10/13/2020CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA ● OCTOBER 13, 2020
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
PUBLIC ADVISORY: THE COUNCIL CHAMBER IS NOW OPEN TO THE PUBLIC!!
Beginning June 15, 2020, the City of Grand Terrace will reopen its public meetings. Therefore, the regular meeting of
the City Council for October 13, 2020 is now open to the public. Please be advised that face masks are required,
social distancing will be practiced, and occupancy limits will be enforced.
Please note that Pursuant to Section 3 of Executive Order N-29-20, issued by Governor Newsom on March 17, 2020,
the regular meeting of the City Council for October 13, 2020 will also be conducted telephonically through Zoom and
broadcast live on the City’s website.
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 provide your name to the City Clerk
who will be compiling a list of speakers. Speakers will be called upon by the Mayor at the appropriate time and each
person is allowed three (3) minutes speaking time.
If you would like to participate telephonically and speak on an agenda item, you can access the meeting by dialing
the following telephone number and you will be placed in the waiting room, muted until it is your turn to speak:
*67 1-669-900-9128
Enter Meeting ID: 864 4460 4843
Password: 987839
The City wants you to know that you can also submit your comments by email to ccpubliccomment@grandterrace-
ca.gov. To give the City Clerk adequate time to print out your comments for consideration at the meeting, please
submit your written comments prior to 5:00 p.m.; or if you are unable to email, please call the City Clerk’s Office at
(909) 824-6621 x230 by 5:00 p.m.
If you wish to have your comments read to the City Council during the appropriate Public Comment period, please
indicate in the Subject Line “FOR PUBLIC COMMENT” and list the item number you wish to comment on. Comments
that you want read to the City Council will be subject to the three (3) minute time limitation (approximately 350 words).
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.
Agenda Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 2
CALL TO ORDER
Convene City Council
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 – 09/22/2020
DEPARTMENT: CITY CLERK
3. August 20, 2020 Planning Commission - Site and Architectural Review Board Meeting
Minutes and February 13, 2020 Parks & Recreation Advisory Committee Meeting
Minutes
RECOMMENDATION:
Receive and file.
DEPARTMENT: CITY CLERK
Agenda Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 3
4. City Department Monthly Activity Report - August 2020
RECOMMENDATION:
Receive and file.
DEPARTMENT: CITY MANAGER
5. Cancel City Council Meetings Scheduled November 24, 2020 and December 22, 2020
RECOMMENDATION:
Adopt a Resolution Cancelling the City Council Meetings Scheduled for November 24,
2020 and December 22, 2020
DEPARTMENT: CITY CLERK
6. Update to the City Council on the Emergency Rehabilitation of Grand Terrace Road,
North of Newport Avenue Project
RECOMMENDATION:
Receive and File an update on the Emergency that was declared for the Grand Terrace
Road Rehabilitation Project
DEPARTMENT: PUBLIC WORKS
7. Amendment No. 1 to Agreement Between the City of Grand Terrace and Moran
Janitorial Services, LLC for Facility Janitorial Services to Extend Term by One Year
RECOMMENDATION:
1. Approve Amendment No. 1 to Agreement Between the City of Grand Terrace and
Moran Janitorial Services, LLC to Extend the Agreement by One Year
2. Authorize the Mayor to Execute the Amendment No. 1 Subject to City Attorney
Approval as to Form
DEPARTMENT: PUBLIC WORKS
8. Professional Services Agreement Between the City of Grand Terrace and Interwest
Consulting Group to Provide Management Services to the Planning and Development
Services and Public Works Departments in an Amount Not to Exceed $117,000
RECOMMENDATION:
1. Award a Professional Services Agreement to Interwest Consulting Group to Provide
Management Services to the Planning and Development Services and Public Works
Department in an amount not to exceed $117,000.00; and
2. Authorize the Mayor to execute the Agreement subject to City Attorney approval as
to form.
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
Agenda Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 4
9. Measure I Capital Project Needs Analysis for Fiscal Year 2020-2021 through 2024-2025
RECOMMENDATION:
Adopt a “RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, STATE OF CALIFORNIA, APPROVING A FIVE-YEAR MEASURE I
CAPITAL PROJECT NEEDS ANALYSIS FOR FISCAL YEAR 2020-2021 THROUGH
2024-2025”
DEPARTMENT: PUBLIC WORKS
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. PUBLIC HEARINGS - NONE
F. UNFINISHED BUSINESS - NONE
G. NEW BUSINESS
10. Non-Owner Occupied/Rental Inspection Program Progress Report
RECOMMENDATION:
Provide Direction to Initiate Refinements to the Program or Receive and File
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
11. Changes to CARES Act Funded Programs, Authorization to City Manager to Sign
Agreement for Additional COVID-19 Funds, and Authorize Mayor to Send Letter of
Support for Business Re-Openings
RECOMMENDATION:
1. Approve the following changes to CARES ACT Funded Programs:
a) Allocation of $20,000 in Additional Funds to the Small Business Assistant
Grant Program;
b) Modification of Rules for Small Business Assistance Program to Allow
Agenda Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 5
Storefront Businesses that Entered into a Lease Agreement as of January 1,
2020, to Participate in the Program; and
c) Reduction of Funding for Program to Support Outdoor Dining.
2. Authorize City Manager to Sign Agreement with County of San Bernardino for the
City to Receive additional CARES Act Funds from San Bernardino County.
3. Authorize the Mayor to Send Letter Supporting the County of San Bernardino’s
Request for Governor Newsom to Consider Sub-Regional Approach to Re-
Opening Businesses in San Bernardino County.
DEPARTMENT: CITY MANAGER
12. Update Regarding Various City Traffic Items and Related Questions Raised
RECOMMENDATION:
Receive and file
DEPARTMENT: PUBLIC WORKS
H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE
I. CITY COUNCIL COMMUNICATIONS
Council Member Jeff Allen
Council Member Bill Hussey
Council Member Sylvia Robles
Mayor Pro Tem Doug Wilson
Mayor Darcy McNaboe
J. CITY MANAGER COMMUNICATIONS
K. RECESS TO CLOSED SESSION
Agenda Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 6
CLOSED SESSION
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 21893 Barton Road (APN 1167-121-01-0000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Terrel R. McDuffee Trust
Under negotiation: Price and terms of payment
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: APN 1178-061-01-0000
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Leonard A. Sigdestad
Under negotiation: Price and terms of payment
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 22795 Barton Road (APN 0276-202-82-P000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: City of Grand Terrace
Under negotiation: Price and terms of payment
4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 22115 Barton Road (APN 1167-231-11-0000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Ali M. Yasin
Under negotiation: Price and terms of payment
RECONVENE TO OPEN SESSION
REPORT OUT OF CLOSED SESSION
L. ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, October 27, 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 ● SEPTEMBER 22, 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 for Tuesday,
September 22, 2020 at 6:00 p.m.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor McNaboe.
Attendee Name Title Status Arrived
Darcy McNaboe Mayor Present
Doug Wilson Mayor Pro Tem Remote
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
Steven Weiss Planning & Development Services Director Absent
Craig Bradshaw Interim Public Works Director Present
Cynthia A. Fortune Assistant City Manager Remote
A. SPECIAL PRESENTATIONS - NONE
B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA
None.
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.
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Minutes Grand Terrace City Council September 22, 2020
City of Grand Terrace Page 2
RESULT: APPROVED [UNANIMOUS]
MOVER: Jeff Allen, Council Member
SECONDER: Sylvia Robles, Council Member
AYES: McNaboe, Wilson, Robles, Hussey, Allen
1. Waive Full Reading of Ordinances on Agenda
2. Approval of Minutes – Regular Meeting – 09/08/2020
APPROVE THE REGULAR MEETING MINUTES OF SEPTEMBER 8, 2020.
3. Approval of the August-2020 Check Register in the Amount of $549,371.55
APPROVE THE CHECK REGISTER NO. 08312020 IN THE AMOUNT OF $549,371.55
AS SUBMITTED, FOR THE PERIOD ENDING AUGUST 31, 2020.
4. Update City of Grand Terrace Conflict of Interest Code
ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 2018-38 IN ITS
ENTIRETY AND ADOPTING A CONFLICT OF INTEREST CODE APPLICABLE TO
DESIGNATED POSITIONS, INCLUDING MEMBERS AND STAFF OF THE
SUCCESSOR AGENCY TO THE GRAND TERRACE REDEVELOPMENT AGENCY,
GRAND TERRACE PUBLIC FINANCE AUTHORITY, AND TO THE GRAND
TERRACE HOUSING AUTHORITY.
5. Update on Emergency Rehabilitation of Grand Terrace Road, North of Newport Avenue
RECEIVE AND FILE .
D. PUBLIC COMMENT
None.
E. PUBLIC HEARINGS - NONE
F. UNFINISHED BUSINESS - NONE
G. NEW BUSINESS
6. Agreement Between the City of Grand Terrace and the County of San Bernardino for
Installation of a Ballot Drop Box at City Hall
Debra Thomas, City Clerk gave the PowerPoint presentation for this agenda item.
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Minutes Grand Terrace City Council September 22, 2020
City of Grand Terrace Page 3
PUBLIC COMMENT
Jeffrey McConnell, Grand Terrace is opposed to the ballot box placement located
outside as he believes it is not secure. Suggested this ballot box be placed inside the
building by the San Bernardino County library.
Dr. Ken Stewart, Grand Terrace wanted to know how the ballot box would be secured
from theft, and how will the City communicate to its community members that the ballot
box is available for use.
1. APPROVE THE AGREEMENT BETWEEN THE CITY OF GRAND TERRACE
AND THE COUNTY OF SAN BERNARDINO FOR INSTALLATION OF A
BALLOT DROP BOX AT CITY HALL; AND,
2. AUTHORIZE THE COUNTY OF SAN BERNARDINO TO INSTALL A BALLOT
DROP BOX ON THE WEST SIDE OF THE CITY OF GRAND TERRACE CITY
HALL; AND,
3. AUTHORIZE THE CITY MANAGER TO THE SIGN THE AGREEMENT.
RESULT: APPROVED [4 TO 1]
MOVER: Jeff Allen, Council Member
SECONDER: Sylvia Robles, Council Member
AYES: Darcy McNaboe, Doug Wilson, Sylvia Robles, Jeff Allen
NAYS: Bill Hussey
7. Approval of a Resolution Approving Change Orders to TSR Construction for Grand
Terrace/Mount Vernon Intersection Improvements, Which Adjusts Quantities, Adds
Extra Work, And, Therefore, Increases Total Compensation by $107,858.23; and
Authorizing City Manager to Sign Such Change Orders
Craig Bradshaw, Interim Public Works Director gave the PowerPoint presentation for
this agenda item.
PUBLIC COMMENT
Dr. Ken Stewart, Grand Terrace has the City considered placing stop lights along Mt.
Vernon which he believes will deter traffic coming down Mt. Vernon from Highgrove
down to Colton.
RECOMMENDATION: APPROVE THE ATTACHED RESOLUTION APPROVING
CHANGE ORDER NO. 1 AND CHANGE ORDER NO. 2 FOR THE PROJECT
ENTITLED “GRAND TERRACE MT. VERNON INTERSECTION PROJECT HSIPL-
5421 (005)” WHICH ADJUSTS QUANTITIES FOR CERTAIN WORK ITEMS, ADDS
FURTHER WORK ITEMS TO SUCH PROJECT, AND WHICH INCREASES THE
TOTAL COMPENSATION TO BE PAID TO THE PROJECT CONTRACTOR IN THE
TOTAL AMOUNT OF $107,858.23 AND WHICH WILL BE PAID USING THE
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Minutes Grand Terrace City Council September 22, 2020
City of Grand Terrace Page 4
REMAINING AUTHORIZED HIGHWAY SAFETY IMPROVEMENT GRANT FUNDING
AMOUNTS; AND AUTHORIZING THE CITY MANAGER TO EXECUTE SUCH
CHANGE ORDERS
RESULT: APPROVED [UNANIMOUS]
MOVER: Doug Wilson, Mayor Pro Tem
SECONDER: Bill Hussey, Council Member
AYES: McNaboe, Wilson, Robles, Hussey, Allen
H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE
I. CITY COUNCIL COMMUNICATIONS
Council Member Jeff Allen
Nothing to Report.
Council Member Bill Hussey
Nothing to Report.
Council Member Sylvia Robles
Nothing to Report.
Mayor Pro Tem Doug Wilson
Nothing to Report.
Mayor Darcy McNaboe
Nothing to Report.
J. CITY MANAGER COMMUNICATIONS
G. Harold Duffey, City Manager gave a PowerPoint presentation for City Manager
Communications.
K. CLOSED SESSION - NONE
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Minutes Grand Terrace City Council September 22, 2020
City of Grand Terrace Page 5
L. ADJOURN
Mayor McNaboe adjourned the Regular Meeting of the City Council at 6:55 p.m. The
Next Regular meeting of the City Council will be held on Tuesday, October 13, 2020 at
6:00 p.m.
_________________________________
Darcy McNaboe, Mayor of the City of
Grand Terrace
_________________________________
Debra L. Thomas, City Clerk of the City of
Grand Terrace
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: August 20, 2020 Planning Commission - Site and
Architectural Review Board Meeting Minutes and February
13, 2020 Parks & Recreation Advisory Committee Meeting
Minutes
PRESENTED BY: Debra Thomas, City Clerk
RECOMMENDATION: Receive and file.
2030 VISION STATEMENT:
This staff report supports Goal #5, Engage in Proactive Communication.
BACKGROUND:
Beginning with the November 14, 2017 City Council meeting, the City Clerk was
directed by the City Manager to provide Council with a copy of the Planning
Commission, Historical & Cultural Activities Committee and Volunteer Emergency
Operations Committee minutes to keep Council up-to-date on those
Commission/Committee activities.
On January 16, 2018, the City Manager requested that the Parks & Recreation Advisory
Committee minutes be included in the Committee/Commission Report once that
advisory body begins its regular meetings. Pursuant to Health and Safety Code Section
34179(j), the Countywide Oversight Board was created and became effective on July 1,
2018 which has replaced the City’s Oversight Board. Therefore, no future Oversight
Board minutes will be included in this report going forward.
DISCUSSION:
On September 17, 2020, the Planning Commission – Site and Architectural Review
Board held its Regular Meeting and approved the August 20, 2020 Regular Meeting
minutes. The minutes for this meeting is included as an attachment to this report. The
Planning Commission’s next Regular Meeting is scheduled for October 15, 2020.
Historical & Cultural Activities Committee – None.
On September 10, 2020, the Parks & Recreation Advisory Committee held its Regular
Meeting and approved the February 13, 2020 Regular Meeting minutes. The minutes for
this meeting is included as an attachment to this report. The Parks & Recreation
Advisory Committee next Regular Meeting is scheduled for October 8, 2020.
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FISCAL IMPACT:
None.
ATTACHMENTS:
• 08-20-2020 - PC Minutes (PDF)
• 02-13-2020 P&R Minutes (PDF)
APPROVALS:
Debra Thomas Completed 10/06/2020 9:53 AM
City Attorney Completed 10/06/2020 6:41 PM
Finance Completed 10/07/2020 1:54 PM
City Manager Completed 10/07/2020 5:48 PM
City Council Pending 10/13/2020 6:00 PM
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CITY OF GRAND TERRACE
PLANNING COMMISSION/SITE AND ARCHITECTURAL REVIEW BOARD
MINUTES ● AUGUST 20, 2020
Council Chambers Regular Meeting 6:30 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
CALL TO ORDER
Chairman Edward Giroux convened the Regular Meeting of the Planning Commission
and Site and Architectural Review Board for Thursday, August 20, 2020 at 6:30 p.m.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Commissioner Tara Ceseña.
Attendee Name Title Status Arrived
Edward A. Giroux Chairman Present
Jeremy Briggs Vice-Chairman Present
Tara Cesena Commissioner Present
Jeffrey McConnell Commissioner Present
David Alaniz Commissioner Present
Steven Weiss Planning & Development Services Director Present
Robert Khuu Assistant City Attorney Present
Haide Aguirre Assistant Planner Present
Debra Thomas City Clerk Present
APPROVAL OF AGENDA
1. Motion: August 20, 2020 Approval of Agenda
RESULT: ADOPTED [UNANIMOUS]
AYES: Giroux, Briggs, Cesena, McConnell, Alaniz
PUBLIC ADDRESS
None.
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Minutes Grand Terrace Planning Commission/Site and Architectural Review Board August 20, 2020
City of Grand Terrace Page 2
A. CONSENT CALENDAR
2. Approval of Minutes – Regular Meeting – 07/16/2020
RESULT: ACCEPTED [2 TO 1]
MOVER: Tara Cesena, Commissioner
SECONDER: David Alaniz, Commissioner
AYES: Tara Cesena, David Alaniz
NAYS: Jeremy Briggs
RECUSED: Edward A. Giroux, Jeffrey McConnell
B. ACTION ITEMS
None.
C. PUBLIC HEARINGS
None.
D. PRESENTATIONS
1. Tentative Project Schedule for the General Plan Update
Steve Weiss, Planning & Development Services Director gave the PowerPoint
presentation for this item.
PUBLIC COMMENT
None.
RECEIVE AND FILE TENTATIVE PROJECT SCHEDULE FOR GENERAL PLAN
UPDATE
RESULT: NO ACTION TAKEN
E. INFORMATION TO COMMISSIONERS
Steve Weiss, Planning & Development Services Director informed the Planning
Commission that there will be more meetings and workshops scheduled throughout the
remainder of the 2020 calendar year.
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Minutes Grand Terrace Planning Commission/Site and Architectural Review Board August 20, 2020
City of Grand Terrace Page 3
Director Weiss introduced the City’s new Interim Public Works Director and Senior
Engineer, Craig Bradshaw.
F. INFORMATION FROM COMMISSIONERS
Commissioner McConnell requested information from staff on the following:
• Assembly bills that may affect the City’s Housing Element
• Taco Bell and its building plans
• Lewis Group
• Greens Group
Commissioner Alaniz urged everyone to get a COVID-19 test.
ADJOURN
Chairman Giroux adjourned the Regular Meeting of the Planning Commission/Site and
Architectural Review Board at 7:00 p.m. The Next Regular Meeting of the Planning
Commission/Site and Architectural Review Board will be held on September 3, 2020 at
6:30 p.m.
_________________________________
Edward Giroux, Chairman of the Grand
Terrace Planning Commission
__________________________________
Debra L. Thomas, City Clerk for the City of
Grand Terrace
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: City Department Monthly Activity Report - August 2020
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: Receive and file.
2030 VISION STATEMENT:
This staff report identifies the monthly tasks associated with the delivery of projects to
support City Council’s Goals 1) Ensure Our Fiscal Viability - Explore Creative Means to
Provide Services and 4) Develop and Implement Successful Partnerships - Work with
Local, Regional and State Agencies to secure Funding for Programs and Projects.
BACKGROUND:
The City Council of Grand Terrace established a 2030 Vision for the City of Grand
Terrace and followed up with a 2014-2020 Strategic Plan. The Strategic Plan is a
roadmap to ensure that the City remains on target and reaches its overall goals. The
2030 Vision and Strategic Plan will be achieved as staff accomplishes tasks and
projects that are aligned with the 2030 Vision goals. The goals include:
• Ensure Our Fiscal Viability
• Maintain Public Safety
• Promote Economic Development
• Develop and Implement Successful Partnerships
• Engage in Proactive Communications
DISCUSSION:
This Monthly report includes August 2020 data for each department in the City. The
number of projects and activities reported do not reflect everything staff is doing but
rather highlights things they have worked on in the past month which may be of interest
to City Council and the public. This report is updated monthly and posted to the City’s
website on the fourth week of each month.
FISCAL IMPACT:
The Monthly report has no fiscal impact. The monthly reports do not provide budgetary
status. The Finance Department will continue to produce individual monthly financial
reports which are separate from the Department monthly reports.
ATTACHMENTS:
• August 2020 Monthly Departmental Report - Final (PDF)
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APPROVALS:
G. Harold Duffey Completed 10/07/2020 11:05 AM
City Attorney Completed 10/07/2020 1:13 PM
Finance Completed 10/07/2020 1:56 PM
City Manager Completed 10/07/2020 5:48 PM
City Council Pending 10/13/2020 6:00 PM
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MONTHLY REPORT
August 2020
PRESENTED BY
THE CITY MANAGER’S OFFICE
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Organizational Chart .........................................................................................1
City Clerk ...........................................................................................................2
Committee/Commissions ........................................................................7
City Manager .....................................................................................................8
Senior Center ....................................................................................... 12
Senior Bus Program ............................................................................. 15
Communications ................................................................................... 20
Planning and Development ............................................................................ 24
Code Enforcement ............................................................................... 39
Weekend Code ..................................................................................... 40
Parking/Graffiti ................................................................................ 40, 41
Animal Control ...................................................................................... 42
Maintenance ......................................................................................... 45
Park Maintenance ................................................................................ 48
Public Works .................................................................................................. 49
Engineering Division ............................................................................. 50
Burrtec Waste Generation Report ........................................................ 55
Missed Pick-Up Report ......................................................................... 55
Public Works Administration ................................................................. 56
CIP Project Contracts ........................................................................... 57
Sheriff’s Contract ............................................................................................ 58
Law Enforcement Services ................................................................... 59
San Bernardino County Fire ........................................................................... 61
Emergency Management Services ...................................................... 62
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CITY MANAGER
Organization Chart
City Manager
City Clerk Planning & Development Public Works Finance Public Safety
Agenda Processing Land Use Planning Engineering Accounting Fire District
Elections Planning Commission NPDES Budgeting & Purchasing Law Enforcement
Records Management Building & Safety Storm Drain Maintenance Payroll
FPPC Filings Code Enforcement
Facilities Maintenance Treasury
Public Records Enforcement Program
Parks Maintenance
Senior Bus Program
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City of Grand Terrace
City Clerk’s Department
City Clerk
•Agenda Processing
•Elections
•Records Management
•FPPC Filings
•Public Records
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DATE: September 1, 2020
TO: G. Harold Duffey, City Manager
City Manager’s Office
FROM: Debra Thomas, City Clerk
City Clerk’s Office
SUBJECT:
AUGUST 2020 CITY CLERK MONTHLY REPORT
This monthly report is presented to the City Manager to keep him informed of the activities and responsibilities within the City Clerk’s Department over the last six (6) months.
The City Clerk’s Office is staffed with one position that includes the City Clerk. The primary responsibilities for this department are Council Support Services, Records Management, Administrative Processing, Board Administration and Election Services. Each of these functions require a collaborative effort between the department staff to ensure that all components within the process are completed from origin to file. As the official records manager for all City
documents it is imperative that this process be accurate to ensure the preservation of the City’s history. AGENDAS/POSTINGS The City Clerk is responsible for preparing agendas and postings for all City Council Regular
and Special Meetings, as well as for the Housing Authority and Successor Agency to the Community Redevelopment Agency. The total number of agendas processed for the month of August 2020 is three (3), spending a total of twenty-four (24) hours preparing the agenda packet producing 583 pages.
AGENDA PROCESSING/POSTING
MONTH Regular Meeting Special Meeting Totals
March 2 0 2
April 2 0 2 May 2 2 4
June 2 0 2
July 2 0 2
August 2 1 3
Total Processed 12 3 15
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RESOLUTIONS & ORDINANCES The City Clerk is responsible for the security of all official City records including Resolutions. Additionally, it is the City Clerk’s responsibility to ensure those Resolutions are executed, certified, and published, when appropriate. It is also the responsibility of the City Clerk to ensure all City Council Ordinances presented to Council have been certified and made available for review by the public. The City Clerk must coordinate with the local adjudicated newspaper to publish Ordinance summaries for its first and second readings. The number of Resolutions processed for the month of August is three (3) and the number of
Ordinances processed for the month of August is zero (0).
RESOLUTIONS AND ORDINANCES PROCESSED
RESOLUTIONS ORDINANCES MONTHLY TOTALS
March 1 0 1
April 6 0 6
May 4 2 6
June 10 0 10
July 5 1 6 August 3 0 3
Total Processed 29 3 32
RECOGNITION ACTIVITY
Its purpose is to recognize individuals, groups, and events of significance to the Grand Terrace
community by the issuance of Certificates, Recognition, Acknowledgment and Commendation
Pins. It is the responsibility of the City Clerk to ensure that all signatures of City Council are
obtained on the document, coordinate attendance at Council meetings for the individual, group or event representative to accept the recognition, as well as prepare Council with all necessary information to present the recognition if presentation will be held at another venue. For the month of August 2020, forty-four (44) Certificates of Recognition and one (1) In Memoriam Adjournment were prepared on behalf of the City Council.
Month Certificate of Acknowledgment w/Pin
Certificate of Recognition w/Pin Commendation w/Pin In Memoriam Adjournments Certificate of Participation Proclamation Total
March 0 24 0 1 0 0 25 April 0 9 0 1 0 2 12
May 0 1 0 0 0 1 2
June 0 1 0 0 0 0 1
July 0 0 0 1 0 0 1
August 0 9 0 1 0 0 10
Total 0 44 0 4 0 3 51
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CONTRACTS AND AGREEMENTS PROCESSED The City Clerk works closely with the City Council and is responsible for processing follow-up documentation. Management of these documents include contracts and agreements and it is the responsibility of the City Clerk to obtain signatures, distribute originals, log, scan, and file. For the month of August 2020, Council approved five (5) agreements.
CONTRACTS & AGREEMENTS PROCESSED
March 2
April 3
May 4 June 2
July 5
August 1
Total 17
RECORDS REQUESTS
The City Clerk’s office received twelve (12) Requests for Copies of Public Records for the
month of August 2020. Fifteen (15) requests were completed within the Government Code
Section 6253(c)’s requirement of ten (10) calendar days. The total number of pages provided in
response to those requests were 194.
RECORDS REQUEST SUMMARY
Month
Requests Received Completed Within 10 Days
Completed with 14-Day Extension
# of Pages Provided
Letter to Requestor – No Records
March 5 5 0 160 1
April 11 11 0 257 5
May 11 11 0 131 5
June 6 6 0 83 1
July 12 7 5 303 5
August 15 15 0 194 0
Total Requests 53 48 5 950 21
Page 5
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CUSTOMER SERVICE – TELEPHONE CALLS The City Clerk is responsible for receiving and responding to inquiries and external customer service requests, communicating, coordinating, and responding to internal department requests, external agency cooperation and legislative bodies. For the month of August 2020, the City Clerk’s office responded to 287 telephone calls from residents, contractors, vendors, consultants, and in-house customer service assistance to City staff.
TELEPHONE CUSTOMER SERVICE
March 411
April 452 May 367
June 308
July 287 August 205
Total Calls 2,030
HISTORICAL & CULTURAL COMMITTEE ACTIVITY The Historical and Cultural Activities Committee preserves the history of Grand Terrace and facilitates cultural activities for the benefit of all citizens in the City. The City Clerk serves as a liaison facilitating communication between the committee and City Manager and City Council, maintains the committee minutes of its proceedings and provides support for the Annual Art Show, Country Fair and City Birthday Party. No activity is reported for the month of July as the Committee has cancelled its 2020 events and meetings due to the COVID-19 pandemic.
Month Committee Meeting
Emails
w/Committee Members & Vendors
Written
Correspondence w/Committee Members
Telephone Calls with Committee Members & Vendors
Art Show/Country Fair & City Birthday Prep & Attendance
Total # of Hours
March 1.0 0 .5 0 0 1.5
April 0 0 0 0 0 0
May 0 0 0 0 0 0
June 0 0 0 0 0 0
July 0 0 0 0 0 0
August 0 0 0 0 0 0
TOTAL #
HOURS 1.0 0 .5 0 0 1.5
Page 6
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COMMITTEES/COMMISSIONS The City Clerk is responsible for maintaining Appointed Committee/Commission Rosters and ensuring that all information is current and up-to-date for each. Listed below are the number of current Appointed City Committees/Commissions, including the number of alternates and vacancies that may exist:
COMMITTEES/COMMISSIONS
# OF
MEMBERS
# OF
ALTERNATES
# OF
VACANCIES
Historical & Cultural Activities Committee 7 0 0
Planning Commission 5 0 0
Parks & Recreation Committee 5 0 0
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City of Grand Terrace
City Manager’s Office
City Manager’s Office
•City Manager’s Office
•Human Resources
•Senior Center
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DATE: September 1, 2020
TO: G. Harold Duffey, City Manager
City Manager’s Office
FROM: Cynthia A. Fortune, Assistant City Manager
SUBJECT: August-2020 Monthly Services Report
This monthly report is presented to the City Manager to keep the City Manager and Policy Makers
informed of the activities within the City Manager’s Office and programs administered by the office to
meet service demands. The tasks and projects identified within the monthly report represent programs
administered by the City Manager’s Office. The projects identified in this report do not represent the City
Manager’s Office’s larger policy and fiscal oversight. Reports on those issues are presented to the Council
in separate and distinct reports. The attached monthly report addresses the City Manager’s Office
administration of the following activities:
Human Resources
Senior Center
Finance (currently ACM is Acting Finance Director)
IT and Communications
OUR MISSION
To preserve and protect our community and its exceptional quality of life through thoughtful planning,
within the constraints of a fiscally responsible government.
OUR VISION
Grand Terrace is an exceptionally safe and well managed City, known for its natural beauty and
recreational opportunities; a vibrant and diverse local economy; a place where residents enjoy an outstanding quality of life that fosters pride and an engaged community, encouraging families to come and remain for generations.
Page 9
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HUMAN RESOURCES
Mission: It is the mission of human resources to support the organization in meeting its mission and goals through
one of its most valuable resources - its PEOPLE.
Values:
Develop An attitude of teamwork and quality in our day-to-day operations and create an atmosphere that fosters camaraderie, fellowships, challenges, and safety.
Increase Participation in City and community activities while seeking knowledge, enthusiasm, and an
improved quality of life for ourselves, co-workers, and the community.
Respect
Team member values that may be different from our own and accept responsibility for promoting ethical and legal conduct in personal and business practices.
Communicate In a candid and fair manner with the diverse workforce from whom our City derives its strength.
CORE SERVICES 1.Hiring the most qualified employees by: pre-planning staffing needs, ensuring an effectiveinternal interview process, conducting thorough reference checks.
2.Properly balancing the needs of the employees and the needs of the organization.3.Ensuring a diverse workforce in a safe and discrimination/harassment free environment by:maintaining compliance with employment laws and government regulations, providingmanagement and employee training, and developing policies and procedures.4.Providing training and development in areas of: effective leadership and career development
of employees, and, employment law and government regulation.5.Retaining our valued employees by: assuring effective leadership qualities in our managers;furnishing technical, interpersonal and career development training and coaching; supplyingrelevant feedback to management; and enhancing two-way communication between employeesand management.
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TABLE 1 Recruitment Activity
Description
Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020
Recruitments Initiated 0 1*
Recruitments in Progress 0 1*
Recruitments Pending 0 1**
Applications Processed 0 0
New Hires Processed 0 0
Description
Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021
Recruitments Initiated
Recruitments in Progress
Recruitments Pending Applications Received/Processed
New Hires Processed
Note: *Recruitment for the Senior Accountant position has been initiated.
**Recruitment for the Principal Accountant position will be sent in September.
TABLE 2 Employee Job Performance Activity
Description
Jul- 2020
Aug- 2020
Sept2020
Oct- 2020
Nov- 2020
Dec- 2020
Evaluations Processed 6
Description
Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021
Evaluations Processed
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SENIOR CENTER
Mission:
To provide recreational, educational, and social activities for the seniors in the community and to enrich our seniors lives through friendship, activities, education, and nourishment.
Core Values: Seniors are recognized as a valuable asset.
Seniors have the opportunity to contribute and expand their talents and knowledge. Seniors strengthen our community and benefit personally by their involvement. Seniors have access to a full spectrum of services, including social, emotional, educational, and recreational opportunities appropriate to their unique needs and interests.
Seniors are treated respectfully and with dignity. Senior of all economic circumstances are served.
TABLE 1 - Senior Center Activities
Description Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020
Nutrition Program (# of meals served) 875 640
Arts and Crafts Classes
Bingo
Bridge
Bunco
Coffee with Megan
Exercise Classes
Garden Club Morning Glories (quilting) Movies with Solomon Paint Classes Card Game Night (Wednesday) Zumba
Kings Corner Cribbage Cell Phone Class Loteria
SPECIAL EVENTS
Monthly Birthday Celebration
Entertainment (2nd Fri. each mo.)
Volunteer Meeting Hydration Station Bus Pass Distribution
4th of July Party / Sept Pizza Party / Health Screening Christmas / Holiday Celebration Monthly Summary Attendance (Accounts for a senior participating in any activity/program. One
senior may have participated in 2 or more programs, not including meals.)
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Description
*Jan
-2021 *Feb2021
**Mar-2021 Apr- 2021 May- 2021 Jun- 2021
Nutrition Program (# of meals
served)
Arts and Crafts Classes
Bingo
Bridge
Bunco
Coffee with Shari
Exercise Classes
Garden Club Morning Glories (quilting) Movies with Solomon Paint Classes Card Game Night (Wednesday) Zumba Kings Corner
Cribbage Cell Phone Class Loteria
SPECIAL EVENTS
Monthly Birthday Celebration
Entertainment (2nd Fri. each mo.)
Volunteer Meeting Hydration Station Bus Pass Distribution 4th of July Party / Sept Pizza Party
Health Screening
Monthly Summary Attendance (Accounts for a senior participating in any activity/program. One
senior may have participated in 2 or more programs, not including meals.)
** - Due to COVID-19, the Senior Center will only be providing limited meals.
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300
400
500
600
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800
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July August September October November December
875
640
0 0 0 000000 0
Senior Center (2020-21)
July-2020 -December-2020
# of Meals Served Activity Attendance
0
100
200
300
400
500
600
700
800
900
January February March April May June
0 0 0 0 0 000000 0
Senior Center (2020-21)
January-2020 -June-2020**
# of Meals Served Activity Attendance
** - Due to COVID-19, the Senior Center will only be providing limited meals.
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TABLE 2 Senior Center Blue Mountain Silver Liner
# of Passengers
Description
Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020
Within City Limits (Senior Center, Stater Brothers, Library)
135 104
Outside City Limits (Walmart, 99cent store, Ross) 0 0
Special Events/Trips 0 0
Description
Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021
Within City Limits (Senior Center, Stater Brothers, Library)
Outside City Limits (Walmart, 99cent store, Ross)
Special Events/Trips
TABLE 3 # of Rides
Description
Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020
Within City Limits (Senior Center, Stater Brothers, Library)
270 208
Outside City Limits (Walmart, 99cent store, Ross) 0 0
Special Events/Trips 0 0
Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021
Within City Limits (Senior Center, Stater Brothers, Library)
Outside City Limits (Walmart, 99cent store, Ross)
Special Events/Trips
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0
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150
200
250
300
July August September October November December
135
104
0 0 0 0
270
208
0 0 0 0
Senior Transportation
July-2020 -December-2020
# of Passengers # of Rides
0
50
100
150
200
250
300
July August September October November December
0 0 0 0 0 000000 0
Senior Transportation
January-2020 -June -2020
# of Passengers # of Rides
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Oc-17 7%5%
FINANCE
Mission:
To efficiently and effectively manage the City’s finances, preserve its assets by conforming to the highest ethical standards, implement sound internal controls, and provide meaningful, timely, and accurate financial reporting.
Values: Transparency (Accessibility of Information):
The Finance Department will ensure openness, clarity and comprehensibility when providing reliable, relevant, and timely financial information to the public.
Integrity (Reliability on Information Provided): The Finance Department commits adherence to the highest ethical standards. The financial services provided will be honest, fair, and unbiased.
Quality (Commitment to Excellence): The Finance Department will deliver financial services expeditiously and provide valuable
support services to other departments and the community. Teamwork (Mutual Respect and Cooperation):
The Finance Department will work together collaboratively with others, recognize the role and contribution each person makes, and provide assistance as necessary to achieve the City’s 2030
Mission, Vision and Goals.
CORE SERVICES The Finance Department has 4 core services: Accounting, Purchasing, Revenue Management and Treasury. The Finance Department works in partnership with other departments to effectively develop,
manage and safeguard the City’s fiscal resources to enable and enhance the delivery of City services and projects. 1. Disbursements – to facilitate timely and accurate payments of the City’s financial obligations which includes vendor payments, employee and resident reimbursements, and payroll. 2. Financial Reporting – to provide accurate and meaningful reporting on the City’s financial condition through the City’s monthly and annual financial reports. 3. Purchasing – to authorize the purchase of quality products in a cost-effective manner.
4. Revenue and Treasury Management – to bill and collect revenue while providing cost- effective financing, investments, and cash collection of the City’s resources to enhance the City’s financial condition.
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TABLE 1 Financial Activity
Description
Jul- 2020
Aug- 2020
Sept- 2020
Oct- 2020
Nov- 2020
Dec- 2020
Invoices Processed 165 68
Checks Issued 76 74
Purchase Orders Established 18 16
Revenue Receipts Recorded 18 25
Description
Jan- 2021
Feb- 2021
Mar- 2021
Apr- 2021
May- 2021
Jun- 2021
Invoices Processed
Checks Issued
Purchase Orders Established
Revenue Receipts Recorded
76
18 18
68
74
16
25
0 0 0 0000 0000 0000 0
0
20
40
60
80
100
120
140
160
Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded
Financial Activity
Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20
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FINANCIAL REPORTS SUBMITTED TO CITY COUNCIL:
Monthly:
1. Check Register; and 2. General Fund Monthly Financial Report (revenues less expenditures). Quarterly: 1. Business License Report; and
2. Treasurer’s Report (current cash flow and fund balance); and
3. 1st Quarter, Mid-Year and Year-end Financial Reports (General Fund). Annual: Audited Annual Financial Reports for the following: 1. City – all Funds; 2. Measure I – Fund 20; 3. Air Quality Management District (AQMD) – Fund 15; and 4. Housing Authority- Fund 52.
0 0 0 0000 0000 0000 0000 0000 0
0
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0.5
0.6
0.7
0.8
0.9
1
Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded
Financial Activity
Jan-20 Feb-19 Mar-21 Apr-21 May-21 Jun-21
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COMMUNICATIONS
Mission:
To develop, implement and provide comprehensive internal and external communications for the City and its community.
Core Services:
Plan, organize and disseminate timely and accurate information and promote awareness of
City operations, services, programs, projects, events, and issues to the community.
Promote and provide positive and proactive media relations for the City. Disseminate news
materials in a timely manner.
Initiate and write press releases, public service announcements, articles, and websites for
media distribution.
Maintain and improve the City’s website for distributing mass media information under
various situations.
Channel 3: Jul Aug Sep Oct Nov Dec
City Council Meeting Replays 62 62
Activities/Items Added to Slideshow 0 0 Channel 3: Jan Feb Mar Apr May Jun
City Council Meeting Replays
Activities/Items Added to Slideshow
Eblast Jul Aug Sep Oct Nov Dec
Number of E-newsletters Distributed 1 1
Number of Subscribers 811 819
Change in Subscribers 9 8
Number of E-newsletters Opened* No Data No Data No Data No Data No Data No Data
Eblast Jan Feb Mar Apr May Jun
Number of E-newsletters Distributed
Number of Subscribers
Change in Subscribers
Number of E-newsletters Opened* No Data No Data No Data No Data No Data No Data * New e-newsletter management system does not currently track emails opened.
2020-2021 City Communications Data:
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Facebook Jul Aug Sep Oct Nov Dec
Posts 19 8
Total Reach* 22,753 11,924
Total Engagement** 5,341 2,371
Page Followers 2,400 2,411
New Page Followers 18 11
Facebook Jan Feb Mar Apr May Jun
Posts
Total Reach
Total Engagement
Page Followers
New Page Followers
* Reach refers to the number of unique people to have seen a post's content.
** Engagement refers to interactions with a post, such as post clicks, Likes, Comments or Shares.
5 Most Popular City Facebook Pages (By % of population) – San Bernardino County % of Pop.
1) Twentynine Palms 27.46%
2) Apple Valley 23.96%
3) Yucca Valley 22.15%
4) Grand Terrace 19.15%
5) Hesperia 16.17%
2,038 2,080 2,127 2,136 2,144 2,180 2,207 2,276 2,298
2,382 2,400 2,411
1,500
1,750
2,000
2,250
2,500
FACEBOOK PAGE FOLLOWERS
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Twitter Jul Aug Sep Oct Nov Dec
Tweets 0 0
Impressions 1,519 1,035
Followers 322 329
New Followers -2 7
Twitter Jan Feb Mar Apr May Jun
Tweets
Impressions
Followers New Followers
YouTube Jul Aug Sep Oct Nov Dec
Video Uploads 2 3
Video Views 202 137
Subscribers 167 167
Change in Subscribers 3 0
YouTube Jan Feb Mar Apr May Jun
Video Uploads
Video Views
Subscribers
Change in Subscribers
*** Impressions refers to the number of times a tweet has been seen.
279 285 289 291 291 295
307 309 310
324 322 329
225
250
275
300
325
350
TWITTER PAGE FOLLOWERS
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City News Jul Aug Sep Oct Nov Dec
Featured (Front Page Article and Image) 0 0
Articles 3 0
1/2-Page Ad 1 0
1/4-Page Ad 2 1
City News Jan Feb Mar Apr May Jun
Featured (Front Page Article and Image)
Articles
1/2-Page Ad
1/4-Page Ad
AM 1640 Jul Aug Sep Oct Nov Dec
Advertisement of City Events 0 0
AM 1640 Jan Feb Mar Apr May Jun
Advertisement of City Events
Burrtec Newsletter Jul Aug Sep Oct Nov Dec
Bi-Monthly Newsletter 1 0
Burrtec Newsletter Jan Feb Mar Apr May Jun
Bi-Monthly Newsletter
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City of Grand Terrace
Planning and Development Services Department
Planning & Development
•Land Use Planning
•Planning Commission
•Building & Safety
•Code Enforcement
•Enforcement Program
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DATE: September 15, 2020
TO: G. Harold Duffey, City Manager
City Manager’s Office
FROM: Planning and Development Services Department
SUBJECT: AUGUST 2020 PLANNING AND DEVELOPMENT SERVICES MONTHLY
REPORT
This monthly report is presented to the City Manager to keep him informed of the activities within the Planning and Development Services Department, comprised of Planning, Building and Safety, Code Enforcement, Animal Control, and Public Works. OUR MISSION
To preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of a fiscally responsible government. OUR VISION
Grand Terrace is an exceptionally safe and well managed City, known for its natural beauty and recreational opportunities; a vibrant and diverse local economy; a place where residents enjoy an outstanding quality of life that fosters pride and an engaged community, encouraging families to
come and remain for generations.
PLANNING DIVISION
Planning and Building and Safety Core Services ➢ Permit New Businesses ➢ Permit Alterations to Existing Uses ➢ Zoning Code & General Plan Administration ➢ RDA Dissolution ➢ Planning Commission ➢ Building Permit Issuance ➢ Building Plans Review & Inspections The Planning Division is budgeted for one full time Director and one full time Assistant
Planner. Both positions are filled and together constitute a minimum of 320 monthly
service hours.
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Activity Summary for Planning Planning Counter Requests for Information: 54
Planning Phone Calls Received: 95
Planning E-mails Received/Answered:699
COVID-19 Related E-mails Received: 136
Application Summary The Planning Division received 15 new applications in August and carried over 11 from
the previous month. Action was taken on 10 of them. Minor applications such as a new
business, patio cover, or small room additions are handled as a Land Use application and
typically processed within 2-3 days. Larger additions over 500 square feet or second
dwelling units are handled administratively by staff with noticing, and those projects that
are either new development or exceed the Director’s administrative authority are handled as Major Permits and are reviewed by the Planning Commission. Home occupation permits are for home based business, such as consulting, housekeeping, and small craft
businesses.
Application Summary for August 2020
Applications Number Received Carried Over Completed Under Review
Major 1 8 0 9
Administrative 2 2 2 2
Land Use 11 1 7 5
Home Occupation 0 0 0 0
Sign 1 0 1 0
Special Event 0 0 0 0
DAB 0 0 0 0
Total 15 11 10 16
Applications Received, Approved and/or Under Review
0 2 4 6 8 10 12
Major
Administrative
Land Use
Home Occupation
Sign
Special Event
DAB
Applications Received and Carried
Over in August 2020
Under Review Completed Carried Over Received
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Fiscal year 200-2021 to date the Planning Division has received 26 applications for review, 16 applications remained under review. A comprehensive list of the applications and their status is at the end of the Planning Division’s report.
A Land Use application for two new businesses were received in August, “All State
Insurance” (Insurance Services) and “Bella Tresse Salon” (Hair Salon).
Overall Land Use applications are the most predominant application that the Planning
Division processes. Eleven Land Use applications were received in August.
Projects in Plan Check or Under Construction
0 5 10 15 20 25
Major
Administrative
Land Use
Home Occupation
Signs
Special Event
DAB
Zoning Verification
Applications Received Fiscal Year to Date
July August September October November December
January February March April May June
2
1
2
33
Land Use Applications
Wall/Fence
Shed
Patio Covers/Sunroom
Pools
New business
Minor Improvements
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Projects in Plan Check or Under Construction
Date Submitted Case No. Applicant Description Location Status
3/29/2019 SA 19-04
E 19-03
Leonardo and
Anel Aguayo
Single Family
Residence
0275-083-09 Under
Construction
10/23/2018 SA 18-10 V 18-02 E 18-10
Crestwood Communities 17 Detached Single-Family Residences Pico Street and Kingfisher Under Construction
4/14/2016 SA 16-01 V 16-01 TTM 16-01
E 16-05
Aegis Builders, Darryl Moore Planned Residential Development – 17 Lots and 17 to-Story
Housing Units
22404 Van Burren Under Construction
5/11/2018 ASA 18-06
E 18-06
Tim Boyes Two lots Grading
Plans
0276-431-21,
22
Third Grading
Plan Review 8/8/2018
8/19/2019 SA 19-08 V 19-01 Troy Rogers Taco Bell 22172 Barton Road Approved by the PC on 12/12/2019 Precise Grading
1st Plan Check 2/27/2020
Landscaping 1st Plan Check 3/11/2020 Architectural
Plans 1st Plan Check 4/7/2020 11/15/2020 SA 18-04 E 17-09 Todd Kesseler Single Family Residence 23400 Westwood Street
Under Construction
Development Advisory Board (DAB)
The Development Advisory Board is made up of the Planning and Development Services
Director, Public Works Director, Consultant Building Official, Fire Marshal’s Office, the
RHWCO Superintendent, and Colton Wastewater. The DAB meets to review conceptual plans for various projects and new development applications, and is conducted free of charge. No DAB meetings took place during the month of August.
Planning Commission
The Planning Commission reviews new construction, subdivisions, variances and conditional use permits. They also make recommendations on zone changes, zoning code amendments, and general plan changes.
One Planning Commission meeting was held in the month of August and the following
actions occurred:
On August 20, 2020
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• The project schedule for the General Plan update was presented to the Planning
Commission with the recommendation to receive and file. Conforming Uses and Buildings Grants
The City was awarded funding for its Blue Mountain Trailhead and Trail application and
continues to implement the grant.
Staff was informed that through the efforts of Assembly Member Reyes, the City is the recipients of a $1.2 Million Dollar Specified Grant for the acquisition and development of the Blue Mountain Trail and Trailhead. This grant is funded through the State Budget and
is non-competitive. Staff met with State representatives on August 15, 2019.
Grant Status Grant Amount
Blue Mountain Trailhead and Trail Grant Submitted on October 1, 2017. Site visit completed in November
2017. Awarded. Community workshop held on 4/11/2019.
$212,500 (Estimated Project cost
$520,000)
Specified Grant - Blue Mountain Trailhead and Trail Grant Non Competitive. Staff met with State Representatives and on August
15, 2019 and March 18, 2020
$1.2 Million
Housing Successor Agency The Housing Successor Agency has a current balance of approximately $225,000.00.
Each year $50,000 is received from the Successor Agency.
On June 15, 2018, title transferred to Aegis Builders, Inc. on the Canal property. Buyer
has 18 months to commence construction, and a development application is being
processed. The Housing Successor Agency holds the following interests:
Property Description
22293 Barton Road Vacant 1.42-acre commercial property.
22317 Barton Road Vacant 1.43-acre commercial property.
11695 Canal Street Vacant 0.80-acre property, designated R3-20. Sold on 6/15/2018 to Aegis Builders, Inc. Buyer has 18 months to commence construction or Agency may repurchase property.
12569 Michigan Street Project completed. The Housing Successor Agency holds
covenants on the property for two low income residents.
Community Emergency Response Team
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Due to COVID-19 social distancing restrictions, the regular CERT volunteer meeting scheduled for August 4, 2020, was cancelled.
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Attachment to Planning Division’s Report
Applications Received, Approved and/or Under Review
Major Applications - Site and Architectural Review
Date Submitted Case No. Applicant Description Location Status
8/12/2020 GPA 20-02 SPA 20-02
SA 20-03 CUP 20-01 E 2-03
Greens INV 15 LLC 22317, 22273, 22293 Barton Road Multi Family, Hotel,
Restaurant Retail
DAB scheduled for 9/15/2020 In
Review
3/16/2020 GPA 20-01 ZCA 20-01 Darryl Moore Change of Zoning from R1-7.2 to R2 12266 Michigan Street
Incomplete on 4/17/2020
3/16/2020 SA 20-02
TTM 20-01 SP 20-01 E 20-02
Darryl Moore 22 single Homes
and TTM
122667
Michigan Street
Incomplete on
4/17/2020 Staff continues to work with
Applicant on Project.
5/31/2019 SA 19-05
CUP 19-04 E 19-06 ZC 19-01
MD 19-01
Edwin
Renewable Fuels
Plastic Recycling
and office/educational uses
21801 Barton
Road
Deemed
Incomplete on 6/26/2019. Resubmitted
Plans received on 6/2/2020 were distributed
for review
Staff continues to work with Applicant on
Project.
10/2/2018 SA 18-09 TTM 18-02
V 18-01 E 18-08
Aegis Builders, Inc 12 Townhomes 11695 Canal Street Deemed Incomplete on
10/31/2018 & 3/26/2019 New concept
drawings reviewed, Incomplete on
7/23/2020
3/27/2018 SA 18-04 E 17-10 Lewis Development Residential Project (707 Homes) 1167-151-22, 68, 71, 73,
74, 75
Incomplete on 3/27/2018
Major Applications – Specific Plan
Date Submitted Case No. Applicant Description Location Status
12/8/2017 SP 17-01 E 17-10 Lewis Development Specific Plan East side of the 215 Fwy. Revised draft March 2018.
EIR work being performed
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Major Applications – Conditional Use Permit
Date Submitted Case No. Applicant Description Location Status
1/2/2019 CUP 19-01
SA 19-03 E 19-05
GrandT-1 Inc. Industrial Semi-
Trailer Storage Facility
APN: 0275-
191-06, 30
The PC appeal
was approved by the City Council on 8/25/020
9/17/2017 CUP 17-08 E 17-07 National Logistics Team
Recycling Pallets 21496 Main Street Incomplete on 10/18/2017 & 2/27/2018. Initial
Study being prepared
Administrative Applications
Date
Submitted
Case No. Applicant Description Location Status
8/4/2020 ZV 20-02 Zoning Info Zoning Verification 11750 Mt. Vernon Completed
8/4/20020 ZV 20-01 GRS Group Zoning Verification 11750 Mt. Vernon Completed
11/7/2019 ASA 19-11
E 19-12
Paul Bustos Parking Lot
Addition
22038 Van
Buren
Deemed
Incomplete on 12/18/2019 10/28/2019 LL 19-01 Boyes and Sons Lot Line Adjustment 23173 Vista Grande Way Deemed Incomplete on 1/14/2020
Land Use Review
Date Submitted Case No. Applicant Description Location Status
8/31/2020 LU 20-59 Ricky Komorida Temp Outdoor Dining (COVID) 22413 Barton Road Approved
8/31/2020 LU 20-58 Diana Fonseca Block Wall 22601 Raven Way In Review
8/27/2020 LU 20-57 Gregory
Pettegrew
Temp POD 22589 Minona
Drive
Approved
8/26/2020 LU 20-56 Janet Howard Hair Salon 22597 Barton Road Approved
8/26/2020 LU 20-55 Dale Clark Wood Side Fence 22252 McClarren Approved
8/26/2020 LU 20-54 Ilyas Vaid Shed 22386 De Soto
Street
In Review
8/25/2020 LU 20-53 Anita Jacob All State Insurance 12139 Mt. Vernon Ave In Review
8/24/2020 LU 20-52 High Noon Entertainment Filming Permit 22587 De Soto Street Approved
8/20/2020 LU 20-51 Alton Green Retaining Wall 22081 De Berry
Street
In Review
8/14/2020 LU 20-50 Raul Robles Patio 12264 Reed Avenue Approved
8/10/2020 LU 20-49 Herlinda Huerta Two Patio
Structures
12242 Reed
Avenue
Approved
4/15/2019 LU 19-31 Ricky Komorida Café Lounge 22417 Barton
Road
Resubmittal
received on
6/23/2020
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Second Incompleteness letter prepared
on 8/17/2020
Sign Application
Date Submitted Case No. Applicant Description Location Status
8/28/2020 TEMP
SGN 20-11
Paul Tran
Group
Real Estate Laguna Niguel Approved
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BUILDING AND SAFETY DIVISION
Building and Safety and Planning Core Services ➢ Permit New Businesses ➢ Permit Alterations to Existing Uses ➢ Zoning Code & General Plan Administration ➢ RDA Dissolution ➢ Planning Commission ➢ Building Permit Issuance ➢ Building Plans Review & Inspections
The Building and Safety Division is budgeted for one full time Permit Technician and one
full time Building Official. The Building Official position is currently being filled through a
contract with Interwest Consulting Group. These two positions constitute up to 240
monthly service hours. Additionally, the Department budgets for plan checking and inspection services. Inspection services are conducted daily. The cost of these services is offset through the
collection of fees and deposits.
Activity Summary for Building and Safety
Building Permit Activity includes 33 permits issued in August. Year to date a total of 77 permits have been issued with a total revenue of $27,927.55. In addition, a total number of 56 customers were assisted at the Building & Safety counter for the month of August.
Monthly Revenue Year to Date Revenue $10,223.47 $27,927.55 Permits Issued
Permit Activity -August 2020
Applications recv'd (35)Permits issued (33)
Permits final (33)Business Occupancies (3)
Expired Permits (4)
Permit Activity -Year to Date
Applications recv'd (80)Permits issued (77)
Permits final (65)Business Occupancies (4)
Expired Permits (5)
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Permits issued in August include, HVAC replacements, room addition, block walls, re-
roofs, PV solar, patio covers, and a tenant improvement permit.
Permits consisted of both residential and commercial permits including demolition of an existing building for construction of a new 2,080 square foot Taco Bell restaurant.
* Residential Alteration / Repair consists of: Remodels, Room Additions, Stucco / Siding Work, Interior Demolition / Construction of Walls, Windows, Garage Doors.
Residential Permits Issued-August 2020
(N) SFR (0)Block Wall (1)Reroofs (10)
Water Heater / Plumbing (2)HVAC Mechanical (2)Solar (4)
Panel Upgrades / Electrical (4)Patio Covers (1)Res. Alteration / Addition (6)
Demolition (0)
Commercial Permits Issued -August 2020
Demolition (1)Grading (1)Electrical (1)
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* Residential Alteration / Repair consists of: Remodels, Room Additions, Stucco / Siding Work, Interior Demolition / Construction of Walls, Windows, Garage Doors.
Inspections
Residential Permits Issued-Year to Date FY 2020-2021
SFR New (1)Block Walls / Retaining Walls (4)Reroofs (27)
Water Heater / Plumbing (5)HVAC Mechanical (10)Solar (8)
Panel Upgrades / Electrical (6)Patio Covers (2)Residential Alteration / Repair (10)
Pools/Spa (0)Grading (0)
Commercial Permits Issued -Year to Date FY 2020-21
Commercial Tenant Improvement (0)
Signs (0)
Electrical (2)
Demolition (1)
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A total of 61 inspections were conducted in August, with 34 of them being final
inspections.
Major Projects Under Construction
Major projects under construction include demolition of an existing building for a proposed new 2,080 square foot Taco Bell restaurant located at 22172 Barton Rd. Other ongoing projects also include construction of new single-family residences on
12040 La Cadena Dr. and 23400 Westwood St.
Project Description/Location Status
Tim Boyes, Vista Grande Way
Parcel Map 16945 – Street Improvement Project & Rough Grading (Vista Grande Way) Grading pre-construction meeting held in June 2019.
Anel Aguayo – 12040 La Cadena Dr.
12040 La Cadena Dr. – Precise grading for new single-family residence Sheath/Shear inspection complete
Frank Randall 23400 Westwood St.
23400 Westwood St. – Precise grading & new single-family residence Under Construction
CM Corp 22172 Barton Rd.
22172 Barton Rd. – Precise grading and street improvements for new 2,080 sq. ft. Taco Bell Under Construction
Plan Checking Activity
0
20
40
60
80
100
120
140
BUILDING ELECTRICAL MECHANICAL PLUMBING DEMOLITION TOTAL
NUMBER OF INSPECTIONS CONDUCTED
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
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For August 2020, a total number of nine plans were submitted for review and re-submittal. Plans submitted include demolition of an existing building, PV solar, residential remodel,
and patio covers.
Project Description/Location Status
Tim Boyes, Vista Grande Way
Parcel Map 16945 – Precise grading for (1) lot / (N) SFR In Plan Check – (N) SFR and precise grading plans issued corrections Richardson’s RV – 12438 Michigan St
12438 Michigan St. – Precise grading for RV parking lot In Plan Check – Precise grading plans issued corrections
Jonathon Weber – 22172 Barton Rd.
22172 Barton Rd. – Grading & Plans for (N) 2,195 sq. ft. Taco Bell restaurant In Plan Check – Provided 2nd set of corrections to applicant
Paul Tickner – 22633 Palm Ave.
22633 Palm Ave. – Interior remodel of commercial kitchen for Azure Hills Church In Plan Check – Provided 1st set of corrections to applicant
Komos Café – 22417 Barton Rd.
22417 Barton Rd. – Tenant Improvement for Komos Café In Plan Check – Provided 1st set of corrections to applicant
Public Works Encroachment Permits
Seven Public Works/Encroachment Permit applications were taken in for the month of
August. Fourteen permits were issued for the month, which includes applications that were received in the previous month.
0
5
10
15
20
25
SoCal Gas Edison Optimum AT&T Other Total
Encroachment Permits Issued
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
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ANIMAL CONTROL AND CODE ENFORCEMENT DIVISION
Core Services
➢ Zoning & Municipal Code Enforcement
➢ Animal Control Services
➢ Street Sweeping Traffic Enforcement
The Division is budgeted for one full time Officer, a 20-hour Specialist, and a full-
time Office Specialist. On-call coverage is provided to handle after hour emergency
animal control calls.
The City is divided into seven zones, including commercial centers, and the zones are
inspected on a continual rotating basis over a two-week period. A set route is driven each
day in addition to the zones. The route includes Mount Vernon Avenue, Main Street,
Michigan Street, Barton Road, Preston Street, Palm Avenue, Observation Drive, and Van
Buren Street.
Activity Summary for Code Enforcement
Code Enforcement had 67 cases carried over from the previous month, 70 new cases opened, and 66 cases were closed. The Division closed out August with 71 open cases. The chart below demonstrates a breakdown of Code cases by detailing how many cases
were carried over from the previous month, opened, closed, and still being addressed.
The following table shows the number of inspections conducted, the number of citations,
45
67
52
70
33
66
67
71
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2020/2021 CODE CASES
Number of Cases Carried Over Number of Cases Opened
Number of Cases Closed Number of Cases In Process
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and corrective notices issued.
Column1 Jul Aug Sep
Inspections Conducted 85 118
Notice of Corrections
Issued 41 67
Notice of Violations
Issued 24 20
Citations Issued 7 10 *The number of corrections issued does not include vehicle related complaints, illegal dumping referred to
Burrtec, or homelessness on public property referred Sheriff’s Department.
Weekend Code Enforcement Activities
The Weekend Animal Control/Code Enforcement Specialist patrols the weekends and conducts zone inspections and scheduled re-inspections. Weekend code enforcement
also handles code violations such as unpermitted yard sales, open house signs, and parking violations. The table below demonstrates weekend code enforcement activities by type for this fiscal year.
Parking Citations:
In August, 236 vehicle related citations were issued; 204 of the citations issued were related to street sweeping enforcement. Street Sweeping in residential areas occurs on the first, second, and third Thursdays of each month.
As of June 4th, Code Enforcement has resumed issuing street sweeping citations for
vehicles parked on the street during street sweeping hours which was discontinued due to COVID-19.
3 31 0
10
66 5
21
26
11
17
JULY AUG SEP
Weekend Code Enforcement
Graffiti Unpermitted Yard sale signs Open house and other signs
Illegal Dumping Follow-up inspections Parking violations
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Other parking citations include expired registration, parking on unpaved surfaces, and commercial vehicles in residential areas. Parking citations are issued by Code
Enforcement Staff, as well as Sheriff Deputies.
Graffiti/Vandalism/Illegal Dumping
There was 5 cases of illegal dumping and 3 cases of graffiti reported in August. All cases have been resolved.
Non-Owner Occupied/Rental Property Program
There are approximately 381 properties in the Program, consisting of both single-family
units and multiple family units (i.e. apartments, duplexes, and triplexes). Eighty-one
216 204
0
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Street Sweeping Citations
Jul Aug Sep
Parking Facing Wrong Direction 8 5
Vehicles Blocking Sidewalk/Driveway 14 12
Other Parking Violations 8 6
Expired Registration/Missing plates or
tabs 21 3
Commercial Vehicle Violations 3 0
Recreational Vehicle Violations 8 1
Vehicles on Unpaved Surface 2 0
72 Hour Parking Warning/Cite 15 5
0
10
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70
80
90
Other Parking Citations 2019/2020
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properties are enrolled in the Good Landlord/Tenant Program signifying they have kept well-maintained properties and have passed inspections for three consecutive years.
Property owners in the Good Landlord Program also receive reduced inspection fees
and windshield inspections. In August, Code Enforcement issued an Application for Non-Owner Occupied/Rental Inspection to current rental property owners to add additional rental properties, renew
information, or if qualified, opt out of the program. Owners may currently opt out of the
program if their entire home is owner/family occupied, if they no longer own the property, or if the property is a condominium in which ownership consists of the interior only. In November, Code Enforcement will issue annual Non-owner Occupied/Rental renewal
notices for all properties enrolled in our program and renewal fees are due January 1st.
Civic Live
There were 14 complaints received via Civic Live in June 2020 generally pertaining
to animal related, property maintenance, and vehicle issues. 9 cases have been
resolved, 1 case was referred to our arborist, and 4 cases are still being worked by Code Enforcement.
Animal Control Services
With the implementation of Animal Control Services, the City has instituted the practice of first making every effort to return stray dogs to its owner, by checking it for tags or microchip. If the owner cannot be identified, the City will place a photograph of the
impounded animal on the City’s Facebook page so that owners can reclaim their pet.
Animal Control is also working to identify animals via Facebook who have been sent to the animal shelter and have since been returned to their owner so their status can be updated for the public. If the dog is unlicensed the owner will be given a citation, but the fine is dismissed if the dog is licensed within 7 days.
The County of Riverside is a month behind on their stats.
Animal Control Sheltering Services Jul Aug Sep
Animal Intakes
Strays 2
Stray Dead 3
Owner Surrender 2
Other 3
Total 10
Animal Disposition
Adopted 2
Returned to Owner 0
Euthanized 0
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Total 2
The following stats are from Grand Terrace Animal Control.
Dog Licensing Revenue
Jul Aug Sep Oct Nov Dec Over the Counter Dog License Revenue $ 503.00 $ 581.00
0
2
4
6
8
10
12
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JUL AUG SEP
1 12 11 10 1
3 2
14
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0 12
10
Animal Control Investigations
Barking Complaints Unlicensed Dogs
Loose Dogs Loose Dogs Returned to Owner
Animal Welfare Check Dead Animals
Bites Other (unfounded, wildlife, etc.)
$503.00
$581.00
$460.00
$480.00
$500.00
$520.00
$540.00
$560.00
$580.00
$600.00
Jul Aug Sep
2020-2021 Dog License Revenue
(Over the Counter)
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Jul Aug Sep Oct Nov Dec
Online Dog License Revenue $ 253.00 $ 223.00 $ - $ - $ -
Jul Aug Sep Oct Nov Dec
Combined Dog License Revenue $ 756.00 $ 804.00 $ - $ - $ -
$253.00
$223.00
$205.00
$210.00
$215.00
$220.00
$225.00
$230.00
$235.00
$240.00
$245.00
$250.00
$255.00
$260.00
Jul Aug Sep
Dog License Revenue
(Online)
$756.00
$804.00
$730.00
$740.00
$750.00
$760.00
$770.00
$780.00
$790.00
$800.00
$810.00
Jul Aug Sep
Combined Dog License Revenue
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PUBLIC WORKS DIVISION
Work Release Hours
Maintenance was supplemented by 266 work releases hours during the month of August.
August 2020
REQUEST RECEIVED THIS MONTH
REQUEST RESOLVED THIS MONTH REQUEST IN PROCESS
CIVICLIVE WORK ORDERS ONLY 26 35 7 REQUEST ROLLOVER FROM PREVIOUS MONTHS 31
TOTAL WORK ORDERS TO BE COMPLETED 38
August 2020 (26 work orders)
# Status Open Date Resolved Date Type
357374 resolved 08/01/2020 16:05 08/10/2020 Pothole
359021 resolved 08/04/2020 11:14 08/21/2020 Overgrown Grass / Weeds
360557 resolved 08/06/2020 08:01 08/21/2020 Street Light Issue
363969 resolved 08/11/2020 12:19 08/11/2020 Drainage Issues
363976 received 08/11/2020 12:21 -- Pothole
363984 resolved 08/11/2020 12:26 08/13/2020 Drainage Issues
368225 resolved 08/18/2020 08:09 08/18/2020 Tree Issues
368296 resolved 08/18/2020 09:01 08/21/2020 Issue with Park/Facility Equipment
368298 resolved 08/18/2020 09:03 08/21/2020 Illegal Dumping
368575 received 08/18/2020 13:54 -- Pothole
368577 resolved 08/18/2020 14:03 08/25/2020 Tree Issues
370157 resolved 08/20/2020 12:16 09/03/2020 Overgrown Grass / Weeds
370168 resolved 08/20/2020 12:24 08/25/2020 Property Maintenance
370171 resolved 08/20/2020 12:26 09/03/2020 Overgrown Grass / Weeds
370736 resolved 08/21/2020 11:12 08/25/2020 INTERNAL- General Office
370738 resolved 08/21/2020 11:14 09/03/2020 Overgrown Grass / Weeds
371512 received 08/23/2020 16:48 -- Pothole
371859 resolved 08/24/2020 08:26 09/03/2020 Overgrown Grass / Weeds
372615 resolved 08/25/2020 06:35 09/03/2020 Issue with Park/Facility Equipment
CICIVIC LIVE MONTHLY STATS
CITY OF GRAND TERRACE
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373751 received 08/26/2020 09:58 -- Drainage Issues
373754 resolved 08/26/2020 10:00 09/01/2020 Illegal Dumping
373756 resolved 08/26/2020 10:02 08/31/2020 Issue with Park/Facility Equipment
373758 resolved 08/26/2020 10:04 09/02/2020 Issue with Park/Facility Equipment
375412 received 08/28/2020 16:59 -- Pothole
376099 resolved 08/30/2020 18:27 09/01/2020 Illegal Dumping
376683 resolved 08/31/2020 11:28 09/02/2020 Issue with Park/Facility Equipment
Potholes
The table below shows the potholes reported via Civic Live for the current calendar year.
It takes on average 9.37 days to have a pothole repaired. Factors that contribute to delays
are staffing issues, size of potholes, and readily available supplies dependent on the size of the pothole.
No. Location Date Reported Date Repaired # Days Reported By
226532
Michigan St south of
Deberry 1/2/2020 1/9/2020 7 Alan
226664
Pico between Michigan/Mt
Vernon 1/3/2020 1/21/2020 18 Civic Live
229338
Michigan, De Berry, Mt
Vernon 1/8/2020 1/9/2020 1 Civic Live
233311 12344 Whistler 1/16/2020 1/21/2020 5 Civic Live
233401 Barton Rd near dental clinic 1/16/2020 1/21/2020 5 Civic Live
236607
Barton Rd in front of Bank
of America 1/16/2020 1/21/2020 5 Civic Live
Drainage
Issues
12%
Internal Issue with
Park/Facility
Equipment
0%
Illegal
Dumping
12%Internal Event Set-
up/BreakDowns
0%
INTERNAL-General
Office
4%
Sidewalk
Issues
0%
Issue with
Park/Facility
Equipment
19%
Overgrown Grass /
Weeds
19%
Pothole
19%
Tree Issues
8%
Street Sign Issues
4%
Property
Maintenance
4%
Internal Street
Signs Issues
0%
Other
0%
Graffiti
0%
Water Leak Issue
0%
AUGUST 2020
CIVIC LIVE WORK ORDERS
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239008 N Van Buren 1/28/2020 1/28/2020 0 Civic Live
239327
La Cadena/Litton #1land
s/b 1/29/2020 1/30/2020 1 Civic Live
240840
Mt Vernon south of Van
Buren 1/31/2020 2/3/2020 3 Civic Live
244003 21971 De Berry 2/6/2020 2/10/2020 4 Civic Live
248309
Rosedale from Saville to
Palm s/b 2/13/2020 2/14/2020 1 Civic Live
256460 w/b Palm Ave 2/28/2020 3/3/2020 4 Alan
257513
s/b lane of Mt Vernon south
of Barton Rd 3/2/2020 3/3/2020 1 Alan
257546 w/b Westwood Ave 3/2/2020 3/3/2020 1 Civic Live
272187 Garden/Pico St 3/27/2020 3/31/2020 4 Civic Live
274101 Warbler/Thrush near gutter 3/31/2020 4/1/2020 1 Civic Live
287828 22430 Pico 4/27/2020 5/15/2020 18 Civic Live
290576
Palm and Observation
(cross gutter) 5/1/2020 5/20/2020 19 Ruben
290576 N Jensen and Palm 5/1/2020 5/20/2020 19 Ruben
290576
Barton westbound before
Colton city limits 5/1/2020 5/20/2020 19 Ruben
290576
Mt Vernon north of Barton
Rd 5/1/2020 5/20/2020 19 Ruben
297007
SW Corner of Van Buren
and Michigan 5/12/2020 5/15/2020 3 Kristin
297248 22122 Deberry 5/12/2020 5/15/2020 3 Kristin
300994 12043 Mt Vernon 5/19/2020 5/19/2020 0 Alan
290576 Michigan/ Mt Vernon East 5/1/2020 5/20/2020 19 Ruben
290576 Michigan/ Mt Vernon West 5/1/2020 5/20/2020 19 Ruben
290576 La Cadena n/b Palm/Litton 5/1/2020 5/20/2020 19 Ruben
290576 La Cadena s/b Litton/Palm 5/1/2020 5/20/2020 19 Ruben
290576
Michigan/ Pico (cross
gutter) 5/1/2020 5/20/2020 19 Ruben
290576
Barton (before Colton)
Brudge (Tapout building) 5/1/2020 5/20/2020 19 Ruben
309257 22522 Van Buren St 6/1/2020 6/2/2020 1 Alan
314635 11881 Mt Vernon 6/9/2020 7/13/2020 34 Civic Live
316125 22475 Raven Way 6/10/2020 6/16/2020 6 Civic Live
317516 23064 Barton Rd 6/12/2020 6/22/2020 10 Civic Live
317952 22576 Pico 6/13/2020 6/22/2020 9 Civic Live
347210 22322 Van Buren 7/16/2020 7/28/2020 12 Civic Live
348456 22466 Van Buren 7/19/2020 7/28/2020 9 Civic Live
351402
Mt Vernon s/b #1 north of
Van Buren 7/23/2020 7/29/2020 6 Civic Live
352187 Palm Ave past triangle 7/24/2020 7/28/2020 4 Civic Live
357374 12710 Garden 8/1/2020 8/10/2020 9 Civic Live
363976 Litton St 8/11/2020 Ruben
368575 Van Buren/ Mt Vernon 8/18/2020 Ruben
371512 Oriole/ De Berry 8/23/2020 Kristin
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375412 22735 Raven Way 8/28/2020 Civic Live
Park Shelter Reservations and Community Room Reservations Park and Community Room reservations have been affected by COVID-19 and it is open for limited use.
The United States Bureau Census Training was held in the Community Room from 7:00am – 6:00pm July 30 - August 4, 2020.
Park Maintenance
Park Grass mowed Full-service planter maintenance
Gopher service Restroom service (a.m.)
Trash receptacle service
Richard Rollins Park Weekly Once Once Daily M-Fr, S*
Pico Park Weekly Once Once Daily M-Fr, S*
TJ Austin Park Weekly Once --- --- M-Fr, S*
Gwen Karger Park Weekly Once --- --- M-Fr, S*
Fitness Park --- Once (pull weeds) Daily M-Fr, S*
Griffin Park ---
Location Grass mowed Full-service planter maintenance Trash service receptacle
Greenbelt Weekly Once
Canal Strip Weekly ---
Oriole slope --- Once
Orange Grove Parkway --- Once (pull weeds)
Civic Center Weekly Once Daily
Bike Stations Bi-monthly M & Th
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City of Grand Terrace
Public Works Department
Public Works
• Engineering
• Waste Generation Report
• Missed Pick-Up Report
• Public Works Administration
• CIP Contracts
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DATE: October 13, 2020
TO: G. Harold Duffey, City Manager
City Manager’s Office
FROM: Public Works Department
SUBJECT: AUGUST 2020-MONTHLY REPORT –PUBLIC WORKS DEPARTMENT
This monthly report is presented to the City Manager to keep him informed of the activities within the Public Works Maintenance Department. Engineering Division
The Engineering Division is responsible for managing the City’s Capital Improvement Program (CIP). This includes for the administration, planning, programming, design, construction management, and construction of capital projects throughout the City. Grant funding (when available) are sought after to supplement project funding. The following table summarizes the current projects, status and associated funding source(s).
TOTALS: $11,957,000
Project Name Funds Status Fund Source(s)
Barton Bridge Replacement Project $ 3,500,000 Preliminary Design Started, technical studies started Fed, State, City
Commerce Way Extension $ 5,500,000 Completed Final Design of City Section, coordinating with developer on southern portion and grant funding
State, City
CIP Year 3 Street Slurry/Resurfacing combined with Year 4 $1,600,000 Assemble Bid Package, funding from LCC bond sale in July State, City
HSIP Cycle 8, Mt. Vernon Safety Project $350,000 Solar lights on back order, requested remaining grant funds for add’l safety improvements
Federal Grant
HSIP Cycle 9 Guardrail Project $650,000 Prepared Preliminary Engineering Documents and requested proposals, no proposals submitted
Federal Grant
EV Charging Stations $180,000 Easement in process for SCE, equipment, submitted grant paperwork
MSRC, SCIP, AQMD Grants
Grand Terrace, north of Newport Ave. Rehabilitation and Resurfacing $60,000 Joint emergency project with SCE to rehabilitate and resurface street. Project started, expected completion Oct. 13, 2020
City
Preston Signal Modification $117,000 Project completed Final Payment and Notice of Completion Spring Mountain Ranch Fund, DIF and Insurance Settlement
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WORK RELEASE HOURS
Maintenance was supplemented by 147 work releases hours during the month of July.
August 2020
REQUEST RECEIVED
THIS MONTH
REQUEST RESOLVED
THIS MONTH REQUEST IN PROCESS
CIVICLIVE WORK ORDERS ONLY 26 35 7
REQUEST ROLLOVER FROM PREVIOUS
MONTHS 31
TOTAL WORK ORDERS TO BE COMPLETED 38
AUGUST 2020 (26 work orders)
# Status Open Date Resolved Date Type
357374 resolved 08/01/2020 16:05 08/10/2020 Pothole
359021 resolved 08/04/2020 11:14 08/21/2020 Overgrown Grass / Weeds
360557 resolved 08/06/2020 08:01 08/21/2020 Street Light Issue
363969 resolved 08/11/2020 12:19 08/11/2020 Drainage Issues
363976 received 08/11/2020 12:21 -- Pothole
363984 resolved 08/11/2020 12:26 08/13/2020 Drainage Issues
368225 resolved 08/18/2020 08:09 08/18/2020 Tree Issues
368296 resolved 08/18/2020 09:01 08/21/2020 Issue with Park/Facility Equipment
368298 resolved 08/18/2020 09:03 08/21/2020 Illegal Dumping
368575 received 08/18/2020 13:54 -- Pothole
368577 resolved 08/18/2020 14:03 08/25/2020 Tree Issues
370157 resolved 08/20/2020 12:16 09/03/2020 Overgrown Grass / Weeds
370168 resolved 08/20/2020 12:24 08/25/2020 Property Maintenance
370171 resolved 08/20/2020 12:26 09/03/2020 Overgrown Grass / Weeds
370736 resolved 08/21/2020 11:12 08/25/2020 INTERNAL- General Office
370738 resolved 08/21/2020 11:14 09/03/2020 Overgrown Grass / Weeds
371512 received 08/23/2020 16:48 -- Pothole
371859 resolved 08/24/2020 08:26 09/03/2020 Overgrown Grass / Weeds
372615 resolved 08/25/2020 06:35 09/03/2020 Issue with Park/Facility Equipment
373751 received 08/26/2020 09:58 -- Drainage Issues
373754 resolved 08/26/2020 10:00 09/01/2020 Illegal Dumping
CICIVIC LIVE MONTHLY STATS
CITY OF GRAND TERRACE
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373756 resolved 08/26/2020 10:02 08/31/2020 Issue with Park/Facility Equipment
373758 resolved 08/26/2020 10:04 09/02/2020 Issue with Park/Facility Equipment
375412 received 08/28/2020 16:59 -- Pothole
376099 resolved 08/30/2020 18:27 09/01/2020 Illegal Dumping
376683 resolved 08/31/2020 11:28 09/02/2020 Issue with Park/Facility Equipment
Potholes
The table below shows the potholes reported via Civic Live for the current calendar year. It
takes on average 9.37 days to have a pothole repaired. Factors that contribute to delays are
staffing issues, size of potholes, and readily available supplies dependent on the size of the pothole.
No. Location Date Reported Date Repaired # Days Reported By
226532
Michigan St south of
Deberry 1/2/2020 1/9/2020 7 Alan
226664
Pico between
Michigan/Mt Vernon 1/3/2020 1/21/2020 18 Civic Live
229338
Michigan, De Berry, Mt
Vernon 1/8/2020 1/9/2020 1 Civic Live
233311 12344 Whistler 1/16/2020 1/21/2020 5 Civic Live
233401
Barton Rd near dental
clinic 1/16/2020 1/21/2020 5 Civic Live
Drainage
Issues
12%
Internal Issue with
Park/Facility
Equipment
0%
Illegal
Dumping
12%Internal Event Set-
up/BreakDowns
0%
INTERNAL-General
Office
4%
Sidewalk
Issues
0%
Issue with
Park/Facility
Equipment
19%
Overgrown Grass /
Weeds
19%
Pothole
19%
Tree Issues
8%
Street Sign Issues
4%
Property
Maintenance
4%
Internal Street
Signs Issues
0%
Other
0%
Graffiti
0%
Water Leak Issue
0%
JULY 2020
CIVIC LIVE WORK ORDERS
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236607
Barton Rd in front of
Bank of America 1/16/2020 1/21/2020 5 Civic Live
239008 N Van Buren 1/28/2020 1/28/2020 0 Civic Live
239327
La Cadena/Litton #1land
s/b 1/29/2020 1/30/2020 1 Civic Live
240840
Mt Vernon south of Van
Buren 1/31/2020 2/3/2020 3 Civic Live
244003 21971 De Berry 2/6/2020 2/10/2020 4 Civic Live
248309
Rosedale from Saville to
Palm s/b 2/13/2020 2/14/2020 1 Civic Live
256460 w/b Palm Ave 2/28/2020 3/3/2020 4 Alan
257513
s/b lane of Mt Vernon
south of Barton Rd 3/2/2020 3/3/2020 1 Alan
257546 w/b Westwood Ave 3/2/2020 3/3/2020 1 Civic Live
272187 Garden/Pico St 3/27/2020 3/31/2020 4 Civic Live
274101
Warbler/Thrush near
gutter 3/31/2020 4/1/2020 1 Civic Live
287828 22430 Pico 4/27/2020 5/15/2020 18 Civic Live
290576
Palm and Observation
(cross gutter) 5/1/2020 5/20/2020 19 Ruben
290576 N Jensen and Palm 5/1/2020 5/20/2020 19 Ruben
290576
Barton westbound
before Colton city limits 5/1/2020 5/20/2020 19 Ruben
290576
Mt Vernon north of
Barton Rd 5/1/2020 5/20/2020 19 Ruben
297007
SW Corner of Van Buren
and Michigan 5/12/2020 5/15/2020 3 Kristin
297248 22122 Deberry 5/12/2020 5/15/2020 3 Kristin
300994 12043 Mt Vernon 5/19/2020 5/19/2020 0 Alan
290576
Michigan/ Mt Vernon
East 5/1/2020 5/20/2020 19 Ruben
290576
Michigan/ Mt Vernon
West 5/1/2020 5/20/2020 19 Ruben
290576
La Cadena n/b
Palm/Litton 5/1/2020 5/20/2020 19 Ruben
290576
La Cadena s/b
Litton/Palm 5/1/2020 5/20/2020 19 Ruben
290576
Michigan/ Pico (cross
gutter) 5/1/2020 5/20/2020 19 Ruben
290576
Barton (before Colton)
Brudge (Tapout building) 5/1/2020 5/20/2020 19 Ruben
309257 22522 Van Buren St 6/1/2020 6/2/2020 1 Alan
314635 11881 Mt Vernon 6/9/2020 7/13/2020 34 Civic Live
316125 22475 Raven Way 6/10/2020 6/16/2020 6 Civic Live
317516 23064 Barton Rd 6/12/2020 6/22/2020 10 Civic Live
317952 22576 Pico 6/13/2020 6/22/2020 9 Civic Live
347210 22322 Van Buren 7/16/2020 7/28/2020 12 Civic Live
348456 22466 Van Buren 7/19/2020 7/28/2020 9 Civic Live
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351402
Mt Vernon s/b #1 north
of Van Buren 7/23/2020 7/29/2020 6 Civic Live
352187 Palm Ave past triangle 7/24/2020 7/28/2020 4 Civic Live
357374 12710 Garden 8/1/2020 8/10/2020 9 Civic Live
363976 Litton St 8/11/2020 Ruben
368575 Van Buren/ Mt Vernon 8/18/2020 Ruben
371512 Oriole/ De Berry 8/23/2020 Kristin
375412 22735 Raven Way 8/28/2020 Civic Live
Park Shelter Reservations and Community Room Reservations
Park and Community Room reservations have been affected by COVID-19 and it is open for
limited use.
The United States Bureau Census Training was held in the Community Room from 7:00am – 6:00pm July 30 - August 4, 2020.
Park Maintenance
Park Grass mowed Full-service planter maintenance
Gopher
service
Restroom
service (a.m.)
Trash receptacle service
Richard Rollins Park Weekly Once Once Daily M-Fr, S*
Pico Park Weekly Once Once Daily M-Fr, S*
TJ Austin Park Weekly Once --- --- M-Fr, S*
Gwen Karger Park Weekly Once --- --- M-Fr, S*
Fitness Park --- Once (pull weeds) Daily M-Fr, S*
Griffin Park ---
Location Grass mowed Full-service planter
maintenance
Trash service
receptacle
Greenbelt Weekly Once
Canal Strip Weekly ---
Oriole slope --- Once
Orange Grove Parkway --- Once (pull weeds)
Civic Center Weekly Once Daily
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Bike Stations Bi-monthly M & Th
Waste Management Services
Burrtec Waste Industries Waste Generation Report: - Burrtec releases Waste Generation Reports two months following month of service. Data from June
was reported in the July Monthly Report.
- Year-to-Date (YTD) Summaries are also available
July 2020: Concise Waste Generation Report
(Unit of Measure: Tons)
Data from July Waste Generation Report not yet available from Burrtec. Data from July Waste Generation Report will be provided at the end of September and will be included in the next monthly report.
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Public Works Administration Contracts, Bids, Reports, Grants, Project Management & Events Contracts:
Public Works Services for FY 2020-21:
Contractor Name Service Contract Amount Remaining Balance as of AUG. 31, 2020 ACCO Engineered Systems HVAC Maintenance $22,850 $22,850
Albert A Webb Associates Commerce Way Final Design Southern Portion $170,880 $4,119
Clean Street Street Sweeping Services $54,508 $49,407
City of Colton Cooperative Agreement with Grand Terrace
Traffic Signal Maintenance for signal on Litton Avenue N/A N/A
EZ Sunnyday Landscape Landscape Maintenance $47,830 $39,940
Gopher Patrol Gopher Abatement Services $7,227 $7,227
Interwest Consulting Group TKE Engineering, HR Green On-Call Public Works Inspection Services $40,000 $40,000
Interwest Consulting Group, TKE Engineering, WIlldan Group On-Call Engineering Services $50,000 $50,000
Interwest Consulting Group Interim Public Works Services $150,000 $150,000
Lynn Merrill NPDES Services $10,000 $10,000
Moran Janitorial Services Janitorial Services for City Hall and
City Parks
$19,980 $19,980
Otis Elevator Elevator Maintenance $5,291 $5,291
San Bernardino County Dept of Public Works – Flood Control Flood Control Facilities $22,770 $22,770
San Bernardino County Fire Dept – Hazardous Material Household Hazardous Waste (HHW) Services $18,065 $13,955
San Bernardino County Land Use Services Fire and Weed Hazard Abatement Services $13,526 $13,526
St. Francis Electric, LLC. Traffic Signal Maintenance Services $20,000 $20,000
County of Riverside TLMA Administration
Main Street Traffic Signal Maintenance Services $6,000 $6,000
West Coast Arborist 5 Year Tree Maintenance Program $38,560 ($192,802: 5-yr
term) $38,560 ($192,802:
5-yr term)
Western Exterminator Co. Pest Control Services $7,502 $7,502
Willdan Engineering Services (incl. Landscape and Lighting Assessment District) $7,000 (paid with Dev. fees) N/A (Developer Fee and LLMD Assess.)
TOTAL PUBLIC WORKS CONTRACT VALUE FOR FY 2020-21: $711,989 $521,127 balance
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FY 2020-21 Capital Improvement Project Contracts
Contractor Name Service Contract Amount Contract Balance
TSR Construction and Inspection Mt. Vernon Safety Improvement $268,350 $268,350
Interwest Consulting Group Commerce Way Extension Real Estate & Engineering Services $360,005 $229,627
TOTAL CIP PROJECT CONTRACT VALUE FOR FY 2020-21 $628,355 $497,977
Bids: - N/A Major Reports: Update on Emergency Rehabilitation of Grand Terrace Road, North of Newport Avenue Grants:
- MSRC Funding for Clean Transportation Projects EV Chargers - HSIP – Highway Safety Improvement funding for Mt. Vernon Construction - HSIP – Guardrail Safety Project Project Management: - Senior Center ADA Door Installation - HSIP Cycle 9 Guardrail Project - HSIP – Highway Safety Improvement funding for Mt. Vernon Major Meetings / Events: - N/A
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•Law Enforcement Services
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San Bernardino County
Sheriff’s Department
Services July 2020 August 2020
Officer Contact and Calls 1,291 1,278
Traffic Stops July 2020 August 2020
Citations Issued 38 75
Calls to Dispatch July 2020 August
Emergency 0 1
Priority 1 130 112
Priority 2 50 68
Priority 3 184 140
Priority 4 86 78
Totals 450 399
Emergency – 911 calls (evaluated for substance).
Priority 1 – Currently active, 15 minutes or less. Priority 3 – Calls over 30 minutes ago.
Priority 2 – Just occurred, 15 minutes or more. Priority 4 – Incident calls, counter calls.
Note: As dispatch receives more information during the call, the level of priority can change to a higher
or lower level priority.
1
130 112
50 68
184 140
86
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50
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Jul-20 Aug-20
Calls to Dispatch
Emergency Priority 1 Priority 2 Priority 3 Priority 4
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Citizens on Patrol (COP) - Weekly Hours for March 2020:
Mar. 9th Mar. 16th Total Hours
8 2 10
* - On March 17th all patrol activities for the Citizens on Patrol were suspended.
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City of Grand Terrace
Fire Department Incidents
08/01/20 – 08/31/20
Call Type Number of Calls
Carbon Monoxide Alarm 1
Commercial Alarm 2
Fire – Improvement 1
Fire – Residential Structure 5
Fire – Residential Structure (Low Response) 4
Fire – Unknown Type 4
Medical Aid 108
Move Up (Cover Engine into FS#23) 4
Outside Electrical Incident 2
Outside Investigation 2
Public Service 1
Residential Alarm 1
Traffic Collision Unknown Injuries 2
Total Calls 137
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Cancel City Council Meetings Scheduled November 24,
2020 and December 22, 2020
PRESENTED BY: Debra Thomas, City Clerk
RECOMMENDATION: Adopt a Resolution Cancelling the City Council Meetings
Scheduled for November 24, 2020 and December 22, 2020
2030 VISION STATEMENT:
This Staff Report supports our Mission, our Core Value of Open and Inclusive
Government and Goal #5 to Engage in Proactive Communication.
BACKGROUND:
On August 10, 2006, the City Council adopted its Council Procedures with revisions
made on January 13, 2015. Contained in its Council Procedures under Section I, 1.1
Regular Meetings it states: "The Regular City Council Meetings are held on the second
and fourth Tuesday of every month, beginning at 6:00 p.m.
DISCUSSION:
The November 24, 2020 City Council meeting falls on the Tuesday during the week of
the Thanksgiving Holiday. The December 22, 2020 City Council meeting falls on the
Tuesday during the week of the Christmas Holiday.
Due to travel that City Council and staff may have planned during those holiday weeks,
any potential agenda items that would be discussed at the November 24, 2020 City
Council meeting will be presented at the December 8, 2020 meeting and any potential
agenda items that would be discussed at the December 22, 2020 City Council meeting
will be presented at the January 12, 2021 City Council meeting.
FISCAL IMPACT:
None.
ATTACHMENTS:
• 2020-xx - Cancel 2nd CC Meetings in November and December(DOC)
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APPROVALS:
Debra Thomas Completed 10/06/2020 8:51 AM
City Attorney Completed 10/06/2020 6:26 PM
Finance Completed 10/07/2020 11:32 AM
City Manager Completed 10/07/2020 5:48 PM
City Council Pending 10/13/2020 6:00 PM
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RESOLUTION NO. 2020-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, CANCELLING THE
NOVEMBER 24, 2020 AND DECEMBER 22, 2020 REGULAR CITY
COUNCIL MEETINGS
WHEREAS, on August 10, 2006, the City Council adopted its City of
Grand Terrace Council Procedures; and
WHEREAS, on January 13, 2015, the City Council revised its Council
Procedures;
WHEREAS, under Section 1.1 (Regular Meetings) of Council Procedures
it states: "The Regular City Council Meetings are held on the second and fourth
Tuesday of every month, beginning at 6:00 p.m.”; and
WHEREAS, November 24, 2020 and December 22, 2020 are the second
scheduled City Council meetings of the remaining two (2) months of the year;
and
WHEREAS, considering the impending 2020 holiday season, the City
Council finds that it would be prudent to cancel these meetings.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS:
SECTION 1. The City Council finds that the above recitations are true and
correct and, accordingly, are incorporated herein as findings and a material part
of this Resolution.
SECTION 2. The City Council of the City of Grand Terrace hereby
cancels the regular City Council meetings scheduled for November 24, 2020 and
December 22, 2020.
SECTION 3. The City Clerk shall certify to the adoption of this Resolution.
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PASSED, APPROVED AND ADOPTED by the City Council of the City of
Grand Terrace at a regular meeting held on the 13th day of October 2020.
________________________________
Darcy McNaboe, Mayor
ATTEST:
Debra L. Thomas
City Clerk
APPROVED AS TO FORM:
Adrian Guerra
City Attorney
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Update to the City Council on the Emergency Rehabilitation
of Grand Terrace Road, North of Newport Avenue Project
PRESENTED BY: Craig Bradshaw, Interim Public Works Director
RECOMMENDATION: Receive and File an update on the Emergency that
was declared for the Grand Terrace Road Rehabilitation
Project
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in critical
improvements to infrastructure.
BACKGROUND:
Pursuant to Public Contract Code Sections 20168 and 22050 an exception to the formal
competitive bid requirements is granted in the case of emergency. For the purposes of
Public Contract Code Section 20168, an “emergency” is a sudden, unexpected
occurrence that poses a clear imminent danger that requires an immediate action to
prevent or mitigate the loss or impairment of life, health, property, or essential public
services.
On August 5, 2020, the City met with Southern California Edison (SCE) team of
engineers and contractors regarding the serious deteriorated roadway conditions of
Grand Terrace Road, north of Newport Avenue (“Emergency Event”). It was determined
that with SCE performing substation work and utility work in the area, they would be
responsible for rehabilitating the roadway, from curb to curb, for approximately 1200
linear feet or the length of their communications trench. This leaves approximately 600
linear feet the responsibility of the City of Grand Terrace. It is prudent to accomplish
this work in a timely manner, using the SCE contractor for the city’s share of the work.
The estimated costs of carrying out the repairs necessary to address the Emergency
Event is approximately $60,000.
Pursuant to Public Contract Code Section 22050(a)(2), the Emergency Event must also
be of a nature such that it will not permit any delay resulting from a competitive
solicitation for bids and that the action that would address the Emergency Event is
necessary to respond to the Emergency Event. The reason for this is SCE has
determined it is in their best interest to rehabilitate approximately two-thirds of the
deteriorated roadway, due to their substation project and installation of communication
utilities in the roadway. The remaining portion of the roadway will be the city’s
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responsibility to complete. It is advantageous to the city to utilize the SCE contractor to
perform the work in the most cost effective and timely way.
On August 11, 2020, the City Council adopted a resolution finding that an emergency
existed with respect to the serious deteriorated roadway conditions of Grand Terrace
Road, north of Newport Avenue. It was determined that with SCE performing substation
work and utility work in the area, they would be responsible for rehabilitating the
roadway, from curb to curb, for approximately 1200 linear feet or the length of their
communications trench. This leaves approximately 600 linear feet the responsibility of
the City of Grand Terrace. It is prudent to accomplish this work in a timely manner,
using the SCE contractor for the city’s share of the work. The estimated costs of
carrying out the repairs necessary to address the Emergency Event is approximately
$60,000.
Staff recommended that the City Council find that the Emergency Event is an
“emergency” within the meaning of Public Contract Code Section 20168 for the
following reasons: Southern California Edison is willing to be responsible for
rehabilitating the roadway the length of their utility trench and is willing to allow the city
to utilize their contractor to repair the remaining stretch of deteriorated city roadway,
which will result in safety improvements and cost savings to the city.
For these reasons, the City Council adopted a resolution finding that an emergency
existed, authorized staff to dispense with the formal bidding process and, rather, pursue
an informal bidding process, and enter into a contract with an amount not to exceed
$60,000.
DISCUSSION:
Pursuant to state law, if the governing body itself orders any actions to remedy the
emergency, the governing body shall review the emergency action at the next meeting
and every regularly scheduled meeting thereafter until the action is terminated to
discuss if there is a need to continue the action.
Since the last City Council meeting on September 22, the city has entered into an
agreement with Vance Corporation and the construction schedule through completion
has been set. SCE has agreed to cover the cost of independent quality control material
testing for both potions of the roadway project and the city is providing a public works
inspector to ensure the project is built per the specifications. .
The construction timeline and anticipated project completion date is as follows:
Monday, 10/5/20 - Roadway Subgrade Rehabilitation, Grading and Compaction,
Wednesday, 10/7/20 - Microcrack Cement Treated Subgrade and 3” Asphalt Overlay
Thursday, 10/8/20 - Shoulder Backing and Cleanup
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Friday, 10/9/20 - Utility Adjustment
Monday, 10/12/20 Project Completion
Staff will be back at the next Council Meeting to provide and update on the progress of
the project.
City staff recommends receiving and file this report into the public record.
FISCAL IMPACT:
There are no funding impacts for this receive and file item.
APPROVALS:
Craig Bradshaw Completed 10/06/2020 12:57 PM
City Attorney Completed 10/07/2020 7:21 PM
Finance Completed 10/07/2020 8:51 PM
City Manager Completed 10/08/2020 10:20 AM
City Council Pending 10/13/2020 6:00 PM
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Amendment No. 1 to Agreement Between the City of Grand
Terrace and Moran Janitorial Services, LLC for Facility
Janitorial Services to Extend Term by One Year
PRESENTED BY: Craig Bradshaw, Interim Public Works Director
RECOMMENDATION: 1. Approve Amendment No. 1 to Agreement Between
the City of Grand Terrace and Moran Janitorial Services,
LLC to Extend the Agreement by One Year
2. Authorize the Mayor to Execute the Amendment No. 1
Subject to City Attorney Approval as to Form
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in critical
improvements to infrastructure.
BACKGROUND:
On October 24, 2017, the City Council awarded an agreement to Moran Janitorial
Services to provide janitorial services at City Hall facilities and City parks. The
agreement was for a term of three years and is therefore set to expire on October 24,
2020.
DISCUSSION:
Pursuant to the current agreement, the agreement may be extended for two (2) one-
year extensions. Therefore, staff is recommending that the City Council exercise the
first one-year extension and adopt Amendment No. 1 to the Agreement for this purpose.
The contract amount is $19,980.00 annually and this will remain the same in the
extension year.
FISCAL IMPACT:
The contract amount is $19,980.00 annually. There are funds in the approved FY 2020-
21 Budget that are available for this expense in the budget line items listed below:
FUND ACCOUNT ACCOUNT TITLE AVAILABLE
BUDGET
General Fund (10) 10-195-245-000 Facilities - $7,770.00 (Already
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Maintenance of
Buildings and
Grounds
encumbered in FY
2018-19 for Moran)
General Fund (10) 10-195-245-000 Facilities -
Maintenance of
Buildings and
Grounds
$11,872.00
General Fund (10) 10-450-245-000 Parks -
Maintenance of
Buildings and
Grounds
$5,343.00
TOTAL $24,985.00
ATTACHMENTS:
• First Amendment For Moran Janitorial Services extended Term of Agreement
(DOCX)
• Executed Agreement - Moran Janitorial (PDF)
APPROVALS:
Craig Bradshaw Completed 10/05/2020 2:45 PM
City Attorney Completed 10/06/2020 10:18 PM
Finance Completed 10/07/2020 10:55 AM
City Manager Completed 10/07/2020 5:49 PM
City Council Pending 10/13/2020 6:00 PM
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01247.0006/673010.1
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF GRAND
TERRACE AND MORAN JANITORIAL SERVICES, L.L.C. DATED OCTOBER 24, 2017
This AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF
GRAND TERRACE AND MORAN JANITORIAL SERVICES, L.L.C. DATED OCTOBER
24, 2017 (“Amendment No. 1”) by and between the CITY OF GRAND TERRACE (“City”) and
MORAN JANITORIAL SERVICES, L.L.C. a California corporation (“Contractor”) is
effective as of the ______ day of October, 2020.
RECITALS
A. The City and Contractor entered into that certain Agreement Between the City Of
Grand Terrace And Moran Janitorial Services, L.L.C. dated October 24, 2017, for certain janitorial
services as more particularly described therein (“Original Agreement”).
B. The compensation under the Original Agreement is $19,980.00 annually.
C. The Original Agreement’s term will expire on October 24, 2020.
D. Section 2 of the Original Agreement permits the City to extend the Original
Agreement by a maximum of two (2) one-year extensions.
E. The City and Contractor now desire to enter into this Amendment No. 1 to extend
the Original Agreement’s term to October 24, 2021, without amending Contractor’s annual
compensation.
TERMS
1. Recitals. The recital set forth above are incorporated herein by this reference.
2. Contract Amendments. The Original Agreement is amended as provided herein:
2.1 Section 2 (TERM OF AGREEMENT) is hereby amended in its entirety as
follows:
“Unless earlier terminated in accordance with this Agreement, this
Agreement shall be effective on the date first written above and shall
expire on October 24, 2021. The City may extend this Agreement in
its sole discretion by one (1) term of one (1) year.”
3. Continuing Effect of Agreement. Except as amended by this Amendment No. 1,
all provisions of the Original Agreement, as amended by Amendment No. 1, shall remain
unchanged and in full force and effect. From and after the date of this Amendment, whenever the
term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this
Amendment No. 1.
4. Affirmation of Agreement; Warranty Re Absence of Defaults. City and
Contractor each ratify and reaffirm each and every one of the respective rights and obligations
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01247.0006/673010.1
arising under the Agreement. Each party represents and warrants to the other that there have been
no written or oral modifications to the Agreement other than as provided herein. Each party
represents and warrants to the other that the Agreement is currently an effective, valid, and binding
obligation.
Contractor represents and warrants to City that, as of the date of this Amendment No. 1,
City is not in default of any material term of the Agreement and that there have been no events
that, with the passing of time or the giving of notice, or both, would constitute a material default
under the Agreement.
City represents and warrants to Contractor that, as of the date of this Amendment No. 1,
Contractor is not in default of any material term of the Agreement and that there have been no
events that, with the passing of time or the giving of notice, or both, would constitute a material
default under the Agreement.
5. Adequate Consideration. The parties hereto irrevocably stipulate and agree that
they have each received adequate and independent consideration for the performance of the
obligations they have undertaken pursuant to this Amendment No. 1.
6. Authority. The persons executing this Amendment No. 1 on behalf of the parties
hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to
execute and deliver this Amendment No. 1 on behalf of said party, (iii) by so executing this
Amendment No. 1, such party is formally bound to the provisions of the Agreement, as amended
and (iv) the entering into this Amendment No. 1 does not violate any provision of any other
agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
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01247.0006/673010.1
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on
the date and year first-above written.
CITY:
CITY OF GRAND TERRACE,
a municipal corporation
___________________________
Darcy McNaboe, Mayor
ATTEST:
___________________________
Debra Thomas, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
_______________________
Adrian R. Guerra, City Attorney
CONTRACTOR:
MORAN JANITORIAL SERVICES, L.L.C.
By:
Name: Willard Moran
Title: CEO
By:
Name:
Title:
Address:
NOTE: CONTRACTOR’S SIGNATURES SHALL BE DULY NOTARIZED, AND
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY
THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR
REGULATIONS APPLICABLE TO DEVELOPER’S BUSINESS ENTITY.
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01247.0006/673010.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
On __________, 2020 before me, ________________, personally appeared ________________,
proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are
subscribed to the within instrument and acknowledged to me that he/she/they executed the same
in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the
person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the
document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED
DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_________________________
________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
______________________________________
______________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED
ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01247.0006/673010.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
On __________, 2020 before me, ________________, personally appeared ________________,
proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are
subscribed to the within instrument and acknowledged to me that he/she/they executed the same
in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the
person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the
document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED
DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_________________________
________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
______________________________________
______________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED
ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Professional Services Agreement Between the City of Grand
Terrace and Interwest Consulting Group to Provide
Management Services to the Planning and Development
Services and Public Works Departments in an Amount Not
to Exceed $117,000
PRESENTED BY: Steven Weiss, Planning & Development Services Director
RECOMMENDATION: 1. Award a Professional Services Agreement to
Interwest Consulting Group to Provide Management
Services to the Planning and Development Services and
Public Works Department in an amount not to exceed
$117,000.00; and
2. Authorize the Mayor to execute the Agreement
subject to City Attorney approval as to form.
2030 VISION STATEMENT:
This staff report supports Our Core Values: Positive and Productive Work Environment
and Exceptional Customer Service by providing core development and public works
services.
BACKGROUND:
The City’s budget includes a part time Building Official in the Planning and Development
Services Department and the City has contracted for building services, with Code
Enforcement and Maintenance support if needed. The Deputy Building Official services
has most recently, since 2017, been filled by a CalPERS annuitant employed by
Interwest Consulting Services. A CalPERS annuitant can only work 960 hours within the
CalPERS system.
On June 13, 2017, the City Council approved a contract with Interwest Consulting
Group for public works plan checking and inspection services. On January 9, 2018 and
on October 22, 2019 the City Council amended the contract to revise the scope and
compensation of the contract to include building official and plan checking services, not
to exceed 16 hours per week. The cost for the services were offset through developer
deposits and reimbursements. The existing contract is set to expire October 22, 2020.
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DISCUSSION:
Staff is presenting a new contract for Council consideration to maintain the scope and
compensation of services with Interwest like the 2019 contract. Interwest will continue
to provide consultant building services consisting of Deputy Building Official and Plans
Examiner Service, direct assistance to the general public when necessary and
assistance to the Department Directors in the areas of planning, building, code
enforcement/animal control and public works. Approximately 30-50% of his time will be
reimbursed through developer deposits related to development applications and plan
checks.
The consultant has proposed Mark Berg for these services, who is a certified Building
Official, Plans Examiner and Building Inspector. The contract will be for one year with
the ability of extending this contract for two (2) additional one-year terms in an amount
not to exceed $117,000 annually. Interwest has served within the Deputy Building
Official capacity. Code Enforcement and Maintenance is overseen by the Planning and
Development Services Director.
Section 3.24.090 of the Grand Terrace Municipal Code provides that contracts for
services of specially trained and professional persons or businesses shall be exempt
from bidding. If possible, quotes from three qualified vendors shall be obtained prior to
the award of a contract and the award of contract may be based on the basis of
demonstrated competence and on the professional qualifications necessary for the
satisfactory performance of the services required. Here, due to shortage of staff time
and resources, which are being focused on processing applications and day to day
operations of the city, developing a basis to solicit quotes from other vendors for range
of services was not possible before the expiration of the agreement.
Further, section V.B of the City’s Purchasing Policy, which implements the Municipal
Code, authorizes the City Council to approve such contract without going through the
competitive selection when it is in the best interest of the City to do so. Here, it is in the
City’s best interest to contract with Interwest to continue providing management
services to improve customer service by providing a resource to Department Directors
and front-line staff. With limited City staff, Interwest possesses extreme familiarity with
overseeing Grand Terrace’s front counter operations. The Deputy Chief Building Official
assists the City on part time, a maximum of 16 hours a week, and the other services
identified in the contract will be used as an emergency stop gap measure only.
FISCAL IMPACT:
The funding for this service will come from partially from developer deposits, and a
portion from the General Fund. The General Fund portion of this contract is approved in
the Planning and Development Services Department’s FY2020-21 Adopted Budget.
ATTACHMENTS:
• 2020-2021 Interwest Building Official Contract (DOCX)
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• 2020 Berg Mark (PDF)
APPROVALS:
Steven Weiss Completed 09/24/2020 9:13 AM
City Attorney Completed 10/07/2020 5:04 PM
Finance Completed 10/07/2020 6:16 PM
City Manager Completed 10/08/2020 9:36 AM
City Council Pending 10/13/2020 6:00 PM
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AGREEMENT FOR CONTRACT SERVICES
By and Between
CITY OF GRAND TERRACE
and
INTERWEST CONSULTING GROUP, INC.
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AGREEMENT FOR CONTRACT SERVICES
BY AND BETWEEN THE CITY OF GRAND TERRACE AND
INTERWEST CONSULTING GROUP
This “AGREEMENT FOR CONTRACT SERVICES BY AND BETWEEN THE CITY
OF GRAND TERRACE AND INTERWEST CONSULTING GROUP” (herein “Agreement”) is
made and entered into this ____ day of ________, 2020 by and between the City of Grand Terrace,
a California municipal corporation (“City”) and Interwest Consulting Group, Inc., a Colorado
corporation (“Consultant”). City and Consultant are sometimes hereinafter individually referred to
as “Party” and hereinafter collectively referred to as the “Parties.”
RECITALS
A. Pursuant to the City of Grand Terrace Municipal Code, City has authority to enter
into and execute this Agreement.
B. The Parties desire to formalize the selection of Consultant for performance of those
services defined and described particularly in Article 1 of this Agreement and desire that the terms
of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the
Parties and contained herein and other consideration, the value and adequacy of which are hereby
acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall provide
those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated
herein by this reference, which may be referred to herein as the “services” or “work” hereunder.
As a material inducement to the City entering into this Agreement, Consultant represents and
warrants that it has the qualifications, experience, and facilities necessary to properly perform the
services required under this Agreement in a thorough, competent, and professional manner, and is
experienced in performing the work and services contemplated herein. Consultant shall at all times
faithfully, competently and to the best of its ability, experience and talent, perform all services
described herein. Consultant covenants that it shall follow the highest professional standards in
performing the work and services required hereunder and that all materials will be both of good
quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest
professional standards” shall mean those standards of practice recognized by one or more first-
class firms performing similar work under similar circumstances.
1.2 Consultant’s Proposal.
The Scope of Service shall include the Consultant’s scope of work or bid which shall be
incorporated herein by this reference as though fully set forth herein. In the event of any
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inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement
shall govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in
accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any
Federal, State or local governmental entity having jurisdiction in effect at the time service is
rendered.
1.4 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as
may be required by law for the performance of the services required by this Agreement. Consultant
shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties
and interest, which may be imposed by law and arise from or are necessary for the Consultant’s
performance of the services required by this Agreement, and shall indemnify, defend and hold
harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes,
penalties or interest levied, assessed or imposed against City hereunder.
1.5 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly
investigated and considered the scope of services to be performed, (ii) has carefully considered
how the services should be performed, and (iii) fully understands the facilities, difficulties and
restrictions attending performance of the services under this Agreement. If the services involve
work upon any site, Consultant warrants that Consultant has or will investigate the site and is or
will be fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Consultant discover any latent or unknown conditions, which will
materially affect the performance of the services hereunder, Consultant shall immediately inform
the City of such fact and shall not proceed except at Consultant’s risk until written instructions are
received from the Contract Officer.
1.6 Care of Work.
The Consultant shall adopt reasonable methods during the life of the Agreement to furnish
continuous protection to the work, and the equipment, materials, papers, documents, plans, studies
and/or other components thereof to prevent losses or damages, and shall be responsible for all such
damages, to persons or property, until acceptance of the work by City, except such losses or
damages as may be caused by City’s own negligence.
1.7 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement. Both parties agree to act in good faith to execute all instruments,
prepare all documents and take all actions as may be reasonably necessary to carry out the purposes
of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of
the other.
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1.8 Additional Services.
City shall have the right at any time during the performance of the services, without
invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or
make changes by altering, adding to or deducting from said work. No such extra work may be
undertaken unless a written order is first given by the Contract Officer to the Consultant,
incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work,
and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written
approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the
Contract Sum or $25,000, whichever is less; or, in the time to perform of up to one hundred eighty
(180) days, may be approved by the Contract Officer. Any greater increases, taken either
separately or cumulatively, must be approved by the City Council. It is expressly understood by
Consultant that the provisions of this Section shall not apply to services specifically set forth in
the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to
be provided pursuant to the Scope of Services may be more costly or time consuming than
Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor.
City may in its sole and absolute discretion have similar work done by other consultants. No
claims for an increase in the Contract Sum or time for performance shall be valid unless the
procedures established in this Section are followed.
1.9 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof
are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein
by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other
provisions of this Agreement, the provisions of Exhibit “B” shall govern.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and
incorporated herein by this reference. The total compensation, including reimbursement for actual
expenses, shall not exceed One Hundred Seventeen Thousand Dollars ($117,000.00) (the
“Contract Sum”), unless additional compensation is approved pursuant to Section 1.8.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii)
payment in accordance with specified tasks or the percentage of completion of the services, less
contract retention; (iii) payment for time and materials based upon the Consultant’s rates as
specified in the Schedule of Compensation, provided that (a) time estimates are provided for the
performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not
exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
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2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in
advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Consultant is required to attend additional meetings to facilitate such coordination, Consultant
shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice for all work performed and
expenses incurred during the preceding month in a form approved by City’s Director of Finance.
By submitting an invoice for payment under this Agreement, Consultant is certifying compliance
with all provisions of the Agreement. The invoice shall detail charges for all necessary and actual
expenses by the following categories: labor (by sub-category), travel, materials, equipment,
supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such
categories. Consultant shall not invoice City for any duplicate services performed by more than
one person.
City shall independently review each invoice submitted by the Consultant to determine
whether the work performed and expenses incurred are in compliance with the provisions of this
Agreement. Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause
Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed
invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures,
the City cannot guarantee that payment will occur within this time period. In the event any charges
or expenses are disputed by City, the original invoice shall be returned by City to Consultant for
correction and resubmission. Review and payment by City for any invoice provided by the
Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable
law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be deemed
to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
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3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a
written notice to proceed and shall perform all services within the time period(s) established in the
“Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this
reference. When requested by the Consultant, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer but not exceeding
one hundred eighty (180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Consultant,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires,
earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars,
litigation, and/or acts of any governmental agency, including the City, if the Consultant shall
within ten (10) days of the commencement of such delay notify the Contract Officer in writing of
the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and
extend the time for performing the services for the period of the enforced delay when and if in the
judgment of the Contract Officer such delay is justified. The Contract Officer’s determination
shall be final and conclusive upon the parties to this Agreement. In no event shall Consultant be
entitled to recover damages against the City for any delay in the performance of this Agreement,
however caused, Consultant’s sole remedy being extension of the Agreement pursuant to this
Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement
shall continue in full force and effect until completion of the services but not exceeding one (1)
years from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit
“D”).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the
principals and representatives of Consultant authorized to act in its behalf with respect to the work
specified herein and make all decisions in connection therewith:
Gil Petris, Building and Safety Manager
(Name) (Title)
(Name) (Title)
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It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals shall be responsible during the term of this Agreement for
directing all activities of Consultant and devoting sufficient time to personally supervise the
services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be
under the exclusive direction and control of the Principals. For purposes of this Agreement, the
foregoing Principals may not be replaced nor may their responsibilities be substantially reduced
by Consultant without the express written approval of City. Additionally, Consultant shall utilize
only competent personnel to perform services pursuant to this Agreement. Consultant shall make
every reasonable effort to maintain the stability and continuity of Consultant’s staff and
subcontractors, if any, assigned to perform the services required under this Agreement. Consultant
shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to
perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation,
debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless
such authority is expressly conferred under this Agreement or is otherwise expressly conferred in
writing by City. Consultant shall not at any time or in any manner represent that Consultant or
any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees
or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall
obtain any rights to retirement, health care or any other benefits which may otherwise accrue to
City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be G. Harold Duffey, City Manager or such person as may be
designated by the City Manager. It shall be the Consultant’s responsibility to assure that the
Contract Officer is kept informed of the progress of the performance of the services and the
Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless
otherwise specified herein, any approval of City required hereunder shall mean the approval of the
Contract Officer. The Contract Officer shall have authority, if specified in writing by the City
Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of
this Agreement.
4.4 Independent Contractor.
Neither the City nor any of its employees shall have any control over the manner, mode or
means by which Consultant, its agents or employees, perform the services required herein, except
as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or
control of Consultant’s employees, servants, representatives or agents, or in fixing their number,
compensation or hours of service. Consultant shall perform all services required herein as an
independent contractor of City and shall remain at all times as to City a wholly independent
contractor with only such obligations as are consistent with that role. Consultant shall not at any
time or in any manner represent that it or any of its agents or employees are agents or employees
of City. City shall not in any way or for any purpose become or be deemed to be a partner of
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Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with
Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and
employees were a substantial inducement for the City to enter into this Agreement. Therefore,
Consultant shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the City. In addition, neither this
Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or
encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise,
without the prior written approval of City. Transfers restricted hereunder shall include the transfer
to any person or group of persons acting in concert of more than twenty five percent (25%) of the
present ownership and/or control of Consultant, taking all transfers into account on a cumulative
basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this
Agreement shall be void. No approved transfer shall release the Consultant or any surety of
Consultant of any liability hereunder without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
The Consultant shall procure and maintain, at its sole cost and expense, in a form and
content satisfactory to City, during the entire term of this Agreement including any extension
thereof, the following policies of insurance which shall cover all elected and appointed officers,
employees and agents of City:
(a) General Liability Insurance (Occurrence Form CG0001 or equivalent). A
policy of comprehensive general liability insurance written on a per occurrence basis for bodily
injury, personal injury and property damage. The policy of insurance shall be in an amount not
less than $1,000,000.00 per occurrence or if a general aggregate limit is used, then the general
aggregate limit shall be twice the occurrence limit.
(b) Worker’s Compensation Insurance. A policy of worker’s compensation
insurance in such amount as will fully comply with the laws of the State of California and which
shall indemnify, insure and provide legal defense for the Consultant against any loss, claim or
damage arising from any injuries or occupational diseases occurring to any worker employed by
or any persons retained by the Consultant in the course of carrying out the work or services
contemplated in this Agreement.
(c) Automotive Insurance (Form CA 0001 (Ed 1/87) including “any auto” and
endorsement CA 0025 or equivalent). A policy of comprehensive automobile liability insurance
written on a per occurrence for bodily injury and property damage in an amount not less than
$1,000,000. Said policy shall include coverage for owned, non-owned, leased, hired cars and any
automobile.
(d) Professional Liability. Professional liability insurance appropriate to the
Consultant’s profession. This coverage may be written on a “claims made” basis, and must include
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coverage for contractual liability. The professional liability insurance required by this Agreement
must be endorsed to be applicable to claims based upon, arising out of or related to services
performed under this Agreement. The insurance must be maintained for at least 5 consecutive
years following the completion of Consultant’s services or the termination of this Agreement.
During this additional 5-year period, Consultant shall annually and upon request of the City submit
written evidence of this continuous coverage.
(e) Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
All of the above policies of insurance shall be primary insurance and shall name the City,
its elected and appointed officers, employees and agents as additional insureds and any insurance
maintained by City or its officers, employees or agents may apply in excess of, and not contribute
with Consultant’s insurance. The insurer is deemed hereof to waive all rights of subrogation and
contribution it may have against the City, its officers, employees and agents and their respective
insurers. Moreover, the insurance policy must specify that where the primary insured does not
satisfy the self-insured retention, any additional insured may satisfy the self-insured retention.
All of said policies of insurance shall provide that said insurance may not be amended or
cancelled by the insurer or any party hereto without providing thirty (30) days prior written notice
by certified mail return receipt requested to the City. In the event any of said policies of insurance
are cancelled, the Consultant shall, prior to the cancellation date, submit new evidence of insurance
in conformance with Section 5.1 to the Contract Officer.
No work or services under this Agreement shall commence until the Consultant has
provided the City with Certificates of Insurance, additional insured endorsement forms or
appropriate insurance binders evidencing the above insurance coverages and said Certificates of
Insurance or binders are approved by the City. City reserves the right to inspect complete, certified
copies of and endorsements to all required insurance policies at any time. Any failure to comply
with the reporting or other provisions of the policies including breaches or warranties shall not
affect coverage provided to City.
All certificates shall name the City as additional insured (providing the appropriate
endorsement) and shall conform to the following “cancellation” notice:
CANCELLATION:
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
CANCELLED BEFORE THE EXPIRATION DATED THEREOF,
THE ISSUING COMPANY SHALL MAIL THIRTY (30)-DAY
C.8.a
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ADVANCE WRITTEN NOTICE TO CERTIFICATE HOLDER
NAMED HEREIN.
[to be initialed] ______________
Consultant Initials
City, its respective elected and appointed officers, directors, officials, employees, agents
and volunteers are to be covered as additional insureds as respects: liability arising out of activities
Consultant performs; products and completed operations of Consultant; premises owned, occupied
or used by Consultant; or any automobiles owned, leased, hired or borrowed by Consultant. The
coverage shall contain no special limitations on the scope of protection afforded to City, and their
respective elected and appointed officers, officials, employees or volunteers. Consultant’s
insurance shall apply separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer’s liability.
Any deductibles or self-insured retentions must be declared to and approved by City. At
the option of City, either the insurer shall reduce or eliminate such deductibles or self-insured
retentions as respects City or its respective elected or appointed officers, officials, employees and
volunteers or the Consultant shall procure a bond guaranteeing payment of losses and related
investigations, claim administration, defense expenses and claims. The Consultant agrees that the
requirement to provide insurance shall not be construed as limiting in any way the extent to which
the Consultant may be held responsible for the payment of damages to any persons or property
resulting from the Consultant’s activities or the activities of any person or persons for which the
Consultant is otherwise responsible nor shall it limit the Consultant’s indemnification liabilities as
provided in Section 5.3.
In the event the Consultant subcontracts any portion of the work in compliance with
Section 4.5 of this Agreement, the contract between the Consultant and such subcontractor shall
require the subcontractor to maintain the same policies of insurance that the Consultant is required
to maintain pursuant to Section 5.1, and such certificates and endorsements shall be provided to
City.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold
harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold
and save them and each of them harmless from, any and all actions, either judicial, administrative,
arbitration or regulatory claims, damages to persons or property, losses, costs, penalties,
obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or
liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein of
Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity
for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’
reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance
of or failure to perform any term, provision, covenant or condition of this Agreement, and in
connection therewith:
C.8.a
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(a) Consultant will defend any action or actions filed in connection with any of
said claims or liabilities and will pay all costs and expenses, including legal costs and attorney’s
fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in connection with
the negligent performance of or failure to perform such work, operations or activities of Consultant
hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees
harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages or other claims
arising out of or in connection with the negligent performance of or failure to perform the work,
operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers,
agents or employees, any and all costs and expenses incurred by the City, its officers, agents or
employees in such action or proceeding, including but not limited to, legal costs and attorney’s
fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors and if it
fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and
failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Consultant in the performance of professional
services hereunder. The provisions of this Section do not apply to claims or liabilities occurring
as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted
by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that
design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of
the negligence, recklessness or willful misconduct of the design professional. The indemnity
obligation shall be binding on successors and assigns of Consultant and shall survive termination
of this Agreement.
5.4 Sufficiency of Insurer.
Insurance required by this Agreement shall be satisfactory only if issued by companies
qualified to do business in California, rated “A” or better in the most recent edition of Best Rating
Guide, The Key Rating Guide or in the Federal Register, and only if they are of a financial category
Class VII or better, unless such requirements are waived by the Risk Manager of the City (“Risk
Manager”) due to unique circumstances. If this Agreement continues for more than 3 years
duration, or in the event the risk manager determines that the work or services to be performed
under this Agreement creates an increased or decreased risk of loss to the City, the Consultant
agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt
of written notice from the Risk Manager.
C.8.a
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ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts,
invoices, vouchers, canceled checks, reports, studies or other documents relating to the
disbursements charged to City and services performed hereunder (the “books and records”), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete and
detailed. The Contract Officer shall have full and free access to such books and records at all times
during normal business hours of City, including the right to inspect, copy, audit and make records
and transcripts from such records. Such records shall be maintained for a period of three (3) years
following completion of the services hereunder, and the City shall have access to such records in
the event any audit is required. In the event of dissolution of Consultant’s business, custody of the
books and records may be given to City, and access shall be provided by Consultant’s successor
in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in
providing access to the books and records if a public records request is made and disclosure is
required by law including but not limited to the California Public Records Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the services required by this Agreement as the Contract Officer
shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost of
work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees
that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or
will materially increase or decrease the cost of the work or services contemplated herein or, if
Consultant is providing design services, the cost of the project being designed, Consultant shall
promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Consultant is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes,
computer files, reports, records, documents and other materials (the “documents and materials”),
including any electronic documents and materials, prepared by Consultant, its employees,
subcontractors and agents in the performance of this Agreement shall be the property of City and
shall be delivered to City in a format of the City’s choice upon request of the Contract Officer or
upon the termination of this Agreement, and Consultant shall have no claim for further
employment or additional compensation as a result of the exercise by City of its full rights of
ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or
assignment of such completed documents for other projects and/or use of uncompleted documents
without specific written authorization by the Consultant will be at the City’s sole risk and without
liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use,
reuse or assignment. Consultant may retain copies of such documents for its own use. Consultant
C.8.a
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shall have the right to use the concepts embodied therein. All subcontractors shall provide for
assignment to City of any documents or materials prepared by them, and in the event Consultant
fails to secure such assignment, Consultant shall indemnify City for all damages resulting
therefrom. Moreover, Consultant with respect to any documents and materials that may qualify as
“works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby
deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Consultant. Consultant shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not,
without prior written authorization from the Contract Officer or unless requested by the City
Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions,
response to interrogatories or other information concerning the work performed under this
Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided
Consultant gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of
Consultant, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Consultant for any damages, costs and
fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of
deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any party regarding this Agreement and the work performed
there under. City retains the right, but has no obligation, to represent Consultant or be present at
any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and
to provide City with the opportunity to review any response to discovery requests provided by
Consultant. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and to
performance of the parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be
instituted in the Superior Court of the County of San Bernardino, State of California, or any other
appropriate court in such county, and Consultant covenants and agrees to submit to the personal
jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District
C.8.a
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Court, venue shall lie exclusively in the Central District of California, in the County of San
Bernardino, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed after
the date of default. Instead, the City may give notice to Consultant of the default and the reasons
for the default. The notice shall include the timeframe in which Consultant may cure the default.
This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if
circumstances warrant. During the period of time that Consultant is in default, the City shall hold
all invoices and shall, when the default is cured, proceed with payment on the invoices. In the
alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices
during the period of default. If Consultant does not cure the default, the City may take necessary
steps to terminate this Agreement under this Article. Any failure on the part of the City to give
notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights
or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear
to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of City
to exercise such right to deduct or to withhold shall not, however, affect the obligations of the
Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either party of any default must be in writing and shall not be a waiver of any other
default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this
Agreement, the rights and remedies of the parties are cumulative and the exercise by either party
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of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in law or in
equity, to cure, correct or remedy any default, to recover damages for any default, to compel
specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any
other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary
provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections
905 et. seq. and 910 et. seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided
in the following Section for termination for cause. The City reserves the right to terminate this
Contract at any time, with or without cause, upon written notice to Consultant. In addition, the
Consultant may terminate this Contract for cause, upon sixty (60) days’ advance written notice to
City. Upon receipt of any notice of termination, Consultant shall immediately cease all services
hereunder except such as may be specifically approved by the Contract Officer. Except where the
Consultant has initiated termination, the Consultant shall be entitled to compensation for all
services rendered prior to the effective date of the notice of termination and for any services
authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or
such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event
the Consultant has initiated termination, the Consultant shall be entitled to compensation only for
the reasonable value of the work product actually produced hereunder. In the event of termination
without cause pursuant to this Section, the terminating party need not provide the non-terminating
party with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Consultant.
If termination is due to the failure of the Consultant to fulfill its obligations under this
Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and
prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to
the extent that the total cost for completion of the services required hereunder exceeds the
compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such
damages), and City may withhold any payments to the Consultant for the purpose of set-off or
partial payment of the amounts owed the City as previously stated.
7.9 Attorney’s Fees.
If either party to this Agreement is required to initiate or defend or made a party to any
action or proceeding in any way connected with this Agreement, the prevailing party in such action
or proceeding, in addition to any other relief which may be granted, whether legal or equitable,
shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any
appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable
costs for investigating such action, taking depositions and discovery and all other necessary costs
C.8.a
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the court allows which are incurred in such litigation. All such fees shall be deemed to have
accrued on commencement of such action and shall be enforceable whether or not such action is
prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any
successor in interest, in the event of any default or breach by the City or for any amount which
may become due to the Consultant or to its successor, or for breach of any obligation of the terms
of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, which would conflict in any manner with the interests
of City or which would in any way hinder Consultant’s performance of services under this
Agreement. Consultant further covenants that in the performance of this Agreement, no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Consultant agrees to at all times avoid
conflicts of interest or the appearance of any conflicts of interest with the interests of City in the
performance of this Agreement.
8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons
claiming under or through them, that there shall be no discrimination against or segregation of,
any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation, marital status, national origin, ancestry or other protected class in the performance of
this Agreement. Consultant shall take affirmative action to insure that applicants are employed
and that employees are treated during employment without regard to their race, color, creed,
religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected
class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should any liability or sanctions be imposed against City for such use of unauthorized aliens,
Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions
imposed, together with any and all costs, including attorney’s fees, incurred by City.
C.8.a
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-17-
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either party
desires or is required to give to the other party or any other person shall be in writing and either
served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager
and to the attention of the Contract Officer (with her/his name and City title), City of Grand
Terrace, 22795 Barton Rd, Grand Terrace, CA 92313, and in the case of the Consultant, to the
person(s) at the address designated on the execution page of this Agreement. Either party may
change its address by notifying the other party of the change of address in writing. Notice shall be
deemed communicated at the time personally delivered or in seventy-two (72) hours from the time
of mailing if mailed as provided in this Section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the authorship of
this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original, and such counterparts shall constitute one and the same instrument.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive
expression of the understanding of the parties. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and cancels
any and all previous negotiations, arrangements, agreements and understandings, if any, between
the parties, and none shall be used to interpret this Agreement. No amendment to or modification
of this Agreement shall be valid unless made in writing and approved by the Consultant and by
the City Council. The parties agree that this requirement for written modifications cannot be
waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections
contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or
decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any
of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are
hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder
unless the invalid provision is so material that its invalidity deprives either party of the basic benefit
of their bargain or renders this Agreement meaningless.
C.8.a
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9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this
Agreement, nor shall any official, officer, or employee of City participate in any decision relating
to this Agreement which may affect his/her financial interest or the financial interest of any
corporation, partnership, or association in which (s)he is directly or indirectly interested, or in
violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
“financial interest” shall be consistent with State law and shall not include interests found to be
“remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5.
Nor shall any such officer or employee participate in any decision relating to the
Agreement which affects her/his financial interest or the financial interest of any corporation,
partnership or association in which (s)he is, directly or indirectly, interested, in violation of any
State statute or regulation, including but not limited to the Political Reform Act (Government Code
Sections 81000, et seq.)
Consultant warrants and represents that it has not paid or given, and will not pay or give,
to any third party including, but not limited to, any City official, officer, or employee, any money,
consideration, or other thing of value as a result or consequence of obtaining or being awarded any
agreement. Consultant further warrants and represents that (s)he/it has not engaged in any act(s),
omission(s), or other conduct or collusion that would result in the payment of any money,
consideration, or other thing of value to any third party including, but not limited to, any City
official, officer, or employee, as a result of consequence of obtaining or being awarded any
agreement. Consultant is aware of and understands that any such act(s), omission(s) or other
conduct resulting in such payment of money, consideration, or other thing of value will render this
Agreement void and of no force or effect.
Consultant’s Authorized Initials _______
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
C.8.a
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01247.0005/606806.2 19
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date
and year first-above written.
CITY:
City of Grand Terrace, a municipal
corporation
____________________________________
Darcy McNaboe, Mayor
ATTEST:
______________________________________
Debra Thomas, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
______________________________________
Adrian R. Guerra, City Attorney
CONSULTANT:
Interwest Consulting Group, a Colorado
Corporation
By:
___________________________________
Name:
Title:
By:
___________________________________
Name:
Title:
Address: 1500 S. Haven Avenue, Suite 220
Ontario, CA 91761
Two corporate officer signatures required when Consultant is a corporation, with one signature required from
each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any
Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR
REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
C.8.a
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01247.0005/606806.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
On __________, 2020 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
C.8.a
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01247.0005/606806.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
On __________, 2020 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
C.8.a
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01247.0005/606806.2 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will provide contract services for the City (“Services”). The Services will
include, but not be limited to, the following:
A. Deputy Building Official Services include, but are not limited to, the following:
i. Assisting customers (e.g., developers and City residents) with City Building
Code questions.
ii. Conducting field inspection services, as needed.
iii. Reviewing and commenting on development applications participating in
the City’s Planning Commission/Site and Architectural Review Board
meetings.
iv. Providing training and support to the City’s permit technician.
v. Supervising the City’s permit technician.
B. ICC Certified Plans Examiner Services include, but are not limited to, providing
plan and check services by the Deputy Building Official to help offset the cost of
this Agreement. Plan checking outside the ability of the Deputy Building Official
will be assigned to qualified Interwest personnel. ICC Certified Plans Examiner
Services include, but are not limited to the following:
i. Plan checking of onsite grading plans.
ii. Plan checking site, structural, mechanical, engineering, and plumbing plans.
iii. Providing written and redline plan check corrections and responses in a
timely manner and in accordance with any deadlines provided by City staff.
C. Code Enforcement/Animal Control Supervisor Services include, but are not limited
to, the following:
i. Supervising the City’s Code Enforcement and Animal Control Staff.
ii. Assessing City procedures and processes and making recommendation to
improve efficiencies.
iii. Reviewing cases and providing direction to City’s Code Enforcement and
Animal Control Staff.
iv. Providing written and redline plan check corrections and responses in a
timely manner and in accordance with any deadlines provided by City staff.
C.8.a
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01247.0005/606806.2 A-2
D. As requested on a case by case basis by the Contract Officer, Public Works
Maintenance Supervisor Services include, but are not limited to, the following:
i. Supervising the City’s Public Works Department Maintenance Staff.
ii. Reviewing cases and provide direction to the City’s Public Works
Department Maintenance Staff.
iii. Providing written and redline plan check corrections and responses in a
timely manner and in accordance with any deadlines provided by City staff.
II. As part of the Services, Consultant will prepare and deliver such tangible work
products to the City as the City may require from time to time.
III. In addition to the requirements of Section 6.2, during performance of the Services,
Consultant will keep the City appraised of the status of performance by delivering
the following status reports:
A. Consultant shall meet at least bi-monthly with the Planning and Development
Services Director and Public Works Director, as applicable, to provide updates on
the Services provided under this Agreement.
IV. All work product is subject to review and acceptance by the City, and must be revised
by the Consultant without additional charge to the City until found satisfactory and
accepted by City.
V. Consultant will utilize the following personnel to accomplish the Services:
A. Mark Berg, Deputy Building Official
C.8.a
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01247.0005/606806.2 B-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
I. Section 1.7 (Further Responsibilities of Parties) is hereby amended as follows
(strikethrough represents deleted language while bold italics represents added language):
“(a) Both parties agree to use reasonable care and diligence to perform their
respective obligations under this Agreement. Both parties agree to act in good faith
to execute all instruments, prepare all documents and take all actions as may be
reasonably necessary to carry out the purposes of this Agreement. Unless hereafter
specified, neither party shall be responsible for the service of the other.
(b) In the event that Consultant utilizes a retired annuitant of the California
Public Employees’ Retirement System (“Annuitant”) to perform any services
under this Agreement, Consultant shall ensure that the Annuitant’s performance
of any services under this Agreement is in compliance with all applicable laws,
including, but not limited to, the California Public Employees’ Retirement
System’s (“CalPERS”) rules and regulations governing the hiring of retired
CalPERS annuitants by California cities.”
II. Section 5.3 (Indemnification) is hereby amended as follows (strikethrough represents
deleted language while bold italics represents added language):
“5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and
hold harmless the City, its officers, employees and agents (“Indemnified Parties”)
against, and will hold and save them and each of them harmless from, any and all
actions, either judicial, administrative, arbitration or regulatory claims, damages to
persons or property, losses, costs, penalties, obligations, errors, omissions or
liabilities whether actual or threatened (herein “claims or liabilities”) that may be
asserted or claimed by any person, firm or entity arising out of or in connection
with the negligent performance of the work, operations or activities provided herein
of Consultant, its officers, employees, agents, subcontractors, or invitees, or any
individual or entity for which Consultant is legally liable (“indemnitors”), or arising
from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from
Consultant’s or indemnitors’ negligent performance of or failure to perform any
term, provision, covenant or condition of this Agreement, and in connection
therewith:
(a) Consultant will defend any action or actions filed in connection with any of
said claims or liabilities and will pay all costs and expenses, including legal costs
and attorney’s fees incurred in connection therewith;
C.8.a
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01247.0005/606806.2 B-2
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in
connection with the negligent performance of or failure to perform such work,
operations or activities of Consultant hereunder; and Consultant agrees to save and
hold the City, its officers, agents, and employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages
or other claims arising out of or in connection with the negligent performance of or
failure to perform the work, operation or activities of Consultant hereunder,
Consultant agrees to pay to the City, its officers, agents or employees, any and all
costs and expenses incurred by the City, its officers, agents or employees in such
action or proceeding, including but not limited to, legal costs and attorney’s fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors
and if it fails to do so Consultant shall be fully responsible to indemnify City
hereunder therefore, and failure of City to monitor compliance with these
provisions shall not be a waiver hereof. This indemnification includes claims or
liabilities arising from any negligent or wrongful act, error or omission, or reckless
or willful misconduct of Consultant in the performance of professional services
hereunder. The provisions of this Section do not apply to claims or liabilities
occurring as a result of City’s sole negligence or willful acts or omissions, but, to
the fullest extent permitted by law, shall apply to claims and liabilities resulting in
part from City’s negligence, except that design professionals’ indemnity hereunder
shall be limited to claims and liabilities arising out of the negligence, recklessness
or willful misconduct of the design professional. The indemnity obligation shall be
binding on successors and assigns of Consultant and shall survive termination of
this Agreement.
(d) Consultant’s services under this Agreement are being provided to the City
as that of an independent contractor. In the event that Consultant or any
employee, agent, or subcontractor of Consultant providing services under this
Agreement claims or is determined by the California Public Employees’
Retirement System (“CalPERS”) or a court of competent jurisdiction to be
classified as other than an independent contractor, then Consultant shall
indemnify, defend, and hold harmless the City, its officers, employees and agents
from any and all assessed fines, penalties, judgments and/or employer
contributions to CalPERS for CalPERS retirement benefits on behalf of
Consultant, its officers, employees, agents, subcontractors, or invitees, or any
individual or entity for which Consultant is legally liable, as well as for the
payment of any interest on such fines, penalties, judgments or CalPERS
contributions, including such payments which would otherwise be the
responsibility of the City. Consultant’s obligations under this Section 5.3(d) shall
be in addition to any other obligation of the Consultant to indemnify, defend, and
hold harmless the City, its officers, employees and agents.”
C.8.a
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01247.0005/606806.2 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the Services in Exhibit A at the following rates:
SERVICE RATE
A. Deputy Building Official Services $115.00/hour
B. ICC Certified Plans Examiner Services $100.00/hour
C. Code Enforcement/Animal Control Supervisor
Services
$115.00/hour
D. Public Works Maintenance Supervisor Services $115.00/hour
II. The City will compensate Consultant for the Services performed upon submission of
a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours
worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting
documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and
travel properly charged to the Services.
III. The total compensation for the Services shall not exceed the Contract Sum as
provided in Section 2.1 of this Agreement.
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D-1
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall commence performance of all Services within 3 business days of this
Agreement’s complete execution by the parties. Consultant shall further perform all
Services timely in accordance with the schedules to be developed by Consultant and
subject to the written approval of the Contract Officer.
II. In addition to any other tangible work products required by this Agreement,
Consultant shall deliver such tangible work products that the City may require from
time to time.
III. The Contract Officer may approve extensions for performance of the services in
accordance with Section 3.2.
IV. The City in its sole discretion may extend the term of this Agreement in writing by
two (2) terms of one (1) year each.
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Mark Berg, CBO, ICC
CERTIFIED BUILDING OFFICIAL // PLANS EXAMINER // BUILDING
INSPECTOR
Mark is an ICC Certified Building Official, Plans Examiner and Building Inspector
with experience performing life-safety, architectural, mechanical, plumbing,
electrical, and structural reviews in residential, multi-family and commercial
projects. Mark has successfully guided department staff with inspection and plan
review of all phases of complex construction projects. He is experienced utilizing
building department permit tracking software and managing all common
building department responsibilities, including plan review, multi-discipline
inspections, plan review and inspection scheduling, field supervision, regulatory
compliance, code interpretation, and project acceptance. Mark also makes a
difference to our clients and those he works with through his skills in complaint
resolution, problem solving, damage assessment and team building.
PROFESSIONAL HISTORY
Building Official, Life Safety Plans Examiner and Building Inspector / Interwest
Consulting Group / 2017 - Present
Performing comprehensive plan review and inspection services for client
agencies. Reviews residential and non-residential plans for compliance with
California Building, Life Safety, Fire, Plumbing, Mechanical, Electrical Codes,
Energy Standards, state and local building codes, policies, amendments, and
ordinances.
Building Official / City of Redlands / 2015 - 2017
Supervised staff coordination with cities, agencies and the public on various
Technical or legal aspects of programs. Performed the most complex and difficult
plan checks for both building and fire life safety. Reviewed the new and existing
codes and regulations and recommended revision to current ordinances, policies,
and inspection methods to meet new requirements. Investigated violations of
building construction codes and determined necessity for issuance of legal
complaints. Prepared and responded to correspondence pertaining to code
enforcement matters including Notices and Orders to Comply, Abatement
Notices, and requests for information.
Building Official / City of Colton / 2014 - 2015
Supervised staff coordination with cities, agencies and the public on various
technical or legal aspects of programs. Performed the most complex and difficult
plan checks for both building and fire life safety. Reviewed the new and existing
codes and regulations and recommended revision to current ordinances, policies,
and inspection methods to meet new requirements. Investigated violations of
building construction codes and determined necessity for issuance of legal
complaints. Prepared and responded to correspondence pertaining to code
enforcement matters including Notices and Orders to Comply, Abatement
Notices, and requests for information.
Building Inspector Supervisor / City of Rancho Cucamonga / 2011 - 2015
Reviewed new and existing codes and regulations; recommended revision to
ordinances, policies, and inspection methods when needed to meet new
Years of Experience: 29
Years w/ Interwest: 3
Education
BS, Public Administration,
Minor in English, California
Baptist University, 2003
AA, Construction
Technology, Riverside
Community College, 1999
AA, Physical Education,
Riverside City College, 1983
Registrations/Certifications
International Code Council,
0859362
ICC Electrical Inspector
ICC Certified Fire Code
Official
ICC Certified Building Official
ICC Plumbing Inspector UPC
ICC Mechanical Inspector
UMC
ICC Fire Plans Examiner
ICC Building Code Official
ICC Combination Inspector –
Legacy
ICC Fire Inspector I
ICC Fire Inspector II
ICC Building Inspector
ICC Residential Combination
Inspector
ICC Building Plans Examiner
ICC Combination Dwelling
Inspector – Uniform Codes
ICC Building Code Specialist
ICC Fire Code Specialist
ICC Residential Energy
Inspector/Plans Examiner
ICC Accessibility
Inspector/Plans Examiner
Areas of Expertise
Building Plans Examination
Building Inspections
Codes and Regulations
Code Enforcement
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MARK BERG, CBO, ICC – CERTIFIED BUILDING OFFICIAL // PLANS EXAMINER // BUILDING INSPECTOR
requirements or improve existing procedures. Developed, maintained, and distributed resource material, including
guidelines for code interpretation to ensure uniform methods of inspection and enforcement. Oversaw the plan
examination process, inspections, documentation activities and the development process. Provided customer
service at the front counter as well as on the telephone for code interpretations, plan submittal and permit issuance.
Supervised entire inspection staff and reviewing the quality and quantity of work produced. Performed the most
complex and difficult plan checks for both building and fire life safety.
Building Official / City of El Monte and Hawaiian Gardens / 2010 - 2011
Oversaw staff coordination with cities, agencies and the public on various technical or legal aspects of programs.
Performed the most complex and difficult plan checks for both building and fire life safety. Reviewed the new and
existing codes and regulations; recommended revision to current ordinances, policies, and inspection methods to
meet new requirements. Investigated violations of building construction codes and determined necessity for
issuance of legal complaints.
Code Enforcement Officer / City of Desert Hot Springs / 2009 - 2010
Supervised the day-to-day operations of the Code Compliance Department. Monitor Code Compliance staff to make
sure they have met and responded to the Department’s customer service objectives, standards and goals and
follows procedures and policies of the department and division. Served as the liaison between the City Departments
and the City Attorney’s Office regarding code compliance cases requiring legal action. Conducted field checks and
monitored certain businesses and properties relative to a variety of mitigation measures imposed as part of the
discretionary zoning/land use process. Prepared and responded to correspondence pertaining to code enforcement
matters including Notices and Orders to Comply, Abatement Notices, and requests for information.
Building Official / City of Norco / 2006 - 2009
Supervised staff coordination with cities, agencies and the public on various technical or legal aspects of programs.
Performed the most complex and difficult plan checks for both building and fire life safety. Reviewed the new and
existing codes and regulations and recommended revision to current ordinances, policies, and inspection methods
to meet new requirements. Investigated violations of building construction codes and determined necessity for
issuance of legal complaints.
Building Division Manager / County of Riverside / 2004 - 2006
Handled difficult public relations problems, directs investigations of complaint or problems, and recommends
resolutions. Assisted in arranging and conducting classroom and on-the-job training sessions for the technical
personnel and counter staff. Advised the inspectors on alternate methods of construction in specific instances;
provided expert advice and recommendations to both the building inspectors and public. Supervised the plan
examination process, inspections, documentation activities and the development process.
Principal Building Inspector | Chief Disabled Access Compliance / County of Riverside / 2003 - 2004
Performed the most complex and difficult plan checks for both building and fire life safety. Developed, maintained,
and distributed resource material, including guidelines for code interpretation to ensure uniform methods of
inspection and enforcement. Developed and implemented classroom and on-the-job training sessions for technical
personnel. Reviewed technical documents for completeness; reviewed commercial buildings and all related
technical documents; prepared reports and conferred with other professionals in the field of work.
Building Inspector Supervisor / County of Riverside / 2001 - 2003
Reviewed new and existing codes and regulations; recommended revision to ordinances, policies, and inspection
methods when needed to meet new requirements or improve existing procedures. Developed, maintained, and
distributed resource material, including guidelines for code interpretation to ensure uniform methods of inspection
and enforcement. Supervised the plan examination process, inspections, documentation activities and the
development process. Provided customer service at the front counter as well as on the telephone for code
interpretations, plan submittal and permit issuance. Supervised entire inspection staff and reviewed the quality and
C.8.b
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MARK BERG, CBO, ICC – CERTIFIED BUILDING OFFICIAL // PLANS EXAMINER // BUILDING INSPECTOR
quantity of work produced. Performed the most complex and difficult plan checks for both building and fire life
safety.
Building Inspector II / City of Irvine / 2000 - 2001
Inspected residential, commercial, and industrial projects to comply with the UBC, UMC, UPC and the NEC along
with the State Energy codes and Disabled Access Regulations. Reviewed commercial construction plans and related
technical documents for completeness; prepared reports and met with other staff members in the field of work.
Performed the most complex and difficult plan checks for both building and fire life safety.
Plans Examiner - Sr. Building Inspector / City of Irvine / 1991 - 2000
Inspected residential, commercial, and industrial projects to comply with the UBC, UMC, UPC and the NEC along
with the State Energy codes and Disabled Access Regulations. Reviewed commercial construction plans and related
technical documents for completeness; prepared reports and met with other staff members in the field of work.
Performed the most complex and difficult plan checks for both building and fire life safety.
Plans Examiner - Sr. Building Inspector / City of Temecula / 1991 - 2000
Oversee the plan examination process, inspections, documentation activities and the development process. Provide
customer service at the front counter as well as on the telephone for code interpretations, plan submittal and permit
issuance. Have the ability to review technical documents for completeness, ability to review commercial buildings
and all technical documents for them as well, prepare reports and meet with other professionals in the field of work.
Have the ability to supervise entire staff and review the quality and quantity of work produced. Performed the most
complex and difficult plan checks for both building and fire life safety.
PROFESSIONAL AFFILIATIONS
CALBO – Damage Assessment Committee, State Building Codes Committee
CACEO – California Association of Code Enforcement Officers
CEC – California Energy Commission
ICC – Administrative Committee
NFPA – National Fire Prevention Association, Building Systems Committee
IAPMO – Code Interpretation Committees for UPC.UMC
IAEI – Journal of Ancient Egyptian Interconnections
City of Riverside Parks, Recreation, and Community Services Commission
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Measure I Capital Project Needs Analysis for Fiscal Year
2020-2021 through 2024-2025
PRESENTED BY: Craig Bradshaw, Interim Public Works Director
RECOMMENDATION: ADOPT “A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF GRAND TERRACE, STATE OF
CALIFORNIA, APPROVING A FIVE-YEAR MEASURE I
CAPITAL PROJECT NEEDS ANALYSIS FOR FISCAL
YEAR 2020-2021 THROUGH 2024-2025”
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in improvements
to public infrastructure.
.
BACKGROUND:
San Bernardino County voters approved passage of Measure I in November of 2004,
authorizing San Bernardino Associated Governments, (SANBAG), acting as the San
Bernardino County Transportation Authority (Authority), to impose a one-half of one-
percent sale and use tax on retail transactions applicable in the incorporated and
unincorporated territory of the County of San Bernardino.
The Measure I Strategic Plan requires local jurisdictions to annually adopt a Five-Year
Capital Project Needs Analysis (CPNA), which documents project or program needs by
fiscal year and includes the anticipated funding sources, funding amounts and project
phasing where appropriate. The CPNAs also demonstrate the availability of
development mitigation fair share funds for projects included in the Needs Analysis.
The Capital Project Needs Analyses for Valley jurisdictions include projects for the
Valley Freeway Interchange and Major Street Programs. San Bernardino Associated
Governments' staff will use these submittals, along with similar information from
SANBAG departments, in a cash-flow analysis necessary for effective implementation
of the Measure I Strategic Plan.
On November 12, 2019 the City Council adopted the last update to the Capital Projects
Needs Analysis (CPNA) as required for Measure - I Arterial funding. The CPNA, as
adopted, identified projects in the City where funds would improve traffic management,
subject to projected availability of funds. This project is: “Extend Commerce Way from
900’ n/o DeBerry Rd. to Taylor/Main intersection from 0 to 4 lanes”. The Agreement for
the design of this project has been executed.
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DISCUSSION:
Measure I revenue can only be used for transportation improvement and traffic
management programs authorized in the Expenditure Plans set by Ordinance No. 04-01
and Ordinance No. 89-1 of the Authority. The Strategic Plan and Expenditure Plan
require each local jurisdiction applying for revenue from the Valley Major Street and
Freeway Interchange Programs to annually adopt and update the Five-Year CPNA.
The CPNA, as recommended, identifies one project in the City where funds would
improve traffic management, subject to projected availability of funds. This project is:
“Commerce Way extension from its existing end to Taylor/Main Street with two (2) traffic
lanes each way with bicycle lanes.” The Master Agreement for the CPNA was approved
by the City Council in May 2010.
The Commerce Way expansion project includes four (4) travel lanes and bike lanes.
The current submittal will fully fund the project through the construction phase by FY
2021/22 and have begun setting aside Measure I funds for right of way acquisition last
fiscal year and include the following years.
Staff is recommending that the City Council adopt a resolution approving an updated
Five-Year Measure I Capital Projects Needs Analysis for Fiscal Years 2020/21 through
2024/25 for submittal to the SBCTA as well as the expenditure strategy included as
Exhibit A.
FISCAL IMPACT:
Under this Five-Year plan, the City is committing to obligate $1,000,000 from its
development impact fees (arterial improvements) account over the five-year period
including FY 20-21 thru FY 2024-25 in order to advance the design and construction of
the Commerce Way, a major circulation improvement project. The City will receive
$2,375,000 in Measure I subventions over the five-year period for this project. The
City’s commitment to obligate development impact fees is a requirement to receive the
Measure I funds. The CPNA does not obligate General Fund revenue.
The Measure I Five-Year Plan is updated annually. If development impact fee revenues
are not generated at the anticipated pace, the City’s plan will be to scale back the
project accordingly. Should additional funding become available or City priorities
change in the future, the City’s Measure I Five-Year Plan can be revised with
subsequent updates.
ATTACHMENTS:
• CPNA Resolution October-2020 (DOC)
• Exhibit A - CPNA Worksheet Oct-2020 staff rpt 2020-21 to 2024-25(PDF)
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APPROVALS:
Craig Bradshaw Completed 10/06/2020 9:07 AM
City Attorney Completed 10/07/2020 11:27 AM
Finance Completed 10/07/2020 6:20 PM
City Manager Completed 10/08/2020 10:19 AM
City Council Pending 10/13/2020 6:00 PM
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RESOLUTION NO. 2019-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, STATE OF CALIFORNIA, ADOPTING THE
FIVE-YEAR CAPITAL PROJECT NEEDS ANALYSIS FOR
FISCAL YEAR 2020-21 THROUGH 2024-25
WHEREAS, San Bernardino County voters approved passage of Measure
I, in November 2004 authorizing San Bernardino Associated Governments,
acting as the San Bernardino County Transportation Authority, to impose a one-
half of one percent retail transactions and use tax applicable in the incorporated
and unincorporated territory of the County of San Bernardino; and
WHEREAS, revenue from the tax can only be used for transportation
improvement and traffic management programs authorized in the Expenditure
Plans set forth in Ordinance No. 04-1 of the Authority; and
WHEREAS, the Strategic Plan requires each local jurisdiction applying for
revenue from the Valley Major Street and Freeway Interchange Programs to
annually adopt and update a Five-Year Capital Project Needs Analysis.
NOW, THEREFORE, THE CITY COUNCIL OF GRAND TERRACE DOES
RESOLVE, DETERMINE, FIND AND ORDER AS FOLLOWS:
SECTION 1. That the City Council of the City of Grand Terrace, State of
California, hereby adopts the Measure I, Five-Year Capital Project Needs
Analysis for Fiscal Year 2020-21 through 2024-25, a copy of which is attached to
this resolution.
PASSED, APPROVED AND ADOPTED by the City Council of the City
Grand Terrace at a regular meeting held on the 13th day of October 2020.
___________________________
Darcy McNaboe
Mayor
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ATTEST:
____________________________
Debra L. Thomas
City Clerk
APPROVED AS TO FORM:
____________________________
Adrian R. Guerra,
City Attorney
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I, DEBRA L. THOMAS, CITY CLERK of the City of Grand Terrace, do hereby
certify that the foregoing Resolution was introduced and adopted at a regular
meeting of the City Council held on the 13th day of October 2020 by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Debra L. Thomas
City Clerk
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Capital Project Needs Analysis
Agency: Grand Terrace
Program: Valley Arterial Sub-Program
Project Name: Extend Commerce Wy from 900' n/o DeBerry Rd to Main St from 0 to 4 lanes
Agency Project Name:
Agency reported Total Project Cost:
Escalation Factor(%):
Actual Prior Year dollars and escalated costs in subsequent years (not in 1,000s)
Public Share: 60.10% | Dev. Share: 39.90%
Funding Prior FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25 Future Total
Nexus Total Project Cost
(All phases):
3,500,000
PA&ED MI ART 42,000 133,000 0 0 0 0 0 175,000
ATP 0 0 0 0 0 0 0 0
BUILD 0 0 0 0 0 0 0 0
CMAQ 0 0 0 0 0 0 0 0
Total 42,000 133,000 0 0 0 0 0 175,000
Total Presented Funding:
3,500,000
PS&E MI ART 75,000 25,000 0 0 0 0 0 100,000
DEV FEE 28,000 22,000 0 0 0 0 0 50,000
ATP 0 0 0 0 0 0 0 0
Total 103,000 47,000 0 0 0 0 0 150,000
Total Measure I Request:
2,300,000
ROW MI ART 0 200,000 200,000 50,000 0 0 0 450,000
DEV FEE 50,000 0 50,000 0 0 0 0 100,000
ATP 0 0 0 0 0 0 0 0
Total 50,000 200,000 250,000 50,000 0 0 0 550,000
CONST MI ART 0 0 400,000 900,000 200,000 0 0 1,500,000
DEV FEE 0 0 400,000 400,000 200,000 0 0 1,000,000
Total 0 0 800,000 1,300,000 400,000 0 0 2,500,000
Total 195,000 380,000 1,050,000 1,350,000 400,000 0 0 3,375,000
*Prior should identify any expenses incurred in prior years that have not yet been reimbursed by
SBCTA including FY 19/20 expenses.
Reference: Measure I Policy 40006
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AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Non-Owner Occupied/Rental Inspection Program Progress
Report
PRESENTED BY: Steven Weiss, Planning & Development Services Director
RECOMMENDATION: Provide Direction to Initiate Refinements to the Program
or Receive and File
2030 VISION STATEMENT:
This staff report supports Goal #1 Ensuring Fiscal Viability by ensuring appropriate cost
recovery for services.
BACKGROUND:
In 2006, the City Council adopted a Non-Owner Occupied/Rental Property Program,
which requires participating properties in the program to undergo annual exterior
inspections. The program was last amended in 2015. The purpose of the program is to
allow the City to identify non owner-occupied properties and ensure that those
properties are maintained at a standard that does not diminish the value and quality of
life of owner-occupied units. The program was also developed to ensure that non
owner-occupied dwelling within the City of grand Terrace were habitable dwellings. The
program ensures that the exterior of properties is inspected on an annual basis to verify
that minimum standards are met.
DISCUSSION:
The total number of properties currently registered in the Non-owner Occupied/Rental
Property program is 380, consisting of single family residential and multiple family
properties which include apartments, multi-unit-plexes and rental condominiums. which
are attached, assessed as an apartment less than 199 units. The annual fees for non-
owner-occupied rental property are shown below.
4.108.010 - Rental inspection fees.
Apartments 200+ Units $36.00 Per Unit
Apartments 1-199 Units $48.00 Per Unit
Single-Family Home $95.00
Re-Inspection $47.00
PROGRAM IMPLEMENTATION
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Good Landlord Program- A rental that has passed the yearly inspection on the first
visit for 3 years receives a 50% annual fee reduction. A rental that has passed 4 years
of inspections, on the first visit, receives 70% annual fee reductions. Any property may
be removed from the program for noncompliance. On the 11th year the home reverts to
first year status. (GTMC 5.80.050). To assist Landlords in the program, the City
maintains a webpage that instructs “How to Pass Your Inspection” on the City’s website.
(GTMC 5.80.060)
An annual exterior inspection occurs within the first 3 to 6 months of every calendar
year. The Code Officer will contact units of 16 or more and schedule a time for the
inspection. If the Officer finds probable cause to ask for an interior inspection, they must
give a letter of intent to inspect to the property. The OWNER is responsible for
contacting the tenants and letting them know the appointment time for the inspection.
(GTMC 5.80.110) Every homeowner MUST receive a copy of their inspection report
sent via regular mail.
RENTAL PROGRAM INTERIOR INSPECTIONS
While the City developed a program for landlords to comply with exterior inspections,
interior inspections are equally important but requires tenant initiation. The City will
inspect a Non-owner occupied/rental building for interior maintenance standards as
defined in California Code of Regulations (CCR) Title 25 definition of a "habitable" rental
unit for the following reasons:
A. Plumbing facilities in good working order, including hot and cold running water,
connected to a sewage disposal system;
B. Gas facilities in good working order;
C. Heating facilities in good working order;
D. An electric system, including lighting, wiring, and equipment, in good working
order
E. Clean and sanitary buildings, grounds, and appurtenances (detached garage,
garden, etc.) free from debris, garbage, rodents, and vermin;
F. Adequate trash receptacles in good repair;
G. Floors, stairways, and railings in good repair;
H. A working toilet, wash basin, and bathtub or shower;
I. A kitchen with a sink not made of absorbent material;
J. Natural light in every room through windows or skylights. Windows in each room
must be able to open at least halfway for ventilation, unless a fan provides
mechanical ventilation;
K. Safe fire or emergency exits leading to a street or hallway. Stairs, hallways, and
exits must be kept litter-free. Storage areas, garages, and basements must be
kept free of combustible materials.
L. Operable thumb-turn deadbolt locks on the interior of the main entry doors of
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rental units, and operable locking or security devices on windows; and
M. Working smoke detectors in all units of multi-unit buildings, such as duplexes and
apartment complexes. Apartment complexes also must have smoke detectors in
common stairwells. Effective July 1, 2011, the Carbon Monoxide Poisoning
Prevention Act (Senate Bill — SB 183) requires all single-family homes with an
attached garage or a fossil fuel source to install carbon monoxide alarms within
the home by July 1, 2011. Owners of multi-family leased or rental dwellings, such
as apartment buildings, have until January 1, 2013 to comply with the law.
RENTAL PROGRAM POTENTIAL AREAS FOR IMPROVEMENT
On August 1, 2020, the City issued an updated Non-Owner-Occupied Rental Program
Information Sheet to all property owners currently enrolled in the program. Property
owners were asked to provide the City with current property management information,
contact names, and phone numbers. A new exemption status checkbox was created for
condominium rental owners whose ownership consists of the interiors only since the
exterior is controlled through CC&Rs. However, it is still the responsibility of the
homeowner to address deterioration outside the scope of the association maintenance
responsibility where the condominium association takes maintenance responsibility.
Building maintenance outside the scope of the rental program is enforcement through
the City’s Code Enforcement program.
The City has received the completed forms from 154 properties and nine (9) owners are
opting for exemption status. Three properties were sold, three are family occupied, two
are exempt condominiums, and one stated they do not receive any income from rent.
226 forms have not been returned with updated information.
Discretionary Compliance
The City, through Civic Live, has received complaints regarding apartment complexes.
The focal grievances are uncontrolled street parking, trash, and an increase of foot
traffic which has become a genuine issue for residents of the neighborhood. Code
cases have been opened due to the individual properties being out of compliance with
their entitlement approval. Some of these approvals occurred during cityhood and
others through the County. Staff is in the process of reviewing originally granted
Conditional use Permits and Site and Architectural Review approvals.
Core Issues with Apartments
• Parking
Apartments are not complying with approved parking conditions which is causing
an undue burden on City and the neighboring streets surrounding the complexes.
Garages are not being audited on a regular basis to ensure they are not being
used for storage.
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• Trash
Apartments are allowing bulky items resulting in illegal dumping to accumulate on
premises and failing to safeguard smaller trash from going into City streets.
• Maintenance
Apartments are having issues with approved project approval and zoning and
building code and safety standards. i.e. proper ventilation of water heaters.
Core Issues with Single Family Home Rental Compliance
• Overgrown vegetation
• Dead Front Lawns
• Inoperable vehicles
• Noise complaints
An option to address property compliance is to refine the Rental Program in the
following areas:
• Expand criteria if home is vacant but still on the market, compliance with the
programs is required. (GTMC 5.08.020)
• Expand clarification as to how the City determines a property is a rental. Is it by
different mailing address from the property address, Homeowners Tax
Exemption filed with Assessors Office or by a multiple listing service?
• Include provision for late fees of 10% of fees after 30 days, 20% 60 days, and
30% maximum after 90 days
• Commence annual rental inspections the first month of the year instead of
waiting until the 3rd month
• Require an interior inspection every 5 years for single family and smaller
properties under 10 units
Renter’s Guide to Habitable Housing
As the City’s rental housing stock ages, the need for interior and exterior maintenance
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becomes equally important. In conjunction with the Non-owner Occupied/Rental
Property program, the City is in the process of preparing a guide for renters, so they
understand their right for clean and safe housing. Landlords must provide habitable
rentals, such as by:
• Keeping basic structural elements of the building, including floors, stairs, walls,
and roofs, safe and intact
• Maintaining all common areas, such as hallways and stairways, in a safe and
clean condition
• Keeping electrical, plumbing, sanitary, heating, ventilating, and air-conditioning
systems and elevators operating safely
• Supplying cold and hot water and heat in reasonable amounts at reasonable
times environmental hazards
• Keeping known such as lead paint dust and asbestos from posing a significant
danger
• Taking reasonable measures to prevent foreseeable criminal intrusions, and
• Exterminating rodents and other vermin (such as bed bugs).
In almost all circumstances, the implied warranty of habitability persists even if parties
try to circumvent it. In other words, landlords cannot shrug off these responsibilities in a
“disclaimer” when the tenancy begins.
FISCAL IMPACT
There is no fiscal impact associated with receiving direction from City Council or with
providing City Council this report.
ATTACHMENTS:
• Existing Chapter 5.08 NonOwner Occupied-Rental Property Program(PDF)
• Ord. 286 Non-owner rental program (PDF)
• Rental Flow Chart (PDF)
APPROVALS:
Steven Weiss Completed 10/07/2020 4:53 PM
City Attorney Completed 10/07/2020 5:13 PM
Finance Completed 10/07/2020 5:51 PM
City Manager Completed 10/08/2020 9:54 AM
City Council Pending 10/13/2020 6:00 PM
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s
ORDINANCE NO. 286
r
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, COUNTY OF SAN BERNARDINO,
STATE OF CALIFORNIA AMENDING SECTIONS 5.80.050,
5.80.060, 5.80.120 OF CHAPTER 5.80 (NON-OWNER
OCCUPIED/RENTAL PROPERTY PROGRAM) OF TITLE 5 OF
THE GRAND TERRACE MUNICIPAL CODE
WHEREAS, the City of Grand Terrace has a substantial interest in promoting minimum
building and housing code standards, and exterior maintenance standards in order to ensure safe
housing for its residents; and
WHEREAS, the City of Grand Terrace recognizes the need to implement reasonable
regulations to not only ensure safe housing for its residents but to also improve the City's
housing stock; and
WHEREAS, on October 13, 2015, the City Council of the City of Grand Terrace
introduced the herein ordinance to revise Chapter 5.80 (Non-owner Occupied/Rental Property
Program) of Title 5 ofthe Municipal Code; and
WHEREAS, all legal prerequisites to the adoption ofthis Ordinance have occurred.
NOW, THEREFORE, it is hereby found, determined, and resolved by the City Council of
the City of Grand Terrace, as follows
SECTION 1. Subsections A, C and D of Section 5.80.050 (Annual Inspection Fee) of
Chapter 5.80 of Title 5 are amended to read as follows:
Section 5.80.050 Annual Inspection Fee
A. Good Landlord/Tenant Program. Well-maintained properties that have passed
inspections for three consecutive years may qualify to participate in the good
landlord/tenant program. For qualifying participants, the property owner will pay an
annual inspection fee that is one-half of the City inspection program's annual fee,
provided conditions do not deteriorate to the point where the property would no longer
meet eligibility standards for program participation. Well-maintained properties that have
passed inspections for four consecutive years will pay an annual inspection fee of 30
percent of the City inspection program's annual fee. For properties eligible under the
program, a drive-by inspection will be conducted to ensure satisfactory maintenance.
C. On the eleventh(11 ) year of participation, whether in the Goad Landl"or /Tenant
Program or not, the participating property shall revert to first year"tdtus:and under-go a
complete inspection as specified in Section 5.80.080 and 5.08.096ofthis chapter. =
ORDINANCE NO. 286 PAGE 1 OF 7 NOVEMBER 24, 2015
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D. At all times, the City shall retain the authority to investigate and address any
violation of the Grand Terrace Municipal Code, California Housing Code, California
Building Code, California Fire Code or the California Code or Regulations."
SECTION 2. Section 5.80.060 (Education) of Chapter 5.80 of Title 5 is amended to read
as follows:
Section 5.80.060 Education
The City shall maintain on its website an educational page entitled, "How to Pass Your
Inspection." Annually, each property owner will receive an invitation to visit the web
page.
The property.owner and/or property managers shall be provided an explanation of what
to expect during their inspections that will allow them to objectively assess their own
property. The educational information will familiarize property owners, and property
managers, with the basic procedures of an inspection, what is considered a violation, and
what is considered compliance with the Municipal Code, California Housing Code,
California Building Code, California Fire Code and the California Civil Code."
SECTION 3. This Ordinance has been reviewed for compliance with the California
Environmental Quality Act (CEQA), the CEQA guidelines, and the City's environmental
procedures, and has been found to be exempt pursuant to Section 15061 (b)(3) (General Rule) of
the CEQA Guidelines, in that the City Council hereby finds that it can be seen with certainty that
there is no possibility that the passage of this Ordinance will have a significant effect on the
environment.
SECTION 4. The City Council declares that it would have adopted this ordinance and
each section, subsection, sentence, clause, phrase, or portion of it irrespective of the fact that any
one or more sections, subsections, sentences, clauses,phrases or portions of it be declared invalid
or unconstitutional. If for any reason any portion of this ordinance is declared invalid or
unconstitutional,then all other provisions shall remain valid and enforceable.
SECTION 5. This ordinance shall take effect thirty days from the date of adoption.
SECTION 6. First read at a regular meeting of the City Council held on the 10t' day of
November, 2015, and finally adopted and ordered posted at a regular meeting of said City
Council ofthe 24t'day ofNovember, 2015.
ATTEST:
Pat'-.`s D cy P cNaboe
City Clerk Ma
ORDINANCE NO. 286 PAGE 2 OF 7 NOVEMBER 24, 2015
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1, Pat Jacquez-Nares, City Clerk of the City of Grand Terrace, do hereby certify that the
foregoing Ordinance was introduced at a regular meeting of the City Council on the loth of
November, 2015, and adopted at a regular meeting of the City Council of the City of Grand
Terrace held on the 241h day of November, 2015, by the following vote:
AYES: Mayor Darcy McNaboe, Mayor Pro Tern Sylvia Robles Council Member Jackie
Mitchell, Council Member Bill Hussey
NOES: None
ABSENT: None
ABSTAIN: Council Member Doug Wilson
Pat Jacque - ar City Cl
Approved as to form:
Richard UAdams II, Crty Attorney
i
ORDINANCE NO. 286 PAGE 3 OF 7 NOVEMBER 24, 2015
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CITY OF GRAND TERRACE- RENTAL INSPECTION
Intro letter sent to
landlords.
Landlords will be
asked to
provide/verify the
following:
*Owner
Information
(mailing address,
phone number,
email, business
license
number)
*Property
information for
each rental
property owned
(address, number
of units)
*Property
Exemptions
No response
from
landlord
Landlord pays
registration
and inspection
fees
(Apartments Only)
*Schedule inspection
on a minimum of 10%
of the units
*Notice is sent to
landlord with
inspection date/time
and units to be
inspected
Inspections
Performed
Fail
(substandard
conditions
found)
No inspection
possible
(access to unit
denied or
owner a no
show)
PASS
Units are
scheduled for
re-inspection
Inspection Report
mailed to landlord
Landlord
completes
corrections and
unit is
re-inspected
PASS
Notice of
Violation
sent to
landlord
with
deadline for
corrections
(Apartments Only)
Inspections are
automatically scheduled
and notice is sent to
landlord with: *Bill for
registration and
inspection fees for ALL
units including late fees
*Bill for registration and
inspection fees for ALL
units including late fees
G.10.c
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d
AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Changes to CARES Act Funded Programs, Authorization to
City Manager to Sign Agreement for Additional COVID-19
Funds, and Authorize Mayor to Send Letter of Support for
Business Re-Openings
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: 1. Approve the following changes to CARES ACT Funded
Programs:
a) Allocation of $20,000 in Additional Funds to the Small
Business Assistant Grant Program;
b) Modification of Rules for Small Business
Assistance Program to Allow Storefront Businesses that
Entered into a Lease Agreement as of January 1, 2020, to
Participate in the Program; and
c) Reduction of Funding for Program to Support
Outdoor Dining.
2. Authorize City Manager to Sign Agreement with
County of San Bernardino for the City to Receive additional
CARES Act Funds from San Bernardino County.
3. Authorize the Mayor to Send Letter Supporting the
County of San Bernardino’s Request for Governor Newsom
to Consider Sub-Regional Approach to Re-Opening
Businesses in San Bernardino County.
2030 VISION STATEMENT:
This staff report supports Goal #1, Ensuring Fiscal Viability, Goal #3, Promote Economic
Development and Goal #4, Develop and Implement Successful Partnerships.
BACKGROUND:
On March 27, 2020, President Trump signed the Coronavirus Aid, Relief, and Economic
Security Act (CARES Act), a $3.3 Trillion economic stimulus bill passed by the U.S.
Congress to respond to the growing effects of this historic public health pandemic. The
CARES Act included aid directly to local governments in the form of the Coronavirus
Relief Fund (CRF). On April 22, 2020. California was allocated $15.3 Billion in CRFs
with $9 Billion going to the State of California, with the remaining funds distributed
directly to qualifying counties and cities with a population over 500,000.
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The cities in California with a population under 500,000 had to wait until Governor
Newsom signed the 2020-21 state budget, directing the State to distribute $500 Million
of its $9.Billion Coronavirus Relief Funds to local jurisdictions (Attachment I). The City of
Grand Terrace’s allocation was $153,000. Agencies have until December 31, 2020 to
use CRF proceeds, all unused proceeds as of December 31, 2020 must be returned to
the U.S. Treasury.
On July 28, 2020, the City of Grand Terrace accepted and allocated Coronavirus Relief
Funds CRF) to support the following programs:
Fund Category Proposed
Appropriation
REVENUE
90-XXX CARES Act Funding $153,425
Total Revenues $153,425
EXPENDITURE
90-120-250-001 Economic Development $35,000
90-120-250-002 Local Business Assistance $50,000
90-120-250-003 Reimbursements $48,000
90-120-250-004 Rapid Quarterly Testing of Staff $15,000
90-120-250-005 Public Education and Community
Outreach
$5,000
Total Expenditures $153,000
Net (Revenue Less Expense) $425
COVID-19 Funded Programs
Business Assistance Program for Sit-Down Restaurants
Council approved the Business Assistance Grant Program for Sit-Down Restaurants
providing businesses up to $2,500 per month (for two months) to cover the cost of
equipment to transition to outdoor dining. The goal is to assist businesses that are
already fiscally impacted by COVID-19. Funds were used to provide COVID-19 related
safety measures, as well as shading and other amenities for the safe operations of
outdoor/parking lot dining.
All seven (7) sit-down restaurants participated in the program (Attachment II). The
program had $50,000 in funding and distributed $21,253.00 to businesses.
Grand Terrace Small Business Storefront Assistance Grant Program
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To help small business owners mitigate the impacts of COVID-19, The Council
approved a grant program to assist small businesses to maintain their storefronts by
providing grants to assist with payment of lease space. Council committed $35,000 in
COVID-19 funds to create the Grand Terrace Small Business Storefront Assistance
Grant Program. The objective of this program was to offer up to $3,000 in immediate
financial assistance to small businesses located in the City of Grand Terrace to aid in
maintaining their business space. Landlords receiving the $3,000 rent/lease payments
were also required to allow tenants to retain their storefronts for 90 days. The program
was very successful with twelve (12) businesses participating. There appeared to be
more need than resources (Attachment III). Staff is recommending that an additional
$20,000 be added to this program.
Staff is also recommending that Council approve the modification to the Eligibility
Requirements to allow businesses with leases signed no later than January 1, 2020
participate in the program.
Community Development Block Funds-CDBG-CV
The CARES ACT also authorized a special allocation of Community Development Block
Grant (CDBG) funds to San Bernardino County as a preemptive means through
prevention, preparation, and response to the Coronavirus (COVID-19).This program is
under the guidance of the Department of Housing and Urban Development (HUD). The
City of Grand Terrace participates in the Federal Community Development Block Grant
(CDBG) program operated by the U.S. Department of Housing and Urban Development
(HUD) as a cooperative city in the San Bernardino County Consortium. Therefore, the
City received a portion of the special allocation of CDBG funds (CDBG-CV).
The funds are administered by the County of San Bernardino. The County’s targeted
use of its CDBG-Coronavirus (CV) program supports activities that prevent and/or
respond to the spread of COVID-19 or other infectious diseases and primarily benefit
low- and moderate- income San Bernardino County residents. The Funds can be used
for programs until the end of June 2022. The City opted to develop the following
programs:
Priority Applicant Funding
Request
Recommended
Funding
1 Food Banks Partnerships $16,000 $16,000
2 Rental/Utility Assistance $54,000 $54,000
3 Homeless Placement $30,000 $30,000
Funding Recommendation $100,000
DISCUSSION:
Staff is working closely with San Bernardino County and a coalition of cities in the
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County to increase testing and advance the reopening of our economy. The Council
also recognized the need for additional resources to help the region during COVID-19.
On June 23, 2020, City Council passed a resolution requesting San Bernardino County
share a portion of their $380 Million in CRF funding with local jurisdictions (Attachment
IV). On September 29, 2020, the Board of Supervisors approved a resolution to
distribute CRF to local jurisdictions. The County will distribute CRF funds using the
same distribution method as the State of California. The City of Grand Terrace will
receive an additional $153,000. Staff is requesting the Council, authorize the City
Manager to sign the contract. Staff will return to the Council on October 27, 2020 with
program options for the additional CRF funds (Attachment V).
San Bernardino Board of Supervisors has also requested Governor Newsom recognize
the geographic and population differences within San Bernardino County and adopt a
more stable and predictable process to reopen businesses in San Bernardino County.
The County’s resolution would like the Governor to review the data and allow cities with
historically low rates of infection to reopen. The County has requested other elected
officials join them in their effort to expedite the reopening of San Bernardino County
businesses. A letter is attached, which supports the County’s resolution approved by
the Board on October 6, 2020 (Attachment VI).
FISCAL IMPACT:
Staff will return on October 27th to request the program appropriations for the additional
$153,000 of the City’s portion of the $380 million received by the County.
ATTACHMENTS:
• Attachment I - Distribution of Funds to Local Jurisdictions (PDF)
• Attachment II - Business Assistance Program for Sit-Down Restaurants (PDF)
• Attachment III - Small Business Grant Program (PDF)
• Attachment IV - Board of Supervisors Resolution (PDF)
• Attachment V - San Bernarding County Allocation Agreement (PDF)
• Attachment VI - COGT Letter to Governor Newsom Supporting Blueprint for Safer
Economy (PDF)
APPROVALS:
G. Harold Duffey Completed 10/07/2020 6:09 PM
Finance Completed 10/07/2020 6:36 PM
City Attorney Completed 10/07/2020 9:29 PM
City Manager Completed 10/08/2020 9:49 AM
City Council Pending 10/13/2020 6:00 PM
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,
AGENDA REPORT
MEETING DATE: October 13, 2020 Council Item
TITLE: Update Regarding Various City Traffic Items and Related
Questions Raised
PRESENTED BY: Craig Bradshaw, Interim Public Works Director
RECOMMENDATION: Receive and file
2030 VISION:
This staff report supports Goal #2, Maintain public safety by investing in critical
improvements to infrastructure.
BACKGROUND:
Traffic accidents have an enormous societal cost in the United States with nearly
40,000 deaths and 2.4 million serious injuries each year. Nearly everyone has been
impacted in some way as the result of the seriousness of this issue. Pedestrians and
those that ride bikes are disproportionately impacted as compared to the vehicle deaths
and injuries.
The California Manual for Traffic Control Devices (MUTCD) is the primary document
that controls the installation and design of traffic control devices in the State of
California. There are warrants (requirements) for the installation of stop signs and traffic
signals and other traffic controls that spelled out in detail in the MUTCD. The
development of the warrants and best practices are the result of years of research and
study. Liability claims against cities often focus on the installation of unwarranted stop
signs and traffic signals. Also, the use of nonstandard signage, striping and legends are
also potential targets for claims against the city.
There have been several traffic related items that are best to delay until traffic volumes
and school traffic return. There have also been questions regarding truck traffic and
preventing stop sign violations. The following discussion will give an update on the
status of a number of these projects and recurring questions.
DISCUSSION:
The list of questions and responses below is in no means exhaustive and this short
update is not to be considered as a white paper on the subject. Engineering analysis
and judgment is required when roadway and traffic control design projects are
developed and constructed. Construction plans require an engineer’s sign off,
engineering stamp and license number.
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Various Traffic Questions
1. When will the Citywide Speed Survey be Updated?
The current speed survey will be 7 years old June of 2021. At that time, it will be
necessary to have a new speed survey study approved or a study to extend the
speed survey an additional 3 years for a maximum of 10 years. If the speed
survey is allowed to expire only prima facie speed limits can be enforced. The
primary prima facie speed limits are
a. 25 mph residential speed limit
b. 55 mph two-lane roadway speed limit
c. 65 mph four-lane roadway speed limit
Maintaining a current citywide speed survey is critical. At this time, the city will
wait until school is back in session and traffic volumes return to conduct citywide
speed surveys.
2. When will the Citywide Circulation Study be performed?
Citywide circulation study is typically performed for a General Plan update or to
support major projects or specific plans. The study presents current conditions
and conditions for the horizon year (2045). With the vehicle miles traveled (VMT)
approach being required there may be changes in how this may be approached.
The City will wait until school is back in session and traffic returns to collect traffic
counts and return to city council with a proposal to perform a citywide circulation
study to update the General Plan.
3. Can trucks be prohibited on residential streets?
Recently the question came up regarding trucks using Grand Terrace Road.
Trucks are currently prohibited from using residential streets except for point of
delivery. Also, there was a suggestion of utilizing a barrier to prevent trucks from
turning onto Grand Terrace Road.
The City will consider providing necessary signage and request selective
enforcement regarding the use of residential streets by trucks. The use of a
barrier would not be considered without studying actual conditions and
considering any engineering requirements for placement.
4. Can stop signs be installed at Canal/Newport?
The City will wait until school is back in session and traffic volumes return to
perform a stop sign warrant study.
5. How can we stop the running of stop signs on Mt. Vernon and Canal?
The Highway Safety Improvement Program (HSIP) project is nearing completion
and is enhancing the intersection near school by the addition of 48” stop signs,
installation of flashing stop ahead signs on Mt. Vernon and installation enhanced
crosswalks.
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See below for additional ideas and costs to encourage stop sign compliance and
slow vehicles down.
1. The necking down or narrowing of lanes tend to reduce speeds Cost
approximately $10,000.
2. Installation of rumble strips in advance of stop signs. Cost
approximately $3,000.
3. Radar Feedback Signs $6,000-$12,000 for each direction. This cost
may be covered under Safe Routes to School Program.
4. Bulb outs to choke intersection. Approximately $10k per corner.
5. Crosswalk tables. Crosswalk tables are not recommended on
commercial collectors or arterials. May be considered for residential
collectors or residential roadways. There are ADA, drainage,
emergency vehicle access approvals, lighting, signage, and pavement
marking considerations. Cost is $10,000 or more per location.
6. Traffic signals. Traffic signals require warrants (requirements) are met
to justify their installation. The requirements are clearly spelled out in
the Manual for Uniform Traffic Control Devices (MUTCD). Installation
without meeting warrants can open the city up to liability. Many
serious accidents occur at signalized intersections with pedestrians
and vehicles. Current costs for a 4-way traffic signal is approximately
$350,000 with design and installation. Costs to maintain each year is
$7-10k per year.
Following the installation of all the HSIP improvements, a follow-up study will be
performed to understand traffic volumes, vehicle mix and stop sign compliance.
The City will wait until school is back in session for the study.
6. How can we prevent truck traffic from using Mt. Vernon north of Barton Road?
Enforce the city’s truck route ordinance. Mt. Vernon is only a truck route from
Barton Road to Main Street.
The City will consider and examine posting “No Trucks” signage, increasing bail
amount in Muni Code for violations and work with Sherriff’s for selective
enforcement. Other options the City may consider are truck checkpoints for
being overweight, registration and safety violations. The City may also consider
enforcing Terminal Truck Routes.
FISCAL IMPACT:
Fiscal impact for installation of additional signage, traffic counts and warrant studies are
estimated at $5,000 which is included in the FY2020-21 Adopted Budget.
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APPROVALS:
Craig Bradshaw Completed 10/07/2020 12:55 PM
City Attorney Completed 10/07/2020 6:18 PM
Finance Completed 10/07/2020 9:33 PM
City Manager Completed 10/08/2020 10:26 AM
City Council Pending 10/13/2020 6:00 PM
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