howell, Secretary SECONDER: Don Charboneau, Vice-President AYES: Victoria Aceves, Maria Elena Carlos, Graciela Gallegos, Myrleen GoLightly, Helen Pleasant NAYS: None ABSTAINS: None H.5.d Packet Pg. 75 At t a c h m e n t : A t t a c h m e n t D _ G T S e n i o r S o c i a l C l u b 0 3 - 1 3 - 2 0 2 0 R e g u l a r M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) Minutes Grand Terrace Senior Social Club March 13, 2020 Grand Terrace Senior Social Club Page 3 5. Based on the presentation made by Ms. Cynthia Fortune, the Board did not move forward with hiring a part-time Office Assistant. Instead, the City offered to hire a part-time Volunteer Office Assistant who will be assigned to the Senior Center and will support both the FSA Coordinator and the Grand Terrace Senior Social Club. No motion or vote or motion was taken.to provide administrative support to the Grand Terrace Senior Social Club at $300 per month. The cost of the Office Assistant is proposed to be subsidized by direct donations from a Club Member. RECOMMENDATION: • Consider the hiring of a part-time Office Assistant to provide administrative support to the Club and its members or consider other alternatives, such as having the part-time Office Assistant volunteer for the City and be assigned to the Senior Center. PRESENTER: CYNTHIA A. FORTUNE, CITY OF GRAND TERRACE 6. Newsletter for the Senior Center. RECOMMENDATION: • Receive and file the Revised Newsletter for the Senior Center. PRESENTER: SHARI FLEISCHMAN, FSA COORDINATOR F. CITY OF GRAND TERRACE COMMUNICATIONS 7. Update on the following outstanding items: a) ADA bathroom doors at the Senior Center. b) Awning at the entrance of the Senior Center; and c) Cleaning of Senior Center chairs (approx. 80 chairs). RECOMMENDATION: • Receive and file un the update of these items. PRESENTER: TODD NAKASAKI, CITY OF GRAND TERRACE 8. Approved Proposal of Audit to be performed by the City. RECOMMENDATION: • Discussion on Method, Scope, Period of Audit and Implementation of audit services to be provided by the City PRESENTER: CYNTHIA A. FORTUNE, CITY OF GRAND TERRACE H.5.d Packet Pg. 76 At t a c h m e n t : A t t a c h m e n t D _ G T S e n i o r S o c i a l C l u b 0 3 - 1 3 - 2 0 2 0 R e g u l a r M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n ) Minutes Grand Terrace Senior Social Club March 13, 2020 Grand Terrace Senior Social Club Page 4 9. Approved Proposal of City to manage Club funds. RECOMMENDATION: • Discussion on Endowment, Process, Transfer of Funds and City Council approval of City management of Club funds PRESENTER: CYNTHIA A. FORTUNE, CITY OF GRAND TERRACE H. REQUESTS FOR FUTURE AGENDA ITEMS BY BOARD OF DIRECTORS 10. Discuss the Club’s objectives and goals – Requested by Vice President Don Charboneau. . 11. Silver and Gold Event – Requested by President Victoria Aceves. I. BOARD COMMUNICATIONS President Victoria E. Aceves Vice President Don Charboneau Secretary Abby Hand Treasurer Donna Poole Board Director Maria Elena Carlos Board Director Graciela Gallegos Board Director Myrleen GoLightly Board Member Helen Pleasant Board Member Arlene Weaver K. ADJOURN The next Regular Grand Terrace Senior Club Board Meeting will be held on April 9, 2020 at 9:30am. Any request to have an item placed on a future agenda must be made in writing and submitted to the Secretary at least two (2) weeks prior to the meeting. The Board will review and consider placing the item at the next Regular Meeting. _________________________________ Victoria E. Aceves, President _________________________________ Albertine Hand, Secretary H.5.d Packet Pg. 77 At t a c h m e n t : A t t a c h m e n t D _ G T S e n i o r S o c i a l C l u b 0 3 - 1 3 - 2 0 2 0 R e g u l a r M e e t i n g M i n u t e s ( G r a n d T e r r a c e S e n i o r S o c i a l C l u b D o n a t i o n )