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03/26/2019CITY OF GRAND TERRACE CITY COUNCIL AND CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY AND HOUSING AUTHORITY AGENDA ● MARCH 26, 2019 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If you require special assistance to participate in this meeting, please call the City Clerk’s office at (909) 824 -6621 at least 48 hours prior to the meeting. If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk. Speakers will be called upon by the Mayor at the appropriate time. Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk’s office at City Hall located at 22795 Barton Road during normal business hours. In addition, such documents will be posted on the Cit y’s website at www.grandterrace-ca.gov. CALL TO ORDER Convene City Council and City Council as the Housing Authority Invocation Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Darcy McNaboe    Mayor Pro Tem Doug Wilson    Council Member Sylvia Robles    Council Member Bill Hussey    Council Member Jeff Allen    A. SPECIAL PRESENTATIONS Dawn Rowe, Third District Supervisor - San Bernardino County Board of Supervisors Agenda Grand Terrace City Council and Housing Authority March 26, 2019 City of Grand Terrace Page 2 B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the City Council at one time without discussion. Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion. 1. Waive Full Reading of Ordinances on Agenda DEPARTMENT: CITY CLERK 2. Approval of Minutes – Regular Meeting – 03/12/2019 DEPARTMENT: CITY CLERK 3. Attachment to Minutes - 03/12/2019 DEPARTMENT: CITY CLERK 4. Approval of Minutes – Special Meeting – 03/19/2019 DEPARTMENT: CITY CLERK 5. Attachment to Minutes - 03/19/2019 HA Special Meeting DEPARTMENT: CITY CLERK 6. City Department Monthly Activity Report - February 2019 RECOMMENDATION: Receive and file. DEPARTMENT: CITY MANAGER 7. Consideration of a Resolution Authorizing the City Manager, Public Works Director, and Management Analyst to Execute & File the City's Application for the Hazard Mitigation Grant Program (HMGP) with the Governor's Office of Emergency Services (OES), and to Provide OES the Assurances and Agreements Required; and Which Authorization Includes All Open and Future Disasters/Grants for a 3 Year Period RECOMMENDATION: Adopt a Resolution Authorizing the City Manager, Public Works Director, and Management Analyst to Execute & File the City's Application for the Hazard Mitigation Grant Program (HMGP) with the Governor's Office of Emergency Services (OES) and to Provide OES the Assurances and Agreements Required; and which further authorizes the City Manager, Public Works Director, and Management Analyst to do the same for All Open and Future Disasters/Grants for a 3 Year Period. DEPARTMENT: PUBLIC WORKS Agenda Grand Terrace City Council and Housing Authority March 26, 2019 City of Grand Terrace Page 3 8. Housing Element Annual Progress Report for the 2018 Calendar Year RECOMMENDATION: Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RECEIVING AND ACCEPTING THE CITY OF GRAND TERRACE HOUSING ELEMENT ANNUAL PROGRESS REPORT FOR THE 2018 CALENDAR YEAR DEPARTMENT: PLANNING & DEVELOPMENT SERVICES C. PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda but may briefly respond to statements made or ask a question for clarification. The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting. D. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Bill Hussey Council Member Sylvia Robles Mayor Pro Tem Doug Wilson Mayor Darcy McNaboe E. PUBLIC HEARINGS - NONE F. UNFINISHED BUSINESS - NONE G. NEW BUSINESS 9. March 2019 Award of Community Benefit Funds in the Amount of $1,545.00 to the REC Center for the Teen Advisory Board to Attend Leadership Development Training RECOMMENDATION: Approve the Community Benefit Fund (CBF) grant application for $1,545.00 to the REC Agenda Grand Terrace City Council and Housing Authority March 26, 2019 City of Grand Terrace Page 4 Center for the Teen Advisory Board to attend the leadership development training, “Creating a Leadership Legacy”, through the Disney Youth Education Series , at Disney California Adventure. DEPARTMENT: FINANCE 10. January-2019 Monthly Finance Report and 2018 -19 Mid-Year and Year-End Budget Review RECOMMENDATION: Receive and file the January-2019 Monthly Finance Report, the FY2018-19 Mid-Year and Year-End Report. DEPARTMENT: FINANCE 11. Fire Protection Services for the City of Grand Terrace RECOMMENDATION: Explore Alternative Service Options for Fire Protection Services and Direct Staff to Pursue One or More of the Following: 1. Develop and Release an RFP for Consultant Services for Detachment from San Bernardino County Fire Protection District (SBCFPD). The Consultants Scope of Work Would Include an Alternative Fire Protection Service Plan and Independent Fiscal Analysis for Submittal to the Local Agency Formation Commission (LAFCO); and 1a. Authorize the appropriation of $60,000 from the General Fund’s fund balance to cover the cost of consulting services for detachment from the SBCFPD; or 2. Receive and File Report and Direct Staff to Work with Current Fire Protection Service Provider, SBCFPD to Ensure the City's General Fund is Not Fiscally Subsidizing the Operations of SBCFPD. DEPARTMENT: CITY MANAGER H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL Pursuant to City Council policy set forth in the 2030 Vision and 2014 ‐2020 Strategic Plan, if a City Council Member is interested in a tas k or project that will require more than one hour of staff time to complete, the item will be agendized to ask the Ci ty Council if time should be spent on preparing a report on the proposed item. In accordance with this policy, this is the opportunity for City Council Members to request that an item be placed on a future agenda and authorize staff to prepare an agenda report. To ensure compliance with the Brown Act, the request shall be submitted to the City Manager at least one week in advance of the meeting so that the topic can be included on the agenda under this section. In order for any listed item to be placed on a future agenda, the City Council must act by formal motion (i.e., requires a motion and a Agenda Grand Terrace City Council and Housing Authority March 26, 2019 City of Grand Terrace Page 5 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 th ose listed below. 1. Review Current Budget to Identify Funding for Overtime to Secure Extra Sheriff’s Patrol in the City of Grand Terrace REQUESTED BY: Council Member Bill Hussey I. CITY MANAGER COMMUNICATIONS J. RECESS TO CLOSED SESSION CLOSED SESSION 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION, pursuant to Section 54957.6 Title: City Manager RECONVENE TO OPEN SESSION REPORT OUT OF CLOSED SESSION K. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, April 9, 2019 at 6:00 p.m. Any request to have an item placed on a future agenda must be made in writing and submitted to the City Clerk’s office and the request will be processed in accordance with Council Procedures. CITY OF GRAND TERRACE CITY COUNCIL MINUTES ● MARCH 12, 2019 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 at 6:00 p.m. INVOCATION The Invocation was given by Mayor Pro Tem Doug Wilson. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Grand Terrace Resident, Becky Giroux. Attendee Name Title Status Arrived Darcy McNaboe Mayor Present Doug Wilson Mayor Pro Tem Present Sylvia Robles Council Member Present Bill Hussey Council Member Present Jeff Allen Council Member Present G. Harold Duffey City Manager Present Adrian Guerra City Attorney Present Debra Thomas City Clerk Present Alan French Public Works Director Present Sandra Molina Planning & Development Services Director Present Cynthia A. Fortune Assistant City Manager Present A. SPECIAL PRESENTATIONS - NONE B. CONSENT CALENDAR RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 1. Waive Full Reading of Ordinances on Agenda B.2 Packet Pg. 6 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 2 2. Approval of Minutes – Regular Meeting – 02/26/2019 3. Attachment to Minutes - 02/26/2019 4. Planning Commission, Historical & Cultural Activities Committee, and Parks & Recreation Advisory Committee Meeting Minutes RECEIVE AND FILE. 5. Approval of Check Register No. 02282019 in the Amount of $471,838.50 APPROVE CHECK REGISTER NO. 02282019 IN THE AMOUNT $XXX,XXXX AS SUBMITTED, WHICH INCLUDES THE CHECK REGISTER ACCOUNT INDEX FOR FISCAL YEAR 2018-19. 6. Quarterly Treasurer's Report as of December 31, 2018 RECEIVE AND FILE THE TREASURER'S REPORT FOR THE PERIOD ENDING DECEMBER 31, 2018. 7. Implementation of ScholarShare, the State's 529 College Investment Plan 1. APPROVE THE SCHOLARSHARE PROGRAM, THE STATE’S 529 COLLEGE INVESTMENT PLAN; AND 2. AUTHORIZE THE CITY MANAGER TO CARRY OUT ALL ACTS NECESSARY TO IMPLEMENT THE PROGRAM. 8. An Ordinance Amending Chapter 4.44 (Parking Citation Fines) of Title 4 of the Grand Terrace Municipal Code to Implement a Parking Citation Payment Program in Accordance with Assembly Bill 503 READ BY TITLE ONLY, WAIVE FURTHER READING AND ADOPT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA AMENDING CHAPTER 4.44 (PARKING CITATION FINES) OF TITLE 4 (COMPREHENSIVE FEE SCHEDULES, FINES AND TAXES) OF THE GRAND TERRACE MUNICIPAL CODE TO IMPLEMENT A PARKING CITATION PAYMENT PROGRAM IN ACCORDANCE WITH ASSEMBLY BILL 503 C. PUBLIC COMMENT Becky Giroux, Grand Terrace and President of Grand Terrace Lions Club shared information about the Lions Club purpose, mission and services tha t the non-profit provides on behalf of the community. Ms. Giroux wanted to reach out to the community to request their participation and get involved. She suggested residents attend a local board meeting at the Lion’s Den on the third Wednesday of each mon th, breakfast meetings held on the 1st and 3rd Wednesday of each month held at the Grand Terrace Senior Center B.2 Packet Pg. 7 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 3 Ms. Giroux also wanted to announce that the Lion’s Club is partnering with Amputee Connections of Redlands and hosting a pancake breakfast in h onor of Lion, Bill Nessel. Most of the proceeds will be donated to the Amputee Connection. Jeremy Briggs, Grand Terrace and community liaison for the GT Community Basketball and Little League. Opening ceremonies will be held on Saturday, March 16, 2019 beginning at 8:00 a.m. for the Little League. Opening ceremonies for basketball will be held on Sunday, March 17, 2019 beginning at 9:00 a.m. Bobbie Forbes, Grand Terrace asked Public Works to re -paint/paint Mt. Vernon, Canal and Grand Terrace Road. The lettering on the road has faded and pretty soon people will use that as an excuse to run stop signs. However, she thanked the Sheriff’s department perform traffic control this week. Ms. Forbes also wanted to express her condolences to the family of Grand Terrace resident, Albert Madrid who tragically lost his life while saving the lives of others in a mobile home fire located in Highland, CA. D. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Jeff Allen attended the following: · Colton Joint Unified School District Community Cabinet Meeting · The 12th Annual Walk on Blue Mountain Hike Council Member Bill Hussey Council Member Bill Hussey attended the following: · 12th Annual Walk on Blue Mountain Hike · League of California Cities Division Meeting · Grand Terrace Elementary School to read Cat in the Hat · Myers Elementary in Rialto to read Fox in Socks Council Member Sylvia Robles Council Member Sylvia Robles attended the following the March 6, 2019 Board of Directors Meeting for SBCTA. Council Member Robles invited a college aged son of a friend to attend this meeting to earn internship hours. · Discussion was held on whether the Brown Act was followed or not, discussions on right of way for expansion of the freeway around Ontario and also on financing mechanism with the federal government and Measure I funds. B.2 Packet Pg. 8 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 4 Mayor Pro Tem Doug Wilson Mayor Pro Tem Doug Wilson admired everyone who participated in the 12th Annual Walk on Blue Mountain. He reminded residents that several members of Council took it upon themselves to visit residents in the community who are challenged medically, and he asked residents to reach out for a visit to anyone they know in the same situation. Mayor Darcy McNaboe Mayor Darcy McNaboe attended Grand Terrace Elementary on March 1, 2019 for its Spring Festival. With the Interstate 215/Barton Road Interchange being 50% complete, SBCTA challenged the students to create posters displaying how to navigate a roundabout and a bridge building contest made from popsicle sticks. On March 6, 2019, Mayor McNaboe attended the Omnitrans Board meeting and discussed the following: · Financial Audits · Developing Maps for the Omnitrans Service Area for the Board Meeting Workshop scheduled for March 14, 2019 On March 6, 2019, she also attended the SBCTA Board of Directors meeting and discussed the following: · Hearings to Consider Resolutions of Necessity for Property Interests for the Interstate 10 Corridor Contract 1 project in the Cities of Montclair, Upland and Ontario · Approved an increase to Allowances/Contingency for Contract with Flatiron West, Inc. for the Interstate 15 Base Line Road Interchange project. · Adopted Metropolitan Planning Organization Portion of the State Active Transportation Program Cycle 4 project award list · Receive and file an update on the introduction of a new Metrolink Friday late night roundtrip train on the San Bernardino Line. · Approved the Revised Interstate 10 Corridor Contract Plan Finance · Approved an Updated Draft Term Sheet for the Tra nsportation Infrastructure Finance and Innovation Act · Reviewed the Information on a SCAG Regional Council District and provided direction to support the Current Regional Council District Composition Mayor McNaboe also attended the 12th Annual Walk on Blue Mountain Hike. She also wanted to extend her condolences to the family of the find young man who thought of his life last when he entered the mobile home park in Highland to save the lives of those inside. B.2 Packet Pg. 9 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 5 E. PUBLIC HEARINGS - NONE F. UNFINISHED BUSINESS - NONE G. NEW BUSINESS 9. Initiation of Proceedings to Annex Land Within Tract No. 18604 (Generally Described as Area of Van Buren Street, Tesoro Court, and Gage Canal) to the Landscape & Lighting Assessment District 89-1, Preliminary Approval of Engineer’s Report, Declaration of Intent to Annex Said Territory, and Set a Public Hearing Therefore Alan French, Director of Public Works gave the Power Point presentation for this item. ADOPT THE FOLLOWING THREE RESOLUTIONS: 1. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA INITIATING PROCEEDINGS FOR THE ANNEXATION OF TERRITORY INTO THE CITY OF GRAND TERRACE LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT NO. 89-1 PURSUANT TO THE LIGHTING AND LANDSCAPING ACT OF 1972, PURSUANT TO THE PROVISIONS OF PART 2 OF DIVISION 15 OF THE CALIFORNIA STREETS AND HIGHWAYS CODE 2. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA PRELIMINARILY APPROVING THE ENGINEER’S REPORT FOR THE ANNEXATION OF TERRITORY WITHIN TRACT 18604 INTO THE CITY OF GRAND TERRACE LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT NO. 89-1 3. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA DECLARING ITS INTENTION TO ANNEX TERRITORY WITHIN TRACT 18604 INTO THE CITY OF GRAND TERRACE LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT NO. 89-1 PURSUANT TO THE LIGHTING AND LANDSCAPING ACT OF 1972, PURSUANT TO THE PROVISIONS OF PART 2 OF DIVISION 15 OF THE CALIFORNIA STREETS AND HIGHWAYS CODE A PUBLIC HEARING TO CONSIDER THIS PROPOSAL RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Sylvia Robles, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen B.2 Packet Pg. 10 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 6 10. Assessing Additional City Services in Grand Terrace through Community Survey Cynthia Fortune, Assistant City Manager gave the Power Point presentation on this item. PUBLIC COMMENT Jeremy Briggs, Grand Terrace believes if the Council moves forward with a survey, the questions need to come from the people. He also believes a committee should be put together and he would be happy to serve as chair to ensure the right questions are put together. Jeffrey McConnell, Grand Terrace supports establishing an ad hoc committee and have the community establish the questions to be posed to residents without the assistance from staff. He believes it would be more cost-effective to perform the survey digitally. 1. PROVIDE DIRECTION TO STAFF TO HIRE A CONSULTANT TO ASSESS/REQUEST CITY SERVICES THROUGH COMMUNITY SURVEY; AND 2. PROVIDE STAFF WITH TOPICS/QUESTIONS CITY COUNCIL WOULD LIKE TO SEE IN THE COMMUNITY SURVEY. RESULT: NO ACTION TAKEN After discussion assessing additional City Services through a Community Survey, Mayor Pro Tem Wilson moved and Council Member Allen sec onded to receive and file the report only. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Sylvia Robles, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 11. Apply and Approve Professional Services Agreement to Apply f or the Hazard Mitigation Grant Program Alan French, Director of Public Works gave the Power Point presentation for this item. 1. AUTHORIZE AND DIRECT CITY STAFF TO APPLY FOR THE HAZARD MITIGATION GRANT PROGRAM (HMGP) FROM THE CALIFORNIA OFFICE OF EMERGENCY SERVICE FOR A MT. VERNON SLOPE STABILIZATION PROJECT; B.2 Packet Pg. 11 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 7 2. APPROVE A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND EVAN BROOKS ASSOCIATES (EBA) FOR THE PREPARATION OF GRANT APPLICATION AND RELATED DOCUMENTS FOR THE HMGP, IN AN AMOUNT NOT TO EXCEED $16,660; 3. AUTHORIZE THE CITY MANAGER TO EXECUTE THE EBA AGREEMENT SUBJECT TO CITY ATTORNEY FINAL APPROVAL. 4. ADOPT A RESOLUTION APPROVING EXPENDITURE OF BOND PROCEEDS IN THE AMOUNT OF $20,000.00 AND AUTHORIZE THE APPROPRIATION THEREOF. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Doug Wilson, Mayor Pro Tem AYES: McNaboe, Wilson, Robles, Hussey, Allen 12. Approve Professional Services Agreements Between the City of Grand Terrace and California Consulting LLC, Evan Brooks Associates, Albert A. Webb Associates, KTUA, and Blais & Associates, Respectively Sandra Molina, Planning and Development Services Directo r gave the Power Point presentation for this item. 1. APPROVE PROFESSIONAL SERVICES AGREEMENTS BETWEEN THE CITY OF GRAND TERRACE AND CALIFORNIA CONSULTING LLC, EVAN BROOKS ASSOCIATES, ALBERT A. WEBB ASSOCIATES, KTUA, AND BLAIS & ASSOCIATES (EACH WITH 3 YEAR TERMS AND EACH WITH TOTAL NOT TO EXCEED CONTRACT SUMS OF $40,000), SUBJECT TO THE CITY MANAGER’S APPROVAL/NEGOTIATION AND THE CITY ATTORNEY’S APPROVAL AS TO FORM; AND 2. AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENTS, SUBJECT TO THE CITY MANAGER’S APPROVAL/NEGOTIATION AND THE CITY ATTORNEY’S APPROVAL AS TO FORM. RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Jeff Allen, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL Pursuant to City Council policy set forth in the 2030 Vision and 2014 ‐2020 Strategic Plan, 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 item will b e agendized to ask the City B.2 Packet Pg. 12 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 8 Council if time should be spent on preparing a report on the propos ed item. In accordance with this policy, this is the opportunity for City Council Members to request that an item be placed on a future agenda and authorize staf f to prepare an agenda report. To ensure compliance with the Brown Act, the request shall be su bmitted to the City Manager at least one week in advance of the meeting so that the topic can be included on the agenda under this section. In order for any list ed item to be placed on a future agenda, the City Council must act by formal motion (i.e., requ ires 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 below. 1. Motion: Council to Review the Policy for Notification of Projects and Issues of Importance to Residents and Consider a Policy that is Beyond the "Minimum" that State Law Requires Requested by: Mayor Darcy McNaboe RESULT: ADOPTED [4 TO 1] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: Darcy McNaboe, Sylvia Robles, Bill Hussey, Jeff Allen NAYS: Doug Wilson 2. Motion: Parking Enforcement on DeBerry Street from Mount Vernon to Mirado Request by: Council Member Bill Hussey RESULT: ADOPTED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Doug Wilson, Mayor Pro Tem AYES: McNaboe, Wilson, Robles, Hussey, Allen 3. Motion: Work with the City of Colton to Prohibit Vehicles over 5 Tons Traveling on the Mount Vernon Slope Requested by: Council Member Bill Hussey RESULT: ADOPTED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen I. CITY MANAGER COMMUNICATIONS G. Harold Duffey, City Manager identified the young man who lost his life. Albert Madrid was 25 years old and rescued two young ladies from a burning trailer in Highland. B.2 Packet Pg. 13 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace City Council March 12, 2019 City of Grand Terrace Page 9 City Manager Duffey provided a Power Point presentation showing those roundabout posters and popsicle bridges that were prepared by students at the request of SBCTA. He also provided to City Council a short video of the Blue Mountain Hike 2019. Coming up on March 23, 2019 the Friends of the Grand Terrace Library will have a book sale; a bag of books is $5.00. J. CLOSED SESSION - NONE K. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, March 26, 2019 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor _________________________________ Debra L. Thomas, City Clerk B.2 Packet Pg. 14 Minutes Acceptance: Minutes of Mar 12, 2019 6:00 PM (Consent Calendar) CITY OF GRAND TERRACE CITY COUNCIL MINUTES ● MINUTES 12, 2019 Council Chamber Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace ATTACHMENTS TO March 12, 2019 City Council Minutes PowerPoint Presentations B.3 Packet Pg. 15 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Tract 18604 Landscape and Lighting District  Annexation 3/12/2019 B.3 Packet Pg. 16 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) QUESTIONS? CONCLUSION B.3 Packet Pg. 17 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Assessing City of Grand Terrace Services through Community Survey MARCH 12, 2019 2030 Vision This staff report supports Goal #1, “Ensuring our Fiscal Viability” through the continuous monitoring of expenditure budgets, allocations and operational costs. B.3 Packet Pg. 18 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Background May-2013: the City hired a consultant to obtain feedback from the City’s voters regarding a potential tax measure. Cost of service was approx. $20,000. Background May-2017: the City held several polling sessions asking residents to vote on questions regarding public safety services. B.3 Packet Pg. 19 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Background August-2018: City council requested staff to research the cost of polling residents for enhanced public safety services. Background October-2018: Staff provided the cost of $24,000; City Council declined to move forward at that time & requested less costly community survey programs. B.3 Packet Pg. 20 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) On-line Surveying Text surveys; Landline polling with automated or voice- recorded prompts; Mobile-friendly e-mail surveys; Facebook chatbot surveys. On-line Surveying Real time reporting; Regular surveying and data collection (allowance for multiple surveys throughout the year); and Statistically valid results (sample population). B.3 Packet Pg. 21 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) 1.Customer Satisfaction; 2.Parks; 3.Public Safety; 4.Infrastructure; 5.Budget & Allocation of City Resources; 6.Events; 7.Community Involvement. Types of Questions: Next Steps: 1.City Council to providequestions to staff; 2.City staff to consolidate forCity Council review &approval; 3.Upon approval; staff tocoordinate with SurveyConsultant to createquestions on all applications; 4.City staff to monitor results& provide feedback to CityCouncil. B.3 Packet Pg. 22 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) 6 Questions? B.3 Packet Pg. 23 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Mt. Vernon Slope Hazard Mitigation Project B.3 Packet Pg. 24 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Discussion Staff Recommendation Award of Consultant Services Contract • EBA was the consultant used to win over $1,000,000 HSIP Cycle 8 and 9 Grants • EBA has experience and staff to provide the services needed to win the $2.7 million funds for a fee of $16,660 • Staff recommends to the Council to Authorize City Manager to Execute the Agreement • The funds to pay the consultant will come from bond proceeds Conclusion Questions? B.3 Packet Pg. 25 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) ITEM 12 ON CALL GRANT WRITING SERVICES March 12, 2019 On-Call Competitive Grant Writing Services 5 consulting firms 3-year contracts Not to exceed $40,000 City has participated in competitive grant programs, Federal, State and Local Agreements position the City to quickly respond to Notices of Funding Availability B.3 Packet Pg. 26 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) Consultants: California Consulting, LLC Evan Brooks Associates Albert A. Webb Associates KTUA Blais & Associates Grant Grant Amount CA Parks and Rec – GT Fitness Park $1.8 Million Caltrans Active Transp. Program – Preparation of ATP $295,000 HISP– Safety improvements to Mt. Vernon $435,700 Cal Recycle Rubberized Pavement $65,000 Caltrans Highway Bridge Program – reconstruct Barton Bridge $3.5 Million HISP– Guardrail Safety project $648,000 CA Parks and Rec – GT Fitness Park $212,000 Total $6.5 Million B.3 Packet Pg. 27 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) RECOMMENDATION Approve the professional services agreements; Subject to City Manager Review and City Attorney review; and Authorize the City Manager to execute the agreements B.3 Packet Pg. 28 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) City Manager’s Update 3/12/2019 B.3 Packet Pg. 29 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) B.3 Packet Pg. 30 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) B.3 Packet Pg. 31 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) B.3 Packet Pg. 32 Communication: Attachment to Minutes - 03/12/2019 (Consent Calendar) CITY OF GRAND TERRACE CITY COUNCIL AND CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY AND HOUSING AUTHORITY MINUTES ● MARCH 19, 2019 Council Chambers Special Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 CALL TO ORDER Convene City Council and City Council as the Successor Agency to the Community Redevelopment Agency and Housing Authority PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Darcy McNaboe. Attendee Name Title Status Arrived Darcy McNaboe Chair Present Doug Wilson Vice-Chair Present Sylvia Robles Board Member Present Bill Hussey Board Member Present Jeff Allen Board Member Present G. Harold Duffey Executive Director Present Robert Khuu Assistant City Attorney Present Debra Thomas City Clerk Present Alan French Public Works Director Present Sandra Molina Planning & Development Services Director Present Cynthia A. Fortune Assistant City Manager Present A. PUBLIC COMMENT Bobbie Forbes, Grand Terrace recommende d that the Housing Authority consider reinstating a form of residential rehabilitation funding for those members in the community that are most in need. B. NEW BUSINESS 1. A Public Workshop on the Background and History of the Grand Terrace Housing Authority and on the Housing Authority's Functions B.4 Packet Pg. 33 Minutes Acceptance: Minutes of Mar 19, 2019 6:00 PM (Consent Calendar) Minutes Grand Terrace Housing Authority March 19, 2019 City of Grand Terrace Page 2 Sandra Molina, Planning and Development Services Director gave the Power Point presentation for this item providing the background, history and functions of the Housing Authority. 2. Housing Successor Annual Financial Report for the Year Ended June 30, 2018 Cynthia Fortune, Assistant City Manager gave the Power Point presentation for this item providing the Housing Authority with the Housing Successor with its Financial Statement as of June 30, 2018. 3. A Public Workshop of the Grand Terrace Housing Authority on Housing Functions, Assets, and Future Programs Sandra Molina, Planning and Development Services Director gave the Power Point presentation for this item providing the Housing Authority with Goals and Future Program options. After discussion of the various options provided, Council requested staff bring back policies and a report on the following possible future housing programs: · Partnering with Other Successor Agencies · Develop Housing in Accordance with RHNA · Rental Subsidies · Acquisition and Rehabilitation · New Construction · Home Improvement Loan Program G. Harold Duffey, City Manager asked the Housing Authority how often they would like to meet going forward. The members of the Housing Authority all agreed that quarterly meetings would be sufficient at this time. C. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, March 26, 2019 at 6:00 p.m. _________________________________ Darcy McNaboe, Chair _________________________________ Debra L. Thomas, City Clerk B.4 Packet Pg. 34 Minutes Acceptance: Minutes of Mar 19, 2019 6:00 PM (Consent Calendar) CITY OF GRAND TERRACE CITY COUNCIL AND CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY AND HOUSING AUTHORITY MINUTES ● MARCH 19, 2019 Council Chamber Special Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace ATTACHMENTS TO March 19, 2019 Housing Authority Minutes PowerPoint Presentations B.5 Packet Pg. 35 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) BACKGROUND, HISTORY AND FUNCTIONS OF THE HOUSING AUTHORITY March 19, 2019 Special Meeting FORMER COMMUNITY REDEVELOPMENT AGENCY Boundaries included entire City Received tax increment from property tax values Minimum 20% - Low Mod Housing Fund B.5 Packet Pg. 36 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) FORMER AGENCY’S HOUSING FUNCTIONS Purpose of Low-Mod Fund Produce, Increase, Improve and Preserve City’s low-mod housing supply Achieved through: Construction, Rehabilitation, Subsidies, Affordability Covenants, etc. PROGRAMS OF THE FORMER AGENCY Residential Rehab- low cost loans to low-mod households to improve their homes FTHB Program- loans in the form of silent second to low mod households to obtain homeownership Financial assistance to produce low mod units – Partnered with CBH on Senior Villas - 120 units Neighborhood Improvement Grant – Up to $1,000 to low-mod households for minor repairs, re-painting and landscaping B.5 Packet Pg. 37 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) DISSOLUTION OF REDEVELOPMENT AGENCY FORMULATION OF HOUSING AUTHORITY January 30, 2012 – Housing Authority formed Authorized by HSC 34176(a)(1) January 24, 2012 – Successor Agency formed ABX1 26 – Dissolved redevelopment ASSETS ALLOWED TO BE TRANSFERRED Any real property, interest in, or restriction on the use of real property Any funds that are encumbered by an enforceable obligation to build or acquire low- and moderate-income housing, unless required in the bond covenants to be used for repayment purposes of the bond. Any loan or grant receivable, funded from the Low and Moderate Income Housing Fund, from homebuyers, homeowners, nonprofit or for-profit developers, and other parties that require occupancy by persons of low or moderate income. B.5 Packet Pg. 38 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) ASSETS ALLOWED TO BE TRANSFERRED Any funds derived from rents or operation of properties acquired for low- and moderate- income housing purposes That were financed with any source of funds, including residual receipt payments, conditional grant repayments, cost savings and proceeds from refinancing, and principal and interest payments from homebuyers subject to enforceable income limits. Repayments of loans or deferrals owed to the Low and Moderate Income Housing Fund which shall be used consistent with the affordable housing requirements. POWERS OF THE HOUSING AUTHORITY Powers of the former- redevelopment agency described above have either been removed or substantially modified (H&SC Section 34176.1) Changes will be discussed further in the workshop discussion on Goals and Future Programs B.5 Packet Pg. 39 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Questions B.5 Packet Pg. 40 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Grand Terrace Housing Authority Housing Successor Financial Statement of as June 30, 2018 This staff report supports Goal #1, “Ensuring our Fiscal Viability” through the continuous monitoring of expenditure budgets, allocations and operational costs. 2030 Vision B.5 Packet Pg. 41 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) •Senate Bill 341 addressed housing successor entities; •Senate Bill 107 changed the reporting requirements for housing successors; Background •HSC 34176.1(f) requires an independent financial audit be performed of the Low and Moderate Income Housing Asset Fund (LMIHAF) and said audit is to be submitted to the housing successor’s governing body. Background B.5 Packet Pg. 42 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) •The financial statement of the LMIHAF presented to the Grand Terrace Housing Authority is for the fiscal year ended June 30, 2018. Background •The housing successor received an “unqualified” opinion letter. •In addition, the auditors did not find any material internal control deficiencies during their audit. Discussion B.5 Packet Pg. 43 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Grand Terrace Housing Authority Low and Moderate Income Housing Asset Fund (LMIHAF) As of June 30, 2018 ASSETS Cash and Investments $206,732 Receivables: Accounts (Note 1) Habitat for Humanity Loan $35,098 Notes and Loans: Notes - Silent Second Program (Note 2) Amanda R - 1st Time Homebuyer $69,000 Michelle B - 1st Time Homebuyer $44,000 Diane K - 1st Time Homebuyer $39,000 Alisa F - 1st Time Homebuyer $62,000 David F - 1st Time Homebuyer $29,000 Julia C - 1st Time Homebuyer $33,000 Dana G - 1st Time Homebuyer $28,000 Philip B - 1st Time Homebuyer $190,000 Michael M - 1st Time Homebuyer $20,000 Charles H - 1st Time Homebuyer $155,000 $669,000 Low and Moderate Income Housing Asset Fund (LMIHAF) As of June 30, 2018 ASSETS Loans (rehabilitation 2nd trust loans) John B (3% interest) $12,912 Monte C (0% interest) $31,379 Henry J (0% interest) $8,932 Carma W (3% interest) $6,297 $59,519 Total Notes and Loans $728,519 Due from Other Governments (Original Amt $448,636) Loan Payment from the Succ. Agy (approx. $50k) $398,636 Advances to City Loan Payment from the General Fund (Note 4) $168,205 Land Held for Resale (in Escrow for sale to the City) APN 1167-231-01 (22293 Barton Rd: 1.38 acres) $240,227 APN 1167-311-01 (22317 Barton Rd: 1.36 acres) $222,939 $463,166 TOTAL ASSETS $2,000,356 B.5 Packet Pg. 44 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) •The Housing Successor staff has estimated an annual operating expense of $28,420 for administration of the LMIHAF and annual reporting. Discussion Grand Terrace Housing Authority Low and Moderate Income Housing Asset Fund (LMIHAF) Cash Available Cash and Investments, June 30, 2018 $206,732 Habitat for Humanity Loan Repayment $35,172 Approved use of Fund Balance for FY2018-19 ($4,320) Total Cash and Investments projected for June 30, 2019 $237,584 Revenue from Purchase of Land Held for Re-sale to the City $650,000 APN 1167-231-01 (22293 Barton Rd: 1.38 acres) APN 1167-311-01 (22317 Barton Rd: 1.36 acres) Subtotal Cash: $887,584 B.5 Packet Pg. 45 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Grand Terrace Housing Authority Low and Moderate Income Housing Asset Fund (LMIHAF) Cash Available Sub-total Cash from previous page $887,584 Revenue from Successor Agency for SERAF Loan Repayment FY2019-20 (Revenue of $50,000 less Oper. Exp. of $28,420)$21,680 FY2021-22 (Revenue of $50,000 less Oper. Exp. of $28,420)$21,680 FY2022-23 (Revenue of $50,000 less Oper. Exp. of $28,420)$21,680 FY2023-24 (Revenue of $50,000 less Oper. Exp. of $28,420)$21,680 FY2024-25 (Revenue of $50,000 less Oper. Exp. of $28,420)$21,680 FY2025-26 (Revenue of $48,636 less Oper. Exp. of $28,420)$20,216 TOTAL CASH $1,016,200 Questions? B.5 Packet Pg. 46 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Housing Authority  Goals and Future  Programs MARCH 19, 2019 SPECIAL MEETING Background Housing Authority assumed  housing assets and functions of  former RDA Mainly production and preservation of  affordable housing However, the legislature  specified how funds are to  be spent. B.5 Packet Pg. 47 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) / Use of LMIHAF (Funds) First towards meeting housing obligations of former Agency that are  included in the ROPS •There are none Monitor and enforce long‐term affordability covenants and restrictions  and administer housing activities. The greater of $200,000 or 5 percent of  the statutory value of real property and of loans and grants •Senior Villas, Habitat, Rehab/FTHB Loans / Use of LMIHAF (Funds) •$26K towards HOPE – rapid  rehousing of homeless Up to $250,000 for  homelessness prevention  and rapid rehousing •Income is deposited into LMIHAF Program income from  housing assets must be  deposited in the LMIHAF,  and subject to use  restrictions B.5 Packet Pg. 48 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) / Use of LMIHAF (Funds) Remaining funds must be spent  for the "development" of housing •At least 30% of funds towards rental housing for extremely low income households (<30% of area median income) •No more than 20% towards very low and low income households (between 60‐80% of area median income) •Remainder towards very low and low income households (between 31‐59% of area median income) LMIHAF  cannot be  used towards  moderate  income  households  (incomes  over 80% of  the area  median  income) Must be met  every 5 years  or additional  restrictions  on the use of  the  remaining  funds in the  LMIHAF will  apply Category Percent of  Median Income Use of LMIHAF Extremely Low 30% or Less Yes, minimum  30% Must be rental  housing Very Low 31% to 50% Yes Low 51% ‐ 80% Yes, no more than  20% towards 60‐ 80% AMI Use of Low Moderate Income Housing Asset Fund B.5 Packet Pg. 49 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Regional Housing  Needs Assessment ØRHNA is an 8‐year cycle ØWe have zoned sufficient sites ØState is taking firmer stance regarding housing  production ØProduced 5 affordable units ØMay be prudent to focus Housing Authority  efforts in accordance with RHNA Ø Very Low and Low  Table 1 Regional Housing Need  Assessment 2013 – 2021 Target Income Level RHNA  Target Very Low 28 Low 19 Moderate 22 Above Moderate 49 Total 118 Affordable  Housing Costs‐ San Bernardino  County 4‐Person  Household Income  Category Annual  Income1 Maximum  Purchase  Price2 Maximum Monthly  Rent3 Subsidy Needed Based on Median  Home Value of  $369,4004 Extremely  Low Less Than  $25,100 $88,000 $628/month $281,400 Very Low $25,100 ‐ $33,700 $150,000 $843/month $219,400 Low $33,701 ‐ $53,900 $235,000 $1,348/month $134,400 Sources:   1. Cal. HCD. Income is adjusted for household size.  2. Estimate based upon 10% down payment, 4% interest rate, 1.2% property taxes and $100/mo. property  insurance. Maximum price will differ depending on circumstances (e.g., HOA dues, interest rate, down  payment) 3. Based upon 30% of gross income (including utilities) 4. Zillow Website 3/14/2019 B.5 Packet Pg. 50 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Affordable  Housing Costs‐ San Bernardino  County 2‐Person  Household Income  Category Annual  Income1 Maximum  Purchase  Price2 Maximum  Monthly Rent3 Subsidy Needed Based on  Median Home  Value of  $233,0004 Extremely  Low Less Than  $16,460 $58,000 $412/month $175,000 Very Low  $16,461 ‐ $27,000 $120,000 $675/month $113,000 Low $27,001 ‐ $43,150 $188,000 $1,079/mont h $45,000 Sources:   1. Cal. HCD. Income is adjusted for household size.  2. Estimate based upon 10% down payment, 4% interest rate, 1.2% property taxes and  $100/mo. property insurance. Maximum price will differ depending on circumstances  (e.g., HOA dues, interest rate, down payment) 3. Based upon 30% of gross income (including utilities) 4. Zillow Website 3/14/2019, for a 2 bedroom home Housing Programs of Other Jurisdictions City of Chino ‐ Home Improvement Loan Up to $40K, deferred low interest loan Interior and exterior, correct code violations, accessibility improvements City of Rialto – Home Sweet Home Deferred loan program Correct code violations, health and safety issues City of Ontario – Housing Development Assistance Program Multi Family Mortgage Revenue Bonds Low interest loans and grants Acquisition, rehabilitation, development City of Fontana – Housing Rehab Program Up to $25K, tax deferred loans $5K Grants Basic rehab, interior and exterior, correct code violations County of San Bernardino – Mortgage Revenue Bonds  Multi family development – affordable State of California – CalFHA Silent Seconds B.5 Packet Pg. 51 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Development  of Housing  (H&S  34176.1) New construction Acquisition and  Rehabilitation Substantial rehabilitation,  (value of the rehabilitation  must equal to 25% of the  value of the home after rehab Acquisition of long‐term  affordability covenants on  multi family Preservation of an assisted  housing development that is  eligible for prepayment or  termination or expiration of  rental restrictions Use of funds for Senior  Housing is restricted, to 50%  of what was produced in  last 10 years – we can only  assist 1 senior housing unit Category Percent of  Median Income Use of LMIHAF Extremely Low 30% or Less Yes, minimum  30% Must be rental  housing Very Low 31% to 50% Yes Low 51% ‐ 80% Yes, no more than  20% towards 60‐ 80% AMI Use of Low Moderate Income Housing Asset Fund B.5 Packet Pg. 52 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Change in Housing Assets Property 11695 Canal – Sold for $160,000 •Subject to performance timeline Barton Road Properties  •In Escrow – $650,000 Loans 13 remain on the books Possible Housing Programs Partner with other successor agencies – Two or more within a prescribed geographic area up to $1 million each fiscal year for  households earning less than 60% of AMI.  Develop Housing in Accordance with RHNA – Programs that would produce units extremely low, lower and low household  income levels in accordance with the RHNA and use of LMIHAF  requirements B.5 Packet Pg. 53 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Possible Housing Programs Rental Subsidies – Identify rental properties for rental subsidies in exchange for affordability covenants. Household income levels could  range between extremely low income to low income households.  Acquisition and Rehabilitation – Acquire multiple family properties and rehabilitate the property and units. Sell to an entity that would  own, operate and manage the rental property for affordable housing  and subject to affordability covenants. Or finance same for an  affordable housing developer. Possible Housing Programs New Construction – Financial assistance on the purchase of land or other development costs to construct homes affordable to low income  households.  i.e.: Habitat project  Substantial Rehabilitation – May work for multiple family properties, where a number of affordable units could be created. While it could  also apply to single family homes, there would be more value with  multiple units. B.5 Packet Pg. 54 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) Questions B.5 Packet Pg. 55 Communication: Attachment to Minutes - 03/19/2019 HA Special Meeting (Consent Calendar) AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: City Department Monthly Activity Report - February 2019 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 February 2019 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’ve 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: B.6 Packet Pg. 56 • All Departmental Monthly Reports Feb 2019 (PDF) APPROVALS: G. Harold Duffey Completed 03/22/2019 10:10 AM City Attorney Completed 03/22/2019 10:50 AM Finance Completed 03/22/2019 11:40 AM City Manager Completed 03/22/2019 11:26 AM City Council Pending 03/26/2019 6:00 PM B.6 Packet Pg. 57 MONTHLY REPORT February 2019 PRESENTED BY THE CITY MANAGER’S OFFICE B.6.a Packet Pg. 58 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. B.6.a Packet Pg. 59 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Organizational Chart .............................................................................. 1 City Clerk ............................................................................................... 3 Committee/Commissions .............................................................. 9 City Manager ....................................................................................... 11 Senior Center ............................................................................. 16 Senior Bus Program ................................................................... 19 Communications ......................................................................... 24 Planning and Development .................................................................. 29 Code Enforcement .......................................................................46 Weekend Code ............................................................................47 Parking/Graffiti .............................................................................48 Animal Control .............................................................................50 Public Works .........................................................................................53 Maintenance ................................................................................56 Citizen Response System (Work Orders)....................................58 Park Maintenance ........................................................................60 Sheriff’s Contract ..................................................................................65 San Bernardino County Fire..................................................................69 B.6.a Packet Pg. 60 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       B.6.a Packet Pg. 61 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 Page | 1 B.6.a Packet Pg. 62 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       Page | 2 B.6.a Packet Pg. 63 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City Clerk •Agenda Processing •Elections •Records Management •FPPC Filings •Public Records Page | 3 B.6.a Packet Pg. 64 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 4 B.6.a Packet Pg. 65 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City of Grand Terrace City Clerk’s Department . DATE: March 20, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Debra Thomas, City Clerk City Clerk’s Office SUBJECT: FEBRUARY 2019 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 two (2) positions that include the City Clerk and its Office Specialist. 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 February 2019 is two (2), spending a total of eighteen (18) hours preparing the agenda packet together with delivery and producing 689 pages. AGENDA PROCESSING/POSTING MONTH Regular Meeting Special Meeting Totals September 2 0 2 October 2 0 2 November 1 0 1 December 1 0 1 January 2 0 2 February 2 0 2 Total Processed 10 0 10 Page | 5 B.6.a Packet Pg. 66 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 and Ordinances processed for the month of February 2019 is zero. RESOLUTIONS AND ORDINANCES PROCESSED RESOLUTIONS ORDINANCES MONTHLY TOTALS September 2 0 2 October 2 0 2 November 2 0 2 December 2 2 4 January 0 0 0 February 0 0 0 Total Processed 8 2 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, Acknowledg ment 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 February 2019, one (1) Certificate of Recognition and one (1) In Memoriam Adjournment was prepared on behalf of City Council. Month Certificate of Acknowledgment w/Pin Certificate of Recognition w/Pin Commendation w/Pin In Memoriam Adjournments Certificate of Participation Proclamation Total September 0 1 0 1 0 0 2 October 0 10 0 2 0 0 12 November 0 0 0 2 0 0 2 December 0 1 0 0 0 0 1 January 0 0 0 1 0 2 3 February 0 1 0 1 0 0 2 Total 0 13 0 7 0 2 22 Page | 6 B.6.a Packet Pg. 67 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 February 2018, Council approved three (3) agreements which three (3) originals of each agreement were sent to the contractor/consultant for signature. All were returned to the City signed and circulated for signature in-house and are now on file with the City Clerk’s department. CONTRACTS & AGREEMENTS PROCESSED September 2 October 4 November 2 December 3 January 0 February 3 Total 14 RECORDS REQUESTS The City Clerk’s office received thirteen (13) Requests for Copies of Public Records for the month of February 2019. Twelve (12) requests were completed within the Government Code Section 6253(c)’s requirement of ten (10) calendar days with one (1) completed with a 14-day extension. The total number of pages provided in response to those requests were 77 pages with four (4) letters to Requestor advising there were no records responsive to the request. RECORDS REQUEST SUMMARY Month Requests Received Completed Within 10 Days Completed with 14-Day Extension # of Pages Provided Letter to Requestor – No Records September 12 10 2 91 3 October 14 7 7 335 3 November 11 10 1 370 2 December 14 13 1 429 5 January 11 11 0 35 4 February 13 12 1 77 4 Total Requests 75 63 12 1337 21 Page | 7 B.6.a Packet Pg. 68 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 February 2019, the City Clerk’s office responded to 280 telephone calls from residents, contractors, vendors, consultants and in-house customer service assistance to City staff. TELEPHONE CUSTOMER SERVICE September 283 October 365 November 400 December 280 January 382 February 266 Total Calls 1,976 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. 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 September 2.00 0 .50 .25 0 2.75 October 1.50 2.00 1.00 2.50 12 19.00 November 1.25 1.00 .50 2.00 15 19.75 December 1.00 .50 .50 .50 0 2.50 January 1.00 0 .50 .25 0 1.75 February .75 0 .50 0 0 1.25 TOTAL # HOURS 7.50 3.50 3.50 5.50 27.00 47.00 Page | 8 B.6.a Packet Pg. 69 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 CITY CLERK CURRENT PROJECTS: Electronic Document Management System In July 2017, the City Clerk’s office sent out an RFP for an Electronic Document Management System and in that same month received three (3) proposals. Proposals were reviewed by Staff and on September 12, 2017, the proposals were presented to the City Council for approval and the contract was awarded to Complete Paperless Solutions (CPS) who installed Laserfiche Avante Electronic Content Management System. A conference call was coordinated with Onsite Computing and CPS on September 28, 2017 to discuss the implementation of the software and when the migration would begin. Begin date for implementation was scheduled in October 2017. After some analysis of the City’s server, and due to its age, it was determined that the server needed to be upgraded by no later than 2018-2019. On November 9, 2017, Onsite Computing upgraded the City’s server to a virtual server so that Laserfiche could stand alone. This ensured the program would not slow down any of the City’s other systems. Additionally, a separate license was purchased for Microsoft, due to the changeover to Microsoft Office 365, which will run the Laserfiche program. The program installation was completed November 27, 2017. In December, we provided CPS with the City’s Retention Schedule to create the City’s file repository. CPS’ conversion of the retention schedule to work with the Laserfiche program was completed at the end of February 2018 and the City Clerk’s office is reviewing that repository to identify those categories that need to be set up in its own unique way; i.e. year, alpha, street name, APN#. That review should be completed within the next week or two. The revised repository shall then be sent back to CPS to complete the repository installation for the City. Once the final repository is complete, CPS will work with the City Clerk’s office to determine which categories will be placed on the website for public access. CPS has installed security and content to the server. Training was held for support staff on March 1, 2018. Page | 9 B.6.a Packet Pg. 70 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) CPS will implement the requested changes to the file structure and complete the process by June 1, 2018. CPS has made all of the requested changes to the repository and Staff has begun placing information into the Laserfiche repository. On July 30, 2018, Staff began scanning and importing records into the fully operational Laserfiche program database. Once the City’s new web page is fully operational, CPS will connect the web portal to allow residents the ability to view various records being placed into the Laserfiche database. In August 2018, Laserfiche had been revised, updated and fully operational. The City Clerk will be preparing a PowerPoint presentation for a City Council meeting in September on how the system works. Also, the City Clerk will be coordinating with Complete Paperless Solutions and Onsite Computing to configure the weblink data portal for public access. This is scheduled for some time in September 2018. In September 2018, Laserfiche is been fully operational and the City Clerk provided the City Council with a PowerPoint presentation on how the system works internally. In October 2018, the City Clerk worked with Jesse Smith and Onsite Computing to coordinate a date and time that Onsite could assist the City Clerk with establishing the weblink data portal for public access. After some time, Onsite Computing and Complete Paperless Solutions suggested that the City acquire a separate server for the weblink data portal to keep the public’s access separate from the internal server. The City Clerk’s office is coordinating with Onsite Computing to acquire the server and will work with Onsite and CPS to install the weblink data portal for the public’s access. In January 2019, the Laserfiche weblink data portal for the public was installed on the City’s website and the public has access to records placed under the City Clerk Department’s tab titled “Online Documents”. Laserfiche is fully operational both internally and externally. The City Clerk and her office specialist will be attending a Laserfiche conference in February 2019 for more hands on training. In February 2019, the City Clerk and Office Specialist attended a more in-depth training at the Empower Conference in Long Beach hosted by Laserfiche and funded by Complete Paperless Solutions, the City’s Electronic Document Management Services provider. Hands-on training was provided at the beginner level on the following: • Working with Documents in the Laserfiche Repository • Designing Quick Fields • Getting Started Administering the Repository • Getting Started with Laserfiche Scanning • Getting Started with Searching • Getting Started Scanning Documents with Quick Fields • Laserfiche Records Management Security Page | 10 B.6.a Packet Pg. 71 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City Manager’s Office •City Manager’s Office •Human Resources •Senior Center Page | 11 B.6.a Packet Pg. 72 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       Page | 12 B.6.a Packet Pg. 73 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) DATE: March 20, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Cynthia A. Fortune, Assistant City Manager SUBJECT: February-2019 Monthly Services Report This monthly report is presented to the City Manager to keep the City Manager and Policy Makers informed of the activities within the City Manager’s Office and programs administered by the office to meet service demands. The tasks and projects identified within the monthly report represent programs administered by the City Manager’s Office. The projects identified in this report do not represent the City Manager’s Office’s larger policy and fiscal oversight. Reports on those issues are presented to the Council in separate and distinct reports. The attached monthly report addresses the City Manager’s Office administration of the following activities:  Human Resources  Senior Center  Finance (currently ACM is Acting Finance Director)  IT and Communications OUR MISSION To preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of a fiscally responsible government. OUR VISION Grand Terrace is an exceptionally safe and well managed City, known for its natural beauty and recreational opportunities; a vibrant and diverse local economy; a place where residents enjoy an outstanding quality of life that fosters pride and an engaged community, encouraging families to come and remain for generations. Page | 13 B.6.a Packet Pg. 74 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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. Page | 14 B.6.a Packet Pg. 75 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) TABLE 1 Recruitment Activity Description Jul- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Recruitments Initiated 0 1* 0 0 0 1**** Recruitments in Progress 0 1* 0 0 0 0 Recruitments Pending 0 0 0 0 0 0 Applications Received/Processed 0 46 0 0 0 0 New Hires Processed 1** 0 1*** 0 0 0 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Recruitments Initiated 0 0 Recruitments in Progress 0 0 Recruitments Pending 0 0 Applications Received/Processed 0 0 New Hires Processed 0 0 *Recruitment for the Code Enforcement/Animal Control Specialist position. ** The Code Enforcement/Animal Control Officer position was filled. *** The Code Enforcement/Animal Control Specialist position was filled. ****recruitment initiated for the Maintenance Worker I position. TABLE 2 Employee Job Performance Activity Description Jul- 2018 Aug- 2018 Sept 2018 Oct- 2018 Nov- 2018 Dec- 2018 Evaluations Processed 0 0 0 0 0 0 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Evaluations Processed 0 0 TABLE 3 Benefits Activity Description Jul- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Employee Changes/Inquiries 2 0 1 5* 0 0 ADP Change Transactions 0 0 0 5* 0 0 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Employee changes/Inquiries 0 0 ADP Change Transactions 0 0 *During the City’s benefits open enrollment period (October-2018), employees authorized changes to their health, dental, visions and insurance benefits and deductions. Page | 15 B.6.a Packet Pg. 76 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Nutrition Program (# of meals served) 531 538 488 597 485 451 Arts and Crafts Classes 19 25 22 40 22 20 Bingo 40 55 47 41 35 40 Bridge 49 29 40 46 35 37 Bunco 44 51 44 51 21 49 Coffee with Megan 47 62 68 50 62 39 Exercise Classes 77 90 82 107 101 65 Garden Club 8 18 12 7 8 10 Morning Glories (quilting) 45 26 30 0 22 24 Movies with Solomon 10 0 10 0 0 16 Paint Classes 12 17 0 11 7 Card Game Night (Wednesday) 16 19 16 14 14 14 Cell Phone Class 10 6 9 SPECIAL EVENTS Monthly Birthday Celebration 24 22 37 30 23 22 Monthly Entertainment (2nd Friday of the month) 25 26 33 36 36 35 Volunteer Appreciation 22 Keeping Hydrated Class 21 Blood Pressure Testing 15 Bus Pass Distribution 30 35 Ice Cream Social 36 Flu Shot Clinic 11 Halloween Party 40 Thanksgiving 53 Holiday (Christmas) Celebration 62 Page | 16 B.6.a Packet Pg. 77 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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.) Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Nutrition Program (# of meals served) 514 503 Arts and Crafts Classes 11 29 Bingo 55 27 Bridge 41 29 Bunco 50 40 Coffee with Megan 86 51 Exercise Classes 92 84 Garden Club 8 6 Morning Glories (Quilting) 27 22 Paint Classes 14 10 Card Game Night (Wednesday) 36 20 Cell Phone Class 5 4 Kings Corner 69 35 Cribbage 5 18 SPECIAL EVENTS Monthly Birthday Celebration 26 28 Monthly Entertainment (2nd Friday of the month) 33 Scrapbooking 5 Valentines’ Day Party 33 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.) Page | 17 B.6.a Packet Pg. 78 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 0 100 200 300 400 500 600 700 July August September October November December 531 538 488 597 485 451426 456 550 674 602 655 Monthly Summary (2018 -19) July -2018 -December -2018 # of Meals Served Activity Attendance 0 100 200 300 400 500 600 700 800 January February March April May June 514 503 796 663 Monthly Summary (2018 -19) January -2019 -June -2019 # of Meals Served Activity Attendance Page | 18 B.6.a Packet Pg. 79 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) TABLE 2 Senior Center Blue Mountain Silver Liner # of Passengers Description Jul- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Within City Limits (Senior Center, Stater Brothers, Library) 51 88 90 89 106 68 Outside City Limits (Walmart, 99cent store, Ross) 44 59 85 114 44 87 Special Events/Trips 7 23 0 8 3 12 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Within City Limits (Senior Center, Stater Brothers, Library) 86 88 Outside City Limits (Walmart, 99cent store, Ross) 146 114 Special Events/Trips 0 0 TABLE 3 # of Rides Description Jul- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Within City Limits (Senior Center, Stater Brothers, Library) 110 181 200 204 220 133 Outside City Limits (Walmart, 99cent store, Ross) 91 121 183 210 98 188 Special Events/Trips 14 46 0 16 6 24 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Within City Limits (Senior Center, Stater Brothers, Library) 189 201 Outside City Limits (Walmart, 99cent store, Ross) 318 237 Special Events/Trips 0 0 Page | 19 B.6.a Packet Pg. 80 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 37% 63% 0% January 2019 Rides Within CL Outside CL Special Trips 46% 54% 0% February 2019 Rides Within CL Outside CL Special Trips Page | 20 B.6.a Packet Pg. 81 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Oct-17 7% 55% 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. Page | 21 B.6.a Packet Pg. 82 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) TABLE 1 Financial Activity Description Jul- 2018 Aug- 2018 Sept- 2018 Oct- 2018 Nov- 2018 Dec- 2018 Invoices Processed 95 163 140 139 166 95 Checks Issued 74 118 101 96 98 72 Purchase Orders Established 7 51 31 20 15 9 Revenue Receipts Recorded 40 132 42 52 37 0 Description Jan- 2019 Feb- 2019 Mar- 2019 Apr- 2019 May- 2019 Jun- 2019 Invoices Processed 132 100 Checks Issued 111 65 Purchase Orders Established 5 8 Revenue Receipts Recorded 91 79 95 74 7 40 163 118 51 132 140 101 31 42 139 96 20 52 166 98 15 37 95 72 9 0 0 20 40 60 80 100 120 140 160 180 Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded Financial Activity Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18 Page | 22 B.6.a Packet Pg. 83 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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. 132 111 5 91 100 65 8 79 0 20 40 60 80 100 120 140 Invoices Processed Checks Issued P.Os Established Revenue Receipts Recorded Financial Activity Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Page | 23 B.6.a Packet Pg. 84 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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. Table 1 Channel 3: Jul Aug Sep Oct Nov Dec City Council Meeting Replays 44 46 58 60 59 61 Activities/Items Added to Slideshow 3 1 0 1 1 0 Channel 3: Jan Feb Mar Apr May Jun City Council Meeting Replays 60 54 Activities/Items Added to Slideshow 1 3 Facebook Jul Aug Sep Oct Nov Dec Posts 69 39 30 36 53 18 Total Reach 37,816 21,697 10,300 15,460 32,487 24,949 Total Engagement 5,453 2,000 1,308 3,460 6,160 5,421 Page Followers 1,586 1,602 1,620 1,655 1,695 1,729 New Page Followers 40 16 18 35 40 34 Facebook Jan Feb Mar Apr May Jun Posts 24 30 Total Reach 15,195 22,964 Total Engagement 1,442 3,185 Page Followers 1,745 1,778 New Page Followers 16 33 2017-2018 City Communications Data: Page | 24 B.6.a Packet Pg. 85 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Eblast Jul Aug Sep Oct Nov Dec Number of E-newsletters Distributed 10 3 6 8 8 7 Number of Subscribers 594 598 607 619 629 633 Change in Subscribers 22 4 9 12 10 4 Number of E-newsletters Opened* 1,440 506 No Data No Data No Data No Data Eblast Jan Feb Mar Apr May Jun Number of E-newsletters Distributed 6 6 Number of Subscribers 634 637 Change in Subscribers 1 3 Number of E-newsletters Opened* No Data No Data * New e-newsletter management system does not currently track emails opened. 1,586 1,602 1620 1655 1,695 1,729 1,745 1,778 1,450 1,500 1,550 1,600 1,650 1,700 1,750 1,800 FACEBOOK PAGE FOLLOWERS Page | 25 B.6.a Packet Pg. 86 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Twitter Jul Aug Sep Oct Nov Dec Tweets 26 24 17 17 13 20 Impressions 6,599 5,813 4,911 5,689 4,602 4,429 Followers 196 203 212 216 219 224 New Followers 8 7 9 4 3 5 Twitter Jan Feb Mar Apr May Jun Tweets 7 3 Impressions 3,486 5,185 Followers 226 229 New Followers 2 3 YouTube Jul Aug Sep Oct Nov Dec Video Uploads 3 2 2 1 0 9 Video Views 78 59 101 155 77 580 Subscribers 123 124 124 125 125 126 Change in Subscribers 2 1 - 1 - 1 YouTube Jan Feb Mar Apr May Jun Video Uploads - 3 Video Views 42 166 Subscribers 126 129 Change in Subscribers - 3 594 598 607 619 629 633 634 637 570 580 590 600 610 620 630 640 650 Jul Aug Sep Oct Nov Dec Jan Feb Number of Eblast Subscribers Page | 26 B.6.a Packet Pg. 87 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Blue Mountain Outlook Jul Aug Sep Oct Nov Dec Full Page Ad, Inside Back Cover - 1 1 - - - 1/4-Page Ad - - - - - - 4-Page Insert - - - - - - Blue Mountain Outlook Jan Feb Mar Apr May Jun Full Page Ad, Inside Back Cover - - 1/4-Page Ad - - 4-Page Insert - - City News Jul Aug Sep Oct Nov Dec Featured (Front Page Article and Image) - - - - - - Articles - 1 1 - 2 - 1/2-Page Ad - - - - - - 1/4-Page Ad - - - 1 - - City News Jan Feb Mar Apr May Jun Featured (Front Page Article and Image) - - Articles - - 1/2-Page Ad - - 1/4-Page Ad - - AM 1640 Jul Aug Sep Oct Nov Dec Advertisement of City Events - - - 1 1 - AM 1640 Jan Feb Mar Apr May Jun Advertisement of City Events 1 1 Burrtec Newsletter Jul Aug Sep Oct Nov Dec Bi-Monthly Newsletter - - - - - - Burrtec Newsletter Jan Feb Mar Apr May Jun Bi-Monthly Newsletter - - 5 Most Popular City Facebook Pages By % of Pop. 1) Twentynine Palms 21.14% 2) Apple Valley 19.72% 3) Yucca Valley 15.42% 4) Grand Terrace 14.48% 5) Hesperia 13.45% * 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. *** Impressions refers to the number of times a tweet has been seen. Page | 27 B.6.a Packet Pg. 88 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 28 B.6.a Packet Pg. 89 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning & Development •Land Use Planning •Planning Commission •Building & Safety •Code Enforcement •Enforcement Program Page | 29 B.6.a Packet Pg. 90 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 30 B.6.a Packet Pg. 91 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City of Grand Terrace Planning and Development Services Department DATE: March 18, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Sandra Molina, Planning and Development Services Director Planning and Development Services Department SUBJECT: FEBRUARY 2019 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, and Animal Control. OUR MISSION To preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of a fiscally responsible government. OUR VISION Grand Terrace is an exceptionally safe and well managed City, known for its natural beauty and recreational opportunities; a vibrant and diverse local economy; a place where residents enjoy an outstanding quality of life that fosters pride and an engaged community, encouraging families to come and remain for generations. PLANNING DIVISION Planning and Building and Safety Core Services  Permit New Businesses  Permit Alterations to Existing Uses  Zoning Code & General Plan Administration  RDA Dissolution  Planning Commission  Building Permit Issuance  Building Plans Review & Inspections The Planning Division is budgeted for one full time Director and one full time Assistant Planner. Both positions are filled and together constitute a minimum of 320 monthly service hours. Page | 31 B.6.a Packet Pg. 92 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 2 Activity Summary for Planning Planning Counter Requests for Information: 61 Planning Phone Calls Received: 63 Planning E-mails Received/Answered: 210 Application Summary The Planning Division received 12 new applications in February and carried over 18 from the previous month. Action was taken on 19 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 February 2019 Applications Number Received Carried Over Completed Under Review Major 0 9 1 8 Administrative 0 6 3 3 Land Use 10 0 10 0 Home Occupation 1 2 3 0 Sign 1 0 1 0 Special Event 0 0 0 0 DAB 0 1 1 0 Total 12 18 19 11 0 2 4 6 8 10 12 Major Administrative Land Use Home Occupation Sign Special Event DAB Applications Received and Carried Over in February 2019 Under Review Completed Carried Over Received Page | 32 B.6.a Packet Pg. 93 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 3 Applications Received, Approved and/or Under Review Fiscal year to date the Planning Division has received 122 applications for review, 11 applications remained under review. A comprehensive list of the applications and their status is at the end of the Planning Division’s report. Land Use application for two new businesses were approved in February, including “Next G. Communications” (Telecommunication Services) and “Grocery Outlet” (Market Store). Land Use application for “Calvary the Brook” (Church Office) and “Chastella, Inc” (Youth Homes office) were approved. Overall Land Use applications are the most predominant application that the Planning Division processes. Ten Land Use applications were received in February, all the applications were approved. The table below shows the types of activities that were received with the ten Land Use applications received in February 2019. 0 10 20 30 40 50 60 70 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 2 1 22 1 2 Land Use Applications Wall/Fence Shed Patio Covers/sunroomPools New business Non-profit Offices Minor Improvements Temporary Uses/Special Events Page | 33 B.6.a Packet Pg. 94 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 4 Projects in Plan Check or Under Construction Projects in Plan Check or Under Construction Date Submitted Case No. Applicant Description Location Status 10/23/2018 SA 18-10 V 18-02 E 18-10 Crestwood Communities 17 Detached Single- Family Residences Pico Street and Kingfisher Rough grading underway. Precise grading plan under review 8/17/2016 SA 14-07- A1 E 14-04- A1 Joab Jerome New Residence APN: 0275-282-20 11838 Burns Avenue Grading Plan under review 4/14/2016 SA 16- 01 V 16- 01 TTM 16-01 E 16-05 Aegis Builders Darryl Moore Planned residential development – 17 lots and 17 to-story housing units 22404 Van Burren Under Construction 5/11/2018 ASA 18- 06 E 18-06 Tim Boyes Single Family Residence 0276-431-23 Grading plans approved, building plans under review 10/27/2016 SA 16-09 Yacoub Farsakh Single Family Residence 0276-331-49 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 meeting was held on February. Development Advisory Board Meetings Date Submitted Case No. Applicant Description Location Status 1/15/2019 DAB 19-05 Leonardo Aguayo Single Family Residence APN: 0275- 083-09 Proposal reviewed on 2/5/2019 Page | 34 B.6.a Packet Pg. 95 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 5 Planning Commission The Planning Commission reviews new construction, subdivisions, variances and conditional use permits. They also make recommendations on zone changes, zoning code amendments, and general plan changes. One Planning Commission meeting was held in the month of February and the following action occurred. February 21, 2019: Approved Site and Architectural Review 15-06-A1 and Variance 18-03 to establish a medical office and outpatient surgery center, located at 22805 Barton Road. Grants The City was awarded funding for its Blue Mountain Trailhead and Trail application. A mandatory meeting was attended on July 31, 2018. In December, a second Request for Proposals was sent to 13 consulting firms for design and construction management services for the Blue Mountain Nature Trail and Trailhead project. Three responses were received and are under review. On November 13, 2018, the City Council adopted the Grand Terrace Active Transportation Plan. Close out of the grant is ongoing. Grant Status Grant Amount Active Transportation Plan Consultant preparing document Draft anticipated in September 2018 $295,000 Blue Mountain Trailhead and Trail Grant Submitted on October 1, 2017. Site visit completed in November 2017. Awarded. $212,500 (Project cost $520,000) Housing Successor Agency The Housing Successor Agency has a current balance of approximately $225,000.00. Each year $50,000 is received from the Successor Agency. On March 13, 2018, the Housing Successor approved a Purchase and Sale Agreement with Aegis Builders, Inc. to sell its property located at 11695 Canal Street for $169,000. Escrow closed on June 15, 2018. Buyer has 18 months to commence construction. Page | 35 B.6.a Packet Pg. 96 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 6 The Housing Successor Agency holds the following interests: Property Description 22293 Barton Road Vacant 1.42-acre commercial property. 22317 Barton Road Vacant 1.43-acre commercial property. 11695 Canal Street Vacant 0.80-acre property, designated R3-20. Sold on 6/15/2018 to Aegis Builders, Inc. Buyer has 18 months to commence construction or Agency may repurchase property. 12569 Michigan Street (Habitat Project) Housing Successor Agency holds 45-year covenants on the property for two low income residents. Community Emergency Response Team The first CERT Volunteer meeting was held on February 5, 2019. The agenda items included welcoming the group to CERT, overview of CERT objectives and Board Member Responsibilities, conduct Board Member volunteer nominations, review the board meeting dates, and coordinate CERT participation on the ‘Blue Mountain Hike’ event scheduled for March 3, 2019. Page | 36 B.6.a Packet Pg. 97 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 7 Attachment to Planning Division’s Report Applications Received, Approved and/or Under Review Major Applications – Zoning Code Amendment Date Submitted Case No. Applicant Description Location Status 11/2/2018 6/1/2018 GPA 18 -01 ZCA 18 -01 Todd Kessler Code Amendment- Hillside Residential 23400 Westwood In Review Mailed SB18 Consultation List Request 12/20/2018 Major Applications - Site and Architectural Review Date Submitted Case No. Applicant Description Location Status 12/3/2018 SA 15 -06- A1 V 18- 03 E 18-13 12/3/2018 Richard Ramer 22805 Barton Road Approved by the Planning Commission on 2/21/2019 10/2/2018 SA 18 -09 TPM 18-02 V 18-01 E 18-08 10/2/2018 Aegis Builders, Inc. 11695 Canal Street Distributed on 10/16/2018. Incomplete on 10/31/2018 11/15/2017 SA 17 -10 E 17-09 Todd Kesseler Single Family Residence 23400 Westwood St Distributed on 6/11/2018. Mailed SB18 Consultation List Request 12/20/2018 3/27/2018 SA 18 -04 E 17-10 Lewis Development Residential Project (707 Homes) 1167-151-22, 68, 71, 73, 74, 75 Incomplete on 3/27/2018 Major Applications – Specific Plan Date Submitted Case No. Applicant Description Location Status 12/8/2017 SP 17-01 E 17-10 Lewis Development Specific Plan East side of the 215 Fwy. Revised draft March 2018. EIR work being performed Page | 37 B.6.a Packet Pg. 98 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 8 Major Applications – Conditional Use Permit Date Submitted Case No. Applicant Description Location Status 1/2/2019 CUP 19-01 GrandT-1 Inc. Industrial semi-trailer storage facility APN: 0275- 191-06, 30 Deemed Incomplete on 2/1/2019 RFP issued on 2/1/2019 7/10/2018 CUP 18-03 E 18-07 Jeffrey McConnell Agricultural Uses 21712 Vivienda Avenue Incomplete letter e-mailed on 8/10/2018 A 45-day extension request was received on 2/4/2019 9/17/2017 CUP 17-08 E 17-07 National Logistics Team Recycling Pallets 21496 Main Street Incomplete on 10/18/2017 & 2/27/2018. Administrative Applications Date Submitted Case No. Applicant Description Location Status 1/29/2019 ASA 19 -03 GrandT-1 Inc. Industrial semi- trailer storage facility APN: 0275-191- 06, 30 In Review 1/29/2019 ASA 19 -02 ACUP 19- 02 Chris Voss Sprint Cell Tower 12745 Oriole Avenue Cancelled by applicant on 2/4/2019 11/1/2018 ASA 18 -11 E 18-11 Dale Clark 758 Garage, 341 Workshop 12600 Mt. Vernon Approved 2/27/2019 9/18/2018 DU 18-02 Patrick O’Brien Industrial Truck Storage Facility APN: 0275-191- 06, 30 Distributed 1/29/2019 9/5/2018 ACUP 18- 06 Odalberto’s Beer and Wine License 22488 Barton Road Pending Property Owner’s Signature. Time extension requested on 2/11/2019 4/14/2017 ASA 17 -05 ACUP 17- 04 E 17- 01 Verizon Wireless Backup Diesel Generator 22745 De Berry Street Denied due to incompleteness on 2/7/2019 Page | 38 B.6.a Packet Pg. 99 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 9 Land Use Review Date Submitted Case No. Applicant Description Location Status 2/21/2019 LU 19-16 Jesus Santander Retaining Wall 11868 Holly Street Approved 2/15/2019 LU 19-15 Charles Ohaeri Office Non-profit 22365 Barton Road, Suite 302 Approved 2/14/2019 LU 19-14 Kelvin Lolie Block Wall 12150 Dos Rios Approved 2/13/2019 LU 19-13 Julies Party Rental Special Events, Valentines and Mother’s Day 22077 Barton Road Approved 2/13/2019 LU 19-12 Eric Boucette Church Office 22533 Barton Road Approved 2/6/2019 LU 19-11 Ed Giroux Special Event, Pancake Breakfast 22365 Barton Road Approved 2/4/2019 LU 19-10 Katy Schradt Grocery Outlet 22441 Barton Road Approved 2/1/2019 LU 19-09 Fantine Imbir 520 Sq. Ft. Addition 12672 Thomas Court Approved 2/1/2019 LU 19-08 Michael Sevilla Patio and Storage 12133 Rosedale Ave. Approved 2/1/2019 LU 19-07 Next G. Communications Communication Services 21935 Van Buren Street Approved Home Occupation Permit Date Submitted Case No. Applicant Description Location Status 2/1/2019 HOP 19-03 Shad Boal Electric Contracting Services 22899 Miriam Way Approved 1/30/2019 HOP 19-02 Allen James Videographer Services 23200 Barton Road Approved 1/16/2019 HOP 19-01 Hazel Curtis Consulting Services 23074 Siskin Court Approved Temp Signs Date Submitted Case No. Applicant Description Location Status 2/13/2019 SGN 19-01 Eric Doucette Church Office Signs 22533 Barton Road Approved Page | 39 B.6.a Packet Pg. 100 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 10 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 part-time Building Official. The Building Official position is currently being filled through a contract with Interwest Consulting Group. These two positions constitute up to 192 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 26 permits issued in February. Year to date a total of 213 permits have been issued with a total revenue of $129,482.58. In addition, a total number of 63 customers were assisted at the Building & Safety counter for the month of February. Building Permit Activity January February March April May June Applications received 47 63 Permits issued 11 26 Permits finalized 20 14 Business occupancies issued 1 2 Expired permits 14 6 Total monthly revenue $4,588.33 $32,237.08 Page | 40 B.6.a Packet Pg. 101 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 11 Building Permit Activity July August September October November December Applications received 44 65 60 51 34 37 Permits issued 47 37 24 34 19 15 Permits finalized 24 33 26 22 22 15 Business occupancies issued 1 3 1 5 2 4 Expired permits 2 5 5 4 4 5 Total monthly revenue $51,772.52* $9,404.20 $6,852.66 $14,757.14 $5,040.50 $4,830.15 * Includes (17) New Single-Family Residence Permits Permits Issued The permits issued in February include a pool demolition, electrical panel upgrades, seismic retrofit for apartments, plumbing, reroof, cell site modification, new guest house and PV solar systems. Of note, a permit for a new single-family residence at 23315 Palm Ave. was issued building permits for the construction of new block walls at the Crestwood Communities Project were issued. Type of permits Number Issued July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Residential Alteration/Repair 2 5 1 3 0 1 0 2 Block Walls / Retaining Walls 1 1 1 1 1 0 0 5 Demolition 0 0 1 0 0 0 0 1 Reroofs 3 2 6 6 4 1 1 4 Water Heater / Plumbing 3 3 5 2 4 4 1 2 HVAC / Mechanical 6 13 1 3 0 2 1 2 Solar 6 9 0 12 6 4 2 5 Page | 41 B.6.a Packet Pg. 102 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 12 Commercial Tenant Improvement 4 1 0 1 0 1 1 1 Type of permits Number Issued New Commercial 0 0 0 0 0 0 0 0 Grading 1 0 0 1 1 1 0 0 Patio Covers 1 2 2 0 0 0 2 0 Pools 0 0 0 2 0 0 1 0 Panel Upgrades / Electrical 3 1 1 3 3 1 2 3 New SFR 17 0 0 0 0 0 0 1 Total 47 37 24 34 19 15 11 26 * Residential Alteration / Repair consists of: Remodels, Room Additions, Stucco / Siding Work, Interior Demolition / Construction of Walls, Windows, Garage Doors. Major Projects Under Construction For February 2019, major projects under construction include Aegis Builders, Inc.’s Van Buren Project, on-site grading for the SCE Highgrove Substation, and rough grading for Crestwood’s 17 single family lots. Other ongoing projects also include construction of a new cell tower on La Crosse Ave. and soft story garage seismic retrofit for Azure Terrace Apartments. 2 1 4 1 3 5 2 1 2 5 Issued Permits -February 2019 Residential Plumbing (2) Tenant Improvement (1) Reroofs (4) Demolition (1) Residential Electrical (3) Solar (5) Mechanical (2) (N) Single Family (1) Residential Alteration (2) Block Walls (5) Page | 42 B.6.a Packet Pg. 103 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 13 Project Description/Location Status Aegis Builders, Inc. 12382 – 12485 Tesoro Ct. New 17 SFR Aegis Project Under Construction – Drywall/Lath inspected Southern California Edison 12700 Taylor St. On-site grading, new fence and gate with retaining wall for SCE Highgrove Substation Under Construction – Footings/Steel inspected SBCTA 12040 La Crosse Ave – New 70’ cell site for SBCTA Under Construction – Corrections issued for Final Building Inspection Barton Bridge – CALTRANS Barton Rd. Bridge Over cross Under Construction Tim Boyes, Vista Grande Way Parcel Map 16945 – Street Improvement Project (Vista Grande Way) Pre-construction meeting held in September. Crestwood Communities Tract 18071 – Rough grading for 17 SFR lots & new block walls Under Construction – Walkthrough meeting held Azure Terrace Apartments 12044 Preston St. – Soft story garage seismic retrofit Under Construction – Footings/Steel Inspected Jacob Farsakh – 23315 Palm Ave. 23315 Palm Ave. – (N) Single Family Residence Under Construction – Underground Plumbing Plan Checking Activity For February 2019, a total number of seventeen plans were submitted for review and re- submittal. Plans submitted include a fire damage repair, patio cover, PV solar, pool demolition, detached guest house, and building/architectural plans for Crestwood’s (17) New Single Family Dwellings - Tract 18071. Project Description/Location Status Tim Boyes, Vista Grande Way Parcel Map 16945 – Precise grading for (1) lot / (N) SFR, rough grading of (2) lots In Plan Check – Rough grading plans approved, (N) SFR and precise grading in review Joab Jerome, Burns Residence 11838 Burns Ave. – Street Improvement Plan and on-site grading In Plan Check Received 3rd resubmittal from applicant on 02/20/19 Tenant Improvement, Sophia’s Nail Shop 12210 Michigan St. Suite A – Tenant improvement for nail salon to include new non- bearing walls, electrical and plumbing In Plan Check – Corrections for 3rd review issued 02/15/19 Tim Evans – American Warrior, LLC 21935 Van Buren St. – Tenant Improvement for electrical to install screen printing equipment, shirt printing – American Warrior, LLC In Plan Check – Received second set of corrections 12/19/18 Vic Onorio, Former child care building 22400 Barton Rd. – Tenant Improvement for disabled access upgrades to commercial building In Plan Check – Corrections for 2nd review issued 01/09/19 Page | 43 B.6.a Packet Pg. 104 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 14 Project Description/Location Status Crestwood Communities Tract 18071 – Precise grading for 17 SFR lots & (N) Single Family Residence Plans In Plan Check – Plans in review with Interwest Project Description/Location Status Robert Resheske, Rosedale Avenue 12133 Rosedale Ave. – Fire damage repair for single family residence In Plan Check – Received 2nd set of corrections on 02/28/19 Inspections Type of Inspection # of Inspections Conducted July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Building 50 48 54 39 44 33 16 5 Electrical 5 20 10 24 12 12 10 10 Mechanical 3 3 2 12 6 3 3 0 Plumbing 5 10 5 20 15 7 1 5 Demolition 0 0 0 0 0 0 0 2 Total 63 81 71 95 77 55 30 22 *Thirteen final building inspections were performed for the month of February 2019. 0 100 200 300 400 500 BUILDING ELECTRICAL MECHANICAL PLUMBING DEMOLITION TOTAL NUMBER OF INSPECTIONS CONDUCTED July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Page | 44 B.6.a Packet Pg. 105 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Page 15 Certificate of Occupancy A Certificate of Occupancy was issued for the following businesses: • Tem’s Tools located at 22365 Barton Rd. Suite 310 • New Path Telecom Services located at 21935 Van Buren St. Suite C20 & C21 Public Works Encroachment Permits Applicant Number of Encroachment Permits Issued July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun So. Cal Gas Co. 2 1 5 1 0 0 1 0 So. Cal. Edison 5 0 2 0 2 3 2 7 Optimum 0 1 0 0 0 0 0 0 AT&T 1 1 0 0 4 0 1 0 Verizon 0 0 0 0 0 0 0 0 Revocable Permit 0 0 0 0 0 0 0 0 Other** 2 4 3 3 1 3 1 0 Total 10 7 10 4 7 6 5 7 Total Monthly Revenue $5,710 $6,165 $4,356 $1,121 $5,877.24 $5,436.14 $1,560 $2,184 ** “Other” represents non-utility applicants, such as developers or residents. 0 10 20 30 40 50 60 SoCal Gas Edison Optimum AT&T Other Total Encroachment Permits Issued July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June Page | 45 B.6.a Packet Pg. 106 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 16 ANIMAL CONTROL AND CODE ENFORCEMENT DIVISION Core Services ➢ Zoning & Municipal Code Enforcement ➢ Animal Control Services ➢ Street Sweeping Traffic Enforcement The Division is budgeted for one full time Officer, a part time Specialist and a full -time Office Specialist. These three positions constitute 256 monthly service hours in February, plus an additional 28 hours for on-call coverage. On-call coverage is provided to handle after hour emergency animal control calls. After hour call outs totaled 10.5 hours in February. The City is divided into seven zones, including commercial centers, and Officers inspect the zones 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 In February, Code Enforcement had 72 cases carried over from the previous month, 44 new cases opened, and 33 cases were closed. The Division closed out February with 83 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. 52 46 90 78 74 109 86 72 23 106 40 39 73 7 32 44 29 62 52 43 38 27 46 33 46 90 78 74 109 89 72 83 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018/2019 CODE CASES Number of Cases Carried Over Number of Cases Opened Number of Cases Closed Number of Cases In Process Page | 46 B.6.a Packet Pg. 107 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 17 The following table shows the number of inspections conducted, the number of citations, and corrective notices issued. Column1 Jul Aug Sep Oct Nov Dec Jan Feb Inspections Conducted 57 111 56 112 83 29 46 69 Notice of Corrections Issued 7 71 16 13 48 7 12 38 Notice of Violations Issued 14 11 17 19 12 0 26 6 Citations Issued 17 23 11 26 11 11 20 3 *The number of corrections issued does not include vehicle related complaints, illegal du mping referred to Burrtec, or homelessness on public property referred Sheriff’s Department . Special Enforcement Programs Code Enforcement began enforcement of 160 businesses that had not renewed their licenses. Code Enforcement went to the location of the businesses and verified that they were not licensed and issued citations to those businesses. Provid ing the license was renewed within 7 days, the citation would be dismissed. At the start of February of the 160 businesses in the City only two brick and mortar businesses had not renewed their business license and at the conclusion of February one had received their license and the other will be due for a citation. Another facet of the businesses in Grand Terrace is homebased businesses (HBB). Our officers have been reaching out to HBB owners to confirm if their businesses are still operational or have been closed. They began with 42 HBBs and 10 have either received their business license or it has been determined that they are not operational. 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, unpermitted construction, and parking violations. The table below demonstrates weekend code enforcement activities by type for this fiscal year. Case Types July Aug Sep Oct Nov Dec Jan Feb Graffiti 0 0 0 0 1 1 0 2 Yard sale signs 20 20 34 3 0 19 22 21 Yard sales without permit 0 0 0 0 0 0 2 1 Open house and other signs 1 1 30 19 15 10 10 10 Illegal Dumping 0 0 0 1 2 1 0 5 Unpermitted construction 1 0 0 0 0 0 0 0 Follow-up inspections 23 4 7 17 71 65 68 68 Parking violations 6 3 1 2 2 1 0 8 Page | 47 B.6.a Packet Pg. 108 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 18 Special weekend enforcement projects: Due to multiple complaints regarding trash cans left at the curb or stored in public view Code Enforcement began an enforcement program. City codes require trash cans to be removed from the curb within 12 hours of trash pickup and that they are stored out of public view. Due to the public safety concerns with trash cans either blocking sidewalks or in the roadways, the initial focus was on trash cans left at the curb/street. In February, four notices for trash cans left at the street were issued. The enforcement of this program has reduced the amount of trash bins left out the following day and thus has reduced the amount of notices being issued. Code Enforcement also started adressing landscaping issues that were mainly complaint driven. Due to of the effort property owners need to take to address the issue, property owners are given 30 days to correct, with extensions given as needed. Of the properties issued notices to date 19 are still in need of correction. Though had has been a decline in the properties that require landscaping due to the 12 days of rain in February the growth of vegetation has increased resulting in a shift in the amount of properties with overgrown vegetation. San Bernardino County Fire Abatement sweeps the City biannually for properties with overgrown vegetation and is expected to conduct their first inspections in April. Parking Citations: In February street sweeping was cancelled on February 14th and 21st due to heavy rain. 34 vehicle related citations were issued; 30 of the citations issued were related to street sweeping enforcement. The citations are expected to generate approximately $750 in general fund revenue. Street Sweeping in residential areas occurs on the first, second, and third Thursdays of each month. 0 10 20 30 40 50 60 70 80 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Weekend Code Enforcement Graffiti Yard sale signs Yard sales without permit Open house and other signs Illegal Dumping Unpermitted construction Follow-up inspections Parking violations Page | 48 B.6.a Packet Pg. 109 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 19 The table below shows some of our most common parking violations including expired registration, parking on unpaved surfaces, and commerical vehicles in residential areas. Graffiti/Vandalism/Illegal Dumping There was 2 cases of graffiti and 5 cases of illegal dumping reported in February 2019; all cases have been resolved. Rental Inspection Program There are approximately 335 properties in the Program, consisting of both single-family units and multiple family units (i.e. apartments, duplexes, triplexes, condominium etc.). 139 231 149 172 155 67 67 30 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun# of CitationsStreet Sweeping 3 1 7 3 1 1 1 1 3 1 6 1 2 2 1 18 1 2 1 2 7 2 7 3 1 2 1 0 5 10 15 20 25 30 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Parking Citations 2018/19 72 Hour Parking Citation Vehicles on unpaved surface Unattached trailer on street Commercial vehicle parking Expired Registration Other parking violations Page | 49 B.6.a Packet Pg. 110 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 20 At the start of January rental inspection invoices were mailed to all rental owners and were due at the end of the month. Of the 335 properties, 275 property owners have paid their annual rental inspection fees. 81 properties are enrolled in the Good Landlord/Tenant Program signifying they have kept well-maintained properties and have passed inspections for three consecutive years. Prop erty owners also receive reduced inspection fees and windshield inspections. Properties are inspected annually and will begin in March. Civic Live There were no complaints received via Civic Live in February 2019. 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 citatio n, but the fine is dismissed if the dog is licensed within 7 days. Five dogs were picked up and three were returned to the owner. The following charts illustrate the investigations that were conducted by Grand Terrace Animal Control Officers. Animal Control Officer Investigations Jul Aug Sep Oct Nov Dec Jan Feb Barking Complaints 0 2 1 0 1 0 2 1 Unlicensed Dogs 0 3 2 0 3 0 6 0 Loose Dogs 14 10 5 4 11 2 10 5 Loose Dogs Returned to Owner 0 2 6 14 5 1 3 3 Animal Welfare Check 3 0 2 0 2 1 2 0 Dead Animals 4 2 5 9 11 3 11 2 Bites 0 3 0 0 3 1 0 0 Other (unfounded, wildlife, etc.) 0 3 0 3 4 4 5 2 Page | 50 B.6.a Packet Pg. 111 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Planning and Development Services Department Page 21 The chart below shows sheltering services performed by the County of Riverside for the month. These numbers vary compared to ours, due to residents bringing in stray animals on their own. Animal Control Sheltering Services Jul Aug Sep Oct Nov Dec Jan Feb Animal Intakes Strays 9 4 11 7 8 2 7 7 Stray Dead 0 2 4 4 6 0 0 0 Owner Surrender 3 0 0 1 0 0 0 0 Other 4 2 0 1 1 Total 12 6 15 17 16 2 8 8 Animal Disposition Adopted 3 2 2 4 1 2 1 5 Returned to Owner 4 0 2 1 1 1 3 2 Euthanized 2 1 5 6 1 0 0 1 Other 1 0 0 2 2 0 0 0 Total 10 3 9 13 5 3 4 8 0 2 4 6 8 10 12 14 Jul Aug Sep Oct Nov Dec Jan Feb Animal Control Officer Investigations Barking Complaints Unlicensed Dogs Loose Dogs Loose Dogs Returned to Owner Animal Welfare Check Dead Animals Bites Other (unfounded, wildlife, etc.) Page | 51 B.6.a Packet Pg. 112 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       Page | 52 B.6.a Packet Pg. 113 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Public Works •Engineering •NPDES •Storm Drain Maintenance •Facilities Maintenance •Parks Maintenance •Senior Bus Program Page | 53 B.6.a Packet Pg. 114 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 54 B.6.a Packet Pg. 115 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City of Grand Terrace Public Works Department DATE: March 21, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Alan French, Public Works Department Director SUBJECT: February 2019-MONTHLY REPORT –PUBLIC WORKS DEPARTMENT This monthly report is presented to the City Manager to keep him informed of the activities within the Public Works Maintenance Department. Engineering Division The Engineering Division is responsible for managing the City’s Capital Improvement Program (CIP). This includes for the administration, planning, programming, design, construction management, and construction of capital projects throughout the City. Grant funding (when available) are sought after to supplement project funding. The following table summarizes the current projects, status and associated funding source(s). TOTALS: $12,894,000 Project Name Funds Status Fund Source(s) Barton Bridge Replacement Project $ 3,500,000 State approval to award design Fed, State, City Commerce Way Extension $ 3,500,000 City Part Final Design 90% additional scope need will go to Council for amendment State, City CIP Year 2 Street Slurry/Resurfacing $760,000 Paving done, project closed out State, Recycle Grant, City Dog Park $350,000 Constructed, end of maintenance, change order negotiated, NOC in April Park Fees, State, City HSIP – Mt. Vernon Safety Project $435,700 Bid package to State for review, next step to advertise Fed HSIP – Guardrails $648,300 Consultant proposals needed for engineering, prepare RFP Fed HMGP – Mt. Vernon Slope Stabilization $3,700,000 Awarded application effort to EBA Fed Page | 55 B.6.a Packet Pg. 116 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 6am – 6:45am: Check vehicles, fluids, tires, etc. City Hall: Change/Empty Trash Cans, restock bathrooms / Change Light Bulbs 6:50am – 6:55am: Maintenance Office, discuss daily tasks with Ruben 7:00am: Open Parks per City ordinance 1st Thursday – blow Honey Hill for sweeper 4th Thursday – blow parking lots at City Hall and parks for swe eper 7:10am - 8:30am: Clean Parks (pick up trash, empty trash cans, inspect playground, rake wood chips, blow sidewalk, track and tennis courts; clean/wash restrooms, restock toilet paper, paper towels and soap; unclog toilets, remove graffiti – during soccer and baseball seasons the parks take longer to clean) *Sometimes, due to winds and rain – debris or trees fall in the parkway *Also need to break down community room before City Hall opens / before Tiny Tots Program Monday/Thursday – Empty trash cans at kiosk/bike stations 10:00am – 12:00pm: Work Schedule (Address See Click Fix work orders, irrigation issues such as sprinkler and valve repairs/mow and weed eating/fertilizing park fields – seasonal, pothole repairs, office repairs at City Hall, graffiti abatement, etc.) 12:00pm – 12:30pm: Lunch 12:30pm – 2:30pm Work Schedule (Address See Click Fix work orders, irrigation issues such as sprinkler and valve repairs/mow and weed eating/fertilizing park fields – seasonal, pothole repairs, office repairs at City Hall, graffiti abatement, etc.) *Tuesday/Thursday: 2 crew members clean Council Chambers for Council meetings, empty trash, clean public restrooms, vacuum *Set-up Community Room for special events or meetings *Manage Work Release: 7:00am to 12:00pm 12:00pm to 12:30pm lunch 12:30pm to 2:30pm Public Works - Maintenance Public Works Maintenance Core Services ➢ Street Maintenance ➢ Park Maintenance ➢ Storm Drain Maintenance ➢ Facilities Maintenance Page | 56 B.6.a Packet Pg. 117 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Staffing Levels Weekday Hours After hours & Weekend hours Call outs Budgeted Staffed Available Worked *Available Worked Field 4 3 459 306 421 199 35 0 19 0 1 0 Office 2 2 Total 6 5 765 620 35 19 1 *Due to 40 hour work week, these are not compensated overtime hours. Extra hours and call outs constitute after hours and weekend emergency call outs, or hours worked over 8 in a weekday. Work Release Hours Maintenance was supplemented by _*168___ work releases hours during the month of FEBRUARY. * Estimated amount. Page | 57 B.6.a Packet Pg. 118 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Transition Period February 2019 (40 work orders) Park Shelter Reservations in FEBRUARY 2019 N/A Community Room Reservations FEBRUARY 2019 Group Date Reserved Time Women’s Republic Club Once A Month-1st Tuesdays 6:30-7:30PM Emergency Operations Committee Once A Month-1st Tuesdays 5-6PM Girl Scouts Troop 1195 Every Thursday 4-5PM Inland Empire Guild Once A Month 1st-Saturday 1-4PM Citrus Belt Quilters Once A Moth 2nd Saturday 9AM-3PM Overeaters Anonymous Three Times A Month Saturday 10AM-12PM Parks and Recreation Advisory Committee Second Thursday Each Month 4PM-6PM GT Football League January 23rd 5PM-7PM Reserved for Mayor January 21st 4 4 1 2 5 5 2 3 5 1 2 DATA FEBRUARY 2019 PW-INTERNAL Drain & Pothole repairs PW-INTERNAL General Office Repairs PW-INTERNAL Irrigation PW-INTERNAL Street Signs & Sidewalk PW-INTERNAL Event Set-up PW-INTERNAL Other - Non-Emergency City Service Request PW-INTERNAL-Graffiti Removal PW-INTERNAL Overgrown Weeds Page | 58 B.6.a Packet Pg. 119 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Transportation Permits Community Room Calendar Page | 59 B.6.a Packet Pg. 120 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Signal Light Maintenance Signal lights are maintained and repaired by City contractor, St. Francis. The following signal light maintenance was conducted: Intersection Regular Maintenance Repair Barton Road/Canal Street  n/a Barton Rd/Honey Hills Dr  n/a Barton Rd/Michigan St By Caltrans Barton Rd/Mount Vernon Ave  n/a Barton Rd/Preston St  n/a Mt. Vernon Ave/De Berry St  n/a Main St/Michigan St By County Main St/High School entrance By County 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 Page | 60 B.6.a Packet Pg. 121 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 Dec 2018: Concise Waste Generation Report (Unit of Measure: Tons) Service Description Refuse Recycling E- Waste Green- waste Tires Tin/ White Scrap Metal Inert C&D Comm’l Select / Floor- sort Total Tonnage Generated Total Tonnage Generated by Category Residential 261.37 76.95 135.02 473.34 Christmas Tree 1.48 1.48 Bulky Item 4.37 0.25 1.40 6.02 480.84 Residential Multi-Family 139.21 9.95 4.04 153.20 153.20 Multi-Family Commercial 158.10 6.42 0.27 0.37 0.01 165.17 School 53.90 15.46 69.36 234.53 Commercial Roll off 35.48 8.69 44.17 44.17 Roll off Grand Total 652.43 110.26 0.25 139.06 0.27 1.40 0.37 8.69 0.01 912.74 Missed Pick-Up Report Date Reported Address Description Date Pick Up Completed 12/11/2018 22230 DeBerry Street 96-gal trash bin missed 12/11/2018 12/12/2018 22250 Carhart Avenue 96-gal trash bin missed 12/12/2018 12/12/2018 23376 Westwood Street 96-gal trash bin missed 12/12/2018 12/20/2018 22738 Minona Drive 2nd trash bin missed 12/21/2018 12/28/2018 12023 Canary Court Trash bin missed 12/29/2018 Public Works Administration Contracts, Bids, Reports, Grants, Project Management & Events Contracts: Public Works Services for FY 2018-19: Contractor Name Service Contract Amount Remaining Balance as of Feb. 28, 2019 ACCO Engineered Systems HVAC Maintenance $22,850 $8,855.88 Albert A Webb Associates Commerce Way Final Design $109,389.00 $7,495.42 Albert A Webb Associates CHP – DEVCO Traffic Engineering $856.00 $0 Charles Abbott Associates Landscape and Lighting Assessment District Annexation Engineering Services $10,000.00 N/A (Developer Fee) Clean Street Street Sweeping Services $52,000.00 $6,499.98 Page | 61 B.6.a Packet Pg. 122 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) 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 $45,430.00 $17,095.00 Gopher Patrol Gopher Abatement Services $6,512.00 $2,092.50 Hardy and Harper, Inc Street Maintenance Services $75,000.00 $0 Interwest Consulting Group TKE Engineering, HR Green On-Call Public Works Inspection Services $40,000.00 $36,390.00 Interwest Consulting Group HR Green Albert A. Webb On-Call Construction Management Services (incl. Barton Road Interchange Project – Interwest) $40,000.00 $40,000.00 Interwest Consulting Group Commerce Way Extension Real Estate & Engineering Services $251,609.00 $202,585.25 Lynn Merrill NPDES Services $10,000.00 $8,063.81 Moran Janitorial Services Janitorial Services for City Hall and City Parks $19,980.00 $8,325.00 Otis Elevator Company Elevator Maintenance Service $4,996.34 $0 San Bernardino County Dept of Public Works – Flood Control Flood Control Facilities $26,117.00 $0 San Bernardino County Fire Dept – Hazardous Material Household Hazardous Waste (HHW) Services $17,538.80 $8,769.40 San Bernardino County Land Use Services Fire and Weed Hazard Abatement Services $13,526.00 $13,526.00 St. Francis Electric, LLC. Traffic Signal Maintenance Services $10,000.00 $2,869.42 County of Riverside TLMA Administration Main Street Traffic Signal Maintenance Services $6,000.00 $118.72 West Coast Arborist 5 Year Tree Maintenance Program $38,560.40 ($192,802: 5-yr term) $33,786.00 Western Exterminator Co. Pest Control Services $5,436.00 $1,955.50 Willdan Engineering Services (incl. Landscape and Lighting Assessment District) $7,000 (paid with Dev. fees) N/A (Developer Fee and LLMD Assess.) TOTAL PUBLIC WORKS CONTRACT VALUE FOR FY 2017-18: $800,365.00 $389,427.88 balance FY 2018-19 Capital Improvement Project Contracts Contractor Name Service Contract Amount Contract Balance Clean Cut Landscape Dog Park Construction $373,525.15 $16,517.85 TKE Engineering Dog Park Inspection & Construction Management $11,720.27 $0 Evan Brooks Associates Grant Writing for HSIP Cycle 9 – Guardrail Project $7,995.00 $0 Evan Brooks Associates Preliminary Engineering for HSIP – Mt. Vernon Safety Improvement $36,300.00 $8,712.00 Hardy & Harper Pavement Rehabilitation Project $756,000.00 $92,402.97 Page | 62 B.6.a Packet Pg. 123 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) HR Green California Pavement Rehabilitation Project – Inspection / Construction Mgt $26,250.00 $0 Terracon Pavement Rehabilitation Project – Geotechnical Services $18,984.06 $0 Warren Anderson Ford Inc (Fritts Ford) 2019 hybrid Ford F-250 maintenance truck (approved by Council FY 17-18) $55,075.00 $0.27 TOTAL CIP PROJECT CONTRACT VALUE FOR FY 2018-19 $1,285,849.48 $117,633.09 Bids: - Awarded contract for Electric Vehicle Charging Station Project Major Reports: - CDBG Funding Prioritization for 2019-2020 - California Air Resources Board (CARB) Responsible Official Affirmation of Reporting (ROAR) Grants: - MSRC Funding for Clean Transportation Projects: Submitted Amendment Letter - SCIP: $140,000 grant funding for City Hall EV Project - HSIP – Highway Safety Improvement funding for Mt. Vernon / Submitted Invoice to CalTrans - CDBG: Processed Independent Contractor Agreements Project Management: - Budget for Landscape and Lighting Assessment District - EV Charging Station - Tree Maintenance – Year 3 Cycle Major Meetings / Events: - Cal Recycle Grant Event – EcoHero Show Page | 63 B.6.a Packet Pg. 124 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 64 B.6.a Packet Pg. 125 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) Sheriff’s Contract •Law Enforcement Services Page | 65 B.6.a Packet Pg. 126 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 66 B.6.a Packet Pg. 127 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) San Bernardino County Sheriff’s Department Services January 2019 February 2019 Officer Contact and Calls 1,251 1,185 Calls to Dispatch January 2019 February 2019 Emergency 1 2 Priority 1 122 114 Priority 2 31 38 Priority 3 133 181 Priority 4 72 127 Totals 359 462 1 2 122 114 31 38 133 181 72 127 0 100 200 300 400 500 Jan-19 Feb-19 Calls to Dispatch Emergency Priority 1 Priority 2 Priority 3 Priority 4 462 359 Emergency – 911 calls (evaluated for substance). Priority 1 – Currently active, 15 minutes or less. Priority 2 – Just occurred, 15 minutes or more. Priority 3 – Calls over 30 minutes ago. 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. Page | 67 B.6.a Packet Pg. 128 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) This page left intentionally blank. Page | 68 B.6.a Packet Pg. 129 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) San Bernardino County Fire Page | 69 B.6.a Packet Pg. 130 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       Page | 70 B.6.a Packet Pg. 131 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) City of Grand Terrace Fire Department Incidents 02/01/19 – 02/28/19 Call Type Number of Calls Commercial Alarm 1 Fire – Unknown Type 1 Inside Investigation 1 Medical Aid 88 Move Up (Cover Engine in to FS#23) 1 Public Service 3 Residential Alarm 1 Traffic Collision with Injuries 2 Traffic Collision with Injuries – Freeway 1 Traffic Collision Unknown Injuries 2 Traffic Collision Unknown Injuries – Freeway 3 Water Salvage 1 Total Calls 105 Page | 71 B.6.a Packet Pg. 132 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019)       This page left intentionally blank.       Page | 72 B.6.a Packet Pg. 133 Attachment: All Departmental Monthly Reports Feb 2019 (Department Monthly Activity Report - February 2019) AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: Consideration of a Resolution Authorizing the City Manager, Public Works Director, and Management Analyst to Execute & File the City's Application for the Hazard Mitigation Grant Program (HMGP) with the Governor's Office of Emergency Services (OES), and to Provide OES the Assurances and Agreements Required; and Which Authorization Includes All Open and Future Disasters/Grants for a 3 Year Period PRESENTED BY: Alan French, Public Works Director RECOMMENDATION: Adopt a Resolution Authorizing the City Manager, Public Works Director, and Management Analyst to Execute & File the City's Application for the Hazard Mitigation Grant Program (HMGP) with the Governor's Office of Emergency Services (OES) and to Provide OES the Assurances and Agreements Required; and which further authorizes the City Manager, Public Works Director, and Management Analyst to do the same for All Open and Future Disasters/Grants for a 3 Year Period. 2030 VISION STATEMENT: This staff report supports City Council Goal #1, “Ensuring Our Fiscal Viability” and Goal #2 "Maintain Public Safety". BACKGROUND / DISCUSSION: On March 12, 2019, the City Council authorized and directed City staff to apply for Hazard Mitigation Grant Program (HMGP) funding from the Governor's Office of Emergency Services (OES) for the Mt. Vernon slope stabilization project. In furtherance of obtaining the grant funding, the City Council: 1) approved a Professional Services Agreement between the City of Grand Terrace and Evan Brooks Associates, Inc. (EBA) for the preparation of grant application and related documents for the HMGP; and 2) adopted a resolution authorizing the use of bond expenditure proceeds in the amount of $20,000 for the HMGP application process (which includes the costs of EBA’s agreement). City staff and the consultant have since held a preliminary kick-off meeting at which time the City was provided additional documents that need to be executed and included in the grant application. One of the documents is a resolution designating the City’s agent(s) in the HMGP application process, which will allow the City’s designated B.7 Packet Pg. 134 agent(s) to execute and file the City's HMGP application with the Governor's Office of Emergency Services (OES) and authorize the City’s designated agent(s) to provide OES the assurances and agreements required. This authorization also permits the City’s designated agent(s) to carry out the same activities in relation to all open and future Disasters/Grants for a 3 year period following the date of approval. Staff is recommending that the City Council adopt the proposed resolution authorizing the City Manager, Public Works Director, and Management Analyst to carry out the activities provided above in relation to the HMGP application as stated in the attached Resolution. The form of the resolution is prescribed by OES. FISCAL IMPACT: There is no fiscal impact for the recommended action. ATTACHMENTS: • HMGPResolution (PDF) APPROVALS: Alan French Completed 03/21/2019 7:56 AM City Attorney Completed 03/22/2019 9:25 AM Finance Completed 03/22/2019 9:35 AM City Manager Completed 03/22/2019 2:56 PM City Council Pending 03/26/2019 6:00 PM B.7 Packet Pg. 135 STATE OF CALIFORNIA CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES Cal OES ID No: ______________________ CAL OES 130 DESIGNATION OF SUBRECIPIENT’S AGENT RESOLUTION Hazard Mitigation Grant Program and Pre-Disaster Mitigation Program BE IT RESOLVED BY THE OF THE (Governing Body) (Name of Applicant) THAT , OR (Title of Authorized Agent) , OR (Title of Authorized Agent) (Title of Authorized Agent) is hereby authorized to execute for and on behalf of the , a public entity (Name of Subrecipient) established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Service. for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act. THAT the ________________________________________________, a public entity established under the laws of the State of California, (Name of Subrecipient) hereby authorizes its agent(s) to provide to the California Governor’s Office of Emergency Service for all matters pertaining to such state disaster assistance the assurances and agreements required. Please check the appropriate box below: This is a universal resolution and is effective for all open an d futures Disasters/Grants up to three (3) years following the date of approval below. This is a Disaster/Grant specific resolution and is effective for only Disaster/Grant name/number(s) ________________________ Passed and approved this day of , 20 (Name and Title of Governing Body Representative) (Name and Title of Governing Body Representative) (Name and Title of Governing Body Representative) CERTIFICATION I, , duly appointed and of (Name) (Title) , do hereby certify that the above is a true and correct copy of a (Name of Applicant) Resolution passed and approved by the of the (Governing Body) (Name of Applicant) on the day of , 20 . (Signature) (Title) Cal OES 130 (Rev.03/278/17) Page 1 B.7.a Packet Pg. 136 Attachment: HMGPResolution (Resolution for HMGP Grant) This page left intentionally blank. AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: Housing Element Annual Progress Report for the 2018 Calendar Year PRESENTED BY: Sandra Molina, Planning & Development Services Director RECOMMENDATION: Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RECEIVING AND ACCEPTING THE CITY OF GRAND TERRACE HOUSING ELEMENT ANNUAL PROGRESS REPORT FOR THE 2018 CALENDAR YEAR 2030 VISION STATEMENT: A compliant Housing Element supports Goal #1, Ensuring Fiscal Viability and Goal #3, Promote Economic Development by providing an internally consistent General Plan. BACKGROUND/DISCUSSION: The City’s current Housing Element covering the 2013-2021 planning period was adopted by the City Council on September 27, 2016 and certif ied by the Department of Housing and Community Development (HCD) as being in full compliance with state law in 2016. The next update to the Housing Element will be due in 2021. Government Code Section 65400 requires each city and/or county to prepare and file an Annual Progress Report (APR) describing housing production and the status of Housing Element program implementation. The APR must be prepared using the format established by the Department of Housing and Community Development (HCD), which has been updated to incorporate new requirements pursuant to Chapter 374 Status of 2017 (Assembly Bill 879, Planing and Zoning: housing element) and Chapter 366 Statues of 2017 (Assembly Bill 35, Planning and Zoning: affordable housing, streamlined approval process). Attached for City Council review is the APR for calendar year 2018. The report has been prepared in the approved format provided by HCD for annual reporting and has been reviewed by our consultant, John Douglas of JHD Planning, LLC, to ensure the City is providing the required information. Housing Construction The APR contains the total number of units constructed and also the progress in implementation of the City’s Housing Programs. As set forth in the APR, a total of 19 new residential homes were com pleted in 2018. Seventeen Certificates of Occupancy B.8 Packet Pg. 137 were issued for the Greenbrier Subdivision project constructed by Capital Pacific Real Estate, Inc. Two Certificates of Occupancy were issued for two single family residential units constructed by Habitat for Humanity. The reporting requirements changed this year to not only identify housing units completed by affordability levels, but to also report on housing projects submitted and deemed complete to the Planning Division, the number of units entitled (m eaning approved by the City), and the number of units that were issued building permits. Each reporting category requires that the affordability of the unit is also identified. The APR is attached for City Council review and consideration. Staff recommend s that the City Council adopt the proposed resolution to receive and accept the APR for calendar year 2018. As part of the resolution, the City Council will also direct staff to forward the report to the State Office of Planning and Research and HCD as req uired by Government Code Section 65400(2). FISCAL IMPACT: There is no fiscal impact to the General Fund. ATTACHMENTS: • Resolution 2018 (DOC) • Housing-Element-Annual-Progress-Report-3.19.2019 (PDF) APPROVALS: Sandra Molina Completed 03/20/2019 6:20 PM City Attorney Completed 03/22/2019 8:44 AM Finance Completed 03/22/2019 9:32 AM City Manager Completed 03/22/2019 2:55 PM City Council Pending 03/26/2019 6:00 PM B.8 Packet Pg. 138 Page 1 of 2 RESOLUTION NO. 2018- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RECEIVING AND ACCEPTING THE CITY OF GRAND TERRACE HOUSING ELEMENT ANNUAL PROGRESS REPORT FOR THE 2018 CALENDAR YEAR Recitals WHEREAS, California Government Code Section 65400(2) requires the planning agency to provide an annual report to the City Council, the State Office of Planning and Research, and the California Department of Housing and Community Development (HCD) regarding progress toward implementation of the housing element of the general plan; and WHEREAS, planning staff has prepared an annual progress report for the 2018 calendar year, utilizing the prescribed forms and instructions provided by HCD; and WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred. NOW THEREFORE, it is hereby found, determined, and resolved by the City Council of the City of Grand Terrace, as follows: 1. The City Council hereby specifically finds that all of the facts set forth in the above Recitals, are true and correct. 2. The City Council hereby receives and accepts the 2018 Annual Progress Report on the General Plan Housing Element (Housing Element Annual Progress Report Form 2018) (Report) prepared by planning staff. 3. The City Council hereby directs that the Report be forwarded to the State Office of Planning and Research and HCD pursuant to Government Code Section 65400(2). PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace at a regular meeting held on the 26th day of March 2019. ________________________________ Darcy McNaboe Mayor ATTEST: ________________________________ Debra Thomas City Clerk B.8.a Packet Pg. 139 Attachment: Resolution 2018 [Revision 2] (2018 Housing Element Annual Report) Page 2 of 2 APPROVED AS TO FORM: ________________________________ Adrian R. Guerra City Attorney B.8.a Packet Pg. 140 Attachment: Resolution 2018 [Revision 2] (2018 Housing Element Annual Report) Date Application Submitted Total Approved Units by Project Total Disapproved Units by Project Streamlining Notes 2 3 4 6 7 8 9 10 Prior APN+Current APN Street Address Project Name+Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Date Application Submitted Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low-Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Total PROPOSED Units by Project Total APPROVED Units by project Total DISAPPROVED Units by Project (Auto-calculated Can Be Overwritten) Was APPLICATION SUBMITTED Pursuant to GC 65913.4(b)? (SB 35 Streamlining) Notes+ Summary Row: Start Data Entry Below 20 20 20 0275-282-14 0275-282-14 11832 Burns Avenue Joab Jerome SA 14-06-A2, E 18- 03 SFD O 3/6/2018 2 2 2 No 0276-431-23 0276-431-23 23090 Grand Terrace Road Timothy A. Boyes SA 18-05, E 18-05 SFD O 5/11/2018 1 1 1 No O 17 17 1178-181-01 1178-181-37 1178- 181-38 1178-181-39 1178-181-40 1178- 181-41 1178-181-42 1178-181-43 1178- 181-44 1178-181-45 1178-181-46 1178- 181-47 1178-181-48 1178-181-49 1178- 181-50 1178-181-51 1178-181-52 1178- 181-53 Along Pico Stree, about 150 feet east of Kingfisher Road Crestwood Communities SA 18-10, V 185-02, E 18-10 SFD O 10/23/2018 17 No 51 Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Housing Development Applications Submitted Table A B.8.b Packet Pg. 141 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Table A2 Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 2 3 4 5 6 7 8 9 10 Prior APN+Current APN Street Address Project Name+Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Entitlement Date Approved # of Units issued Entitlements Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Building Permits Date Issued # of Units Issued Building Permits Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted y Row: Start Data Entry Below 1 1 2 1 1 18 20 1 1 1167-292-01-0000 0275-331-12-0000 11814 Greenbrier Ln.Greenbrier B00-002-130 SFD O 1167-292-01-0000 0275-331-13-0000 11816 Greenbrier Ln.Greenbrier B00-002-131 SFD O 1167-292-01-0000 0275-331-26-0000 11837 Greenbrier Ln.Greenbrier B00-002-134 SFD O 1167-292-01-0000 0275-331-23-0000 11840 Greenbrier Ln.Greenbrier B00-002-122 SFD O 1167-292-01-0000 0275-331-24-0000 11842 Greenbrier Ln.Greenbrier B00-002-123 SFD O 1167-292-01-0000 0275-331-25-0000 11844 Greenbrier Ln.Greenbrier B00-002-124 SFD O 1167-292-01-0000 0275-331-33-0000 11846 Greenbrier Ln.Greenbrier B00-002-125 SFD O 1167-292-01-0000 0275-331-34-0000 11843 Greenbrier Ln.Greenbrier B00-002-126 SFD O 1167-292-01-0000 0275-331-35-0000 11845 Greenbrier Ln.Greenbrier B00-002-127 SFD O 1167-292-01-0000 0275-331-36-0000 11847 Greenbrier Ln.Greenbrier B00-002-128 SFD O 1167-292-01-0000 0275-331-37-0000 11849 Greenbrier Ln.Greenbrier B00-002-129 SFD O 1167-292-01-0000 0275-331-27-0000 11839 Greenbrier Ln.Greenbrier B00-002-135 SFD O 1167-292-01-0000 0275-331-29-0000 11811 Greenbrier Ln.Greenbrier B00-002-097 SFD O 1167-292-01-0000 0275-331-30-0000 11813 Greenbrier Ln.Greenbrier B00-002-098 SFD O 1167-292-01-0000 0275-331-31-0000 11815 Greenbrier Ln.Greenbrier B00-002-099 SFD O 1167-292-01-0000 0275-331-32-0000 11817 Greenbrier Ln.Greenbrier B00-002-100 SFD O 1167-292-01-0000 0275-331-28-0000 11841 Greenbrier Ln.Greenbrier B00-002-172 SFD O 1167-271-11-0000 1167-271-69-0000 12569 Michigan St.Habitat for Humanity B00-002-177 SFD O 1 1 1 6/8/2018 1 1 1167-271-11-0000 1167-271-70-0000 12579 Michigan St.Habitat for Humanity B00-002-178 SFD O 1 1 1 6/8/2018 1 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-80-0000 12485 Tesoro Ct.Van Buren Tract B00-002-375 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-81-0000 12475 Tesoro Ct.Van Buren Tract B00-002-377 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-82-0000 12465 Tesoro Ct.Van Buren Tract B00-002-378 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-83-0000 12455 Tesoro Ct.Van Buren Tract B00-002-379 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-84-0000 12445 Tesoro Ct.Van Buren Tract B00-002-380 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-85-0000 12435 Tesoro Ct.Van Buren Tract B00-002-381 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-86-0000 12425 Tesoro Ct.Van Buren Tract B00-002-382 SFD O 9/1/2016 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-87-0000 22402 Tesoro Ct.Van Buren Tract B00-002-383 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-88-0000 22392 Tesoro Ct.Van Buren Tract B00-002-384 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-89-0000 22382 Tesoro Ct.Van Buren Tract B00-002-385 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-90-0000 12420 Tesoro Ct.Van Buren Tract B00-002-386 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-91-0000 12430 Tesoro Ct.Van Buren Tract B00-002-387 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-92-0000 12440 Tesoro Ct.Van Buren Tract B00-002-388 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-93-0000 12450 Tesoro Ct.Van Buren Tract B00-002-389 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-94-0000 12460 Tesoro Ct.Van Buren Tract B00-002-390 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-95-0000 12470 Tesoro Ct.Van Buren Tract B00-002-391 SFD O 1 7/17/2018 1 1167-341-79-0000, 1167-341-02-0000, 1167-341-78-0000 1167-341-96-0000 12480 Tesoro Ct.Van Buren Tract B00-002-392 SFD O 1 7/17/2018 1 0276-401-22-0000 23120 Vista Grande Way B J Ghuman Residence B00-001-353 SFD O 1 1 Project Identifier 1 Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certifica B.8.b Packet Pg. 142 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Current APN Street Address Project Name+ try Below 0275-331-12-0000 11814 Greenbrier Ln.Greenbrier 0275-331-13-0000 11816 Greenbrier Ln.Greenbrier 0275-331-26-0000 11837 Greenbrier Ln.Greenbrier 0275-331-23-0000 11840 Greenbrier Ln.Greenbrier 0275-331-24-0000 11842 Greenbrier Ln.Greenbrier 0275-331-25-0000 11844 Greenbrier Ln.Greenbrier 0275-331-33-0000 11846 Greenbrier Ln.Greenbrier 0275-331-34-0000 11843 Greenbrier Ln.Greenbrier 0275-331-35-0000 11845 Greenbrier Ln.Greenbrier 0275-331-36-0000 11847 Greenbrier Ln.Greenbrier 0275-331-37-0000 11849 Greenbrier Ln.Greenbrier 0275-331-27-0000 11839 Greenbrier Ln.Greenbrier 0275-331-29-0000 11811 Greenbrier Ln.Greenbrier 0275-331-30-0000 11813 Greenbrier Ln.Greenbrier 0275-331-31-0000 11815 Greenbrier Ln.Greenbrier 0275-331-32-0000 11817 Greenbrier Ln.Greenbrier 0275-331-28-0000 11841 Greenbrier Ln.Greenbrier 1167-271-69-0000 12569 Michigan St.Habitat for Humanity 1167-271-70-0000 12579 Michigan St.Habitat for Humanity 1167-341-80-0000 12485 Tesoro Ct.Van Buren Tract 1167-341-81-0000 12475 Tesoro Ct.Van Buren Tract 1167-341-82-0000 12465 Tesoro Ct.Van Buren Tract 1167-341-83-0000 12455 Tesoro Ct.Van Buren Tract 1167-341-84-0000 12445 Tesoro Ct.Van Buren Tract 1167-341-85-0000 12435 Tesoro Ct.Van Buren Tract 1167-341-86-0000 12425 Tesoro Ct.Van Buren Tract 1167-341-87-0000 22402 Tesoro Ct.Van Buren Tract 1167-341-88-0000 22392 Tesoro Ct.Van Buren Tract 1167-341-89-0000 22382 Tesoro Ct.Van Buren Tract 1167-341-90-0000 12420 Tesoro Ct.Van Buren Tract 1167-341-91-0000 12430 Tesoro Ct.Van Buren Tract 1167-341-92-0000 12440 Tesoro Ct.Van Buren Tract 1167-341-93-0000 12450 Tesoro Ct.Van Buren Tract 1167-341-94-0000 12460 Tesoro Ct.Van Buren Tract 1167-341-95-0000 12470 Tesoro Ct.Van Buren Tract 1167-341-96-0000 12480 Tesoro Ct.Van Buren Tract 0276-401-22-0000 23120 Vista Grande Way B J Ghuman Residence Project Identifier 1 Streamlining Infill Housing without Financial Assistance or Deed Restrictions Term of Affordability or Deed Restriction Notes 11 12 13 14 15 16 17 18 19 20 21 Above Moderate- Income Certificates of Occupancy or other forms of readiness (see instructions) Date Issued # of Units issued Certificates of Occupancy or other forms of readiness How many of the units were Extremely Low Income?+ Was Project APPROVED using GC 65913.4(b)? (SB 35 Streamlining) Y/N Infill Units? Y/N+ Assistance Programs for Each Development (see instructions) Deed Restriction Type (see instructions) For units affordable without financial assistance or deed restrictions, explain how the locality determined the units were affordable (see instructions) Term of Affordability or Deed Restriction (years) (if affordable in perpetuity enter 1000)+ Number of Demolished/ Destroyed Units+ Demolished or Destroyed Units+ Demolished/ Destroyed Units Owner or Renter+ Notes+ 17 19 2 1 6/1/2018 1 N Y 1 6/1/2018 1 N Y 1 2/21/2018 1 N Y 1 2/21/2018 1 N Y 1 2/21/2018 1 N Y 1 2/21/2018 1 N Y 1 2/21/2018 1 N Y 1 2/21/2018 1 N Y 1 5/1/2018 1 N Y 1 5/15/2018 1 N Y 1 5/15/2018 1 N Y 1 5/1/2018 1 N Y 1 5/1/2018 1 N Y 1 5/1/2018 1 N Y 1 5/1/2018 1 N Y 1 5/15/2018 1 N Y 1 5/15/2018 1 N Y 12/20/2018 1 N Y Other Other 45 The former RDA sold this property to Habitat for Humanity for $1. Subject to regulatory agreement and affordability covenant. 12/20/2018 1 N Y Other Other 45 The former RDA sold this property to Habitat for Humanity for $1. Subject to regulatory agreement and affordability covenant. N Y 2 N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units ates of Occupancy B.8.b Packet Pg. 143 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) 1 3 4 RHNA Allocation by Income Level 2013 2014 2015 2016 2017 2018 2019 2020 2021 Total Units to Date (all years) Total Remaining RHNA by Income Level Deed Restricted 1 Non-Deed Restricted Deed Restricted 1 Non-Deed Restricted Deed Restricted 1 2 Non-Deed Restricted 9 3 1 Above Moderate 49 21 18 39 10 118 10 5 22 20 57 61 Note: units serving extremely low-income households are included in the very low-income permitted units totals Cells in grey contain auto-calculation formulas Moderate 28 19 22 2 Table B Regional Housing Needs Allocation Progress Permitted Units Issued by Affordability 27 18 6 1 1 Total RHNA Total Units Income Level Very Low Low 16 B.8.b Packet Pg. 144 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Date of Rezone Type of Shortfall 2 4 5 6 7 9 10 11 APN Street Address Project Name+Local Jurisdiction Tracking ID+Date of Rezone Very-Low Income Low-Income Moderate Income Above Moderate - Income Type of Shortfall Parcel Size (Acres) General Plan Designation Zoning Minimum Density Allowed Maximum Density Allowed Realistic Capacity Vacant/Nonvacant Description of Existing Uses Summary Row: Start Data Entry Below 83 Project Identifier Affordability by Household Income Sites Description 1 Sites Identified or Rezoned to Accommodate Shortfall Housing Need Table C B.8.b Packet Pg. 145 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element 1 2 3 4 Name of Program Objective Timeframe in H.E Status of Program Implementation Program 2: A new R3-20 zone district was created to allow multiple-family development at a density of 20 units per acre, and which exclusively allows multiple- family and senior residential uses and permits owner-occupied and rental multi-family residential uses by-right. To ensure the availability of adequate sites to accommodate the City’s share of lower-income regional housing need, amendments to the Land Use Element of the General Plan and the Zoning Code will be processed to provide capacity for at least 42 additional lower-income units pursuant to Government Code Sections 65583.2(h) and (i). Rezoned parcels will be selected from the list of potential candidate sites identified in Table 8.30b and will meet the following requirements: • Zoning shall permit owner- occupied and rental multifamily residential use by right. “Use by right” shall mean that the City’s review of the owner-occupied or multifamily residential use may not require a conditional use permit, planned unit development permit, or other discretionary local government review or approval that would constitute a “project” for purposes of CEQA. “Use by right” does not exempt the use from design review. However, that design review shall not constitute a “project” under CEQA. • Sites shall accommodate at least 16 units • Allowable density shall be 20 to 24 units per acre • At least 50 percent of the very-low- and low-income housing need shall be accommodated on sites designated for residential use and for which nonresidential uses or mixed-uses are not permitted, except that all of the very-low- and low-income housing need may be accommodated on sites designated for mixed uses if those sites allow 100 percent residential use and require that residential use occupy 50 percent of the total floor area of a mixed-use project The City will continue to facilitate affordable housing development with priority for projects that provide extremely-low-income units. Program 4: A City-owned parcel was acquired by Habitat for Humanity to develop two lower non- senior income affordable housing units. Collaborate with Habitat for Humanity to construct the two units during the planning period. Support housing production 2017 Building plans were approved in 2016. Due to construction delays the project is expected to be completed in 2018. Program 5: Facilitate development of the 0.63-acre parcel owned by the Housing Authority for low- income housing units, with priority for ELI units through expedited processing, modified development standards, and reduced development fees when feasible. Support lower-income housing production 2019 Parcel is available for development, but no activity has occurred. Program 6: Ensure access to the Section 8 Rental Assistance program operated by the San Bernardino County Housing Authority by assisting the County with publicity whenever the waiting list is opened, by posting the phone number and website of the Housing Authority on the City’s website. Support housing availability 2014, and Ongoing as notified by the San Bernardino County Housing Authority The City has assisted the County Housing Authority by posting Section 8 information on the City’s website Ongoing through planning period A 17- unit project was approved utilizing the PRD standards in 2016. Housing Programs Progress Report Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element. Table D Program Implementation Status pursuant to GC Section 65583 Program 1: Continue maintain an inventory of vacant and Support housing production 2014 and annually An inventory of sites suitable for housing development was made available at City Hall and on the City website. Land Use Element and Zoning Code amendments; Support low-income affordable housing production Amendments in 2016; Ongoing implementation through the planning period Land Use Element and Zoning Code amendments were adopted in 2016 that established an R3-24 (20-24 du/ac) zone district and zoned approximately 2 acres R3-24. An R3-24 Overlay District was also created which was applied on an additional 2 acres. Program 3: The City’s CEDD will consider, on a case-by-case basis, Support housing production B.8.b Packet Pg. 146 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Program 7: The San Bernardino County CDH Department participates in the CRHMFA Homebuyers Fund (CHF) program that provides down payment, payment, and closing costs assistance to County residents. The Mortgage Credit Certificate Program provides a federal income tax credit for first-time homebuyers, which may be claimed as long as the homebuyer occupies the home and pays interest on the mortgage. Information on this Program will be provided on the City’s website, including links to the respective Programs and posted biennially in the local newspaper. Production of affordable housing 2014, and biennially thereafter Information on this program was posted on the City’s website Program 8: The San Bernardino County CDH Department operates a Multifamily Residential Rental Housing Revenue Bond program. This Program can be used for new construction, acquisition, and/or rehabilitation of multifamily housing developments. A specified number of units are required to remain affordable to eligible, low-income households for a specified number of years after the initial financing is provided. Information on this Program will be provided on the City’s website, including links to the respective Programs and posted biennially in the local newspaper. Program 9: San Bernardino County residents meeting certain income eligibility requirements may be eligible to participate in the CalHOME funding program that provides down payment assistance for first-time homebuyers. The CalHOME is administered by various organizations; locally Neighborhood Housing Services of the Inland Empire (NHSIE) and Neighborhood Partnership Housing Services, Inc. (NPHS) administer CalHOME programs. Generally, prospective homeowners could qualify for up $28,000 in down payment assistance to be paid back through a silent second with simple interest rates up to 3%. Information on this Program will be provided on the City’s website, including links to the NHSIE and NPHA websites, and posted biennially in the local newspaper. Program 10: The City adopted Chapter 18.68 (Reasonable Accommodations) providing for a streamlined process for disabled persons to request deviations from the City’s code requirements. Over the planning period the City will continue to implement this program. Support fair housing Throughout the planning period No reasonable accommodation requests were received in 2016 or 2017. Program 11: Continue to expedite the processing of plans for proposed housing projects that are affordable to low- and moderate- income households, with priority processing, modified development standards, and reduced fees, where feasible, for projects that include extremely-low-income units. Streamline production of affordable housing Ongoing No extremely-low-income units have been proposed. Program 12: Periodically review residential development standards and regulations, ordinances, processing procedures, and fees to identify and mitigate constraints that may impede the development, improvement, and conservation of housing. Process a Zoning Code amendment to allow required covered parking for multi-family developments to be provided with either carports or garages. Mitigate governmental constraints Code amendment in 2016 A Zoning Code amendment to modify parking standards for multi-family developments was adopted in 2016 Program 13: Amend the Zoning Code as it relates to transitional and supportive housing in accordance with state law, so that such housing is subject only to those restrictions that apply to other residential uses of the same type in the same zone. Amend the definition of family in conformance with state law. Mitigate governmental constraints Code amendment in 2016 A Zoning Code amendment to modify regulations for transitional and supportive housing consistent with state law was adopted in 2016 Production of affordable housing 2014, and biennially thereafter Information on this program was posted on the City’s website Production of affordable multi-family housing 2014, and biennially thereafter Information on this program was posted on the City’s website B.8.b Packet Pg. 147 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Program 14: The San Bernardino County PACE loan program provides loans for weatherization and energy efficiency rehabilitation improvements, such as air sealing, weather stripping, attic insulation, re-roofing, attic and house fans, and weatherized doors and windows. The Community Action Partnership of San Bernardino County (CAPSBC) provides weatherization and energy conservation assistance to low income residents. Information on the PACE and CAPSBC Programs will be provided on the City’s website, including links to the respective programs and posted biennially in the local newspaper. Program 15: Continue code enforcement efforts to enforce municipal codes intended to maintain the value and safety of structures. The program addresses substandard structures, accumulation of trash and debris, inoperable vehicles, graffiti, and land use violations. Programs include, but are not limited to non- owner occupied inspection program, and exploring new methods for eliminating deteriorated or unsightly property conditions in residential areas. Maintenance and conservation Ongoing throughout the planning period The City’s code enforcement and rental inspection programs continue to be implemented Program 16: Neighborhood Housing Services of the Inland Empire (NHSIE) is a non-profit organization that operates a low- cost Homes N’ Hammer program designed to educate residents on minor home improvements and repairs. The four-hour workshop includes: functioning of the home’s major plumbing and electric systems, repair methods, replacing and maintaining drywall, replacing window screens, fixing garbage disposals, toilet mechanisms, health and safety issues and tips for hiring a professional contractor for home repairs, etc. Information on this Program will be provided on the City’s website, including links to the NHSIE website, and posted biennially in the local newspaper. Program 17: Neighborhood Partnership Housing Services, Inc. (NPHS) is a non-profit organization that operates a Healthy Homes Grant program. This program provides home safety repair grants to low-income senior homeowners and homeowners with permanent mobility disabilities. Information on this Program will be provided on the City’s website, including a link to the NPHS website, and posted biennially in the local newspaper. Program 18: California’s Keep Your Home California Program is a federally funded foreclosure prevention and loan modification program. Keep Your Home California provides the following: Unemployment Assistance to assist homeowners who have experienced involuntary job loss. Eligible homeowners may receive benefits up to $3,000 per household per month towards their mortgage payment for up to 6 months. Mortgage Reinstatement Assistance to assist homeowners who have defaulted on their mortgage payment. Eligible homeowners may receive benefits up to $15,000 per household towards their mortgage payment. Principal Reduction Program is intended to assist homeowners attain an affordable monthly payment. If eligible, homeowners may receive benefit assistance up to $50,000 per household, less monies previously received from other Keep Your Home California programs. Provide mortgage assistance to low-income first-time homebuyers 2014, biennially thereafter Information on this program was posted on the City’s website Maintenance and conservation 2014, biennially thereafter Information on this program was posted on the City’s website Conservation and improvement 2014, biennially thereafter Information on this program was posted on the City’s website Maintenance and improvement 2014 and throughout the planning period Information on this program was posted on the City’s website B.8.b Packet Pg. 148 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Transition Assistance Program is intended to provide transition assistance benefits to homeowners who can no longer afford their home and want to avoid foreclosure. This program helps homeowners make a smooth transition to alternative housing by providing up to $5,000 per eligible household. Information on Keep Your Home California will be posted on the City website and published biennially in the local newspaper. Program 19: Continue to provide technical drawing for simple improvements such as patio covers, retaining and block walls, and similar small projects; a home construction pamphlet, and information on hiring contractors. Maintain and improve housing stock Ongoing throughout the planning period The City continued to provide technical assistance to applicants for minor improvements. Program 20: Provide information on fair housing on the City’s website. Provide a link to the Inland Fair Housing and Mediation Board website. Advertise the information quarterly in the Blue Mountain Outlook. Support fair housing 2014 and every year thereafter Information on this program was posted on the City’s website Program 21: Continue to participate in and provide staff support for the various homeless programs operated by the San Bernardino County Homeless Partnership, including participation in the Point-in-Time Homeless Survey. Support fair housing 2014 and ongoing throughout the planning period The City continued to support County homeless programs and the Point in Time Survey conducted in January of each year B.8.b Packet Pg. 149 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Description of Commercial Development Bonus Commercial Development Bonus Date Approved 3 4 APN Street Address Project Name+Local Jurisdiction Tracking ID+ Very Low Income Low Income Moderate Income Above Moderate Income Description of Commercial Development Bonus Commercial Development Bonus Date Approved Summary Row: Start Data Entry Below Units Constructed as Part of Agreement Commercial Development Bonus Approved pursuant to GC Section 65915.7 Table E Project Identifier 1 2 Annual Progress Report January 2019 B.8.b Packet Pg. 150 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) Jurisdiction Grand Terrace Reporting Period 2018 (Jan. 1 - Dec. 31)Cells in grey contain auto-calculation formulas Extremely Low- Income+Very Low-Income+Low-Income+TOTAL UNITS+ Extremely Low- Income+ Very Low- Income+Low-Income+TOTAL UNITS+ Rehabilitation Activity Preservation of Units At-Risk Acquisition of Units Total Units by Income This table is optional. Jurisdictions may list (for informational purposes only) units that do not count toward RHNA, but were substantially rehabilitated, acquired or preserved. To enter units in this table as progress toward RHNA, please contact HCD at APR@hcd.ca.gov. HCD will provide a password to unlock the grey fields. Units may only be credited to the table below when a jurisdiction has included a program in its housing element to rehabilitate, preserve or acquire units to accommodate a portion of its RHNA which meet the specific criteria as outlined in Government Code section 65583.1(c)(2). Activity Type Units that Do Not Count Towards RHNA+ Listed for Informational Purposes Only Units that Count Towards RHNA + Note - Because the statutory requirements severly limit what can be counted, please contact HCD to receive the password that will enable you to populate these fields.The description should adequately document how each unit complies with subsection (c)(7) of Government Code Section 65583.1+ Housing Element Implementation ANNUAL ELEMENT PROGRESS REPORT (CCR Title 25 §6202) Units Rehabilitated, Preserved and Acquired for Alternative Adequate Sites pursuant to Government Code section 65583.1(c)(2) Note: + Optional field Table F Annual Progress Report January 2019 B.8.b Packet Pg. 151 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Jurisdiction Grand Terrace Reporting Year 2018 (Jan. 1 - Dec. 31) Current Year Deed Restricted 1 Non-Deed Restricted 0 Deed Restricted 1 Non-Deed Restricted 0 Deed Restricted 0 Non-Deed Restricted 0 Above Moderate 0 2 3 20 20 0 0 0 0 0 Income Rental Ownership Total Very Low 0 0 0 Low 0 0 0 Moderate 0 0 0 Above Moderate 0 0 0 Total 0 0 0 Cells in grey contain auto-calculation formulas Total Units Constructed with Streamlining Total Housing Applications Submitted: Number of Proposed Units in All Applications Received: Total Housing Units Approved: Total Housing Units Disapproved: Entitled Units Summary Income Level Very Low Low Moderate Total Units Submitted Applications Summary Use of SB 35 Streamlining Provisions Note: units serving extremely low-income households are included in the very low-income permitted units totals Number of Applications for Streamlining Units Constructed - SB 35 Streamlining Permits Number of Streamlining Applications Approved Total Developments Approved with Streamlining B.8.b Packet Pg. 152 Attachment: Housing-Element-Annual-Progress-Report-3.19.2019 [Revision 2] (2018 Housing Element Annual Report) AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: March 2019 Award of Community Benefit Funds in the Amount of $1,545.00 to the REC Center for the Teen Advisory Board to Attend Leadership Development Training PRESENTED BY: Cynthia Fortune, Assistant City Manager RECOMMENDATION: Approve the Community Benefit Fund (CBF) grant application for $1,545.00 to the REC Center for the Teen Advisory Board to attend the leadership development training, “Creating a Leadership Legacy”, through the Disn ey Youth Education Series, at Disney California Adventure. 2030 VISION STATEMENT: This staff report supports the following City Council Goals: • Goal #1 - Ensure Our Fiscal Viability, through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations; and • Goal #4 – Develop and Implement Successful Partnerships through productive collaboration with community groups, youth programs and senior organizations. BACKGROUND: For the past three (3) fiscal years, the City Council has approved the use of $25,000.00 for the establishment of the Community Benefits Fund (CBF). The purpose of the Community Benefits Fund is to provide funding for local youth programs, community events, community fee waivers, and be used as an economic development tool for small business development in the City. Starting in FY2016-17, $5,000.00 has been designated for the Light Up Grand Terrace activities. Various youth and senior program activities have benefited from the Communit y Benefits Fund including the Foundation of Grand Terrace, the REC Center, several youth sports leagues, and the Friends of the Grand Terrace Library. Below is a summary of the grants awarded in the last three (3) fiscal years: Fiscal Year No. of Applications approved Approved Budget Amount Unused Balance FY2015-16 10 $25,000.00 $14,910.00 $10,090.00 G.9 Packet Pg. 153 Fiscal Year No. of Applications approved Approved Budget Amount Unused Balance FY2016-17 8 20,000.00 11,601.00 8,399.00 FY2017-18 8 20,000.00 15,432.00 4,568.00 26 $65,000.00 $41,943.00 $23,057.00 Attachment A provides additional detail as to the awarded organizations, and the amount awarded in each fiscal year. Of the unused balance of $23,057.00, City Council approved the re-allocation of $13,853.00 to be used for the 40th Anniversary Celebration activities. In FY2018-19, City Council approved $20,000.00 for the Community Benefits Fund and has approved the following applications thus far: No. Title Approved Amount 1. Friends of the GT Library $2,000.00 2. Grand Terrace High School Football Boosters $2,000.00 3. Grand Terrace High School Legacy Regiment Boosters $2,000.00 4. Sheriff’s Central Station Explorer Program $2,000.00 5. Grand Terrace Community Basketball $1,450.00 6. The REC Center $1,245.00 7. Terrace View Elementary PTA $700.00 $11,395.00 DISCUSSION: The City has received an application from the Resource, Education and Community (REC) Center (Attachment B). The REC Center is a non-profit public benefit organization dedicated to enriching communities by providing recreation, education and creative arts programs, especially in communities with limited resources. The organization has applied and has received the following community benefit grants: No. Title Approved Amount 1. Community Activity Guide (February-2016) $2,000.00 2. Special Event Permit Fee (March-2016) $310.00 3. Cheer Uniforms (December-2018) $1,245.00 $3,555.00 G.9 Packet Pg. 154 Below summarizes the application submitted by the REC Center: Project Title: Teen Advisory Board – Leadership Training Project Activity: The Teen Advisory Board of Grand Terrace has scheduled a training "Creating a Leadership Legacy", through the Disney Youth Education Series. During this training students will learn how to develop their own leadership legacy to become confident in their ability to accomplish goals and be motivated to achieve the impossible. The students have been fundraising this season and have raised enough to cover their shirts and lunch expense for the trip. They have organized their fundraisers as well as coordinated their transportation to the event. They are requesting assistance for the costs of the actual admission to the training. Public Purpose: The Teen Advisory Board is a leadership program which is offered to teens, grades 6-12, in Grand Terrace. TAB focuses on service and leadership. Each year the teens participate in a variety of leadership and service opportunities. Amount Requested: $1,545.00 Utilization of Funds: Program Cost: 11 Teens 2 Chaperones @ $110 plus tax $1,545.00 RECOMMENDATION: Staff recommends that the City Council: 1. Approve the award of $1,545.00 to the REC Center for the Teen Advisory Board to attend the leadership development training, “Creating a Leadership Legacy”, through the Disney Youth Education Series at Disney California Adventure. G.9 Packet Pg. 155 Upon City Council approval, the applicant will comply with the following, if they have not already done so: 1. Issue the City of Grand Terrace an invoice for the grant amount; 2. Ensure that the City is mentioned/included as a sponsor in any material advertising the activity or event; 3. Complete a W -9 form for reporting purposes; and 4. Submit receipts within 30 days of the event/activity showing that the funds provided were used for their original intent. Attached is the REC Center’s completed application. FISCAL IMPACT: Funds in the amount of $20,000.00 have been approved for the program and established in the Community Benefits Fund (Fund 61). If approved, the table below will show the balances of each category remaining in the fund: FY2018-19 Community Benefits Fund Fund No. Acct. No. Account Title Approved Budget Awarded Grants Balance as of Feb- 2019 Proposed Grant Awards Revised Balance 61 461- 100 Youth/School Programs $10,000 ($6,150) $3,850 $0 $3,850 61 461- 200 Art, Business & Service Org. $7,000 ($5,245) $1,755 ($1,545) $210 61 461- 300 Other Community Requests $3,000 $0 $3,000 $0 $3,000 TOTAL $20,000 ($11,395) $8,605 ($1,545) $7,060 ATTACHMENTS: • CBF Grant Awards history 03-19-2019 (PDF) • CBF 2018-19-009 - The REC Center - Teen Advisory Board Leadership Training (PDF) APPROVALS: Cynthia A. Fortune Completed 03/22/2019 8:50 AM Finance Completed 03/22/2019 8:50 AM G.9 Packet Pg. 156 City Attorney Completed 03/22/2019 9:24 AM City Manager Completed 03/22/2019 2:55 PM City Council Pending 03/26/2019 6:00 PM G.9 Packet Pg. 157 Title 2015-16 2016-17 2017-18 2018-19 TOTAL 2018-19 TOTAL as of Feb-2019 AWARDED Proposed in Mar-2019 YOUTH / SCHOOL ORGANIZATIONS Grand Terrace Community Basketball 1,500.00$ -$ -$ 1,450.00$ 2,950.00$ -$ 2,950.00$ Grand Terrace High School Football Boosters - - - 2,000.00 2,000.00 - 2,000.00 Grand Terrace High School Legacy Regiment Boosters - - - 2,000.00 2,000.00 - 2,000.00 Grand Terrace High School Volleyball Boosters - - 2,000.00 - 2,000.00 - 2,000.00 Grand Terrace Little League 2,000.00 - 4,000.00 - 6,000.00 - 6,000.00 Grand Terrace Youth Football & Cheer 2,000.00 2,000.00 2,000.00 - 6,000.00 - 6,000.00 Terrace View Elementary PTA 1,000.00 671.00 1,517.00 700.00 3,888.00 - 3,888.00 6,500.00$ 2,671.00$ 9,517.00$ 6,150.00$ 24,838.00$ -$ 24,838.00$ NON-PROFIT / SERVICE ORGANIZATIONS American Cancer Society -$ -$ 2,000.00$ -$ 2,000.00$ -$ 2,000.00$ Drug Alternative Program - 2,000.00 - - 2,000.00 - 2,000.00 Foundation of Grand Terrace 2,350.00 2,000.00 1,915.00 - 6,265.00 - 6,265.00 Friends of Grand Terrace Library 3,750.00 2,000.00 2,000.00 2,000.00 9,750.00 - 9,750.00 Grand Terrace Lions Club - 620.00 - - 620.00 - 620.00 Sheriff’s Central Station Explorer Program - - - 2,000.00 2,000.00 - 2,000.00 The REC Center 2,310.00 310.00 - 1,245.00 3,865.00 1,545.00 5,410.00 8,410.00$ 6,930.00$ 5,915.00$ 5,245.00$ 26,500.00$ 1,545.00$ 28,045.00$ BUSINESS / OTHER Sycamore Mobile Home Park -$ 2,000.00$ -$ -$ 2,000.00$ -$ 2,000.00$ - - - - - - - - - - - - - - -$ 2,000.00$ -$ -$ 2,000.00$ -$ 2,000.00$ TOTAL 14,910.00$ 11,601.00$ 15,432.00$ 11,395.00$ 53,338.00$ 1,545.00$ 54,883.00$ City of Grand Terrace Community Benefit Grant Awards GRANT AWARD HISTORY as of February 28, 2019 and Proposed Applications for Mar-2019 G.9.a Packet Pg. 158 Attachment: CBF Grant Awards history 03-19-2019 (March 2019 Award of Community Benefit Funds) CITY OF GRAND TERRACE COMMUNITY BENEFITS FUND (GT-CBF) City of Grand Terrace, 22795 Barton Road, Grand Terrace, CA 92313-5295 www.grandterrace-ca.gov ORGANIZATION INFORMATION Organization Name: Organization Mission: Organization Contact #1: Name: Title: Mailing Address: City, State, Zip Code Phone & E-mail: Phone: E-mail: Organization Contact #2: Name: Title: Mailing Address: City, State, Zip Code Phone & E-mail: Phone: E-mail: Have you ever applied for funding through the City’s Community Benefit FUND (CBH) before? ☐ Yes ☐ No If yes, please list each time you’ve applied, the outcome, whether you were granted funding or not, the amount your organization originally requested and the amount approved, if any. Purpose of Prior Funding Requests (if any) Request Date Amount Requested Amount Approved (if any) 1. 2. 3. 4. 5. Date of Application: Requested Amount: The REC Center Enriching communities by providing Recreation, Education & Creative Arts programs; especially in communities with limited resources. Jennifer Araiza Executive Director 22421 Barton Road #289 Grand Terrace, CA 92313 951.254.STAR thereccentergt@gmail.com 22421 Barton Road #289 Grand Terrace, CA 92313 951.254.STAR DawnKay@aol.com 11/2018 $ 1,245.00 $ 1,245.00 03/2016 $ 310.00 310.00 03/2016 $ 2,000.00 $ 2,000.00 03/13/2019 $ 1,545.00 Cheer Uniforms 4 Sandra Jackson Treasurer Special Event Permit Fee Community Activity Guide G.9.b Packet Pg. 159 Attachment: CBF 2018-19-009 - The REC Center - Teen Advisory Board Leadership Training (March 2019 Award of Community Benefit Funds) CITY OF GRAND TERRACE COMMUNITY BENEFITS FUND (GT-CBF) City of Grand Terrace, 22795 Barton Road, Grand Terrace, CA 92313-5295 www.grandterrace-ca.gov PROJECT INFORMATION Project/Activity Title: Project/Activity Description (description of event the organization is seeking funding for) Describe how the project/activity is for a public purpose and benefits the residents and or community of Grand Terrace Project/Activity Target Population: ☐ Youth ☐ Seniors ☐ Women ☐ Low- Income ☐ Businesses ☐ Disabled Persons ☐ Yes ☐ Entire Community Project/Activity Date: Location of Project/Activity: Detailed description of how the funds will be utilized. Negative Impact should funding not be approved: Submit completed application to: City of Grand Terrace City Manager’s Office 22795 Barton Road Grand Terrace, CA 92313-5295 Attn: G. Harold Duffey Teen Advisory Board - Leadership Training The Teen Advisory Board of Grand Terrace has scheduled a training "Creating a Leadership Legacy", through the Disney Youth Education Series. During this training students will learn how to develop their own leadership legacy to become confident in their ability to accomplish goals and be motivated to achieve the impossible. The students have been fundraising this season and have raised enough to cover their shirts and lunch expense for the trip. They have organized their fundraisers as well as coordinated their transportation to the event. They are requesting assistance for the costs of the actual admission to the traning. The Teen Advisory Board is a leadership program which is offered to teens, grades 6-12, in Grand Terrace. TAB focuses on service and leadership. Each year the teens participate in a variety of leadership and service opportunities. 05/27/2019 Disney California Adventure Program Cost: 1545 (11 Teens, 2 Chaperones @ $110 plus tax) Parents of students would be required to cover the costs of the program. Many students would not be able to attend. A minimum of 10 students are required to attend the program, therefore the event would need to be canceled. 4 4 G.9.b Packet Pg. 160 Attachment: CBF 2018-19-009 - The REC Center - Teen Advisory Board Leadership Training (March 2019 Award of Community Benefit Funds) Designed for Students Program Length Park Location SYNOPSIS LEARNING OUTCOMES ©Disney CREATING A LEADERSHIP LEGACY In Disney California Adventure® Park, mature students discover their unique leadership styles and develop tools for overcoming personal obstacles. The journey begins with an experiment in first impressions before even entering the park. From here, the theme of “standing on the shoulders of giants” emerges as students share the names of leaders who have left a legacy in their lives, challenging them to consider their personal legacies. In studying Walt Disney’s triumphs and failures, students come to know their own core values and embark on the journey of developing their own personal brands. They are then challenged to describe career goals consistent with their values and plot a course toward achieving these goals. The challenges and rewards of risk-taking become clear with activities that challenge students to step outside their comfort zone. Students are exhorted to never bow to negative self-talk. Instead, they learn to cultivate their self-esteem and pursue their personal and professional goals with humility and strength. Ultimately, the students distill their values, brands, and goals into elevator speeches to be delivered with confidence to each other. A select attraction allows students to experience an idea that was pitched with the same confidence at Walt Disney Imagineering. As the program draws to a close, students begin the journey of becoming “giants” for others. After completing Creating a Leadership Legacy, participants will be able to: Identify and apply their core values Understand the importance of personal branding and integrity Develop interpersonal communication and career skills Understand the difference between verbal and non-verbal communication Learn from past leaders and build upon their skills Understand the importance of risk-taking Developing their self-esteem Discuss the importance of personal ownership Identify and apply techniques to overcome obstacles Find the courage and determination to accomplish goals and believe in their dreams Ages 12+3 hours Disney California Adventure® Park a a a a a a a a a a G.9.b Packet Pg. 161 Attachment: CBF 2018-19-009 - The REC Center - Teen Advisory Board Leadership Training (March 2019 AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: January-2019 Monthly Finance Report and 2018 -19 Mid- Year and Year-End Budget Review PRESENTED BY: Cynthia Fortune, Assistant City Manager RECOMMENDATION: Receive and file the January-2019 Monthly Finance Report, the FY2018-19 Mid-Year and Year-End Report. 2030 VISION STATEMENT: This staff report supports City Council Goal #1, “Ensure Our Fiscal Viability,” through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations. BACKGROUND: The purpose of the Mid-Year Budget Review is to provide the City Council with the following information: 1. Budget-to-actual results through the first half of the fiscal year; 2. Projections for a balanced budget at fiscal year-end; and 3. Any proposed budget adjustments/recommendations for consideration, if any. The Mid-Year Budget Review for Fiscal Year (FY) 2018-19 focuses on the City’s General Fund. DISCUSSION: FY 2018-19 as of January 31, 2019 Operating Revenues As of January 31, 2019, General Fund operating revenues received were $2,970,000, or 53.7% of the approved budget of $5,533,815. The anticipated revenues by the end of January 31, 2019 were $2,998,425 resulting in a negative vari ance of ($28,425). Several factors are affecting the decrease in revenues and detail will be provided at the Year-End projection of this staff report. Operating Expenditures General Fund operating expenditures through January 31, 2019 are $3,053,359, whic h G.10 Packet Pg. 162 represents 55.3% of the approved expenditures of $5,526,315. With 58% of the fiscal year elapsed through January, this shows a positive result of $4,116 against expected budget of $3,057,476. The table below summarizes the General Fund’s revenue and e xpenditure report as of January 31, 2019. Table 1 City of Grand Terrace FY2018-19 Monthly Financial Report For the Period ending January 31, 2019 Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) REVENUES Property Tax $1,980,000 $908,480 45.9% $906,207 45.8% ($2,273) Residual Receipts - RPTTF $1,090,000 $850,770 78.1% $851,038 78.1% $268 Residual Receipts - Housing $60,000 $0 0.0% $0 0.0% $0 Franchise Fees $524,300 $168,540 32.1% $168,676 32.2% $136 Licenses, Fees & Permits $419,415 $231,445 55.2% $213,751 51.0% ($17,694) Sales Tax $770,000 $361,190 46.9% $355,507 46.2% ($5,683) Proceeds from Sale of Property $80,000 $0 0.0% $0 0.0% $0 Intergovernmental Revenue/Grants $26,500 $5,770 21.8% $14,309 54.0% $8,539 Charges for Services $136,600 $82,240 60.2% $70,106 51.3% ($12,134) Fines & Forfeitures $62,500 $37,330 59.7% $45,572 72.9% $8,242 Miscellaneous $55,148 $36,138 65.5% $804 1.5% ($35,334) Use of Money & Property $27,000 $14,170 52.5% $23,303 86.3% $9,133 Transfers In $2,352 $2,352 100.0% $2,379 101.2% $27 Waste Water Receipts $300,000 $300,000 100.0% $318,349 106.1% $18,349 TOTAL REVENUES $5,533,815 $2,998,425 54.2% $2,970,000 53.7% ($28,425) EXPENDITURES Salaries $1,188,831 $629,010 52.9% $637,943 53.7% ($8,933) Benefits $724,690 $395,910 54.6% $402,847 55.6% ($6,937) Professional/Contractual Services $3,155,351 $1,789,295 56.7% $1,772,739 56.2% $16,556 Materials & Supplies $267,167 $143,140 53.6% $139,840 52.3% $3,300 Lease of Facility/Equipment $8,000 $3,300 41.3% $4,364 54.6% ($1,064) Utilities $143,400 $81,640 56.9% $75,926 52.9% $5,714 G.10 Packet Pg. 163 City of Grand Terrace FY2018-19 Monthly Financial Report For the Period ending January 31, 2019 Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) Overhead Cost Allocation ($87,450) ($43,726) 50.0% ($43,726) 50.0% $0 Transfers Out $126,326 $58,906 46.6% $63,425 50.2% ($4,519) TOTAL EXPENSE $5,526,315 $3,057,475 55.3% $3,053,359 55.3% $4,116 REVENUE & EXPENDITURE SUMMARY REVENUES $5,533,815 $2,998,425 54.2% $2,970,000 53.7% ($28,425) EXPENDITURES ($5,526,315) ($3,057,475) 55.3% ($3,053,359) 55.3% $4,116 NET $7,500 ($59,050) ($83,358) ($24,308) Any significant variances will be addressed in the next section, FY2018 -19 fiscal year- end projections. Attached for City Council’s review is the Monthly Financial Report for the period ending January 31, 2018. FY 2018-19 Year-end Projections Projected Revenues For this fiscal year, total revenues are projected at $5,412,030, showin g an adjustment from the approved budget of $5,533,815. There were several factors that affected General Fund revenues: 1. Property Taxes: City staff is projecting that property taxes, including residual tax distributions from the Redevelopment Property Tax Trust Fund (RPTTF) are in line with approved budget and projections. 2. Residual Receipts – Housing (decrease of $60,000): the lease agreement with Corporation for Better Housing (CBH) for the low and moderate income housing for seniors (Blue Mountain Villas) states that for any particular lease year, should there be gross revenues remaining after the deduction of operating expenses, required reserves and debt service payment, any residual gross revenues of the preceding year (excess gross receipts for the 201 7-18 fiscal year) shall be made. The City, in FY2016-17, received residual receipts in the amount of $64,476 for the 2015-16 fiscal year. It is anticipated that the City may not receive the projected $60,000 this year, showing a $60,000 reduction in projected revenues. 3. Licenses, Fees, and Permits (decrease of $43,335): the City currently has projects that are in the planning review stage; it is anticipated that the revenue from these projects will be realized in the 2019 -20 fiscal year, and therefore G.10 Packet Pg. 164 showing a projected reduction in revenue of $43,335, this fiscal year. 4. Miscellaneous (decrease of $43,548): City staff had originally projected miscellaneous revenues from state mandated programs, donations, contributions and unrealized gains. It has been determ ined that the City may not be receiving these revenues and therefore is projecting a reduction of $43,548 in miscellaneous revenues for FY2018-19. As a result of all the variances listed above, the net result is a projected decrease in General Fund revenues of ($121,785). Projected Expenditures Expenditures at June 30th are projected at $5,411,926. There is an overall savings of $114,389 in year-end expense projections of $5,411,926 vs. approved expenditures of $5,526,315. City staff have continued to be diligent in monitoring approved allocations. The resulting savings will be realized primarily from the following: 1. Animal Control Services Reorganization: On February 13, 2018, City Council approved to bring animal control services in -house, instead of contracting this service out to the City of San Bernardino, combining this with our code enforcement services. This is projected to result in a $50,000 savings projected in the Code Enforcement Section. 2. Public Works vacancy – the Public Works department has a vacant maintenance worker position. The position will be filled by next month. It is projected that a savings of almost $20,000 will be realized as a result of the position being vacant for several months. City staff is projected an overall savings of $114,389 in expenditures. Below is the projected 2018-19 year-end revenue and expense statement for the General Fund. Table 2 City of Grand Terrace FY 2018-19 General Fund Financial Report Year-end Projection Approved Budget Jan YTD Actuals Year-end Projection 2017-18 Actuals Year-end vs. Appr Budget REVENUES Property Tax 1,980,000 906,207 1,976,300 1,799,310 (3,700) Residual Receipts - RPTTF 1,090,000 851,038 1,091,100 1,125,223 1,100 Residual Receipts - Housing 60,000 0 0 0 (60,000) Franchise Fees 524,300 168,676 515,000 510,761 (9,300) Licenses, Fees & Permits 419,415 213,751 376,080 432,805 (43,335) Sales Tax 770,000 355,507 770,000 773,093 0 G.10 Packet Pg. 165 City of Grand Terrace FY 2018-19 General Fund Financial Report Year-end Projection Approved Budget Jan YTD Actuals Year-end Projection 2017-18 Actuals Year-end vs. Appr Budget Intergovernmental Revenue/Grants 26,500 14,309 20,000 23,869 (6,500) Charges for Services 136,600 70,106 131,400 163,843 (5,200) Fines & Forfeitures 62,500 45,572 76,400 92,674 13,900 Miscellaneous 55,148 804 11,600 11,961 (43,548) Use of Money & Property 27,000 23,303 43,400 79,799 16,400 Transfers In 2,352 2,379 2,400 0 48 Proceeds from Sale of Property 80,000 0 80,000 0 0 Waste Water Receipts 300,000 318,349 318,350 300,000 18,350 OPERATING REVENUES 5,533,815 2,970,000 5,412,030 5,313,338 (121,785) EXPENDITURES City Council 10-110 68,130 34,595 62,310 60,871 5,820 City Manager City Manager 10-120 611,581 335,224 609,680 603,334 1,901 Information Tech. 10-380 91,000 40,749 91,250 66,365 (250) Senior Citizens Prgm 10-805 39,500 16,332 39,490 32,555 10 Emergency Oper. 10-808 3,800 1,291 3,800 3,658 0 745,881 393,596 744,220 705,912 1,661 City Clerk City Clerk 10-125 167,974 129,245 168,540 147,488 (566) Hist. & Cult. Comm. 10-804 1,000 669 1,000 466 0 168,974 129,914 169,540 147,954 (566) City Attorney 10-160 135,000 57,848 136,930 177,430 (1,930) Finance 10-140 345,750 155,610 334,760 276,580 10,990 Planning & Dev. Svcs Building & Safety 10-172 154,690 74,978 153,540 142,793 1,150 Community Events 10-180 0 0 0 0 0 Code Enforcement 10-185 314,960 163,063 264,540 210,639 50,420 Enforcement Prgm 10-187 46,352 8,982 42,400 190,318 3,952 Community Dev. 10-370 411,620 145,282 399,050 270,400 12,570 Planning Comm. 10-801 10,860 4,228 9,020 6,475 1,840 938,482 396,532 868,550 820,626 69,932 Public Works G.10 Packet Pg. 166 City of Grand Terrace FY 2018-19 General Fund Financial Report Year-end Projection Approved Budget Jan YTD Actuals Year-end Projection 2017-18 Actuals Year-end vs. Appr Budget Public Works 10-175 313,306 193,618 293,920 634,387 19,386 Facilities Maint. 10-195 68,000 39,376 67,500 72,480 500 Parks Maint. 10-450 232,780 142,538 234,350 190,662 (1,570) NPDES 10-625 47,500 36,185 47,030 42,561 470 Storm Drain Maint. 10-631 5,000 0 1,500 1,060 3,500 666,586 411,717 644,300 941,150 22,286 Law Enforcement 10-410 1,916,627 1,196,288 1,916,860 1,756,155 (233) Non-Departmental Non-Departmental 10-190 502,009 257,560 495,580 333,805 6,429 Transfers Out 10-199 126,326 63,425 126,326 142,431 0 Overhead Alloc. 10-999 (87,450) (43,726) (87,450) (53,250) 0 540,885 277,259 534,456 422,985 6,429 TOTAL EXPENDITURES 5,526,315 3,053,359 5,411,926 5,309,663 114,389 REVENUE & EXPENSE SUMMARY REVENUES 5,533,815 2,970,000 5,412,030 5,313,338 (121,785) EXPENDITURES (5,526,315) (3,053,359) (5,411,926) (5,309,663) (114,389) NET 7,500 (83,358) 104 3,674 (7,396) Outstanding Notes & Loans (General Fund) In consideration of the adjustment of next year’s FY2019 -20 Budget, it is prudent to review and consider the General Fund’s outstanding liabilities: City of Grand Terrace General Fund Outstanding Liabilities As of June 30, 2018 Loans from the Successor Agency • Tax increment misallocation to the General Fund between FY1980-81 – FY1992-93 $1,073,846 • Advances to the General Fund between FY1994- 95 – FY1998-99 $3,232,899 • Loan payments in FY2012-13 ($2,294,616) and FY2013-14 ($1,086,857) ($3,381,473) Net still owed to the Successor Agency $925,272 G.10 Packet Pg. 167 City of Grand Terrace General Fund Outstanding Liabilities As of June 30, 2018 Advances from the Waste Water Fund • On July 24, 2018, City Council formalized the loan between the General Fund & the Waste Water Fund; funds were used to purchase property on 22273 Barton Road. $875,000 • Terms: 1. First Payment: July 1, 2020; 2. Annual Amount: $87,500; 3. Interest: LAIF rate plus 1%; and 4. Term of Loan: Ten (10) years. Advances from the Low and Moderate Housing Asset Fund (LMIHAF) • Advances to the General Fund between FY1997- 98 ($158,425) and FY2000-01 ($141,780) $300,205 • Loan payments in FY2010-11 ($132,000) Net still owed to the LMIHAF $168,205 GENERAL FUND LIABILITIES $1,968,477 Other Post-employment Benefits (OPEB) & Pension Liabilities (City-wide) In consideration of the adjustment of next year’s FY2019 -20 Budget, it is also prudent to bear in mind the City’s OPEB and Pension Liabilities: City of Grand Terrace Outstanding OPEB & Pension Liabilities As of June 30, 2018 Other Post-Employment Benefits (OPEB) $1,619,685 • Annual OPEB City contributions made in FY2017- 18 totaled $15,210 Pension Liabilities (Unfunded Accrued Liabilities) • Tier I (2.7% @ 55): annual contribution $381,639 $4,845,471 • Tier II (2.0% @ 60): annual contribution $3,038 $19,767 • PEPRA (2.0% @ 62): annual contribution $3,134 $23,294 $4,888,532 TOTAL OPEB & PENSION LIABILITIES $6,508,217 The annual pension amounts for FY2019-20 are: Pension Liabilities (Unfunded Accrued Liabilities) • Tier I (2.7% @ 55): annual contribution $431,929 G.10 Packet Pg. 168 • Tier II (2.0% @ 60): annual contribution $5,442 • PEPRA (2.0% @ 62): annual contribution $7,771 Total FY2019-20 required annual contribution $445,142 Other Funds – Child Care Fund On July 10, 2018, City Council authorized the sale of the Child Care facility located on 22400 Barton road and approved that $615,550 from the proceeds of the sale be set aside to clear the Child Care Fund’s negative balance as shown below: City of Grand Terrace Child Care Fund Funds from Sale of Property Total Consideration for Property $910,000 • Less commissions, recording fees, escrow and title charges ($60,000) Net $850,000 City Council authorized use of net proceeds: • Negative fund balance as of 06-30-2016 ($307,970) • FY2017-18 Unfunded Accrued Liability (UAL) & other expenses ($157,580) • FY2018-19 Unfunded Accrued Liability ($150,000) Total authorized use of net proceeds ($615,550) NET $234,450 City staff will be coming back during the review of the FY2019-20 budget to request that the net proceeds of $234,450 be used as follows: 1. $150,000 be set aside for the Child Care’s portion of the City’s unfunded accrued liability; 2. $84,450 ($234,450 less $150,000) be transferred to the General Fund and the Child Care Fund be closed. At the closure of the Child Care fund, starting in FY2020 -21, the General Fund will be absorbing the Child Care Fund’s portion of the unfunded accrued liability of $150,000, increasing General Fund expenditures. FISCAL IMPACT: There is no fiscal impact to receiving and filing this report. G.10 Packet Pg. 169 ATTACHMENTS: • Jan-2019 MFR (PDF) APPROVALS: Cynthia A. Fortune Completed 03/21/2019 10:43 PM Finance Completed 03/21/2019 10:43 PM City Attorney Completed 03/22/2019 8:12 AM City Manager Completed 03/22/2019 2:55 PM City Council Pending 03/26/2019 6:00 PM G.10 Packet Pg. 170 City of Grand Terrace Monthly Financial Report For the Period Ending January 31, 2019 G.10.a Packet Pg. 171 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) Table of Contents GENERAL FUND Revenue Summaries Revenue Assumptions ........................................................................................... 4 Revenue Monthly Financial Detail ......................................................................... 5 Revenue Monthly History Charts: Property Tax ................................................................................................... 6 Sales Tax ........................................................................................................ 7 Licenses, Permits & Fees ............................................................................... 8 Franchise Fees ............................................................................................... 9 Expenditure Summaries Expenditure Assumptions ...................................................................................... 12 Expenditure Monthly Financial Detail by Category ................................................ 13 Expenditure Monthly History Charts: Salaries ........................................................................................................... 14 Benefits ........................................................................................................... 15 Professional/Contractual Services .................................................................. 16 Materials & Supplies ....................................................................................... 17 2 G.10.a Packet Pg. 172 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) GENERAL FUND REVENUE 3 G.10.a Packet Pg. 173 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) REVENUE ASSUMPTIONS: 1. Property Tax receipts are usually received twice a year: in December and May. 2. Residual Receipts – Redevelopment Property Tax Trust Fund (RPTTF) receipts are received twice a year: June for the July - December period and January for the January - June period. 3. Franchise Fee receipts are received monthly and quarterly; usually 30 - 45 days after the month or quarter end. 4. Sales Tax receipts are received monthly; the State distributes (advances) sales tax revenues usually 60 days after the close of the month; then has a quarterly “true-up.” 5. Waste Water receipts are received annually, usually at the first month of the fiscal year. 6. All other receipts are based on historical receipt pattern. 7. Sections/Cost Centers are rolled into each Category as follows: a. Property Tax b. Residual Receipts c. Franchise Fees d. Licenses, Fees and Permits e. Sales Tax f. Sales Tax – Economic Development Agreement g. Proceeds from the Sale of Property h. Intergovernmental Revenues and/or Grants i. Charges for Services j. Miscellaneous Revenues k. Use of Money and/or Property l. Wastewater Receipts 4 G.10.a Packet Pg. 174 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) REVENUES Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) Property Tax 1,980,000 908,480 45.9%906,207 45.8%(2,273) Residual Receipts - RPTTF 1,090,000 850,770 78.1%851,038 78.1%268 Residual Receipts - Housing 60,000 0 0.0%0 0.0%0 Franchise Fees 524,300 168,540 32.1%168,676 32.2%136 Licenses, Fees & Permits 419,415 231,445 55.2%213,751 51.0%(17,694) Sales Tax 770,000 361,190 46.9%355,507 46.2%(5,683) Proceeds from Sale of Property 80,000 0 0.0%0 0.0%0 Intergovernmental Revenue/Grants 26,500 5,770 21.8%14,309 54.0%8,539 Charges for Services 136,600 82,240 60.2%70,106 51.3%(12,134) Fines & Forfeitures 62,500 37,330 59.7%45,572 72.9%8,242 Miscellaneous 55,148 36,138 65.5%804 1.5%(35,334) Use of Money & Property 27,000 14,170 52.5%23,303 86.3%9,133 Transfers In 2,352 2,352 100.0%2,379 101.2%27 Waste Water Receipts 300,000 300,000 100.0%318,349 106.1%18,349 TOTAL REVENUES 5,533,815 2,998,425 54.2%2,970,000 53.7%(28,425) EXPENDITURES Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) Salaries 1,188,831 629,010 52.9%637,943 53.7%(8,933) Benefits 724,690 395,910 54.6%402,847 55.6%(6,937) Professional/Contractual Services 3,155,351 1,789,295 56.7%1,772,739 56.2%16,556 Materials & Supplies 267,167 143,140 53.6%139,840 52.3%3,300 Lease of Facility/Equipment 8,000 3,300 41.3%4,364 54.6%(1,064) Utilities 143,400 81,640 56.9%75,926 52.9%5,714 Overhead Cost Allocation (87,450)(43,726)50.0%(43,726)50.0%0 Transfers Out 126,326 58,906 0.0%63,425 0.0%(4,519) TOTAL EXPENDITURES 5,526,315 3,057,475 55.3%3,053,359 55.3%4,116 SUMMARY Approved Budget Expected based on Approved Monthly Actuals Variance (actuals from expected) REVENUES 5,533,815 2,998,425 54.2%2,970,000 53.7%(28,425) EXPENDITURES (5,526,315)(3,057,475)55.3%(3,053,359)55.3%4,116 NET 7,500 (59,050)(83,358)(24,308) City of Grand Terrace FY2018-19 Monthly Financial Report For the Period ending January 31, 2018 5 G.10.a Packet Pg. 175 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY REVENUE - Property Tax (2018-19 vs. 2017-18) $0 $0 $21,623 $4,251 $44,222 $253,252 $578,933 $62,200 $6,415 $126,193 $689,249 $12,972 $0 $2,851 $1,740 $2,461 $51,397 $123,417 $724,341 $0 $0 $0 $0 $0 - 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000 2,000,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 6 G.10.a Packet Pg. 176 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY REVENUE - Sales Tax (2018-19 vs. 2017-18) $0 $0 $88,514 $59,100 $78,800 $55,210 $59,100 $78,800 $37,058 $54,300 $42,854 $219,357 $0 $0 $69,387 $106,874 $60,330 $59,187 $59,729 $0 $0 $0 $0 $0 - 50,000 100,000 150,000 200,000 250,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals $340,724 $355,507 $361,190 - 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 7 G.10.a Packet Pg. 177 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY REVENUE - Licenses, Permits & Fees (2018-19 vs. 2017-18) $20,520 $9,832 $53,817 $36,185 $13,608 $10,846 $36,435 $91,030 $31,270 $26,882 $22,137 $80,243 $12,406 $52,117 $20,886 $25,542 $13,228 $18,052 $71,521 $0 $0 $0 $0 $0 - 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 100,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals $181,243 $213,751 $231,445 - 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 8 G.10.a Packet Pg. 178 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY REVENUE - Franchise Fees (2018-19 vs. 2017-18) $0 $0 $23,916 $17,991 $54,405 $18,258 $35,150 $52,017 $15,141 $136,068 $55,162 $102,653 $0 $3,833 $28,619 $44,314 $4,512 $38,255 $49,143 $0 $0 $0 $0 $0 - 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals $149,721 $168,676 $168,540 - 75,000 150,000 225,000 300,000 375,000 450,000 525,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 9 G.10.a Packet Pg. 179 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) This page left intentionally blank. 10 G.10.a Packet Pg. 180 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) GENERAL FUND EXPENDITURE BY CATEGORY 11 G.10.a Packet Pg. 181 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) EXPENDITURE ASSUMPTIONS: 8. Expenditure appropriations are divided into 12 monthly allocations, with adjustments made for payroll periods, the timing of debt service payments, and certain quarterly allocations. 9. Sections/Cost Centers are rolled into each Category as follows: m. Salaries n. Benefits o. Professional/Contractual Services p. Materials and Supplies q. Lease of Facilities and/or Equipment r. Equipment s. Capital Projects t. Utilities u. Debt Services v. Overhead Cost Allocation w. Transfers Out 12 G.10.a Packet Pg. 182 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) REVENUES Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) Property Tax 1,980,000 908,480 45.9%906,207 45.8%(2,273) Residual Receipts - RPTTF 1,090,000 850,770 78.1%851,038 78.1%268 Residual Receipts - Housing 60,000 0 0.0%0 0.0%0 Franchise Fees 524,300 168,540 32.1%168,676 32.2%136 Licenses, Fees & Permits 419,415 231,445 55.2%213,751 51.0%(17,694) Sales Tax 770,000 361,190 46.9%355,507 46.2%(5,683) Proceeds from Sale of Property 80,000 0 0.0%0 0.0%0 Intergovernmental Revenue/Grants 26,500 5,770 21.8%14,309 54.0%8,539 Charges for Services 136,600 82,240 60.2%70,106 51.3%(12,134) Fines & Forfeitures 62,500 37,330 59.7%45,572 72.9%8,242 Miscellaneous 55,148 36,138 65.5%804 1.5%(35,334) Use of Money & Property 27,000 14,170 52.5%23,303 86.3%9,133 Transfers In 2,352 2,352 100.0%2,379 101.2%27 Waste Water Receipts 300,000 300,000 100.0%318,349 106.1%18,349 TOTAL REVENUES 5,533,815 2,998,425 54.2%2,970,000 53.7%(28,425) EXPENDITURES Approved Budget Expected based on Approved Exp. % Appr Bdgt Monthly Actuals YTD % Appr Bdgt Variance (actuals from expected) Salaries 1,188,831 629,010 52.9%637,943 53.7%(8,933) Benefits 724,690 395,910 54.6%402,847 55.6%(6,937) Professional/Contractual Services 3,155,351 1,789,295 56.7%1,772,739 56.2%16,556 Materials & Supplies 267,167 143,140 53.6%139,840 52.3%3,300 Lease of Facility/Equipment 8,000 3,300 41.3%4,364 54.6%(1,064) Utilities 143,400 81,640 56.9%75,926 52.9%5,714 Overhead Cost Allocation (87,450)(43,726)50.0%(43,726)50.0%0 Transfers Out 126,326 58,906 0.0%63,425 0.0%(4,519) TOTAL EXPENDITURES 5,526,315 3,057,475 55.3%3,053,359 55.3%4,116 SUMMARY Approved Budget Expected based on Approved Monthly Actuals Variance (actuals from expected) REVENUES 5,533,815 2,998,425 54.2%2,970,000 53.7%(28,425) EXPENDITURES (5,526,315)(3,057,475)55.3%(3,053,359)55.3%4,116 NET 7,500 (59,050)(83,358)(24,308) City of Grand Terrace FY2018-19 Monthly Financial Report For the Period ending January 31, 2018 13 G.10.a Packet Pg. 183 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY EXPENDITURE - Salaries (2018-19 vs. 2017-18) $66,937 $71,036 $72,118 $74,895 $81,917 $81,473 $79,799 $81,029 $144,411 $77,682 $93,700 $243,924 38,969 127,439 86,038 88,542 88,975 85,148 122,833 - - - - - - 50,000 100,000 150,000 200,000 250,000 300,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals $528,176 $637,943 $629,010 - 200,000 400,000 600,000 800,000 1,000,000 1,200,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 14 G.10.a Packet Pg. 184 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY EXPENDITURE - Benefits (2018-19 vs. 2017-18) $36,304 $31,335 $51,895 $30,422 $37,067 $61,608 $68,806 $32,072 $54,407 $40,120 $62,544 $87,091 37,786 53,468 63,643 50,681 51,633 62,054 83,582 - - - - - - 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 100,000 2018-19 Actuals 2017-18 Actuals $317,437 $402,847 $395,910 - 80,000 160,000 240,000 320,000 400,000 480,000 560,000 640,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 15 G.10.a Packet Pg. 185 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY EXPENDITURE - Professional Services (2018-19 vs. 2017-18) $174,419 $377,949 $98,339 $218,638 $242,541 $418,300 $89,633 $250,175 $273,665 $61,679 $350,121 $513,343 8,266 408,302 273,779 267,427 297,564 126,907 390,494 - - - - - - 100,000 200,000 300,000 400,000 500,000 600,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals 1,619,818 1,772,739 1,789,295 - 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 16 G.10.a Packet Pg. 186 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) MONTHLY EXPENDITURE - Materials & Supplies (2018-19 vs. 2017-18) $6,330 $14,683 $9,918 $16,956 $27,712 $12,478 $14,761 $11,860 $15,755 $14,193 $21,535 $74,136 1,749 10,088 31,650 30,079 25,406 32,280 8,588 - - - - - - 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 2018-19 Actuals 2017-18 Actuals $102,837 $139,840 $143,140 - 50,000 100,000 150,000 200,000 250,000 FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected FY2017-18 Actuals FY2018-19 Actuals FY2018-19 Expected 17 G.10.a Packet Pg. 187 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) This page left intentionally blank. 18 G.10.a Packet Pg. 188 Attachment: Jan-2019 MFR (FY2018-19 Mid-Year & Year-End Budget Review) AGENDA REPORT MEETING DATE: March 26, 2019 Council Item TITLE: Fire Protection Services for the City of Grand Terrace PRESENTED BY: G. Harold Duffey, City Manager RECOMMENDATION: Explore Alternative Service Options for Fire Protection Services and Direct Staff to Pursue One or More of the Following: 1. Develop and Release an RFP for Consultant Services for Detachment from San Bernardino County Fire Protection District (SBCFPD). The Consultants Scope of Work Would Include an Alternative Fire Protection Service Plan and Independent Fiscal Analysis for Submittal to the Local Agency Formation Commission (LAFCO); and 1a. Authorize the appropriation of $60,000 from the General Fund’s fund balance to cover the cost of consulting services for detachment from the SBCFPD; or 2. Receive and File Report and Direct Staff to Work with Current Fire Protection Service Provider, SBCFPD to Ensure the City's General Fund is Not Fiscally Subsidizing the Operations of SBCFPD. 2030 VISION STATEMENT: This staff report supports Goal 1. Ensure Our Fiscal Viability (Ensure Appropriate Cost Recovery for Services), Goal 2. Maintain Public Safety and Goal 4. Develop and Implement Successful Partnerships. BACKGROUND: On October 16, 2018, the San Bernardino County Board of Supervisors acting as the SBCFPD Board, approved the expansion of the FP -5 Service Zone, which subjects all parcels in Grand Terrace to an annual parcel tax of $157.26. Health and Safety Code Section 13950 allows a Fire Service District to establish service zones to raise revenue to support fire protection services provided by the District. The District determined that it is in the public interest to annex the City of Grand Terrace into the FP -5 Service Zone. Health and Safety Code Section 13950 (d) requires the District to hear and consider any protests to the formation of the zone and then it may adopt a resolution establishing the zone (Attachment I). However, the District chose to adopt the LAFCO protest process, which made a successful protest almost impossible. The protest vote did not recognize G.11 Packet Pg. 189 jurisdictional boundaries to determine a successful protest. Instead it utilized the FP -5 Service Zone area boundaries. The City Council of Grand Terrace passed Resolution No. 2018 -39 in opposition to the way the protest vote was handled for FP-5 (Attachment II) and directed staff to investigate the City’s ability to use another service provider for fire protection services. When the City of Grand Terrace incorporated in 1978, responsib ility for fire protection services did not transfer to the newly incorporated city, therefore, fire protection services remained with the County Service District and ultimately shifted to SBCFPD. Prior to the passage of FP-5, the only funding source for fire protection services was 10% of the Ad Valorem property tax (today’s value of approximately $1,000,000). SBCFPD receives 10% of the total assessed value of all property within the City of Grand Terrace (Attachment III). The passage of FP-5 Service Zone parcel tax will increase SBCFPD’s revenue by an additional $650,000. However, SBCFPD estimates that their annual operating costs to operate the Grand Terrace Fire Station (Station 23) is approximately $2,200,000 (Attachment IV). Historically any revenue sho rtfall was absorbed by San Bernardino County’s General Fund, as the Board of Supervisors is also the governing board of the SBCFPD. DISCUSSION: While the incorporated City of Grand Terrace is not responsible for fire protection services in the community, we do have the same constituency. Therefore, when residents’ disposable income is depleted because of new taxes, it will have an impact on the City of Grand Terrace. Therefore, when staff received direction to examine detachment from SBCFPD, staff approached the assignment in two ways: • Review the process to acquire authority to dictate who provides fire protection service, and • Review revenue vs. expenditures to determine the most efficient and sustainable way to deliver fire protection services. Authority to Provide Fire Protection Service The City of Grand Terrace must petition the County of San Bernardino’s Local Agency Formation Commission (LAFCO) to detach from the current Fire District (Attachment V). The City would need to accomplish the following: 1. Submit a plan to provide service, which is equal to or better than the existing service. 2. The City will also need to submit to LAFCO, at the same time, an Independent Fiscal Analysis to show the new service is fiscally sustainable. 3. The Board of Supervisors must also conduct a hearing to renegotiate property tax transfer, basically determining the portion of the 10% Ad Valorem shift to the City for fire protection services. There is no guarantee that all of the 10% Ad G.11 Packet Pg. 190 Valorem property tax currently going to SBCFPD will be transferred to the City for new fire protection service, especially if the current service provider has unfunded accrued liability (pension costs). LAFCO staff indicated that the Board of Supervisors recently refused to allow annexation of a service area because the annexation would negatively impact the delivery of fire protection services for the remaining members in the existing fire service area (Attachment VI). However, LAFCO staff believes the City’s detachment from SBCFPD won’t negate the parcel tax under FP-5 and the City will be able to continue to collect the parcel tax to deliver fire protection services under a new service provider. The City will need to hire a consultant to examine the viability of the alte rnative fire service provider and for the development of the independent financial plan. Staff believes that the overall cost associated with the review of the service and fiscal plans will require consultant services for approximately $30,000 to $60,000. Cost to Deliver Service SBCFPD determined its current level of service cost approximately $2.2 million dollars annually. The Revenue garnered from the 10% Ad Valorem property tax and FP -5 parcel tax will generate approximately $1.65 million annually. S o, any new service provider will need to provide services for no more than $1.65 million unless a new revenue source is identified. In addition, the financial model presented to LAFCO must demonstrate a 5-year financial forecast which shows the service is sustainable. Grand Terrace is a small geographic area with very few commercial and industrial buildings; therefore alternative methods to deliver fire services should be examined as possible solutions to a reduction in overall costs. Grand Terrace staff has also reached out to the following neighboring communities to examine how they partner in delivering fire protection services: • Colton and Loma Linda (Share Command Staff) • Fontana Fire Service District and County of San Bernardino (City Council is District Board, contract with County Fire) • Riverside County’s Fire Services are provided via contract with Cal Fire (Highgrove Fire Station borders Grand Terrace) • Calimesa (Started new service with City Employees) - Eliminated contract with Cal Fire • Yucaipa (Contracts with Cal Fire of San Bernardino County). Staff understands that there are a variety of ways communities can try to deliver efficient fire protection services and that partnering with a neighboring agency may reduce costs, but the type of service residents would be left with may lead to other issues (Attachment VII). As alluded to earlier, the City has no fire protection power and no existing liability for fire protection services. Yet, if the City detached from SBCFPD, it may lose some of the Ad Valorem tax if the Board of Supervisors deem the residents of Grand Terrace have an G.11 Packet Pg. 191 obligation to pay for unfunded pension liability for past fire protection services. This would result in the City having less than $1.65 million for fire protection services. We understand that the cost to provide the existing level of fire protection service is based on the estimate provided by SBCFPD. We’ve benchmarked this cost against surrounding communities by comparing it to the cost to operate a similar station in other jurisdictions (Attachment VIII). The City of Grand Terrace, with the help of SBCFPD, identified levels of staffing and services at Grand Terrace Fire Station 23 and requested that neighboring communities provide us with average stati on costs in their communities. The information does not consider economies of scale; if neighboring jurisdictions and the City combined resources or co-located within Grand Terrace Fire Station 23. Further analysis by a consultant would allow the City to determine its best alternatives for partnering with other jurisdictions, because a thorough financial analysis will consider other costs that may not have been included in the City’s original estimate. Grand Terrace Fire Station 23 While the various agencies were asked to provide their total cost to operate a fire station, the unique difference with SBCFPD fire station in Grand Terrace is the overhead for the facility. The City of Grand Terrace owns and maintains Station 23, which eliminates the current overhead costs to SBCFPD. Once the City broached this issue with SBCFPD, they conducted an appraisal and offered to purchase the building at fair market value of approximately $1,100,000. The City would need to conduct its own appraisal if it were interested in selling the asset. An alternative to selling Station 23 is to charge rent (SBCFPD indicated that they are not interested in paying rent) or enter into a long-term lease with SBCFPD with an option to purchase at the end of the lease (SBCFPD is open to having this conversation to preserve and enhance our long term relationship). A long-term lease is a viable option if the City Council decides not to pursue detaching from SBCFPD. A long-term lease would allow the partnership between the City of Grand Terrace and SBCFPD to continue and allow City of Grand Terrace to develop a long range plan for management of fire protection services based on future needs and completion of significant development projects. FISCAL IMPACT: Should the City Council provide direction as stated in Alternative number one, staff is proposing that $60,000 be appropriated from the General Fund’s fund balance to cover the costs of consulting services for detachment from the SBCFPD as shown in the table below: Fund Description Amount G.11 Packet Pg. 192 Fund Description Amount 10 General Fund fund balance (projected) as of June 30, 2018 $866,354 Proposed Appropriation for consulting services ($60,000) NET $806,354 ATTACHMENTS: • Attachment 1 - Health & Safety Code (PDF) • Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (PDF) • Attachment 3 - HDL COGT Property Tax Dollar Breakdown (PDF) • Attachment 4 - SBC Fire Fire Station 23 FY 18-19 Proposed Operating Budget - 1 (PDF) • Attachment 5 - LAFCO Process (PDF) • Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (PDF) • Attachment 7 - Delivery of Fire Protection Services (PDF) • Attachment 8 - Cost to Support Fire Station (PDF) APPROVALS: G. Harold Duffey Completed 03/22/2019 11:43 AM City Attorney Completed 03/22/2019 2:42 PM Finance Completed 03/22/2019 2:53 PM City Manager Completed 03/22/2019 3:03 PM City Council Pending 03/26/2019 6:00 PM G.11 Packet Pg. 193 G.11.aPacket Pg. 194Attachment: Attachment 1 - Health & Safety Code (Fire Department Detachment) RESOLUTION NO. 2018-39 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, OPPOSING ANNEXATION OF GRAND TERRACE PROPERTIES INTO THE FP-5 ZONE BY THE SAN BERNARDINO COUNTY BOARD OF SUPERVISORS ACTING AS THE SAN BERNARDINO FIRE DISTRICT BOARD WHEREAS, on June 12, 2018 the San Bernardino County Board of Supervisors, convening as the San Bernardino County Fire:District Board, voted to initiate proceedings to expand Fire and Paramedic Service Zone 5 (FP-5 Zone). WHEREAS, the expansion of the FP-5 Zone includes annexation of real property sited within the City.of Grand Terrace. WHEREAS, each parcel within the FP-5 Zone is subjected to an existing annual parcel tax of $157.26 imposed in addition to property taxes currently imposed and allocated for fire protection via ad valorum property tax for Fire and Paramedic Services. WHEREAS, California Health and Safety Code Section 13950 and 13954 allow a Fire District to impose a parcel tax to support fire protection services after the District,Board notices parcel owners of*a public hearing'to receive feedback before implementation of a parcel tax fee. WHEREAS, the Fire District's staff conducted community meeting from August 7, 2018 thru September 10, 2018 to inform the parcel owners about annexation into the FP-5 Zone, public notices of the applicable parcel tax and the scheduled public hearing date was mailed to parcel owners on September 14, 2018, after conclusion of the community meetings. WHEREAS, the District Board decided to incorporate the LAFCO process to determine a successful protest wherein if (a) at least 25% of all parcel owners who own at least 25% of the assessed value of land within the affected territory oppose the annexation into FP-5, the expansion shall be referred to a vote of the people, or (b) a protest by a majority (greater than 50% of all parcel owners who own at least 50% of the assessed value of land)within the affected area would result in.immediate termination of the annexation proceedings. WHEREAS, the City Council of Grand Terrace does not have authority over the Fire Protection District, however the Fire District does provide fire protection services to parcel owners within the incorporated boundaries of the City of Grand Terrace, including the City of Grand Terrace. WHEREAS, adoption of a parcel tax requires a vote of approval by the people pursuant to Proposition 218 and Proposition 26. WHEREAS, parcel owners within an incorporated city being annexed usually get to vote as a single pool to determine whether a majority of those owners' protest. In this case, the Fire District Board has usurped that democratic process by annexing several areas throughout the County into FP-5, of which Grand Terrace is only one, thereby allowing the votes of parcel.owners in various parts of the County's Fire District's, including outside of Grand Terrace,to be comingled with the vote of Grand Terrace parcel owners for the purpose of determining whether a majority protest vote has been made. Reso No. 2018-39 Page 1 of 2 September 25, 2018 G.11.b Packet Pg. 195 Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: SECTION 1. The City Council finds that the above recitations are true and correct and, accordingly, are incorporated as a material part of this Resolution. SECTION 2. The City Council of the City of Grand Terrace vehemently opposes any annexation-process which commingles protest votes from parcel owners of incorporated cities with those of parcel owners in unincorporated areas of the County. The Fire District should recognize the sovereign nature of parcel owners within incorporated cities and calculate a successful protest vote of parcel owners within Grand Terrace SECTION 3. The City Council of the City of Grand Terrace, as parcel owner within the affected area, herein protests the expansion of the FP-5 Zone as proposed. 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 September 2018. r M oorDcy ATTEST: ebra L. Thomas City C)erk APPROVED AS TO FORM: Richard L. Adams, II City Attorney Reso No. 2018-39 Page 2 of 2 September 25, 2018 G.11.b Packet Pg. 196 Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) 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. 2018-39 was duly passed, approved and .adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, at the regular meeting of said City Council held on the 25th day of September 2018, and that the same was passed and adopted by the following vote: AYES: Council Members Henderson, Hussey, Wilson; Mayor Pro Tern Robles; Mayor McNaboe NOES: None. ABSENT: None. ABSTAIN: None. Executed this 26th day of September 2018, at Grand Terrace, California. Debra L. Thomas City Clerk SEAL] G.11.b Packet Pg. 197 Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) G.11.bPacket Pg. 198Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) G.11.bPacket Pg. 199Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) G.11.bPacket Pg. 200Attachment: Attachment 2 - Reso Opposing Annexation of GT Properties into the FP-5 Zone (Fire Department Detachment) G.11.cPacket Pg. 201Attachment: Attachment 3 - HDL COGT Property Tax Dollar Breakdown (Fire Department Detachment) G.11.dPacket Pg. 202Attachment: Attachment 4 - SBC Fire Fire Station 23 FY 18-19 Proposed Operating Budget - 1 (Fire Department Detachment) G.11.ePacket Pg. 203Attachment: Attachment 5 - LAFCO Process (Fire Department Detachment) G.11.fPacket Pg. 204Attachment: Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (Fire Department Detachment) G.11.fPacket Pg. 205Attachment: Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (Fire Department Detachment) G.11.fPacket Pg. 206Attachment: Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (Fire Department Detachment) G.11.fPacket Pg. 207Attachment: Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (Fire Department Detachment) G.11.fPacket Pg. 208Attachment: Attachment 6 - Proposed LAFCO File #3227 Running Springs Water Interoffice Memo (Fire Department Detachment) G.11.gPacket Pg. 209Attachment: Attachment 7 - Delivery of Fire Protection Services (Fire Department Detachment) G.11.hPacket Pg. 211Attachment: Attachment 8 - Cost to Support Fire Station (Fire Department Detachment)