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05/25/2021CITY OF GRAND TERRACE CITY COUNCIL AGENDA ● MAY 25, 2021 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 May 25, 2021 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 May 25, 2021, 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: 822 1072 9401 Password: 740828 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 May 25, 2021 City of Grand Terrace Page 2 CALL TO ORDER Convene City Council. Invocation Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Darcy McNaboe    Mayor Pro Tem Bill Hussey    Council Member Sylvia Robles    Council Member Doug Wilson    Council Member Jeff Allen    A. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA B. SPECIAL PRESENTATIONS - 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. 1. Waive Full Reading of Ordinances on Agenda DEPARTMENT: CITY CLERK 2. Approval of Minutes – Special Meeting Workshop – 05/06/2021 DEPARTMENT: CITY CLERK 3. Approval of Minutes – Regular Meeting – 05/11/2021 DEPARTMENT: CITY CLERK Agenda Grand Terrace City Council May 25, 2021 City of Grand Terrace Page 3 4. City Department Monthly Activity Report - March 2021 RECOMMENDATION: Receive and file. DEPARTMENT: CITY MANAGER 5. Approval of the April-2021 Check Register in the Amount of $534,650.62 RECOMMENDATION: Approve the Check Register No. 04302021 in the amount of $534,650.62 as submitted, for the period ending April 30, 2021. DEPARTMENT: FINANCE 6. Treasurer's Report as of March 31, 2021 RECOMMENDATION: Receive and file the Treasurer's Report for the period ending March 31, 2021. DEPARTMENT: FINANCE 7. Auditor's Annual Financial Report for the Fiscal Year Ended June 30, 2020 RECOMMENDATION: Receive and file the Auditor’s Annual Financial Report and related documents for the fiscal year ended June 30, 2020. DEPARTMENT: FINANCE 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 Agenda Grand Terrace City Council May 25, 2021 City of Grand Terrace Page 4 G. NEW BUSINESS 8. Amendment No. 6 to Extend the Library Lease Agreement with the County of San Bernardino RECOMMENDATION: 1. Approve Amendment No. 6, in substantially the form as attached, due to the County's exercise of the first of two existing three-year extension options, extending the term of the lease from July 1, 2021 through June 30, 2024. 2. Authorize the City Manager to execute Amendment No. 6. DEPARTMENT: CITY MANAGER 9. Public Convenience or Necessity Finding for Grocery Outlet Located at 22441 Barton Road Proposing to Replace an Existing Type 20 Off-Sale Beer and Wine License with a Type 21- Off-Sale General License RECOMMENDATION: 1. Make a positive finding of Public Convenience or Necessity for a Type 21 Off-Sale General License for Grocery Outlet Market Located at 22441 Barton Road; and 2. Direct Staff to Issue the Proposed Public Convenience or Necessity Letter (in substantially the form attached) to the California Department of Alcohol Beverage Control in Support of Grocery Outlet's Type 21 Off-Sale General License DEPARTMENT: PLANNING & DEVELOPMENT SERVICES 10. Consideration of Resolutions Initiating Proceedings to Levy & Increase (As Previously Authorized by Property Owners) Annual Assessments for Fiscal Year 2021-2022 for the City of Grand Terrace Landscape & Lighting Assessment District 89-1 (“District”); Preliminarily Approving the Related Engineer’s Report; and Declaring the City Council’s Intention to Conduct a Public Hearing on June 22, 2021, and to Levy, Increase (As Previously Authorized by Property Owners), and Collect Annual Assessments Related Thereto RECOMMENDATION: 1. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, INITIATING PROCEEDINGS TO LEVY AND INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS) ANNUAL ASSESSMENTS FOR THE 2021-2022 FISCAL YEAR FOR THE CITY OF GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 AND ORDERING THE ENGINEER TO PREPARE AND FILE A REPORT IN ACCORDANCE WITH ARTICLE IV OF CHAPTER 1 OF SAID ACT; and 2. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, GIVING PRELIMINARY APPROVAL OF THE Agenda Grand Terrace City Council May 25, 2021 City of Grand Terrace Page 5 ENGINEERS REPORT FOR LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND THE LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECTION OF ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022; and 3. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, DECLARING ITS INTENTION TO CONDUCT A PUBLIC HEARING ON JUNE 22, 2021, ON LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND INTENTION TO LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECT ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022 DEPARTMENT: PUBLIC WORKS 11. Approval and Adoption of the Amended City of Grand Terrace Council Procedures and the Censure Policy for City Commissions, Boards, and Committees RECOMMENDATION: 1. Approve and adopt the amended City of Grand Terrace Council Procedures in substantially the form as attached. 2. Approve and adopt a Censure Policy for City Commissions, Boards, and Committees in substantially the form as attached and direct the City Staff to integrate the same into any policies and procedures for each City Commission, Board, and Committee as may be required. DEPARTMENT: CITY ATTORNEY H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE I. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Doug Wilson Council Member Sylvia Robles Mayor Pro Tem Bill Hussey Mayor Darcy McNaboe J. CITY MANAGER COMMUNICATIONS Agenda Grand Terrace City Council May 25, 2021 City of Grand Terrace Page 6 K. RECESS TO CLOSED SESSION CLOSED SESSION 1. CONFERENCE WITH LABOR NEGOTIATORS, pursuant to Government Code Section 54957.6 Agency Designated Representatives: G. Harold Duffey, City Manager Adrian R. Guerra, City Attorney Colin Tanner, Deputy City Attorney Employee Organization: Teamsters Local 1932 Unrepresented Employees: City Manager, Assistant City Manager, City Clerk, Director of Public Works, Director of Planning & Development Services, Management Analyst (Two Positions), Principal Accountant, Assistant Planner 2. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION pursuant to Government Code Section 54956.9(a) Case Name: Sunny Days, LLC v. City of Grand Terrace Case No.: CIV SB 2107692 3. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(b): One Potential Case RECONVENE TO OPEN SESSION REPORT OUT OF CLOSED SESSION L. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, June 8, 2021 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 AND PLANNING COMMISSION MINUTES ● MAY 6, 2021 Council Chambers Special Meeting Workshop 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 CALL TO ORDER Mayor Darcy McNaboe convened the Joint Special Meeting Workshop of the City Council and Planning Commission/Site and Architectural Review Board for Thursday, May 6, 2021 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 Bill Hussey Mayor Pro Tem Present Sylvia Robles Council Member Present Doug Wilson Council Member Present Jeff Allen Council Member Late 6:10 pm Edward Giroux Chairman Present Jeremy Briggs Vice-Chair Present Tara Ceseña Planning Commissioner Present Jeffrey McConnell Planning Commissioner Present David Alaniz Planning Commissioner Present G. Harold Duffey City Manager Present Adrian Guerra City Attorney Present Debra Thomas City Clerk Present Steven Weiss Planning & Development Services Director Present Robert Eisenbeisz Interim Public Works Director Remote Terry Shea Interim Finance Director Excused A. PUBLIC COMMENT None. C.2 Packet Pg. 7 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 6 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Planning Commission May 6, 2021 City of Grand Terrace Page 2 B. NEW BUSINESS 1. Joint City Council/Planning Commission Workshop for the Barton Road Specific Plan Update Steve Wiess, Planning & Development Services Director introduced Peter Minegar, Project Manager of Michael Baker International who gave the PowerPoint presentation for this item, the Barton Road Specific Plan Update for the Barton Road Corridor. David Christie, Associate Planner and Emily Elliott, Assistant Project Manager of Michael Baker International were also present to provide support and answer any questions City Council may have. Each member of the Planning Commission and City Council asked questions, provided suggestions and comments to the consultant to use when refining the specific plan with City staff. Planning Commissioner Jeffrey McConnell: • Building Height • Multi-Use Trail on Canal • E-Bikes • Retail Uses • Full Build-Out, Demographics & Access Council Member Jeff Allen: • Setbacks & Drive Thru’s • ADA Sidewalk Space Mayor Pro Tem Bill Hussey: • Building Height & Adequate Fire Department Accessibility Council Member Sylvia Robles: • Design and Architectural Themes, Palette & Accent Pieces • Facade Updates that has a Schematic Plan through Economic Development Funding • Existing Commercial Properties (Converted Residential Homes) Landscape and Façade Standards Council Member Doug Wilson: • Developer Input • Photo Identifiers for Design Guidelines • Exhibit Maps • Barton Road Street Median (Traffic Control Tool) C.2 Packet Pg. 8 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 6 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Planning Commission May 6, 2021 City of Grand Terrace Page 3 • Eliminate Curb Cuts • Integrate General Plan Exhibits with the Specific Plan Planning Commissioner David Alaniz: • Development Incentives Chairman Edward Giroux: • Barton Road Traffic Speed • Potential Traffic Collisions • Pedestrian Traffic • Sidewalk Protection (Pedestrians & Cyclists) Planning Commissioner Tara Ceseña: • Metal Awnings • Indigenous and/or Drought Resistant Landscaping • Cyclists and Bike Lanes G. Harold Duffey, City Manager informed the City Council and Planning Commission that all of their comments and suggestions provided from the City Council’s meeting of April 27, 2021 and tonight needs to be reviewed and addressed by staff and the consultants to implement into a long range plan. THAT CITY COUNCIL AND PLANNING COMMISSION/SITE AND ARCHITECTURAL REVIEW BOARD PROVIDE INPUT AND DIRECTION TO STAFF RESULT: PROVIDE DIRECTION TO STAFF ADJOURN Mayor Darcy McNaboe adjourned the Special Meeting Workshop of the City Council and Planning Commission/Site and Architectural Review Board at 7:30 p.m. The Next Regular City Council Meeting will be held on Tuesday, May 11, 2021 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor _________________________________ Debra L. Thomas, City Clerk C.2 Packet Pg. 9 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 6 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Planning Commission May 6, 2021 City of Grand Terrace Page 4 C.2 Packet Pg. 10 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 6 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) CITY OF GRAND TERRACE CITY COUNCIL AND CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY MINUTES ● MAY 11, 2021 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 and City Council as the Successor Agency to the Community Redevelopment Agency for Tuesday, May 11, 2021 at 6:00 p.m. INVOCATION The Invocation was given by Father Andrew Lesko, Sheriff’s Chaplain for the San Bernardino County Sheriff’s Department via Zoom. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Darcy McNaboe. Attendee Name Title Status Arrived Darcy McNaboe Mayor Present Bill Hussey Mayor Pro Tem Present Sylvia Robles Council Member Present Doug Wilson Council Member Absent 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 Present Robert Eisenbeisz Interim Public Works Director Remote Terry Shea Interim Finance Director Present Robert Khuu Assistant City Attorney Present A. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA None. B. SPECIAL PRESENTATIONS - NONE C.3 Packet Pg. 11 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 2 C. CONSENT CALENDAR RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Jeff Allen, Council Member AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson 1. Waive Full Reading of Ordinances on Agenda 2. Approval of Minutes – Regular Meeting – 04/27/2021 APPROVE THE REGULAR MEETING MINUTES OF APRIL 27, 2021. 3. March 11, 2021 Parks & Recreation Advisory Committee Meeting Minutes and Historical & Cultural Activities Committee Meetings Update RECEIVE AND FILE. 4. Second Reading and Adoption of an Ordinance Authorizing the Electronic or Paper Filing of Campaign Statements and Statements of Economic Interests (Form 700) DIRECT THE CITY ATTORNEY TO READ THE TITLE FOR SECOND READING, WAIVE FURTHER READING OF, AND ADOPT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADDING CHAPTER 2.06 TO TITLE 2 (ADMINISTRATION AND PERSONNEL) OF THE GRAND TERRACE MUNICIPAL CODE AUTHORIZING ELECTRONIC AND PAPER METHODS OF FILING CAMPAIGN FINANCE DISCLOSURE STATEMENTS. D. PUBLIC COMMENT Isaac Jasper, Grand Terrace expressed concern regarding the living conditions at the Highland Apartments. He also is angered by the treatment he has received by the City’s Code Enforcement Department. E. PUBLIC HEARINGS - NONE F. UNFINISHED BUSINESS - NONE G. NEW BUSINESS 5. Historical & Cultural Activities Committee Members Resignations and Authorization to Post Notice of Vacancies C.3 Packet Pg. 12 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 3 Debra Thomas, City Clerk presented the staff report for this item. ACCEPT THE RESIGNATIONS OF HISTORICAL & CULTURAL ACTIVITIES COMMITTEE MEMBERS ANN PETTA AND SHIRLEY HOGUE, DIRECT THE CITY CLERK TO PREPARE AND SEND A LETTER OF APPRECIATION ON BEHALF OF THE CITY COUNCIL AND DIRECT THE CITY CLERK TO POST NOTICE OF VACANCIES RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Mayor Pro Tem AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson 6. Twenty-Eighth Amendment to Law Enforcement Services Contract No. 94-797 with the County of San Bernardino Sheriff's Department to Provide Law Enforcement Services for Fiscal Year 2021-22 to the City of Grand Terrace G. Harold Duffey, City Manager and Lieutenant Lane, San Bernardino County Sheriff’s Department gave the PowerPoint presentation for this item. 1. APPROVE THE TWENTY-EIGHTH AMENDMENT TO LAW ENFORCEMENT SERVICES CONTRACT NO. 94-797 WITH THE COUNTY OF SAN BERNARDINO SHERIFF’S DEPARTMENT TO PROVIDE LAW ENFORCEMENT SERVICES FOR FISCAL YEAR 2021-22; AND 2. AUTHORIZE THE CITY MANAGER TO EXECUTE THE CONTRACT, SUBJECT TO CITY ATTORNEY’S APPROVAL AS TO FORM. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Mayor Pro Tem AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson This Item is a City Council and Successor Agency Item 7. Dissolution of the Successor Agency to the Community Redevelopment Agency of the City of Grand Terrace and Related Actions Terry Shea, Interim Finance Director gave the PowerPoint presentation for this item. 1) ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE APPROVING AN AMENDMENT TO A LOAN AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND THE SUCCESSOR AGENCY DATED APRIL 12, 2011 AND AUTHORIZING THE MAYOR TO EXECUTE SUCH AMENDMENT SUBJECT TO THE CITY ATTORNEY’S APPROVAL AS TO FORM C.3 Packet Pg. 13 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 4 7) ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE APPROVING THE PURCHASE AND SALE AGREEMENT FOR REAL PROPERTY AND JOINT ESCROW INSTRUCTIONS TO PURCHASE THE PROPERTY LOCATED AT 22747 BARTON ROAD IN THE CITY OF GRAND TERRACE (APN 0276-202-54) 8) APPROPRIATE $144,000 FROM THE COMMUNITY FACILITIES FUND TO ACCOUNT NO. 19-190-790-790 CITY COUNCIL VOTE RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Bill Hussey, Mayor Pro Tem AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson 2) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING AN AMENDMENT BETWEEN THE CITY OF GRAND TERRACE AND THE SUCCESSOR AGENCY DATED APRIL 12, 2011 AND AUTHORIZING THE CHAIR OF THE SUCCESSOR AGENCY BOARD TO EXECUTE SUCH AMENDMENT SUBJECT TO AGENCY COUNSEL’S APPROVAL AS TO FORM AND SAN BERNARDINO COUNTYWIDE OVERSIGHT BOARD AND CALIFORNIA DEPARTMENT OF FINANCE APPROVAL 3) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AFFIRMING AND APPROVING AN AMENDMENT TO THE REPAYMENT SCHEDULE FOR THE SUPPLEMENTAL EDUCATIONAL REVENUE AUGMENTATION LOAN APPROVED PURSUANT TO SUCCESSOR AGENCY RESOLUTION NO. 2017-01 AND OVERSIGHT BOARD RESOLUTION NO. 2017-01 4) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE AMENDING ITS LONG RANGE PROPERTY MANAGEMENT PLAN BY CHANGING THE PROPERTY DISPOSITION DESIGNATION OF A PROPERTY LOCATED AT 22747 BARTON ROAD IN THE CITY OF GRAND TERRACE (APN 0276-202-54) FROM FUTURE DEVELOPMENT TO GOVERNMENTAL USE 5) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE DECLARING REAL PROPERTY LOCATED AT 22747 BARTON ROAD IN THE CITY OF GRAND TERRACE (APN 0276-202-54) AS EXEMPT SURPLUS LAND AND MAKING FINDINGS RELATED THERETO C.3 Packet Pg. 14 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 5 6) ADOPT RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING THE PURCHASE AND SALE AGREEMENT FOR REAL PROPERTY AND JOINT ESCROW INSTRUCTIONS TO SELL THE PROPERTY LOCATED AT 22747 BARTON ROAD IN THE CITY OF GRAND TERRACE (APN 0276-202-54) TO THE CITY OF GRAND TERRACE 8) APPROPRIATE $5,000 FROM THE SUCCESSOR AGENCY. 9) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE APPROVING A SECOND AMENDMENT TO THE LAST AND FINAL RECOGNIZED OBLIGATION PAYMENT SCHEDULE AND ADMINISTRATIVE BUDGET 10) ADOPT A RESOLUTION OF THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE REQUESTING THE OVERSIGHT BOARD TO APPROVE THE SUCCESSOR AGENCY’S REQUEST FOR DISSOLUTION OF THE SUCCESSOR AGENCY, AUTHORIZING THE EXECUTIVE DIRECTOR NOTICE TO THE SAN BERNARDINO COUNTYWIDE OVERSIGHT BOARD PURSUANT TO HEALTH & SAFETY CODE SECTION 34187(E)(2), AND MAKING RELATED FINDINGS SUCCESSOR AGENCY VOTE RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Board Member SECONDER: Bill Hussey, Vice Chair AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson 8. FY 2021-22 Budget Development Guidelines and Budget Schedule G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. APPROVE THE FY2021-22 BUDGET DEVELOPMENT GUIDELINES AND PROPOSED BUDGET REVIEW SCHEDULE RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Mayor Pro Tem AYES: Darcy McNaboe, Bill Hussey, Sylvia Robles, Jeff Allen ABSENT: Doug Wilson H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE C.3 Packet Pg. 15 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 6 I. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Nothing to Report. Council Member Doug Wilson Absent. Council Member Sylvia Robles Nothing to Report. Mayor Pro Tem Bill Hussey On April 29, 2021, Mayor Pro Tem Bill Hussey attended the Cal Cities Inland Empire Division Meeting and discussed the following: SB 210, introduced by Senator Wiener. Automated license plate recognition systems: use of data. • Existing law authorizes the Department of the California Highway Patrol to retain license plate data captured by license plate reader technology, also referred to as an automated license plate recognition (ALPR) system, for not more than 60 days unless the data is being used as evidence or for the investigation of felonies. Existing law authorizes the department to share that data with law enforcement agencies for specified purposes and requires both an ALPR operator and an ALPR end-user, as those terms are defined, to implement a usage and privacy policy regarding that ALPR information, as specified. Existing law requires that the usage and privacy policy implemented by an ALPR operator or an ALPR end-user include the length of time ALPR information will be retained and the process the ALPR operator and ALPR end-user will utilize to determine if and when to destroy retained ALPR information. Mayor Darcy McNaboe Nothing to Report. J. CITY MANAGER COMMUNICATIONS G. Harold Duffey, City Manager announced the following: • Grand Terrace High School Senior Parade, scheduled for May 20, 2021 beginning at 6:30 p.m. The parade route will begin on DeBerry and Mt. Vernon weaving through various streets and end at Richard Rollins Park. • Household Hazardous Waste Collection Event, May 22, 2021 from 8:00a.m.- 12:00p.m. to be held at City Hall. C.3 Packet Pg. 16 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council and Successor Agency May 11, 2021 City of Grand Terrace Page 7 K. RECESS TO CLOSED SESSION Mayor McNaboe recessed the regular meeting of the City Council at 7:15 p.m. CLOSED SESSION 1. PUBLIC EMPLOYEE SCHEDULED PERFORMANCE EVALUATION, pursuant to Government Code Section 54957.6 Title: City Manager RECONVENE TO OPEN SESSION Mayor McNaboe reconvened the regular meeting of the City Council at 8:10 p.m. REPORT OUT OF CLOSED SESSION Mayor McNaboe announced there was no reportable action and direction was given to staff. L. ADJOURN Mayor Darcy McNaboe adjourned the Regular Meeting of the City Council at 8:12 p.m. The Next Regular City Council Meeting will be held on Tuesday, May 25, 2021 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor/Chair _________________________________ Debra L. Thomas, City Clerk/Successor Agency Secretary C.3 Packet Pg. 17 Mi n u t e s A c c e p t a n c e : M i n u t e s o f M a y 1 1 , 2 0 2 1 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: City Department Monthly Activity Report - March 2021 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 March 2021 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: • March 2021 Monthly Departmental Report - Final#1 (PDF) C.4 Packet Pg. 18 APPROVALS: G. Harold Duffey Completed 05/19/2021 4:53 PM City Attorney Completed 05/19/2021 5:17 PM Finance Completed 05/20/2021 10:59 AM City Manager Completed 05/20/2021 1:39 PM City Council Pending 05/25/2021 6:00 PM C.4 Packet Pg. 19 MONTHLY REPORT March 2021 PRESENTED BY THE CITY MANAGER’S OFFICE C.4.a Packet Pg. 20 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) This page left intentionally blank. C.4.a Packet Pg. 21 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) i 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 ............................................................................... 40 Weekend Code ..................................................................................... 41 Parking/Graffiti ................................................................................ 41, 42 Animal Control ...................................................................................... 43 Public Works .................................................................................................. 47 Engineering Division ............................................................................. 48 Maintenance ......................................................................................... 49 Park Maintenance ................................................................................ 51 Burrtec Waste Generation Report ........................................................ 52 Public Works Administration ................................................................. 54 CIP Project Contracts ......................................................................... N/A Sheriff’s Contract ............................................................................................ 56 Law Enforcement Services ................................................................... 57 San Bernardino County Fire ........................................................................... 59 Emergency Management Services ...................................................... 60 C.4.a Packet Pg. 22 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 1 C.4.a Packet Pg. 23 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace City Clerk’s Department City Clerk •Agenda Processing •Elections •Records Management •FPPC Filings •Public Records 2 C.4.a Packet Pg. 24 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace City Clerk’s Department . DATE: May 19, 2021 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Debra Thomas, City Clerk City Clerk’s Office SUBJECT: MARCH 2021 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 March 2021 is two (2) , spending a total of sixteen (16) hours preparing the agenda packet producing 406 pages. AGENDA PROCESSING/POSTING MONTH Regular Meeting Special Meeting Totals October 2 0 2 November 1 0 1 December 1 0 1 January 2 1 3 February 2 0 2 March 2 0 2 Total Processed 10 1 11 3 C.4.a Packet Pg. 25 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 March is one (1) and Ordinances processed for the month of March is zero (0). RESOLUTIONS AND ORDINANCES PROCESSED RESOLUTIONS ORDINANCES MONTHLY TOTALS October 2 0 2 November 0 1 1 December 5 0 5 January 1 0 1 February 0 0 0 March 1 0 1 Total Processed 9 1 10 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 March 2021, there was one (1) Certificate of Recognition 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 October 0 0 1 0 0 0 1 November 0 0 0 0 0 0 0 December 0 0 0 0 0 0 0 January 0 0 0 5 0 1 6 February 0 0 0 0 0 0 0 March 0 1 0 0 0 0 1 Total 0 1 1 5 0 1 8 4 C.4.a Packet Pg. 26 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 March 2021, City Council approved two (2) agreements. CONTRACTS & AGREEMENTS PROCESSED October 2 November 1 December 0 January 4 February 6 March 2 Total 15 RECORDS REQUESTS The City Clerk’s office received thirteen (13) Requests for Copies of Public Records for the month of March 2021. These 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 2,568. RECORDS REQUEST SUMMARY Month Requests Received Completed Within 10 Days Completed with 14-Day Extension # of Pages Provided Letter to Requestor – No Records October 8 8 0 40 1 November 12 12 0 171 2 December 2 2 0 8 1 January 9 9 0 96 2 February 8 8 0 68 4 March 13 12 1 2,185 4 Total Requests 52 51 1 2,568 14 5 C.4.a Packet Pg. 27 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 March 2021, the City Clerk’s office responded to 327 telephone calls from residents, contractors, vendors, consultants, and in-house customer service assistance to City staff. TELEPHONE CUSTOMER SERVICE October 321 November 272 December 208 January 286 February 255 March 327 Total Calls 1,669 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 March 2021. 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 October 0 0 0 0 0 0 November 0 0 0 0 0 0 December 0 0 0 0 0 0 January 0 0 0 0 0 0 February 0 0 0 0 0 0 March 0 0 0 0 0 0 TOTAL # HOURS 0 0 0 0 0 0 6 C.4.a Packet Pg. 28 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 7 C.4.a Packet Pg. 29 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace City Manager’s Office City Manager’s Office •City Manager’s Office •Human Resources •Senior Center 8 C.4.a Packet Pg. 30 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) DATE: May 20, 2021 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Debra L. Thomas, City Clerk SUBJECT: March-2021 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. 9 C.4.a Packet Pg. 31 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 effective internal 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, providing management 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; supplying relevant feedback to management; and enhancing two-way communication between employees and management. 10 C.4.a Packet Pg. 32 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) TABLE 1 Recruitment Activity Description Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020 Recruitments Initiated 0 1 1 0 0 1 Recruitments in Progress 0 0 1 2 0 0 Recruitments Pending 0 1 0 0 0 0 Applications Processed 0 0 0 8 0 0 New Hires Processed 0 0 0 0 2* 0 Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021 Recruitments Initiated 0 1 Recruitments in Progress 0 1 Recruitments Pending 0 0 Applications Received/Processed 0 0 New Hires Processed 0 0 Note: *The Finance Dept. filled two positions. TABLE 2 Employee Job Performance Activity Description Jul- 2020 Aug- 2020 Sept2020 Oct- 2020 Nov- 2020 Dec- 2020 Evaluations Processed 6 0 0 0 0 0 Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021 Evaluations Processed 0 0 11 C.4.a Packet Pg. 33 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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) 875 640 905 725 700 860 Homebound Meals 250 315 295 315 385 700 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.) 12 C.4.a Packet Pg. 34 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Description *Jan -2021 *Feb2021 **Mar-2021 Apr- 2021 May- 2021 Jun- 2021 Nutrition Program (# of meals served) 710 695 830 Homebound Meals 295 260 275 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. 13 C.4.a Packet Pg. 35 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 1 0 100 200 300 400 500 600 700 800 900 July August September October November December 875 640 905 725 700 860 250 315 295 315 385 255 Senior Center (2020-21) July-2020 -December-2020 # of Meals Served Homebound Meals 0 100 200 300 400 500 600 700 800 900 January February March April May June 710 695 830 0 0 0 295 260 275 0 0 0 Senior Center (2020-21) January-2021 -June-2021** # of Meals Served Homebound Meals ** - Due to COVID-19, the Senior Center will only be providing limited meals. 14 C.4.a Packet Pg. 36 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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) 135 104 152 141 161 142 Outside City Limits (Walmart, 99cent store, Ross) 0 0 0 0 0 0 Special Events/Trips 0 0 0 0 0 0 Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021 Within City Limits (Senior Center, Stater Brothers, Library) 52 176 260 Outside City Limits (Walmart, 99cent store, Ross) 0 0 Special Events/Trips 0 0 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) 270 208 304 282 324 294 Outside City Limits (Walmart, 99cent store, Ross) 0 0 0 0 0 0 Special Events/Trips 0 0 0 0 0 0 Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021 Within City Limits (Senior Center, Stater Brothers, Lib ) 108 394 556 Outside City Limits (Walmart, 99cent store, Ross) 0 0 0 Special Events/Trips 0 0 0 15 C.4.a Packet Pg. 37 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 0 50 100 150 200 250 300 July August September October November December 135 104 152 141 161 142 270 208 304 282 324 294 Senior Transportation July-2020 -December-2020 # of Passengers # of Rides 0 50 100 150 200 250 300 January February March April May June 52 176 260 0 0 0 108 394 556 0 0 0 Senior Transportation January-2020 -June-2020 # of Passengers # of Rides 16 C.4.a Packet Pg. 38 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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. 17 C.4.a Packet Pg. 39 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) TABLE 1 Financial Activity Description Jul- 2020 Aug- 2020 Sept- 2020 Oct- 2020 Nov- 2020 Dec- 2020 Invoices Processed 165 68 87 135 90 130 Checks Issued 76 74 65 73 85 79 Purchase Orders Established 18 16 20 21 17 18 Revenue Receipts Recorded 22 45 29 38 27 54 Description Jan- 2021 Feb- 2021 Mar- 2021 Apr- 2021 May- 2021 Jun- 2021 Invoices Processed 141 119 171 Checks Issued 83 78 93 Purchase Orders Established 8 6 9 Revenue Receipts Recorded 54 41 47 165 76 18 22 68 74 16 45 87 65 20 29 135 73 21 38 90 85 17 27 130 79 18 54 0 25 50 75 100 125 150 175 Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded Financial Activity Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 18 C.4.a Packet Pg. 40 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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. 141 83 8 54 119 78 6 41 171 93 9 47 0 0 0 0000 0000 00 20 40 60 80 100 120 140 160 180 Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded Financial Activity Jan-20 Feb-19 Mar-21 Apr-21 May-21 Jun-21 19 C.4.a Packet Pg. 41 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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 60 62 60 62 Activities/Items Added to Slideshow 0 0 0 0 4 0 Channel 3: Jan Feb Mar Apr May Jun City Council Meeting Replays 62 56 62 Activities/Items Added to Slideshow 0 4 1 Eblast Jul Aug Sep Oct Nov Dec Number of E-newsletters Distributed 1 1 8 2 2 0 Number of Subscribers 811 819 822 826 830 830 Change in Subscribers 9 8 3 4 4 0 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 2 3 4 Number of Subscribers 830 833 836 Change in Subscribers 0 3 3 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: 20 C.4.a Packet Pg. 42 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Facebook Jul Aug Sep Oct Nov Dec Posts 19 8 24 15 9 16 Total Reach* 22,753 11,924 20,993 9,575 10,328 17,157 Total Engagement** 5,341 2,371 3,243 1,474 2,162 5,242 Page Followers 2,400 2,411 2,416 2,424 2,451 2,478 New Page Followers 18 11 5 8 27 27 Facebook Jan Feb Mar Apr May Jun Posts 6 5 10 Total Reach 3,732 12,949 20,021 Total Engagement 356 2,070 7,634 Page Followers 2,474 2,477 2,531 New Page Followers -4 3 54 * 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 28.86% 2) Apple Valley 25.32% 3) Yucca Valley 23.67% 4) Grand Terrace 20.34% 5) Hesperia 16.77% 2,276 2,298 2,382 2,400 2,411 2,416 2,424 2,451 2,478 2,474 2,477 2,531 2,000 2,250 2,500 FACEBOOK PAGE FOLLOWERS 21 C.4.a Packet Pg. 43 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Twitter Jul Aug Sep Oct Nov Dec Tweets 0 0 3 1 0 3 Impressions 1,519 1,035 1,467 1,938 2,235 1,639 Followers 322 329 330 328 331 330 New Followers -2 7 1 -2 3 -1 Twitter Jan Feb Mar Apr May Jun Tweets 0 1 0 Impressions 1,609 1,396 999 Followers 323 322 321 New Followers -7 -1 -1 YouTube Jul Aug Sep Oct Nov Dec Video Uploads 2 3 2 2 2 1 Video Views 202 137 129 109 93 209 Subscribers 167 167 166 166 169 172 Change in Subscribers 3 0 -1 0 3 3 YouTube Jan Feb Mar Apr May Jun Video Uploads 3 2 2 Video Views 148 119 199 Subscribers 172 171 171 Change in Subscribers 0 -1 0 *** Impressions refers to the number of times a tweet has been seen. 307 309 310 324 322 329 330 328 331 330 323 322 200 225 250 275 300 325 350 TWITTER PAGE FOLLOWERS 22 C.4.a Packet Pg. 44 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City News Jul Aug Sep Oct Nov Dec Featured (Front Page Article and Image) 0 0 0 0 2 0 Articles 3 0 1 1 0 0 1/2-Page Ad 1 0 0 0 1 0 1/4-Page Ad 2 1 1 1 6 2 City News Jan Feb Mar Apr May Jun Featured (Front Page Article and Image) 0 0 0 Articles 0 0 0 1/2-Page Ad 0 0 0 1/4-Page Ad 0 0 0 AM 1640 Jul Aug Sep Oct Nov Dec Advertisement of City Events 0 0 0 0 0 0 AM 1640 Jan Feb Mar Apr May Jun Advertisement of City Events 0 1 0 Burrtec Newsletter Jul Aug Sep Oct Nov Dec Bi-Monthly Newsletter 1 0 1 0 1 0 Burrtec Newsletter Jan Feb Mar Apr May Jun Bi-Monthly Newsletter 1 0 1 23 C.4.a Packet Pg. 45 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Planning and Development Services Department Planning & Development •Land Use Planning •Planning Commission •Building & Safety •Code Enforcement •Enforcement Program 24 C.4.a Packet Pg. 46 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Planning and Development Services Department . DATE: May 18, 2021 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Planning and Development Services Department SUBJECT: MARCH 2021 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 Associate Planner. Both positions are filled and together constitute a minimum of 320 monthly service hours. 25 C.4.a Packet Pg. 47 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 2 of 22 Activity Summary for Planning Planning Counter Requests for Information: 75 Planning Phone Calls Received: 163 Planning E-mails Received/Answered:475 FEMA/COVID-19 Related E-mails Received:50 Application Summary The Planning Division received 24 new applications in March and carried over 16 from the previous month. Action was taken on 18 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 March 2021 Applications Number Received Carried Over Completed Under Review Major 1 11 1 11 Administrative 2 1 0 3 Land Use 17 3 13 7 Home Occupation 0 0 0 0 Sign 3 1 3 1 Special Event 0 0 0 0 DAB 1 0 1 0 Total 24 16 18 22 26 C.4.a Packet Pg. 48 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 3 of 22 Applications Received, Approved and/or Under Review. Fiscal year 200-2021 to date the Planning Division has received 149 applications for review, 22 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 three new business was received during the month of March, “Hue 21” (Beauty Salon), “VMA Beauty, Inc.” (Beauty Salon), and “Vegan Korner” (Vegan Pizza Restaurant). Overall Land Use applications are the most predominant applications that the Planning Division processes. Seventeen Land Use applications were received in March. 0 2 4 6 8 10 12 14 16 18 Major Administrative Land Use Home Occupation Sign Special Event DAB Applications Received and Carried Over in March 2021 Under Review Completed Carried Over Received 0 20 40 60 80 100 120 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 27 C.4.a Packet Pg. 49 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 4 of 22 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 5/11/2018 ASA 18-06 E 18-06 Tim Boyes Two lots Grading Plans 0276-431-21, 22 Under Construction 8/19/2019 SA 19-08 V 19-01 Troy Rogers Taco Bell 22172 Barton Road Under construction – Anticipated opening late Spring 2021 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. One DAB meetings took place in the month of March. Development Advisory Board Meeting Date Submitted Case No. Applicant Description Location Status 3/11/2021 DAB 21-02 Richard De La Rosa Gas Station and Convenience Store 22505 Barton Road Meeting held on 3/29/2021 Planning Commission 5 1 13 6 1 Land Use Applications Wall/Fence Shed/Accessory Structures Patio Covers/Sunroom Pools New business Minor Improvements Temporary Uses/Special Events ABC License Application 28 C.4.a Packet Pg. 50 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 5 of 22 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 March and the following actions occurred: March 18, 2021: • The Planning Commission adopted a Resolution, approving Conditional Use Permit 21-01, Site and Architectural Review 20-08, Variance 20-01, Sign Program 20-05, and Environmental 20-08, proposing a multi-tenant shopping center with a “pick-up only” drive-through lane, located at Barton Road (APN: 0275-242-10 and 0275-242-11). Conforming Uses and 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 recipient 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– Property being negotiated with owner for access easement. 05-12-2021 - Interactive website presentation update by Hirsch and Associates $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. 29 C.4.a Packet Pg. 51 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 6 of 22 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 22273, 22293 and 22317 Barton Road Vacant 4.7-acre commercial property. – In escrow with Greens Group - Buyer has submitted entitlement applications – Anticipated public hearing third quarter 2021 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. - Buyer has submitted a CUP – Anticipated public hearing third quarter 2021 12569 Michigan Street Project completed. The Housing Successor Agency holds covenants on the property for two low income residents. 22747 Barton .33 acre vacant property being purchased by the City for public purposes through the dissolution of successor agency. Community Emergency Response Team Due to COVID-19 social distancing restrictions, the regular CERT volunteer meeting scheduled for March 3, 2021, was held via zoom. Items discussed included, Blue Mountain Hike special event, radio spot, and San Bernardino County virtual training and information updates. 30 C.4.a Packet Pg. 52 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 7 of 22 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 3/31/2021 SA 21-03 CUP 21-03 E 21-02 Yakuta Enterprises Convert Single Family to Multifamily 22756 Palm Avenue Deemed Incomplete, inconsistent project description 11/25/2020 SA 20-09 CUP 20-02 E 20-09 Condor Energy Storage Battery Energy Storage Site APN:1167-151-77 Deemed Incomplete on 1/22/2021, New Concept Resubmittal Received on 3/8/2021 - Anticipated PC Third quarter 2021 11/2/2020 SA 20-08 CUP 21-01 V 20-01 LM 20-2 E 20-08 Bickel Group Multi-Tenant Commercial APN’s:0275-242-10, 11 Approved by the Planning Commission on 3/18/2021 05-15-2021 – Construction drawings submitted 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 Deemed Incomplete on 9/23/2020 – Anticipated PC – Third quarter 2021 3/16/2020 GPA 20-01 ZCA 20-01 Darryl Moore Change of Zoning from R1-7.2 to R2 12266 Michigan Street Project placed on hold per Applicant 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 Project placed on hold per Applicant 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. 31 C.4.a Packet Pg. 53 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 8 of 22 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 Resubmittal and Incomplete on 7/23/2020 Resubmittal received on 11/11/2020. Deemed Incomplete on 12/10/2020 – Anticipated PC hearing third quarter 2021 3/27/2018 SA 18-04 E 17-10 Lewis Development Residential Project (707 Homes) 1167-151-22, 68, 71, 73, 74, 75 DEIR anticipated for public review summer 2021 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. DEIR anticipated for public review summer 2021 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 Approved – Grading plans submitted. Community Benefit Agreement in Review 9/17/2017 CUP 17-08 E 17-07 National Logistics Team Recycling Pallets 21496 Main Street Anticipate hearing date summer 2021 Administrative Applications Date Submitted Case No. Applicant Description Location Status 3/19/2021 ACUP 21-02 Mike Miller 22400 Barton Road ABC License Type 47 In Review 3/12/2021 ASA 21-01 Paul Bustos 22038 Van Buren Temp Stockpile In Review 11/7/2019 ASA 19-11 E 19-12 Paul Bustos Willdan Pump Parking Lot Addition 22038 Van Buren – 2nd Incompleteness Letter on 4/28/2021 32 C.4.a Packet Pg. 54 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 9 of 22 Land Use Review Date Submitted Case No. Applicant Description Location Status 3/18/2021 LU 21-42 Rob Vasquez 12635 Kingfisher Road 920 sq. ft. House Addition Approved 3/30/2021 LU 21-31 Edward Jackson 12711 Reed Avenue Vinyl Fence Approved 3/30/2021 LU 21-30 David Salem 22850 Pico Street Swimming Pool/Spa Approved 3/29/2021 LU 21-29 Julie Capuchino 22864 Wren Street Block Wall Approved 3/29/2021 LU 21-28 Janette Monteno 12511 Darwin Street Block Wall Approved 3/29/2021 LU 21-37 Suzy Agullard 22400 Barton Road, Unit 14 VMA Beauty, New Business Approved 3/25/2021 LU 21-36 Charles Allin 22430 Flamingo Street Fire Repair Approved 3/22/2021 LU 21-35 Herman Hilkey 23204 Thompson Street Convert Accessory Structure to ADU In Review 3/22/2021 LU 21-34 Maria Chimilluca 22583 Barton Road Vegan Korner, New Business Approved 3/22/2021 LU 21-33 Joe Valdez 22825 Miriam Way 499 sq. ft. Addition Approved 3/22/2021 LU 21-32 Raquel Duran 22833 Wren Street Retaining Wall Approved 3/18/2021 LU 21-31 Ignacio Aguilar 12600 Mt. Vernon Convert Guest House to ADU Approved 3/18/2021 LU 21-30 Grocery Outlet 22441 Barton Road ABC Type 21 License In Review 3/15/2021 LU 21-29 Brent Burek 23063 Siskin Court Retaining Walls Approved 3/12/2021 LU 21-28 Randy Perez 22400 Barton Road, Unit 21 Beauty Salon, New Business Approved 3/12/2021 LU 21-27 Paul Bustos 22038 Van Buren Relocating two loading areas In Review 3/5/2021 LU 21-26 Jesus Zuniga 11874 Burns Ave 16x24 Accessory Structure In Review 2/26/2021 LU 21-24 Patricia Espinosa 1,200 sq. ft. ADU 22350 Pico Street Incompleteness Letter on 3/25/2021 8/20/2020 LU 20-51 Alton Green Retaining Wall 22081 De Berry Street Incompleteness Letter 9/16/2020 4/15/2019 LU 19-31 Ricky Komorida Café Lounge 22417 Barton Road Resubmittal received on 6/23/2020 Second Incompleteness letter prepared on 8/17/2020 33 C.4.a Packet Pg. 55 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 10 of 22 Sign Application Date Submitted Case No. Applicant Description Location Status 3/25/2021 TEMP SIGN 21-03 Maria Cimulluca 22583 Barton Road Temporary Wall Banner Approved 3/11/2021 SIGN 20-03 Indo Bistro 22419 Barton Road Wall Sign In Review 3/11/2021 SIGN 20-02 Gerber Collision 12190 La Crosse Avenue New Business Signs Approved 11/30/2020 SIGN PROGRAM 20-05 Bickel Group Sign Program APN’s: 0275-242-10, 11 Approved by the PC on 3/18/2021 34 C.4.a Packet Pg. 56 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 11 of 22 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 37 permits issued in March. Year to date a total of 352 permits have been issued with a total revenue of $103,249.25. In addition, a total number of 70 customers were assisted at the Building & Safety counter for the month of March. Monthly Revenue Year to Date Revenue $9,602.44 $103,249.25 Permit Activity -March 2021 Applications recv'd (38)Permits issued (37) Permits final (38)Business Occupancies (1) Expired Permits (4) Permit Activity -Year to Date Applications recv'd (293)Permits issued (270) Permits final (200)Business Occupancies (15) Expired Permits (26) 35 C.4.a Packet Pg. 57 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 12 of 22 Permits Issued Permits issued in March include, HVAC replacements, block walls, re-roofs, PV solar, signs, and swimming pools. Additionally, a tenant improvement permit for a restaurant “Indo Bistro” located at 22419 Barton Road was issued in the month of March. * Residential Alteration / Repair consists of: Remodels, Room Additions, Stucco / Siding Work, Interior Demolition / Construction of Walls, Windows, Garage Doors. Residential Permits Issued-March 2021 (N) SFR (0)Block Wall (2)Reroofs (8)Water Heater / Plumbing (1) HVAC Mechanical (1)Solar (8)Panel Upgrades / Electrical (3)Patio Covers (0) Res. Alteration / Addition (3)Pool Spa (1) 36 C.4.a Packet Pg. 58 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 13 of 22 * Residential Alteration / Repair consists of: Remodels, Room Additions, Stucco / Siding Work, Interior Demolition / Construction of Walls, Windows, Garage Doors. Residential Permits Issued-Year to Date FY 2020-2021 SFR New (1)Block Walls / Retaining Walls (25)Reroofs (108) Water Heater / Plumbing (22)HVAC Mechanical (35)Solar (79) Panel Upgrades / Electrical (41)Patio Covers (10)Residential Alteration / Repair (44) Pools/Spa (6)Grading (0) Commercial Permits Issued -Year to Date FY 2020-21 Commercial Tenant Improvement (6)Signs (6) Electrical (2)Demolition (1) Grading (1)New Commerical (1) 37 C.4.a Packet Pg. 59 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 14 of 22 Inspections A total of 86 inspections were conducted in March, with 41 of them being final inspections. Major Projects Under Construction Major projects under construction include construction of new single-family residences at 12040 La Cadena Dr. and 23400 Westwood St. Additionally, a new 2,080 square foot Taco Bell restaurant building is under construction at 22172 Barton Rd and a tenant improvement for Indo Bistro restaurant at 22419 Barton Rd. Project Description/Location Status Anel Aguayo – 12040 La Cadena Dr. 12040 La Cadena Dr. – Precise grading for new single-family residence Drywall inspection complete – under construction Frank Randall 23400 Westwood St. 23400 Westwood St. – Precise grading & new single-family residence Under Construction – Foundation completed CM Corp 22172 Barton Rd. 22172 Barton Rd. – Precise grading, street improvements, and new 2,080 sq. ft. Taco Bell Under Construction WSCL Inc. – 22497 Barton Rd. 22497 Barton Rd. – Tenant improvement for Loud Burger Under Construction 0 100 200 300 400 500 600 BUILDING ELECTRICAL MECHANICAL PLUMBING DEMOLITION TOTAL NUMBER OF INSPECTIONS CONDUCTED July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June 38 C.4.a Packet Pg. 60 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 15 of 22 Plan Checking Activity For March 2021, a total number of fourteen plans were submitted for review and re-submittal. Plans submitted include PV solar, signs, and accessory dwelling units. Project Description/Location Status Richardson’s RV – 12438 Michigan St 12438 Michigan St. – Precise grading for RV parking lot & upgrades to a parts building In Plan Check – Precise grading plans issued corrections (Planning) Patrick O’Brien – 21400 Vivienda Ave. 21400 Vivienda Ave. – Precise grading for trailer yard and community garden In Plan Check – Provided 2nd set of corrections to applicant Edna Medrano – 22400 Barton Rd. 22400 Barton Rd. – Tenant improvement for new adult day care center In Plan Check – Provided 1st set of corrections to applicant Nilo Radam – 22988 Vista Grande Way 22988 Vista Grande Way – Build new 341 sq. ft. room addition In Plan Check – Provided 1st set of corrections to applicant Karen Sanchez - 22791 Pico St. 22791 Pico St. – Build (2) new canopies and install 140.7 kW mounted PV system w/ 420 modules In Plan Check – Utility easement corrections provided Public Works Encroachment Permits Nine Public Works/Encroachment Permit applications were taken in for the month of March. Eight permits were issued for the month, which includes applications that were received in the previous month. 0 20 40 60 80 SoCal Gas Edison Optimum AT&T Other Total Encroachment Permits Issued July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June 39 C.4.a Packet Pg. 61 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 16 of 22 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, Specialist, and Office Specialist. On-call coverage is provided to manage 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 44 cases carried over from the previous month, 29 new cases opened, and 42 cases were closed. The Division closed out March with 70 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. 45 67 71 69 77 78 56 62 44 52 70 52 34 87 35 29 20 29 33 66 54 26 86 54 23 38 42 67 71 69 77 78 56 62 44 70 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 40 C.4.a Packet Pg. 62 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 17 of 22 The following table shows the number of inspections conducted, the number of citations, and corrective notices issued. Jul Aug Sep Oct Nov Dec Jan Feb Mar Inspections Conducted 85 118 110 66 88 77 43 24 211 Notice of Corrections Issued 41 67 33 44 43 23 12 13 18 Notice of Violations Issued 24 20 13 10 4 7 5 2 9 Citations Issued 7 10 7 7 2 5 2 3 14 *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 March, 135 vehicle related citations were issued; 121 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. 3 3 4 11 2 6 12 21 310 24 7 11 22 1 3 6 10 6 11 1 6 4 23 12 3655325 13 4 3 21 26 27 21 22 23 16 10 6 11 17 15 14 1 7 11 2 0 JULY AUG SEP OCT NOV DEC JAN FEB MAR Weekend Code Enforcement Graffiti Unpermitted Yard sale signs Open house and other signs Illegal Dumping Follow-up inspections Parking violations 41 C.4.a Packet Pg. 63 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 18 of 22 As of June 4, 2020, Code Enforcement resumed issuing street sweeping citations for vehicles parked on the street during street sweeping hours which was suspended due to COVID-19. 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 3 cases of illegal dumping and 3 cases of graffiti reported in March; all cases have been resolved. 216 204 218 292 25 0 260 58 121 Jul Aug Sep Oct Nov Dec Jan Feb Mar # o f C i t a t i o n s Street Sweeping Citations Jul Aug Sep Oct Nov Dec Jan Feb Mar Parking Facing Wrong Direction 8 5 5 2 0 0 1 0 0 Vehicles Blocking Sidewalk/Driveway 14 12 11 8 0 0 0 0 1 Other Parking Violations 8 6 20 4 4 1 5 1 0 Expired Registration/Missing plates or tabs 21 3 10 1 5 1 2 0 5 Commercial Vehicle Violations 3 0 1 2 0 1 1 3 0 Recreational Vehicle Violations 8 1 10 7 3 0 2 0 1 Vehicles on Unpaved Surface 2 0 0 2 0 0 0 0 0 72 Hour Parking Warning/Cite 15 5 7 8 7 6 6 3 7 0 10 20 30 40 50 60 70 80 90 Other Parking Citations 2019/2020 42 C.4.a Packet Pg. 64 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 19 of 22 Non-Owner Occupied/Rental Property Program There are approximately 379 properties in the Program (number is subject to change as properties get sold or becomes owner occupied) consisting of both single-family units and multiple family units (i.e. apartments, duplexes, triplexes, and quadruplexes). 115 properties are enrolled in the Good Landlord/Tenant Program signifying they have kept well-maintained properties and have passed inspections for 3-4 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 (as a courtesy), if they no longer own the property, or if the property is a condominium in which ownership consists of the interior only. As a result of the notices 14 properties have been approved to opt out of the program. In October, all of the rental properties were inventoried to determine whether they passed the 2020 Annual Inspection on the first try or if they failed because it determines whether properties will continue to be in the Good Landlord Program or be removed. Also, properties entering their 11th year in the program are removed from the Good Landlord Program and revert to first year status. There are 115 properties in the Good Landlord Program for 2021 which is a 30.6% increase from 88 in 2020. In December, Code Enforcement issued annual Non-owner Occupied/Rental renewal notices for all properties enrolled in our program and renewal fees were due March 1st. Starting March 1st Code Enforcement has begun conducting their annual rental inspections and this will continue until June 30th. Ready 311 There were two complaints received via Ready 311 in March related to property maintenance and vehicle issues all cases have been resolved. 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. Riverside County Department of Animal Services stats. 43 C.4.a Packet Pg. 65 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 20 of 22 Animal Control Sheltering Services Jul Aug Sep Oct Nov Dec Jan Feb Mar Animal Intakes Strays 2 0 3 4 3 7 2 18 2 Stray Dead 3 9 4 3 4 4 3 1 1 Owner Surrender 2 0 0 0 0 0 8 0 0 Other 3 0 1 0 1 1 0 3 2 Total 10 9 8 7 8 12 13 22 5 Animal Disposition Adopted 2 18 2 1 3 1 3 0 0 Returned to Owner 0 0 0 0 1 0 0 0 0 Euthanized 0 2 1 1 0 0 0 1 1 Other 0 0 0 0 1 0 0 0 0 Total 2 20 3 2 5 1 3 1 1 The following stats are from Grand Terrace Animal Control. 0 1 2 3 4 5 6 7 8 OCT NOV DEC JAN FEB MAR 1 3 4 1 0 00 1 0 0 0 0 1 3 2 8 3 6 3 0 0 5 2 00 2 0 1 1 0 6 4 4 5 3 8 0 3 0 2 0 0 1 5 5 4 6 7 Animal Control Investigations Barking Complaints Unlicensed Dogs Loose Dogs Loose Dogs Returned to Owner Animal Welfare Check Dead Animals Bites Other (unfounded, wildlife, etc.) 44 C.4.a Packet Pg. 66 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 21 of 22 Dog Licensing Revenue In the beginning of March, Animal Control began canvassing properties with outstanding dog licenses and leaving a door hanger with renewal information to ensure we have the most accurate count of dogs in our system. Often times individuals move away from the City and we are not notified and annually those properties are issues renewal notices as typical protocol. During this time there was an influx of individuals renewing their dog licenses and licensing new dogs. The door hanger indicated they had a month and half to renew the license or they may risk receiving a citation. The deadline was extended from February 12th to March 1st due to COVID related issues. $503.00 $581.00 $1,312.00 $1,103.00 $345.00 $497.00 $2,015.00 $4,882.00 $2,958.50 $- $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Dog License Revenue (Over the Counter) $253.00 $223.00 $30.00 $186.00 $203.00 $68.00 $37.00 $142.00 $110.00 $- $50.00 $100.00 $150.00 $200.00 $250.00 $300.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Dog License Revenue (Online) 45 C.4.a Packet Pg. 67 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Planning and Development Services Page 22 of 22 $756.00 $804.00 $1,342.00 $1,289.00 $548.00 $565.00 $2,052.00 $5,024.00 $3,068.50 $- $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Combined Dog License Revenue 46 C.4.a Packet Pg. 68 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department Public Works • Engineering • Waste Generation Report • Missed Pick-Up Report • Public Works Administration • CIP Contracts 47 C.4.a Packet Pg. 69 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department DATE: March 17, 2021 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Public Works Department SUBJECT: MARCH 2021-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). Project Name Funds Status Fund Source(s) Barton Bridge Replacement Project $ 3,500,000 Preliminary Design Started, technical studies started, Environmental nearly completed. 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 $514,800 Work in progress. Completion expected by July 10, 2021. Contractor is ahead of schedule. State, City HSIP Cycle 8, Mt. Vernon Safety Project $400,000 Received additional grant funding to complete project. Notice of Completion filed. Working with Caltrans to close out project. Federal Grant HSIP Cycle 9 Guardrail Project $650,000 Preliminary Engineering and Environmental Study Form are under review prior to Caltrans submittal. Federal Grant EV Charging Stations $180,000 Easement in process for SCE, equipment, submitted grant paperwork MSRC, SCIP, AQMD Grants 48 C.4.a Packet Pg. 70 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department WORK RELEASE HOURS Maintenance was supplemented by 875 work release hours during the month of March. March 2021 REQUEST RECEIVED THIS MONTH REQUEST RESOLVED THIS MONTH REQUEST IN PROCESS READY311 WORK ORDERS ONLY 6 4 2 REQUEST ROLLOVER FROM PREVIOUS MONTHS 0 TOTAL WORK ORDERS TO BE COMPLETED 2 Fitness Park Sail Project $100,000 Installation contract awarded on Feb 23, 2021 Poles have been delivered. Canopy will be ordered once poles are installed and precise aerial measurements are obtained between installed poles. Bond proceeds C READY311 MONTHLY STATS CITY OF GRAND TERRACE 49 C.4.a Packet Pg. 71 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department MARCH 2021 (6 work orders) Potholes The table below shows the potholes reported via Civic Live for the current calendar year. It takes on average 19.9 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. # Open Date Repair Date # Days Location 496385 1/5/2021 01/29/2021 24 12503 Mt Vernon Ave Grand Terrace 92313 496387 1/5/2021 01/29/2021 24 12498 Mt Vernon Ave Grand Terrace 92313 510142 1/25/2021 01/29/2021 3 22163 Pico t Grand Terrace Grand Terrace 92313 517036 02/04/21 02/04/21 0 Van Buren Ave Drainage Issues 17% Pothole 33% Other 17% Water Leak Issue 33% MARCH 2021 CIVIC LIVE WORK ORDERS 50 C.4.a Packet Pg. 72 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department 517037 02/04/21 02/04/21 0 Pico Ave 31146 3/16/2021 4/20/2021 35 22133 Pico St 31399 3/25/2021 5/17/2021 53 22421 Pico St Park Shelter Reservations and Community Room Reservations Park and Community Room reservations have been affected by COVID-19 but the parks are open for limited use. 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 51 C.4.a Packet Pg. 73 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department Waste Management Services Burrtec Waste Industries Waste Generation Report: - Burrtec releases Waste Generation Reports two months following month of service. - Year-to-Date (YTD) Summaries are also available February 2021: Concise Waste Generation Report (Unit of Measure: Tons) Service Description Refuse Recycling E-Waste Green- waste Tires Tin/ White Scrap Metal Inert C&D Food Comm’l Select / Floor-sort Total Tonnage Generated Total Tonnage Generated by Category Residential 302.46 98.51 120.81 521.78 Christmas Tree 0 Bulky Item 11.36 0.44 2.71 14.51 536.29 Residential Clean Up 0 Multi-Family 96.72 3.61 3.73 104.06 104.06 Multi-Family Commercial 104.57 2.51 0.92 1.22 0.49 0.5 0.21 110.42 School 38.33 2.86 41.19 151.61 Commercial Roll off 53.38 4.83 58.21 58.21 Roll off Grand Total 606.82 107.49 0.44 125.46 0 2.71 1.22 0.49 4.83 0.5 0.21 850.17 52 C.4.a Packet Pg. 74 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - City of Grand Terrace Public Works Department Missed Pick-Up Report SERVICE ADDRESS DATE OF CALL DATE COMPLETED DESCRIPTION 22565 ROBIN WAY 02/03/2021 02/03/2021 MISSED PICKUP 11691 MOUNT VERNON AVE 02/04/2021 02/05/2021 MISSED PICKUP 11880 ARLISS DR 02/04/2021 02/04/2021 MISSED PICKUP 22439 FLAMINGO ST 02/17/2021 02/17/2021 MISSED PICKUP 22530 LA PAIX ST 02/17/2021 02/18/2021 MISSED PICKUP 22325 BARTON RD 02/17/2021 02/18/2021 MISSED PICKUP 22511 MINONA DR 02/18/2021 02/18/2021 MISSED PICKUP 11677 MOUNT VERNON AVE 02/18/2021 02/19/2021 MISSED PICKUP 22528 CANAL CIR 02/23/2021 02/23/2021 MISSED PICKUP 22372 BLUE LUPINE CIR 02/23/2021 02/23/2021 MISSED PICKUP 22336 BLUE LUPINE CIR 02/23/2021 02/23/2021 MISSED PICKUP 53 C.4.a Packet Pg. 75 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - City of Grand Terrace Public Works Department 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 MAR. 31, 2021 Albert A Webb Associates Commerce Way Final Design Southern Portion $170,880.00 $4,119.00 Clean Street Street Sweeping Services $54,508.00 $8,492.00 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 $47,830.00 $14,780.00 Gopher Patrol Gopher Abatement Services $7,877.00 $1,519.00 Hardy and Harper, Inc Street Maintenance Services $10,000.00 $3,300.00 Interwest Consulting Group Building Official/Building & Safety and Public Works Inspection Services $117,000.00 $60,723.75 Interwest Consulting Group, TKE Engineering, WIlldan Group On-Call Engineering Services $150,000.00 $105,426.37 Interwest Consulting Group Interim Public Works Services $200,000.00 $44,132.50 Lynn Merrill NPDES Services $10,000.00 $9,073.00 Lynn Merrill HSIP Cycle 9 $32,415.00 $13,690.18 Moran Janitorial Services Janitorial Services for City Hall and City Parks $19,980.00 $7,700.00 Otis Elevator Elevator Maintenance $5,291.00 $0.00 San Bernardino County Dept of Public Works – Flood Control Flood Control Facilities $22,770.00 $22,770.00 San Bernardino County Fire Dept – Hazardous Material Household Hazardous Waste (HHW) Services $18,065.00 $4,652.00 San Bernardino County- Land Use Services Fire and Weed Hazard Abatement Services $13,526.00 $7,203.00 St. Francis Electric, LLC. Traffic Signal Maintenance Services $20,000.00 $1,622.78 County of Riverside - TLMA Administration Main Street Traffic Signal Maintenance Services $6,000.00 $4,953.51 54 C.4.a Packet Pg. 76 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Public Works Department 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 $4,384.00 $0.00 Willdan Engineering Services (incl. Landscape and Lighting Assessment District) $7,000.00 N/A (Developer Fee and LLMD Assess.) (paid with Dev. fees) TOTAL PUBLIC WORKS CONTRACT VALUE FOR FY 2020-21: $917,526.00 $314,157.09 55 C.4.a Packet Pg. 77 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) Sheriff’s Contract •Law Enforcement Services 56 C.4.a Packet Pg. 78 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) San Bernardino County Sheriff’s Department Services February 2021 February 2021 Officer Contact and Calls 1,282 1,241 Monthly Citation Data February 2021 February 2021 Stops 408 320 Citations Issued 102 83 Calls to Dispatch February 2021 February 2021 Emergency 1 0 Priority 1 111 152 Priority 2 64 58 Priority 3 131 120 Priority 4 58 56 Totals 365 386 vankagans@gmail.com 1 0 111 152 64 58 131 120 58 56 0 50 100 150 200 250 300 350 400 450 Feb-21 Mar-21 Calls to Dispatch Emergency Priority 1 Priority 2 Priority 3 Priority 4 57 C.4.a Packet Pg. 79 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) 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. 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. 58 C.4.a Packet Pg. 80 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) San Bernardino County Fire 59 C.4.a Packet Pg. 81 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) City of Grand Terrace Fire Department Incidents 03/01/21 – 03/31/21 Call Type Number of Calls Commercial Alarm 3 Commercial Investigation 1 Fire – Unknown Type 1 Medical Aid 108 Move Up (Cover Engine into FS#23) 1 Outside Electrical Incident 5 Traffic Collision with Extrication – Freeway 1 Traffic Collision Unknown Injuries 2 Traffic Collision Unknown Injuries – Freeway 2 Water Salvage 1 Total Calls 125 60 C.4.a Packet Pg. 82 At t a c h m e n t : M a r c h 2 0 2 1 M o n t h l y D e p a r t m e n t a l R e p o r t - F i n a l # 1 ( D e p a r t m e n t M o n t h l y A c t i v i t y R e p o r t - M a r c h 2 0 2 1 ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Approval of the April-2021 Check Register in the Amount of $534,650.62 PRESENTED BY: Terry Shea, Interim Finance Director RECOMMENDATION: Approve the Check Register No. 04302021 in the amount of $534,650.62 as submitted, for the period ending April 30, 2021. 2030 VISION STATEMENT: This staff report supports Goal #1, “Ensuring Our Fiscal Viability”, through the continuous monitoring of expenditure budgets, allocations and operational costs. BACKGROUND: The check register for the month of April-2021 has been prepared in accordance with Government Code §37202 and is hereby submitted for City Council’s approval. The check register lists all vendor payments for the respective month, along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment. The check registers list all payments made to vendors and employee reimbursements during the month of April-2021. The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and Grand Terrace Successor Agency. Expenditure account number formats are XX-XXX-XXX [Fund-Department-Account]. Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact. DISCUSSION: CHECK REGISTER A total of $534,650.62 in accounts payable checks and/or wires were issued during the period for services, reimbursements, supplies and contracts and are detailed in the individual monthly register. Below is a table that lists payments larger than $10,000 for the month of April-2021. C.5 Packet Pg. 83 Payments larger than $10,000: Check No. Payee Description Amount 78072 PROGRESSIVE SOLUTIONS FY2021-22 ANNUAL SOFTWARE MAINTENANCE $12,750.80 78089 LANCE SOLL & LUNGHARD LLP 2020 GOVERNMENTAL AUDIT PROGRESS BILLING $13,040.00 78098 SB COUNTY SHERIFF APR-2021 LAW ENFORCEMENT SERVICES $183,999.00 78109 ARROWHEAD CREDIT UNION MAR-APR 2021 VISA CHARGES $10,570.66 78119 HIRSCH AND ASSOCIATES INC CONSULTING SVCS - BLUE MTN TRAIL $13,145.00 78122 INTERWEST CONSULTING GROUP INTERIM PUBLIC WORKS DIRECTOR $76,275.00 78126 MICHAEL BAKER INTERNATIONAL CEQA AND ENVIRONMENTAL REVIEW $18,590.00 78130 RIVERSIDE HIGHLAND WATER CO FEB-MAR WATER USAGE $10,390.59 16383590 CALPERS APRIL 2021 UNFUNDED ACCRUED LIABILITY $40,440.76 16404145 CA PUB EMPLOYEE RETIRE SYS MAY 2021 PERS HEALTH INSURANCE $16,485.93 TOTAL PAYMENTS LARGER THAN $10,000 $395,687.74 PAYROLL Payroll costs for the month: Pay Per. Period Start Period End Pay Date Amount Apr-21 21 From 3/20/2021 to 4/2/2021 4/8/2021 $45,182.46 22 From 4/3/2021 to 4/16/2021 4/22/2021 $74,271.24 $119,453.70 FISCAL IMPACT: All disbursements (including payroll) were made in accordance with the Approved Budget for Fiscal Year 2020-21 in the amount of: Description Amount Apr-21 Check Register $534,650.62 Payroll $119,453.70 $654,104.32 C.5 Packet Pg. 84 ATTACHMENTS: • Check Register Account Index (PDF) • April 2021 Check Register Report (PDF) APPROVALS: Terry Shea Completed 05/18/2021 2:01 PM Finance Completed 05/18/2021 2:01 PM City Attorney Completed 05/18/2021 3:11 PM City Manager Completed 05/20/2021 1:39 PM City Council Pending 05/25/2021 6:00 PM C.5 Packet Pg. 85 CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 CHECK REGISTER Account Index Darcy McNaboe, Mayor Bill Hussey, Mayor Pro Tem Sylvia Robles, Council Member Doug Wilson, Council Member Jeff Allen, Council Member The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6:00 pm. C.5.a Packet Pg. 86 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Fund No.Fund Name Dept No.Department Cost Center Acct No.General Account Numbers 09 CHILD CARE FUND 110 CITY COUNCIL 110 SALARIES/WAGES 10 GENERAL FUND 120 CITY MANAGER 115 OVERTIME 11 STREET FUND 125 CITY CLERK 120 COUNCIL STIPENDS 12 STORM DRAIN FUND 140 FINANCE 138 MEDICARE / SUI 13 PARK FUND 160 CITY ATTORNEY 139 EMPLOYEES' BENEFIT PLAN 14 AB 3229 COPS FUND 172 BUILDING & SAFETY 140 RETIREMENT 15 AIR QUALITY IMPROVEMENT FUND 175 PUBLIC WORKS 142 HEALTH/LIFE INSURANCE 16 GAS TAX FUND 180 COMMUNITY EVENTS 143 WORKERS' COMPENSATION 17 TRAFFIC SAFETY FUND 185 RENTAL INSPECTION PROGRAM 210 OFFICE EXPENSE 18 TRANS. DEV. ACT (T D A FUND)187 ENFORCEMENT PROGRAM 211 POSTAGE & MAILING 19 FACILITIES DEVELOPMENT FUND 190 NON-DEPARTMENTAL 220 SPECIAL DEPARTMENTAL EXP 20 MEASURE I FUND 195 FACILITIES MAINTENANCE 230 ADVERTISING 21 WASTE WATER DISPOSAL FUND 370 PLANNING & DEVELOPMENT SVCS 235 COMMUNICATIONS 22 COMMUNITY DEV. BLOCK GRANT 380 MGT INFORMATION SYSTEMS 238 UTILITIES 25 SPRING MOUNTAIN RANCH FUND 410 LAW ENFORCEMENT 240 RENTS & LEASES 26 LSCPG/ LGHTG ASSESSMENT DIST.411 ASSET FORFEITURES 244 CUSTODIAL SERVICES 32 S/A CAPITAL PROJECTS FUND 430 RECREATION SERVICES 245 MAINT BLDG GRNDS EQUIPMNT 36 S/A 2011 TABS BOND PROCEEDS 441 CHILD CARE - NUTRITION GRANT 246 MAINT/OPER OF EQUIPMNT 45 CIP - COMMERCE WAY 445 CHILD CARE - TINY TOTS 250 PROFESSIONAL SERVICES 46 CIP - STREET IMPROVEMENTS 446 CHILD CARE - AFTER SCHOOL 251 BANKING SERVICE CHARGES 47 CIP - BARTON RD. BRIDGE PROJECT 447 CHILD CARE - PRE-SCHOOL 252 ROAD MAINTENANCE 48 CIP - CAPITAL PROJECTS FUND 450 PARKS MAINTENANCE 254 STREET SWEEPING 49 CIP - PARKS 461 COMMUNITY GRANTS 255 CONTRACTUAL SERVICES 50 CAPITAL PROJECT BOND PROCEEDS 500 AIR QUALITY PROGRAMS 256 ANIMAL SHELTERING SVCS 52 HOUSING AUTHORITY 510 STREET & SIGNAL LIGHTING 260 INSURANCE & SURETY BONDS 61 COMMUNITY BENEFITS FUND 573 LINE MAINTENANCE 265 MEMBERSHIPS & DUES 62 LIGHT UP GRAND TERRACE FUND 600 ZONE 1 13364 CANAL -TERR PINES 268 TRAINING 63 ILLEGAL FIREWORKS FUND 601 ZONE 3 TRACT 14471 PICO & ORIOLE 270 TRAVEL/CONFERENCES/MTGS 64 PUBLIC SAFETY FUND 602 ZONE 2 14264 FORREST CITY PHASE II 271 MILEAGE 65 SENIOR BUS PROGRAM FUND 603 ZONE 4 TRACT 17766 GREENBRIAR 625 NPDES 66 CAL RECYCLE GRANT 604 ZONE 5 TRACT 18793 PALOMINO 631 STORM DRAIN MAINTENANCE 67 PUBLIC EDUC & GOVT ACCESS (PEG)605 ZONE 6 TRACT 18071 JADEN 801 PLANNING COMMISSION 68 40TH YR CELEBRATION FUND 606 ZONE 7 TRACT 18604 TESORO/VAN BUREN 804 HISTORICAL & CULTURAL COMM. 69 COMMUNITY DAY FUND 625 NPDES 311 FACILITY IMPROVEMENTS 70 FIXED ASSED/EQUIP REPL FUND 631 STORM DRAIN MAINTENANCE 570 WASTEWATER TREATMENT 73 ACTIVE TRANS PRGM (ATP) GRANT 700 CAPITAL OUTLAY 400 OTHER COMMUNITY GRANTS 74 HIGHWAY SFTY IMPV PRGM (HSIP)705 EVERY 15 MINUTES 601 ELECTRICAL VEHICLE STATIONS 75 EMER MGMT PREP GRANT (EMPG)801 PLANNING COMMISSION 700 COMPUTER EQUIPMENT 76 ENHANCED INFRA FIN DIST (EIFD)804 HISTORICAL & CULTURAL COMMITTEE 701 CAPITAL IMPROVEMENT OTHER 77 SO CAL INCENTIVE PROJECT (SCIP)805 SENIOR CITIZENS PROGRAM 705 VEHICLES 90 COVID-19 EMERGENCY FUND 808 EMERGENCY OPERATIONS PROG.998 OVERHEAD COST ALLOCATION 95 DOG PARK ENDOWMENT FUND 999 TRANSFERS 999 TRANSFERS OUT City of Grand Terrace Check Register Index C.5.a Packet Pg. 87 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 MONTHLY CHECK REGISTER For the Period Ending April 30, 2021 Darcy McNaboe, Mayor Bill Hussey, Mayor Pro Tem Sylvia Robles, Council Member Doug Wilson, Council Member Jeff Allen, Council Member The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6:00 pm. C.5.b Packet Pg. 88 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 11192018 SEWER 78064 04/02/2021 ADT COMMERCIAL LLC 139085934 4TH QTR SECURITY MONITORING (04/01/21-06/30/21)03/08/2021 E 10-195-247-000-000 352.86 352.86 139085935 4TH QTR SECURITY MONITORING (04/01/21-06/30/21)03/08/2021 E 10-195-247-000-000 222.42 222.42 575.28 78065 04/02/2021 CITY OF COLTON 04142020 SEWER 04/14/20 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 1,559.54 1,559.54 12122019 SEWER 12/12/19 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 1,352.46 1,352.46 12132017 SEWER 12/13/17 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 799.54 799.54 04132018 SEWER 04/13/18 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 617.34 617.34 11182019 SEWER 11/18/19 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 604.67 604.67 03202020 SEWER 03/20/20 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 604.66 604.66 04152019 SEWER 04/15/19 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 545.76 545.76 04302019 SEWER 04/30/19 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 387.79 387.79 04142017 SEWER 04/14/17 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 230.16 230.16 11/19/18 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 137.62 137.62 C.5.b Packet Pg. 89 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 01132020 SEWER 01/13/20 DELINQ SEWER COLLECTIONS 06/24/2020 B 23-303-90-00 54.20 54.20 6,893.74 78066 04/02/2021 DUNN EDWARDS CORP 2018423425 GRAFFITI REMOVAL SUPPLIES 03/22/2021 E 10-450-245-000-000 34.07 34.07 2018422787 GRAFFITI REMOVAL SUPPLIES 03/16/2021 E 10-450-245-000-000 7.83 7.83 41.90 78067 04/02/2021 EZ SUNNYDAY LANDSCAPE 21481 MAR21 PARKS AND PARKWAY MAINTENANCE 03/17/2021 E 10-195-255-000-000 200.00 E 10-450-255-000-000 3,565.00 E 26-600-255-000-000 160.00 E 26-601-255-000-000 80.00 4,005.00 4,005.00 78068 04/02/2021 FRUIT GROWERS SUPPLY 92215113 TRIMMER HEAD 03/23/2021 E 10-450-245-000-000 72.17 72.17 72.17 78069 04/02/2021 GOPHER PATROL 462478 RICHARD ROLLINS GOPHER CONTROL SERVICES03/22/2021 E 10-450-245-000-000 88.50 88.50 88.50 78070 04/02/2021 OFFICE DEPOT 159699886001 OFFICE SUPPLIES 03/11/2021 E 10-190-210-000-000 38.38 E 10-370-210-000-000 43.09 81.47 81.47 78071 04/02/2021 PAY PLUS SOLUTIONS INC 25630 CALPERS MONTHLY CHARGES - APRIL 04/01/2021 E 10-140-255-000-000 253.51 253.51 253.51 C.5.b Packet Pg. 90 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 78072 04/02/2021 PROGRESSIVE SOLUTIONS 3684 FY2021-22 ANNUAL SOFTWARE MAINTENANCE 04/02/2021 B 10-017-00-00 12,750.80 12,750.80 12,750.80 78073 04/02/2021 S B COUNTY LAND USE SERVICES 10-806-11 2020-21 FIRE HAZARD ABATEMENT SVCS 03/10/2021 E 10-187-257-000-000 6,322.94 6,322.94 6,322.94 78074 04/02/2021 SPARKLETTS 16179154 031321 MAR 2021 WATER FILTRATION SYSTEM RENTAL03/13/2021 E 10-190-238-000-000 78.00 78.00 78.00 78075 04/02/2021 SUNBELT RENTALS INC 110970354-0001 POLARIS GATOR FOR BLUE MTN HIKE 03/09/2021 E 10-120-220-000-000 344.47 344.47 111237483-0001 CONCRETE SAW TO REPAIR WATER LEAK AT CITY03/15/2021 E 10-195-245-000-000 111.31 111.31 455.78 78076 04/02/2021 TIME WARNER CABLE 0197046031621 CITY HALL CABLE - CITY HALL - MAR-APR 2021 03/16/2021 E 10-190-238-000-000 109.18 109.18 109.18 78077 04/02/2021 TODD PETERS ELECTRICAL CONTRAC 0318021-1 LIGHTING REPAIR AT KARGER PARK 03/18/2021 E 10-450-245-000-000 900.00 900.00 900.00 78078 04/02/2021 TRAFFIC MANAGEMENT PRODUCTS 718539 SPEED LIMIT SIGN 03/19/2021 E 16-900-229-000-000 55.47 55.47 55.47 78079 04/02/2021 WILLDAN 00416460 22172 BARTON RD INSPECTION 03/18/2021 E 10-172-250-100-000 378.00 378.00 378.00 C.5.b Packet Pg. 91 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 92218079 78080 04/09/2021 ADT COMMERCIAL LLC 838987829 4TH QTR4TH QUARTER SENIOR CENTER SECURITY 03/27/2021 E 10-805-245-000-000 117.61 117.61 117.61 78081 04/09/2021 CHAMPION FIRE SYSTEMS INC 58333 CITY HALL ALARM TROUBLESHOOT AND RESET 03/26/2021 E 10-195-246-000-000 144.00 144.00 144.00 78082 04/09/2021 CLEAN STREET 99631 MAR21 STREET SWEEPING SERVICES 03/31/2021 E 16-900-254-000-000 5,101.24 5,101.24 5,101.24 78083 04/09/2021 EZ SUNNYDAY LANDSCAPE 21469 TRASH REMOVAL FOR 23053 MERLE COURT 02/25/2021 E 10-172-220-000-000 950.00 950.00 950.00 78084 04/09/2021 FRUIT GROWERS SUPPLY 92216712 PESTICIDE, IRRIGATION GLOVES, GLOVES FOR WRP03/29/2021 E 10-450-245-000-000 119.24 119.24 92218397 FY2020-21 PARK IRRIGATION SUPPLIES 04/05/2021 E 10-450-245-000-000 113.61 113.61 PARTS FOR LEAK AT PICO PARK 04/02/2021 E 10-450-245-000-000 103.28 103.28 336.13 78085 04/09/2021 GOLDEN STAR INVESTMENT 04072021 REIMBURSE DEPOSIT BALANCE FOR BICKEL GROUP PROJECT04/07/2021 B 23-510-53-00 207.72 207.72 207.72 C.5.b Packet Pg. 92 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 78086 04/09/2021 WILLIAM HUSSEY APR2021-BH HLTH REIMAPR2021 HEALTH REIMBURSEMENT FOR BH 04/08/2021 E 10-110-142-000-000 273.55 273.55 273.55 78087 04/09/2021 INTERWEST CONSULTING GROUP 65977 COMMERCE WAY PLAN CHECK APR-DEC20 01/18/2021 E 45-900-326-020-000 65.00 65.00 65.00 78088 04/09/2021 JONS FLAGS AND POLES F83614 FLAG REPLACEMENT FOR CITY HALL 12/07/2020 E 10-195-245-000-000 70.69 70.69 70.69 78089 04/09/2021 LANCE SOLL AND LUNGHARD LLP 42905 2020 GOVERNMENT AUDIT PROGRESS BILLING & 2020 GASB 6803/31/2021 E 10-140-250-000-000 13,040.00 13,040.00 13,040.00 78090 04/09/2021 LINCOLN NATIONAL LIFE INSURANC LCLN APR 2021 APR 2021 LIFE/AD&D/DEP LIFE/WI/LTD 04/01/2021 B 10-022-66-00 506.26 E 10-120-142-000-000 132.22 E 10-125-142-000-000 29.02 E 10-140-142-000-000 -79.38 E 10-172-142-000-000 12.64 E 10-175-142-000-000 -24.90 E 10-185-142-000-000 42.86 E 10-370-142-000-000 45.58 E 10-450-142-000-000 19.62 E 16-175-142-000-000 -59.55 E 52-400-142-000-000 2.61 E 65-425-142-000-000 7.60 634.58 634.58 78091 04/09/2021 OFFICE DEPOT 163203818001 OFFICE SUPPLIES 03/23/2021 E 10-190-210-000-000 77.24 77.24 C.5.b Packet Pg. 93 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 161525898001 OFFICE SUPPLIES 03/18/2021 E 10-140-210-000-000 58.80 58.80 162677274001 OFFICE SUPPLIES 03/23/2021 E 10-175-210-000-000 2.96 E 10-185-210-000-000 9.36 E 10-370-210-000-000 40.47 52.79 162921134001 OFFICE SUPPLIES 03/23/2021 E 10-370-210-000-000 25.50 25.50 214.33 78092 04/09/2021 OMNICAP Q420045 TABS ISSUE OF 2011A FINAL EXCESS EARNINGS REPORT10/20/2020 E 33-300-250-000-000 4,000.00 4,000.00 4,000.00 78093 04/09/2021 ON SITE COMPUTING 54001740 APR 2021 IT SERVICES 04/01/2021 E 10-380-250-000-000 6,364.00 6,364.00 53009198 PURCHASE OF LIVE PRODUCTION SWITCHER 03/18/2021 E 10-195-246-000-000 2,547.21 2,547.21 8,911.21 78094 04/09/2021 PROGRESSIVE SOLUTIONS 3726 CASHIERING SYSTEM RECEIPT INK RIBBONS 03/29/2021 E 10-190-210-000-000 71.92 71.92 71.92 78095 04/09/2021 QUADIENT LEASING USA INC N8808570 FEB-APR 2021 POSTAGE METER LEASE 04/02/2021 E 10-190-211-000-000 785.90 785.90 785.90 78096 04/09/2021 RESOURCES RECYCLING RECOVERY 1353413 RETURN UNSPENT BEVERAGE CONTAINER RECYCLING CITY GRANT03/24/2021 B 66-021-20-00 3,130.80 3,130.80 3,130.80 C.5.b Packet Pg. 94 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 78097 04/09/2021 SAN BERNARDINO COUNTY FIRE DEP GT421CC APR-JUN21 HOUSEHOLD HAZARDOUS WASTE SERVICES04/01/2021 E 10-187-258-000-000 4,651.72 4,651.72 4,651.72 78098 04/09/2021 SB COUNTY SHERIFF 20479 APRIL 2021 LAW ENFORCEMENT SERVICES 04/01/2021 E 10-410-255-000-000 5,658.31 E 10-410-256-000-000 170,057.41 E 14-411-256-000-000 8,283.28 183,999.00 183,999.00 78099 04/09/2021 SITEONE LANDSCAPE SUPPLY 107558030-001 REPAIR ITEMS FOR LEAK AT FREEDOM PARK 04/02/2021 E 10-450-245-000-000 142.54 142.54 142.54 78100 04/09/2021 SO CA EDISON COMPANY MAR 2021 EDISONMAR 2021 ENERGY USAGE 03/26/2021 E 10-172-238-000-000 71.87 E 10-175-238-000-000 71.86 E 10-190-238-000-000 2,314.72 E 10-450-238-000-000 1,291.62 E 16-510-238-000-000 370.63 E 26-604-238-000-000 56.33 E 26-605-238-000-000 47.35 4,224.38 4,224.38 78101 04/09/2021 TIME WARNER CABLE 0228510032521 CITY HALL INTERNET - CITY HALL - MAR-APR 03/25/2021 E 10-190-238-000-000 114.98 114.98 0153825032321 SR CENTER INTERNET - HSD3 - MAR-APR 03/23/2021 E 10-805-238-000-000 83.91 83.91 198.89 78102 04/09/2021 UNDERGROUND SERVICE ALERT 320210303 MONTHLY DATABASE MAINTENANCE FEE 04/01/2021 E 16-900-220-000-000 71.05 71.05 C.5.b Packet Pg. 95 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total dsb20201471 CA STATE FEE FOR REGULATORY COST 04/01/2021 E 16-900-220-000-000 33.60 33.60 104.65 78103 04/09/2021 VERIZON WIRELESS 9876230480 ALPR CARD LINE CHARGES FEB-MAR 2021 03/23/2021 E 10-190-238-000-000 190.05 190.05 190.05 78104 04/16/2021 DATA TICKET INC 123430 GT CODE ENFORCEMENT CITATION PROCESSING - FEBRUARY 202103/24/2021 E 10-185-255-000-000 200.00 200.00 200.00 78105 04/16/2021 LUIS GARDEA 1790EB3 BUILDING PLANS EXAMINER EXAM L.GARDEA 04/08/2021 E 10-172-268-000-000 219.00 219.00 219.00 78106 04/16/2021 XEROX CORPORATION 013049483 MAR 2021 W7970 PRINTER EXPENSE 04/01/2021 E 10-190-212-000-000 441.02 441.02 013049482 MAR 2021 WORKCENTRE 5955 EXPENSE 04/01/2021 E 10-190-212-000-000 322.19 322.19 763.21 78107 04/23/2021 ACCO ENGINEERED SYSTEMS 20088762 HVAC MAINTENANCE AND REPAIR SERVICES 03/05/2021 E 10-195-257-000-000 1,753.47 1,753.47 1,753.47 78108 04/23/2021 AD IMPROVEMENTS INC 04122021 REFUNDING DEPOSIT FOR C&D/WMP FOR DEMOLITION04/12/2021 B 23-510-36-00 800.00 800.00 800.00 C.5.b Packet Pg. 96 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 78109 04/23/2021 ARROWHEAD CREDIT UNION MAR 2021 VISA MAR-APR 2021 VISA CHARGES 04/02/2021 E 10-110-220-000-000 ZOOM STREAMING 149.90 E 10-120-210-000-000 OFFICE SUPPLIES 249.50 E 10-120-220-000-000 BLUE MTN HIKE SUPPLIES 634.66 E 10-125-220-000-000 DESKTOP SCANNER 1,732.61 E 10-140-210-000-000 OFFICE SUPPLIES 624.93 E 10-140-220-000-000 DESKTOP SCANNERS 3,465.22 E 10-175-218-000-000 MTRLS & SUPPLIES 627.38 E 10-175-272-000-000 VEHICLE REPAIRS 870.81 E 10-185-210-000-000 OFFICE SUPPLIES 222.47 E 10-195-245-000-000 MAINT ON GROUNDS 256.00 E 10-370-210-000-000 OFFICE SUPPLIES 38.79 E 10-370-270-000-000 VIRTUAL CONFERENCE 250.00 E 10-450-245-000-000 PARKS MAINT 508.76 E 10-801-270-000-000 VIRTUAL CONFERENCE 250.00 E 10-805-245-000-000 SR CNTR MAINT 689.63 10,570.66 10,570.66 78110 04/23/2021 AT AND T APR 2021 AT&T APR 2021 AT&T 04/01/2021 E 10-190-235-000-000 1,144.19 E 10-450-235-000-000 231.02 E 10-805-235-000-000 424.56 E 10-808-235-000-000 382.28 2,182.05 2,182.05 78111 04/23/2021 CALIBER COMMUNICATIONS 1391 BANNER FOR FREEDOM PARK 01/22/2021 E 10-450-245-000-000 237.05 237.05 1406 STICKERS FOR BLUE MOUNTAIN HIKE DISTANCE MARKERS02/25/2021 E 10-120-220-000-000 120.25 120.25 357.30 78112 04/23/2021 CITY OF COLTON 4 EASTERN BARTON ROAD BRIDGE REPLACEMENT04/07/2021 E 47-400-250-001-000 2,906.57 2,906.57 2,906.57 C.5.b Packet Pg. 97 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 78113 04/23/2021 CM CORP 04122021 REFUNDING DEPOSIT FOR C&D/WMP FOR DEMOLITION04/12/2021 B 23-510-45-00 2,774.00 2,774.00 2,774.00 78114 04/23/2021 COUNTY OF RIVERSIDE AN0000002186 MAR21 ANIMAL SHELTERING SERVICES 04/14/2021 E 10-185-255-000-000 1,402.65 1,402.65 1,402.65 78115 04/23/2021 FEDEX 7-296-48705 EXPRESS MAILING SERVICES - JONESCAPE, HARDY & HARPER03/04/2021 E 10-190-211-000-000 74.20 74.20 7-268-76836 EXPRESS MAILING SERVICES - HIRSCH & ASSOC., LSL CPA02/25/2021 E 10-190-211-000-000 74.20 74.20 7-326-55207 EXPRESS MAILING SERVICES - INTERWEST 04/01/2021 E 10-190-211-000-000 37.10 37.10 7-311-68562 EXPRESS MAILING SERVICES - ONYX PAVING 03/18/2021 E 10-190-211-000-000 37.10 37.10 7-305-16706 EXPRESS MAILING SERVICES - JONESCAPE 03/11/2021 E 10-190-211-000-000 37.10 37.10 259.70 78116 04/23/2021 FRUIT GROWERS SUPPLY 92219164 FY2020-21 IRRIGATION SUPPLIES 04/07/2021 E 10-195-245-000-000 103.09 103.09 92221398 FY2020-21 PARK IRRIGATION SUPPLIES 04/15/2021 E 10-450-245-000-000 91.62 91.62 92219212 LEAK AT PICO PARK SUPPLIES 04/07/2021 E 10-450-245-000-000 39.72 39.72 234.43 C.5.b Packet Pg. 98 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 62969 78117 04/23/2021 GRAND TERRACE 17 LLC 04132021 REFUNDING GRADING INSPECTION DEPOSIT - TRACT 1807104/13/2021 B 23-505-79-00 3,540.00 3,540.00 3,540.00 78118 04/23/2021 HABITAT FOR HUMANITY 04142021 REFUNDING DEPOSIT FOR GRADING INSPECTIONS04/14/2021 B 23-505-20-00 126.00 126.00 126.00 78119 04/23/2021 HIRSCH AND ASSOCIATES INC JOB #1917, PB #8 CONSULTING SVCS- BLUE MOUNTAIN TRAILHEAD12/31/2020 E 49-473-700-000-000 13,145.00 13,145.00 13,145.00 78120 04/23/2021 HOME DEPOT CREDIT SERVICE 2272409 SUPPLIES FOR PARKS 03/11/2021 E 10-450-245-000-000 182.79 182.79 4272767 SUPPLIES FOR PARKS 03/19/2021 E 10-450-245-000-000 178.61 178.61 8524496 BLUE MOUNTAIN HIKE SUPPLIES 03/05/2021 E 10-120-220-000-000 26.98 26.98 388.38 78121 04/23/2021 INTEGRA REALTY RESOURCES OC 212-2021-0043 APPRAISAL REPORT FOR FIRE STATION - 22582 CITY CENTER CT04/15/2021 E 10-120-250-000-000 3,000.00 3,000.00 3,000.00 78122 04/23/2021 INTERWEST CONSULTING GROUP 63887 SEPT20 INTERIM PUBLIC WORKS DIRECTOR 10/20/2020 E 10-175-250-000-000 17,550.00 E 74-706-250-000-000 2,925.00 20,475.00 AUG20 INTERIM PUBLIC WORKS DIRECTOR 09/17/2020 E 10-175-250-000-000 18,825.00 E 74-706-250-000-000 900.00 19,725.00 C.5.b Packet Pg. 99 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 1105002 68284 NOV20 INTERIM PUBLIC WORKS DIRECTOR 04/16/2021 E 10-175-250-000-000 17,175.00 E 74-706-250-000-000 1,762.50 E 74-707-250-010-000 112.50 19,050.00 64840 OCT20 INTERIM PUBLIC WORKS DIRECTOR 11/29/2020 E 10-175-250-000-000 16,200.00 E 74-706-250-000-000 825.00 17,025.00 76,275.00 78123 04/23/2021 J AND R HOCK ENTERPRISES INC 04122021 REFUNDING BUILDING PLAN REVIEW DEPOSIT 04/12/2021 B 23-510-34-00 1,285.50 1,285.50 1,285.50 78124 04/23/2021 RICKY KOMORIDA 04132021 REFUNDING C&D/WMP DEMO PERMIT - KOSMOS CAFE04/13/2021 B 23-505-85-00 1,200.00 1,200.00 1,200.00 78125 04/23/2021 LYNN MERRILL HSIP-21-4 MT VERNON GUARD RAIL PROJECT 04/07/2021 E 74-707-250-010-000 923.73 923.73 923.73 78126 04/23/2021 MICHAEL BAKER INTERNATIONAL 1110183 FEB21 CEQA AND ENVIRONMENTAL REVIEW AND ENTITLEMENT SUPPORT03/10/2021 E 10-370-250-202-000 6,243.75 6,243.75 1101940 NOV20 CEQA AND ENVIRONMENTAL REVIEW AND ENTITLEMENT SUPPORT12/04/2020 E 10-370-250-202-000 3,750.00 3,750.00 DEC20 CEQA AND ENVIRONMENTAL REVIEW AND ENTITLEMENT SUPPORT01/12/2021 E 10-370-250-202-000 3,635.00 3,635.00 1108027 JAN21 CEQA AND ENVIRONMENTAL REVIEW AND ENTITLEMENT SUPPORT02/12/2021 E 10-370-250-202-000 2,493.75 2,493.75 1099924 OCT20 CEQA AND ENVIRONMENTAL REVIEW AND ENTITLEMENT SUPPORT11/09/2020 E 10-370-250-202-000 2,467.50 2,467.50 18,590.00 C.5.b Packet Pg. 100 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 163658755001 78127 04/23/2021 MIKE ROQUET CONSTRUCTION INC 21-0033 ON-CALL ASPHALT POTHOLE REPAIR 04/08/2021 E 10-175-257-010-000 5,500.00 5,500.00 5,500.00 78128 04/23/2021 MOORE IACOFANO GOLTSMAN INC 0064830 MAY20 CAL RECYCLE IS/MND 04/20/2021 E 10-370-250-000-000 1,591.25 1,591.25 1,591.25 78129 04/23/2021 OFFICE DEPOT 168368384001 FY 2020-21 OFFICE SUPPLIES 04/13/2021 E 10-185-210-000-000 18.95 E 10-190-210-000-000 411.09 430.04 163941475001 FY 2020-21 OFFICE SUPPLIES 04/06/2021 E 10-805-245-000-000 372.92 372.92 164831494001 FY 2020-21 OFFICE SUPPLIES 03/30/2021 E 10-190-210-000-000 251.77 251.77 168368486001 FY 2020-21 OFFICE SUPPLIES 04/13/2021 E 10-185-210-000-000 68.08 68.08 165386224001 OFFICE SUPPLIES 04/01/2021 E 10-125-210-000-000 29.97 E 10-190-210-000-000 31.14 61.11 FY 2020-21 OFFICE SUPPLIES 03/30/2021 E 10-370-210-000-000 59.25 59.25 1,243.17 78130 04/23/2021 RIVERSIDE HIGHLAND WATER CO 02012021-03312021 RH02/01/2021-03/31/2021 RIVERSIDE HIGHLAND WATER CO04/13/2021 E 10-175-238-000-000 582.03 E 10-190-238-000-000 998.31 E 10-450-238-000-000 5,733.42 E 10-805-238-000-000 385.38 E 26-600-239-000-000 676.95 E 26-601-239-000-000 375.92 8,752.01 C.5.b Packet Pg. 101 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 02/01/21-03/31/21 RW02/01/2021-03/31/2021 RIVERSIDE HIGHLAND WATER CO04/13/2021 E 10-190-238-000-000 15.80 E 10-805-238-000-000 1,622.78 1,638.58 10,390.59 78131 04/23/2021 SYLVIA ROBLES APR 2021 SR MEDICAREAPR 2021 HEALTH REIMBURSEMENT FOR SR 04/22/2021 E 10-110-142-000-000 148.50 148.50 148.50 78132 04/23/2021 SB COUNTY REGISTRAR OF VOTER 3022 ELECTIONS SERVICES - NOVEMBER 2020 04/09/2021 E 10-125-221-000-000 6,098.00 6,098.00 6,098.00 78133 04/23/2021 SITEONE LANDSCAPE SUPPLY 108078410-001 IRRIGATION SUPPLIES 04/16/2021 E 10-450-245-000-000 64.99 64.99 64.99 78134 04/23/2021 SO CAL LOCKSMITH 49600 KEYS FOR HR STORAGE ROOM 04/14/2021 E 10-125-220-000-000 11.96 11.96 11.96 78135 04/23/2021 SOUTHERN CALIFORNIA EDISON 04142021 REFUNDING DEPOSIT FOR HIGHGROVE SUBSTATION GRADING INSPECTION04/14/2021 B 23-505-58-00 1,622.00 1,622.00 1,622.00 78136 04/23/2021 SPARKLETTS 16179154 041021 APR 2021 WATER FILTRATION SYSTEM RENTAL 04/10/2021 E 10-190-238-000-000 78.00 78.00 78.00 78137 04/23/2021 ST FRANCIS ELECTRIC 17103397 MARCH 2021 ROUTINE 03/31/2021 E 16-510-255-000-000 563.85 563.85 17103398 MARCH 2021 RESPONSE 03/31/2021 E 16-510-255-000-000 278.40 278.40 C.5.b Packet Pg. 102 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 17103399 MT VERNON & BARTON SH HBV 03/31/2021 E 16-510-255-000-000 258.00 258.00 1,100.25 78138 04/23/2021 TIME WARNER CABLE 0007245040721 SR CTR CABLE/INTERNET BLDG3 - APR-MAY 04/08/2021 E 10-805-238-000-000 278.37 278.37 278.37 78139 04/23/2021 TRAFFIC MANAGEMENT PRODUCTS 726046 STOP SIGN FOR VISTA GRANDE/GRAND TERRACE RD04/12/2021 E 16-900-229-000-000 48.88 48.88 48.88 294043 04/16/2021 AMERICAN FIDELITY ASSURANCE CO D294043 APR 2021 EMPLOYEE CANCER & ACCIDENT INSURANCE04/01/2021 B 23-250-20-00 361.74 361.74 361.74 896402 04/21/2021 SO CA EDISON COMPANY MAR 2021 EDISON BMAR 2021 ENERGY USAGE 03/31/2021 E 10-450-238-000-000 10.14 E 16-510-238-000-000 6,342.88 E 26-600-238-000-000 76.04 E 26-601-238-000-000 61.78 E 26-602-238-000-000 85.55 E 26-603-238-000-000 14.26 6,590.65 6,590.65 1020179 04/12/2021 SO CA GAS COMPANY MAR 2021 GAS SERVICEMAR 2021 GAS SERVICES - SENIOR CENTER 04/08/2021 E 10-805-238-000-000 128.39 128.39 128.39 1020609 04/12/2021 SO CA GAS COMPANY MAR 2021 GAS SVCSMAR 2021 GAS SERVICES 04/08/2021 E 10-190-238-000-000 904.53 904.53 904.53 1137772 04/27/2021 SO CA EDISON COMPANY MAR 2021 EDISON CMAR 2021 ENERGY USAGE 04/07/2021 E 16-510-238-000-000 15.48 15.48 15.48 C.5.b Packet Pg. 103 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 2097459 04/16/2021 AMERICAN FIDELITY ASSURANCE CO 2097459 APR 2021 EMP PAID FLEX SPEND/DEP CARE 04/02/2021 B 23-250-10-00 83.32 83.32 83.32 16337205 04/12/2021 PUBLIC EMPLOYEES RETIREMENT PAYDTE 03252021 PERSRETIREMENT CONTRIBUTIONS FOR PAY DATE 03/25/202103/25/2021 B 10-022-62-00 6,583.74 6,583.74 6,583.74 16358516 04/26/2021 PUBLIC EMPLOYEES RETIREMENT PAYDTE 04082021 PERSRETIREMENT CONTRIBUTIONS FOR PAY DATE 04/08/202104/08/2021 B 10-022-62-00 6,607.20 6,607.20 6,607.20 16358535 04/27/2021 PUBLIC EMPLOYEES RETIREMENT PAYDTE 04222021 PERSRETIREMENT CONTRIBUTIONS FOR PAY DATE 04/22/202104/22/2021 B 10-022-62-00 6,879.69 6,879.69 6,879.69 16383590 04/12/2021 CALPERS 16383590 APRIL 2021 UNFUNDED ACCRUED LIABILITY 04/02/2021 E 10-120-140-010-000 469.41 E 10-125-140-010-000 118.44 E 10-140-140-010-000 77.98 E 10-172-140-010-000 30.34 E 10-175-140-010-000 171.94 E 10-185-140-010-000 101.14 E 10-190-140-010-000 38,632.02 E 10-370-140-010-000 657.43 E 10-450-140-010-000 40.46 E 16-175-140-010-000 101.14 E 52-400-140-010-000 40.46 40,440.76 40,440.76 16387493 04/12/2021 CALPERS REPLACEMENT BENEFIT 100000016387493 2021 REPLACEMENT BENEFIT CONTRIBUTION PART 204/12/2021 E 10-190-140-000-000 1,328.22 1,328.22 1,328.22 16401759 04/12/2021 CALPERS 457 PLAN PAYDATE 03252021 457EFT PAYMENT CALPERS ACH CONFIRM #100182507303/25/2021 B 10-022-63-00 2,422.88 B 10-022-64-00 159.11 2,581.99 2,581.99 C.5.b Packet Pg. 104 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) Invoice # Check Register CITY OF GRAND TERRACE As of 4/30/2021 Check #Date Vendor Invoice Description Inv. Date Amount Paid Check Total 16404145 04/23/2021 CA PUB EMPLOYEES RETIRE SYSTEM 05012021 HPERS MAY 2021 PERS HEALTH INSURANCE ACH 100183950305/01/2021 B 10-022-61-00 4,908.59 E 10-120-142-000-000 2,063.34 E 10-125-142-000-000 647.38 E 10-140-142-000-000 1,294.76 E 10-172-142-000-000 517.90 E 10-175-142-000-000 517.90 E 10-185-142-000-000 1,294.76 E 10-190-142-000-000 2,392.83 E 10-370-142-000-000 1,035.81 E 10-450-142-000-000 517.90 E 16-175-142-000-000 582.64 E 52-400-142-000-000 64.74 E 65-425-142-000-000 647.38 16,485.93 16,485.93 16412551 04/23/2021 CALPERS 457 PLAN PAYDATE 04082021 457EFT PAYMENT CALPERS ACH CONFIRM #100183948904/08/2021 B 10-022-63-00 2,422.88 B 10-022-64-00 159.11 2,581.99 2,581.99 16413678 04/27/2021 CALPERS 457 PLAN PAYDATE 04222021 457EFT PAYMENT CALPERS ACH CONFIRM #100184064004/22/2021 B 10-022-63-00 2,422.88 B 10-022-64-00 159.11 2,581.99 2,581.99 71102334 04/07/2021 WEX BANK 71102334 MAR-APR 2021 VEHICLE FUEL CHEVRON 04/06/2021 E 10-172-272-000-000 20.00 E 10-175-272-000-000 1,204.33 E 10-185-272-000-000 201.66 E 65-425-272-000-000 446.02 1,872.01 1,872.01 211168260 04/07/2021 CENTURYLINK 211168260 MAR 2021 PHONE & INTERNET SERVICES 03/17/2021 E 10-190-235-000-000 1,353.61 1,353.61 1,353.61 C.5.b Packet Pg. 105 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) C.5.b Packet Pg. 106 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) This page left intentionally blank. C.5.b Packet Pg. 107 At t a c h m e n t : A p r i l 2 0 2 1 C h e c k R e g i s t e r R e p o r t ( A p r i l - 2 0 2 1 C h e c k R e g i s t e r i n t h e A m o u n t o f $ 5 3 4 , 6 5 0 . 6 2 ) AGENDA REPORT MEETING DATE: May 25, 2021 Council & Successor Agency Item TITLE: Treasurer's Report as of March 31, 2021 PRESENTED BY: Terry Shea, Interim Finance Director RECOMMENDATION: Receive and file the Treasurer's Report for the period ending March 31, 2021. 2030 VISION STATEMENT: This staff report supports Goal #1, “Ensuring Our Fiscal Viability”, through the continuous monitoring of actual cash on hand, receipts and disbursements incurred during the fiscal year. BACKGROUND: The Treasurer’s Report of funds held as cash or invested by the City and the Successor Agency to the Community Redevelopment Agency should be provided to the governing body periodically. DISCUSSION: The purpose of the Treasurer’s Report is to provide the governing body with the following information: • Current cash position of the City and Successor Agency. • Identify where all cash is held and, if invested, provide information regarding the Book Value, PAR Value, Market Value, yield, and maturity: ▪ Book Value is the value of an asset as it is listed in the City’s balance sheet or statement of financial position. The book value of the City’s cash is the amount listed in the City’s bank statement as of March 31, 2021 and recorded in the City’s financial system. ▪ PAR value or face value is the value listed on an invested stock or bond. Had the City invested the cash in stocks or bonds, the PAR value would be the current value of the stocks or bonds. ▪ Market value of an investment is the amount that someone will pay for it now, or the sale price. The investment value calculates what the investment will earn and likely will be worth in the future. Had the City invested the cash in stocks or bonds, the investment would have both a C.6 Packet Pg. 108 PAR value and a Market value. ▪ Yield describes the amount in cash (in percentage terms) in the form of interest or dividends received from an investment in stocks or bonds. ▪ Maturity or maturity date refers to the payment date of a financial instrument (stock, bond, certificate of deposit (CD) at which point the principal (and all remaining interest) is due to be paid. ▪ The attached Treasurer’s Report as of March 31st indicates book, PAR and market value of total cash and investments. • Show that there are sufficient cash resources to make economic commitments for the next six months. One way the governing body can monitor the fiscal condition of the City and the Successor Agency is to review the cash position. The common benchmarks to do this, is to compare the current quarter to the prior quarter and the current quarter to the same quarter in the prior fiscal year. For the Treasurer’s Report of March 31, 2021, the quarter summary would be compared to December 31, 2020 and the annual summary would be compared to March 31, 2020. Information on the benefits of these two cash reporting comparison periods is provided below: Quarterly Change in Cash Position: This compares the cash position at the end of a quarter to the end of the prior quarter. The cyclical nature of revenues to the City and the Successor Agency versus the relatively constant nature of expenditures is shown in a quarterly comparison. An example of this would be property tax revenue of which the majority is received in December and May versus monthly labor and utility costs. Generally, the cash position tends to decrease in the first and second quarter of a fiscal year and to increase in the third and fourth quarters. One-time revenues such as bond proceeds may also be easier to highlight first in a quarterly change report. City of Grand Terrace CHANGE IN TREASURY POSITION Fiscal Year-to-Date Compared to Previous Quarter Table 1 Description December 31, 2020 March 31, 2021 $ Change % Chg Total Cash and Investments $11,010,894 $10,966,486 ($44,408) -0.40% Funds with Fiscal Agent $0 $0 $0 Total $11,010,894 $10,966,486 ($44,408) -0.40% • As shown in the Table 1 above, the Cash & Investments Report indicates a decrease of $44,408. Below are the causes for the increase (revenue receipts) or C.6 Packet Pg. 109 decrease (expenditure disbursements) in the City’s cash balance. The increase in revenue and the disbursement to pay law enforcement and other services netted a decrease of $44,408. ➢ Payment of $575,051 to SB County Sheriff for the January, February, and March 2021 police services ➢ Payment to Calpers Unfunded Accrued Liability of $231,792 for January, February, and March 2021 and ➢ City Attorney expense payments of $46,445 for the 1st quarter of 2021 ➢ $774,926 in total Property Taxes collected during the 1st quarter of 2021 City of Grand Terrace CHANGE IN TREASURY POSITION Fiscal Year-to-Date Compared to Previous Year (Same Quarter) Table 2 Description Mar 31, 2020 Mar 31, 2021 $ Change % Chg Total Cash and Investments $10,545,051 $10,966,486 $421,435 4.00% Funds with Fiscal Agent $0 $0 $0 Total $10,545,051 $10,966,486 $421,435 4.00% ▪ As shown in Table 2, the current cash position compared to a year ago on March 31, 2020 increased by approximately $421K. The increase in cash for the quarter ending March 2021 compared to March 2020 was a result grant receipts/reimbursements: o State (CARES) Act of $153,425; o San Bernardino County Covid-19 Allocation Fund of $153,425 and o Road Maintenance & Rehab Account (RMRA – Section 2032) of $132,547. Cash Balance by Fund City of Grand Terrace CASH BALANCE by FUND As of March 31, 2021 Table 3 Category Fund Fund Title Cash Balances City CHILD CARE FUND 09 CHILD CARE CENTER FUND $152 C.6 Packet Pg. 110 City of Grand Terrace CASH BALANCE by FUND As of March 31, 2021 Table 3 Category Fund Fund Title Cash Balances GENERAL FUND 10 GENERAL FUND $4,243,827 GENERAL FUND 61 COMMUNITY BENEFITS FUND $39,779 GENERAL FUND 62 LIGHT UP GRAND TERRACE ($2,159) GENERAL FUND 63 GT ILLEGAL FIREWORKS ENFORCEMENT $224 GENERAL FUND 64 PUBLIC SAFETY FUND $22,082 GENERAL FUND 69 COMMUNITY DAY FUND $5 GENERAL FUND 70 EQUIPMENT REPLACEMENT RESERVE FUND $1,023 DEV IMPACT FEES (DIF) 11 STREET FUND $662,120 DEV IMPACT FEES (DIF) 12 STORM DRAIN FUND $290,862 DEV IMPACT FEES (DIF) 13 PARK FUND $94,295 DEV IMPACT FEES (DIF) 19 FACILITIES FUND $386,570 SPECIAL REVENUE FUND 14 SLESF (AB3229 COPS) $107,856 SPECIAL REVENUE FUND 15 AIR QUALITY IMPROVEMENT FUND $4,404 SPECIAL REVENUE FUND 16 GAS TAX FUND $31,813 SPECIAL REVENUE FUND 17 TRAFFIC SAFETY FUND $18,406 SPECIAL REVENUE FUND 20 MEASURE "I" FUND $390,474 SPECIAL REVENUE FUND 25 SPRING MOUNTAIN RANCH $726,459 SPECIAL REVENUE FUND 26 LNDSCP & LGTG ASSESSMENT DIST $64,054 SPECIAL REVENUE FUND 56 ROAD MAINT & REHAB ACCT FUND $402,976 SPECIAL REVENUE FUND 67 PUBLIC, EDUCATIONAL & GOVT ACCESS $99,861 SPECIAL REVENUE FUND 76 ENHANCED INFRA FIN DIST (EIFD) FUND ($10,368) ENTERPRISE FUND 21 WASTEWATER DISPOSAL FUND $629,645 GRANT FUND 22 CDBG ($32,769) GRANT FUND 65 SENIOR BUS PROGRAM FUND $16,060 GRANT FUND 66 CAL RECYCLE GRANT $8,314 GRANT FUND 73 ACTIVE TRANSPORTATION PRGRM FUND $0 GRANT FUND 74 HIGHWAY SFTY IMPROV PRGRM GRANT ($383,493) GRANT FUND 75 EMER MGMT PREP GRANT (EMPG) FUND $0 GRANT FUND 77 SCIP (SO. CA INCENTIVE PROJ) GRANT $0 CAPITAL PROJECTS FUND 45 COMMERCE WAY PROJECT $810,431 CAPITAL PROJECTS FUND 46 CAPITAL IMPROVEMENTS - STREETS $45,231 CAPITAL PROJECTS FUND 47 CAP.PRJ. BARTON/COLTON BRIDGE ($13,162) CAPITAL PROJECTS FUND 49 CAPITAL PROJECTS FUND- PARKS $248,136 COVID-19 FUNDS 90 COVID-19 EMERGENCY FUND ($557) C.6 Packet Pg. 111 City of Grand Terrace CASH BALANCE by FUND As of March 31, 2021 Table 3 Category Fund Fund Title Cash Balances COVID-19 FUNDS 91 SB CNTY COVID-19 ALLOC FUND ($540) COVID-19 FUNDS 92 CDBG COVID-19 FUND $0 COVID-19 FUNDS 93 COVID-19 SB CNTY INFRA ALLOC FND ($274,200) HOUSING AUTHORITY 52 HOUSING AUTHORITY $1,155,267 TRUST FUNDS 23 REFUNDABLE DEPOSITS TRUST FUND $680,816 TRUST FUNDS 95 DOG PARK ENDOWMENT FUND $19,636 TOTAL CITY $10,483,527 Successor Agency 31 S/A RDA OBLIGATION RETIREMENT FUND $24,958 34 S/A LOW INCOME HOUSING FUND $0 36 2011 TABS A & B BOND PROCEEDS $458,001 37 S/A CRA PROJECTS TRUST $0 TOTAL SUCCESSOR AGENCY $482,959 TOTAL CASH AND INVESTMENTS $10,966,486 The table below and the attached Treasurer’s Report also shows that the City of Grand Terrace (less Successor Agency funds) can meet its expenditure requirements for the next six months and that sufficient funds are available to meet its operating needs. CITY OF GRAND TERRACE CASH AND INVESTMENT REPORT AGAINST ADOPTED BUDGET As of March 31, 2021 Table 4 Description Amount Total Cash and Investments, City $10,966,486 FY2020-21 Adopted Budget $8,042,957 Less: Successor Agency Budget ($602,876) Net, City budget $7,440,081 C.6 Packet Pg. 112 CITY OF GRAND TERRACE CASH AND INVESTMENT REPORT AGAINST ADOPTED BUDGET As of March 31, 2021 Table 4 Description Amount Cash required for six (6) months: ($7,440,081 / 2) $3,720,041 At a cash balance of $10,966,486, the City has sufficient cash to cover operating expenditures for a six-month period. As stated earlier in the report, the cash balances shown above are as of a certain date in time, specifically, March 31, 2021. FISCAL IMPACT: The purpose of the Treasurer’s Report is to provide information regarding the current cash and investment position of the City and the Successor Agency to the Community Redevelopment Agency. There is no fiscal impact to receiving and filing the report. ATTACHMENTS: • Treasurer's Report- March 2021 (PDF) APPROVALS: Finance Completed 05/18/2021 1:17 PM Terry Shea Completed 05/18/2021 1:17 PM Finance Completed 05/18/2021 1:18 PM City Attorney Completed 05/18/2021 3:50 PM City Manager Completed 05/20/2021 1:41 PM City Council Pending 05/25/2021 6:00 PM C.6 Packet Pg. 113 City of Grand Terrace & Successor Agency to the CRA of Grand Terrace Cash & Investment Report March 31, 2021 City Successor Agency Total PAR Market Yield (in %)Maturity California Asset Management Program $4,159,475 $4,159,475 $4,159,475 $4,162,803 0.080%N/A State Treasurer- LAIF: City Account $2,908,734 $2,908,734 $2,908,734 $2,919,118 0.357%N/A State Treasurer- LAIF: Successor Agency $104,585 $104,585 $104,585 $104,958 0.357%N/A TOTAL FUNDS IN INVESTMENT POOLS $7,068,209 $104,585 $7,172,794 $7,172,794 $7,186,879 US BANK - Safekeeping- First American Treasury Fund $1,186 $1,186 $1,186 $1,186 0.01%N/A Bank of America - Savings Acct. - Insured $50,309 $50,309 $50,309 $50,314 0.01%N/A TOTAL FUNDS OTHER INVESTMENTS $51,495 $0 $51,495 $51,495 $51,500 TOTAL INVESTMENTS $7,119,704 $104,585 $7,224,289 $7,224,289 $7,238,379 Bank of America - Gen. Operating Acct. - Collateralized $3,360,177 $377,832 $3,738,009 $3,738,009 $3,738,009 0.000%N/A CitiEscrow Client Checking Acct. (Data Ticket)$3,646 $3,646 $3,646 $3,646 0.000%N/A Bank of America - Successor Agency Acct. - Insured $542 $542 $542 $542 0.000%N/A TOTAL CASH $3,363,823 $378,374 $3,742,197 $3,742,197 $3,742,197 INVESTMENTS $7,119,704 $104,585 $7,224,289 $7,224,289 $7,238,379 CASH $3,363,823 $378,374 $3,742,197 $3,742,197 $3,742,197 TOTAL CASH & INVESTMENTS $10,483,527 $482,959 $10,966,486 $10,966,486 $10,980,576 CASH WITH FISCAL AGENT (RESERVE FUNDS) U.S. Bank - First American Treasury Obligations 2011A TABS $0 $0 $0 $0 $0 0.00%N/A U. S. Bank - First American Treasury Obligations 2011B TABS $0 $0 $0 $0 $0 0.00%N/A TOTAL FUNDS WITH FISCAL AGENT $0 $0 $0 $0 $0 TOTAL CASH, INVESTMENTS & CASH WITH FISCAL AGENT $10,483,527 $482,959 $10,966,486 $10,966,486 $10,980,576 95.60%4.40%100.00% C.6.a Packet Pg. 114 At t a c h m e n t : T r e a s u r e r ' s R e p o r t - M a r c h 2 0 2 1 ( T r e a s u r e r ' s R e p o r t a s o f M a r c h 3 1 , 2 0 2 1 ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Auditor's Annual Financial Report for the Fiscal Year Ended June 30, 2020 PRESENTED BY: Terry Shea, Interim Finance Director RECOMMENDATION: Receive and file the Auditor’s Annual Financial Report and related documents for the fiscal year ended June 30, 2020. 2030 VISION STATEMENT: This staff report supports City Council Goal #1, “Ensuring Our Fiscal Viability” through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations. BACKGROUND: Each year, the City has an independent audit conducted of its financial statements and related internal control procedures. The audit for the fiscal year ended June 30, 2020 has been completed and the Annual Financial Report issued by the City’s auditor, Lance, Soll & Lunghard, LLP. DISCUSSION: One of the key aspects of any annual financial audit is the Independent Auditor’s Report, which is provided on page 1 of the Annual Audit Report (Exhibit A). The Independent Auditor’s Report provides its opinion on whether or not the financial statements fairly present, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information as of the end of the fiscal year, and the respective changes in financial position and cash flows, where applicable, in conformance with Generally Accepted Accounting Principles (GAAP). The resulting “opinion letter” is either unqualified or qualified. The “opinion letter” received by the City for its financial statements for the period ended June 30, 2020 is unqualified, indicating that the financial statements fairly represent the City’s financial position in accordance with GAAP. In addition to the Annual Financial Report, the independent auditor issues other related documents, which are summarized below: C.7 Packet Pg. 115 • Audit Communication Letter (Exhibit B) The audit communications letter discusses the auditor’s responsibilities under Government Auditing Standards and any significant issues encountered during the audit that warrant disclosure. None of the misstatements detected as a result of the audit procedures and corrected by management were material, either individually or in the aggregate, to the financial statements taken as a whole. The Auditor’s indicated there were no significant difficulties dealing with management in performing and completing their audit. There were no disagreements with management in regard to financial accounting, reporting or auditing that could be material to the financial statements taken as a whole. • Internal Control & Compliance Report (Exhibit C) The Internal Control & Compliance Report identifies any material internal control deficiencies that impact the financial statements. The results of the tests performed by the City auditors did not identify any deficiencies in internal control that are required to be reported under Government Auditing Standards. In addition, the results of the Auditor’s tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. FISCAL IMPACT: There is no fiscal impact associated with the receipt of the Annual Financial Report and related documents for the year ended June 30, 2020. ATTACHMENTS: • Exhibit A - Grand Terrace Annual Audit Report (PDF) • Exhibit B - Grand Terrace Audit Communication Letter (PDF) • Exhibit C - Grand Terrace Internal Control & Compliance Report(PDF) APPROVALS: Terry Shea Completed 05/18/2021 1:59 PM Finance Completed 05/18/2021 2:00 PM City Attorney Completed 05/18/2021 6:28 PM City Manager Completed 05/20/2021 1:42 PM City Council Pending 05/25/2021 6:00 PM C.7 Packet Pg. 116 C.7.a Packet Pg. 117 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) C.7.a Packet Pg. 118 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK C.7.a Packet Pg. 119 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) C.7.a Packet Pg. 120 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) C.7.a Packet Pg. 121 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) INDEPENDENT AUDITORS’ REPORT To the Honorable Mayor and Members of the City Council City of Grand Terrace, California Report on the Financial Statements We have audited the accompanying financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of City of Grand Terrace, California, (the City) as of and for the year ended June 30, 2020, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements as listed in the table of contents. Management’s Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor’s Responsibility Our responsibility is to express opinions on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity’s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Lance, Soll & Lunghard, LLP Phone: 714.672.0022 C.7.a Packet Pg. 122 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) To the Honorable Mayor and Members of the City Council City of Grand Terrace, California Opinions In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Grand Terrace, California, as of June 30, 2020, and the respective changes in financial position and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America. Other Matters Required Supplementary Information Accounting principles generally accepted in the United States of America require that the management’s discussion and analysis, the budgetary comparison schedules for the General Fund, Street Improvement Fund and the Housing Authority Fund, the schedule of proportionate share of the net pension liability and the schedule of employer contributions for the miscellaneous cost-sharing plan, and the schedule of changes in total OPEB liability and related ratios to be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Other Information Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the City’s basic financial statements. The combining and individual nonmajor fund financial statements and schedules are presented for purposes of additional analysis and are not a required part of the basic financial statements. The combining and individual nonmajor fund financial statements and schedules are the responsibility of management and were derived from and relate directly to the underlying accounting and other records used to prepare the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the combining and individual nonmajor fund financial statements and schedules are fairly stated, in all material respects in relation to the basic financial statements as a whole. 2 C.7.a Packet Pg. 123 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) To the Honorable Mayor and Members of the City Council City of Grand Terrace, California Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated April 6, 2021 on our consideration of the City’s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control over financial reporting and compliance. Brea, California April 6, 2021 3 C.7.a Packet Pg. 124 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK 4 C.7.a Packet Pg. 125 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 5 C.7.a Packet Pg. 126 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 6 C.7.a Packet Pg. 127 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) modified accrual accounting 7 C.7.a Packet Pg. 128 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 8 C.7.a Packet Pg. 129 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 9 C.7.a Packet Pg. 130 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 10 C.7.a Packet Pg. 131 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 11 C.7.a Packet Pg. 132 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 12 C.7.a Packet Pg. 133 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 13 C.7.a Packet Pg. 134 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 14 C.7.a Packet Pg. 135 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 15 C.7.a Packet Pg. 136 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 16 C.7.a Packet Pg. 137 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 17 C.7.a Packet Pg. 138 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK 18 C.7.a Packet Pg. 139 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 19 C.7.a Packet Pg. 140 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 20 C.7.a Packet Pg. 141 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 21 C.7.a Packet Pg. 142 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 22 C.7.a Packet Pg. 143 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE RECONCILIATION OF THE BALANCE SHEET OF GOVERNMENTAL FUNDS TO THE STATEMENT OF NET POSITION JUNE 30, 2020 Fund balances of governmental funds 9,493,501$ Amounts reported for governmental activities in the statement of net position are different because: Capital assets net of depreciation have not been included as financial resources in governmental fund activity. Capital assets 22,164,347$ Accumulated depreciation (11,289,326)10,875,021 Deferred outflows of resources reported for government-wide statements are as follows: Pension related items: Pension contributions made subsequent to the measurement date 383,360 Difference between expected and actual experience 357,129 Change in assumptions 245,190 Adjustment due to difference in proportions 4,042 Differences in proportionate share 5,000 994,721 OPEB related items: Change in assumptions 146,475 Difference between expected and actual liability 104,196 250,671 Compensated absences that have not been included in the governmental activities (166,133) Governmental funds report all OPEB contributions as expenditures, however in the statement of net position, the excess of the total OPEB liability over the plan fiduciary net position is reported as a net OPEB liability.(1,700,064) Governmental funds report all pension contributions as expenditures, however, in the statement of net position, the excess of the plan proportionate share of the total pension liability over the proportionate share of the plan fiduciary net position is reported as a net pension liability.(5,141,928) Deferred inflows of resources reported for government-wide statements are as follows: Pension related items: Difference between expected and actual experience (27,670) Change in assumptions (86,918) Net difference between projected and actual earnings on pension plan investments (89,897) Adjustment due to difference in proportions (187,336) Differences in proportionate share (105,839)(497,660) OPEB related items: Change in assumptions (21,517) Revenues reported as unavailable revenue in the governmental funds and recognized in the statement of activities. These are included in the intergovernmental revenues in the governmental fund activity.330,529 Net Position of Governmental Activities 14,417,141$ See Notes to Financial Statements 23 C.7.a Packet Pg. 144 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE STATEMENTS OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES GOVERNMENTAL FUNDS YEAR ENDED JUNE 30, 2020 Other Total Governmental Governmental General Funds Funds Revenues: Taxes 4,797,524$ -$ -$ 46,647$ 4,844,171$ Licenses and permits ---211,750 211,750 Intergovernmental 46,400 --1,127,666 1,174,066 Charges for services 1,071,800 80,567 -30,970 1,183,337 Use of money and property 404,217 11,705 14,206 50,893 481,021 Fines and forfeitures 66,309 --5,128 71,437 Miscellaneous 8,751 --23,261 32,012 Total Revenues 6,395,001 92,272 14,206 1,496,315 7,997,794 Expenditures: Current: General government 1,376,000 --25,707 1,401,707 Public safety 2,293,884 --157,274 2,451,158 Public works 1,374,510 --562,572 1,937,082 Economic development --26,829 -26,829 Cultural and recreation 808,832 --219,420 1,028,252 Capital outlay: Project improvement costs 94,288 --392,734 487,022 Total Expenditures 5,947,514 -26,829 1,357,707 7,332,050 Excess (Deficiency) of Revenues Over (Under) Expenditures 447,487 92,272 (12,623)138,608 665,744 Other Financing Sources (Uses): Transfers in 94,609 --504,878 599,487 Transfers out (155,377)(40,457)-(403,653)(599,487) Total Other Financing Sources (Uses)(60,768)(40,457)-101,225 - Net Change in Fund Balances 386,719 51,815 (12,623)239,833 665,744 Fund Balances, Beginning of Year 3,228,274 611,577 2,093,645 2,894,261 8,827,757 Fund Balances, End of Year 3,614,993$ 663,392$ 2,081,022$ 3,134,094$ 9,493,501$ Street Improvement Housing Authority Special Revenue Funds See Notes to Financial Statements 24 C.7.a Packet Pg. 145 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE RECONCILIATION OF THE STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS TO THE STATEMENT OF ACTIVITIES YEAR ENDED JUNE 30, 2020 Net change in fund balances - total governmental funds 665,744$ Amounts reported for governmental activities in the statement of activities are different because: Governmental funds report capital outlays as expenditures. However, in the statement of activities, the cost of those assets is allocated over their estimated useful lives and reported as depreciation expense or are allocated to the appropriate functional expense when the cost is below the capitalization threshold. The activity is reconciled as follows: Cost of assets capitalized 487,022$ Depreciation expense (802,543)(315,521) Some expenses reported in the statement of activities do not require the use of current financial resources and, therefore, are not reported as expenditures in governmental funds. Change in compensated absences payable 7,968 Governmental funds report all contributions in relation to the actuarially determined contribution for OPEB as expenditures, however in the statement of activities only the annual OPEB cost is an expense.(148,418) Pension obligation expenses reported in the statement of activities do not require the use of current financial resources and, therefore, are not reported as expenditures in governmental funds.(188,672) Revenues reported as unavailable revenue in the governmental funds and recognized in in the statement of activities. These are included in the intergovernmental revenues in the governmental fund activity.200,002 Change in Net Position of Governmental Activities 221,103$ See Notes to Financial Statements 25 C.7.a Packet Pg. 146 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE STATEMENT OF NET POSITION PROPRIETARY FUNDS JUNE 30, 2020 Assets: Current: Cash and investments 632,497$ Total Current Assets 632,497 Noncurrent: Advances to other funds 965,554 Capital assets - net of accumulated depreciation 4,531,128 Total Noncurrent Assets 5,496,682 Total Assets 6,129,179$ Liabilities and Net Position: Liabilities: Deposits payable 6,875$ Total Liabilities 6,875 Net Position: Investment in capital assets 4,531,128 Unrestricted 1,591,176 Total Net Position 6,122,304 Total Liabilities and Net Position 6,129,179$ Business-Type Activities Waste Water Disposal See Notes to Financial Statements 26 C.7.a Packet Pg. 147 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE STATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND NET POSITIONYEAR ENDED JUNE 30, 2020 Operating Expenses: Depreciation expense 88,570$ Total Operating Expenses 88,570 Operating Income (Loss)(88,570) Nonoperating Revenues (Expenses): Interest revenue 38,591 Total Nonoperating Revenues (Expenses)38,591 Changes in Net Position (49,979) Net Position: Beginning of Fiscal Year 6,172,283 End of Fiscal Year 6,122,304$ Business-Type Activities Waste Water Disposal See Notes to Financial Statements 27 C.7.a Packet Pg. 148 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE STATEMENT OF CASH FLOWS PROPRIETARY FUNDS YEAR ENDED JUNE 30, 2020 Cash Flows from Non-Capital Financing Activities: Advance to other funds (26,782)$ Net Cash Provided (Used) by Non-Capital Financing Activities (26,782) Cash Flows from Investing Activities: Interest received 38,591 Net Cash Provided (Used) by Investing Activities 38,591 Net Increase (Decrease) in Cash and Cash Equivalents 11,809 Cash and Cash Equivalents at Beginning of Year 620,688 Cash and Cash Equivalents at End of Year 632,497$ Reconciliation of Operating Income to Net Cash Provided (Used) by Operating Activities: Operating income (loss)(88,570)$ Adjustments to reconcile operating income (loss) net cash provided (used) by operating activities: Depreciation 88,570 Total Adjustments 88,570 Net Cash Provided (Used) by Operating Activities -$ Business-Type Activities Waste Water Disposal See Notes to Financial Statements 28 C.7.a Packet Pg. 149 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 29 C.7.a Packet Pg. 150 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 30 C.7.a Packet Pg. 151 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS FOR THE YEAR ENDED JUNE 30, 2020 I. SIGNIFICANT ACCOUNTING POLICIES Note 1: Organization and Summary of Significant Accounting Policies a. Description of Entity The City of Grand Terrace (City) was incorporated in November 1978 under the General Laws of the State of California. The City operates under a Council-Manager form of government and provides the following services: public safety (law enforcement), highways and streets, cultural and recreational activities, public improvements, planning and zoning, building and safety, low and moderate income housing programs, and general administrative services. As required by generally accepted accounting principles, the financial statements of the City of Grand Terrace include the financial activities of the City (the primary government), and the City of Grand Terrace Public Financing Authority (the Authority). This blended component unit is discussed below and is included in the reporting entity because of the significance of its operation and financial relationship with the City. The Authority is legally separate from the City. However, the City of Grand Terrace’s elected officials have a continuing full or partial accountability for fiscal matters of the Authority. The financial reporting entity consists of: 1) the City, 2) organizations for which the City is financially accountable, and 3) organizations for which the nature and significance of their relationship with the City are such that exclusions would cause the City’s financial statements to be misleading or incomplete. An organization is fiscally dependent on the primary government if it is unable to adopt a budget, levy taxes or set rates or charges, or issue bonded debt without approval by the primary government. In a blended presentation, component unit balances and transactions are reported in a manner similar to the balances and transactions of the City. Component units are presented on a blended basis when the component unit’s governing body is substantially the same as the City’s or the component unit provides services almost entirely to the City. The following component units of the City have been included in the financial reporting entity as blended component units. City of Grand Terrace Public Financing Authority The Grand Terrace Public Financing Authority (the Authority) was established on July 16, 1991, pursuant to a Joint Powers Agreement between the City of Grand Terrace and the former Community Redevelopment Agency of the City of Grand Terrace. The Authority was created to facilitate financing of public capital improvements benefiting the City and the former RDA. The City Council also acts as the governing body of the Authority. The Authority’s activities are blended with those of the City. Separate financial statements are not prepared for the Grand Terrace Public Financing Authority. There are several other governmental agencies, including the County of San Bernardino, school districts, and others, providing services within the City of Grand Terrace. Those agencies have independently elected governing boards other than the City Council of the City of Grand Terrace and no financial accountability to the City of Grand Terrace. Consequently, financial information for these agencies is not included within this financial report. 31 C.7.a Packet Pg. 152 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) b. Government-Wide and Fund Financial Statements The government-wide financial statements include a statement of net position and a statement of activities. These statements present summaries of governmental and business-type activities for the City accompanied by a total column. Fiduciary activities of the City are not included in these statements. Certain eliminations have been made as prescribed by GASB Statement No. 34 in regard to interfund activities, payables, and receivables. All internal balances in the statement of net position have been eliminated except those representing balances between the governmental activities and the business-type activities, which are presented as internal balances and eliminated in the total primary government column. Governmental activities, which normally are supported by taxes and intergovernmental revenues, are reported separately from business-type activities, which rely to a significant extent on fees and charges for support. The statement of activities demonstrates the degree to which the direct and indirect expenses of a given function or segment are offset by program revenues. Direct expenses are those that are clearly identifiable with a specific function or segment. Program revenues include 1) charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions, including special assessments, that are restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other items not properly included among program revenue are reported instead as general revenues. Separate financial statements are provided for governmental funds, proprietary, and fiduciary funds, even though the latter are excluded from the government-wide financial statements. Major individual governmental funds and major individual enterprise funds are reported as separate columns in the fund financial statements. c. Measurement Focus, Basis of Accounting and Financial Statement Presentation The government-wide statements are reported using the economic resources measurement focus and the accrual basis of accounting, as are the proprietary fund and fiduciary fund financial statements. Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of the cash flows. Accordingly, all of the City's assets and liabilities, including capital assets, as well as infrastructure assets, and long-term liabilities, are included in the accompanying statement of net position. The statement of activities presents changes in net position. Under the accrual basis of accounting, revenues are recognized in the period in which they are earned while expenses are recognized in the period in which the liability is incurred. The types of transactions reported as program revenues for the City are reported in three categories: 1) charges for services, 2) operating grants and contributions, and 3) capital grants and contributions. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified-accrual basis of accounting. Under the modified-accrual basis of accounting, revenues are recognized in these funds when susceptible to accrual (i.e., when they are both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. For this purpose, the City considers property taxes collected after year-end as available, if they are collected within 60 days of the end of the current fiscal period. Other revenue susceptible to accrual includes sales tax, state gasoline taxes, investment income, 32 C.7.a Packet Pg. 153 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) and certain other intergovernmental revenues. Expenditures in the governmental funds are generally recognized in the accounting period in which the related fund liability is incurred, if measurable, except for unmatured principal and interest on general long-term debt, as well as compensated absences and claims and judgments, which are recognized when due. The City reports the following major governmental funds:  The General Fund is the government's primary operating fund. It accounts for all financial resources of the general government, except those required to be accounted for in another fund.  The Street Improvement Fund accounts for all revenues collected for street capital improvement fees under the Municipal Code. Funds are expended in accordance with the latest adopted fiscal impact study and capital needs assessment.  The Housing Authority Fund accounts for the housing assets transferred from the former redevelopment agency and Low and Moderate housing activities of the City. The fund activities are restricted for the same purposes as the former Low and Moderate Income Housing Fund of the Agency. The City reports the following major proprietary fund:  The Waste Water Disposal Fund is used to account for the remaining assets and liabilities of the fund that used to account for the provision of waste water disposal services to the residences and businesses of the City. Currently, a Sewer Services Agreement is in place between the City of Colton/Colton Utility Authority and the City of Grand Terrace for the provision of waste-water disposal services by the City of Colton to residents and businesses of the City of Grand Terrace. Additionally, the City reports the following fund types:  Special Revenue Funds are used to account for the proceeds of specific revenue sources that are legally restricted or committed to expenditures for specified purposes.  Capital Projects Funds are used to account for financial resources used for the acquisition or construction of major capital facilities (other than those financed by the proprietary funds).  Permanent Fund accounts for resources that are legally restricted, to the extent that only earnings, and not principal, may be used for purposes that support the City’s program.  The Private Purpose Trust Fund is used to account for the resources, obligations, and activities of the Successor Agency of the Redevelopment Agency of the City of Grand Terrace as directed by the Oversight Board to settle the affairs of the dissolved agency (see Note 12). 33 C.7.a Packet Pg. 154 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued)  Agency Funds are used to account for the resources held by the City in a fiduciary capacity. As a general rule the effect of interfund activity has been eliminated from the government-wide financial statements. Exceptions to this general rule are charges between the government's proprietary funds functions and various other functions of the government. Elimination of these charges would distort the direct costs and program revenues reported for the various functions concerned. Amounts reported as program revenues include 1) charges to customers or applicants for goods, services, or privileges provided, 2) operating grants and contributions, and 3) capital grants and contributions, including special assessments. Internally dedicated resources are reported as general revenues rather than as program revenues. Likewise, general revenues include all taxes. d. Other Accounting Policies 1. Receivables and Payables Activity between funds that are representative of lending/borrowing arrangements outstanding at the end of the fiscal year are referred to as either "due to/from other funds" (i.e., the current portion of interfund loans) or "advances to/from other funds" (i.e., the non-current portion of interfund loans). All other outstanding balances between funds are reported as "due to/from other funds." Any residual balances outstanding between the governmental activities and business-type activities are reported in the government-wide financial statements as "internal balances." 2. Cash and Cash Equivalents For the purpose of the statement of cash flows, the City considers cash and cash equivalents as short term, highly liquid investments that are both readily convertible to known amounts of cash and so near their maturity that they present insignificant risk of changes in value because of changes in interest rates. The City follows the practice of pooling cash and investments of all funds. Since cash and investments are pooled, the City utilizes the assumption that the cash and investments in the Enterprise Fund are cash and cash equivalents. 3. Investments The City reports its investments at fair value in the balance sheet. All investment income, including changes in the fair value of investments, is recognized as revenue in the operating statement. 4. Property Held for Resale Property held for resale is recorded at the lower of cost or net realizable value. 34 C.7.a Packet Pg. 155 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) 5. Compensated Absences The short-term portion is determined to be the amount due to employees for future absences which is attributable to services already rendered and which is expected to be paid during the next fiscal year. The total amount of liability for compensated absences is segregated between short-term and long-term as indicated above and both portions are reflected in the government-wide statements. Vacation pay is payable to employees at the time a vacation is taken or upon termination of employment. Normally, an employee cannot accrue more than two times his regular annual entitlement. Sick leave is payable when an employee is unable to work because of illness. Upon termination, regular employees with 5 years continuous service will be paid 40% for any unused sick leave. 6. Capital Assets Capital assets, which include property, plant and equipment, and infrastructure assets (e.g., roads, bridges, sidewalks, and similar items) are reported in the applicable governmental or business-type activities columns in the government-wide financial statements. Capital assets are defined by the government as assets with an initial, individual cost of more than or equal to $5,000 (amount not rounded) and an estimated useful life of at least two years. Such assets are recorded at historical cost or estimated historical cost if purchased or constructed. Donated Capital assets, donated works of art and similar items, and capital assets received in a service concession arrangement are reported at acquisition value at the time of acquisition by the City. The cost of normal maintenance and repairs that do not add to the value of the asset or materially extend assets’ lives are not capitalized. Property, plant and equipment of the primary government, as well as the component units, are depreciated using the straight-line method over the following estimated useful lives. Assets Years Buildings 50 Machinery & Equipment 5-15 Vehicles 6-15 Improvements other than buildings 15-20 Infrastructure 20-30 Sewer Lines 90 35 C.7.a Packet Pg. 156 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) 7. Long-term Obligations In the government-wide financial statements, and proprietary fund types in the fund financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable governmental activities, business-type activities, or proprietary fund type statement of net position. Bond premiums and discounts are deferred and amortized over the life of the bonds using the straight-line method. Bonds payable are reported net of the applicable bond premium or discount. In the fund financial statements, governmental fund types recognize bond premiums and discounts, as well as bond issuance costs, during the current period. The face amount of debt issued is reported as other financing sources. Premiums received on debt issuances are reported as other financing sources while discounts on debt issuances are reported as other financing uses. Issuance costs, whether or not withheld from the actual debt proceeds received, are reported as expenditures. 8. Net Pension Liability For purposes of measuring the net pension liability, deferred outflows and inflows of resources related to pension, and pension expense, information about the fiduciary net position and additions to/deletions from the fiduciary net position have been determined on the same basis as they are reported by the CalPERS Financial Office. For this purpose, benefit payments (including refunds of employee contributions) are recognized when currently due and payable in accordance with the benefit terms. Investments are reported at fair value. CalPERS audited financial statements are publicly available reports that can be obtained at CalPERS website under Forms and Publications. GASB 68 requires that the reported results must pertain to liability and asset information within certain defined timeframes. For this report, the following timeframes are used: Valuation Date (VD) June 30, 2018 Measurement date (MD) June 30, 2019 Measurement Period (MP) July 1, 2018 to June 30, 2019 9. Other Post-Employment Benefits (OPEB) Liability For purposes of measuring the net OPEB liability, deferred outflows of resources and deferred inflows of resources related to OPEB and OPEB expense have been determined by an independent actuary. For this purpose, benefit payments are recognized when currently due and payable in accordance with the benefit terms. Investments are reported at fair value. Generally accepted accounting principles require that the reported results must pertain to liability and asset information within certain defined timeframes. For this report, the following timeframes are used: Valuation Date June 30, 2019 Measurement Date June 30, 2020 Measurement Period July 1, 2019 to June 30, 2020 36 C.7.a Packet Pg. 157 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) 10. Deferred Outflows/Inflows of Resources In addition to assets, the statement of financial position and the governmental funds balance sheet will sometimes report a separate section for deferred outflows of resources. This separate financial statement element, deferred outflows of resources, represents a consumption of net position that applies to a future period(s) and so will not be recognized as an outflow of resources (expense/ expenditure) until then. The City only has one item that qualifies for reporting in this category. Deferred outflows relating to the net pension obligation reported in the government-wide statement of net position. These outflows are the results of contributions made after the measurement period, which are expensed in the following year, and of adjustments due to difference in proportions, change in assumptions, and the difference between actual contributions made and the proportionate share of the risk pool’s total contributions. These amounts are deferred and amortized over the expected average remaining service lifetime. In addition to liabilities, the Statement of Net Position and the Governmental Balance Sheet will sometimes report a separate section for deferred inflows of resources. This separate financial statement element, deferred inflows of resources, represents an acquisition of net position that applies to a future period(s) and so will not be recognized as an inflow of resources (revenue) until that time. The City has three items, one of which, arises only under a modified accrual basis of accounting that qualifies for reporting in this category. Accordingly, the item, unavailable revenue, is reported only in the governmental funds balance sheet. The governmental funds report unavailable revenue from intergovernmental revenues. These amounts are deferred and recognized as an inflow of resources in the period that the amounts become available. The other items are deferred pension related items and deferred OPEB related items. Gains and losses related to changes in total pension or OPEB liability and their related fiduciary net position are recognized in pension or OPEB expense, respectively, systematically over time. Amounts are first recognized in pension or OPEB expense for the year the gain or loss occurs. The remaining amounts are categorized as deferred outflows and deferred inflows of resources related to pension or OPEB and are recognized in future pension and OPEB expense, respectively. The recognition period differs depending on the source of the gain or loss: Net difference between projected and actual earning on pension or OPEB plan investments 5 years All plans All other amounts are amortized over the expected average remaining service lifetime (EARSL) of the respective plan. At June 30, 2020, EARLS were: 5.7 years 3.8 years OPEB plan Pension Miscellaneous – Cost Sharing Plan 37 C.7.a Packet Pg. 158 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) 11. Net Position Flow Assumption Sometimes the government will fund outlays for a particular purpose from both restricted (e.g., restricted bond or grant proceeds) and unrestricted resources. In order to calculate the amounts to report as restricted – net position and unrestricted – net position in the government-wide and proprietary fund financial statements, a flow assumption must be made about the order in which the resources are considered to be applied. It is the government’s policy to consider restricted – net position to have been depleted before unrestricted – net position is applied. 12. Fund Balance Flow Assumptions Sometimes the government will fund outlays for a particular purpose from both restricted and unrestricted resources (the total of committed, assigned, and unassigned fund balance). In order to calculate the amounts to report as restricted, committed, assigned, and unassigned fund balance in the governmental fund financial statements a flow assumption must be made about the order in which the resources are considered to be applied. It is the government’s policy to consider restricted fund balance to have been depleted before using any of the components of unrestricted fund balance. Further, when the components of unrestricted fund balance can be used for the same purpose, committed fund balance is depleted first, followed by assigned fund balance. Unassigned fund balance is applied last. 13. Fund Balance Policies The City implemented GASB Statement No. 54, “Fund Balance Reporting and Governmental Fund Type Definitions”. This statement provides more clearly defined fund balance categories to make the nature and extent of the constraints placed on a government’s fund balance more transparent. The following classifications describe the relative strength of the spending constraints placed on the purposes for which resources can be used: • Non-spendable – amounts that are not in a spendable form (such as inventory) or are required to be maintained intact. • Restricted – amounts constrained to specific purposes by their providers (such as grantors, bondholders and higher levels of government), through constitutional provisions or by enabling legislation. • Committed – amounts constrained to specific purposes determined by a formal action of the City Council, the government's highest level of decision-making authority. • Assigned – amounts the City intends to use for a specific purpose; intent can be expressed by City Council or by an official or body to which the City Council delegates the authority. By resolution, the Council has authorized the City Manager and/or Finance Director to assign fund balance. • Unassigned – amounts that are for any purpose; positive amounts are reported only in the general fund. 38 C.7.a Packet Pg. 159 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 1: Organization and Summary of Significant Accounting Policies (Continued) The City Council, as the City's highest level of decision-making authority, may commit fund balance for specific purposes pursuant to constraints imposed by formal actions taken such as an ordinance or resolution. These committed amounts cannot be used for any other purpose unless the City Council removes or changes the specified use through the same type of formal action taken to establish the commitment. City Council action to commit fund balance needs to occur within the fiscal reporting period; however, the amount can be determined subsequently. 14. Property Tax Property tax revenue is recognized on the modified accrual basis, that is, in the fiscal year for which the taxes have been levied provided they become available. Available means when due or past due and receivable within the current period and collected within the current period or expected to be collected soon enough thereafter to be used to pay liabilities of the current period. The County of San Bernardino collects property taxes for the City. Tax liens attach annually as of 12:01 A.M. on the first day in January proceeding the fiscal year for which the taxes are levied. Taxes are levied on both real and personal property as it exists on that date. The tax levy covers the fiscal period July 1 to June 30. All secured personal property taxes and one-half of the taxes on real property are due November 1; the second installment is due February 1. All taxes are delinquent, if unpaid, on December 10 and April 10, respectively. Unsecured personal property taxes become due on the first of March each year and are delinquent, if unpaid, on August 31. 15. Use of Estimates The financial statements have been prepared in accordance with generally accepted accounting principles accepted in the United States of America and necessarily include amounts based on estimates and assumptions by management. Actual results could differ from those amounts. II. STEWARDSHIP Note 2: Stewardship, Compliance and Accountability Deficit Fund Balances As of June 30, 2020, the following funds have deficit fund balances: Amount CDBG (44,859)$ Enhanced Infrastructure Financing District (46,368) Highway Safety Improvement Program (21,685) COVID-19 Emergency (30,268) Barton/Colton Bridge (2,650) These deficits will be funded by future revenues or transfers from other funds. 39 C.7.a Packet Pg. 160 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 2: Stewardship, Compliance and Accountability (Continued) Budget The Enhanced Infrastructure Financing District Fund, Barton/Colton Bridge, Capital Projects, and the Dog Park Endowment Fund did not adopt a budget for fiscal year 2019-20 and therefore budgetary comparison information is not presented: III. DETAILED NOTES ON ALL FUNDS Note 3: Cash and Investments Cash and investments as of June 30, 2020, are classified in the accompanying financial statements as follows: Statement of Net Position: Cash and Investments 10,747,185$ Statement of Fiduciary Net Position: Cash and Investments 1,155,252 Total Cash and Investments 11,902,437$ Cash and investments as of June 30, 2020, consist of the following: Cash on Hand 1,250$ Deposits with Financial Institutions 4,740,431 Investments 7,160,756 Total Cash and Investments 11,902,437$ Investments Authorized by the California Government Code and the City’s Investment Policy The table below identifies the investment types that are authorized for the City by the California Government Code (or the City’s investment policy, where more restrictive). The table also identifies certain provisions of the California Government Code (or the City’s investment policy, where more restrictive) that address interest rate risk, credit risk, and concentration of credit risk. This table does not address investments of debt proceeds held by bond trustee that are governed by the provisions of debt agreements of the City, rather than the general provisions of the California Government Code or the City’s investment policy. Authorized Investment Type Maximum Maturity Maximum Percentage of Portfolio Maximum Investment in One Issuer U.S. Treasury Obligations 5 years None None Repurchase Agreements 6 years None None Certificates of Deposit 7 years None None Passbook Savings Accounts 8 years 30%None Securities Issued by Federal Agencies N/A None None Local Agency Investment Fund (LAIF) N/A None 50,000,000$ Mutual Funds N/A 20%None Pools and other Investment Structures N/A None None 40 C.7.a Packet Pg. 161 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 3: Cash and Investments (Continued) Investments Authorized by Debt Agreements Investments of debt proceeds held by bond trustees are governed by provisions of the debt agreements, rather than the general provisions of the California Government Code or the City’s investment policy. The table below identifies the investment types that are authorized for investments held by bond trustees. The table identifies certain provisions of these debt agreements that address interest rate risk, credit risk and concentration of credit risk. Authorized Investment Type Maximum Maturity Maximum Percentage of Portfolio Maximum Investment in One Issuer Government Obligations 5 years None None FHLB's 6 years None None FHLMC's 7 years None None Farm Credit Banks 8 years 30%None FNMA's N/A None None Financing Corp Debt Obligations N/A None 50,000,000$ Certificates of Deposit N/A 20%None Deposits fully Insured by FDIC N/A None None USAID Guaranteed Notes N/A None None Investment Agreements N/A None None Bankers Acceptances N/A None None Municipal Obligations rated Aaa N/A None None Commercial Paper rated P-1 N/A None None Repurchase Agreements N/A None None Money Market Mutual Funds rated AAAm N/A None None Disclosures Relating to Interest Rate Risk Interest rate risk is the risk that changes in market interest rates will adversely affect the fair value of an investment. Generally, the longer the maturity of an investment, the greater the sensitivity of its fair value to changes in market interest rates. One of the ways that the City manages its exposure to interest rate risk is by purchasing a combination of shorter and longer term investments and by timing cash flows from maturities so that a portion of the portfolio is maturing or coming close to maturity evenly over time as necessary to provide the cash flow and liquidity needed for operations. Information about the sensitivity of the fair values of the City’s investments to market interest rate fluctuations are presented below. Remaining Investment Maturity Authorized Investment Type 12 Months or Less Local Agency Investment Fund (LAIF) 3,005,968$ Local Gov. Invest. Pool (CAMP) 4,153,603 First American Treasury 1,185 Total 7,160,756$ 41 C.7.a Packet Pg. 162 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 3: Cash and Investments (Continued) Disclosures Relating to Credit Risk Generally, credit risk is the risk that an issuer of an investment will not fulfill its obligation to the holder of the investment. This is measured by the assignment of a rating by a nationally recognized statistical rating organization. Information about the minimum rating required by the California Government Code, the City’s investment policy, or debt agreements, and the actual rating as of year-end for each type of investment held by the City can be found below. Authorized Investment Type Amount Minimum Legal Rating Actual Rating Local Agency Investment Fund (LAIF)3,005,968$ N/A N/A Local Gov. Invest. Pool (CAMP)4,153,603 N/A N/A First American Treasury 1,185 N/A N/A Total 7,160,756$ Concentration of Credit Risk The investment policy of the City contains no limitations on the amount that can be invested in any one issuer beyond that stipulated by the California Government Code. During the fiscal year ended June 30, 2020, the City did not hold any investments in any one issuer (other than Mutual Funds and External Investment Pools) that represent 5% or more of total City’s investments. Custodial Credit Risk Custodial credit risk for deposits is the risk that, in the event of the failure of a depository financial institution, a government will not be able to recover its deposits or will not be able to recover collateral securities that are in the possession of an outside party. The custodial credit risk for investments is the risk that, in the event of the failure of the counterparty (e.g., broker-dealer) to a transaction, a government will not be able to recover the value of its investment or collateral securities that are in the possession of another party. The California Government Code and the City’s investment policy do not contain legal or policy requirements that would limit the exposure to custodial credit risk for deposits or investments, other than the following provision for deposits: The California Government Code requires that a financial institution secure deposits made by state or local governmental units by pledging securities in an undivided collateral pool held by a depository regulated under state law (unless so waived by the governmental unit). The market value of the pledged securities in the collateral pool must equal at least 110% of the total amount deposited by the public agencies. California law also allows financial institutions to secure deposits by pledging first deed mortgage notes having a value of 150% of the secured public deposits. As of June 30, 2020, the City had deposits with financial institutions in excess of federal depository insurance limits of $4,747,773. 42 C.7.a Packet Pg. 163 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 3: Cash and Investments (Continued) Investments in State Investment Pool The City is a voluntary participant in the Local Agency Investment Fund (LAIF) that is regulated by the California Government Code under the oversight of the Treasurer of the State of California. The fair value of the City’s investment in this pool is reported in the accompanying financial statements at amounts based upon the City’s pro-rata share of the fair value provided by LAIF for the entire LAIF portfolio (in relation to the amortized cost of that portfolio). The balance available for withdrawal is based on the accounting records maintained by LAIF, which are recorded on an amortized cost basis. LAIF has reported to its participating agencies that, as of June 30, 2020, the carrying amount (at amortized cost) of the Pool was $101,110,343,833 and the estimated fair value of the Pool was $101,607,078,218. The City’s proportionate share of the Pool’s market value (as determined by LAIF) as of June 30, 2020, was $3,005,968. Included in LAIF’s investment portfolio are collateralized mortgage obligations, mortgage-backed securities, other asset-backed securities, loans to certain state funds, and floating rate securities. Local Government Investment Pool The City is a voluntary participant in the Local Government Investment Pool, “CAMP” (California Asset Management Program). CAMP is a California Joint Powers Authority, established to provide public agencies with professional investment services, and is directed by a Board of Trustees, which is made up of experienced local government finance directors and treasurers. The CAMP Pool is a permitted investment for all local agencies under California Government Code Section 53601(p). The City reports its share in the investment pool at the estimated fair market value. As of June 30, 2020, the City’s share of the Pool (as determined by CAMP) is $4,153,603. Included in the CAMP’s investment portfolio are U.S. treasury notes, bonds, bills or certificates of indebtedness or other obligations of the United States, federal agency or U.S. government-sponsored enterprise obligations, participations or other instruments, repurchase agreements, bills of exchange or time drafts, negotiable certificates of deposits, commercial paper of prime quality of the highest ranking or of the highest letter and number rating. Pooled Cash The City follows the practice of pooling cash and investments of all funds, except for funds required to be held by outside fiscal agents under the provisions of bond indentures. Interest income earned on pooled cash and investments is allocated to the various funds based on the cash balances. Interest income from cash and investments with fiscal agents is credited directly to the related fund. Fair Value Measurement and Application The City categorizes its fair value measurements within the fair value hierarchy established by generally accepted accounting principles. The hierarchy is based on the valuation inputs used to measure the fair value of the asset. Level 1 inputs are quoted prices in active markets for identical assets; Level 2 inputs are significant other observable inputs; Level 3 inputs are significant unobservable inputs. 43 C.7.a Packet Pg. 164 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 3: Cash and Investments (Continued) The City has the following recurring fair value measurements as of June 30, 2020: Total 1 2 3 Uncategorized Investments: Local Government Investment Pool 4,153,603$ -$ -$ -$ 4,153,603$ First American Treasury 1,185 - 1,185 - - Local Agency Investment Fund 3,005,968 - - - 3,005,968 Total Cash Investments 7,160,756$ -$ 1,185$ -$ 7,159,571$ Investment Type Level Note 4: Interfund Receivable, Payable and Transfers The composition of interfund balances at June 30, 2020, is as follows: Due to/from other funds: Receivable Fund Payable Fund Amount General Fund Nonmajor Governmental Funds (1) 94,798$ Street Improvement Fund Nonmajor Governmental Funds (2) 9,000 Nonmajor Governmental Funds Nonmajor Governmental Funds (3) 27,000 130,798$ (1) The General Fund advanced funds to the Highway Safety Improvement Program Fund, Enhanced Infrastructure Financing District, COVID-19 Emergency Fund, and the Barton/Colton Bridge Fund to cover deficit cash balances. (2) The Street Improvement Fund advanced funds to the Enhanced Infrastructure Financing District Fund to cover expenditures. (3) The Storm Drain Improvement Fund, Park Development Fund and Facilities Development Fund advanced funds of $9,000 each to the Enhanced Infrastructure Financing District Fund to cover expenditures. Advances from/to other funds: Receivable Fund Payable Fund Amount Housing Authority Fund General Fund 168,205$ Waste Water Disposal General Fund 965,554 1,133,759$ In April 1980, the Community Redevelopment Agency (CRA) entered into a pass-through agreement with the City, which was found to be in noncompliance with State statutes. The misallocated tax increment was being treated as an advance payable to the former Community Redevelopment Agency from the General Fund. Upon the dissolution of the Redevelopment Agency, the advance receivable was transferred to the Housing Authority and the Successor Agency and is shown as a due from other government in the Private Purpose Trust Fund in the amount of $885,797 and an advance to other funds in the Housing authority in the amount of $168,205. The advance is to be repaid as funds are available. 44 C.7.a Packet Pg. 165 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 4: Interfund Receivable, Payable and Transfers (Continued) On June 30, 2018, the Waste Water Disposal Fund formalized in a promissory note its advance to the General Fund in the amount of $875,000 for the acquisition of property located at 22273 Barton Road. Effective September 13, 2016, interest on the advance accrues at a rate equal to the Local Agency Investment Fund yield. Beginning July 1, 2022, the General Fund will make annual payments in the amount of $87,500. Thereafter payments will be made on the 1st day of each fiscal year. All outstanding principal and accrued interest under the note will be due and payable on July 1, 2030. At June 30, 2020, the advance to the General Fund amounts to $965,554 and includes accrued interest of $90,554. Interfund Transfers: Fund Receiving Transfers Fund Making Transfers Amount General Fund Nonmajor Governmental Funds (1)94,609$ Nonmajor Governmental Funds General Fund (2) 155,377 Nonmajor Governmental Funds Street Improvement Fund (3)40,457 Nonmajor Governmental Funds Nonmajor Governmental Funds (4) 309,044 Total Interfund Transfers 599,487$ (1) Transfers in amount of $94,242 were made from the Child Care Center Fund to the General Fund to close the Child Care Center Fund. Transfers in amount of $367 were made from So Cal Incentive Project (SCIP) Grant Fund to move excess monies in the SCIP Fund. (2) Transfers in the amount of $120,377 were made from the General Fund to the State Gas Tax Fund for franchise sweep fees and pavement impact fees. Transfers in the amount of $10,000 were made to the Senior Bus Program Fund for additional funding. Transfers in the amount of $25,000 were made to the Capital Improvement – Streets Fund for the Traffic Signal Modification Project on Barton Road and Preston Street. (3) Transfer to the Capital Improvement – Streets Fund for the Traffic Signal Modification Project on Barton Road and Preston Street. (4) Transfers in the amount of $100,000 were made from the Parks Fund to Capital Projects Fund – Parks for the Blue Mountain Trail Project. Transfers in amount of $45,000 from the Air Quality Improvement Fund to the So Cal Incentive Project (SCIP) Grant Fund for the Electric Vehicle Station Project. Transfers in amount of $5,000 were made from the Air Quality Improvement Fund to the Senior Bus Program Fund for additional funding. Transfers in the amount of $73,400 were made from the Spring Mountain Ranch Fund to the Capital Improvement – Streets Fund for the Traffic Signal Modification Project on Barton Road and Preston Street. Transfers in the amount of $85,644 were made from the Gas Tax Fund to the RMRA Fund to establish the new fund. 45 C.7.a Packet Pg. 166 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 5: Capital Assets Capital assets activity for the year ended June 30, 2020, was as follows: Beginning Ending Balance Additions Deletions Balance Governmental Activities: Capital assets, not being depreciated: Land 3,112,881$ -$ -$ 3,112,881$ Construction-in-progress 770,117 146,372 - 916,489 Total Capital Assets, Not Being Depreciated 3,882,998 146,372 - 4,029,370 Capital assets, being depreciated: Buildings 5,614,595 - - 5,614,595 Machinery and Equipment 926,113 178,533 - 1,104,646 Vehicles 598,629 7,731 24,251 582,109 Improvements other than buildings 6,337,945 - - 6,337,945 Infrastructure 4,341,296 154,386 - 4,495,682 Total Capital Assets, Being Depreciated 17,818,578 340,650 24,251 18,134,977 Less accumulated depreciation: Buildings 3,323,580 141,326 - 3,464,906 Machinery and Equipment 643,184 117,126 - 760,310 Vehicles 495,647 37,070 24,251 508,466 Improvements other than buildings 3,606,747 271,679 - 3,878,426 Infrastructure 2,441,876 235,342 - 2,677,218 Total Accumulated Depreciation 10,511,034 802,543 24,251 11,289,326 Total Capital Assets, Being Depreciated, Net 7,307,544 (461,893) - 6,845,651 Governmental Activities Capital Assets, Net 11,190,542$ (315,521)$ -$ 10,875,021$ Depreciation expense was charged to functions of the primary government as follows: Governmental Activities: General Government 143,301$ Public Safety 40,984 Public Works 288,210 Cultural and recreation 330,048 Total Depreciation expense - Governmental Activities 802,543$ 46 C.7.a Packet Pg. 167 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 5: Capital Assets (Continued) Beginning Ending Balance Additions Deletions Balance Business-type Activities: Capital assets, being depreciated: Sewer mains 4,023,128$ -$ -$ 4,023,128$ Laterals 1,890,944 - - 1,890,944 Manholes 1,298,760 - - 1,298,760 Improvements 202,274 - - 202,274 Total Capital Assets, Being Depreciated 7,415,106 - - 7,415,106 Less accumulated depreciation: Sewer mains 1,560,955 44,701 - 1,605,656 Laterals 646,143 21,010 - 667,153 Manholes 474,534 14,431 - 488,965 Improvements 113,776 8,428 - 122,204 Total Accumulated Depreciation 2,795,408 88,570 - 2,883,978 Business-type Activities Capital Assets, Net 4,619,698$ (88,570)$ -$ 4,531,128$ Note 6: Compensated Absences Compensated absences activity for the year ended June 30, 2020, was as follows: Beginning Ending Due Within Balance Additions Deletions Balance One Year Compensated Absences 174,101$ 176,524$ 184,492$ 166,133$ 41,533$ Total Long-Term Liabilities 174,101$ 176,524$ 184,492$ 166,133$ 41,533$ The City’s policies relating to compensated absences are described in Note 1 of the Notes to Financial Statements. The liability will be paid in future years as it becomes due from the General Fund. Note 7: Pension Plan Plan Description The City contributes to the California Public Employees Retirement System (PERS), a cost sharing multiple-employer public employee defined benefit pension plan. PERS provides retirement and disability benefits, annual cost-of-living adjustments, and death benefits to plan members and beneficiaries. PERS acts as a common investment and administrative agent for participating public entities within the State of California. Benefit provisions and all other requirements are established by State statute and City ordinance. Copies of PERS’ annual financial report may be obtained from their executive office: 400 “P” Street, Sacramento, California 95814. 47 C.7.a Packet Pg. 168 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 7: Pension Plan (Continued) Benefits Provided CalPERS provides service retirement and disability benefits, annual cost-of-living adjustments and death benefits to plan members, who must be public employees and beneficiaries. Benefits are based on years of credited service, equal to one year of full-time employment. Members with five years of total service are eligible to retire at age 50 with statutorily reduced benefits. All members are eligible for non-duty disability benefits after 10 years of service. The death benefit is one of the following: the Basic Death Benefit, the 1957 Survivor Benefit, or the Optional Settlement 2W Death Benefit. The cost of living adjustments for each plan are applied as specified by the Public Employees’ Retirement Law. Below is the summary of the plans’ provisions and benefits in effect at June 30, 2020, for which the City of Grand Terrace has contracted: Tier 1 *Tier 2 PEPRA Hire date Prior to December 13, 2012 December 13, 2012 but prior to January 1, 2013 January 1, 2013 and after Benefit formula 2.7% @ 55 2% @ 60 2% @ 62 Benefit vesting schedule 5 years service 5 years service 5 years service Benefit payments monthly for life monthly for life monthly for life Retirement age minimum 50 yrs minimum 50 yrs minimum 52 yrs Monthly benefits, as a % of eligible compensation 2% - 2.7%, 50 yrs - 63+ yrs, respectively 1.092% - 2.418%, 50 yrs - 63+ yrs, respectively 1.000% - 2.500%, 52 yrs - 67+ yrs, respectively Required employee contribution rates 7.954%6.915%6.750% Required employer contribution rates 13.182%8.081%6.985% *Closed to new entrants Miscellaneous Cost-Sharing Plans Employees Covered At June 30, 2020, the following employees were covered by the benefit terms of the Plan: Description Misc - Tier 1 Misc - Tier 2 PEPRA Total Active members 12 4 17 33 Transferred members 15 5 4 24 Terminated members 61 1 15 77 Retired members and beneficiaries 42 0 1 43 Total 130 10 37 177 Number of Members 48 C.7.a Packet Pg. 169 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 7: Pension Plan (Continued) Contribution Description Section 20814(c) of the California Public Employees’ Retirement Law (PERL) requires that the employer contribution rates for all public employers be determined on an annual basis by the actuary and shall be effective on the July 1 following notice of a change in the rate. The total plan contributions are determined through the CalPERS’ annual actuarial valuation process. The actuarially determined rate is based on the estimated amount necessary to pay the Plan’s allocated share of the risk pool’s costs of benefits earned by employees during the year, and any unfunded accrued liability. The City is required to contribute the difference between the actuarially determined rate and the contribution rate of employees. For the year ended June 30, 2020, the employer contributions recognized as a reduction to the net pension liability was $383,835. Pension Liabilities, Pension Expense and Deferred Outflows and Deferred Inflows of Resources Related to Pensions As of June 30, 2020, the City reported net pension liabilities for its proportionate shares of the net pension liability of $5,141,928. The City’s net pension liability is measured as the proportionate share of the net pension liability. The net pension liability is measured as of June 30, 2019, and the total pension liability for each Plan used to calculate the net pension liability was determined by an actuarial valuation as of June 30, 2018 rolled forward to June 30, 2019 using standard update procedures. The City’s proportion of the net pension liability was based on a projection of the City’s long-term share of contributions to the pension plans relative to the projected contributions of all participating employers, actuarially determined. The City’s proportionate share of the net pension liability as of June 30, 2018 and 2019 was as follows: Proportions as a percentage of the CalPERS risk pool: Proportion - June 30, 2018 0.05152% Proportion - June 30, 2019 0.04719% Change - Increase (Decrease)-0.00433% 49 C.7.a Packet Pg. 170 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 7: Pension Plan (Continued) For the year ended June 30, 2020, the City recognized a total pension expense of $572,033. At June 30, 2020, the City reported deferred outflows and deferred inflows of resources related to pensions as follows: Deferred Outflows of Resources Deferred Inflows of Resources City contribution subsequent to the measurement date 383,360$ -$ Difference between Expected and Actual Experience 357,129 (27,670) Change in Assumptions 245,190 (86,918) Net Difference between Projected and Actual Earnings on Pension Plan Investments - (89,897) Adjustment due to Difference in Proportions 4,042 (187,336) Differences in proportionate share 5,000 (105,839) Total 994,721$ (497,660)$ $383,360 reported as deferred outflows of resources related to contributions subsequent to the measurement date will be recognized as a reduction of the net pension liability in the year ended June 30, 2020. Other amounts reported as deferred outflows or deferred inflows of resources related to pensions will be recognized as pension expense as follows: Measurement Period Ended June 30: Deferred Outflows/(Inflows) of Resources 2020 268,531$ 2021 (152,188) 2022 (20,808) 2023 18,166 113,701$ 50 C.7.a Packet Pg. 171 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 7: Pension Plan (Continued) Actuarial Methods and Assumptions Used to Determine Total Pension Liability For the measurement period ended June 30, 2019, the total pension liability was determined by rolling forward the June 30, 2018 total pension liability. The June 30, 2019 total pension liability was based on the following actuarial methods and assumptions: Valuation Date Measurement Date Actuarial Cost Method Actuarial Assumptions: Discount Rate Inflation Payroll Growth Investment Rate of Return Mortality Post Retirement Benefit Increase Miscellaneous Plan (1) 7.15% (2) Varies by Entry Age and Service 2.50% 7.15% June 30, 2019 Entry-Age Normal Cost Method June 30, 2018 Contract cost of living adjustment (COLA) up to 2.50% until Purchasing Power Protection Allowance Floor on Purchasing Power applies (2) Net of pension plan investment expenses, including inflation (1) Actuarial assumptions are the same for all benefit tiers (Classic Tier I, Classic Tier II, and PEPRA) (3)The mortality table used was developed based on the CalPERS' specific data. The table includes 20 years of projected mortality improvements using Society of Actuaries Scale BB. For more details on the table, please refer to the CalPERS 2017 experience study report available on CalPERS' website. Derived using CalPERS Membership Data for all Funds (3) Change of Assumptions For the measurement date June 30, 2019, there were no changes in assumptions. Discount Rate The discount rate used to measure the total pension liability was 7.15% for the Plan. The projection of cash flows used to determine the discount rate assumed that contributions from plan members will be made at the current member contribution rates and that contributions from employers will be made at statutorily required rates, actuarially determined. Based on those assumptions, the Plan’s fiduciary net position was projected to be available to make all projected future benefit payments of current plan members. Therefore, the long-term expected rate of return on plan investments was applied to all periods of projected benefit payments to determine the total pension liability. Long-Term Expected Rate of Return The long-term expected rate of return on pension plan investments was determined using a building-block method in which expected future real rates of return (expected returns, net of pension plan investment expense and inflation) are developed for each major asset class. In determining the long-term expected rate of return, CalPERS took into account both short-term and long-term market return expectations as well as the expected pension fund cash flows. Using historical returns of all the funds’ asset classes, expected compound 51 C.7.a Packet Pg. 172 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 7: Pension Plan (Continued) returns were calculated over the short-term (first 10 years) and the long-term (11-60 years) using a building-block approach. Using the expected nominal returns for both short - term and long - term, the present value of benefits was calculated for each fund. The expected rate of return was set by calculating the single equivalent expected return that arrived at the same present value of benefits for cash flows as the one calculated using both short-term and long-term returns. The expected rate of return was then set equivalent to the single equivalent rate calculated above and rounded down to the nearest one quarter of one percent. The table below reflects long-term expected real rate of return by asset class. The rate of return was calculated using the capital market assumptions applied to determine the discount rate and asset allocation. Asset Class New Strategic Allocation Real Return Years 1 - 10 (1) Real Return Years 11+ (2) Global Equity 50.00% 4.80% 5.98% Fixed Income 28.00% 1.00% 2.62% Inflation Assets 0.00% 0.77% 1.81% Private Equity 8.00% 6.30% 7.23% Real Assets 13.00% 3.75% 4.93% Liquidity 1.00% 0.00% -0.92% 100.00% (1) An expected inflation of 2% used for this period. (2) An expected inflation of 2.92% used for this period. Sensitivity of the Proportionate Share of the Net Pension Liability to Changes in the Discount Rate The following presents the City’s proportionate share of the net pension liability, calculated using the discount rate of 7.15%, as well as what the City’s proportionate share of the net pension liability would be if it were calculated using a discount rate that is 1% point lower (6.15%) or 1% point higher (8.15%) than the current rate: Discount Rate - 1% Current Discount Discount Rate +1% 6.15% 7.15% 8.15% Miscellaneous 7,438,942$ 5,141,928$ 3,245,905$ Plans' Net Pension Liability/(Asset) Pension Plan Fiduciary Net Position Detailed information about the pension plan’s fiduciary net position is available in the separately issued CalPERS financial reports. See CalPERS’ website for additional information. Note 8: Other Post-Employment Benefits Plan Description The City provides a medical plan coverage for retirees. This coverage is available for employees who satisfy the requirements for retirement under the California Public Employees Retirement System (PERS), which is age 50 or older with at least five years of State or public agency service. 52 C.7.a Packet Pg. 173 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED JUNE 30, 2020 Note 8: Other Post-Employment Benefits (Continued) Medical plan benefits are provided through PERS, as permitted by the Public Employees’ Medical and Hospital and Care Act (PEMHCA). As a PEMHCA employer, the City has elected the unequal contribution method, where the contribution will be increased annually over twenty years until it reaches the same employer contribution as active employee medical plan coverage. Contributions The contribution requirements of plan members and the City are established and may be amended by the City Council. Currently, contributions are not required from plan members. The City is funding the Other-Post Employment Benefits plan on a pay-as-you-go basis. For fiscal year ended June 30, 2020, the City paid $46,213 in retiree health benefits. Employees Covered At June 30, 2020, the measurement date, the following numbers of participants were covered by the benefit terms: Number of Covered Participants Inactives currently receiving benefits 8 Inactives entitled to but not yet receiving benefits 18 Active employees 18 Total 44 Covered participant counts were available to the actuary for the June 30, 2019 actuarial valuation but not as of June 30, 2020 measurement date. Total OPEB Liability The City's total OPEB liability was measured as of June 30, 2020 for the measurement period July 1, 2019 through June 30, 2020. The total OPEB liability used to calculate the total OPEB liability was determined by an actuarial valuation dated June 30, 2019, based on the following actuarial assumptions: Discount Rate 2.45% (index rate for 20-year, tax exempt municipal bonds) Inflation 2.25% Investment Rate of Return N/A Mortality Rate Healthcare Trend Rate Actuarial Assumptions Based on assumpriond for Public Agency Miscellaneous members published in the December 2017 CalPERS Experience Study. These tables include 15 years of static mortality improvement using 90% of scale MP-2016. 6.4% for FY2020, gradually decreasing over several decades to an ultimate rate of 3.8% in FY 2076 and later years. Change of Assumptions For the measurement date June 30, 22020, the discount rate decreased from 3.50% to 2.45%. 53 C.7.a Packet Pg. 174 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 8: Other Post-Employment Benefits (Continued) Discount Rate The discount rate used to measure the total OPEB liability was 2.45%. Changes in the Total OPEB Liability. The changes in the total OPEB liability for the plan are as follows: Total OPEB Liability Measurement Period 2019-20 Total OPEB Liability - June 30, 2019 1,344,639$ Changes in Total OPEB Liability Service Cost 110,779 Interest 50,131 Actual vs. expected experience 119,429 Assumption changes 121,299 Benefits payments (46,213) Net Changes 355,425 Total OPEB Liability - June 30, 2020 1,700,064$ Sensitivity of the Total OPEB Liability to Changes in the discount rate The following presents the total OPEB liability of the City, as well as what the City's total OPEB liability would be if it were calculated using a discount rate that is one percentage point higher or one percentage point lower than the current discount rate, for the measurement period June 30, 2020: 1% Decrease (1.45%) Current Rate (2.45%) 1% Increase (3.45%) Total OPEB Liability 1,951,393$ 1,700,064$ 1,494,189$ Discount Rate Sensitivity of the total OPEB liability to changes in the healthcare cost trend rates The following presents the total OPEB liability of the City, as well as what the City's total OPEB liability would be if it were calculated using healthcare cost trend rates that are one percentage point higher or one percentage point lower than the current healthcare cost trend rates: 1% Decrease Current Rate 1% Increase Total OPEB Liability 1,602,492$ 1,700,064$ 1,819,159$ Healthcare Trend Rate 54 C.7.a Packet Pg. 175 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 8: Other Post-Employment Benefits (Continued) OPEB Expense and Deferred Outflows of Resources and Deferred Inflows of Resources Related to OPEB For the fiscal year ended June 30, 2020, the City recognized OPEB expense of $148,418. At June 30, 2020, the City's deferred outflows of resources and deferred inflows of resources related to OPEB from the following sources: Deferred Outflows of Resources Deferred Inflows of Resources Difference between Expected and Actual Experience 104,196$ -$ Change in Assumptions 146,475 21,517 Total 250,671$ 21,517$ Amounts reported as deferred outflows of resources and deferred inflows of resources related to OPEB will be recognized in OPEB expense as follows: Fiscal Year Ended June 30 Deferred Outflows/(Inflows) of Resources 2021 33,721$ 2022 33,721 2023 36,114 2024 38,395 2025 30,705 Thereafter 56,498 Total 229,154$ Note 9: Risk Management The City is a member of the California Joint Powers Insurance Authority (the "Authority"). The following joint venture disclosures are made in compliance with GASB Code Section J50.103: a. Description of Self-Insurance Pool Pursuant to Joint Powers Agreement The City of Grand Terrace is a member of the California Joint Powers Insurance Authority (Authority). The Authority is composed of 118 California public entities and is organized under a joint powers agreement pursuant to California Government Code §6500 et seq. The purpose of the Authority is to arrange and administer programs for the pooling of self-insured losses, to purchase excess insurance or reinsurance, and to arrange for group purchased insurance for property and other lines of coverage. The California JPIA began covering claims of its members in 1978. Each member government has an elected official as its representative on the Board of Directors. The Board operates through a nine-member Executive Committee. 55 C.7.a Packet Pg. 176 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 9: Risk Management (Continued) b. Primary Self-Insurance Programs of the Authority Each member pays an annual contribution at the beginning of the coverage period. A retrospective adjustment is then conducted annually thereafter, for coverage years 2012-13 and prior. Coverage years 2013-14 and forward are not subject to routine annual retrospective adjustment. The total funding requirement for primary self-insurance programs is based on an actuarial analysis. Costs are allocated to individual agencies based on payroll and claims history, relative to other members of the risk-sharing pool. Primary Liability Program Claims are pooled separately between police and general government exposures. (1) The payroll of each member is evaluated relative to the payroll of other members. A variable credibility factor is determined for each member, which establishes the weight applied to payroll and the weight applied to losses within the formula. (2) The first layer of losses includes incurred costs up to $30,000 for each occurrence and is evaluated as a percentage of the pool’s total incurred costs within the first layer. (3) The second layer of losses includes incurred costs from $30,000 to $750,000 for each occurrence and is evaluated as a percentage of the pool’s total incurred costs within the second layer. (4) Incurred costs from $750,000 to $50 million, are distributed based on the outcome of cost allocation within the first and second loss layers. The overall coverage limit for each member, including all layers of coverage, is $50 million per occurrence. Subsidence losses have a sub-limit of $40 million per occurrence. The coverage structure includes retained risk that is pooled among members, reinsurance, and excess insurance. More detailed information about the various layers of coverage is available on the following website: https://cjpia.org/protection/coverage-programs. Primary Workers’ Compensation Programs Claims are pooled separately between public safety (police and fire) and general government exposures. (1) The payroll of each member is evaluated relative to the payroll of other members. A variable credibility factor is determined for each member, which establishes the weight applied to payroll and the weight applied to losses within the formula. (2) The first layer of losses includes incurred costs up to $50,000 for each occurrence and is evaluated as a percentage of the pool’s total incurred costs within the first layer. (3) The second layer of losses includes incurred costs from $50,000 to $100,000 for each occurrence and is evaluated as a percentage of the pool’s total incurred costs within the second layer. (4) Incurred costs from $100,000 to statutory limits are distributed based on the outcome of cost allocation within the first and second loss layers. For 2019-20 the Authority’s pooled retention is $1 million per occurrence, with reinsurance to statutory limits under California Workers’ Compensation Law. Employer’s Liability losses are pooled among members to $1 million. Coverage from $1 million to $5 million is purchased as part of a reinsurance policy, and Employer’s Liability losses from $5 million to $10 million are pooled among members. 56 C.7.a Packet Pg. 177 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 9: Risk Management (Continued) c. Purchased Insurance Pollution Liability Insurance The City of Grand Terrace participates in the pollution legal liability insurance program which is available through the Authority. The policy covers sudden and gradual pollution of scheduled property, streets, and storm drains owned by the City of Grand Terrace. Coverage is on a claim’s made basis. There is a $50,000 deductible. The Authority has an aggregate limit of $50 million for the 3-year period from July 1, 2017 through July 1, 2020. Each member of the Authority has a $10 million sub-limit during the 3-year policy term. Property Insurance The City of Grand Terrace participates in the all-risk property protection program of the Authority. This insurance protection is underwritten by several insurance companies. City of Grand Terrace property is currently insured according to a schedule of covered property submitted by the City of Grand Terrace to the Authority. City of Grand Terrace property currently has all-risk property insurance protection in the amount of $16,265,558. There is a $10,000 deductible per occurrence except for non-emergency vehicle insurance which has a $2,500 deductible. Crime Insurance The City of Grand Terrace purchases crime insurance coverage in the amount of “Non Participant” with a “Non Participant” deductible. The fidelity coverage is provided through the Authority. d. Adequacy of Protection During the past three fiscal years, none of the above programs of protection experienced settlements or judgments that exceeded pooled or insured coverage. There were also no significant reductions in pooled or insured liability coverage in 2019-20. Note 10: Commitments and Contingencies As of June 30, 2020, in the opinion of the City Administration and its legal counsel, there are no outstanding matters, which would have a material effect on the financial position of the City. The following material construction commitments existed at June 30, 2020: Project Name Contract Amount Expenditures to date as of June 30, 2020 Remaining Commitments Commerce Way - Real Estate Acquisition of private & remnant land 83,173$ $ 16,401 66,772$ Commerce Way - Final Design 11,986 7,868 4,118 Commerce Way Project 172,865 10,010 162,855 Blue Mountain Trail 103,087 13,495 89,592 57 C.7.a Packet Pg. 178 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 11: Proposition 218 Proposition 218, which was approved by the voters in November 1996, will regulate the City's ability to impose, increase and extend taxes, assessments and fees. Any new, increased, or extended taxes, assessments, and fees subject to the provisions of Proposition 218 require voter approval before they can be implemented. Additionally, Proposition 218 provides that these taxes, assessments, and fees are subject to the voter initiative process and may be rescinded in the future by the voters. Note 12: Successor Agency Private-Purpose Trust Fund to the Former Redevelopment Agency On December 29, 2011, the California Supreme Court upheld Assembly Bill X1 26 (“the Bill”) that provides for the dissolution of all redevelopment agencies in the State of California. This action impacted the reporting entity of the City of Grand Terrace that previously had reported a redevelopment agency within the reporting entity of the City as a blended component unit. The Bill provides that upon dissolution of a redevelopment agency, either the city or another unit of local government will agree to serve as the “successor agency” to hold the assets until they are distributed to other units of state and local government. After enactment of the law, which occurred on June 28, 2011, redevelopment agencies in the State of California cannot enter into new projects, obligations or commitments. Subject to the control of a newly established oversight board, remaining assets can only be used to pay enforceable obligations in existence at the date of dissolution (including the completion of any unfinished projects that were subject to legally enforceable contractual commitments). In future fiscal years, successor agencies will only be allocated revenue in the amount that is necessary to pay the estimated annual installment payments on enforceable obligations of the former redevelopment agency until all enforceable obligations of the prior redevelopment agency have been paid in full and all assets have been liquidated. In accordance with the timeline set forth in the Bill (as modified by the California Supreme Court on December 29, 2011) all redevelopment agencies in the State of California were dissolved and ceased to operate as a legal entity as of February 1, 2012. After the date of dissolution, the assets and activities of the dissolved redevelopment agency are reported in a fiduciary fund (private purpose trust fund) in the financial statements of the City. Cash and Investments As of June 30, 2020, cash and investments were reported in the accompanying financial statements as follows: Cash and investments 489,351$ Total Cash and Investments 489,351$ 58 C.7.a Packet Pg. 179 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 12: Successor Agency Private-Purpose Trust Fund to the Former Redevelopment Agency (Continued) Long-Term Debt Long-term liability activity for the year ended June 30, 2020, was as follows: Beginning Ending Balance Additions Deletions Defeased Balance Direct Borrowings: Tax Allocation Bonds: 2011 Tax Allocation Bonds, Series A 13,095,000$ -$ 340,000$ 12,755,000$ -$ 2011 Tax Allocation Bonds, Series B 3,735,000 - 360,000 3,375,000 - Discount on Bonds issued (100,604) - (2,496) (98,108) - Total Bonds Payable 16,729,396$ -$ 697,504$ 16,031,892$ -$ 2011A Tax Allocation Bonds In June of 2011, the former CRA issued the $15,175,000 Community Redevelopment Project Area Tax Allocation Bonds, Issue of 2011A. The Bonds were issued to finance public improvement projects pursuant to the Redevelopment Plan and for other redevelopment activities of the Agency. Interest varies from 2.00% to 6.00% and is payable semiannually on March 1 and September 1, commencing September 1, 2011. Principal payments are due annually commencing September 1, 2012, through September 1, 2033. The Bonds are payable from and secured by a pledge of Tax Increment, less amounts required to make payments under the Pass-Through Agreements, annual debt service of the 2004 Bonds and the Housing Set-Aside amount. 2011B Tax Allocation Bonds In June of 2011, the former CRA issued the $5,650,000 Community Redevelopment Project Area Tax Allocation Bonds, Issue of 2011A. The Bonds were issued to finance the acquisition of land for resale and development in the project area. Interest varies from 7.10% to 7.70% and is payable semiannually on March 1 and September 1, commencing September 1, 2011. Principal payments are due annually commencing September 1, 2012, through September 1, 2033. The Bonds are payable from and secured by a pledge of Tax Increment, less amounts required to make payments under the Pass-Through Agreements. The 2011A Tax Allocation Bond and 2011B Tax Allocation Bond were transferred to the Successor Agency on February 1, 2012, as a result of the Redevelopment Agency closure. On October 2019, the Successor Agency to the Community Redevelopment Agency defeased the Community Redevelopment Project Area, Tax Allocation bonds, Issues 2011A and 2011 B and recorded a loss of $733,688 on the defeasance. Note 13: Subsequent Event In December 2019, an outbreak of a novel strain of coronavirus (COVID-19) originated in China, and has since spread to a number of other countries, including the U.S. On March 11, 2020, the World Health Organization characterized COVID-19 as a pandemic. In addition, several states in the U.S., including California, have declared a state of emergency. 59 C.7.a Packet Pg. 180 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE NOTES TO FINANCIAL STATEMENTS (CONTINUED) YEAR ENDED JUNE 30, 2020 Note 13: Subsequent Event (Continued) Potential impacts to the City’s future tax revenues include disruptions or restrictions on City current employees' ability to work. The economic impacts associated with COVID-19 is difficult to predict at this point. On April 28, 2020, the City Council adopted Resolution No. 2020-07 declaring a fiscal emergency related to the increase spread of COVID-19 and directing the City Manager to research, review and present to City Council for approval budget cut to mitigate the fiscal impacts to the FY2019-20 and FY2020-21 budgets. On March 27, 2020, in response to the economic fallout of the Coronavirus pandemic in the United States, Congress passed the Coronavirus Aid, Relief, and Economic Security Act, also known as the CARES Act, which provided $2.2 trillion in economic stimulus funding through a variety of channels. The State of California received a $500 million allocation to provide cities which did not receive a direct federal allocation through the CARES Act. The City entered into an agreement with the State of California in July 2020 to receive their allocation of the CARES Act funding. The total amount of CARES Act funding to be received by the City is $25,571. This funding was for the reimbursement of costs incurred by the City since the start of the pandemic. 60 C.7.a Packet Pg. 181 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK 61 C.7.a Packet Pg. 182 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE MISCELLANEOUS COST-SHARING PLAN SCHEDULE OF PROPORTIONATE SHARE OF THE NET PENSION LIABILITY AS OF JUNE 30, FOR THE LAST TEN FISCAL YEARS (1) Measurement Date 2014 2015 2016 2017 2018 2019 Miscellaneous Plan Proportion of the Net Pension Liability 0.05190% 0.05638% 0.05243% 0.05107% 0.05077% 0.05018% Proportionate Share of the Net Pension Liability 3,229,236$3,870,057$4,536,720$5,064,768$4,891,935$5,141,928$ Covered Payroll 1,413,685$1,452,613$1,335,625$1,540,292$1,352,434$1,382,907$ Proportionate Share of the Net Pension Liability as Percentage of Covered Payroll 228.43% 266.42% 339.67% 328.82% 361.71%371.82% Plan Fiduciary Net Position as a Percentage of the Total Pension Liability 78.40%79.82%75.87%73.31%75.26%75.26% Notes to Schedule: Benefit Changes: No changes in benefits. Changes of Assumptions: In 2017, the account discount rate was reduced from 7.65 percent to 7.15 percent. In 2018, demographic assumptions and inflation rate were changed in accorance to the CalPERS Experience study and Review of Actuarial Assumptions December 2017. (1) Historical information is required only for measurement for which GASB Statement No. 68 is applicable. Fiscal Year 2015 was the first year of implementation, therefore only six years are shown. 62 C.7.a Packet Pg. 183 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 63 C.7.a Packet Pg. 184 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 64 C.7.a Packet Pg. 185 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 65 C.7.a Packet Pg. 186 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 66 C.7.a Packet Pg. 187 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 67 C.7.a Packet Pg. 188 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK 68 C.7.a Packet Pg. 189 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 69 C.7.a Packet Pg. 190 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 70 C.7.a Packet Pg. 191 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 71 C.7.a Packet Pg. 192 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 72 C.7.a Packet Pg. 193 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 73 C.7.a Packet Pg. 194 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 74 C.7.a Packet Pg. 195 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 75 C.7.a Packet Pg. 196 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 76 C.7.a Packet Pg. 197 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) THIS PAGE INTENTIONALLY LEFT BLANK 77 C.7.a Packet Pg. 198 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 78 C.7.a Packet Pg. 199 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 79 C.7.a Packet Pg. 200 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 80 C.7.a Packet Pg. 201 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 81 C.7.a Packet Pg. 202 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES NONMAJOR GOVERNMENTAL FUNDS YEAR ENDED JUNE 30, 2020 Revenues: Taxes Licenses and permits Intergovernmental Charges for services Use of money and propertyFines and forfeitures Miscellaneous Total Revenues Expenditures: Current: General government Public safety Cultural and recreation Public works Capital outlay Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses): Transfers in Transfers out Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, Beginning of Year Fund Balances, End of Year -$ -$ -$ -$ ---- -133,901 -219,166 ---- -------- ---- -133,901 -219,166 4,725 -20,982 - ---- --988 - --8,298 914 -178,534 -- 4,725 178,534 30,268 914 (4,725)(44,633)(30,268) 218,252 -45,000 -85,644 -(367)-- -44,633 -85,644 (4,725)-(30,268) 303,896 (41,643)--- (46,368)$-$ (30,268)$303,896$ Special Revenue Funds RMRA Fund Enhanced Infrastructure Financing District So Cal Incentive Project (SCIP) Grant COVID-19 Emergency Fund 82 C.7.a Packet Pg. 203 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 83 C.7.a Packet Pg. 204 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES NONMAJOR GOVERNMENTAL FUNDS YEAR ENDED JUNE 30, 2020 Revenues: Taxes Licenses and permits Intergovernmental Charges for services Use of money and propertyFines and forfeitures Miscellaneous Total Revenues Expenditures: Current: General government Public safety Cultural and recreation Public works Capital outlay Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses): Transfers in Transfers out Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, Beginning of Year Fund Balances, End of Year Capital Projects Funds Permanent Funds -$ -$ 46,647$ --211,750 --1,127,666 --30,970 12,629 -50,893--5,128 --23,261 12,629 -1,496,315 --25,707 --157,274 --219,420 --562,572 36,384 -392,734 36,384 -1,357,707 (23,755)-138,608 --504,878 --(403,653) --101,225 (23,755)-239,833 832,885 - 2,894,261 809,130$-$ 3,134,094$ Total Governmental Funds Dog Park Endowment fund Capital Projects - Commerce Way Project 84 C.7.a Packet Pg. 205 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 85 C.7.a Packet Pg. 206 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 86 C.7.a Packet Pg. 207 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 87 C.7.a Packet Pg. 208 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 88 C.7.a Packet Pg. 209 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 89 C.7.a Packet Pg. 210 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 90 C.7.a Packet Pg. 211 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 91 C.7.a Packet Pg. 212 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 92 C.7.a Packet Pg. 213 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 93 C.7.a Packet Pg. 214 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 94 C.7.a Packet Pg. 215 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 95 C.7.a Packet Pg. 216 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 96 C.7.a Packet Pg. 217 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 97 C.7.a Packet Pg. 218 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 98 C.7.a Packet Pg. 219 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 99 C.7.a Packet Pg. 220 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 100 C.7.a Packet Pg. 221 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 101 C.7.a Packet Pg. 222 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) CITY OF GRAND TERRACE BUDGETARY COMPARISON SCHEDULE COVID-19 EMERGENCY FUND YEAR ENDED JUNE 30, 2020 Variance with Final Budget Budget Amounts Actual Positive Original Final Amounts (Negative) Budgetary Fund Balance, July 1 -$ -$ -$ -$ Resources (Inflows): Intergovernmental -30,300 -(30,300) Amounts Available for Appropriation -30,300 -(30,300) Charges to Appropriation (Outflow): General government -20,990 20,982 8 Parks and recreation -1,000 988 12 Public works -8,310 8,298 12 Total Charges to Appropriations -30,300 30,268 32 Budgetary Fund Balance, June 30 -$ -$ (30,268)$ (30,268)$ 102 C.7.a Packet Pg. 223 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 103 C.7.a Packet Pg. 224 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 104 C.7.a Packet Pg. 225 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 105 C.7.a Packet Pg. 226 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 106 C.7.a Packet Pg. 227 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 107 C.7.a Packet Pg. 228 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) 108 C.7.a Packet Pg. 229 At t a c h m e n t : E x h i b i t A - G r a n d T e r r a c e A n n u a l A u d i t R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) April 6, 2021 To the Honorable Mayor and Members of the City Council City of Grand Terrace, California We have audited the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Grand Terrace, California (the City) for the year ended June 30, 2020. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, Government Auditing Standards and the Uniform Guidance, as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated June 1, 2020. Professional standards also require that we communicate to you the following information related to our audit. Significant Audit Findings Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the City are described in the notes to the financial statements. No new accounting policies were adopted and the application of existing policies was not changed during fiscal year 2019-2020. We noted no transactions entered into by the City during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period Accounting estimates are an integral part of the financial statements prepared by management and are based on management’s knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the City of Grand Terrace’s financial statements were: Management’s estimates of its net pension liability and net other post-employment benefits liability based on actuarial valuation specialist assumptions. We evaluated the key factors and assumptions used to develop the net pension liability and net other post-employment benefits liability in determining that they are reasonable in relation to the financial statements taken as a whole. Certain financial statement disclosures are particularly sensitive because of their significance to financial statement users. The most sensitive disclosure(s) affecting the financial statements was (were): The financial statement disclosures are neutral, consistent, and clear. Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Lance, Soll & Lunghard, LLP Phone: 714.672.0022 C.7.b Packet Pg. 230 At t a c h m e n t : E x h i b i t B - G r a n d T e r r a c e A u d i t C o m m u n i c a t i o n L e t t e r ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) To the Honorable Mayor and Members of the City Council City of Grand Terrace, California Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. Management has corrected all such misstatements. In addition, none of the misstatements detected as a result of audit procedures and corrected by management were material, either individually or in the aggregate, to the financial statements taken as a whole. Disagreements with Management For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit. Management Representations We have requested certain representations from management that are included in the management representation letter dated April 6, 2021. Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application of an accounting principle to the City’s financial statements or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the City’s auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Other Matters We applied certain limited procedures to management discussion and analysis, budgetary comparison schedule for the General Fund, Street Improvement Fund and the Housing Authority Fund, the schedule of proportionate share of the net pension liability and the schedule of plan contributions for the miscellaneous cost-sharing plan, and the schedule of changes in net OPEB liability and related ratios which are required supplementary information (RSI) that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI. C.7.b Packet Pg. 231 At t a c h m e n t : E x h i b i t B - G r a n d T e r r a c e A u d i t C o m m u n i c a t i o n L e t t e r ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) To the Honorable Mayor and Members of the City Council City of Grand Terrace, California We were engaged to report on the combining and individual nonmajor fund financial statements and schedules, which accompany the financial statements but are not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves. New Accounting Standards The following new Governmental Accounting Standards Board (GASB) pronouncements were effective for fiscal year 2019-2020 audit: GASB Statement No. 95, Postponement of Effective Dates of Certain Authoritative Guidance – The following pronouncements have been postponed as a temporary relieve to governments and other stakeholders in light of the COVID-19 pandemic and the new effective date are reflected in the following fiscal years. GASB Statement No. 88, Certain Disclosure Related to Debt, including Direct Borrowing and Direct Placements. The following Governmental Accounting Standards Board (GASB) pronouncements are effective in the following fiscal year audit and should be reviewed for proper implementation by management: Fiscal year 2021 GASB Statement No. 84, Fiduciary Activities. GASB Statement No. 90, Majority Equity Interests - an Amendment of GASB Statement Nos. 14 and 61. Fiscal year 2022 GASB Statement No. 87, Leases. GASB Statement No. 89, Accounting for Interest Cost Incurred before the End of a Construction Period. Fiscal year 2023 GASB Statement No. 91, Conduit Debt Obligations. Restriction on Use This information is intended solely for the use of City Council and management of the City of Grand Terrace and is not intended to be, and should not be, used by anyone other than these specified parties. Very truly yours, Brea, California C.7.b Packet Pg. 232 At t a c h m e n t : E x h i b i t B - G r a n d T e r r a c e A u d i t C o m m u n i c a t i o n L e t t e r ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the Honorable Mayor and Members of the City Council City of Grand Terrace, California We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Grand Terrace, California (the City), as of and for the year ended June 30, 2020, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements, and have issued our report thereon dated April 6, 2021. Internal Control over Financial Reporting In planning and performing our audit of the financial statements, we considered the City’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or, significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. Compliance and Other Matters As part of obtaining reasonable assurance about whether the City’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Lance, Soll & Lunghard, LLP Phone: 714.672.0022 C.7.c Packet Pg. 233 At t a c h m e n t : E x h i b i t C - G r a n d T e r r a c e I n t e r n a l C o n t r o l & C o m p l i a n c e R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) To the Honorable Mayor and Members of the City Council City of Grand Terrace, California Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Brea, California April 6, 2021 C.7.c Packet Pg. 234 At t a c h m e n t : E x h i b i t C - G r a n d T e r r a c e I n t e r n a l C o n t r o l & C o m p l i a n c e R e p o r t ( A n n u a l F i n a n c i a l R e p o r t f o r t h e Y e a r E n d e d J u n e 3 0 , 2 0 2 0 ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Amendment No. 6 to Extend the Library Lease Agreement with the County of San Bernardino PRESENTED BY: G. Harold Duffey, City Manager RECOMMENDATION: 1. Approve Amendment No. 6, in substantially the form as attached, due to the County's exercise of the first of two existing three-year extension options, extending the term of the lease from July 1, 2021 through June 30, 2024. 2. Authorize the City Manager to execute Amendment No. 6. 2030 VISION STATEMENT This staff report supports Goal #4, Develop and Implement Successful Partnerships - Work Collaboratively with Community Groups, Private and Public-Sector Agencies to Facilitate the Delivery of Services Benefiting Youth, Seniors and Our Community. BACKGROUND: The County of San Bernardino has operated the City’s Public Library at the Civic Center since its opening in 1985, and the Lease Agreement has been continually renewed and extended. The current 3-year lease was approved in 2018 for the following monthly amounts: June 1, 2018 through May 31, 2019: $1,785.00 June 1, 2019 through May 31, 2020: $1,820.00 June 1, 2020 through May 31, 2021: $1,855.00 The agreement also allowed for two three-year extension options, which if exercised could extend the term to June 30, 2027. DISCUSSION: The County is requesting the first of the two existing three-year extensions in Amendment No. 6 (Attachment I). The lease period in Amendment No. 6 will be adjusted to July 1 of each year of the contract. Amendment No. 6 includes a Holding Over payment, which provides the City with a one-month payment, which acts as a bridge between the end of Amendment No. 5 (Attachment II) and the start of Amendment No. 6. G.8 Packet Pg. 235 Page 2, Paragraph 4 of the Amendment lists the monthly fee to be paid to the City of Grand Terrace. The fee is also adjusted by 2% annually. According to the County of San Bernardino, this rental payment is in line with what the County pays other local government agencies for library space. FISCAL IMPACT: The estimated annual rental revenue to the City in Fiscal Year 2021-22 is $22,680, Fiscal Year 2022-23 is $23,160 and Fiscal Year 2023-24 is $23,520. ATTACHMENTS: • Attachment I - SBC Library Lease - Amendment No. 6 (PDF) • Attachment II - Agmt No. 2018-24 - SBC Library Lease Extension(PDF) APPROVALS: G. Harold Duffey Completed 05/20/2021 10:58 AM Finance Completed 05/20/2021 3:11 PM City Attorney Completed 05/20/2021 3:35 PM City Manager Completed 05/20/2021 5:06 PM City Council Pending 05/25/2021 6:00 PM G.8 Packet Pg. 236 G.8.a Packet Pg. 237 At t a c h m e n t : A t t a c h m e n t I - S B C L i b r a r y L e a s e - A m e n d m e n t N o . 6 ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.a Packet Pg. 238 At t a c h m e n t : A t t a c h m e n t I - S B C L i b r a r y L e a s e - A m e n d m e n t N o . 6 ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.a Packet Pg. 239 At t a c h m e n t : A t t a c h m e n t I - S B C L i b r a r y L e a s e - A m e n d m e n t N o . 6 ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 240 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 241 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 242 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 243 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 244 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 245 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 246 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 247 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 248 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 249 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 250 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 251 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 252 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 253 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 254 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 255 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 256 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 257 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 258 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 259 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 260 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 261 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 262 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 263 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 264 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) G.8.b Packet Pg. 265 At t a c h m e n t : A t t a c h m e n t I I - A g m t N o . 2 0 1 8 - 2 4 - S B C L i b r a r y L e a s e E x t e n s i o n ( S B C L i b r a r y L e a s e A g r e e m e n t - A m e n d m e n t # 6 ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Public Convenience or Necessity Finding for Grocery Outlet Located at 22441 Barton Road Proposing to Replace an Existing Type 20 Off-Sale Beer and Wine License with a Type 21- Off-Sale General License PRESENTED BY: Haide Aguirre, Associate Planner RECOMMENDATION: 1. Make a positive finding of Public Convenience or Necessity for a Type 21 Off-Sale General License for Grocery Outlet Market Located at 22441 Barton Road; and 2. Direct Staff to Issue the Proposed Public Convenience or Necessity Letter (in substantially the form attached) to the California Department of Alcohol Beverage Control in Support of Grocery Outlet's Type 21 Off-Sale General License 2030 VISION STATEMENT: This item supports Goal #3, "Promote Economic Development" by supporting a local business. BACKGROUND: Grocery Outlet, located at 22441 Barton Road, received Land Use (LU 19-10) approval for and commenced operation on February 20, 2020 of an 18,207 square foot market offering a variety of grocery products, frozen foods, deli items, vitamins, health and beauty products, housewares, and gift items. Attachment 1 is a letter from Grocery Outlet further describing the business. On May 14, 2019, the City Council made a positive Finding of Public Convenience or Necessity for Type 20 License for Grocery Outlet, which authorized the sale of beer and wine for off site consumption (take out) only. Grocery Outlet recently submitted an application to the Alcoholic Beverage Control (“ABC”) proposing to replace their current Type 20 Off-Sale Beer and Wine License for a Type 21 Off-Sale General License to sell distilled alcoholic spirits. • A Type 21 Off-Sale General License allows the sale of packaged beer, wine, and distilled spirits for consumption off the premises where sold. Minors are allowed on the premises. Grocery Outlet is in the Barton Road Specific Plan - Village Commercial. This zoning does not require a Conditional Use Permit for retail alcohol sales, including ancillary G.9 Packet Pg. 266 sales; however, the sale of beer, wine, and distilled spirits requires the applicant to obtain the appropriate Type 21 license from the State of California of Alcoholic Beverage Control (“ABC”) prior to selling distilled spirits to their customers. ABC determined the census tract where the subject site is located has an over- concentration of active liquor licenses, as established by State standards; therefore, the Grand Terrace City Council must make a Finding of Public Convenience or Necessity for the issuance of a Type 21 license in order for Grocery Outlet to obtain a Type 21 Off- Sale General License. DISCUSSION: Each County in California is allocated a specific number of off-sale licenses, identified by census tracts and determined based on population. When the number of authorized licenses is exhausted in a census tract, the ABC will not issue a license that results in “over-concentration” unless the applicant demonstrates to the local governing authority that public convenience or necessity would be served from the additional alcohol sales and, therefore, a Finding of Public Convenience or Necessity is granted by such local governing authority. Grand Terrace is divided into four census tracts. Grocery Outlet is located in census tract 71.06, and is specifically located in the northeast corner of tract 71.06, along Barton Road, as shown in Attachment 2. To determine the number of off-sale licenses that should be issued in a census tract, ABC uses a ratio of one license per 1,428 persons in the census tract. Attachment 3 identifies that census tract 71.06 has a population of 3,943 persons. Census tract 71.06 is located along Barton Road which is considered the City's main corridor where most of the commercial activity is located and therefore, there is a higher concentration of ABC licenses. An over-concentration of alcohol licenses does not mean that negative or adverse impacts have occurred within the census tract. Based on the ratio, there should be only two off-sale licenses. ABC records shows that there are currently eight licenses (including Grocery Outlet), which means that there is an over- concentration of licenses in the census tract. Grocery Outlet currently holds a Type 20 license that, if the current request is granted, will be substituted with a Type 21; therefore, the overall number of existing licenses will not change. Below is a list of offsite alcohol licenses (Type 20 and Type 21) within the subject census tract: Type 20 and Type 21 Licenses within Census Tract 71.06 Population 3,943 Number of Permitted licenses 2 (1/1,428 persons) Number of Existing licenses 8 Grocery Outlet (Type 20) Grand Terrace Liquor (Type 21) Stater Bros Markets (Type 21) G & 8 G.9 Packet Pg. 267 M Oil 105 (Type 20) Kero Mina Marketplace Inc. (Type 20) Qwik Stop (Type 21) CVS Pharmacy Store (Type 21) Smart Time Food Store (Type 21) Source: California Department of Alcoholic Beverages Control Like other grocery and convenience stores, Grocery Outlet proposes to provide off-sale beer, wine, and distilled spirits to its customers. The proposed Type 21 license would serve the public convenience by providing Grocery Outlet customers a complete grocery shopping experience, thereby, eliminating the need for multiple vehicle trips to different stores and reducing traffic along City corridors. In addition, it is not anticipated that the issuance of the Type 21 license for Grocery Outlet will result in negative impacts to the surrounding area and approval of the application will not be detrimental to the public health, safety, or welfare of the community. The San Bernardino County Sheriff Department did not have any concerns or objections to issuance of the license. The City Council is therefore recommended to (1) Make a positive finding of Public Convenience or Necessity for a Type 21 Off-Sale General License for Grocery Outlet Market Located at 22441 Barton Road; and (2) Direct Staff to Issue the Proposed Public Convenience or Necessity Letter (in substantially the form attached) to the California Department of Alcohol Beverage Control in Support of Grocery Outlet's Type 21 Off- Sale General License. FISCAL IMPACT: No negative impact to the General Fund will occur; and all costs associated with this application are paid by the applicant. In addition, the business would generate additional sales tax. ATTACHMENTS: • Letter of Intent - Attachment 1 (PDF) • Census Tract: 71.06 (DOCX) • Number of Licenses Authorized by Census Tract 71.06 (PDF) • GO Grand Terrace ABC Application Type 21 (PDF) • Public Convenience or Necessity Letter_5.14.2021 (DOCX) APPROVALS: Haide Aguirre Completed 05/14/2021 11:55 AM Steven Weiss Completed 05/17/2021 2:02 PM City Attorney Completed 05/18/2021 12:39 PM Finance Completed 05/18/2021 2:06 PM G.9 Packet Pg. 268 City Manager Completed 05/20/2021 1:44 PM City Council Pending 05/25/2021 6:00 PM G.9 Packet Pg. 269 Planning Department Grand Terrace, CA 22441 Barton Rd., Grand Terrace, CA Land Use Application Letter of Intent Grocery Outlet offers fantastic bargains and deals on a variety of products including grocery, frozen foods, deli items, vitamins, health and beauty items, housewares, gift items and much, much more. Brand names for less is the name of the game and smart shoppers get incredible saving over regular store prices every day when they shop Grocery Outlet. Grocery Outlet gets products by searching the nation's major manufacturers for amazing one-time buys resulting from excess production, packaging/design changes, and special promotions. Grocery Outlet's assortment of product changes frequently because of the nature of the one-time buys. As such, Grocery Outlet stores are "destination stores". The store currently opens at 6:00 am and no later than 11:00 pm 7 days a week. The store is staffed with approximately 35-40 employees (two shifts with approximately 12 employees per shift). For security, Grocery Outlet has installed a 16-camera surveillance system which has a view of all parts of the store, especially the alcoholic beverage display area. The video system has a 30-day retrieval function which can track previous days' activity. To offer the full complement of products to the grocery shopper, Grocery Outlet wants to sell beer, wine and distilled spirits for off-premise consumption. Given the "one-time buy" nature of Grocery Outlet's business, the amount of sales area devoted to alcoholic beverages will vary. Grocery Outlet will be submitting an application to the State Department of Alcoholic Beverage Control to transfer a type 21 Off-sale Beer/Wine/Spirits license to this location. Grocery Outlet appreciates your consideration and looks forward to opening this new grocery store in the City of Grand Terrace. G.9.a Packet Pg. 270 At t a c h m e n t : L e t t e r o f I n t e n t - A t t a c h m e n t 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) CALIFORNIA DEPARTMENT OF ALCOHOLIC BEVERAGE CONTROL Census Tract: 17.06 file://cogt-fs2/vol3/USERS/COMDEV/Project%20Files/Landuse/2019/LU%2019- 10_22441%20Barton%20Road_Grocery%20Outlet/ABC%20License%20for%20Grocery%20Outlet/Tract% 2071.06,%20Active%20Off-sale%20licenses.html G.9.b Packet Pg. 271 At t a c h m e n t : C e n s u s T r a c t : 7 1 . 0 6 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) DEPARTMENT OF ALCOHOLIC BEVERAGE CONTROL NUMBER OF LICENSES AUTHORIZED BY CENSUS TRACT County Name County  Population County Ratio  On Sale County Ratio  Off Sale Census Tract  # Census Tract  Population On Sale Off Sale SAN BERNARDINO 2,180,537 1193 1,428 45.1 5,178 4 3 SAN BERNARDINO 2,180,537 1193 1,428 46.01 7,032 5 4 SAN BERNARDINO 2,180,537 1193 1,428 46.03 5,717 4 4 SAN BERNARDINO 2,180,537 1193 1,428 46.04 5,177 4 3 SAN BERNARDINO 2,180,537 1193 1,428 47 5,791 4 4 SAN BERNARDINO 2,180,537 1193 1,428 48 3,282 2 2 SAN BERNARDINO 2,180,537 1193 1,428 49 7,590 6 5 SAN BERNARDINO 2,180,537 1193 1,428 51 7,749 6 5 SAN BERNARDINO 2,180,537 1193 1,428 52 4,141 3 2 SAN BERNARDINO 2,180,537 1193 1,428 53 5,516 4 3 SAN BERNARDINO 2,180,537 1193 1,428 54 6,590 5 4 SAN BERNARDINO 2,180,537 1193 1,428 55 8,618 7 6 SAN BERNARDINO 2,180,537 1193 1,428 56 7,101 5 4 SAN BERNARDINO 2,180,537 1193 1,428 57.01 2,216 1 1 SAN BERNARDINO 2,180,537 1193 1,428 58 3,981 3 2 SAN BERNARDINO 2,180,537 1193 1,428 61 8,346 6 5 SAN BERNARDINO 2,180,537 1193 1,428 62.01 3,583 3 2 SAN BERNARDINO 2,180,537 1193 1,428 62.03 4,771 3 3 SAN BERNARDINO 2,180,537 1193 1,428 62.04 4,495 3 3 SAN BERNARDINO 2,180,537 1193 1,428 63.01 5,324 4 3 SAN BERNARDINO 2,180,537 1193 1,428 63.02 8,815 7 6 SAN BERNARDINO 2,180,537 1193 1,428 64.01 3,343 2 2 SAN BERNARDINO 2,180,537 1193 1,428 64.02 4,951 4 3 SAN BERNARDINO 2,180,537 1193 1,428 65 8,386 7 5 SAN BERNARDINO 2,180,537 1193 1,428 66.01 4,564 3 3 SAN BERNARDINO 2,180,537 1193 1,428 66.03 4,958 4 3 SAN BERNARDINO 2,180,537 1193 1,428 66.04 4,278 3 2 SAN BERNARDINO 2,180,537 1193 1,428 67 4,486 3 3 SAN BERNARDINO 2,180,537 1193 1,428 70 7,898 6 5 SAN BERNARDINO 2,180,537 1193 1,428 71.04 4,093 3 2 SAN BERNARDINO 2,180,537 1193 1,428 71.05 2,715 2 1 SAN BERNARDINO 2,180,537 1193 1,428 71.06 3,943 3 2 SAN BERNARDINO 2,180,537 1193 1,428 71.07 3,302 2 2 SAN BERNARDINO 2,180,537 1193 1,428 71.08 2,202 1 1 SAN BERNARDINO 2,180,537 1193 1,428 71.09 6,064 5 4 SAN BERNARDINO 2,180,537 1193 1,428 71.1 4,831 4 3 SAN BERNARDINO 2,180,537 1193 1,428 72 6,798 5 4 SAN BERNARDINO 2,180,537 1193 1,428 73.02 10,039 8 7 SAN BERNARDINO 2,180,537 1193 1,428 73.03 4,828 4 3 SAN BERNARDINO 2,180,537 1193 1,428 73.05 4,060 3 2 SAN BERNARDINO 2,180,537 1193 1,428 73.06 5,859 4 4 SAN BERNARDINO 2,180,537 1193 1,428 74.03 6,947 5 4 SAN BERNARDINO 2,180,537 1193 1,428 74.04 4,406 3 3 SAN BERNARDINO 2,180,537 1193 1,428 74.07 2,940 2 2 SAN BERNARDINO 2,180,537 1193 1,428 74.08 4,181 3 2 SAN BERNARDINO 2,180,537 1193 1,428 74.09 5,760 4 4 Updated: Aug 2020 Page 120 G.9.c Packet Pg. 272 At t a c h m e n t : N u m b e r o f L i c e n s e s A u t h o r i z e d b y C e n s u s T r a c t 7 1 . 0 6 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 273 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 274 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 275 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 276 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 277 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 278 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 279 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 280 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 281 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 282 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 283 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 284 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 285 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 286 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 287 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) G.9.d Packet Pg. 288 At t a c h m e n t : G O G r a n d T e r r a c e A B C A p p l i c a t i o n T y p e 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) C:\users\dthomas\appdata\roaming\iqm2\minutetraq\grandterracecityca@grandterracecityca.iqm2.com\work\attachments\6721.docx 22795 Barton Road, Grand Terrace, California, 92313-5295 909/824-6621 Fax 909/783-2600 Planning and Development Services Department Delivered Via Electronic Mail May 14, 2021 Elizabeth Castro Licensing Representative II Department of Alcoholic Beverage Control Board 3737 Main Street, Suite 900 Riverside, CA 92501-3337 Re: Type 21 License for Grocery Outlet market, located at 22441 Barton Road Dear Mrs. Gomez: During their regular meeting of May 25, 2021, the City Council of the City of Grand Terrace made a positive finding of Public Convenience or Necessity for the proposed Grocery Outlet market located at 22441 Barton Road. The proposed Grocery Outlet is a neighborhood market that provides products and services to its customers, including frozen foods, deli items, vitamins, health and beauty items, houseware, and gift items. Similar to other grocery and convenience stores, Grocery Outlet proposes to provide off-sale beer, wine, and spirits to its customers. The off-sale of alcoholic beverages serves public convenience by providing a complete grocery shopping experience; thereby, eliminating the need for multiple vehicle trips and reducing traffic along City corridors. Should you have any questions, please feel free to contact me at (909) 824-6621 ext. 247. Sincerely, HAIDE AGUIRRE Associate Planner Enclosure: ABC Application Cc: Steven E. Rawlings, Rawlings Consultant G.9.e Packet Pg. 289 At t a c h m e n t : P u b l i c C o n v e n i e n c e o r N e c e s s i t y L e t t e r _ 5 . 1 4 . 2 0 2 1 ( P u b l i c C o n v e n i e n c e o r N e c e s s i t y F i n d i n g ( T y p e 2 1 ) _ G r o c e r y O u t l e t ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Consideration of Resolutions Initiating Proceedings to Levy & Increase (As Previously Authorized by Property Owners) Annual Assessments for Fiscal Year 2021-2022 for the City of Grand Terrace Landscape & Lighting Assessment District 89-1 (“District”); Preliminarily Approving the Related Engineer’s Report; and Declaring the City Council’s Intention to Conduct a Public Hearing on June 22, 2021, and to Levy, Increase (As Previously Authorized by Property Owners), and Collect Annual Assessments Related Thereto PRESENTED BY: Shanita Tillman, RECOMMENDATION: 1. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, INITIATING PROCEEDINGS TO LEVY AND INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS) ANNUAL ASSESSMENTS FOR THE 2021-2022 FISCAL YEAR FOR THE CITY OF GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 AND ORDERING THE ENGINEER TO PREPARE AND FILE A REPORT IN ACCORDANCE WITH ARTICLE IV OF CHAPTER 1 OF SAID ACT; and 2. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, GIVING PRELIMINARY APPROVAL OF THE ENGINEERS REPORT FOR LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND THE LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECTION OF ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022; and 3. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, DECLARING ITS INTENTION TO CONDUCT A PUBLIC HEARING ON JUNE 22, 2021, ON LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND INTENTION TO LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECT G.10 Packet Pg. 290 ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022 2030 VISION STATEMENT: This staff report supports Goal #1 to “Ensure our Fiscal Viability by ensuring appropriate cost recovery for services.” BACKGROUND: In 1989, the City Council required developers of Tract 13364 to form Assessment District 89-1 for the purpose of maintaining the landscaping and lighting serving the project, as required by the conditions of approval. Subsequently, two other developments were required to be included, through annexation, into Assessment District 89-1. The developments (Tracts 14264 and 14471) were annexed into Assessment District 89-1 as Annexation No. 1. To ensure all future developments were sustainable, Staff recommended that all future developments be annexed into Assessment District 89-1. Therefore, the following amendments occurred (note that each annexation may contain more than one tract/zone): A. Greenbriar on Mt. Vernon Avenue (Tract 17766) was annexed into Assessment District 89-1 in 2016 as Annexation No. 2. B. Aegis Builders development on Pico Street (Tract 18793) was annexed into Assessment District 89-1 in 2016 as Annexation No. 3. C. Crestwood Development Project on Jaden Court (Tract 18071) was annexed into Assessment District 89-1 as Annexation No. 4 in 2018 D. Aegis-Van Buren Housing development on Tesoro Court/ Van Buren (Tract 18604) was annexed into Assessment District 89-1 as Annexation No. 5, in 2019. Each of the seven tracts comprises the boundaries of a zone in the Assessment District. The Assessment District has seven zones in total with established assessments approved by Council and included in the Engineer’s Report. DISCUSSION: Each year, an Engineer’s Report is prepared and considered by the City Council for the levy of annual assessments for maintenance and operation of each zone within the Assessment District. Assessment of each parcel is made in the same manner within each zone, and at the same time, as payments are made for property taxes for each Property. The Engineer’s Report takes into consideration costs of operation and maintenance for G.10 Packet Pg. 291 the previous year of each Zone within the District and the amount assessed for each zone within Assessment District’s cost of operations and maintenance for the coming fiscal year. These costs are then spread to the benefiting properties in each zone. The District uses the Annual Riverside-San Bernardino-Ontario Consumer Price Index (CPI) index as the basis to compute annual maximum rate increases for Zones 4, 5, 6, and 7. The use of CPI was approved by the property owners when Zones 4, 5, 6, and 7 were annexed into the District. The maximum allowable increase for Zones 4, 5, 6, and 7 is the annual change in CPI plus 2 percent. For Fiscal Year 2021/2022, the percentage difference in CPI is 1.8600%. Therefore, the Maximum Assessment will increase by 3.8600% (1.86% + 2%). Zone 1 Tract 13364- Canal, Zone 2 Tract 14264- Forrest City Phase II, and Zone 3 Tract 14471- Oriole were established before Proposition 218, which was approved by voters on November 6, 1996, and granted taxpayers the right to vote on all local taxes and requires taxpayer approval of new property related assessments and fees. Therefore, the assessments for Zones 1-3 are not annually increased at a rate higher than the rate that was in effect before adoption of Proposition 218. In order to assess Zone 1-3 at the rate that would cover annual cost of services, a Proposition 218 vote would have to be held and, generally, the number of property owners agreeing to the change would have to exceed the number of property owners disagreeing with the change (as determined pursuant to Proposition 218 and its related legislation) within a Zone in order to be able to assess the proposed change in assessment. Staff has reviewed the expenditures for the last Fiscal Year 2020-2021. Based on the Engineer's estimate, the cost of operations and maintenance for the Zones in Fiscal Year 2021-2022 will differ from the cost of last year. Based upon the analysis, the assessment amount will increase for the District for Fiscal Year 2021-2022 by the following: A. The maximum assessment rate per parcel for Zone 4 (Tract 17766) is $173.1215, which represents a total increase of 3.86% (1.86% CPI escalator plus 2%) from the prior fiscal year maximum assessment rate of $166.6873. B. The maximum assessment rate per parcel for Zone 5 (Tract 18793) is $540.0013, which represents a total increase of 3.86% (1.86% CPI escalator plus 2%) from the prior fiscal year maximum assessment rate of $522.8204. C. The maximum assessment rate per parcel for Zone 6 (Tract 18071) is $1,561.6806, which represents a total increase of 3.86% (1.86% CPI escalator plus 2%) from the prior fiscal year maximum assessment rate of $1,503.6401. G.10 Packet Pg. 292 D. The maximum assessment rate per parcel for Zone 7 (Tract 18604) is $345.2578, which represents a total increase of 3.86% (1.86% CPI escalator plus 2%) from the prior fiscal year maximum assessment rate of $345.2578. The maximum assessment rate for the escalating Zones (4, 5, 6, & 7) will fluctuate based upon annual CPI changes as originally approved by the property owners; however, Council will need to approve the adjusted rates to take effect. Council can approve an assessment amount up to the maximum assessment rate. Servicing and administering the City’s landscape maintenance program shall be according to the provisions of the Landscaping and Lighting Act of 1972, Part 2, Division 15, of the Street and Highways Code of the State of California. The Proceedings will be conducted under the Landscaping and Lighting Act of 1972, Part 2, Division 15, Sections 22500 through 22679, of the Streets and Highways Code of the State of California. This includes the process generally described in Attachment 1 and a public hearing to consider and adopt by resolution the Engineer’s Report and proposed assessments (including any other related documents) for fiscal year 2021-2022 on June 22, 2021. Based upon the forgoing, the City Council is therefore recommended to (1) adopt a resolution initiating proceedings to levy and increase (as previously authorized by property owners) annual assessments for the 2021-2022 fiscal year for the District and ordering the Engineer to prepare and file a Report in accordance with the Landscaping & Lighting Act of 1972; (2) adopt a resolution giving preliminary approval of the Engineer’s Report for the District and the levy, increase (as previously authorized by property owners), and collection of the annual assessments related thereto for fiscal year 2021-2022; and (3) adopt a resolution of declaring the City Council’s intention to conduct a public hearing on June 22, 2021, on the District and intention to levy, increase (as previously authorized by property owners), and collect annual assessments related thereto for fiscal year 2021-2022. FISCAL IMPACT: The Engineer's Report has estimated the fiscal impact will be $57,324.40 to maintain the Assessment District. Most of this amount will be reimbursed to the City through the collection of property taxes by the County of San Bernardino for each parcel; however, there is an expected shortfall of $3,717.92. This is due to the inability of the City to collect the full cost of maintenance for Zone 1. It is not possible to levy the entire amount of maintenance costs since a portion of the improvements are considered to be of General Benefit and the associated maintenance costs cannot be assessed to specific property owners. The shortfall amount of $3,717.92 will be an impact to the General Fund in FY 2021-2022. G.10 Packet Pg. 293 ATTACHMENTS: • 1. Order of Procedure (DOCX) • 2. Tract Maps Zone 1-7 (PDF) • 3. Resolution- Initiating Proceedings (DOCX) • 4. FY21-22 Engineer's Report (PDF) • 5. Resolution - Preliminarily Approving Engineer's Report (DOCX) • 6. Resolution- Intention (to publish) (DOCX) APPROVALS: Shanita Tillman Completed 05/19/2021 4:07 PM Robert Eisenbeisz Completed 05/19/2021 2:15 PM City Attorney Completed 05/20/2021 7:33 PM Finance Completed 05/20/2021 8:14 PM City Manager Completed 05/20/2021 8:15 PM City Council Pending 05/25/2021 6:00 PM G.10 Packet Pg. 294 ORDER OF PROCEDURE CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 DATE OF MEETING: May 25, 2021 STAFF: Present map showing the general boundaries of the area of the District, and showing in general terms the work of improvement to be maintained. CITY COUNCIL: Adopt RESOLUTION INITIATING PROCEEDINGS TO LEVY THE ASSESSMENT FOR FISCAL YEAR 2021-2022 AND ORDERING CITY ENGINEER TO PREPARE PLANS, SPECIFICATIONS, COST ESTIMATE, DIAGRAM AND ASSESSMENT. STAFF: Present to the City Council the “Report,” pursuant to the “Landscaping and Street Lighting Act of 1972.” Consisting of the following 1. Plans and specifications; 2. Estimates of cost; 3. Diagram of proposed District; 4. Assessment of costs. CITY COUNCIL: Adopt RESOLUTION PRELIMINARILY APPROVING ENGINEER’S “REPORT.” CITY COUNCIL: Adopt RESOLUTION OF INTENTION (For purpose of setting the public hearing on June 22, 2021) G.10.a Packet Pg. 295 At t a c h m e n t : 1 . O r d e r o f P r o c e d u r e [ R e v i s i o n 2 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 22 G.10.b Packet Pg. 296 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 23 G.10.b Packet Pg. 297 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 24 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 4 G.10.b Packet Pg. 298 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 25 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 5 G.10.b Packet Pg. 299 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 26 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT Zone 6 G.10.b Packet Pg. 300 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 27 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 7 G.10.b Packet Pg. 301 At t a c h m e n t : 2 . T r a c t M a p s Z o n e 1 - 7 ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) RESOLUTION NO. 2021- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, INITIATING PROCEEDINGS TO LEVY AND INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS) ANNUAL ASSESSMENTS FOR THE 2021-2022 FISCAL YEAR FOR THE CITY OF GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 AND ORDERING THE ENGINEER TO PREPARE AND FILE A REPORT IN ACCORDANCE WITH ARTICLE IV OF CHAPTER 1 OF SAID ACT WHEREAS, the City Council has, by previous Resolutions, formed the City of Grand Terrace LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 (hereafter referred to as “District”) pursuant to the provisions of the Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code of California, beginning with Section 22500 (hereafter referred to as the “Act”), in which annual assessments have been levied and collected in past fiscal years; and WHEREAS, said Act requires that proceedings for the levy of assessments shall be initiated by resolution describing any proposed new improvements or any substantial changes in existing improvements in accordance with Chapter 3 (commencing with Section 22620) of Part 2 of Division 15 of the Streets and Highway Code of the State of California, and ordering the engineer to prepare and file a report in accordance with Article 4 of Chapter 1 of said Act. WHEREAS, the CITY COUNCIL of the CITY OF GRAND TERRACE, CALIFORNIA, desires to initiate proceedings for the annual levy of assessments for the District pursuant to the terms and provisions of the "Landscaping and Street Lighting Act of 1972," being Division 15, Part 2 of the Streets and Highways Code of the State of California. WHEREAS, the proceedings for the annual levy of assessments shall relate to the fiscal year commencing July 1, 2021, and ending June 30, 2022; and, WHEREAS, the provisions of said Division 15, Part 2 require a written "Report," consisting of the following: 1. Plans and specifications of the area of the works of improvement to be maintained; 2. An estimate of the costs for maintaining the improvements for the above referenced fiscal year; 3. A diagram of the area proposed to be assessed; 4. An assessment of the estimated costs for maintenance work for said fiscal year. G.10.c Packet Pg. 302 At t a c h m e n t : 3 . R e s o l u t i o n - I n i t i a t i n g P r o c e e d i n g s [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Grand Terrace does hereby resolve, determine and order as follows: SECTION 1. That the above recitals are all true and correct, and incorporated herein by this reference. SECTION 2. The City Council desires to, and hereby does, initiate proceedings to levy and increase, as applicable, annual assessments for the 2021-2022 fiscal year for the City of Grand Terrace Landscaping and Lighting Assessments District No. 89-1, including all annexed areas. SECTION 3. That the proposed maintenance work within the area proposed to be assessed shall be for certain street lighting and landscaping improvements, as said maintenance work is set forth in the "Report" to be presented to this City Council for consideration. SECTION 4. That Shanita Tillman, Management Analyst, or her designee, is hereby ordered to prepare and file with this City Council, a "Report" relating to said annual assessment and levy in accordance with the provisions of Article IV, commencing with Section 22565 of Chapter 1 of the Streets and Highways Code of the State of California. SECTION 5. That upon completion, said "Report" shall be filed with the City Clerk, who shall then submit the same to this City Council for its consideration pursuant to Sections 22623 and 22624 of said Streets and Highways Code. SECTION 6. The City Clerk shall certify to the adoption of this Resolution. SECTION 7. This Resolution shall take effect immediately upon its adoption. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 25th day of May, 2021. _____________________________ Darcy McNaboe, Mayor ATTEST: _____________________________ Debra L. Thomas, City Clerk APPROVED AS TO FORM: _____________________________ Adrian R. Guerra, City Attorney G.10.c Packet Pg. 303 At t a c h m e n t : 3 . R e s o l u t i o n - I n i t i a t i n g P r o c e e d i n g s [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I, __________________, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2021- ________ was duly passed, approved and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, all at the regular meeting of said City Council held on the 25th day of May, 2021, and that the same was passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: EXECUTED this 25th day of May, 2021, at Grand Terrace, California. _________________________________ Debra L. Thomas City Clerk for the City of Grand Terrace [SEAL] G.10.c Packet Pg. 304 At t a c h m e n t : 3 . R e s o l u t i o n - I n i t i a t i n g P r o c e e d i n g s [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) City of Grand Terrace Landscaping and Lighting Assessment District No. 89-1 2021/2022 ENGINEER’S REPORT Intent Meeting: May 25, 2021 Public Hearing: June 22, 2021 27368 Via Industria Suite 200 Temecula, CA 92590 T 951.587.3500 | 800.755.6864 F 951.587.3510 www.willdan.com G.10.d Packet Pg. 305 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) ENGINEER'S REPORT AFFIDAVIT Establishment of Annual Assessments for the: Landscaping and Lighting Assessment District No. 89-1 City of Grand Terrace, County of San Bernardino, State of California This Report describes the improvements, budgets, parcels and assessments to be levied for Fiscal Year 2021/2022. Reference is hereby made to the San Bernardino County Assessor’s maps for a detailed description of the lines and dimensions of the parcels within the District. The undersigned respectfully submits the enclosed Report as directed by the City Council. Dated this ____________ day of ______________, 2021. Willdan Financial Services Assessment Engineer On Behalf of the City of Grand Terrace By: ________________________________ Chonney Gano, Project Manager District Administration Services By: ________________________________ Tyrone Peter P. E. # C 81888 G.10.d Packet Pg. 306 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) TABLE OF CONTENTS INTRODUCTION ............................................................................................................. 1 Section I. PLANS AND SPECIFICATIONS ................................................................ 3 Improvements Authorized by the 1972 Act .............................................................. 3 District Plans and Specifications .............................................................................. 4 Section II. METHOD OF APPORTIONMENT ............................................................... 8 Proposition 218 Benefit Analysis ............................................................................. 9 Benefit Analysis ......................................................................................................... 9 Assessment Methodology ....................................................................................... 11 Assessment Range Formula ................................................................................... 11 Section III. ESTIMATE OF IMPROVEMENT COSTS .................................................. 13 Section IV. ASSESSMENT DIAGRAMS ..................................................................... 21 Section V. ASSESSMENT ROLL ............................................................................... 28 G.10.d Packet Pg. 307 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 1 INTRODUCTION The City Council of the City of Grand Terrace (the “City”) adopted its General Plan with various elements to provide guidelines for orderly development within the community. The City Council further adopted ordinances and regulations governing the development of land providing for the installation and construction of certain landscaping, lighting and appurtenant facilities to enhance the quality of life and to benefit the value of property. The requirement for the construction and installation of landscaping, lighting and appurtenant facilities is a condition of approval for development and is a requirement of issuance of a permit for the construction of any residential, commercial, industrial and planned unit development. The installation of landscaping and lighting systems and the construction of the necessary appurtenant facilities is the responsibility of the property owner/applicant, as conditions of approval of a development application. The City may cause the installation by property owners directly, or accept financial arrangements for installation of these facilities. The cost of servicing, operation, maintenance, repair and replacement of the landscaping, lighting and appurtenant facilities in turn becomes the responsibility of the benefitting properties. The owners/applicants petitioned for formation of the Landscaping Lighting Assessment District and/or annexation. These have been completed, and will increase the City’s obligation for maintenance and servicing. The City of Grand Terrace is administering a lighting system for the benefit of all parcels of land within the City. The lighting benefit is directly related to public safety and property protection. These benefits have been studied widely, locally, regionally and nationally. The City formed Landscaping and Lighting Assessment District 89-1 (the “District”) in 1989 and subsequently annexed other parcels as Annexation No. 1, Annexation No. 2 Annexation No. 3, Annexation No. 4, and Annexation No. 5 to said District to ensure a fair and equitable levying of the necessary costs of servicing and maintenance of the respective facilities, which in turn will enhance the value of each and every parcel in the District directly and collectively. The boundaries of the District, which include Annexations 1, 2, 3, 4, and 5 are the boundaries of Zone 1 - Tract 13364 filed in Map Book 203, Pages 89 through 92, Records of San Bernardino County (the “County”). The boundaries of Zone 2 - Tract 14264 and Zone 3 – Tract 14471 filed in Map Book 242, Pages 17 and 18, Zone 4 – Tract 17766 filed in Map Book 237, Pages 41 and 42, and Zone 5 – Tract 18793 filed in Map Book 115, Pages 81-82. The boundaries of Zone 6 – Tract 18071 and Zone 7 – 18604 filed in Map Book 1178 Page 18 and Map Book 1167 Page 34, respectively, of the County. Servicing and administration of the City’s landscape maintenance program shall be according to the provisions of the Landscaping and Lighting Act of 1972, Part 2, Division G.10.d Packet Pg. 308 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 2 15 of the Streets and Highways Code of the State of California (the “1972 Act”). Payment for the assessment for each parcel will be made in the same manner and at the same time as payments are made for property taxes for each property. The proceedings will be conducted under the 1972 Act Sections 22500 through 22679. This Engineer’s Report (the “Report”) is presented for the purpose of levy of annual assessment to the above described properties for the purpose of maintaining the lighting and landscaping during the Fiscal Year 2021/2022. This Report contains the necessary data required to conduct the proceedings and is submitted to the Clerk of the City for filing. The word “parcel,” for the purposes of this Report, refers to an individual property assigned its own Assessor’s Parcel Number (“APN”) by the San Bernardino County (the “County”) Assessor’s Office. The County Auditor/Controller uses Assessor’s Parcel Numbers and a dedicated fund number established for the District to identify properties to be assessed on the tax roll and the allocation of the funds collected. This Report consists of the following sections: Section I Plans and Specifications: Description of the District's improvements are filed herewith and made a part hereof. Said plans and specifications are on file in the Office of the City Clerk. Section II Method of Apportionment: A discussion of the general and special benefits associated with the overall landscaping street lighting improvements provided within the District (Proposition 218 Benefit Analysis). This section also includes a determination of the proportional costs of the special benefits and a separation of costs considered to be of general benefit (and therefore not assessed). This section of the Report also outlines the method of calculating each property’s proportional special benefit. Section III Estimate of Improvement Costs: An estimate of the cost of the proposed improvements, including incidental costs and expenses in connection therewith, is as set forth on the lists thereof, attached hereto, and are on file in the Office of the City Clerk. G.10.d Packet Pg. 309 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 3 Section IV Assessment Diagrams: A diagram showing the boundaries of the District is provided in this Report and includes all parcels that receive special benefits from the improvements. Parcel identification, the lines and dimensions of each lot, parcel and subdivision of land within the District, are inclusive of all parcels as shown on the County Assessor's Parcel Maps as they existed at the time this Report was prepared and shall include all subsequent subdivisions, lot-line adjustments or parcel changes therein. Reference is hereby made to the County Assessor’s maps for a detailed description of the lines and dimensions of each lot and parcel of land within the District. Section V Assessment Roll: A listing of the proposed assessment amount for each parcel within the District. The proposed assessment amount for each parcel is based on the parcel’s calculated proportional special benefit as outlined in the method of apportionment and proposed assessment rate established in the District Budget. These assessment amounts represent the assessments proposed to be levied and collected on the County Tax Rolls for Fiscal Year 2021/2022. Section I. PLANS AND SPECIFICATIONS Improvements Authorized by the 1972 Act As applicable or may be applicable to this District, the 1972 Act defines improvements to mean one or any combination of the following: • The installation or planting of landscaping. • The installation or construction of statuary, fountains, and other ornamental structures and facilities. • The installation or construction of public lighting facilities. • The installation or construction of any facilities which are appurtenant to any of the foregoing or which are necessary or convenient for the maintenance or servicing thereof, including, but not limited to, grading, clearing, removal of debris, the installation or construction of curbs, gutters, walls, sidewalks, or paving, or water, irrigation, drainage, or electrical facilities. • The maintenance or servicing, or both, of any of the foregoing. • The acquisition of any existing improvement otherwise authorized pursuant to this section. G.10.d Packet Pg. 310 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 4 Incidental expenses associated with the improvements including, but not limited to: • The cost of preparation of the report, including plans, specifications, estimates, diagram, and assessment; • The costs of printing, advertising, and the publishing, posting and mailing of notices; • Compensation payable to the County for collection of assessments; • Compensation of any engineer or attorney employed to render services; • Any other expenses incidental to the construction, installation, or maintenance and servicing of the improvements; • Any expenses incidental to the issuance of bonds or notes pursuant to Section 22662.5. • Costs associated with any elections held for the approval of a new or increased assessment. The 1972 Act defines "maintain" or "maintenance" to mean furnishing of services and materials for the ordinary and usual maintenance, operation, and servicing of any improvement, including: • Repair, removal, or replacement of all or any part of any improvement. • Providing for the life, growth, health, and beauty of landscaping, including cultivation, irrigation, trimming, spraying, fertilizing, or treating for disease or injury. • The removal of trimmings, rubbish, debris, and other solid waste. • The cleaning, sandblasting, and painting of walls and other improvements to remove or cover graffiti. District Plans and Specifications The District provides the necessary funding source for the annual maintenance, operation and servicing of the improvements that have been constructed and installed for the benefit of properties within the District. Landscaping and appurtenant facilities generally include trees, shrubs, plants, turf, irrigation systems, and necessary appurtenances including curbs, hardscape, monumentations, fencing located in public right-of-ways, medians, parkways, and/or easements adjacent to public right-of-ways, in and along public thoroughfares and certain designated primary and secondary arterials. Lighting and appurtenant facilities includes poles, lighting fixtures, conduits and the G.10.d Packet Pg. 311 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 5 necessary equipment to maintain, operate and replace a lighting system at designated intersections, in medians, parkways and adjacent to certain public facilities in and along certain streets, right-of-ways and designated lots. The installation of planting, landscaping, irrigation systems, lighting and the construction of appurtenant facilities to be operated, serviced and maintained, is more specifically described herein whereas, the landscaping and lighting facilities have been or will be provided by developers as a condition of subdivision of land, on part of the Conditional Use review and approval process. A. ZONES OF BENEFIT In an effort to ensure an appropriate allocation of the estimated annual cost to provide the District improvements based on proportional special benefits, this District is established with benefit zones (“Zones”) as authorized pursuant to Chapter 1 Article 4, Section 22574 of the 1972 Act: “The diagram and assessment may classify various areas within an assessment district into different zones where, by reason of variations in the nature, location, and extent of the improvements, the various areas will receive differing degrees of benefit from the improvements. A zone shall consist of all territory which will receive substantially the same degree of benefit from the improvements.” The parcels, lots, subdivisions and developments within the District are identified and grouped into one of seven (7) Zones. Each Zone reflects the landscape improvements associated with the development of properties in that Zone, in order to fairly and equitably apportion the net cost of providing those improvements to the properties that receive special benefits from the service and activities associated with those improvements. All of the parcels in the District are identified as single-family residential properties within three residential developments. These residential developments have been grouped into seven different Zones that reflects each specific budget and improvements for that particular Zone. By establishing and utilizing a Zone structure, similar properties with similar types of improvements will be assessed a proportional amount for the services and activities provided by the District within each respective Zone. The improvements are the operation, maintenance and servicing of landscaping, lighting and appurtenant facilities described as follows: Zone 1 - Tract 13364 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of the District. G.10.d Packet Pg. 312 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 6 (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 5 street lights are included in the boundaries of this development. Zone 2 - Tract 14264 (a) Lighting Poles, fixtures, bulbs, conduits, equipment, posts, pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 7 street lights are included in the boundaries of this development. Zone 3 - Tract 14471 (a) Landscaping Landscaping, planting shrubbery, trees, and vines with Lot “A” of said Tract 14471, along with irrigation system for the improvements within Lot “A”. (b) Lighting Poles, fixtures, conduits, equipment, posts, pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of- ways and easements within the boundaries of the District. A total of 6 street lights are maintained within the boundaries of this development. Zone 4 – Tract 17766 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of the District. (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the G.10.d Packet Pg. 313 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 7 District. A total of 1 street light is included in the boundaries of this development. Zone 5 – Tract 18793 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of the District. (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 5 street lights are included in the boundaries of this development. Zone 6 – Tract 18071 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of the District. Additionally,, the District will include the maintenance of a water quality basin, designed for storm water runoff purposes. (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 4 street lights are included in the boundaries of this development. G.10.d Packet Pg. 314 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 8 Zone 7 – Tract 18604 (a) Landscaping Landscaping, planting, shrubbery, trees, turf, irrigation systems, monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of the District. Additionally, the District will include graffiti removal on the block wall along the east side of the Gage Canal within the western boundary of the tract, streetlights, and street trees along Tesoro Court and Van Buren Street. Lot: B” of said tract is designated as a retention basin and will be maintained as a dual-purpose basin, for retaining water and for a small playground. (b) Lighting Poles, fixtures, bulbs, conduits, equipment posts and pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 3 street lights are included in the boundaries of this development. Section II. METHOD OF APPORTIONMENT The 1972 Act permits the establishment of assessment districts by agencies for the purpose of providing certain public improvements, including the acquisition, construction, installation, and servicing of street lighting improvements and related facilities. The 1972 Act requires that the cost of these improvements be levied according to benefit rather than assessed value: “The net amount to be assessed upon lands within an assessment district may be apportioned by any formula or method which fairly distributes the net amount among all assessable lots or parcels in proportion to the estimated benefits to be received by each such lot or parcel from the improvements.” The formulas used for calculating assessments reflect the composition of parcels within the District (which are all residential properties) and the improvements and activities to be provided, and have been designed to fairly apportion costs based on a determination of the proportional special benefits to each parcel within each Zone, consistent with the requirements of the 1972 Act and the provisions of Proposition 218 and Article XIII D of the California Constitution (“Article XIID”). For each Zone within the District, each parcel represents one (1) Equivalent Benefit Unit (“EBU”). The following formula is used to arrive at the levy amount for each parcel within G.10.d Packet Pg. 315 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 9 each Zone: Levy per EBU (rate) x Parcel’s EBU = Parcel Levy Amount Proposition 218 Benefit Analysis The costs of the proposed improvements for Fiscal Year 2021/2022 have been identified and allocated to properties within the District based on special benefit. The improvements provided by this District and for which properties are assessed are public street lighting and landscaping improvements. These improvements generally were installed in connection with the development of the properties within the District. Article XIIID Section 2(d) defines District as follows: “District means an area determined by an agency to contain all parcels which will receive a special benefit from a proposed public improvement or property-related service”; Article XIIID Section 2(i) defines Special benefit as follows: “Special benefit” means a particular and distinct benefit over and above general benefits conferred on real property located in the district or to the public at large. General enhancement of property value does not constitute “special benefit.” Article XIIID Section 4(a) defines proportional special benefit assessments as follows: “An agency which proposes to levy an assessment shall identify all parcels which will have a special benefit conferred upon them and upon which an assessment will be imposed. The proportionate special benefit derived by each identified parcel shall be determined in relationship to the entirety of the capital cost of a public improvement, the maintenance and operation expenses of a public improvement, or the cost of the property related service being provided. No assessment shall be imposed on any parcel which exceeds the reasonable cost of the proportional special benefit conferred on that parcel.” Benefit Analysis Special Benefit The special benefits properties within the District will receive from the proposed improvements include, but are not limited to: • Improved aesthetic appeal of nearby properties providing a positive representation of the area and properties. • Enhanced adaptation of adequate green space, trees, and amenities Total Balance to Levy = Levy per EBU Total EBU G.10.d Packet Pg. 316 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 10 within the urban environment. • Increased sense of pride in ownership of properties within the District resulting from their association with well-maintained improvements. • Enhanced quality of life and working environment within the area that is promoted by well-maintained landscaped areas and amenities. • Reduced criminal activity and property-related crimes (especially vandalism) against properties in the District through well-maintained surroundings and amenities within public areas. • Increased social opportunities and leisure activities for customer’s residents and families, provided by a well-maintained neighborhood destination place for relaxation, socializing, and entertainment that is within easy walking distance. • Enhanced environmental quality of the parcels by moderating temperatures, providing oxygenation and attenuating noise. The preceding special benefits contribute to the overall aesthetic value and desirability of each of the assessed parcels within the District and thereby provide a special enhancement to these properties. Furthermore, it has been determined that the lack of funding to properly service and maintain the improvements would ultimately result in the deterioration of the improvements and facilities, which in turn could negatively impact the properties within the District. As such, the annual costs of ensuring the ongoing maintenance and operation of these improvements are considered a distinct and special benefit to the properties within the District and are therefore considered the financial obligation of those properties. The cost of any improvement or portion thereof that is considered to be of general benefit shall not be included as part of the special benefit assessments allocated to properties within the District. General Benefit In the absence of a special funding District, the City would typically provide only weed abatement and erosion control services for landscaped areas. The cost to provide this baseline level of service is approximately $0.01 per square foot for landscape areas that require maintenance. Zone 1 – Tract 13364 has approximately 29,100 square feet of landscape space, Zone 2 – Tract 14264 has no landscaping area that the City maintains and Zone 3 – Tract 14471 has approximately 9,045 square feet of landscape space, Zone 4 – Tract 17766 has approximately 3,856 square feet of landscaped space, Zone 5 – Tract 18793 has approximately 4,668 square feet of landscaped space, Zone 6 – Tract 18071 has approximately 61,750 square feet of landscaped space, Zone 7 – Tract 18604 has approximately 3,239 square feet of landscaped space. The proposed budgets for Fiscal Year 2021/2022 show the general benefit amount which will be deducted from the cost of maintenance to arrive at a net special benefit assessment rate. G.10.d Packet Pg. 317 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 11 Assessment Methodology This District was formed to establish and provide for the improvements that enhance the presentation of the surrounding properties and developments. These improvements will directly benefit the parcels to be assessed within the District. The assessments and method of apportionment is based on the premise that the assessments will be used to construct and install landscape and lighting improvements within the existing District as well as provide for the annual maintenance of those improvements, and the assessment revenues generated by District will be used solely for such purposes. The costs of the proposed improvements have been identified and allocated to properties within the District based on special benefit. The improvements to be provided by this District and for which properties will be assessed have been identified as an essential component and local amenity that provides a direct reflection and extension of the properties within the District which the property owners and residents have expressed a high level of support. The method of apportionment (method of assessment) set forth in the Report is based on the premise that each assessed property receives special benefits from the landscape and lighting improvements within the District, and the assessment obligation for each parcel reflects that parcel’s proportional special benefits as compared to other properties that receive special benefits. To identify and determine the proportional special benefit to each parcel within the District, it is necessary to consider the entire scope of the improvements provided as well as the properties that benefit from those improvements. The improvements and the associated costs described in this Report, have been carefully reviewed and have been identified and allocated based on a benefit rationale and calculations that proportionally allocate the net cost of only those improvements determined to be of special benefit to properties within the District. Assessment Range Formula Any new or increased assessment requires certain noticing and meeting requirements by law. Prior to the passage of Proposition 218 (California Constitution Articles XIIIC and XIIID), legislative changes in the Brown Act defined a "new or increased assessment" to exclude certain conditions. These conditions included "any assessment that does not exceed an assessment formula or range of assessments previously adopted by the agency or approved by the voters in the area where the assessment is imposed." This definition and conditions were later confirmed through Senate Bill 919 (the Proposition 218 implementing legislation). The purpose of establishing an assessment range formula is to provide for reasonable increases and inflationary adjustment to annual assessments without requiring costly noticing and mailing procedures, which could add to the District costs and assessments. As part of the District formation, balloting of property owners is required pursuant to the G.10.d Packet Pg. 318 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 12 Article XIIID Section 4. The property owner ballots include an Assessment to be approved, as well as the approval of an assessment range formula. The assessment range formula for District assessments may be applied to future assessments within the District commencing with Fiscal Year 2018/2019 for Zone 4 – Tract 17766 and Zone 5 – Tract 18793, Fiscal Year 2019/2020 for Zone 6 – Tract 18071 and Fiscal Year 2020/2021 for Zone 7. Zone 1 – Tract 13364, Zone 2 – Tract 14264 and Zone 3 14471 does not have an increase in assessments. The following describes the assessment range formula: The Maximum Assessment is equal to the initial Assessment approved by property owners adjusted annually by the percentage increase of the Local Consumer Price Index (“CPI”) plus two percent (2%). As of January 2018, the Bureau of Labor Statistics (the “BLS”) split the Los Angeles-Riverside-Orange County Area for all Urban Consumers to Los Angeles-Long Beach-Anaheim area and Riverside-San Bernardino- Ontario Area. Each fiscal year, the Maximum Assessment will be recalculated, and a new Maximum Assessment established. Currently, the District uses the Annual Riverside-San Bernardino-Ontario CPI index to compute the CPI difference each year. For Fiscal Year 2021/2022, the percentage difference is 1.8600%. Therefore, the Maximum Assessment will increase by 3.8600%. The Maximum Assessment is adjusted annually and is calculated independent of the annual budgets and proposed assessments established for each Zone of the District. Any proposed annual assessment (rate per EBU) less than or equal to this Maximum Assessment (for each Zone) is not considered an increased assessment, even if the proposed assessment is much greater than the assessment applied in the prior fiscal year. G.10.d Packet Pg. 319 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 13 Section III. ESTIMATE OF IMPROVEMENT COSTS In accordance with Streets and Highways Code Section 22660(a), the City Council has determined that the estimated cost of certain proposed improvements, described in Section 22525, subdivisions (a) through (d), are greater than can conveniently be raised from a single assessment, and, as a result, shall be collected in installments and held in a reserve account. In particular, Zone 1, Zone 3, Zone 4, Zone 5, Zone 6, and Zone 7 requires trimming and pruning landscaping services that are proposed to be performed every five years. The proposed assessment includes a budgeted amount for trimming and pruning to collect for these services. The following outlines the budget to fund the District improvements based on the improvements to be maintained and the associated incidental expenses for Fiscal Year 2021/2022, resulting in the proportional assessments calculated for each parcel that will be applied to the County Tax Rolls for Fiscal Year 2021/2022. The cost of maintaining improvements for Fiscal Year 2021/2022 are summarized as follows: G.10.d Packet Pg. 320 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 14 Zone 1 Tract 13364 – Canal Budget Item Fiscal Year 2021/22 Current Assessment Energy Costs – Street Lighting $597.60 Water Supply 2,716.32 Trimming and Removal* 1,102.00 Contract Maintenance 2,080.00 Legal 600.00 Engineering 600.00 Administrative Cost 1,000.00 Pruning Cycle Maintenance** 302.00 Annual Costs Total $8,997.92 General Benefit - Collection/(Contribution) ($291.00) General Fund - Collection/(Contribution) ($3,060.32) Balance to Levy $5,646.60 Assessment per Parcel $282.3300 Max Assessment per Parcel $282.3300 Number of Parcels (EBU) 20 * Trimming and removal was a onetime service and the cost will be spread over the next five years. **Pruning services are performed every five years; the total cost of these services are spread over five years. G.10.d Packet Pg. 321 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 15 Zone 2 Tract 14264 – Forrest City Phase II Budget Item Fiscal Year 2021/22 Current Assessment Energy Costs – Street Lighting $697.00 Legal 600.00 Engineering 600.00 Administrative Cost 176.24 Annual Costs Total $2,073.24 General Benefit - Collection/(Contribution)* $0.00 General Fund - Collection/(Contribution) ($657.60) Balance to Levy $1,415.64 Assessment per Parcel $1,415.6400 Max Assessment per Parcel $1,415.6400 Number of Parcels (EBU) 1 *Parcels under zone 2 receive no general benefit, because there is no landscaping. G.10.d Packet Pg. 322 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 16 Zone 3 Tract 14471 – Oriole Budget Item Fiscal Year 2021/22 Current Assessment Energy Costs – Street Lighting $498.00 Water Supply 488.41 Capital Reserve/Replacement Parts 371.16 Contract Maintenance 1,040.00 Legal 600.00 Engineering 600.00 Administrative Cost 1,296.03 Pruning Cycle Maintenance* 466.00 Annual Costs Total $5,359.60 General Benefit - Collection/(Contribution) ($90.45) General Fund - Collection/(Contribution) $0.00 Balance to Levy $5,269.15 Assessment per Parcel $309.9500 Max Assessment per Parcel $309.9500 Number of Parcels (EBU) 17 * Pruning services are performed every five years, the total cost of these services will be spread over five years. * Total may not foot due to rounding. G.10.d Packet Pg. 323 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 17 Zone 4 Tract 17766 – Greenbriar Budget Item Fiscal Year 2021/22 Current Assessment Energy Costs – Street Lighting $120.00 Electrical Use for Irrigation 120.00 Water Supply 480.00 Trimming and Removal 640.00 Capital Reserve/Replacement Parts 5,369.25 Contract Maintenance 1,388.00 Legal 600.00 Engineering 600.00 Auditor Controller Charges 20.00 Administrative Cost 600.00 Annual Costs Total $9,937.25 General Benefit - Collection/(Contribution) ($38.56) HOA - Collection/(Contribution) ($3,839.44) General Fund - Collection/(Contribution) $0.00 Balance to Levy $6,059.25 Assessment per Parcel $173.1200 Max Assessment per Parcel $173.1215 Number of Parcels (EBU) 35 G.10.d Packet Pg. 324 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 18 Zone 5 Tract 18793 – Palomino Budget Item Fiscal Year 2021/22 Current Assessment Energy Costs – Street Lighting $360.00 Perimeter Wall 850.00 Trimming and Removal 1,300.00 Capital Reserve/Replacement Parts 1,112.70 Contract Maintenance 1,120.00 Legal 600.00 Engineering 600.00 Auditor Controller Charges 20.00 Administrative Cost 600.00 Annual Costs Total $6,562.70 General Benefit - Collection/(Contribution) ($46.68) General Fund - Collection/(Contribution) $0.00 Balance to Levy $6,516.02 Assessment per Parcel $543.0000 Max Assessment per Parcel $543.0013 Number of Parcels (EBU) 12 * Balance to levy may not foot with Preliminary Roll due to rounding. G.10.d Packet Pg. 325 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 19 Zone 6 Tract 18071 – Jaden Budget Item Fiscal Year 2021/22 Current Assessment Street Lighting $672.00 Water 0.00 Bryce Court Pavement Sealing 786.00 Trimming & Pruning 390.00 Capital Reserve / Replacement Parts 8,428.06 Contract Maintenance 14,820.00 Legal 1,000.00 Engineering 850.00 Auditor Controller Charges 20.00 Publishing/Noticing, Misc. 200.00 Annual Costs Total $27,166.06 General Benefit - Collection/(Contribution) ($617.50) General Fund - Collection/(Contribution) $0.00 Balance to Levy $26,548.56 Assessment per Parcel $1,561.6800 Max Assessment per Parcel $1,561.6806 Number of Parcels (EBU) 17 G.10.d Packet Pg. 326 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 20 Zone 7 Tract 18604 – Tesoro/Van Buren Budget Item Fiscal Year 2021/22 Current Assessment Street Lighting $360.00 Water 0.00 Perimeter Wall 600.00 Trimming & Pruning 1,430.00 Capital Reserve / Replacement Parts 664.64 Contract Maintenance 777.00 Legal 1,000.00 Engineering 850.00 Auditor Controller Charges 20.00 Publishing/Noticing, Misc. 200.00 Annual Costs Total $5,901.64 General Benefit - Collection/(Contribution) ($32.39) General Fund - Collection/(Contribution) $0.00 Balance to Levy $5,869.25 Assessment per Parcel $345.2500 Max Assessment per Parcel $345.2578 Number of Parcels (EBU) 17 Note: Total may not foot due to rounding. The total approved assessment for Fiscal Year 2021/2022 is $57,324.40 G.10.d Packet Pg. 327 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 21 Section IV. ASSESSMENT DIAGRAMS An Assessment Diagram for the District has been submitted to the Clerk of the City in the format required under the provision of the Act. The lines and dimensions of each lot or parcel within the District are those lines and dimensions shown on the maps of the Assessor of the County of San Bernardino, for the year when this Report was prepared, and are incorporated by reference herein and made part of this Report. The following pages show the boundaries of each of the Zones in the District. G.10.d Packet Pg. 328 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 22 G.10.d Packet Pg. 329 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 23 G.10.d Packet Pg. 330 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 24 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 4 G.10.d Packet Pg. 331 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 25 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 5 G.10.d Packet Pg. 332 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 26 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT Zone 6 G.10.d Packet Pg. 333 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 27 CITY OF GRAND TERRACE LANDSCAPE AND LIGHTING ASSESMENT DISTRICT ZONE 7 G.10.d Packet Pg. 334 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) 2021/2022 City of Grand Terrace - L&L AD No. 89-1 Page 28 Section V. ASSESSMENT ROLL The description of each lot or parcel is part of the records of the Assessor of the County of San Bernardino and these records are, by reference, made part of this Report. The proposed assessment and the amount of assessment for Fiscal Year 2021/2022 apportioned to each lot or parcel is shown below. G.10.d Packet Pg. 335 At t a c h m e n t : 4 . F Y 2 1 - 2 2 E n g i n e e r ' s R e p o r t ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) RESOLUTION NO. 2021- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, GIVING PRELIMINARY APPROVAL OF THE ENGINEERS REPORT FOR LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND THE LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECTION OF ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022 WHEREAS, the CITY COUNCIL of the CITY OF GRAND TERRACE, CALIFORNIA, (hereinafter referred to as the “City”) pursuant to the provisions of Division 15, Part 2 of the Streets and Highways Code of the State of California, did, by previous Resolution, order the preparation of an Engineer's Report (hereinafter referred to as the “Report”) for the annual levy of assessments, consisting of plans and specifications, an estimate of the cost, a diagram of the district, and an assessment relating to what is now known and designated as: CITY OF GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 (hereinafter referred to as the "District"); and, WHEREAS, there has now been presented to this City Council the Report as required by Article 4 of Chapter 1 of Part 2 of Division 15 of the Streets and Highways Code, and as previously directed by Resolution; and, WHEREAS, this City Council has now carefully examined and reviewed the Report as presented, and is satisfied with each and all of the items and documents as set forth therein, and is satisfied that the proposed assessments, on a preliminary basis, have been spread in accordance with the benefits received from the maintenance to be performed, as set forth in said Report. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City does hereby resolve, determine and order as follows: SECTION 1. That the above recitals are all true and correct, and incorporated herein by this reference. SECTION 2. That the Report as presented, consisting of the following: A. Plans and specifications for the improvements; B. Method of Apportionment; C. Estimate of cost of the improvements; D. Assessment Diagram of the District; G.10.e Packet Pg. 336 At t a c h m e n t : 5 . R e s o l u t i o n - P r e l i m i n a r i l y A p p r o v i n g E n g i n e e r ' s R e p o r t [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 E. Assessment of the estimated cost of the improvements; is hereby approved on a preliminary basis, and is ordered to be filed in the Office of the City Clerk as a permanent record and to remain open to public inspection. SECTION 3. That the City Clerk shall certify to the passage and adoption of this Resolution, and the minutes of this meeting shall so reflect the presentation of the Report. SECTION 4. This Resolution shall take effect immediately upon its adoption. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 25th day of May, 2021. _____________________________ Darcy McNaboe, Mayor ATTEST: _____________________________ Debra L. Thomas, City Clerk APPROVED AS TO FORM: _____________________________ Adrian R. Guerra, City Attorney G.10.e Packet Pg. 337 At t a c h m e n t : 5 . R e s o l u t i o n - P r e l i m i n a r i l y A p p r o v i n g E n g i n e e r ' s R e p o r t [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I, Debra L. Thomas, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2021- ______ was duly passed, approved, and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, all at the regular meeting of said City Council held on the 25th day of May, 2021, and that the same was passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Executed this 25th day of May, 2021, at Grand Terrace, California. _________________________________ Debra L. Thomas City Clerk for the City of Grand Terrace [SEAL] G.10.e Packet Pg. 338 At t a c h m e n t : 5 . R e s o l u t i o n - P r e l i m i n a r i l y A p p r o v i n g E n g i n e e r ' s R e p o r t [ R e v i s i o n 5 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 RESOLUTION NO. 2021- ______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, DECLARING ITS INTENTION TO CONDUCT A PUBLIC HEARING ON JUNE 22, 2021, ON LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1, AND INTENTION TO LEVY, INCREASE (AS PREVIOUSLY AUTHORIZED BY PROPERTY OWNERS), AND COLLECT ANNUAL ASSESSMENTS RELATED THERETO FOR FISCAL YEAR 2021-2022 WHEREAS, the CITY COUNCIL of the CITY OF GRAND TERRACE, CALIFORNIA, (hereafter referred to as the “City Council”) desires to levy assessments within LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 (hereafter referred to as the “District”) pursuant to the terms and provisions of the "Landscaping and Street Lighting Act of 1972", being Division 15, Part 2 of the Streets and Highways Code of the State of California (hereafter referred to as the “Act”); and, WHEREAS, at this time, this City Council is desirous to provide for an annual levy of assessments for the territory within the District for the next ensuing fiscal year, to provide for the costs and expenses necessary for continual maintenance of improvements within said District; and, WHEREAS, at this time there has been presented and approved by this City Council, the Engineer's Report (hereafter referred to as the “Report”) as required by law, and this City Council is desirous of proceeding with the proceedings for said annual levy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Grand Terrace does hereby resolve, determine and order as follows: SECTION 1. That the above recitals are all true and correct, and incorporated herein by this reference. PUBLIC INTEREST SECTION 2. Pursuant to the Act (specifically, Streets and Highways Code Section 22624), the City Council hereby finds and declares that the public interest and necessity require the maintenance and servicing of landscaping and public lighting facilities in the District, and contingent upon compliance with, as applicable, the requirements of the Act, Article XIIID of the California Constitution (commonly known as “Proposition 218”) and the Proposition 218 Omnibus Implementation Act (set forth at Government Code Sections 53750-53758), the City Council hereby declares its intention to levy and collect proposed assessments within the District for the continual maintenance of certain improvements, all to serve and benefit said District that is comprised of zones G.10.f Packet Pg. 339 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) located throughout the City of Grand Terrace and said area is shown and delineated on a map as previously approved by this City Council and on file in the Office of the City Clerk, open to public inspection, and herein so referenced and made a part hereof, and proposed changes thereto are set forth in the Report of the Engineer, incorporated herein as a part hereof. Reference is hereby made to LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 as the District’s distinctive designation and which is generally located within the City of Grand Terrace as more particularly shown in the Engineer’s Report. REPORT SECTION 3. The City Council hereby refers to the Engineer’s Report, on file with the City Clerk, for a full and detailed description of the District, the improvements, the boundaries of the District and any zones therein, and the proposed assessment upon assessable lots and parcels of land within the District, to pay the costs and expenses associated with the maintenance and operation of lighting, landscaping, and appurtenant facilities and services related thereto. ASSESSMENT SECTION 4. That the public interest and convenience requires, and it is the intention of this City Council to order the annual assessment levy for the District as set forth and described in said Engineer's "Report," and further it is determined to be in the best public interest and convenience to levy and collect the annual assessments to pay the costs and expense of said maintenance and improvement as estimated in said "Report." No assessment increases are proposed for Zones 1, 2, and 3 of the District for the fiscal year 2021-2022 levy, as provided in the Engineer’s Report. However, the proposed District assessments for Zone 4, 5, 6, and 7 for the fiscal year 2021-2022 levy are proposed to be increased as detailed in the Engineer’s Report, which also includes a description of the annual assessment inflationary adjustment applicable to District assessments and any proposed new or increased assessments, and the requirement that any increase not exceed the annual change in CPI plus 2 percent, in accordance with the adjustment authorized by the property owners when such zones were annexed into the District. SECTION 5. In accordance with Streets and Highways Code Section 22660(a), the City Council has determined that the estimated cost of certain proposed improvements, described in Section 22525, subdivisions (a) through (d), are greater than can conveniently be raised from a single assessment, and, as a result, shall be collected in installments and held in a reserve account, as noted in the Engineer’s Report. DESCRIPTION OF MAINTENANCE G.10.f Packet Pg. 340 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) SECTION 6. The assessments levied and collected shall be for the maintenance of certain landscaping and street lighting improvements including but not limited to: planting, shrubbery and tree maintenance, light poles, light fixtures and appurtenant facilities as required to provide lighting in public right-of-ways and easements, as set forth in the Engineer's "Report," referenced and so incorporated herein. COUNTY AUDITOR SECTION 7. The County Auditor shall enter on the County Assessment Roll the amount of the assessments, and shall collect said assessments at the time and in the same manner as County taxes are collected. After collection by the County, the net amount of the assessments, after the deduction of any compensation due to the County for collection, shall be paid to the Treasurer for purposes of paying for the costs and expenses of said District. SPECIAL FUND SECTION 8. That all monies collected shall be deposited in a special fund known as "SPECIAL FUND”, CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 Payment shall be made out of said fund only for the purpose provided for in this Resolution, and in order to expedite the making of this maintenance and improvement, the City Council may transfer into said funds as it may deem necessary to expedite the proceedings. Any funds shall be repaid out of the proceeds of the assessments provided for in this Resolution. BOUNDARIES OF DISTRICT SECTION 9. Said contemplated maintenance work is, in the opinion of this City Council, of direct benefit to the properties within the boundaries of the District, and this City Council makes the costs and expenses of said maintenance chargeable upon a district, which district said City Council hereby declares to be the district benefited by said improvement and maintenance, and to be further assessed to pay the costs and expenses thereof. Said District shall include each and every parcel of land within the boundaries of said District, as said District is shown on a map as approved by this City Council and on file in the Office of the City Clerk, and so designated by the name of the District. NOTICE OF PUBLIC HEARING G.10.f Packet Pg. 341 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) SECTION 10. NOTICE IS HEREBY GIVEN THAT TUESDAY, JUNE 22, 2021, AT THE HOUR OF 6:00 P.M., IN THE CITY COUNCIL CHAMBERS LOCATED AT 22795 BARTON ROAD, GRAND TERRACE, CALIFORNIA, IS THE TIME AND PLACE FIXED BY THIS CITY COUNCIL FOR THE HEARING OF PROTESTS OR OBJECTIONS IN REFERENCE TO THE ANNUAL LEVY OF ASSESSMENTS, TO THE EXTENT OF THE MAINTENANCE, AND ANY OTHER MATTERS CONTAINED IN THIS RESOLUTION BY THOSE PROPERTY OWNERS AFFECTED HEREBY. ANY PERSONS WHO WISH TO OBJECT TO THE PROCEEDINGS SHOULD FILE A WRITTEN PROTEST WITH THE CITY CLERK PRIOR TO THE TIME SET AND SCHEDULED FOR SAID PUBLIC HEARING. SECTION 11. The City Clerk is directed to publish this Resolution of Intention pursuant to Government Code Section 6061, said publication to be completed no later than ten (10) days prior to the date set for the Public Hearing. PROCEEDINGS INQUIRIES SECTION 12. For any and all information relating to the proceedings, protest procedure, any documentation and/or information of a procedural or technical nature, your attention is directed to the below listed person at the local agency or department so designated: Shanita Tillman, Management Analyst CITY OF GRAND TERRACE 22795 Barton Road Grand Terrace, California 92313 EFFECTIVE DATE SECTION 13. That this Resolution shall take effect immediately upon its adoption. SECTION 14. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 25th day of May, 2021. _____________________________ Darcy McNaboe, Mayor ATTEST: G.10.f Packet Pg. 342 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) _____________________________ Debra L. Thomas, City Clerk APPROVED AS TO FORM: _____________________________ Adrian R. Guerra, City Attorney G.10.f Packet Pg. 343 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I, Debra L. Thomas, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2021- _______ was duly passed, approved and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, all at the regular meeting of said City Council held on the 25th day of May, 2021, and that the same was passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: EXECUTED this 25th day of May, 2021, at Grand Terrace, California. _________________________________ Debra L. Thomas City Clerk for the City of Grand Terrace [SEAL] G.10.f Packet Pg. 344 At t a c h m e n t : 6 . R e s o l u t i o n - I n t e n t i o n ( t o p u b l i s h ) [ R e v i s i o n 3 ] ( 2 0 2 1 - 2 0 2 2 L a n d s c a p e & L i g h t i n g A s s e s s m e n t D i s t r i c t 8 9 - 1 I n t e n t ) AGENDA REPORT MEETING DATE: May 25, 2021 Council Item TITLE: Approval and Adoption of the Amended City of Grand Terrace Council Procedures and the Censure Policy for City Commissions, Boards, and Committees PRESENTED BY: Adrian Guerra, City Attorney RECOMMENDATION: 1. Approve and adopt the amended City of Grand Terrace Council Procedures in substantially the form as attached. 2. Approve and adopt a Censure Policy for City Commissions, Boards, and Committees in substantially the form as attached and direct the City Staff to integrate the same into any policies and procedures for each City Commission, Board, and Committee as may be required. 2030 VISION STATEMENT: This staff report supports City Council Goal #5, “Engaging in Proactive Communication” by establishing policies and procedures for meetings of the City Council to promote community participation and promoting orderly meetings. BACKGROUND: On January 8, 2019, staff and the City Attorney were directed by the City Council to begin working on the development of an updated policy manual for the City Council and present back to Council at its March 2019 regular meeting which was rescheduled to June 25, 2019. On June 25, 2019, the City Attorney presented a staff report to Council which included proposed text changes to the current City of Grand Terrace Council Procedures, other City models, and sample Codes of Ethics. The City Council accepted a change regarding “Future Agenda Items” on the agenda. The City Council also selected Council Member Sylvia Robles as a subcommittee to review, consider and propose changes and updates to City Council Policies and Procedures. On August 6, 2020, Council Member Sylvia Robles, representative of the subcommittee established by the City Council, with the assistance of G. Harold Duffey, City Manager and Adrian Guerra, City Attorney, provided an analysis of the City Council Procedures and recommendations for discussion. At that meeting, the City Council approved certain revisions for inclusion in updated Policies and Procedures, which are included in the draft provided. G.11 Packet Pg. 345 At the January 21, 2021, Special Meeting, the City Council created a subcommittee consisting of Mayor Pro Tem Hussey and Council Member Wilson (“Subcommittee”) to work on Standards for Office. The City Council further assigned the City Attorney to work with the Subcommittee to draft a City Council censure policy. On February 2, 2021, the City Manager met with the Subcommittee. The Subcommittee prepared an initial draft of a censure policy, which was subsequently provided to the City Attorney. On February 22, 2021, the City Attorney met with the Subcommittee to discuss their additional comments to the draft censure policy. The City Attorney incorporated these additional comments into the draft censure policy. On March 23, 2021, the City Council approved a censure policy for the City Council, which allowed the censure of sitting council members and sitting members of the City’s commissions, boards, and committees by sitting Council members. The City Council provided further direction to the City Attorney to make revisions that clarify how the censure policy would work and to integrate the amendments to the City of Grand Terrace Council Procedures along with other amendments to the procedures. The City Council also provided further direction to the City Attorney to draft a parallel policy for the City’s commissions, boards, and committees. DISCUSSION: Amended City of Grand Terrace Council Procedures Based upon direction received at the above-mentioned meetings, the City of Grand Terrace Council Procedures was amended to incorporate the clarifications and new procedures such as: 1. Revise references to “Mayor” to “Chair” and “Mayor Pro Tem” to “Vice Chairs,” as applicable. 2. Add reference to Brown Act provision regulating City Council meetings. 3. Section 1.8: added time at which City Council meetings will end. 4. Section 2.1: Revised City Council Agenda Template to include “City Council Communications” and “Requests for Future Agenda Items By a Councilmember” sections (including definitions). Further, revised procedure for removing items from consent calendar. 5. Section 2.6: Revised so that “action minutes” are taken and to require hyperlinks to PowerPoint presentations/Council communications in the minutes. 6. Section 2.7: Add general public hearing scripts for (1) where hearing involves attendance of applicant and (2) where hearing does not include an applicant. 7. Section 2.9: Add language on ordinance placement (1st reading is new business or public hearing as required; 2nd reading is on consent unless otherwise required by law). 8. Section 4.9: revised to clarify that council members recognized to speak shall not be interrupted unless (1) a point of order is raised by another council member or (2) the recognized council member yields to questions from another. G.11 Packet Pg. 346 9. Section 4.9: Add language relating Sergeant at Arms. 10. Section 4.10: Add language to provide procedure to recess and reconvene Council meeting if there is a disruption of the meeting. 11. Section 4.11: Add a Section on “Enforcement” (i.e., Censure Policy). 12. Section 6.1: Add procedure and rules of order for agenda items and motions to proceed. The amended City of Grand Terrace Council Procedures is attached to this staff report. A clean final version and a version showing all of the revisions are both attached. Censure Policy for City Commissions, Boards, and Committees As stated above, the City Council also directed the City Attorney to draft a censure policy for City commissions, boards, and committees. While the censure policy in the amended City of Grand Terrace Council Procedures allows sitting council members to censure other sitting council members and members of the City’s commissions, boards, and committees, this proposed censure policy will allow City commissions, boards, and committees to censure their own members. For example, a sitting member of the City’s Planning Commission/Site and Architectural Review Board (“Planning Commission”) would be able to initiate the censure of a fellow planning commissioner by the Planning Commission but would not be able to do the same to a member of the Parks & Recreation Advisory Committee. The procedures under this censure policy will generally be the same as the policy for the City Council. RECOMMENDATION: Based upon the forgoing, the City Council is recommended to (1) Approve and adopt the amended City of Grand Terrace Council Procedures in substantially the form as attached and (2) Approve and adopt a Censure Policy for City Commissions, Boards, and Committees in substantially the form as attached and direct the City Staff to integrate the same into any policies and procedures for each City Commission, Board, and Committee as may be required. FISCAL IMPACT: None. ATTACHMENTS: • Amended Council Procedures (REDLINE) (DOCX) • Amended Council Procedures (CLEAN) (DOCX) • Draft Commission and Committees Censure Policy for 5-18-2021(DOCX) APPROVALS: Adrian Guerra Completed 05/20/2021 3:45 PM Finance Completed 05/20/2021 2:51 PM City Attorney Completed 05/20/2021 3:46 PM G.11 Packet Pg. 347 City Manager Completed 05/20/2021 5:08 PM City Council Pending 05/25/2021 6:00 PM G.11 Packet Pg. 348 01247.0001/717502.2 City of Grand Terrace Council Procedures Adopted August 10, 2006 Revised January 13, 2015 Revised June 25, 2019 Revised May ___, 2021 G.11.a Packet Pg. 349 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717502.2 TABLE OF CONTENTS MEETINGS ADD: REFERENCE GOVERNMENT CODE SECTION THAT REGULATES CITY COUNCIL MEETINGS 1.1 Regular Meetings…………………………………………………………………..…1 1.2 Adjourned Meetings………………………………………………………………..…1 1.3 Special Meetings……………………………………………………………………...1 1.4 Emergency Meetings………………………………………………………………...1 1.5 Closed Sessions-Matters of Discussion………………………………………….…1 1.6 Closed Session-Report of Action/Statement of Reasons…………………………2 1.7 Quorum…………………………………………………………………………………2 1.8 TIME MEETING ENDS ORDER OF BUSINESS 2.1 Agenda ....................................................................................................................... 2 CITY COUNCIL COMMUNICATIONS LOCATION REQUESTS FOR FUTURE AGENDA ITEM BY A COUNCIL MEMBER 2.2 Requests for Future Agenda Items by the Public …. ........................................ 3 2.3 Call to Order…… .............................................................................................. 4 2.4 Roll Call ............................................................................................................ 4 2.5 Absence of City Clerk ....................................................................................... 4 2.6 Preparation/Approval of Minutes ....................................................................... 4 ACTION MINUTES HYPERLINKS – POWERPOINT PRESENTATION/COUNCIL COMMUNICATIONS 2.7 Public Hearings................................................................................................. 4 ADD TWO SEPARATE PUBLIC HEARING SCRIPTS 2.8 Resolutions. ............................................................................................................... 5 2.9 Ordinances ................................................................................................................. 5 ORDINANCE PLACEMENT 2.10 Urgency Ordinances (Emergency) .................................................................. 6 2.11 Consideration of Items not on the City Council Agenda .................................. 6 2.12 Adjournment ............................................................................................................. 6 III PRESIDING OFFICER 3.1 Presiding Officer ............................................................................................... 6 3.2 Participation of Presiding Officer ....................................................................... 6 3.3 Question (Motion) to be Stated ......................................................................... 6 3.4 Signing of Document ........................................................................................ 6 3.5 Maintenance of Order. ...................................................................................... 6 IV RULES, DECORUM, AND ORDER 4.1 Points of Order. ................................................................................................. 7 4.2 Decorum and Order - Council Members. .......................................................... 7 4.3 Decorum and Order - Employees. .................................................................... 7 4.4 Decorum and Order - Public. ............................................................................ 8 4.5 Personal Interest ............................................................................................... 9 4.6 Limitation of Debate .......................................................................................... 9 4.7 Dissent and Protest. ......................................................................................... 9 4.8 Procedures and Rules ...................................................................................... 9 G.11.a Packet Pg. 350 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717502.2 4.9 SERGEANT AT ARMS 4.10-IMPLEMENT A PROCEDURE TO RECESS & RECONVENE THE CITY COUNCIL MEETING IF THERE IS A DISRUPTION OF THE MEETING BY MEMBERS OF THE PUBLIC 4.11 CITY ATTORNEY TO CREATE CENSURE POLICYENFORCEMENT V ADDRESSING THE COUNCIL 5.1 Manner of Addressing the Council .................................................................. 10 5.2 Time Limitation ............................................................................................... 10 5.3 Addressing the Council After Motion is Made ................................................. 10 5.4 Written Communication ................................................................................... 10 VI MOTIONS PROCEDURE & RULES OF ORDER FOR AN AGENDA ITEM AND MOTION TO PROCEED IN SPECIFIC ORDER 6.1 Processing of Motions. .................................................................................... 10 6.2 Division of Motion ........................................................................................... 10 6.3 Order of Motions ............................................................................................. 10 6.4 Particular Motions, Purpose, and Criteria ........................................................ 11 VII VOTING 7.1 Voting Procedure ............................................................................................ 12 7.2 Voting ....................................................................................................................... 12 7.3 Failure to Vote ................................................................................................ 12 7.4 Reconsideration .............................................................................................. 12 VIII ROSENBERG’S RULES OF ORDER…………………………………………………... 14 G.11.a Packet Pg. 351 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 4 01247.0001/717502.2 I MEETINGS REFERENCE GOVERNMENT CODE SECTION THAT REGULATES CITY COUNCIL MEETINGS The Ralph M. Brown Act, commencing at Government Code Section 54950 et seq., (“Brown Act”) governs the meetings of the City Council. Except for very limited circumstances, the Brown Act requires that all City Council meetings be conducted in open session. 1.1 REGULAR MEETINGS. The Regular City Council Meetings are held on the second and fourth Tuesday of every month, beginning at 6:00 p.m. 1.2 ADJOURNED MEETINGS. Any regular or adjourned meeting may be adjourned to a time, place, and date certain, but not beyond the next regular meeting. 1.3 SPECIAL MEETINGS. A special meeting may be called at any time by the Presiding Officer of the legislative body of a local agency, or by a majority of the members of the legislative body, by delivering written notice to each member of the legislative body and to each local newspaper of general circulation and radio or television station requesting notice in writing. The notice shall be delivered personally, by fax or e-mail or by any other means and shall be received at least 24-hours before the time of the meeting as specified in the notice. The call and notice shall specify the time and place of the special meeting and the business to be transacted or discussed. No other business shall be considered at these meetings by the legislative body. The written notice may be dispensed with as to any member who at, or prior to, the time the meeting convenes files with the clerk or secretary of the legislative body a written waiver of notice. The waiver may be given by telegram, fax or e-mail. The written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes. The call and notice shall be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the public. 1.4 EMERGENCY MEETINGS. In the case of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, a legislative body may hold an emergency meeting without complying with either the 24-hour notice requirement or the 24-hour posting requirement of Government Code Section 54956, or both of the notice and posting requirements. 1.5 CLOSED SESSIONS - MATTERS OF DISCUSSION. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 54954.5. Following the conclusion of closed session, G.11.a Packet Pg. 352 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 5 01247.0001/717502.2 any action taken shall be reported in open session if required by Government Code Section 54957.1. All meetings of the Council shall be open to the public; however, the Council may hold Closed Sessions, from which the public may be excluded, for consideration of the following subjects: b. Threatened or anticipated litigation against the local agency; c. Commencement of litigation; d. Real estate negotiations; e. Public Employment; and f. Labor Negotiations 1.51.6 CLOSED SESSIONS - REPORT OF ACTION/STATEMENT OF REASONS. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 554954.5. Following the conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957.1. Prior to, or after, a Closed Session, the Council shall state the general reason, or reasons, for the Closed Session. The Council may consider only those items covered in the statement. 1.61.7 QUORUM. A majority of the Council (three members) shall be sufficient to conduct business. In the absence of a majority of the Council Members from a regular or adjourned meeting, the City Clerk may declare the meeting adjourned to a stated day and hour. Motions may be passed by a 2-1 vote if only three Members are present. However, the following matters require a minimum of three affirmative votes: a. Ordinances (emergency/urgency ordinances require four affirmative votes); b. Resolutions; c. Orders for payment of money; d. Selection of Officers (exclusive of Presiding Officer). 1.71.8 CITY COUNCIL MEETINGS TO END AT 10:00 P.M. COUNCIL TO DECIDE & ANNOUNCE WHETHER IT WILL EXTEND THE MEETING AFTER 10:00 P.M. WITH AN AFFIRMATIVE VOTE BY THE MAJORITY OF COUNCIL MEETING END TIME. Except as to matters discussed in closed session in compliance with the Brown Act, City Council meetings shall conclude at 10:00 P.M. If the City Council desires to continue after 10:00 P.M., then a motion may be made to extend the meeting after 10:00 P.M., provided that such a motion shall specify the proposed meeting end time and shall require a second (e.g., “I move to extend the meeting end time to 11:00 P.M.”). This motion shall require approval of a majority of the City Council members then voting in order to pass. G.11.a Packet Pg. 353 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 6 01247.0001/717502.2 II ORDER OF BUSINESS 2.1 AGENDA. The order of business of Council meetings will be listed in the Agenda prepared by the City Clerk. The Council will follow the order of business in the prepared Agenda; items of general, or special, interest may be taken out of order by the Mayor ChairChair or by a majority vote of the Council. a. Posting. The Agenda will be posted in three public places designated by Council for such purpose and will be available for public review at City Hall at least 72-hours prior to the commencement of regular meetings. All Agenda packet material will be available for review at City Hall and at Council Chambers. The designated public places for posting the agenda are the Civic Center, Library and the Senior Center. b. Consent Calendar. Consent Calendar items are considered by Council to be routine and noncontroversial and will all be enacted by one motion in the form listed. There will be no separate discussion of these items prior to the time the Council votes on the motion to adopt unless members of the Council, Staff, or the public request specific items be removed from the Consent Calendar for separate action. The Check Register will routinely appear on the Consent Calendar. b. ADD: WHEN A COUNCIL MEMBER REMOVES AN ITEM FROM THE CONSENT CALENDAR, IT IS THAT COUNCIL MEMBER’S RESPONSIBILITY TO MOVE THE ITEM; I.E. MOVE TO APPROVE, MOVE TO DENY, MOVE TO CONTINUE, OR FINALIZE THE ITEM IN SOME WAY. Any Council Member may request that an item be removed from the Consent Calendar. Removed items will be heard immediately after approval of the remaining items on the Consent Calendar or later in the meeting. If a Council Member removes an item from the Consent Calendar, then he or she shall have the responsibility to make a motion on the item (e.g., a motion to approve, deny, continue, etc.). c. Public Comment. This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss, or act on, any item not on the agenda, but may briefly respond to statements made or ask a question for clarification. The Mayor ChairChair 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. Formatted: Indent: Left: 1.13", No bullets ornumbering G.11.a Packet Pg. 354 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 7 01247.0001/717502.2 d. Requests for Future Agenda Items by City Council. The agenda shall contain a section entitled “Requests for Future Agenda Items by City Council.” If a City Council Member is interested in a task or project that will require more than one hour of staff time to complete, the City Council Member shall submit the item to the City Manager and the item shall be agendized in this section to ask the City Council if time should be spent on preparing a report on the proposed item. To ensure compliance with the Brown Act, all item requests shall be submitted to the City Manager at least one week in advance of the meeting so that the item can be included on the agenda under this section. In order for any listed item to be placed on a future agenda for substantive discussion, the City Council must act by formal motion (i.e., requires a motion and a second) to direct the City Manager to place the item on a future agenda. Pursuant to the requirements of the Brown Act, no other items may be considered other than those listed in this section. G.11.a Packet Pg. 355 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 8 01247.0001/717502.2 e. Public Comment on Agenda Items. Members of the public will be given an opportunity to address items on the agenda, before action is taken on the items, by filing out a speaker card indicating their desire to speak on a specific agenda item. ADD DEFINITION OF COUNCIL COMMUNICATIONS LOCATION ON AGENDA HERE f. City Council Communications. This section shall be placed at the end of the Council Agenda, but immediately before the “City Manager Communications” section. This is an opportunity for the Mayor and Council Members to report on their activities and the actions of the Committees upon which they sit and to bring a matter to the attention of the full Council and staff. When a Council Member travels at the City’s expense serving as a representative of the City at a committee meeting or conference, the Council Member must provide an update report on that activity at the next Council meeting. Any matter that was considered during the public hearing portion is not appropriate for discussion in this section of the agenda. NO ACTION CAN BE TAKEN AT THIS TIME. e.g. City Manager Communications. This is an opportunity for the City Manager to make any City-related announcements to the Council and members of the public. 2.2 REQUESTS FOR FUTURE AGENDA ITEMS BY THE PUBLIC. 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. The City Clerk will provide copies of the request to Council Members prior to the next Council meeting; however, it is the City Manager's, or majority of Council's, discretion whether to place the item on the next regular Agenda. 2.3 CALL TO ORDER. The meeting of the Council shall be called to order by the Mayor ChairChair or, in his/her absence, the Mayor Pro Tem Vice-ChairVice Chair. (See Section 3.1 for absence of Mayor ChairChair and Mayor Pro Tem Vice-ChairVice Chair.) In the absence of all Council Members, the City Clerk shall call the meeting to order and declare the same adjourned to a stated day and hour. The meetings will be opened with invocation and the Pledge of Allegiance. 2.4 ROLL CALL. A roll call of Mayor ChairChair and Council Members will be conducted by the City Clerk, who enters the names of those present and those absent in the Minutes. 2.5 ABSENCE OF CITY CLERK. If the City Clerk is absent from a Council meeting, G.11.a Packet Pg. 356 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 9 01247.0001/717502.2 the Deputy City Clerk acts in the Clerk's behalf. If there is no Clerk or Deputy present, the Mayor ChairChair shall appoint a Council Member to serve as City Clerk Pro Tempore (Gov’t Code § 36804). 2.6 PREPARATION/APPROVAL OF MINUTES. It is the City Clerk's responsibility to maintain a record (Minutes) of Council meetings. The Clerk shall have exclusive responsibility for preparation of the Minutes, and any directions for changes in the Minutes may be made only by Council action. In order to maintain a full and true Minute record, the Minutes shall consist of a clear and concise statement of each and every Council action including motions made and the vote thereon. Items may be included if considered to be particularly relevant or otherwise necessary by the Clerk. Action Minutes will be taken of all City Council meetings (Regular, Special; Emergency) by the City Clerk, or designee. Any Council Member may request a statement be included in the Minutes by indicating "for the record." The Minutes shall also include hyperlinks to allow access to staff reports, attachments and any presentation materials (e.g., PowerPoint presentations) presented to the City Council. ADD POWERPOINTS AND COUNCIL COMMUNICATIONS HYPERLINKED LANGUAGE HERE 2.7 PUBLIC HEARINGS. It is the policy of the Council to assure that the due process rights of all persons are protected during City hearings. A “quasi-judicial” hearing is a hearing that requires a higher level of procedural due process because of the potential impact on life, liberty or property). Usually, quasi-judicial hearings involve a single parcel of land and apply facts and evidence in the context of existing law. Findings must be stated to explain the evidentiary basis for the Council’s decision. The following procedure is suggested for conducting public hearings in which there is an applicant (e.g., land use applications: a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing. 1. Applicant’s presentation on the Public Hearing Item. 2. Council asks questions of the Applicant. 3. Public Testimony in favor and against the Public Hearing Item. 4. Applicant’s rebuttal. G.11.a Packet Pg. 357 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 10 01247.0001/717502.2 f. Close the Public Hearing. g. Council deliberates on the Public Hearing item. h. Council votes. The following procedure is suggested for conducting public hearing in which there is no applicant (e.g., a City-initiated change to the Development Code): a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing to allow public testimony in favor and against the Public Hearing Item. f. Close the Public Hearing. g. Council deliberates on the Public Hearing Item. h. Council votes on the item. TWO SEPARATE PUBLIC HEARING SCRIPTS TO BE CREATED BASED ON ATTENDANCE BY APPLICANT AND ANOTHER WHEN THERE IS NO APPLICANT, JUST A STAFF REPORT 2.72.8 RESOLUTIONS Resolutions Not Prepared in Advance of a City Council meeting: When a resolution has not been prepared in advance of a City Council meeting, the procedure shall be to instruct the City Attorney to prepare a resolution for presentation at the next Council Meeting. Urgency Resolutions: In matters of urgency, a resolution may be presented verbally, with specific instructions to the City Attorney and staff for written preparation of the urgency resolution. After the resolution has been verbally stated, the resolution may be adopted by three affirmative votes. Urgency resolutions shall be avoided except when absolutely necessary. G.11.a Packet Pg. 358 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 11 01247.0001/717502.2 2.82.9 ORDINANCES Consent Calendar Agenda Item #1, on the City Council agenda shall waive full reading of all ordinances on the City Council agenda. DEFINE ORDINANCE PLACEMENT ON AGENDA: 1ST READING UNDER PUBLIC HEARING 2ND READING UNDER CONSENT CALENDAR Council will approve the introduction, or first reading, of the ordinance, by title only and if approved, the adoption and second reading will be scheduled for the following Council meeting. The first reading of a proposed ordinance will be placed under the “New Business” or “Public Hearing” sections of the agenda pursuant to applicable law. The second reading of a proposed ordinance will be placed on the Consent Calendar except as otherwise required by applicable law. With the exception of urgency (emergency) ordinances, no ordinance shall be adopted by the Council on the date of introduction, nor within five days thereafter, nor at any time other than a regular or adjourned regular meeting. An ordinance must be adopted, at its second reading, by at least three affirmative votes, and becomes effective 30 days thereafter (an urgency ordinance requires a minimum of four affirmative votes and becomes effective immediately, Ref: Sec. 2.10). If an ordinance is altered after first reading, a motion for an amended first reading is required. The ordinance shall not be considered for adoption until five days thereafter. Correction of a typographical or clerical error does not constitute alteration of the ordinance. 2.92.10 URGENCY ORDINANCES (EMERGENCY). An ordinance which is necessary to go into effect immediately and requires a four-fifths vote to do so. It is required, however, to be on the regular posted City Council agenda. 2.102.11 CONSIDERATION OF ITEMS NOT ON THE CITY COUNCIL AGENDA. No matters, other than those appearing on the Agenda, will be acted upon by the City Council, except matters which are deemed to be of an emergency nature requiring action prior to the next regular meeting and which arose after the posting of the Agenda. Adding such items requires a four-fifths vote of the City Council. 2.112.12 ADJOURNMENT. Adjournment of the meeting to the next regular meeting does not require a motion. A motion is required to adjourn a meeting to an adjourned meeting specifying the date, time, and place of said adjourned meeting. III G.11.a Packet Pg. 359 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 12 01247.0001/717502.2 PRESIDING OFFICER 3.1 PRESIDING OFFICER. The Mayor ChairChair shall be the Presiding Officer at all meetings of the Council. In the absence of the Mayor ChairChair, the Mayor Pro Tem Vice-ChairVice Chair shall preside. In the absence of both the Mayor ChairChair and Mayor Pro Tem Vice-ChairVice Chair, the Council shall elect a temporary Presiding Officer to serve until the arrival of the Mayor ChairChair or Mayor Pro Tem Vice-ChairVice Chair, or until adjournment. The terms "Presiding Officer," "Mayor," and "Chair" shall be used interchangeably within this manual. 3.2 PARTICIPATION OF PRESIDING OFFICER. The Presiding Officer is, primarily, responsible for the conduct of the meeting; may move, second, and debate from the Chair, subject only to such limitations of debate as are imposed on all Council Members; and shall not be deprived of any such rights and privileges. 3.3 QUESTION (MOTION) TO BE STATED. The Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. Following the vote, the City Clerk shall announce whether the motion carried or was defeated. In cases where the action of the Council may be unclear for those in the audience, the Mayor ChairChair shall summarize the action of the Council before proceeding to the next item of business. 3.4 SIGNING OF DOCUMENT. Subject to Council policy, the Mayor ChairChair shall sign ordinances, resolutions, and contracts approved by the Council at meetings at which he/she is in attendance. In the event of his/her absence, the Mayor Pro Tem Vice-ChairVice Chair shall sign all such documents approved and adopted by Council. 3.5 MAINTENANCE OF ORDER. The Mayor ChairChair is responsible for the maintenance of order and decorum at all times. No person shall be allowed to speak who has not first been recognized by the Chair. All questions and remarks shall be addressed to the Chair. IV RULES, DECORUM, AND ORDER 4.1 POINTS OF ORDER. The Presiding Officer shall determine all Points of Order subject to the right of any Council Member to appeal to the Council. If any appeal is taken, the question shall be in the following form: “Shall the decision of the Presiding Officer be sustained?" In this event, a majority vote shall govern and conclusively determine such question of order. G.11.a Packet Pg. 360 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 13 01247.0001/717502.2 4.2 DECORUM AND ORDER – COUNCIL MEMBERS 1. Every Council Member desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the question under debate. 2. Every Council Member desiring to question the administrative staff shall address questions to the City Manager or City Attorney, who shall be entitled to either answer the inquiry or designate a member of staff for that purpose. 3. AA Council Member who is recognized to speak by the Presiding Officer shall not be interrupted except in the following circumstances: (i) a point of order is raised by another Council Member; or (ii) the recognized Council Member yields to questions from another Council Member., once recognized, shall not be interrupted while speaking unless called to order by the Mayor Chair, unless a point of order is raised by another Council Member, or the speaker chooses to yield to questions from another Council Member. [CITY ATTORNEY TO REVISE THIS PARAGRAPH TO PROVIDE MORE CLARITY.] 3. 5. The Mayor ChairChair and Council Members shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Council and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statements as to motives and personalities. 6. Any Council Member may move to require the Mayor ChairChair to enforce the rules, and the affirmative vote of a majority of the Council shall require the Mayor C h a i r Chair to so act. 4.3 DECORUM AND ORDER – EMPLOYEES. Members of the Administrative staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the Council. The City Manager shall ensure that all City Employees observe such decorum. Any Staff member, including the City Manager, desiring to address the Council shall first be recognized by the Chair. All remarks shall be addressed to the Chair, and not to anyone individual Council Member or public member. 4.4 DECORUM AND ORDER – PUBLIC. The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. a. Any member of the public who engages in disorderly behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of any City Council meeting shall, upon an order by the Presiding Officer or a majority of the City Council, be barred from further audience before the City Council during that meeting, pursuant to the provisions of subsection (c), below. Formatted: Indent: Left: 0.95", No bullets or numbering G.11.a Packet Pg. 361 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 14 01247.0001/717502.2 b. Disorderly behavior under subsection (a) may include, but is not limited to, the following: 1. Speaking without being recognized by the Presiding Officer. 2. Continuing to speak after the allotted time has expired. 3. Speaking on an item at a time not designated for discussion by the public of that item. 4. Throwing objects. 5. Speaking on an issue that is not within the jurisdiction of the City Council. 6. Attempting to engage the audience rather than the City Council. 7. Refusing to modify conduct after being advised by the Presiding Officer that the conduct is disrupting the meeting or disobeying any other lawful order of the Presiding Officer or a majority of the City Council c. Enforcement. The rules of conduct while addressing the City Council set forth above shall be enforced in the following manner: 1. Call to order and warning to desist. Whenever practicable, the Presiding Officer or a majority of the City Council shall give a warning to the person who is breaching the rules of conduct to be orderly and to comply with the rules of conduct hereunder. Such a warning shall articulate the rule of conduct being violated and the manner in which the person must comply. A warning shall not be necessary when it would not be effective under the circumstances, including when, but not limited to, the disturbance is such that the warning cannot be heard above the noise, or the conduct of the person or persons constitutes an immediate threat to public safety, such as the throwing of objects or specific threats of harm and the apparent, present ability to carry out such threats. A warning shall also not be necessary when an individual violates the rules of conduct more than once during a Council meeting, or continuously violates the rules of conduct Council meeting after Council meeting. 2. Order barring person from meeting. A person who engages in disorderly behavior shall be barred from the remainder of that council meeting by the Presiding Officer or a majority of the City Council when that person: (i) continues the disorderly behavior after receiving a warning pursuant to subsection (c)(1); (ii) ceases the disorderly behavior upon receiving a warning pursuant to subsection (c)(1), but later in the same council meeting resumes such disorderly behavior; or (iii) engages in disorderly behavior and no warning is practicable under the circumstances, pursuant to subsection (c)(1). G.11.a Packet Pg. 362 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 15 01247.0001/717502.2 The continuation of disorderly behavior after receiving a warning, repeated disorderly behavior during a Council meeting, disorderly behavior at Council meeting after Council meeting, or disorderly behavior that is so significant that a warning cannot be given, constitutes the type of behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of a City Council meeting. 3. Removal. If the person barred from the meeting does not voluntarily remove him/herself upon being instructed to do so by the Presiding Officer or a majority of the City Council, the Presiding Officer or the majority of the City Council may direct the sergeant-at-arms to remove that person from the Council Chamber. 4.5 PERSONAL INTEREST - No Council Members prevented from voting by legal conflict of interest shall remain at the Council dais during the debate and vote on any such matter. In the event of such conflict, the Council Members shall state for the record the basis for the conflict of interest and leave the Council dais prior to the commencement of discussion of the issue. 4.6 LIMITATION OF DEBATE - No Council Member shall be allowed to speak more than once upon anyone subject until every other Council Member choosing to speak has spoken. Merely asking a question or making a suggestion is not considered as speaking. 4.7 DISSENT AND PROTEST - Any Council Member shall have the right to express dissent from, or protest to, any action of the Council and request that the reason be entered into the Minutes. 4.8 PROCEDURES AND RULES - In a rule to govern a point of procedure, Rosenberg’s Rules of Order shall govern, unless there is a conflict between the rules set forth herein in Sections 1.1 through 7.4, at which point Sections 1.1 through 7.4 shall govern. 4.9 SERGEANT AT ARMS – The Council may, from time to time, appoint a Sergeant-at-Arms and, if requested, he or she shall attend the meetings of the Council. 4.10 MEETING DISRUPTIONS – In the event that there is a disruption that results in the Council not being able to conduct its business, the Chair may immediately recess the meeting for a defined period of time. In the event that the disruption continues in a manner that prevents the Council from conducting its business after reconvening, then the Chair may order the Sergeant-at-Arms to remove the disruptive members of the public from the Council Chambers. 4.8 ENFORCEMENT – a. For the purposes of this Section 4.11, the following definitions apply G.11.a Packet Pg. 363 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 16 01247.0001/717502.2 unless context dictates otherwise: “Legislative Body” shall mean the City Council, its boards, commissions, and committees as applicable. “Member” shall mean a member of the Legislative Body as applicable. b. Oath of Office Tradition dictates the espousal of certain conventions that bear historical and moral significance in the hearts of generations. Oaths are intended to impress upon the mind of the swearer a sense of gravity appurtenant to vesting oneself in selfless service for the benefit of others. The following Oath of Office is consistent with that provided under Article XX of the California Constitution and is in similar form to that which has been voiced since the First United States Congress of 1789, and fulfills the spirit of Article VI of the United States Constitution and the Judiciary Act of 1789. “I, ___________, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter, so help me God.” The phrase “so help me God” in the above shall be optional. Failure to state the phrase “so help me God” shall not affect an individual’s ability to hold office. c. Acceptable Code of Conduct Incident to the Oath of Office is an Acceptable Code of Conduct, because to simply swear to defend is insufficient. A Member cannot be responsible for that which he or she is not aware. Cohesive conduct and order among Members are necessary elements of parliamentary procedure when conducting public business. When conducting business under color of authority, or representing their Legislative Body in general, Members shall comply with the Acceptable Code of Conduct which requires Members to do the following: 1. Read and examine the agenda, agenda packet materials, appurtenant reference documents, and exhibits in preparation for the public meeting. 2. Respect the order of the agenda and meeting format. 3. Perform to the best of my ability to represent the interests of his or G.11.a Packet Pg. 364 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 17 01247.0001/717502.2 her constituents. 4. Maintain an impartial and open mind throughout the process. 5. Recuse himself or herself in the event of conflicts of interest. 6. Contribute his or her best effort to maintain order and foster trust. 7. Speak in restrained tones to encourage civility. 8. Address a topic only when granted the floor by the Chair. 9. Restrict his or her comments to the subject at hand. 10. Avoid discussion on topics that have not been noticed on the agenda. 11. Exercise common courtesy and decorum when dealing with fellow Members, City staff, and the general public. 12. Avoid bullying, pursing personal attacks, engaging in character assassination, or indulging in verbal insults against his or her colleagues, staff or the public. 13. Support freedom of expression that is absent disruptive intent. 14. Attend all necessary meetings and workshops. 15. Provide proper advance notice in the event of an emergency that might affect his or her ability to attend meetings. 16. Foster participation in the process, facilitate discussion, and promote good decision making. 17. Form a basic understanding of correct parliamentary procedure and operate subject to the premise that the majority rules. 18. Proceed efficiently, fairly, and effectively. 19. Respect the chain of authority and refuse to circumvent the City Manager. 20. Comply with all laws, including the laws of the City of Grand Terrace. d. Censure of Legislative Body Members 1. General A violation of any condition of office as specified within the Oath of Office, the G.11.a Packet Pg. 365 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 18 01247.0001/717502.2 Acceptable Code of Conduct, or established protocols, standards, policies, rules, resolutions, and laws, by any sitting Member, shall constitute grounds for progressively stronger admonishment, ultimately leading to public censure by the City Council. However, it should be noted that the aim of admonishment is not punitive. The aim of admonishment is to enable good people to pause and reflect. Therefore, a Member may not be made the subject of a motion for censure vote without first being given notice of the violation and an opportunity to correct the violation, if it can reasonably be corrected. For the purposes of participation in local governance, one must assume the best in each other, and a common foundation constitutes the best path to civil and productive discourse. In order to model unity, as well as civility, Members should treat each other and members of the public with dignity and respect. 2. Who May file a Statement of Charges A sitting City Council member may initiate corrective action regarding the behavior of a fellow sitting City Council member by initiating the censure process described in this Section 4.11. Furthermore, a sitting City Council member may initiate corrective action by the censure process described in this Section 4.11 against any sitting member of any City board, commission, or committee. For example, a sitting City Council member may initiate corrective action against a sitting member of the City’s Planning Commission/Site and Architectural Review Board. However, members of City boards, commissions, or committees may not initiate any corrective action pursuant to this Section X against any City Council members, because such boards, commission, and committees are subordinate to the City Council. 3. Censure Procedure Procedures. Censure of a Member shall proceed as follows: (i) Opportunity to Correct. To initiate the process, a charging Member shall first provide a charged Member notice of the alleged violation. The charged Member shall be provided an opportunity to correct such alleged violation, if it can reasonably be corrected. (ii) Statement of Charges. If the charged Member does not correct the alleged violation, then a Statement of Charges shall be prepared and delivered by the charging Member to the charged Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charging Member shall also concurrently provide a proof of service of the Statement of Charges to the charged Member, the City Clerk, and other Members. In the case of a City G.11.a Packet Pg. 366 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 19 01247.0001/717502.2 Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such Statement of Charges and proof of service shall be delivered to the charged Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. A proper Statement of Charges shall be served as provided above a minimum of 10 days prior to the meeting when the motion for censure shall be made, and shall include: A. The specifics of the violation (including the rule, regulation, law, etc. that was violated), and B. A statement of the date, place, and time of the occurrence, and C. A description of the unsatisfactory behavior. (iii) Response to Statement of Charges. The charged Member may respond to the Statement of Charges in writing within seven (7) days after delivery of the Statement of Charges by delivering it to the charging Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charged Member shall also concurrently provide a proof of service of the Response to Statement of Charges to the charging Member, City Clerk and other Members. In the case of a City Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such response and proof of service shall be delivered to the charging Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. The charged Member may also choose to defer a written response in favor of a verbal response at the hearing on the motion for censure. Nothing herein shall prevent a charged Member to respond both in writing and at the hearing on the motion for censure. (iv) Hearing of Motion for Censure. The motion for censure shall be heard at the first regular meeting of the City Council ten (10) days after the Statement of Charges is served upon the charged Member and City Clerk. A continuance is allowed only if any City Council member is absent. The hearing shall adhere to the following the general process: A The Chair (or, if absent or is the charged Member, then the Vice Chair) shall conduct the hearing in open session. G.11.a Packet Pg. 367 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 20 01247.0001/717502.2 B The charging Member shall read the Statement of Charges and may present witnesses and evidence. C The charged Member may rebut and may present witnesses and evidence. D Members of the public may comment on the Statement of Charges and any witnesses and evidence presented. E The remaining City Council members may address/comment on the charges. F A motion for censure may be made. G The City Council deliberates on the motion for censure and votes on the same. Motion for Censure - Consideration and Passage. Motion for censure passage requires a majority vote of the City Council in open session. If the Statement of Charges includes multiple charges, then the City Council may consider and vote upon each charge individually. If the motion for censure or a particular charge fails to obtain a majority vote, no new motion on the same grounds may be commenced against the same Member for a period of one (1) year. If the motion for censure passes, then the motion for censure and Statement of Charges shall become a part of the public record and record of proceedings. The motion for censure and Statement of Charges shall be disclosable pursuant to the California Public Records Act. Request for Defense or Indemnification. When evaluating a request for defense or indemnification made by a censured Member in litigation arising from the censured conduct, the record of the censure shall be considered by the City Council, but shall not be determinative. Failure of the City Council to censure the conduct of a Member does not constitute waiver of the City Council’s right to refuse to indemnify or defend the Member in an action. 4. Grounds for Censure The basis for a motion of censure under this Section 4.11 may include, but are not limited to, the following acts by a Member: (i) Serial unexcused absences of three or more from his or her regular Legislative Body meetings. (ii) Violating laws and regulations relating to conflicts of interest. (iii) Actions taken against established Legislative Body policy or the Grand Terrace 2030 Vision (as may be amended). G.11.a Packet Pg. 368 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 21 01247.0001/717502.2 (iv) Harassment. (v) Creating a hostile work environment. (vi) Any violation of federal, State, or local laws, rules, regulations, or ordinances, including applicable laws relating to conflict of interest and any City laws, rules, regulations, or ordinances. (vii) Violation of the Acceptable Code of Conduct or the Oath of Office. e. Removal from Office 1. City Council While City Council members may censure one another as provided above, the City Council may not remove a sitting Council Member from office. State law provides the sole mechanisms for removal from office for City Council members. These include: (i) A Recall Petition submitted by members of the public pursuant to Cal Const. Art II, §19 and Elections Code Sections 11000- 11386. (ii) The seat becomes vacant pursuant to Government Code Section 1770. (iii) Quo Warranto proceedings pursuant to Code of Civil Procedure Section 803 brought or authorized by the Attorney General to challenge the right to hold a particular office (this can work in tandem with Government Code Section 1770). (iv) Removal proceedings pursuant to Government Code Section 3060 for certain kinds of misconduct (initiated by grand jury/district attorney). 2. Appointed Members of City Boards, Commissions, and Committees Members of City boards, commissions, and committees who are appointed by the City Council serve at the pleasure of the City Council and may be removed at any time, with or without cause, by the City Council. Without limitation, the City Council may use any of the Grounds for Censure (including violations of the Acceptable Code of Conduct) set forth above as a basis for removal with cause. V G.11.a Packet Pg. 369 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 22 01247.0001/717502.2 ADDRESSING THE COUNCIL 5.1 MANNER OF ADDRESSING THE COUNCIL - Any person desiring to address the Council shall fill out a request to speak form and wait to be recognized by the Mayor ChairChair, and after being recognized shall proceed to the podium, or microphone. Such persons are requested to state for the record his or her name and address. Remarks are to be limited to the subject under discussion. 5.2 TIME LIMITATION - Any public member addressing the Council shall limit his or her address to three (3) minutes. The Mayor ChairChair or a Council Member may move to extend the time limitation which shall be extended upon a majority vote of the Council. When any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Mayor ChairChair to request that a spokesman spokespersonspokesperson be chosen to represent the group, so as to avoid unnecessary repetition. A speaker may not yield time to another speaker. 5.3 ADDRESSING THE COUNCIL AFTER MOTION IS MADE - After a motion has been made, no person shall address the Council without securing permission by a majority consensus of the Council. 5.4 WRITTEN COMMUNICATION - Unless specifically requested otherwise, the City Manager is authorized to receive and open all mail addressed to the City Council and take any immediate administrative action required between Council meetings, which does not require specific Council action. Any communication requiring Council action will be reported to the Council at the next possible meeting, together with a report and recommendation of the City Manager. VI MOTIONS ADD PROCEDURE AND RULES OF ORDER FOR AN AGENDA ITEM AND MOTION TO PROCEED IN THIS ORDER: • ITEM IS PRESENTED BY STAFF WITH RECOMMENDATION • QUESTIONS/CLARIFICATION IS REQUESTED ON THE ITEM • OPEN PUBLIC COMMENTS • CITY MANAGER OR STAFF WILL RESPOND TO PUBLIC INQUIRIES AT THE END OF EACH INDIVIDUAL PUBLIC COMMENT • MAYOR STATES, “DO I HAVE A MOTION” • MAYOR STATES, “DO I HAVE A SECOND” • DELIBERATION PROCEEDS • CITY COUNCIL VOTES G.11.a Packet Pg. 370 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 23 01247.0001/717502.2 6.1 GENERAL PROCEDURE OF ACTING ON AGENDA ITEMS – The following procedure is suggested for Council’s consideration non-Public Hearing Agenda Items: a. Chair states the Item to be considered. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Item. d. Council asks questions/clarifications of Staff. e. Open Public Comments for the Item. f. Close Public Comments for the Item. g. At Council’s direction, City Manager and/or Staff respond to any questions from Public Comment. h. Chair asks, “Do I have a motion?” i. If a motion is made, Chair asks “Do I have a second?” j. If there is a motion and a second, then Council proceeds with deliberation. k. After deliberation, the Council votes on the item. 6.16.2 PROCESSING OF MOTIONS - When a motion is made and seconded, it shall be restated by the Presiding Officer before debate. A motion shall not be withdrawn by the mover without the consent of the Council Member seconding it and the approval of Council. 6.26.3 DIVISION OF MOTION - If a motion contains two or more divisible propositions, the Mayor ChairChair may, and upon request of a Council Member shall (unless appealed by another Council Member), divide the motion. 6.36.4 ORDER OF MOTIONS - When multiple motions are before the body, the last motion is voted on first. Non-Debatable Motions: a. Adjourn, b. Recess c. Fix the time to adjourn G.11.a Packet Pg. 371 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 24 01247.0001/717502.2 Super Majority Votes: (2/3 vote required) a. Limit debate b. Close nominations c. Object to the consideration of an item d. Suspend the rules e. Reconsider – (A member of the majority of the previous vote must motion at the same or next meeting.) 6.46.5 PARTICULAR MOTIONS, PURPOSE, AND CRITERIA 1. Motion to Adjourn: Purpose - To terminate a meeting. Debatable or Amendable - No, except a motion to adjourn to another time is debatable and amendable as to the time to which the meeting is to be 2. Motion to Refer to Commission, Committee, or Staff: Purpose - To refer the question before the Council to a commission, committee, or to the City Staff for the purpose of investigating or studying the proposal and to make a report back to the Council. If the motion fails, discussion or vote on the question resumes. Debatable or Amendable -Yes. 3. Motion to Amend: Purpose - To modify or change a motion that is being considered by the Council so it will express more satisfactorily the will of the members. If there are two amendments, the second amendment is voted upon first if it carries, it automatically cancels the first amendment, and the vote is taken on the amended motion. An amendment motion relating to a different matter shall not be in order. Debatable or Amendable - Yes. 4. Postpone Indefinitely: Purpose - To prevent further discussion and voting on the main motion. If the motion fails, discussion and voting on the main motion resumes. If it passes, the subject of main motion shall not be brought up again for the remainder of the meeting. Debatable or Amendable - It is debatable but not amendable. 5. Main Motion: Purpose - The primary proposal or question before the Council for discussion and decision. Debatable or Amendable - Yes. G.11.a Packet Pg. 372 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 25 01247.0001/717502.2 VII VOTING 7.1 VOTING PROCEDURE - Motions will be adopted by either electronic voting system, voice or roll call vote. The results of the vote shall be entered in full in the minutes. 7.2 VOTING - Every ordinance, resolution, and payment of money requires three affirmative votes. Emergency ordinances require four affirmative votes. Unless otherwise required by law, all other actions of the Council require a majority vote of the Council Members present. 7.3 FAILURE TO VOTE - Every Council Member should vote unless disqualified for a personal conflict of interest. Self-disqualification, without cause, which results in a tie vote shall be avoided; but no Council Member shall be forced to vote. A Council Member who abstains shall, in effect, consent that a majority of the quorum may act for him or her. Tie votes shall be lost motions and may be reconsidered. 7.4 RECONSIDERATION - After motion and vote by the Council, such action may be reconsidered or rescinded only in the following manner: Reconsideration: A motion to set aside a vote (to reconsider) on a main motion shall always be in order at the same meeting or at the next regular Council meeting following the action. The motion can be made by any Council Member who voted affirmatively on the matter. If the motion to reconsider passes, the effect thereof is to overrule and cancel the prior action and rehear the original subject. Lost Motion: A lost motion is one that fails to receive the necessary number of votes to carry. Tie votes result in a lost motion. A tie vote which has resulted from there being present less than a full Council shall be automatically reconsidered at the next Council meeting at which all members are present. Lost motions may be renewed at any subsequent Council meeting. To revive a lost motion at the same meeting, the proper action is a motion to reconsider (discussed above). G.11.a Packet Pg. 373 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 14 01247.0001/717502.2 Rosenberg’s Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg VIII ROSENBERG'S RULES OF ORDER G.11.a Packet Pg. 374 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 15 01247.0001/717502.2 2 Introduction The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert’s Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert’s Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five-member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg’s Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg’s Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenberg’s Rules in lieu of Robert’s Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five-member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs, the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five-member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body’s agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: G.11.a Packet Pg. 375 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 16 01247.0001/717502.2 3 First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. Ninth, the chair takes a vote. Simply asking for the “ayes” and then asking for the “nays” normally does this. If members of the body do not vote, then they “abstain.” Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: “The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10-day notice for all future meetings of this body.” Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member’s desired approach with the words “I move … ” A typical motion might be: “I move that we give a 10-day notice in the future for all our meetings.” The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, “A motion at this time would be in order.” 2. Suggesting a motion to the members of the body, “A motion would be in order that we give a 10-day notice in the future for all our meetings.” 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body’s consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.” G.11.a Packet Pg. 376 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 17 01247.0001/717502.2 4 The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: “I move that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: “I move a substitute motion that we cancel the annual fundraiser this year.” “Motions to amend” and “substitute motions” are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a “motion to amend” or a “substitute motion” is left to the chair. So if a member makes what that member calls a “motion to amend,” but the chair determines that it is really a “substitute motion,” then the chair’s designation governs. A “friendly amendment” is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, “I want to suggest a friendly amendment to the motion.” The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic “motion to have a five-member committee to plan and put on our annual fundraiser.” During the discussion of this motion, a member might make a second motion to “amend the main motion to have a 10-member committee, not a five-member committee to plan and put on our annual fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a “substitute motion that we not have an annual fundraiser this year.” The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five-member committee), or if amended, would be in its amended format (10-member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote. G.11.a Packet Pg. 377 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 18 01247.0001/717502.2 5 Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on “hold.” The motion can contain a specific time in which the item can come back to the body.“I move we table this item until our regular meeting in October.” Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, “I move the previous question” or “I move the question” or “I call the question” or sometimes someone simply shouts out “question.” As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a “request” rather than as a formal motion. The chair can simply inquire of the body, “any further discussion?” If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the “question” as a formal motion, and proceed to it. When a member of the body makes such a motion (“I move the previous question”), the member is really saying: “I’ve had enough debate. Let’s get on with the vote.” When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. Note: A motion to limit debate could include a time limit. For example: “I move we limit debate on this agenda item to 15 minutes.” Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven-member body, a vote of 4-3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two-thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, “I move the previous question,” or “I move the question,” or “I call the question,” or “I move to limit debate,” it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non-club members. A motion to suspend the rules would be in order to allow a non-club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it’s pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five-member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the “no” votes and double that count to determine how many “yes” votes are needed to pass a particular motion. For example, in a seven-member body, if two members vote “no” then the “yes” vote of at least four members is required to achieve a two-thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a five-member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote “abstain” or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the fi e members of the board must vote affir matively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in G.11.a Packet Pg. 378 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 19 01247.0001/717502.2 6 California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of “those present” then you treat abstentions one way. However, if the rules of the body say that you count the votes of those “present and voting,” then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are “present and voting.” Accordingly, under the “present and voting” system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are “present”), but you treat the abstention votes on the motion as if they did not exist (they are not “voting”). On the other hand, if the rules of the body specifically say that you count votes of those “present” then you DO count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like “no” votes. How does this work in practice? Here are a few examples. Assume that a five-member city council is voting on a motion that requires a simple majority vote to pass and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are “present and voting.” If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five-member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three “yes,” one “no” and one “abstain” also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five-member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members “present.” Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a “no” vote. Accordingly, if the votes were three “yes,” one “no” and one “abstain,” then the motion fails. The abstention in this case is treated like a “no” vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. Now, exactly how does a member cast an “abstention” vote? Any time a member votes “abstain” or says, “I abstain,” that is an abstention. However, if a member votes “present” that is also treated as an abstention (the member is essentially saying,“Count me for purposes of a quorum, but my vote on the issue is abstain.”) In fact, any manifestation of intention not to vote either “yes” or “no” on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote “absent” or “count me as absent?” Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually “absent.” That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. G.11.a Packet Pg. 379 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 20 01247.0001/717502.2 7 Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is “no.” There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be,“point of privilege.” The chair would then ask the interrupter to “state your point.” Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear. Order. The proper interruption would be,“point of order.” Again, the chair would ask the interrupter to “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, “return to the agenda.” If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair’s determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public- friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. G.11.a Packet Pg. 380 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 21 01247.0001/717502.2 1400 K Street, Sacramento, CA 95814 (916) 658-8200 | Fax (916) 658-8240 www.cacities.org To order additional copies of this publication, call (916) 658-8200. $10 © 2011 League of California Cities. All rights reserved. Printed on recycled paper. G.11.a Packet Pg. 381 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( R E D L I N E ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717502.2 City of Grand Terrace Council Procedures Adopted August 10, 2006 Revised January 13, 2015 Revised June 25, 2019 Revised May ___, 2021 G.11.b Packet Pg. 382 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717502.2 TABLE OF CONTENTS MEETINGS 1.1 Regular Meetings…………………………………………………………………..…4 1.2 Adjourned Meetings………………………………………………………………..…4 1.3 Special Meetings……………………………………………………………………...4 1.4 Emergency Meetings………………………………………………………………...4 1.5 Closed Sessions-Matters of Discussion…………………………………………….4 1.6 Closed Session-Report of Action/Statement of Reasons…………………………5 1.7 Quorum…………………………………………………………………………………5 1.8 Meeting End Time…………………………………………………………………….5 ORDER OF BUSINESS 2.1 Agenda ....................................................................................................................... 5 2.2 Requests for Future Agenda Items by the Public …. ........................................ 7 2.3 Call to Order…… .............................................................................................. 7 2.4 Roll Call ............................................................................................................ 7 2.5 Absence of City Clerk ....................................................................................... 8 2.6 Preparation/Approval of Minutes ....................................................................... 8 2.7 Public Hearings................................................................................................. 8 2.8 Resolutions. ............................................................................................................... 9 2.9 Ordinances ................................................................................................................. 9 2.10 Urgency Ordinances (Emergency)………………………………………………..10 2.11 Consideration of Items not on the City Council Agenda………………………...10 2.12 Adjournment………………………………………………………………………………10 III PRESIDING OFFICER 3.1 Presiding Officer………………………………………………………………………10 3.2 Participation of Presiding Officer…………………………………………………….11 3.3 Question (Motion) to be Stated……………………………………………………...11 3.4 Signing of Document………………………………………………………………….11 3.5 Maintenance of Order………………………………………………………………..11 IV RULES, DECORUM, AND ORDER 4.1 Points of Order………………………………………………………………………..11 4.2 Decorum and Order - Council Members…………………………………………...11 4.3 Decorum and Order - Employees…………………………………………………..12 4.4 Decorum and Order – Public………………………………………………………..12 4.5 Personal Interest……………………………………………………………………..13 4.6 Limitation of Debate…………………………………………………………………..14 4.7 Dissent and Protest…………………………………………………………………..14 4.8 Procedures and Rule…………………………………………………………………14 4.9 Sergeant at Arms……………………………………………………………………..14 4.10 Meeting Disruptions…………………………………………………………………14 4.11 Enforcement…………………………………………………………………………14 V ADDRESSING THE COUNCIL 5.1 Manner of Addressing the Council .................................................................. 20 5.2 Time Limitation ............................................................................................... 20 5.3 Addressing the Council After Motion is Made ................................................. 21 G.11.b Packet Pg. 383 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717502.2 5.4 Written Communication ................................................................................... 21 VI MOTIONS 6.1 General Procedure of Acting on Agenda Items ............................................. 21 6.2 Processing of Motions. .................................................................................... 22 6.3 Division of Motion ........................................................................................... 22 6.4 Order of Motions ............................................................................................. 22 6.5 Particular Motions, Purpose, and Criteria ........................................................ 22 VII VOTING 7.1 Voting Procedure ............................................................................................ 23 7.2 Voting ....................................................................................................................... 23 7.3 Failure to Vote ................................................................................................ 23 7.4 Reconsideration .............................................................................................. 23 VIII ROSENBERG’S RULES OF ORDER…………………………………………………... 14 G.11.b Packet Pg. 384 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 4 01247.0001/717502.2 I MEETINGS The Ralph M. Brown Act, commencing at Government Code Section 54950 et seq., (“Brown Act”) governs the meetings of the City Council. Except for very limited circumstances, the Brown Act requires that all City Council meetings be conducted in open session. 1.1 REGULAR MEETINGS. The Regular City Council Meetings are held on the second and fourth Tuesday of every month, beginning at 6:00 p.m. 1.2 ADJOURNED MEETINGS. Any regular or adjourned meeting may be adjourned to a time, place, and date certain, but not beyond the next regular meeting. 1.3 SPECIAL MEETINGS. A special meeting may be called at any time by the Presiding Officer of the legislative body of a local agency, or by a majority of the members of the legislative body, by delivering written notice to each member of the legislative body and to each local newspaper of general circulation and radio or television station requesting notice in writing. The notice shall be delivered personally, by fax or e-mail or by any other means and shall be received at least 24-hours before the time of the meeting as specified in the notice. The call and notice shall specify the time and place of the special meeting and the business to be transacted or discussed. No other business shall be considered at these meetings by the legislative body. The written notice may be dispensed with as to any member who at, or prior to, the time the meeting convenes files with the clerk or secretary of the legislative body a written waiver of notice. The waiver may be given by telegram, fax or e-mail. The written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes. The call and notice shall be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the public. 1.4 EMERGENCY MEETINGS. In the case of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, a legislative body may hold an emergency meeting without complying with either the 24-hour notice requirement or the 24-hour posting requirement of Government Code Section 54956, or both of the notice and posting requirements. 1.5 CLOSED SESSIONS - MATTERS OF DISCUSSION. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 54954.5. Following the conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957.1. All meetings of the Council shall be open to the public; however, the Council may hold Closed Sessions, from which the public may be G.11.b Packet Pg. 385 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 5 01247.0001/717502.2 excluded, for consideration of the following subjects: a. Pending litigation; b. Threatened or anticipated litigation against the local agency; c. Commencement of litigation; d. Real estate negotiations; e. Public Employment; and f. Labor Negotiations 1.6 CLOSED SESSIONS - REPORT OF ACTION/STATEMENT OF REASONS. Any matter proposed to be considered in closed session must appear on the posted agenda unless added on an emergency basis in the same manner as required for items on the open agenda. Closed session item descriptions shall generally comply with Government Code Section 554954.5. Following the conclusion of closed session, any action taken shall be reported in open session if required by Government Code Section 54957.1. Prior to, or after, a Closed Session, the Council shall state the general reason, or reasons, for the Closed Session. The Council may consider only those items covered in the statement. 1.7 QUORUM. A majority of the Council (three members) shall be sufficient to conduct business. In the absence of a majority of the Council Members from a regular or adjourned meeting, the City Clerk may declare the meeting adjourned to a stated day and hour. Motions may be passed by a 2-1 vote if only three Members are present. However, the following matters require a minimum of three affirmative votes: a. Ordinances (emergency/urgency ordinances require four affirmative votes); b. Resolutions; c. Orders for payment of money; d. Selection of Officers (exclusive of Presiding Officer). 1.8 MEETING END TIME. Except as to matters discussed in closed session in compliance with the Brown Act, City Council meetings shall conclude at 10:00 P.M. If the City Council desires to continue after 10:00 P.M., then a motion may be made to extend the meeting after 10:00 P.M., provided that such a motion shall specify the proposed meeting end time and shall require a second (e.g., “I move to extend the meeting end time to 11:00 P.M.”). This motion shall require approval of a majority of the City Council members then voting in order to pass. II ORDER OF BUSINESS 2.1 AGENDA. The order of business of Council meetings will be listed in the Agenda prepared by the City Clerk. The Council will follow the order of business in the G.11.b Packet Pg. 386 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 6 01247.0001/717502.2 prepared Agenda; items of general, or special, interest may be taken out of order by the Chair or by a majority vote of the Council. a. Posting. The Agenda will be posted in three public places designated by Council for such purpose and will be available for public review at City Hall at least 72-hours prior to the commencement of regular meetings. All Agenda packet material will be available for review at City Hall and at Council Chambers. The designated public places for posting the agenda are the Civic Center, Library and the Senior Center. b. Consent Calendar. Consent Calendar items are considered by Council to be routine and noncontroversial and will all be enacted by one motion in the form listed. There will be no separate discussion of these items prior to the time the Council votes on the motion to adopt unless members of the Council, Staff, or the public request specific items be removed from the Consent Calendar for separate action. The Check Register will routinely appear on the Consent Calendar. Any Council Member may request that an item be removed from the Consent Calendar. Removed items will be heard immediately after approval of the remaining items on the Consent Calendar or later in the meeting. If a Council Member removes an item from the Consent Calendar, then he or she shall have the responsibility to make a motion on the item (e.g., a motion to approve, deny, continue, etc.). c. Public Comment. This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss, or act on, any item not on the agenda, but may briefly respond to statements made or ask a question for clarification. The Chair may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting. d. Requests for Future Agenda Items by City Council. The agenda shall contain a section entitled “Requests for Future Agenda Items by City Council.” If a City Council Member is interested in a task or project that will require more than one hour of staff time to complete, the City Council Member shall submit the item to the City Manager and the item shall be agendized in this section to ask the City Council if time should be spent on preparing a report on the proposed item. To ensure compliance with the Brown Act, all item requests shall be submitted to the City Manager at least one week in advance of the meeting so that the item can be included on the agenda under this section. In order for any listed item to be placed on a future agenda for substantive discussion, the City Council must act by formal G.11.b Packet Pg. 387 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 7 01247.0001/717502.2 motion (i.e., requires a motion and a second) to direct the City Manager to place the item on a future agenda. Pursuant to the requirements of the Brown Act, no other items may be considered other than those listed in this section. e. Public Comment on Agenda Items. Members of the public will be given an opportunity to address items on the agenda, before action is taken on the items, by filing out a speaker card indicating their desire to speak on a specific agenda item. f. City Council Communications. This section shall be placed at the end of the Council Agenda, but immediately before the “City Manager Communications” section. This is an opportunity for the Mayor and Council Members to report on their activities and the actions of the Committees upon which they sit and to bring a matter to the attention of the full Council and staff. When a Council Member travels at the City’s expense serving as a representative of the City at a committee meeting or conference, the Council Member must provide an update report on that activity at the next Council meeting. Any matter that was considered during the public hearing portion is not appropriate for discussion in this section of the agenda. NO ACTION CAN BE TAKEN AT THIS TIME. g. City Manager Communications. This is an opportunity for the City Manager to make any City-related announcements to the Council and members of the public. 2.2 REQUESTS FOR FUTURE AGENDA ITEMS BY THE PUBLIC. 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. The City Clerk will provide copies of the request to Council Members prior to the next Council meeting; however, it is the City Manager's, or majority of Council's, discretion whether to place the item on the next regular Agenda. 2.3 CALL TO ORDER. The meeting of the Council shall be called to order by the Chair or, in his/her absence, the Vice Chair. (See Section 3.1 for absence of Chair and Vice Chair.) In the absence of all Council Members, the City Clerk shall call the meeting to order and declare the same adjourned to a stated day and hour. The meetings will be opened with invocation and the Pledge of Allegiance. 2.4 ROLL CALL. A roll call of Chair and Council Members will be conducted by the City Clerk, who enters the names of those present and those absent in the Minutes. G.11.b Packet Pg. 388 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 8 01247.0001/717502.2 2.5 ABSENCE OF CITY CLERK. If the City Clerk is absent from a Council meeting, the Deputy City Clerk acts in the Clerk's behalf. If there is no Clerk or Deputy present, the Chair shall appoint a Council Member to serve as City Clerk Pro Tempore (Gov’t Code § 36804). 2.6 PREPARATION/APPROVAL OF MINUTES. It is the City Clerk's responsibility to maintain a record (Minutes) of Council meetings. The Clerk shall have exclusive responsibility for preparation of the Minutes, and any directions for changes in the Minutes may be made only by Council action. In order to maintain a full and true Minute record, the Minutes shall consist of a clear and concise statement of each and every Council action including motions made and the vote thereon. Items may be included if considered to be particularly relevant or otherwise necessary by the Clerk. Action Minutes will be taken of all City Council meetings (Regular, Special; Emergency) by the City Clerk, or designee. Any Council Member may request a statement be included in the Minutes by indicating "for the record." The Minutes shall also include hyperlinks to allow access to staff reports, attachments and any presentation materials (e.g., PowerPoint presentations) presented to the City Council. 2.7 PUBLIC HEARINGS. It is the policy of the Council to assure that the due process rights of all persons are protected during City hearings. A “quasi-judicial” hearing is a hearing that requires a higher level of procedural due process because of the potential impact on life, liberty or property). Usually, quasi-judicial hearings involve a single parcel of land and apply facts and evidence in the context of existing law. Findings must be stated to explain the evidentiary basis for the Council’s decision. The following procedure is suggested for conducting public hearings in which there is an applicant (e.g., land use applications: a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing. 1. Applicant’s presentation on the Public Hearing Item. 2. Council asks questions of the Applicant. 3. Public Testimony in favor and against the Public Hearing Item. 4. Applicant’s rebuttal. G.11.b Packet Pg. 389 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 9 01247.0001/717502.2 f. Close the Public Hearing. g. Council deliberates on the Public Hearing item. h. Council votes. The following procedure is suggested for conducting public hearing in which there is no applicant (e.g., a City-initiated change to the Development Code): a. Chair states the Public Hearing Item. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Public Hearing Item. d. Council asks questions of Staff. e. Open the Public Hearing to allow public testimony in favor and against the Public Hearing Item. f. Close the Public Hearing. g. Council deliberates on the Public Hearing Item. h. Council votes on the item. Council Members should also refrain from asking questions or, in any way, interfere with the “public testimony” portion of the Public Hearing section. 2.8 RESOLUTIONS Resolutions Not Prepared in Advance of a City Council meeting: When a resolution has not been prepared in advance of a City Council meeting, the procedure shall be to instruct the City Attorney to prepare a resolution for presentation at the next Council Meeting. Urgency Resolutions: In matters of urgency, a resolution may be presented verbally, with specific instructions to the City Attorney and staff for written preparation of the urgency resolution. After the resolution has been verbally stated, the resolution may be adopted by three affirmative votes. Urgency resolutions shall be avoided except when absolutely necessary. 2.9 ORDINANCES Consent Calendar Agenda Item #1, on the City Council agenda shall waive full reading of all ordinances on the City Council agenda. Council will approve the introduction, or first reading, of the ordinance, by title G.11.b Packet Pg. 390 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 10 01247.0001/717502.2 only and if approved, the adoption and second reading will be scheduled for the following Council meeting. The first reading of a proposed ordinance will be placed under the “New Business” or “Public Hearing” sections of the agenda pursuant to applicable law. The second reading of a proposed ordinance will be placed on the Consent Calendar except as otherwise required by applicable law. With the exception of urgency (emergency) ordinances, no ordinance shall be adopted by the Council on the date of introduction, nor within five days thereafter, nor at any time other than a regular or adjourned regular meeting. An ordinance must be adopted, at its second reading, by at least three affirmative votes, and becomes effective 30 days thereafter (an urgency ordinance requires a minimum of four affirmative votes and becomes effective immediately, Ref: Sec. 2.10). If an ordinance is altered after first reading, a motion for an amended first reading is required. The ordinance shall not be considered for adoption until five days thereafter. Correction of a typographical or clerical error does not constitute alteration of the ordinance. 2.10 URGENCY ORDINANCES (EMERGENCY). An ordinance which is necessary to go into effect immediately and requires a four-fifths vote to do so. It is required, however, to be on the regular posted City Council agenda. 2.11 CONSIDERATION OF ITEMS NOT ON THE CITY COUNCIL AGENDA. No matters, other than those appearing on the Agenda, will be acted upon by the City Council, except matters which are deemed to be of an emergency nature requiring action prior to the next regular meeting and which arose after the posting of the Agenda. Adding such items requires a four-fifths vote of the City Council. 2.12 ADJOURNMENT. Adjournment of the meeting to the next regular meeting does not require a motion. A motion is required to adjourn a meeting to an adjourned meeting specifying the date, time, and place of said adjourned meeting. III PRESIDING OFFICER 3.1 PRESIDING OFFICER. The Chair shall be the Presiding Officer at all meetings of the Council. In the absence of the Chair, the Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the Council shall elect a temporary Presiding Officer to serve until the arrival of the Chair or Vice Chair, or until adjournment. The terms "Presiding Officer," "Mayor," and "Chair" shall be used interchangeably within this manual. G.11.b Packet Pg. 391 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 11 01247.0001/717502.2 3.2 PARTICIPATION OF PRESIDING OFFICER. The Presiding Officer is, primarily, responsible for the conduct of the meeting; may move, second, and debate from the Chair, subject only to such limitations of debate as are imposed on all Council Members; and shall not be deprived of any such rights and privileges. 3.3 QUESTION (MOTION) TO BE STATED. The Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. Following the vote, the City Clerk shall announce whether the motion carried or was defeated. In cases where the action of the Council may be unclear for those in the audience, the Chair shall summarize the action of the Council before proceeding to the next item of business. 3.4 SIGNING OF DOCUMENT. Subject to Council policy, the Chair shall sign ordinances, resolutions, and contracts approved by the Council at meetings at which he/she is in attendance. In the event of his/her absence, the Vice Chair shall sign all such documents approved and adopted by Council. 3.5 MAINTENANCE OF ORDER. The Chair is responsible for the maintenance of order and decorum at all times. No person shall be allowed to speak who has not first been recognized by the Chair. All questions and remarks shall be addressed to the Chair. IV RULES, DECORUM, AND ORDER 4.1 POINTS OF ORDER. The Presiding Officer shall determine all Points of Order subject to the right of any Council Member to appeal to the Council. If any appeal is taken, the question shall be in the following form: “Shall the decision of the Presiding Officer be sustained?" In this event, a majority vote shall govern and conclusively determine such question of order. 4.2 DECORUM AND ORDER – COUNCIL MEMBERS 1. Every Council Member desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the question under debate. 2. Every Council Member desiring to question the administrative staff shall address questions to the City Manager or City Attorney, who shall be entitled to either answer the inquiry or designate a member of staff for that purpose. 3. A Council Member who is recognized to speak by the Presiding Officer shall not be interrupted except in the following circumstances: (i) a point of order is raised by another Council Member; or (ii) the recognized Council Member G.11.b Packet Pg. 392 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 12 01247.0001/717502.2 yields to questions from another Council Member. 4. A Council Member who is called to order while speaking shall cease speaking until the question of order is determined. If ruled to be not in order, the Council Member shall remain silent or shall alter the remarks so as to comply with rules of the Council. 5. The Chair and Council Members shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Council and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statements as to motives and personalities. 6. Any Council Member may move to require the Chair to enforce the rules, and the affirmative vote of a majority of the Council shall require the Chair to so act. 4.3 DECORUM AND ORDER – EMPLOYEES. Members of the Administrative staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the Council. The City Manager shall ensure that all City Employees observe such decorum. Any Staff member, including the City Manager, desiring to address the Council shall first be recognized by the Chair. All remarks shall be addressed to the Chair, and not to anyone individual Council Member or public member. 4.4 DECORUM AND ORDER – PUBLIC. The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. a. Any member of the public who engages in disorderly behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of any City Council meeting shall, upon an order by the Presiding Officer or a majority of the City Council, be barred from further audience before the City Council during that meeting, pursuant to the provisions of subsection (c), below. b. Disorderly behavior under subsection (a) may include, but is not limited to, the following: 1. Speaking without being recognized by the Presiding Officer. 2. Continuing to speak after the allotted time has expired. 3. Speaking on an item at a time not designated for discussion by the public of that item. 4. Throwing objects. 5. Speaking on an issue that is not within the jurisdiction of the City Council. 6. Attempting to engage the audience rather than the City Council. 7. Refusing to modify conduct after being advised by the Presiding Officer that the conduct is disrupting the meeting or disobeying any other lawful order of the Presiding Officer or a majority of the City Council G.11.b Packet Pg. 393 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 13 01247.0001/717502.2 c. Enforcement. The rules of conduct while addressing the City Council set forth above shall be enforced in the following manner: 1. Call to order and warning to desist. Whenever practicable, the Presiding Officer or a majority of the City Council shall give a warning to the person who is breaching the rules of conduct to be orderly and to comply with the rules of conduct hereunder. Such a warning shall articulate the rule of conduct being violated and the manner in which the person must comply. A warning shall not be necessary when it would not be effective under the circumstances, including when, but not limited to, the disturbance is such that the warning cannot be heard above the noise, or the conduct of the person or persons constitutes an immediate threat to public safety, such as the throwing of objects or specific threats of harm and the apparent, present ability to carry out such threats. A warning shall also not be necessary when an individual violates the rules of conduct more than once during a Council meeting, or continuously violates the rules of conduct Council meeting after Council meeting. 2. Order barring person from meeting. A person who engages in disorderly behavior shall be barred from the remainder of that council meeting by the Presiding Officer or a majority of the City Council when that person: (i) continues the disorderly behavior after receiving a warning pursuant to subsection (c)(1); (ii) ceases the disorderly behavior upon receiving a warning pursuant to subsection (c)(1), but later in the same council meeting resumes such disorderly behavior; or (iii) engages in disorderly behavior and no warning is practicable under the circumstances, pursuant to subsection (c)(1). The continuation of disorderly behavior after receiving a warning, repeated disorderly behavior during a Council meeting, disorderly behavior at Council meeting after Council meeting, or disorderly behavior that is so significant that a warning cannot be given, constitutes the type of behavior that actually disrupts, disturbs or otherwise impedes the orderly conduct of a City Council meeting. 3. Removal. If the person barred from the meeting does not voluntarily remove him/herself upon being instructed to do so by the Presiding Officer or a majority of the City Council, the Presiding Officer or the majority of the City Council may direct the sergeant-at-arms to remove that person from the Council Chamber. 4.5 PERSONAL INTEREST - No Council Members prevented from voting by legal conflict of interest shall remain at the Council dais during the debate and vote on any such matter. In the event of such conflict, the Council Members shall state for the record the basis for the conflict of interest and leave the Council dais prior G.11.b Packet Pg. 394 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 14 01247.0001/717502.2 to the commencement of discussion of the issue. 4.6 LIMITATION OF DEBATE - No Council Member shall be allowed to speak more than once upon anyone subject until every other Council Member choosing to speak has spoken. Merely asking a question or making a suggestion is not considered as speaking. 4.7 DISSENT AND PROTEST - Any Council Member shall have the right to express dissent from, or protest to, any action of the Council and request that the reason be entered into the Minutes. 4.8 PROCEDURES AND RULES - In a rule to govern a point of procedure, Rosenberg’s Rules of Order shall govern, unless there is a conflict between the rules set forth herein in Sections 1.1 through 7.4, at which point Sections 1.1 through 7.4 shall govern. 4.9 SERGEANT AT ARMS – The Council may, from time to time, appoint a Sergeant- at-Arms and, if requested, he or she shall attend the meetings of the Council. 4.10 MEETING DISRUPTIONS – In the event that there is a disruption that results in the Council not being able to conduct its business, the Chair may immediately recess the meeting for a defined period of time. In the event that the disruption continues in a manner that prevents the Council from conducting its business after reconvening, then the Chair may order the Sergeant-at-Arms to remove the disruptive members of the public from the Council Chambers. 4.11 ENFORCEMENT – In order for the public to maintain a reasonable modicum of reliance upon the rules and regulations of a civil administration whose purpose it is to provide necessary services and protect the freedom of the governed, it is necessary for elected and appointed representatives to conduct the public business in accordance with established oaths, protocols, standards, policies, rules, resolutions, and laws. While ordered discussion and debate is a necessary product of communication between the public and their representatives to ensure the needs of the community are properly served, no real purpose may be served in an atmosphere of chaos. Therefore, the violation of civil administration, albeit the nature of which is largely self-enforced, must carry certain consequences to remind parties that disorder contravenes progress and the fruit that proper behavioral procedure yields. a. For the purposes of this Section 4.11, the following definitions apply unless context dictates otherwise: “Legislative Body” shall mean the City Council, its boards, commissions, and committees as applicable. “Member” shall mean a member of the Legislative Body as applicable. b. Oath of Office G.11.b Packet Pg. 395 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 15 01247.0001/717502.2 Tradition dictates the espousal of certain conventions that bear historical and moral significance in the hearts of generations. Oaths are intended to impress upon the mind of the swearer a sense of gravity appurtenant to vesting oneself in selfless service for the benefit of others. The following Oath of Office is consistent with that provided under Article XX of the California Constitution and is in similar form to that which has been voiced since the First United States Congress of 1789, and fulfills the spirit of Article VI of the United States Constitution and the Judiciary Act of 1789. “I, ___________, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter, so help me God.” The phrase “so help me God” in the above shall be optional. Failure to state the phrase “so help me God” shall not affect an individual’s ability to hold office. c. Acceptable Code of Conduct Incident to the Oath of Office is an Acceptable Code of Conduct, because to simply swear to defend is insufficient. A Member cannot be responsible for that which he or she is not aware. Cohesive conduct and order among Members are necessary elements of parliamentary procedure when conducting public business. When conducting business under color of authority, or representing their Legislative Body in general, Members shall comply with the Acceptable Code of Conduct which requires Members to do the following: 1. Read and examine the agenda, agenda packet materials, appurtenant reference documents, and exhibits in preparation for the public meeting. 2. Respect the order of the agenda and meeting format. 3. Perform to the best of my ability to represent the interests of his or her constituents. 4. Maintain an impartial and open mind throughout the process. 5. Recuse himself or herself in the event of conflicts of interest. 6. Contribute his or her best effort to maintain order and foster trust. 7. Speak in restrained tones to encourage civility. G.11.b Packet Pg. 396 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 16 01247.0001/717502.2 8. Address a topic only when granted the floor by the Chair. 9. Restrict his or her comments to the subject at hand. 10. Avoid discussion on topics that have not been noticed on the agenda. 11. Exercise common courtesy and decorum when dealing with fellow Members, City staff, and the general public. 12. Avoid bullying, pursing personal attacks, engaging in character assassination, or indulging in verbal insults against his or her colleagues, staff or the public. 13. Support freedom of expression that is absent disruptive intent. 14. Attend all necessary meetings and workshops. 15. Provide proper advance notice in the event of an emergency that might affect his or her ability to attend meetings. 16. Foster participation in the process, facilitate discussion, and promote good decision making. 17. Form a basic understanding of correct parliamentary procedure and operate subject to the premise that the majority rules. 18. Proceed efficiently, fairly, and effectively. 19. Respect the chain of authority and refuse to circumvent the City Manager. 20. Comply with all laws, including the laws of the City of Grand Terrace. d. Censure of Legislative Body Members 1. General A violation of any condition of office as specified within the Oath of Office, the Acceptable Code of Conduct, or established protocols, standards, policies, rules, resolutions, and laws, by any sitting Member, shall constitute grounds for progressively stronger admonishment, ultimately leading to public censure by the City Council. However, it should be noted that the aim of admonishment is not punitive. The aim of admonishment is to enable good people to pause and reflect. Therefore, a Member may not be made the subject of a motion for censure vote without first being given notice of the violation and an opportunity to correct the violation, if it can reasonably be corrected. For the purposes of participation in local governance, one G.11.b Packet Pg. 397 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 17 01247.0001/717502.2 must assume the best in each other, and a common foundation constitutes the best path to civil and productive discourse. In order to model unity, as well as civility, Members should treat each other and members of the public with dignity and respect. 2. Who May file a Statement of Charges A sitting City Council member may initiate corrective action regarding the behavior of a fellow sitting City Council member by initiating the censure process described in this Section 4.11. Furthermore, a sitting City Council member may initiate corrective action by the censure process described in this Section 4.11 against any sitting member of any City board, commission, or committee. For example, a sitting City Council member may initiate corrective action against a sitting member of the City’s Planning Commission/Site and Architectural Review Board. However, members of City boards, commissions, or committees may not initiate any corrective action pursuant to this Section X against any City Council members, because such boards, commission, and committees are subordinate to the City Council. 3. Censure Procedure Procedures. Censure of a Member shall proceed as follows: (i) Opportunity to Correct. To initiate the process, a charging Member shall first provide a charged Member notice of the alleged violation. The charged Member shall be provided an opportunity to correct such alleged violation, if it can reasonably be corrected. (ii) Statement of Charges. If the charged Member does not correct the alleged violation, then a Statement of Charges shall be prepared and delivered by the charging Member to the charged Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charging Member shall also concurrently provide a proof of service of the Statement of Charges to the charged Member, the City Clerk, and other Members. In the case of a City Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such Statement of Charges and proof of service shall be delivered to the charged Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. A proper Statement of Charges shall be served as provided above a minimum of 10 days prior to the meeting when the motion for censure shall be made, and shall include: A. The specifics of the violation (including the rule, G.11.b Packet Pg. 398 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 18 01247.0001/717502.2 regulation, law, etc. that was violated), and B. A statement of the date, place, and time of the occurrence, and C. A description of the unsatisfactory behavior. (iii) Response to Statement of Charges. The charged Member may respond to the Statement of Charges in writing within seven (7) days after delivery of the Statement of Charges by delivering it to the charging Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charged Member shall also concurrently provide a proof of service of the Response to Statement of Charges to the charging Member, City Clerk and other Members. In the case of a City Council member delivering a Statement of Charges to a Member of a City board, commission, or committee, then such response and proof of service shall be delivered to the charging Member, the City Clerk, other City Council members, and other members of the relevant board, commission, or committee. The charged Member may also choose to defer a written response in favor of a verbal response at the hearing on the motion for censure. Nothing herein shall prevent a charged Member to respond both in writing and at the hearing on the motion for censure. (iv) Hearing of Motion for Censure. The motion for censure shall be heard at the first regular meeting of the City Council ten (10) days after the Statement of Charges is served upon the charged Member and City Clerk. A continuance is allowed only if any City Council member is absent. The hearing shall adhere to the following the general process: A The Chair (or, if absent or is the charged Member, then the Vice Chair) shall conduct the hearing in open session. B The charging Member shall read the Statement of Charges and may present witnesses and evidence. C The charged Member may rebut and may present witnesses and evidence. D Members of the public may comment on the Statement of Charges and any witnesses and evidence presented. E The remaining City Council members may address/comment on the charges. F A motion for censure may be made. G.11.b Packet Pg. 399 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 19 01247.0001/717502.2 G The City Council deliberates on the motion for censure and votes on the same. Motion for Censure - Consideration and Passage. Motion for censure passage requires a majority vote of the City Council in open session. If the Statement of Charges includes multiple charges, then the City Council may consider and vote upon each charge individually. If the motion for censure or a particular charge fails to obtain a majority vote, no new motion on the same grounds may be commenced against the same Member for a period of one (1) year. If the motion for censure passes, then the motion for censure and Statement of Charges shall become a part of the public record and record of proceedings. The motion for censure and Statement of Charges shall be disclosable pursuant to the California Public Records Act. Request for Defense or Indemnification. When evaluating a request for defense or indemnification made by a censured Member in litigation arising from the censured conduct, the record of the censure shall be considered by the City Council, but shall not be determinative. Failure of the City Council to censure the conduct of a Member does not constitute waiver of the City Council’s right to refuse to indemnify or defend the Member in an action. 4. Grounds for Censure The basis for a motion of censure under this Section 4.11 may include, but are not limited to, the following acts by a Member: (i) Serial unexcused absences of three or more from his or her regular Legislative Body meetings. (ii) Violating laws and regulations relating to conflicts of interest. (iii) Actions taken against established Legislative Body policy or the Grand Terrace 2030 Vision (as may be amended). (iv) Harassment. (v) Creating a hostile work environment. (vi) Any violation of federal, State, or local laws, rules, regulations, or ordinances, including applicable laws relating to conflict of interest and any City laws, rules, regulations, or ordinances. (vii) Violation of the Acceptable Code of Conduct or the Oath of Office. e. Removal from Office G.11.b Packet Pg. 400 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 20 01247.0001/717502.2 1. City Council While City Council members may censure one another as provided above, the City Council may not remove a sitting Council Member from office. State law provides the sole mechanisms for removal from office for City Council members. These include: (i) A Recall Petition submitted by members of the public pursuant to Cal Const. Art II, §19 and Elections Code Sections 11000- 11386. (ii) The seat becomes vacant pursuant to Government Code Section 1770. (iii) Quo Warranto proceedings pursuant to Code of Civil Procedure Section 803 brought or authorized by the Attorney General to challenge the right to hold a particular office (this can work in tandem with Government Code Section 1770). (iv) Removal proceedings pursuant to Government Code Section 3060 for certain kinds of misconduct (initiated by grand jury/district attorney). 2. Appointed Members of City Boards, Commissions, and Committees Members of City boards, commissions, and committees who are appointed by the City Council serve at the pleasure of the City Council and may be removed at any time, with or without cause, by the City Council. Without limitation, the City Council may use any of the Grounds for Censure (including violations of the Acceptable Code of Conduct) set forth above as a basis for removal with cause. V ADDRESSING THE COUNCIL 5.1 MANNER OF ADDRESSING THE COUNCIL - Any person desiring to address the Council shall fill out a request to speak form and wait to be recognized by the Chair, and after being recognized shall proceed to the podium, or microphone. Such persons are requested to state for the record his or her name and address. Remarks are to be limited to the subject under discussion. 5.2 TIME LIMITATION - Any public member addressing the Council shall limit his or her address to three (3) minutes. The Chair or a Council Member may move to extend the time limitation which shall be extended upon a majority vote of the Council. When any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Chair to request that a spokesperson G.11.b Packet Pg. 401 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 21 01247.0001/717502.2 be chosen to represent the group, so as to avoid unnecessary repetition. A speaker may not yield time to another speaker. 5.3 ADDRESSING THE COUNCIL AFTER MOTION IS MADE - After a motion has been made, no person shall address the Council without securing permission by a majority consensus of the Council. 5.4 WRITTEN COMMUNICATION - Unless specifically requested otherwise, the City Manager is authorized to receive and open all mail addressed to the City Council and take any immediate administrative action required between Council meetings, which does not require specific Council action. Any communication requiring Council action will be reported to the Council at the next possible meeting, together with a report and recommendation of the City Manager. VI MOTIONS 6.1 GENERAL PROCEDURE OF ACTING ON AGENDA ITEMS – The following procedure is suggested for Council’s consideration non-Public Hearing Agenda Items: a. Chair states the Item to be considered. b. Announcement of any ex parte communications, conflicts of interest, and/or recusals. c. Staff Presentation and recommendation on the Item. d. Council asks questions/clarifications of Staff. e. Open Public Comments for the Item. f. Close Public Comments for the Item. g. At Council’s direction, City Manager and/or Staff respond to any questions from Public Comment. h. Chair asks, “Do I have a motion?” i. If a motion is made, Chair asks “Do I have a second?” j. If there is a motion and a second, then Council proceeds with G.11.b Packet Pg. 402 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 22 01247.0001/717502.2 deliberation. k. After deliberation, the Council votes on the item. 6.2 PROCESSING OF MOTIONS - When a motion is made and seconded, it shall be restated by the Presiding Officer before debate. A motion shall not be withdrawn by the mover without the consent of the Council Member seconding it and the approval of Council. 6.3 DIVISION OF MOTION - If a motion contains two or more divisible propositions, the Chair may, and upon request of a Council Member shall (unless appealed by another Council Member), divide the motion. 6.4 ORDER OF MOTIONS - When multiple motions are before the body, the last motion is voted on first. Non-Debatable Motions: a. Adjourn, b. Recess c. Fix the time to adjourn Super Majority Votes: (2/3 vote required) a. Limit debate b. Close nominations c. Object to the consideration of an item d. Suspend the rules e. Reconsider – (A member of the majority of the previous vote must motion at the same or next meeting.) 6.5 PARTICULAR MOTIONS, PURPOSE, AND CRITERIA 1. Motion to Adjourn: Purpose - To terminate a meeting. Debatable or Amendable - No, except a motion to adjourn to another time is debatable and amendable as to the time to which the meeting is to be 2. Motion to Refer to Commission, Committee, or Staff: Purpose - To refer the question before the Council to a commission, committee, or to the City Staff for the purpose of investigating or studying the proposal and to make a report back to the Council. If the motion fails, discussion or vote on the question resumes. Debatable or Amendable -Yes. G.11.b Packet Pg. 403 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 23 01247.0001/717502.2 3. Motion to Amend: Purpose - To modify or change a motion that is being considered by the Council so it will express more satisfactorily the will of the members. If there are two amendments, the second amendment is voted upon first if it carries, it automatically cancels the first amendment, and the vote is taken on the amended motion. An amendment motion relating to a different matter shall not be in order. Debatable or Amendable - Yes. 4. Postpone Indefinitely: Purpose - To prevent further discussion and voting on the main motion. If the motion fails, discussion and voting on the main motion resumes. If it passes, the subject of main motion shall not be brought up again for the remainder of the meeting. Debatable or Amendable - It is debatable but not amendable. 5. Main Motion: Purpose - The primary proposal or question before the Council for discussion and decision. Debatable or Amendable - Yes. VII VOTING 7.1 VOTING PROCEDURE - Motions will be adopted by either electronic voting system, voice or roll call vote. The results of the vote shall be entered in full in the minutes. 7.2 VOTING - Every ordinance, resolution, and payment of money requires three affirmative votes. Emergency ordinances require four affirmative votes. Unless otherwise required by law, all other actions of the Council require a majority vote of the Council Members present. 7.3 FAILURE TO VOTE - Every Council Member should vote unless disqualified for a personal conflict of interest. Self-disqualification, without cause, which results in a tie vote shall be avoided; but no Council Member shall be forced to vote. A Council Member who abstains shall, in effect, consent that a majority of the quorum may act for him or her. Tie votes shall be lost motions and may be reconsidered. 7.4 RECONSIDERATION - After motion and vote by the Council, such action may be reconsidered or rescinded only in the following manner: G.11.b Packet Pg. 404 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 24 01247.0001/717502.2 Reconsideration: A motion to set aside a vote (to reconsider) on a main motion shall always be in order at the same meeting or at the next regular Council meeting following the action. The motion can be made by any Council Member who voted affirmatively on the matter. If the motion to reconsider passes, the effect thereof is to overrule and cancel the prior action and rehear the original subject. Lost Motion: A lost motion is one that fails to receive the necessary number of votes to carry. Tie votes result in a lost motion. A tie vote which has resulted from there being present less than a full Council shall be automatically reconsidered at the next Council meeting at which all members are present. Lost motions may be renewed at any subsequent Council meeting. To revive a lost motion at the same meeting, the proper action is a motion to reconsider (discussed above). G.11.b Packet Pg. 405 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 14 01247.0001/717502.2 Rosenberg’s Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg VIII ROSENBERG'S RULES OF ORDER G.11.b Packet Pg. 406 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 15 01247.0001/717502.2 2 Introduction The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert’s Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert’s Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five-member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg’s Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg’s Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenberg’s Rules in lieu of Robert’s Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five-member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs, the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five-member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body’s agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: G.11.b Packet Pg. 407 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 16 01247.0001/717502.2 3 First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. Ninth, the chair takes a vote. Simply asking for the “ayes” and then asking for the “nays” normally does this. If members of the body do not vote, then they “abstain.” Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: “The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10-day notice for all future meetings of this body.” Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member’s desired approach with the words “I move … ” A typical motion might be: “I move that we give a 10-day notice in the future for all our meetings.” The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, “A motion at this time would be in order.” 2. Suggesting a motion to the members of the body, “A motion would be in order that we give a 10-day notice in the future for all our meetings.” 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body’s consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.” G.11.b Packet Pg. 408 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 17 01247.0001/717502.2 4 The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: “I move that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: “I move a substitute motion that we cancel the annual fundraiser this year.” “Motions to amend” and “substitute motions” are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a “motion to amend” or a “substitute motion” is left to the chair. So if a member makes what that member calls a “motion to amend,” but the chair determines that it is really a “substitute motion,” then the chair’s designation governs. A “friendly amendment” is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, “I want to suggest a friendly amendment to the motion.” The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic “motion to have a five-member committee to plan and put on our annual fundraiser.” During the discussion of this motion, a member might make a second motion to “amend the main motion to have a 10- member committee, not a five-member committee to plan and put on our annual fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a “substitute motion that we not have an annual fundraiser this year.” The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five-member committee), or if amended, would be in its amended format (10-member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote. G.11.b Packet Pg. 409 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 18 01247.0001/717502.2 5 Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on “hold.” The motion can contain a specific time in which the item can come back to the body.“I move we table this item until our regular meeting in October.” Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, “I move the previous question” or “I move the question” or “I call the question” or sometimes someone simply shouts out “question.” As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a “request” rather than as a formal motion. The chair can simply inquire of the body, “any further discussion?” If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the “question” as a formal motion, and proceed to it. When a member of the body makes such a motion (“I move the previous question”), the member is really saying: “I’ve had enough debate. Let’s get on with the vote.” When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. Note: A motion to limit debate could include a time limit. For example: “I move we limit debate on this agenda item to 15 minutes.” Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven-member body, a vote of 4- 3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two- thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, “I move the previous question,” or “I move the question,” or “I call the question,” or “I move to limit debate,” it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non-club members. A motion to suspend the rules would be in order to allow a non-club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it’s pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five-member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the “no” votes and double that count to determine how many “yes” votes are needed to pass a particular motion. For example, in a seven-member body, if two members vote “no” then the “yes” vote of at least four members is required to achieve a two-thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a fiv e-member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote “abstain” or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the fi e members of the board must vote affir matively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in G.11.b Packet Pg. 410 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 19 01247.0001/717502.2 6 California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of “those present” then you treat abstentions one way. However, if the rules of the body say that you count the votes of those “present and voting,” then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are “present and voting.” Accordingly, under the “present and voting” system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are “present”), but you treat the abstention votes on the motion as if they did not exist (they are not “voting”). On the other hand, if the rules of the body specifically say that you count votes of those “present” then you DO count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like “no” votes. How does this work in practice? Here are a few examples. Assume that a five-member city council is voting on a motion that requires a simple majority vote to pass and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are “present and voting.” If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five-member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three “yes,” one “no” and one “abstain” also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five-member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members “present.” Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a “no” vote. Accordingly, if the votes were three “yes,” one “no” and one “abstain,” then the motion fails. The abstention in this case is treated like a “no” vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. Now, exactly how does a member cast an “abstention” vote? Any time a member votes “abstain” or says, “I abstain,” that is an abstention. However, if a member votes “present” that is also treated as an abstention (the member is essentially saying,“Count me for purposes of a quorum, but my vote on the issue is abstain.”) In fact, any manifestation of intention not to vote either “yes” or “no” on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote “absent” or “count me as absent?” Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually “absent.” That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. G.11.b Packet Pg. 411 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 20 01247.0001/717502.2 7 Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is “no.” There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be,“point of privilege.” The chair would then ask the interrupter to “state your point.” Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear. Order. The proper interruption would be,“point of order.” Again, the chair would ask the interrupter to “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, “return to the agenda.” If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair’s determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public- friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. G.11.b Packet Pg. 412 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 21 01247.0001/717502.2 1400 K Street, Sacramento, CA 95814 (916) 658-8200 | Fax (916) 658-8240 www.cacities.org To order additional copies of this publication, call (916) 658-8200. $10 © 2011 League of California Cities. All rights reserved. Printed on recycled paper. G.11.b Packet Pg. 413 At t a c h m e n t : A m e n d e d C o u n c i l P r o c e d u r e s ( C L E A N ) ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s a n d C o m m i t t e e ) 01247.0001/717503.2 RKHUU_ALWY 1 SECTION X. ENFORCEMENT X.1 Enforcement In order for the public to maintain a reasonable modicum of reliance upon the rules and regulations of a civil administration whose purpose it is to provide necessary services and protect the freedom of the governed, it is necessary for elected and appointed representatives to conduct the public business in accordance with established oaths, protocols, standards, policies, rules, resolutions, and laws. While ordered discussion and debate is a necessary product of communication between the public and their representatives to ensure the needs of the community are properly served, no real purpose may be served in an atmosphere of chaos. Therefore, the violation of civil administration, albeit the nature of which is largely self-enforced, must carry certain consequences to remind parties that disorder contravenes progress and the fruit that proper behavioral procedure yields. For the purposes of this Section X, the following definitions apply unless context dictates otherwise: “Legislative Body” shall mean the boards, commissions, and committees of the City as applicable. “Member” shall mean a member of the Legislative Body as applicable. X.2 Oath of Office Tradition dictates the espousal of certain conventions that bear historical and moral significance in the hearts of generations. Oaths are intended to impress upon the mind of the swearer a sense of gravity appurtenant to vesting oneself in selfless service for the benefit of others. The following Oath of Office is consistent with that provided under Article XX of the California Constitution and is in similar form to that which has been voiced since the First United States Congress of 1789, and fulfills the spirit of Article VI of the United States Constitution and the Judiciary Act of 1789. “I, ___________, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter, so help me God.” The phrase “so help me God” in the above shall be optional. Failure to state the phrase “so help me God” shall not affect an individual’s ability to hold office. X.3 Acceptable Code of Conduct Incident to the Oath of Office is an Acceptable Code of Conduct, because to simply swear to defend is insufficient. A Member cannot be responsible for that which he or she is not aware. Cohesive conduct and order among Members are necessary elements of parliamentary procedure when conducting public business. When conducting business under color of authority, or G.11.c Packet Pg. 414 At t a c h m e n t : D r a f t C o m m i s s i o n a n d C o m m i t t e e s C e n s u r e P o l i c y f o r 5 - 1 8 - 2 0 2 1 ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s 01247.0001/717503.2 RKHUU_ALWY 2 representing their Legislative Body in general, Members shall comply with the Acceptable Code of Conduct which requires Members to do the following: 1. Read and examine the agenda, agenda packet materials, appurtenant reference documents, and exhibits in preparation for the public meeting. 2. Respect the order of the agenda and meeting format. 3. Perform to the best of my ability to represent the interests of his or her constituents. 4. Maintain an impartial and open mind throughout the process. 5. Recuse himself or herself in the event of conflicts of interest. 6. Contribute his or her best effort to maintain order and foster trust. 7. Speak in restrained tones to encourage civility. 8. Address a topic only when granted the floor by the Chair. 9. Restrict his or her comments to the subject at hand. 10. Avoid discussion on topics that have not been noticed on the agenda. 11. Exercise common courtesy and decorum when dealing with fellow Members, City staff, and the general public. 12. Avoid bullying, pursing personal attacks, engaging in character assassination, or indulging in verbal insults against his or her colleagues, staff or the public. 13. Support freedom of expression that is absent disruptive intent. 14. Attend all necessary meetings and workshops. 15. Provide proper advance notice in the event of an emergency that might affect his or her ability to attend meetings. 16. Foster participation in the process, facilitate discussion, and promote good decision making. 17. Form a basic understanding of correct parliamentary procedure and operate subject to the premise that the majority rules. 18. Proceed efficiently, fairly, and effectively. 19. Respect the chain of authority and refuse to circumvent the City Manager. 20. Comply with all laws, including the laws of the City of Grand Terrace. X.4 Censure of Legislative Body Members A. General A violation of any condition of office as specified within the Oath of Office, the Acceptable Code of Conduct, or established protocols, standards, policies, rules, resolutions, and laws, by any sitting Member, shall constitute grounds for progressively stronger admonishment, ultimately leading to public censure by a Member’s Legislative Body. However, it should be noted that the aim of admonishment is not punitive. The aim of admonishment is to enable good people to pause and reflect. Therefore, a Member may not be made the subject of a motion for censure vote without first being given notice of the violation and an opportunity to correct the violation, if it can reasonably be corrected. For the purposes of participation in local governance, one must assume the best in each other, and a common G.11.c Packet Pg. 415 At t a c h m e n t : D r a f t C o m m i s s i o n a n d C o m m i t t e e s C e n s u r e P o l i c y f o r 5 - 1 8 - 2 0 2 1 ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s 01247.0001/717503.2 RKHUU_ALWY 3 foundation constitutes the best path to civil and productive discourse. In order to model unity, as well as civility, Members should treat each other and members of the public with dignity and respect. B. Who May file a Statement of Charges A sitting Member may initiate corrective action regarding the behavior of a fellow sitting Member by initiating the censure process described in this Section X. However, a sitting Member may not initiate the censure process described in this Section X against a Member of another Legislative Body. For example, a sitting member of the City’s Planning Commission/Site and Architectural Review Board may initiate corrective action against a fellow member of the City’s Planning Commission/Site and Architectural Review Board, but may not initiate the censure process against a member of the City’s Parks & Recreation Advisory Committee. Further, members of City boards, commissions, or committees may not initiate any corrective action pursuant to this Section X against any City Council members, because such boards, commission, and committees are subordinate to the City Council. C. Censure Procedure Procedures. Censure of a Member shall proceed as follows: 1. Opportunity to Correct. To initiate the process, a charging Member shall first provide a charged Member notice of the alleged violation. The charged Member shall be provided an opportunity to correct such alleged violation, if it can reasonably be corrected. 2. Statement of Charges. To initiate the censure process, a Statement of Charges shall be prepared and delivered by the charging Member to the charged Member, with a conformed copy delivered concurrently to the City Clerk and other Members. The charging Member shall also concurrently provide a proof of service of the Statement of Charges to the charged Member, the City Clerk, and other Members. A proper Statement of Charges shall be served as provided above a minimum of 10 days prior to the meeting when the motion for censure shall be made, and shall include: a. The specifics of the violation (including the rule, regulation, law, etc. that was violated), and b. A statement of the date, place, and time of the occurrence, and c. A description of the unsatisfactory behavior. 3. Response to Statement of Charges. The charged Member may respond to the Statement of Charges in writing within seven (7) days after delivery of the Statement of Charges by delivering it to the charging Member, with a conformed G.11.c Packet Pg. 416 At t a c h m e n t : D r a f t C o m m i s s i o n a n d C o m m i t t e e s C e n s u r e P o l i c y f o r 5 - 1 8 - 2 0 2 1 ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s 01247.0001/717503.2 RKHUU_ALWY 4 copy delivered concurrently to the City Clerk and other Members. The charged Member shall also concurrently provide a proof of service of the Response to Statement of Charges to the charging Member, City Clerk and other Members. The charged Member may also choose to defer a written response in favor of a verbal response at the hearing on the motion for censure. Nothing herein shall prevent a charged Member to respond both in writing and at the hearing on the motion for censure. 4. Hearing of Motion for Censure. The motion for censure shall be heard at the first regular meeting of the Legislative Body ten (10) days after the Statement of Charges is served upon the charged Member and City Clerk. A continuance is allowed only if any Member is absent. The hearing shall adhere to the following the general process: • The Chair (or, if absent or is the charged Member, then the Vice Chair) shall conduct the hearing in open session. • The charging Member shall read the Statement of Charges and may present witnesses and evidence. • The charged Member may rebut and may present witnesses and evidence. • Members of the public may address/comment on the Statement of Charges and any witnesses and evidence presented. • The remaining City Council members may address the charges. • A motion for censure may be made. • The City Council deliberates on the motion for censure and votes on the same. Motion for Censure - Consideration and Passage. Motion for censure passage requires a majority vote of the Legislative Body in open session. If the Statement of Charges includes multiple charges, then the Legislative Body may consider and vote upon each charge individually. If the motion for censure or a particular charge fails to obtain a majority vote, no new motion on the same grounds may be commenced against the same Member for a period of one (1) year. If the motion for censure passes, then the motion for censure and Statement of Charges shall become a part of the public record and record of proceedings. The motion for censure and Statement of Charges shall be disclosable pursuant to the California Public Records Act. Request for Defense or Indemnification. When evaluating a request for defense or indemnification made by a censured Member in litigation arising from the censured conduct, the record of the censure shall be considered by the City Council, but shall not be determinative. Failure of a Legislative Body to censure the conduct of a Member does not constitute waiver of the City Council’s right to refuse to indemnify or defend the Member in an action. G.11.c Packet Pg. 417 At t a c h m e n t : D r a f t C o m m i s s i o n a n d C o m m i t t e e s C e n s u r e P o l i c y f o r 5 - 1 8 - 2 0 2 1 ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s 01247.0001/717503.2 RKHUU_ALWY 5 D. Grounds for Censure The basis for a motion of censure under this Section X may include, but are not limited to, the following acts by a Member: 1. Serial unexcused absences of three or more from his or her regular Legislative Body meetings. 2. Violating laws and regulations relating to conflicts of interest. 3. Actions taken against established Legislative Body policy or the Grand Terrace 2030 Vision 4. Harassment. 5. Creating a hostile work environment. 6. Any violation of federal, State, or local laws, rules, regulations, or ordinances, including applicable laws relating to conflict of interest and any City laws, rules, regulations, or ordinances. 7. Violation of the Acceptable Code of Conduct or the Oath of Office. X.5. Removal from Office A. Appointed Members of City Boards, Commissions, and Committees Members of City boards, commissions, and committees who are appointed by the City Council serve at the pleasure of the City Council and may be removed at any time, with or without cause, by the City Council. Without limitation, the City Council may use any of the Grounds for Censure (including violations of the Acceptable Code of Conduct) set forth above as a basis for removal with cause. G.11.c Packet Pg. 418 At t a c h m e n t : D r a f t C o m m i s s i o n a n d C o m m i t t e e s C e n s u r e P o l i c y f o r 5 - 1 8 - 2 0 2 1 ( C o u n c i l P r o c e d u r e s a n d C e n s u r e P o l i c y f o r C o m m i s s i o n , B o a r d s