2024-07-02 CC Agenda PacketAGENDA
EL SEGUNDO CITY COUNCIL
REGULAR MEETING
TUESDAY, JULY 2, 2024
4:00 PM CLOSED SESSION
6:00 PM OPEN SESSION
CITY COUNCIL CHAMBER
350 MAIN STREET, EL SEGUNDO, CA 90245
Drew Boyles, Mayor
Chris Pimentel, Mayor Pro Tern
Carol Pirsztuk, Council Member
Lance Giroux, Council Member
Ryan W. Baldino, Council Member
Tracy Weaver, City Clerk
Matthew Robinson, City Treasurer
Executive Team
Darrell George, City Manager Mark Hensley, City Attorney
Barbara Voss, Deputy City Manager Paul Chung, Chief Financial Officer
Saul Rodriguez, Police Chief George Avery, Fire Chief
Michael Allen, Community Development Dir. Rebecca Redyk, HR Director
Jose Calderon, IT Director Elias Sassoon, Public Works Dir.
Aly Mancini, Recreation, Parks & Library Dir.
MISSION STATEMENT:
"Provide a great place to live, work, and visit."
VISION STATEMENT:
"Be a global innovation leader where big ideas take off
while maintaining our unique small-town character."
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The City Council, with certain statutory exceptions, can only act upon properly posted
and listed agenda items. Any writings or documents given to a majority of City Council
regarding any matter on this agenda that the City received after issuing the agenda
packet are available for public inspection in the City Clerk's Office during normal
business hours. Such documents may also be posted on the City's website at
www.elsegundo.orq and additional copies will be available at the City Council meeting.
Unless otherwise noted in the agenda, the public can only comment on City -related
business that is within the jurisdiction of the City Council and/or items listed on the
agenda during the Public Communications portions of the Meeting. Additionally,
members of the public can comment on any Public Hearing item on the agenda during
the Public Hearing portion of such item. The time limit for comments is five (5) minutes
per person.
Those wishing to address the City Council are requested to complete and submit to the
City Clerk a "Speaker Card" located at the Council Chamber entrance. You are not
required to provide personal information in order to speak, except to the extent
necessary for the City Clerk to call upon you, properly record your name in meeting
minutes and to provide contact information for later staff follow-up, if appropriate.
When a Council Member duly requires AB 2449 teleconferencing to attend the City
Council meeting the public will also be able to access the meeting and provide public
comment via Zoom. To access Zoom from a PC, Mac, iPad, iPhone, or Android device,
use URL https://zoom.us/m/ 81951332052 and enter PIN: 903629 or visit www.zoom.us
on device of choice, click on "Join a Meeting" and enter meeting ID: 81951332052 and
PIN: 903629. If joining by phone, dial 1-669-900-9128 and enter meeting ID and PIN. To
reiterate, attending a City Council meeting by Zoom will only be used when AB 2449 is
used.
NOTE: Your phone number is captured by the Zoom software and is subject to the
Public Records Act, dial *67 BEFORE dialing in to remain
anonymous. Members of the public will be placed in a "listen only" mode and your video
feed will not be shared with City Council or members of the public.
REASONABLE ACCOMMODATIONS: In compliance with the Americans with
Disabilities Act and Government Code Section 54953(g), the City Council has
adopted a reasonable accommodation policy to swiftly resolve accommodation
requests. The policy can also be found on the City's website at
https.11www.else_qundo.or_g/_povernmentldepartments/city-clerk. Please contact
the City Clerk's Office at (310) 524-2308 to make an accommodation request or to
obtain a copy of the policy.
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4:00 PM CLOSED SESSION — CALL TO ORDER / ROLL CALL
PUBLIC COMMUNICATION — (RELATED TO CITY BUSINESS ONLY — 5-MINUTE
LIMIT PER PERSON, 30-MINUTE LIMIT TOTAL) Individuals who have received value
of $50 or more to communicate to the City Council on behalf of another, and employees
speaking on behalf of their employer, must so identify themselves prior to addressing
City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow City Council to take
action on any item not on the agenda. City Council and/or City Manager will respond to
comments after Public Communications is closed.
SPECIAL ORDERS OF BUSINESS
RECESS INTO CLOSED SESSION: City Council may move into a closed session
pursuant to applicable law, including the Brown Act (Government Code Section
§54960, et seq.) for purposes of conferring with City's Real Property Negotiator; and/or
conferring with City Attorney on potential and/or existing litigation; and/or discussing
matters covered under Government Code Section §54957 (Personnel); and/or
conferring with City's Labor Negotiators.
LABOR NEGOTIATIONS (GOV'T CODE § 54957) -1- MATTER(S)
1. Unrepresented Employee: City Manager
City Negotiators: City Attorney and Human Resources Director
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (GOV'T CODE
§54956.9(D)(1): -1- MATTER(S)
Orr-Ryals v. City of El Segundo, Los Angeles Superior Court Case.
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Threats to Significant exposure/- to litigation pursuant to (Government Code
§54956.9(d)(2) or (d)(3)): -2- matter(s).
1. Government Tort Claim by Keith Puckett
2. BKK Landfilll (West Covina)
INITIATION OF LITIGATION PURSUANT to (Government Code §54956.9(d)(4)): -1-
matter(s).
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INVOCATION — Pastor Scott Tannehill, The Bridge Church
PLEDGE OF ALLEGIANCE — Mayor Pro Tem Pimentel
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SPECIAL PRESENTATIONS
PUBLIC COMMUNICATIONS — (RELATED TO CITY BUSINESS ONLY — 5 MINUTE
LIMIT PER PERSON, 30 MINUTE LIMIT TOTAL) Individuals who have received value
of $50 or more to communicate to the City Council on behalf of another, and employees
speaking on behalf of their employer, must so identify themselves prior to addressing
the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of
$250. While all comments are welcome, the Brown Act does not allow Council to take
action on any item not on the agenda. The Council will respond to comments after
Public Communications is closed.
CITY MANAGER FOLLOW-UP COMMENTS — (Related to Public Communications)
A. PROCEDURAL MOTIONS
Read All Ordinances and Resolutions on the Agenda by Title Only
Recommendation -
Approval
B. CONSENT
1. City Council Meetina Minutes
Recommendation -
1. Approve Special and Regular City Council meeting minutes of June 18,
2024.
2. Alternatively, discuss and take other action related to this item.
2. Warrant Demand Register for June 3, 2024 through June 9, 2024
Recommendation -
Ratify payroll and employee benefit checks; checks released early due to
contracts or agreements; emergency disbursements and/or adjustments;
and, wire transfers.
2. Approve Warrant Demand Register numbers 2313: warrant numbers
3050899 through 3050988, and 9003169 through 9003178.
3. Alternatively, discuss and take other action related to this item.
3. Agreement Between the City of El Segundo and City of Hawthorne for
Police Software
Recommendation -
1. Authorize City Manager to execute an agreement with the City of
Hawthorne to maintain a server -based records management system and
related police software applications for a not -to -exceed amount of
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$75,000 per fiscal year.
2. Authorize City Manager to waive bidding requirements pursuant to El
Segundo Municipal Code § 1- 7- 9(A) by finding that the City's best
interests are served by a direct award of a contract without a competitive
selection process.
3. Alternatively, discuss and take other action related to this item.
4. Amendment to Agreement with Faster Asset Solutions for Fleet
Management Software
Recommendation -
Authorize the City Manager to execute an amendment to Contract No.
6757 with Faster Asset Solutions to adjust the annual maintenance cost
of the fleet management software to $22,203 per year.
2. Alternatively, discuss and take other action related to this item.
C. PUBLIC HEARINGS
D. STAFF PRESENTATIONS
5. Agreement with the Los Angeles Chargers NFL Team for the City of Ell
Segundo Fire Department to Provide Standby Emergency Medical
Services for Practices at the New Chargers Training Facility in El Segundo
Recommendation -
Authorize the City Manager to execute an agreement with the Los
Angeles Chargers for the City of El Segundo Fire Department to provide
standby emergency medical services for practices at the new Chargers
Training Facility in El Segundo.
2. Alternatively, discuss and take other action related to this item.
6. Ell Segundo Police Department Presentation on a Comprehensive Program
to Address the Unsheltered Homeless Population in El Segundo
Recommendation -
1. Receive and file El Segundo Police Department's presentation updating
El Segundo's strategies in addressing homelessness.
2. Alternatively, discuss and take other action related to this item.
E. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS
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7. Arts & Culture Advisory Committee Bylaws Amendments
Recommendation -
1. Approve proposed amendments to the Arts & Culture Advisory
Committee's bylaws.
2. Alternatively, discuss and take other action related to this item.
F. REPORTS - CITY CLERK
G. REPORTS - CITY TREASURER
H. REPORTS - COUNCIL MEMBERS
COUNCIL MEMBER BALDINO
8. Recreation Park Renovation Subcommittee Expansion and Name Change
Recommendation -
1. Approve Recreation Park Renovation Committee Expansion and name
change.
2. Alternatively, discuss and take other action related to this item.
COUNCIL MEMBER GIROUX
COUNCIL MEMBER PIRSZTUK
MAYOR PRO TEM PIMENTEL
MAYOR BOYLES
I. REPORTS - CITY ATTORNEY
J. REPORTS/FOLLOW-UP - CITY MANAGER
CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et seq.) for the purposes of
conferring with the City's Real Property Negotiator; and/or conferring with the City
Attorney on potential and/or existing litigation; and/or discussing matters covered under
Government Code Section §54957 (Personnel), and/or conferring with the City's Labor
Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
MEMORIALS
ADJOURNMENT
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POSTED:
DATE:
TIME:
BY:
June 27, 2024
5:30 PM
Lili Sandoval, Deputy City Clerk
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SPECIAL MEETING MINUTES OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 18, 2024
(Meeting ran concurrently with regular scheduled closed session)
CLOSED SESSION — Mayor Boyles called the meeting to order at 4:00 PM.
001111111110N_1II
Mayor Boyles -
Present
Mayor Pro Tern Pimentel -
Present
Council Member Pirsztuk -
Present
Council Member Giroux -
Present
Council Member Baldino -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total)
SPECIAL ORDER OF BUSINESS:
Mayor Boyles announced that Council would be meeting in closed session pursuant to
the items listed on the agenda.
CONFERENCE WITH LEGHAL COUNSEL — EXISTING LITIGATION (GOV'T CODE
§54956.9(D)(1): -6- MATTER(S)
1. Scott Martinez (Retired City Fire Fighter) v. City of El Segundo, Los Angeles
Superior Court Case No. 21 ST CV10637.
2. James Tulette (Retired City Fire Fighter) v. City of El Segundo, Los Angeles
Superior Court, Case No. 205T, CV44025.
3. Shawn Bonfield Retired (City Fire Department Battalion Chief) v. City of El
Segundo, Los Angeles Superior Court Case no. 20ST CV48677.
4. William Hatcher (Retired El Segundo Fire Fighter) v. City of El Segundo, Los
Angeles Superior Court, Case No. 21 ST CV37399.
5. Rebecca Smith (Former Non -Sworn Police Department Employee) v. City of El
Segundo - Binding Arbitration Personnel Case.
6. Brent Beardmore (City Police Officer) v. City of El Segundo, Los Angeles
Superior Court Case No. 22STCV25047.
Adjourned at 5:50 PM
Tracy Weaver, City Clerk
EL SEGUNDO CITY COUNCIL SPECIAL MEETING MINUTES
JUNE 18, 2024
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MEETING MINUTES OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 18, 2024
CLOSED SESSION — Mayor Boyles called the meeting to order at 4:00 PM.
ROLL CALL
Mayor Boyles -
Present
Mayor Pro Tem Pimentel -
Present
Council Member Pirsztuk -
Present
Council Member Giroux -
Present
Council Member Baldino -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total)
SPECIAL ORDER OF BUSINESS:
Mayor Boyles announced that Council would be meeting in closed session pursuant to
the items listed on the agenda.
PUBLIC EMPLOYMENT (GOV'T CODE § 54957) -1- MATTER(S)
1. City Manager
Performance Review
CONFERENCE WITH LEGHAL COUNSEL — EXISTING LITIGATION (GOV'T CODE
§54956.9(D)(1): -1- MATTER(S)
1. Orr-Ryals v. City of El Segundo, Los Angeles Superior Court Case.
CONFERENCE WITH LEGAL COUNCIL — ANTICIPATED LITIGATION
Threats to Significant exposure/- to litigation pursuant to (Government Code
§54956.9(d)(2) or (d)(3)): -1- matter(s).
1. Government Tort Claim by Keith Puckett
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Government Code §54957.6): -
1- MATTER(S)
1. Employee Organizations: City Employee Association (CEA)
Representative: City Manager, Darrell George, Human Resources Director, Rebecca
Redyk and Alex Volberding
Adjourned at 5:50 PM
OPEN SESSION — Mayor Boyles called to order at 6:01 PM
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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ROLL CALL
Mayor Boyles
Mayor Pro Tern Pimentel
Council Member Pirsztuk
Council Member Giroux
Council Member Baldino
- Present
- Present
- Present
- Present
- Present
INVOCATION — Father Alexei Smith, St. Andrew Russian Greek Catholic Church
PLEDGE OF ALLEGIANCE — Council Member Giroux
SPECIAL PRESENTATIONS:
Recognition of Luci Cummings, Finance Revenue Inspector on retiring from the City.
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total)
LuAnn De Ring, resident, commented on a burglary that occurred at her home.
Bob Adams, Union Representative, Business Representative for AFSCME District
Council commented on the City's current labor negotiations.
Thomas Russ, resident, President of El Segundo Amateur Radio Group invited the
community to attend Ham Radio Field Day at Hilltop Park on Saturday, June 22 through
Sunday, June 23r6
CITY MANAGER FOLLOW-UP COMMENTS: will follow up with Ms. De Ring and her
concerns regarding the burglary that occurred at her residence.
A. Read all Ordinances and Resolutions on the Agenda by Title Only.
MOTION by Council Member Pirsztuk, SECONDED by Council Member Giroux to read
all ordinances and resolutions on the agenda by title only. MOTION PASSED. 5/0
B. CONSENT:
1. Approve regular City Council meeting minutes of June 4, 2024.
(Fiscal Impact: None)
2. Approve warrants demand register for May 20, 2024 through June 2, 2024,
numbers 22C and 23A: warrant numbers 3050725 through 3050898, and
9003163 through 900316. Ratify Payroll and employee benefit Checks; Checks
released early due to contracts or agreement; Emergency disbursements and/or
adjustments; and, Wire transfers.
(Fiscal Impact: $1,728,299.56 ($945,972.29 in check warrants and $782,327.27
in wire warrants))
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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3. Waiver of Competitive Bidding for Agreement Amendments and Blanket
Purchase Orders for FY 2024-25 in Excess of $50,000 for Various Departments
(Fiscal Impact: 2,244,177 (Included in the Adopted FY 2024-25 Budget))
Pursuant to El Segundo Municipal Code § 1-7-9(A), waive competitive bidding and
approve the following for FY 2024-25:
1. Amendment to Agreement No. 5861 F with Riester Pacific, Inc. for the City's
economic development and hospitality and tourism marketing services for an
amount not to exceed $350,000.
2. Amendment to Agreement No. 6904A with Temporary Staffing Professionals to
provide on -call temporary staffing services for use by all City departments for an
amount not to exceed $300,000.
3. Continued purchase of gasoline and diesel fuel for City vehicles and equipment
through the use of spot market purchasing for an amount not to exceed
$254,500.
4. Amendment to Agreement No. 3881 N with All Cities Management Services, Inc.
for ongoing services to provide crossing guard services for the El Segundo
School District for an amount not to exceed $180,000.
5. Amendment to Agreement No. 3313F with Hinderliter De Llamas & Associates to
provide professional services related to sales and use tax for an amount not to
exceed $150,000.
6. Amendment to Agreement No. 6467C with Waterline Technologies, Inc. for the
purchase of all pool chemicals needed to maintain the City's recreational aquatic
facilities for an amount not to exceed $150,000.
7. Amendment to Agreement No. 6379G with Willdan Engineering for professional
plan check services for an amount not to exceed $120,000.
8. Amendment to Agreement No. 6423B with Charles Abbot Associates Inc. to
provide solid waste and recycling compliance support services for the Public
Works Department for an amount not to exceed $100,000.
9. Authorize the issuance of a blanket purchase order to Metron Farnier for the
purchase of single jet AMR water meters for the City's water system for an
amount not to exceed $100,000
10.Amendment to Agreement No. 6899A with RCS Investigations & Consulting to
provide confidential personnel investigations for an amount not to exceed
$100,000.
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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11.Amendment to Agreement No. 6016D with KNB Consulting, LLC. for strategic
public relations services and support to the Communications and Economic
Development Divisions for an amount not to exceed $96,000.
12.Amendment to Agreement No. 2772D with Wittman Enterprises, LLC to provide
ambulance transport and fire prevention billing and collection services, and
distribution of City notices of privacy practices for the Fire Department for an
amount not to exceed $85,000.
13.Amendment to Agreement No. 3516F with Tyler Technologies/Eden Financial
Management Systems for annual software licensing, maintenance, and support
for an amount not to exceed $80,000.
14.Amendment to Agreement No. 601OD with Crowdstrike, Inc. to provide
cybersecurity services and software for an amount not to exceed $71,500.
15.Amendment to Agreement No. 6424B with Marc Cohen for Medical Director
consulting services for the El Segundo Fire Department for an amount not to
exceed $55,500.
16.Authorize the issuance of a blanket purchase order to Baker & Taylor Information
Services for supplying books and other library materials for an amount not to
exceed $53,177.
17. Authorize the City Manager, or designee, to issue purchase orders, amend
agreements, and execute all necessary documents to facilitate the purchases of
goods and services approved in this report.
18.Alternatively, discuss and take other action related to this item.
4. Waive second reading of the proposed Ordinance and its title and adopt
Ordinance No. 1662 amending El Segundo Municipal Code Chapter 1-6 to
expand the list of positions exempt from the Civil Service System.
(Fiscal Impact: None)
5. Authorize the City Manager to execute an Amendment No. 6695A with Swoop,
Inc. for $139,000 for various shuttle and day trip operations for FY 2024-25 and
authorize the City Manager to execute a Second Amendment No. 6164B with
Lyft for $85,000 for Dial a Ride and Dr. Dial a Ride services for FY 2024-25.
(Fiscal Impact: FY 2024-25 is estimated to be $224,000)
6. Approve a seventy-five percent (75%) event fee waiver for the El Segundo
Firefighters' Association Fun Run event.
(Fiscal Impact: Waived fees for this event would total approximately $33,449.91)
7. PULLED BY COUNCIL MEMBER GIROUX
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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8. Approve request to waive City Municipal Code section 10-1-4(C) to allow alcohol
on Park Place and Apollo Street during the White Light White Night event on
Saturday, August 10, 2024.
(Fiscal Impact: None)
MOTION by Mayor ProTem Pimentel, SECONDED by Council Member Pirsztuk,
approving Consent items 1, 2, 3, 4, 5, 6, and 8. MOTION PASSED. 5/0
PULLED ITEMS:
7. Waiver of Bidding for Cooperative Purchase of Five New Police Department
Motorcycles
(Fiscal Impact: $161,500 in account #601-400-3101-8105 (Equipment
Replacement Fund) and additional Appropriation: $6,334.57 in account #120-
400-0000-8104 (Citizens Options for Public Safety ("COPS") Fund))
Saul Rodriguez, Police Chief commented on the need for new motorcycles for the
Police Department.
Council discussion
Council requested the following item be agenized to a later City Council meeting.
• Policy for replacing police vehicles and motorcycles
MOTION by Council Member Pirsztuk, SECONDED by Council Member Baldino
authorizing the cooperative "piggyback" purchase of five new 2024 BMW R-1250 RT-P
716 motorcycles through a competitively bid City of Sacramento contract
#B22153311006 in an amount not to exceed $167,834.57, including a $5,000
contingency. Authorize the City Manager, or designee, to execute all necessary
agreements, orders, or other documentation to effectuate the purchase of the
motorcycles and authorize the City Manager, or designee, to repurpose, sell, or auction
the department's used motorcycle fleet, except for two low -mileage BMW motorcycles
that will be kept for training purposes. MOTION PASSED. 3/2 Yes: Pirsztuk Giroux
Baldino No: Boyles Pimentel
C. PUBLIC HEARING: None
D. STAFF PRESENTATIONS:
9. Resolution Amending City's Administrative Code Chapter 1A2 (Management
Confidential Series) Relating to Battalion Chief Classification Salary Increases
and Benefit Changes
(Fiscal Impact: None)
Rebecca Redyk, Human Resources Director reported on the item.
Council Discussion
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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Mark Hensley, City Attorney read by title only;
RESOLUTION NO. 5496
A RESOLUTION OF THE CITY OF EL SEGUNDO, CALIFORNIA AMENDING THE
CITY'S ADMINISTRATIVE CODE TO UPDATE SECTIONS FOR SPECIFIC
UNREPRESENTED CLASSIFICATIONS UNDER CHAPTER 1A2 (MANAGEMENT —
CONFIDENTIAL SERIES).
MOTION by Council Member Pirsztuk, SECONDED by Mayor Pro Tern Pimentel
adopting Resolution No. 5496. MOTION PASSED. 5/0
10. Resolution to Establish a Workplace Violence Prevention Plan
(Fiscal Impact: There is no fiscal impact for the adoption of a Workplace
Violence Prevention Plan ("WVPP" or "Plan"). Administration of the Plan will
result in costs for employee training which can be absorbed in the Human
Resources Department's Citywide training budget)
Rebecca Redyk, Human Resources Director reported on the item.
Council Discussion
Mark Hensley, City Attorney read by title only;
RESOLUTION NO. 5497
A RESOLUTION ESTABLISHING A CITYWIDE WORKPLACE VIOLENCE
PREVENTION PLAN.
MOTION by Council Member Giroux, SECONDED by Council Member Baldino adopting
Resolution No. 5497. MOTION PASSED. 5/0
11. 2024 Annual Update to the City's FY 2022-26 Strategic Plan
(Fiscal Impact: FY 2022-2026 Strategic Plan is considered and prioritized in the
annual Citywide budget each fiscal year)
Barbara Voss, Deputy City Manager gave a presentation
Council discussion
MOTION by Council Member Pirsztuk, SECONDED by Mayor Boyles adopting the 2024
update to the FY 2022-2026 Strategic Plan. MOTION PASSED. 5/0
12. Decrease of City Subsidy for the Residential Solid Waste Collection Fee by $0.59
per Month Retroactive to May 1, 2024
(Fiscal Impact: The City's subsidy for the Solid Waste Fee is $300,000 annually.
The fiscal impact, if the City Council does not reimpose the $0.59 per month fee,
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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will be an additional $22,371.04 increase to the City subsidy, raising the City's
current subsidy rate of 29.42% to 31.71 %.
If the City Council does not reimpose the $0.59, Council would need to
appropriate an additional $22,371.04 to the Solid Waste Fund)
Paul Chung, Chief Financial Officer reported on the item.
Council discussion
MOTION by Council Member Baldino, SECONDED by Council Member Giroux
approving to reimpose $0.59 to the monthly residential Solid Waste Fee, retroactive to
May 1, 2024, to account for the May 1, 2024 CPI increase. MOTION PASSED. 5/0
13. Update on Replacement of the City's Enterprise Resource Planning System
(Fiscal Impact: None)
Jose Calderon, IT Director and Paul Chung, Chief Financial Officer reported on the
item.
Council discussion
Council consensus to receive and file the update.
E. COMMITTEES, COMMISSIONS AND BOARDS-
F. REPORTS — CITY CLERK — None
G. REPORTS — CITY TREASURER — Not present
H. REPORTS — COUNCIL MEMBERS
Council Member Baldino — Mentioned the "Walk with Sally" group will be holding
their annual fundraiser on Saturday, August loth, the Fire Department will host a
Fun Run on Saturday, August 4th and lastly, invited the community to attend the
dedication of the El Segundo High School Library to Dr. Bill Watkins, a lifelong
supporter of education on Wednesday, June 19th at 5:00 PM.
Council Member Giroux —
14. Discussion of Travel Policy for Elected Officials
(Fiscal Impact: None)
Council Member Giroux reported on the item.
Council discussion
Council consensus to bring back an item to a regular meeting regarding
establishing a travel policy for elected officials.
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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Council Member Pirsztuk — attended Recreation and Parks Subcommittee
meeting, shout out to Recreation Parks staff for the summer programs
Mayor Pro Tern Pimentel — Transportation committee is dark this month, will
attend the Sanitation committee regular meeting and board meeting in the
coming week, mentioned the Exceptional Kids Foundation had their Prom and
attended the Employee Service Awards last week.
Mayor Boyles — Mentioned a local resident hosted an event with over 30 venture
capitalist firms in attendance, attended the Juneteenth event, attended a meeting
in DC with the World Brain Mapping Therapeutic Society group, the group would
like to bring a Brain Park to El Segundo, met with the outgoing under Secretary
of Defense, attended the SCAG regional meeting, attended the LA Air Force 50t"
annual awards banquet, mentioned Steve Fox with the El Segundo Concert Band
and an event that was held at the Methodist Church and attended the Steering
Committee for the South Bay Council of Governments.
REPORTS —CITY ATTORNEY — No report
J. REPORTS/FOLLOW-UP — CITY MANAGER — gave an update on the Hyperion
Reclamation Plant.
MEMORIAL — None
Adjourned at 7:34 PM
Tracy Weaver, City Clerk
EL SEGUNDO CITY COUNCIL MEETING MINUTES
JUNE 18, 2024
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City Council Agenda Statement
F I, F �' t' 1\ 1) 0Meeting Date: July 2, 2024
Agenda Heading: Consent
Item Number: B.2
TITLE:
Warrant Demand Register for June 3, 2024 through June 9, 2024
RECOMMENDATION:
Ratify payroll and employee benefit checks; checks released early due to
contracts or agreements; emergency disbursements and/or adjustments; and,
wire transfers.
2. Approve Warrant Demand Register numbers 2313: warrant numbers 3050899
through 3050988, and 9003169 through 9003178.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The warrants presented were drawn in payment of demands included within the FY
2023-2024 Adopted Budget. The total of $3,069,278.46 ($2,956,775.79 in check
warrants and $112,502.67 in wire warrants) are for demands drawn on the FY 2023-
2024 Budget.
:1_T61201:tell] Z 113
California Government Code Section 37208 provides General Law cities flexibility in
how budgeted warrants, demands, and payroll are audited and ratified by their
legislative body. Pursuant to Section 37208 of the California Government Code,
warrants drawn in payments of demands are certified by the City's Chief Financial
Officer and City Manager as conforming to the authorized expenditures set forth in the
City Council adopted budget need not be audited by the City Council prior to payment,
but may be presented to the City Council at the first meeting after delivery.
In government finance, a warrant is a written order to pay that instructs a federal, state,
county, or city government treasurer to pay the warrant holder on demand or after a
specific date. Such warrants look like checks and clear through the banking system like
Page 17 of 109
Warrant Demand Register
July 2, 2024
Page 2 of 2
checks. Warrants are issued for payroll to individual employees, accounts payable to
vendors, to local governments, and to companies or individual taxpayers receiving a
refund.
DISCUSSION:
The attached Warrants Listing delineates the warrants that have been paid for the
period identified above. The Chief Financial Officer certifies that the listed warrants
were drawn in payment of demands conforming to the adopted budget and that these
demands are being presented to the City Council at its first meeting after the delivery of
the warrants.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
PREPARED BY:
Liz Lydic, Management Analyst
REVIEWED BY:
Wei Cao, CPA, CPFO, Finance Manager
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
Register 23b - summary
Page 18 of 109
CITY OF EL SEGUNDO
WARRANTS TOTALS BY FUND
3050899 - 3050966
9DD3169 - 9DO3178
001
GENERALFUND
003
EXPENDABLE TRUST FUND - OTHER
104
TRAFFIC SAFETY FUND
IDS
STATE OAS TAX FUND
108
ASSOCIATED RECREATION ACTIVITIES FUND
109
ASSET FORFEITURE FUND
110
MEASURER'
III
COMM. REVEL. BLOCK GRANT
112
PROP'A'TRANSPORTATON
114
PROP T,NSPORTATION
115
AIR QUALITY INVESTMENT PROGRAM
1176
HOME SOUND INSTALLATION FUND
117
HYPERION MITIGATION FUND
11e
TDA ARTICLE 3- SS 821 SIKEWAY FUND
1lB
MIA GRANT
121
FEMA
120
C.O.P.S. FUND
122
LA -WA FUND
123
PSAF PROPERTY TAX PUBLIC SAFETY
124
FEDERAL GRANTS
125
STATE GRANT
126
AIP CUPA PROGRAM OVERSIGHT SURCHARGE
127
MEAURE'M-
12S
SB 1
129
CERTIFIED ACCESS SPECIALIST PROGRAM
13D
AFFORDABLE HOUSING
131
COUNTY STORM WATER PROGRAM
132
MEASURE'S'
202
ASSESSMENT DISTRICT 073
301
CAPITAL IMPROVEMENT FUND
302
INFRASTRUCTURE REPLACEMENT FUND
311
DEVELOPER IMPACT FEES- GENERAL GOVERNME
312
DEVELOPER IMPACT FEES - LAW ENFORCEMENT
313
DEVELOPER IMPACT FEES -FIRE PROTECTION
314
DEVELOPERIMPACTFEES-STORM DRAINAGE
315
DEVELOPER IMPACTFEES-WATERDISTRIBUT
316
DEVELOPERIMPACT FEES- WASTEWATER COLLIE
317
DEVELOPER IMPACT FEES - LIBRARY
316
DEVELOPER IMPACT FEES -PUBLIC MEETING
319
DEVELOPER IMPACT FEES -AQUATICS CENTER
320
DEVELOPER IMPACT FEES - PARKLAND
405
FACILITIES MAINTENANCE
501
WATER UTILITY FUND
502
WASTEWATER FUND
503
GOLF COURSE FUND
504
SENIOR HOUSING CITY ATTORNEY
5D5
SOLID WASTE FUND
.1
EQUIPMENTREPLACEMENT
602
LIABILITY INSURANCE
e09
WORKERS COMP. RESERVE/INSURANCE
701
RETREDEMP.INSURANCE
702
EXPENDABLE MUST FUND -DEVELOPER FEES
703
EXPENDABLE TRUST FUND - OTHER
704
EXPENDABLE TRUSTFUND-OTHER
708
OUTSIDE SERVICES TRUST
TOTAL WARRANTS
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Inform -ton on actual expenditures is available in the Chief Fin—ial Of6ceYs office in the
CKy of EI Segundo.
I car* as to the accuracy ofthe Demands and the —dabil tv of fund for payment thereof.
For Approval: Regular checks held for Chv council authorization to release.
CODES:
401.719.06
10,000.DD
5,666.25
1,544,963.74
2.663.48
101.32
786.537.00
1,395'79
127,798.59
2,900.00
6.024 84
2,264.27
32,339.09
27.961 09
4.246.27
175.00
2,956,775.79
NOTES:
R = Computer generated [heck, for all non-emerperxYlurpencv payments for materials, supplies and
services in suPPprt Of City Operations
DATE OF APPROVAL: AS OF WISM4 REGISTER 0236
For Ratification:
A = Payroll and Employee Benefit checks
B-F= Computer generated Early Release disbursementsand/or adjustments approved by the City
Manager. Such as: payments for utility services, petty cash and employee travel mgerlse
reimbursements, various refunds, contract emolove, servkes consistent with current contractual
apreements. Instances vlllere prompt payment discounts can be obtained or late Pazird.:enalties
can be or when a situation arises that the City Manager approves.
h-
anon Early
H I Handwritten Early Release disbursements and/or adjustments approved by the CM Manager.
sbrs
/^ T
CHIEF FINANCIAL OFFICER CITY MANAG
DATE.
DATE:
J I 7
Page 19 of 109
CITY OF EL SEGUNDO
WARRANTS TOTALS BY DEPARTMENT
AS OF 6/18/24
REGISTER #23b
DEPT#
NAME TOTAL
GENERAL FUND DEPARTMENTAL EXPENDITURES
GENERAL GOVERNMENT
1101
City Council
1,377.09
1201
City Treasurer
80.00
1300
City Clerk
1,501.91
2101
City Manager
18,241.59
2102
Communications
3,722.15
2103
El Segundo Media
30,844.92
2201
City Attorney
20,197.10
2401
Economic Development
9,941.18
2402
Planning
4,067.25
2405
Human and Health Services
80.00
2500
Administrative Services
49,243.17
2601
Government Buildings
20,657.47
2900
Nondepartmental
2,196.70
6100
Library
9,544.87
171, 695.40
PUBLIC SAFETY
3100 Police 48,723.49
3200 Fire 24,816.70
2403 Building Safety
2404 Ping/Bldg Sfty Administration 4,157.98
77, 698.17
PUBLIC WORKS
4101
Engineering
1,130.15
4200
Streets
13,640.87
4300
Wastewater
4601
Equipment Maintenance
841.07
4801
Administration
20 78
15,632.87
COMMUNITY DEVELOPMENT
5100,5200
Recreation & Parks
21,846.11
5400
CAMPS
2,156.88
24, 002.99
EXPENDITURES
CAPITAL IMPROVEMENT
6,024.84
ALL OTHER ACCOUNTS
2,661,721.52
TOTAL WARRANTS
2,956,775.79
Page 20 of 109
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
06/03/24 THROUGH 06/09/24
Date
E21ee
Description
6/3/2024
Unum
124.50
Long Term Care Premium - June 2024
6/7/2024
Mission Square
66,252.91
457 payment Vantagepoint
6/7/2024
Mission Square
1,080.00
401(a) payment Vantagepoint
6/7/2024
Mission Square
3,048.85
401(a) payment Vantagepoint
6/7/2024
Mission Square
100.00
IRA payment Vantagepoint
6/7/2024
ExpertPay
2,365.29
EFT Child support payment
05/27/24-06/02/24
Workers Comp Activity
28,253.82
SCRMA checks issued/(voided)
05/27/24-06/02/24
Liability Trust - Claims
-
Claim checks issued/(voided)
05/27/24-06/02/24
Retiree Health Insurance
11,277.30
Health Reimbursment checks issued
112, 502.67
DATE OF RATIFICATION: 06/07/24
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
Treasury & Cust mer Services Manager Date
Chief,FinancialOffice_r
City f anager
G /6/Z
Date
Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
112,502.67
P:\City Treasurer\Wire Transfers\Wire Transfers 07-01-23 to 6-30-24.xlsx 6/7/2024 1/1
Page 21 of 109
City Council Agenda Statement
F I, F G t I) O Meeting Date: July 2, 2024
Agenda Heading: Consent
Item Number: B.3
TITLE:
Agreement Between the City of El Segundo and City of Hawthorne for Police Software
RECOMMENDATION:
1. Authorize City Manager to execute an agreement with the City of Hawthorne to
maintain a server -based records management system and related police
software applications for a not -to -exceed amount of $75,000 per fiscal year.
2. Authorize City Manager to waive bidding requirements pursuant to El Segundo
Municipal Code § 1- 7- 9(A) by finding that the City's best interests are served by
a direct award of a contract without a competitive selection process.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The approved FY 2024-25 budget includes the annual maintenance fee in account
number 001-400-3107-6206.
BACKGROUND:
On April 6, 2010, the City Manager received authority from Council to enter into an
agreement with South Bay Regional Public Communications Authority (SBRPCA) to
provide public safety dispatching services. The agreement between the City of El
Segundo and SBRPCA was approved for an initial ten-year term with automatic renewal
and extension options.
As part of the initial transition, on August 3, 2010, the City Manager received authority
from Council to enter into an agreement with the City of Hawthorne to implement and
maintain a server -based Records Management System and related software
applications. The agreement between the City of El Segundo and the City of Hawthorne
was approved for a five-year term through May 2015 with the option to renew for an
additional five years. The City of El Segundo extended the agreement for an additional
Page 22 of 109
Police Services Contract
July 2, 2024
Page 2 of 3
five years with the expiration date of May 31, 2020. After this date, both parties agreed
to extend the agreement one last time for a new expiration date of June 30, 2022. At
this time, the City of El Segundo requested an updated agreement from the City of
Hawthorne with updated related software applications.
Fees for the first year were about $325,000 and included the software license and
interface fees, and the initial year maintenance costs. Approximate annual maintenance
fees of $90,000 per year were approved by the City Council in 2010. Since the
implementation of the agreement with the City of Hawthorne, contractual fees have
remained under $63,000 per year.
The terms of the agreement introduced today shall be retroactively effective from July 1,
2022 through June 30, 2025, with automatic one-year extensions subject to either cities'
ability to terminate the agreement with 90 days' notice. The agreement includes a not -
to -exceed compensation amount of $75,000 per fiscal year.
176*0111::14IQ0F
The City of El Segundo is part of a group of agencies that use police software
applications through the City of Hawthorne. Agencies in the group include Hawthorne,
Manhattan Beach, Hermosa Beach, Gardena, El Camino College, and Culver City.
Prices of police software applications are split among the group of agencies.
The original agreement utilized Computer Aided Dispatch (CAD), Records Management
System (RMS) and certain other public safety systems developed by Tiburon Inc.
("Tiburon") as implemented and maintained by the City of Hawthorne. To date, CAD
remains under Tiburon. In 2018, a new RMA, Mark 43, was selected by the group of
agencies. Mark 43 cloud -based software includes many upgrades such as no -downtime
updates, industry -leading functionality, and control of Federal Bureau of Investigation,
state, and local compliance requirements. Mark 43 makes it easy to collect, manage,
and report critical stats.
El Segundo would like to continue using the legacy suite of Tiburon services, Mark 43
Records Management, associated interfaces, and various third -party public safety
applications as managed by the City of Hawthorne and connected to the Hawthorne
public safety network. A couple of the applications under the agreement are Lexis Nexis
and Live911. Lexis Nexis provides an online citizen reporting system and a next
generation analytics and data sharing platform. Live911 allows officers to hear 911 calls
at the same time as the dispatcher to provide quicker response times during priority
calls.
As part of this agreement, the City of Hawthorne will provide services with respect to the
implementation and maintenance of hardware and software. Additionally, the City of
Hawthorne will provide training and technical support, as well as perform regular data
and system backups on those servers under Hawthorne's control.
Page 23 of 109
Police Services Contract
July 2, 2024
Page 3 of 3
Regarding procurement, staff recommends that the City Council waive bidding
requirements pursuant to El Segundo Municipal Code § 1- 7- 9(A) by finding that the
City's best interests are served by a direct award of a contract without a competitive
selection process.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 2: Optimize Community Safety and Preparedness
Strategy D: Ensure that the community feels safe and is satisfied with the services of
the El Segundo Police Department.
PREPARED BY:
Julissa Solano, Sr. Management Analyst
REVIEWED BY:
Saul Rodriguez, Police Chief
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Police Services Agreement 2024
Page 24 of 109
SOFTWARE SYSTEM MANAGEMENT AND SUBLICENSING
AGREEMENT BETWEEN THE CITY OF HAWTHORNE
AND THE EL SEGUNDO
This Agreement is made and entered into as of the day of 92024,
by and between the CITY OF EL SEGUNDO, a California municipal corporation (hereinafter "EL
SEGUNDO"), and the CITY OF HAWTHORNE, a municipal corporation (hereinafter
"HAWTHORNE").
RECITALS
WHEREAS, EL SEGUNDO has determined a need and expressed its desire to continue
using the legacy suite of Tiburon/CentralSquare services ("Legacy Suite"), Mark43 Records
Management ("RMS"), Associated Interfaces ("Interfaces"), and various third -party public safety
applications ("Third Party"), as managed by HAWTHORNE (the "Public Safety Systems") and
connected to the Hawthorne public safety network; and
WHEREAS, HAWTHORNE has developed certain expertise and experience in deploying,
configuring and managing the Public Safety Systems; and
WHEREAS, EL SEGUNDO has determined a need and expressed its desire to continue
using the Public Safety Systems at certain designated locations without the responsibility for day-
to-day system management and HAWTHORNE has the available system management skills and
abilities to provide on -going support and maintenance; and
WHEREAS, Public Safety Systems vendors have licensed to HAWTHORNE the software
and other intellectual property comprising the Public Safety Systems, provides certain services
with respect to the maintenance and support of the Public Safety Systems, and has agreed to permit
the sublicensing of the Public Safety Systems by HAWTHORNE to EL SEGUNDO; and
1
Page 25 of 109
WHEREAS, HAWTHORNE is willing to sublicense the Public Safety Systems to EL
SEGUNDO under the terms set forth herein and to perform certain designated services
("Services") as set forth herein in connection therewith; and
WHEREAS, it has been determined that this Agreement is in the best interests of both EL
SEGUNDO and HAWTHORNE;
NOW, THEREFORE, in consideration of the mutual promises contained herein, EL
SEGUNDO and HAWTHORNE agree as follows:
1. AGREEMENT DOCUMENTS
The documents forming the entire Agreement between EL SEGUNDO and
HAWTHORNE shall consist of this Agreement and the following:
EXHIBIT A: Scope of Services with Attachments
EXHIBIT B: Payment Schedule and Consulting Service Fee Schedule
EXHIBIT C-1: Tiburon/CentralSquare License Agreement
EXHIBIT C-2: Mark43 License Agreement
In the event any discrepancies or inconsistencies between the provisions of this Agreement and
any of the above -referenced documents arise, the provisions of this Agreement will prevail. This
Agreement and the Exhibits set forth above, contain all of the agreements, representations and
understandings of the parties hereto, and supersede and replace any previous understandings,
commitments or agreements, whether oral or written.
2. TERM
a) This Agreement shall be retroactively effective from July 1, 2022 through June 30,
2025. Automatic one (1) year extensions shall continue thereafter, unless the
Agreement is terminated pursuant to Agreement Section 11(a).
2
Page 26 of 109
b) Unless otherwise noted, ongoing vendor support and subscription agreements
include annual price increases. Therefore, extensions will be subject to annual
pricing increases, which HAWTHORNE must provide written notice of such
increase(s) to EL SEGUNDO within 60 days of HAWTHORNE's receipt of notice
of such increase(s) from the applicable Public Safety Systems vendor or vendors,
as applicable and ninety (90) days prior to any extension date.
3. SCOPE OF SERVICES
The Scope of Services is attached as EXHIBIT A. Tasks or Services other than those
specifically described in EXHIBIT A shall not be performed without the prior written approval of
both parties, including without limitation, the addition of software programs to the Public Safety
Systems. If EL SEGUNDO changes the scope of the HAWTHORNE Services to be performed, or
if HAWTHORNE is requested to perform Services not specifically described in the Scope of
Work, HAWTHORNE shall perform such Services as are necessary to complete the work, and
compensation for the work performed shall be paid by EL SEGUNDO in accordance with the fee
schedule attached hereto (EXHIBIT B) and incorporated herein by this reference.
4. EL SEGUNDO HARDWARE AND COMMUNICATIONS EQUIPMENT
All computer workstations, local area networking equipment and all other hardware (the
"Hardware") and the configuration of the Hardware, which are necessary for the use and
implementation of the client -based Public Safety Systems which are to be located at those facilities
of EL SEGUNDO, shall be acquired and maintained by EL SEGUNDO at its sole cost and
expense, and shall in all respects otherwise be and remain the sole responsibility of EL
SEGUNDO. Further, EL SEGUNDO shall at its sole cost and expense maintain existing network
connectivity availability necessary for HAWTHORNE to support the Public Safety Systems at the
3
Page 27 of 109
Designated Locations. All parties acknowledge that any existing interfaces with the SBRPCA
Tiburon CAD will terminate when the replacement CAD goes live (estimated to occur in 2025).
5. DUTY OF CARE
HAWTHORNE agrees to employ due care and attention discharging its obligations
hereunder. EL SEGUNDO acknowledges that computer processing entails the likelihood of certain
human and machine errors, omissions, delays, and losses, including inadvertent loss of data or
damage to media, which may give rise to loss or damage.
The operation of the client -based applications of the Public Safety Systems and the use by
EL SEGUNDO of the software and Services identified in this Agreement are the sole responsibility
of EL SEGUNDO. HAWTHORNE's sole undertaking is limited to providing the software and
Services outlined herein in accordance with the terms and conditions of this Agreement. The
provision of the software and Services performed by HAWTHORNE to EL SEGUNDO shall not
be interpreted, construed, or regarded, either expressly or implied, as being for the benefit of or
creating any obligation toward any third party or legal entity other than EL SEGUNDO and
HAWTHORNE's obligations under this Agreement extend solely to EL SEGUNDO and not to
any resident of EL SEGUNDO or any other individual, corporation or other person.
EL SEGUNDO is responsible for adopting reasonable measures to limit EL SEGUNDO`s
exposure with respect to potential losses and damages, including (without limitation) examination
and confirmation of results prior to use thereof and provision for identification and correction of
errors and omissions.
6. SUBLICENSE
HAWTHORNE agrees to sublicense to EL SEGUNDO the right to use the Public Safety
Systems software currently licensed to HAWTHORNE. EL SEGUNDO shall be responsible for
0
Page 28 of 109
acquiring appropriate rights to all other software necessary to run the Public Safety Systems by
EL SEGUNDO at the Designated Locations or any other location under its control. All rights of
EL SEGUNDO to use the Public Safety Systems software shall in all respects be subject to and
governed by the License Agreements between CentralSquare/Tiburon and HAWTHORNE
(EXHIBIT C-1) and Mark43 and HAWTHORNE (EXHIBIT C-2). EL SEGUNDO acknowledges
that it has read the terms of the CentralSquare/Tiburon and Mark43 License Agreements and agrees
to comply with the terms and conditions of both, and further agrees that neither it, nor any
employee, agent or any other person under the control of EL SEGUNDO, shall take any act, or
permit any omission, that would cause a termination of the CentralSquare/Tiburon or Mark43
License Agreements. Further, EL SEGUNDO's right to use the Public Safety Systems software
may not be transferred, leased, assigned, or sublicensed without HAWTHORNE's and
CentralSquare/Tiburon's or Mark43's prior written consent. This sublicense extends only to the
Public Safety Systems software which is the intellectual property of CentralSquare/Tiburon or
Mark43; or which CentralSquare/Tiburon and Mark43 have the right to sublicense and have
consented to this sublicense to EL SEGUNDO. HAWTHORNE makes no representation or
warranty that the Public Safety Systems software, or any of the software used in connection with
the Public Safety Systems, is not infringing on the copyright, patent, trademark, trade secret or
other intellectual property or proprietary rights of any third person, and shall not be responsible
for any such infringement and merely passes through to EL SEGUNDO any warranty rights that
it may have vis a vis CentralSquare/Tiburon and Mark43; or any other third person with respect to
any rights it may have under its warranties from CentralSquare/Tiburon and Mark43 and any other
third party in the event of any assertion of infringement.
7. OWNERSHIP OF SYSTEMS, MATERIALS AND DATABASE
5
Page 29 of 109
All systems, programs, operating instructions, and other documentation prepared by
HAWTHORNE, or which are otherwise now those of HAWTHORNE, shall be and remain the
property of HAWTHORNE. All data and source documents provided by EL SEGUNDO and all
output shall be, and remain, EL SEGUNDO's property. Upon termination of this Agreement, all
of EL SEGUNDO's information retained by HAWTHORNE's custom database files shall be made
available to EL SEGUNDO on computer readable media, of a type suitable for use on the specified
equipment, and HAWTHORNE shall return to EL SEGUNDO all documents and written records
of transactions belonging to EL SEGUNDO. Costs to cover such final servicing and handling of
materials and custom database files are deemed to be included in the processing establishment fee.
8. SCHEDULE OF PERFORMANCE AND PAYMENT
HAWTHORNE shall perform the Services identified in EXHIBIT A, and EL SEGUNDO
shall make payment according to the terms and provisions of the Payment Schedule (EXHIBIT
B). Notwithstanding the foregoing, the compensation payable by EL SEGUNDO to
HAWTHORNE pursuant to this Agreement and this section 8, must not exceed $75,000 for any
given fiscal year (i.e., July 1 through June 30).
9. AUDITS AND GOVERNMENT EXAMINATION
HAWTHORNE agrees to permit auditors or consultants retained by EL SEGUNDO to
audit or review the procedures for handling and processing of data hereunder upon reasonable
notice, compliance with HAWTHORNE's security procedures, and compensation for the time
necessary to complete the audit. The parties also acknowledge that certain federal and state
agencies may require access to facilities of HAWTHORNE to audit the performance of the
6
Page 30 of 109
Services by HAWTHORNE for EL SEGUNDO under this Agreement, and HAWTHORNE will
cooperate with respect to all such governmental audits.
10. EL SEGUNDO RESPONSIBILITIES
EL SEGUNDO's responsibilities shall include the following:
a) EL SEGUNDO, at its sole cost and expense, shall maintain the Hardware,
Communications Equipment and installation sites required to conform to any utility
and communication interface specifications that HAWTHORNE,
CentralSquare/Tiburon, Mark43, or Third Parties may require as necessary to
operate efficiently and to Public Safety Standards including CLETS, DOJ, and the
FBI CJIS Security Policy.
b) EL SEGUNDO shall promptly inspect and test any new or upgraded Interfaces or
Third Party services upon delivery by HAWTHORNE and shall promptly notify
HAWTHORNE of any defect or functional failure.
c) EL SEGUNDO shall provide HAWTHORNE personnel with the workspace
necessary for the proper execution of its service obligations as necessary and
required by HAWTHORNE.
d) EL SEGUNDO will make available network access time for the testing and
maintenance of software as necessary and required by HAWTHORNE.
11. TERMINATION
a) Either Party may terminate this Agreement for convenience upon ninety (90) days'
written notice to the other Party.
b) This Agreement may be terminated at any time by mutual consent of the Parties, or
by either party upon written notice to the other party, if the other party breaches a
7
Page 31 of 109
material term of this Agreement and such breach remains uncured for thirty (30)
days after the other party's receipt of such notice.
c) HAWTHORNE shall have the right to terminate this Agreement (including all
Services and Sublicensing) upon thirty (30) days written notice should EL
SEGUNDO fail to, or is unable to, pay any undisputed amount due hereunder
without such action constituting a breach or incurring any liability herein.
d) If HAWTHORNE reasonably determines that EL SEGUNDO' S use of the licensed
or supported Public Safety Systems, Interfaces, or Third Party products: (i) Fails to
comply with the License Agreements (Exhibits C-1 and C-2); (ii) Poses a security
risk to EL SEGUNDO, HAWTHORNE, or any third party, or (iii) Subjects EL
SEGUNDO, HAWTHORNE, or any third party to possible liability, then
HAWTHORNE may immediately upon notice temporarily suspend EL
SEGUNDO'S right to access any portion of the Public Safety Systems, Interfaces,
or Third Party products, pending remedial action by EL SEGUNDO, or after a
period of 30 days, terminate the Agreement.
12. MAINTENANCE
The terms of maintenance of the System shall be as set forth in EXHIBIT A.
13. TAXES
EL SEGUNDO shall promptly report and pay all applicable federal, state, and local taxes
designated, levied, or based (1) upon the any consideration payable or paid by EL SEGUNDO
hereunder; (2) on account of this Agreement; or (3) with respect to use by EL SEGUNDO of the
Public Safety Systems or any associated software, or the installation thereof at the Designated
13
Page 32 of 109
Locations. EL SEGUNDO shall indemnify and hold harmless HAWTHORNE from all claims
and liability resulting from EL SEGUNDO failure to report or pay such amounts.
14. DISCLAIMER OF WARRANTIES
EL SEGUNDO UNDERSTANDS AND AGREES THAT NO WARRANTIES,
WRITTEN OR ORAL, STATUTORY, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED
WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR
ANY WARRANTY OF NON -INFRINGEMENT, SHALL APPLY TO THE SOFTWARE,
INTERFACES, AND THIRD PARTY SERVICES UNDER THIS AGREEMENT, WHICH IS
FOR INSTALLATION, TRAINING, MAINTENANCE AND SUPPORT ONLY, EXCEPT AS
ANY SUCH WARRANTY SHALL COME FROM CENTRALSQUARE/TIBURON, MARK43,
OR ANY ORIGINAL LICENSOR OF SUCH SOFTWARE. ALL IMPLIED WARRANTIES
ARE HEREBY AND EXPRESSLY DISCLAIMED.
HAWTHORNE's sole obligation for breach of this Agreement is limited to redoing any
work previously done by HAWTHORNE which HAWTHORNE reasonably believes may remedy
the problem experienced by EL SEGUNDO at HAWTHORNE's own expense, which shall be EL
SEGUNDO's sole and exclusive remedy. Any such redo of work is conditioned upon the software
not having been altered or repaired by any individual other than HAWTHORNE employees or
agents, and HAWTHORNE shall not be responsible for any defects resulting from the
mishandling, abuse, misuse, improper storage or improper operation, including use in conjunction
with equipment which is electrically or mechanically incompatible with, or of inferior quality to,
the Hardware, as well as failure to maintain the equipment as specified by HAWTHORNE.
15. SECURITY AND PRIVACY
9
Page 33 of 109
a) HAWTHORNE agrees that to the extent allowed by law, none of its officers or
employees shall use or reveal any research or statistical information furnished by
any person and identifiable to any specific private person for any purpose other than
the purpose for which it was obtained. Copies of such information shall not without
the prior written consent of the person furnishing such information, be admitted as
evidence or used for any purpose in any action, suit or other judicial or
administrative proceedings, unless ordered by a court of competent jurisdiction. EL
SEGUNDO shall be notified immediately upon receipt of any such order of court,
pertaining to production of such information.
b) EL SEGUNDO recognizes that as users of the Public Safety Systems, their
personnel will have access to confidential criminal records, Department of Motor
Vehicle Records, and other criminal justice information via cooperative local
agencies' databases and JDIC/CLETS/NCIC. EL SEGUNDO further recognizes
that all access to information through the use of HAWTHORNE systems is for law
enforcement use only and is based on the "need to know" and the "right to know"
and that misuse of such information may adversely affect an individual's civil rights
and violates the law and/or CLETS Policy.
c) EL SEGUNDO is responsible for establishing and maintaining compliance with the
California Law Enforcement Telecommunications System Policies, Practices, and
Procedures (CLETS PPP) and the FBI CJIS Security Policy. It is the responsibility
of the EL SEGUNDO Police Department's EL SEGUNDO CLETS Coordinator
(ACC) to ensure, annually, the requirements of the CLETS PPP and FBI CJIS
Security Policy are reviewed to ensure the department remains in compliance. The
to
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CLETS policies can be found on the California Law Enforcement Website at
https:Hclew.doj.ca.gov. The latest FBI CJIS Security Policy can be found online at
https:// www.fbi.gov/services/cjis/cjis-security-policy-resource-center.
16. CHANGES TO FILES AND/OR HARDWARE CONFIGURATION
Any changes to files and/or hardware which may affect software performance, including
but not limited to changes to existing or specified hardware configurations, network
configurations, terminal and printer characteristics, without the prior written consent of
HAWTHORNE shall, at HAWTHORNE's election, void this Agreement. HAWTHORNE may,
at its option, provide requested support with respect to any such reconfigured systems with a
minimum of forty-eight (48) hours advance notice; on a time and material basis only, apart from
any other amounts owing from EL SEGUNDO hereunder.
17. CONFIDENTIAL TREATMENT OF INFORMATION
HAWTHORNE shall maintain in confidence, and shall not disclose to any third party,
unless directed to do so in writing by EL SEGUNDO, or designee, all data and materials furnished
by EL SEGUNDO, and HAWTHORNE agrees that such information shall not be used by
HAWTHORNE for any purposes other than those necessary for the provision of Services pursuant
to this Agreement. HAWTHORNE's obligation under this Section is limited to diligent
compliance with the same methods and procedures that HAWTHORNE uses to protect its own
confidential information from disclosure. HAWTHORNE further agrees to restrict access to any
database or other information created for the output of information from EL SEGUNDO.
HAWTHORNE shall furnish EL SEGUNDO with a description of such restrictions upon EL
SEGUNDO's request, BUT EL SEGUNDO ACKNOWLEDGES THAT ACCESS
RESTRICTIONS, BY THEIR NATURE, ARE CAPABLE OF BYPASS AND HAWTHORNE
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DOES NOT AND CANNOT GUARANTEE THAT SUCH OUTPUT CANNOT BE ACCESSED
BY UNAUTHORIZED PERSONS CAPABLE OF OVERCOMING SUCH RESTRICTIONS. EL
SEGUNDO further acknowledges that all information will be available to other participating local
agencies for the purpose of law enforcement activities including the South Bay Regional Public
Communications Authority.
18. ASSIGNABILITY
Subject to EL SEGUNDO's right to consent, which shall not be unreasonably withheld,
the rights and obligations of HAWTHORNE under this Agreement may be assigned to another EL
SEGUNDO, person or entity which HAWTHORNE reasonably has sufficient expertise and
experience to discharge HAWTHORNE's obligations hereunder. Due to the limited nature and
scope of the licenses HAWTHORNE holds with respect to the Public Safety Systems and
associated software and its limited rights to sublicense, EL SEGUNDO may not assign its rights
or obligations under this Agreement without the prior written consent of HAWTHORNE,
CentralSquare/Tiburon, Mark43, and any Third Party providers. Any purported transfer without
such prior written consent shall be void.
19. NO EL SEGUNDO AND INDEPENDENT CONTRACTOR
The parties hereto agree that HAWTHORNE and its employees, officers, and agents are
independent contractors under this Agreement and shall not be construed for any purpose to be
employees of EL SEGUNDO. HAWTHORNE, its employees and its agents shall neither hold
themselves out as nor claim to be officers, agents or employees of EL SEGUNDO for any reason
or purpose. Nothing contained in this Agreement shall be deemed or construed as creating a joint
venture, partnership or joint powers authority between any of the parties hereto. No party is by
virtue of the Agreement authorized as an agent, employee or legal representative of any other
12
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party. No party shall have the power to control the activities and operations of any other, and their
status is, and at all times will continue to be that of independent contractors with respect to each
other. No party shall have any power or authority to bind or commit any other. No party shall
hold itself out as having any authority or relationship in contravention of this Section.
20. SUBCONTRACTORS
HAWTHORNE may use such subcontractors as it may determine appropriate in order to
provide the Services hereunder. HAWTHORNE shall nevertheless ensure that any subcontractor
of HAWTHORNE shall comply with this Agreement.
21. SEVERABILITY
Should any provision of this Agreement contravene any law or valid regulation of any
regulatory EL SEGUNDO or self -regulatory body having jurisdiction over either party hereto, or
should any provision otherwise be held invalid or unenforceable by a court or other body of
competent jurisdiction, then each such provision shall be automatically terminated and
performance by both parties waived; provided, however, that should such provision reasonably be
considered by either parties to be an essential element of this Agreement, and the parties be unable
to agree upon the terms of an alternative provision within ninety (90) days following the
contravening provision's termination, then this Agreement may be terminated in its entirety at the
option of either party, which termination shall be effective upon the giving of notice thereof to the
other party.
22. WAIVER
The parties hereto each agree that any waiver by the other party of any breach or violation
of any term or condition of this Agreement shall not be deemed to be a waiver of any other term
13
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or condition contained herein or a waiver of any subsequent breach or violation of the same or any
other term or condition.
23. NONDISCRIMINATION
Neither HAWTHORNE nor EL SEGUNDO shall discriminate, in any way, against any
person on the basis of age, sex, race, color, creed or national origin in connection with or related
to the performance of this Agreement.
24. GOVERNING LAW
This Agreement shall be governed and construed and its performance enforced under
California law, with giving effect to principles of conflict of laws.
25. VENUE
In the event that suit is brought by either party to this Agreement, the parties agree that
venue must be exclusively vested in the state courts of the County of Los Angeles, or where
otherwise appropriate, exclusively in the United States District Court, Southern District of
California, Los Angeles, California.
26. HEADINGS
The paragraph headings are not a part of this Agreement nor are they a part of any
Attachment or Schedule hereto, and they have no effect upon the construction or interpretation of
any part of this Agreement.
27. NOTICES
All notices and other communications required or permitted to be given under this
Agreement shall be in writing and shall be personally served or mailed, postage prepaid and return
receipt requested, addressed to the respective parties as follows:
To EL SEGUNDO: El Segundo Police Records Manager
14
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CITY OF EL SEGUNDO
350 Main Street
EL SEGUNDO, CA 90245
Telephone: (310) 524-2253
Email: storresl@elsegundo.org
with a copy to: Office of the City Attorney
CITY OF HAWTHORNE
350 Main Street
El Segundo, CA 90245
To HAWTHORNE:
CITY OF HAWTHORNE
4455 W. 126th Street
HAWTHORNE, CA 90250
Telephone:
Facsimile:
with a copy to: Robert Kim, City Attorney
CITY OF HAWTHORNE
4455 W. 126th Street
HAWTHORNE, CA 90250
Notice shall be deemed effective on the date personally delivered, emailed or delivered by
facsimile or, if mailed, three (3) days after deposit in the mail.
28. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein.
29. ELECTRONIC SIGNATURES; SIGNATURE AUTHORITY. This Agreement may
be executed by the Parties on any number of separate counterparts, and all such counterparts so
executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties
are not signatories to the same counterpart. In accordance with Government Code § 16.5, the
Parties agree that this Agreement, Agreements ancillary to this Agreement, and related documents
15
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to be entered into in connection with this Agreement will be considered signed when the signature
of a party is delivered by electronic transmission. Such electronic signature will be treated in all
respects as having the same effect as an original signature. The Parties warrant that their signatories
to this Agreement have the legal authority to enter this Agreement and bind them accordingly.
[SIGNATURES BEGIN ON FOLLOWING PAGE]
16
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WITNESS THE EXECUTION HEREOF as of the day and year first hereinabove written:
"EL SEGUNDO"
APPROVED AS TO FORM: EL SEGUNDO, a municipal
MARK D. HENSLEY, CITY ATTORNEY corporation
El Segundo City Attorney,
APPROVED AS TO FORM:
ROBERT KIM,
City Attorney for
the City of HAWTHORNE
By
Its:
"HAWTHORNE"
CITY OF HAWTHORNE, a California
municipal corporation
LM
Its:
17
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EXHIBIT A: SCOPE OF SERVICES
1. SERVICES. HAWTHORNE agrees to provide the following Services and Sublicensing
to EL SEGUNDO:
a) Software Management. HAWTHORNE will provide training and technical
support for the initial installation of Tiburon workstation application software in
accordance with the implementation plan. Such technical support at no additional
cost is limited to the network implementation period. If additional support is
necessary following this period, HAWTHORNE will provide that support at an
hourly rate. HAWTHORNE will act as the secondary contact for software problem
reporting with EL SEGUNDO staff being the first contact for EL SEGUNDO users.
HAWTHORNE will troubleshoot each report.
b) Server Management. HAWTHORNE will maintain all other servers necessary to
support Tiburon applications and will perform the necessary set up for EL
SEGUNDO terminal access to applications and data. All terminal identities will be
created on the Records Management Server (RMS) as per EL SEGUNDO's
Tiburon licensing and as designated by EL SEGUNDO. HAWTHORNE will
perform regular data and system backups of those servers under HAWTHORNE's
control.
c) Network Maintenance. HAWTHORNE will provide access to servers and
encrypted Site -to -Site VPN, or via a mutually agreed upon data connection at EL
SEGUNDO's expense, maintained on HAWTHORNE's site. The means of
communication to that router and the network infrastructure on the EL SEGUNDO
site is solely the responsibility of the EL SEGUNDO. HAWTHORNE will work
10.
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with EL SEGUNDO and/or with a network consultant designated by EL
SEGUNDO to ensure that network communication is effectively established and
maintained.
d) Network Administration. Provide regular review and evaluation of the City's
network to ensure optimum operations and security.
1. Network access including but not limited to:
i. Assigning security permissions.
ii. Issuing VPN access.
iii. Vendor account creation.
2. Network printing
3. Email administration
4. Documentation
5. Server maintenance
6. Firewall administration support
7. Internet support
8. Network outages
9. System Backup: The network, including all files on the servers, are backed up
on a daily basis. Hawthorne shall ensure that backup processes are scheduled
and performed successfully and that backup media are accessible and files can
be successfully restored.
10. Develop and maintain a network diagram (to maintain CLETS/DOJ
compliance).
e) Technical Support. HAWTHORNE will provide technical support and
troubleshooting activity for EL SEGUNDO users as a secondary resource after EL
SEGUNDO'S technical and supervisory personnel.
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ATTACHMENT A-1: TIBURON
A-1.1 Computer Aided Dispatch (CAD
A-1.2 Records Management System (RMS) Archive
A-1.3 Automated Reporting System (ARS) Archive
A-1.4 Data Warehouse/PCARS/FCARS
A-1.5 Jail Management System (JMS)
A-1.6 WebServices
A-1.7 Mobile Data Computers (MDC) Application
A-1.8 Crystal Reports
A-1.9 Justice Data Interface Controller (JDIC)/California Law Enforcement
Telecommunications System (CLETS)
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ATTACHMENT A-2: MARK43
A-2.1 Records Management System (RMS) Application Licensing and Support
A-2.2 Automated Reporting System (ARS) Application Licensing and Support
A-2.3 Property and Evidence Module Application Licensing and Support
A-2.4 Jail Management System (JMS)/Under Development
A-2.5 DataLake
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ATTACHMENT A-3: ACTIVE911
A-3.1 Active911 (https://active9ll.com/industries/law-enforcement/) Application and
Licensing (Per Named User)
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ATTACHMENT A-4: LEXIS NEXIS
A-4.1 LexisNexis Accurint Virtual Crime Center (AVCC) Application and EL
SEGUNDO Licensing
A-4.2 LexisNexis Desk Officer Reporting System (DORS)/COPLOGIC Application
and EL SEGUNDO Licensing
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ATTACHMENT A-5: INSB RAPS
A-5.1 Interoperability Network of the South Bay (INSB) Remote Access
Points(RAPs)
25
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ATTACHMENT A-6: LI V E911
A-6.1 Live911 Server Hosting (Licensing Provided by EL SEGUNDO)
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EXH IBIT B: PAYMENT AND FEE SCHEDULE
(SUBJECT TO ANNUAL COMPENSATION CAP IN AGREEEMENT SECTION 8)
1. INVOICING AND PAYMENT
Annually, HAWTHORNE will prepare and deliver an invoice to EL SEGUNDO,
articulating the prior year's Services, Sublicensing, and Change Order fees. If EL SEGUNDO
terminates a Service or Sublicense prior to issuance of the annual invoice, EL SEGUNDO shall be
liable for payment to HAWTHORNE of all amounts due and payable for Service or Sublicense
provided through the effective date of such termination. Invoices shall be paid in full by EL
SEGUNDO within thirty (30) days from invoice date. In the event EL SEGUNDO has a good faith
dispute on all or a portion of an unpaid invoice, EL SEGUNDO shall notify HAWTHORNE in
writing, identifying the specific cause of the dispute, the amount in dispute, and reasonable
documentation supporting the dispute. Invoices not disputed within thirty (30) days from EL
SEGUNDO'S receipt of the invoice will be deemed valid and may not later be disputed.
2. FEE SCHEDULE
EL SEGUNDO shall pay HAWTHORNE compensation at the rate of One Hundred and
Seventy -Five Dollars ($175.00) per hour for all Services to be provided pursuant to this
Agreement. EL SEGUNDO fees for the prior year are shown below.
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• Interface Hosting
o Per interface hosting - $1,500.00
o Interface development time — $175.00 per hour
• Network Services
o Senior level network engineering support — $200.00 per hour
o Cyber Security support — $200.00 per hour
:
Page 52 of 109
EXHIBIT C-1: T I B U RON/CENTRALSQUARE LICENSE AGREEMENT
By reference.
29
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EXHIBIT C-2: MARK43 LICENSE AGREEMENT
By reference.
Page 54 of 109
City Council Agenda Statement
F I, F �' t I) �� Meeting Date: July 2, 2024
Agenda Heading: Consent
Item Number: B.4
TITLE:
Amendment to Agreement with Faster Asset Solutions for Fleet Management Software
RECOMMENDATION:
Authorize the City Manager to execute an amendment to Contract No. 6757 with
Faster Asset Solutions to adjust the annual maintenance cost of the fleet
management software to $22,203 per year.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The additional cost can be absorbed by the Adopted FY 2024-25 Budget in account
001-400-4601-6206 (Contractual Services). No new appropriation is necessary at this
time.
BACKGROUND:
On September 19, 2023, the City Council authorized the City Manager to execute an
agreement with Faster Asset Solutions for the purchase of a new Fleet Management
System and ongoing support of the software for an initial cost of $87,793 and an annual
support and maintenance cost of $12,150. Upon further review by staff, it was
discovered that the annual support and maintenance cost initially reported only covered
a portion of the support and annual maintenance services, and not the full amount of
$22,203 which is needed to provide full support. This discrepancy, which is $10,053 (the
difference between $22,203 and $12,150) requires corrections to ensure accuracy in
our records and budget preparation.
DISCUSSION:
Last October, after approval from the City Council, staff began initiating the paperwork
to execute the contract with Faster Asset Solutions for the new Fleet Management
software. During this process, the staff noticed that there was an inconsistency between
Page 55 of 109
Fuel Management Software Amendment
July 2, 2024
Page 2 of 2
what was provided in the initial staff report and what was listed on the quote from the
vendor.
The total annual maintenance cost was initially shown on the staff report to be $12,150
per year. However, this amount was only for support and maintenance of the base level
of the software, and it did not include the support and maintenance for the add-ons
specific to the City's fuel island set up. The additional annual cost for these add-ons is
referenced in another section of the quote for an amount of $10,053. The staff
overlooked this additional section and, as a result, it was not included in the initial staff
report.
The correct total annual cost for support and maintenance of the Fleet Management
software contract is $22,203. Executing an amendment to add the additional annual
cost of $10,053 would correct the discrepancy and ensure that the contract is fully
funded to properly maintain the software.
Staff respectfully recommends that the City Council authorize the City Manager to
execute the amendment with Faster Asset Solutions to reflect the accurate annual
support and maintenance cost of $22,203 per year.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Develop and Maintain Quality Infrastructure and Technology
Strategy B: Seek opportunities to implement the use of innovative technology to
improve services, efficiency, and transparency.
PREPARED BY:
Erica Miramontes, Senior Management Analyst
REVIEWED BY:
Elias Sassoon, Public Works Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
Initial Staff Report & Quote
Page 56 of 109
City Council Agenda Statement
F L E G t' I) 0Meeting Date: September 19, 2023
Agenda Heading: Consent
Item Number: 13.9
TITLE:
Agreement for Upgrade of Current Fleet Management Software
RECOMMENDATION:
Authorize the City Manager to execute an agreement with Faster Asset Solutions
and waive bidding requirements pursuant to El Segundo Municipal Code § 1-7-
9(A) for an initial cost of $87,793 and an annual maintenance cost of $12,150.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
Amount Budgeted: $92,449
Additional Appropriation: No
Account Number: 001-400-4601-6206 (Contractual Services)
BACKGROUND:
Automated Fleet Management Software is a technology -based tool which improves fuel
usage tracking and preventative maintenance scheduling and allows a variety of
reporting features. The City's existing Fleet Management Software is outdated and
needs to be updated. Installing the upgraded software would reduce data input errors
and capture information electronically for improved analytics. Further, this upgraded
software would allow direct communication with the new Fuel Management System,
which will result in better operational performance, accountability, and fuel control.
DISCUSSION:
The City's Fleet Management System is outdated and needs to be upgraded to
leverage the benefits of newer technologies and automation. The current system does
not provide accurate data on a consistent basis and has limited controls. Currently, data
entry for vehicle odometer readings is difficult and the software which downloads the
data is outdated. This mileage data is important for scheduling preventative
PIRggel53 of 269
Fleet Management Software
September 19, 2023
Page 2 of 2
maintenance, determining warranty coverage, planning for anticipated replacement, and
preventing mileage overages. The resulting lack of reliable data erodes the
effectiveness of the City's preventative maintenance programs, which rely on the
number of miles or hours of use. Over time, this will adversely impact the efficiency and
longevity of the City's fleet.
To initiate the upgrade of the current software, staff contacted Faster Asset Solutions.
The Faster Asset Solutions software automates the user and vehicle authentication
process and odometer readings and ensures the accuracy of the captured data. It also
sends alerts on a wide variety of vehicle codes to ensure proactive and timely
maintenance of the City's fleet. Additionally, it has built-in controls to prevent
unauthorized use and will also provide a uniform fueling system for the City's fueling
site.
Staff finds that the City's best interests will be served by a direct award of this contract
to Faster Asset Solutions and recommends that the City Council waive the bidding
requirements pursuant to El Segundo Municipal Code § 1-7-9(A) and authorize the City
Manager to execute an agreement with Faster Asset Solutions for the purchase of a
new Fleet Management System and ongoing support of the software with an initial cost
of $87,793 and an annual maintenance cost of $12,150.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 2: Support Community Safety and Preparedness
Objective: El Segundo is a safe and prepared city.
Goal 4: Develop Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an appealing, safe, and
effective City.
PREPARED BY:
Erica Miramontes, Senior Management Analyst
REVIEWED BY:
Elias Sassoon, Public Works Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
Quote
PIRggel59 of 269
A&M
�.
r L t
SOLUTION
PROPOSAL
FLEET MANAGEMENT SOFTWARE
Ron Griffin
City of El Segundo
Quote #: 1559 v3
Quote Date: Aug 10, 2023
Quote Expires: Nov 1, 2023
PIRggel59 of 269
FASTER = M
FASTER Asset Solutions Quote and Proposal
FASTER
Ron Griffin
City of El Segundo
FASTER Asset Solutions is pleased to submit our proposal, City of El Segundo, CA, Migration Budgetary Quote Only. FASTER has been in business
since 1982 and provides FMIS systems to cities, counties, states, universities, airports, transit, public utilities, and private companies. FASTER is
the largest provider of fleet management information systems (FMIS) to municipal governments in North America. We also believe FASTER is a
superior choice because of the following key strategic differences in our company.
The Most Experienced Staff in the Industry:
Seventy percent of FASTER s technical staff have been with us for more than 10 years. Reference checks will also reveal that no other vendor
offers the level of professional technical support staff and responsiveness as FASTER. This results in a better implementation experience along
with superior ongoing support, which ultimately results in better system utilization and ROI.
FASTER Invests in the Long -Term:
No other systems provider offers better systems longevity or a more advanced and stable system. For nearly 40 years now we have
continuously improved our system through three generations of technology. FASTER Web is our latest release and includes the ability to deploy
as a cloud -based or on -premises system and integrate easily with other software through API technology.
We are Product and Service Focused:
Likely the most important distinction of our company is that FASTER is product and service focused. Our strategy to continually reinvest in our
products, solutions, and staff, allows us to build a reputation with our customers and partners to have industry leading software and the most
responsive and knowledgeable support team in the asset management space.
Thank you for the opportunity to earn your business. If there is any additional information we can provide, or questions we can answer, please
don't hesitate to let us know.
Sincerely,
FASTER Asset Solutions
FASTERasset com : i inkedIn Facebook
Sales@fasterasset.com
757.623.1700
Adam Tolbert
adam.t@fasterasset.com
PIRggol06 of 269
Quote
FASTER Asset Solutions
760 Lynnhaven Pkwy, Suite 203
Quote #
1559 v3
Virginia Beach, VA 23452
Date
Aug 10, 2023
United States
Expires
Nov 1, 2023
T: 4023055850
Contact
Adam Tolbert
Prepared for City of El Segundo
Ron Griffin
150 Illinois St.
El Segundo, CA 90245-4352
United States
E: rgriffin@elsegundo.org
City of El Segundo, CA, Migration Budgetary Quote Only
FASTER Web Core
One -Time Fees
Category Item Qty
LICENSE FASTER WEB CORE LICENSE FEE 150
FASTER WEB Core license fee per standard asset.
Standard assets are those originally valued at $5,000 or greater and active).
• This includes one instance of the FASTER Web Application with one database.
• Unlimited user access (named accounts) included.
10% Item Discount ($1,500.00)
FASTER (Code: 001)
LICENSE FASTER WEB Non Standard Assets License Fee 30
For non standard assets (initial purchase price <$5,000). Includes setup, license fee, lifetime software updates
for customers, first year maintenance and support.
Fuel Only assets are also considered non standard regardless of initial purchase price.
FASTER (Code: 012a)
SETUP / Database Management & Setup Migrating Customer 1
INTERFACE Establishment of one FASTER Web instance with a single Database. This setup includes the FASTER Web test
environment that will be used during the entire implementation, all database configuration, testing, backup
configuration, and validation. Includes 24x7x365 cloud database access. This same environment will be
promoted to be the production environment at the time of Go -Live.
• Backups: Hourly database backups will be conducted to ensure consistent and recoverable backups of
the database to restore from in the event of an emergency. Database Backups will be limited to 14 days
of recoverability. Backups will also be sent daily to a secure, offsite location
Faster Asset (Code: 620)
PIRggel07 of 269
Quote
One -Time Subtotal $17,750.00
Discount ($1,500.00)
Annual Fees
Category Item Qty
SUPPORT and FASTER WEB CORE ANNUAL SUPPORT & MAINTENANCE 150
MAINTENANCE FASTER WEB Core annual support and maintenance fee per standard asset.
FASTER (Code: 001A)
SUPPORT and FASTER WEB NON STANDARD ANNUAL SUPPORT & MAINTENANCE 30
MAINTENANCE FASTER WEB Non -Standard Assets annual support and maintenance fee per non-standard asset.
FASTER (Code: FWNSALICANN)
SUPPORT and Database Annual Support and Maintenance 1
MAINTENANCE Annual fee for support, maintenance, software upgrades, firmware/database management, data storage, and
report management.
• Backups: Hourly database backups will be conducted to ensure consistent and recoverable backups of
the database to restore from in the event of an emergency. Database Backups will be limited to 14 days
of recoverability. Backups will also be sent daily to a secure, offsite location
• Includes 24x7x365 cloud database access.
FASTER (Code: DBMSANN)
*Annual Support and Maintenance Fees billing schedules are outlined in the terms and conditions.
Annual Support And $12,150.00
Maintenance Subtotal
FASTER Web Add -On Solutions
One -Time Fees
Category Item Qty
SETUP / Fuel Import - Single Vendor (Existing Customer) - EJ Ward Fuel Island + EV Charging 2
INTERFACE Single Vendor Fuel Import
This is a single vendor fuel import for an existing customer who has been live on a FASTER product for more
than 6 months. The import includes 1 (one) of the following options:
1. Import a new fuel vendor fuel transaction file.
2. Import a new fuel file from your existing vendor.
FASTER will conduct complete configuration and testing of the fuel file layout and export files (flat files) from
the fuel system.
Site & Dispenser optional add on is available, if required, to the single vendor fuel import
FASTER (Code: 301)
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[7j �--1 I ;:A
Quote
Category Item Qty
SETUP / Single Vendor Site and Dispenser Add On - EJ Ward Fuel Island
INTERFACE
This is an optional add -on to the Fuel Import (FI) to enable you to track the specific fuel site and/or fuel
dispenser. This optional add on allows configuration to track Inventory Items so fuel imports deplete quantity
from inventory.
100% Item Discount ($2,575.00)
Faster Asset (Code: 303)
SETUP/ Dashboard 1
INTERFACE
The Faster Dashboard provides easy access to an at -a -glance overview of key performance indicators and data
for your organization. The FASTER Dashboard is designed to give fleets a way to monitor performance,
communicate, and make quick decisions about their operations. It comes with 20 Key Performance Indicators
(KPIs) charts within the Dashboard Add -on, which includes the 8 module landing charts available within FASTER
Web which can also be accessed via the Dashboard for one convenient high level overview.
100% Item Discount ($10,300.00)
FASTER (Code: 207nc)
SETUP / Barcoding Add -On Setup 1
INTERFACE
The FASTER Barcoding Add -on provides the ability to scan and print labels on customer provided hardware. This
module allows for ease of data entry as well as inventory control.
• Beneficial add on for use with in-house numbering system. OEM labels may be used effectively as well.
• Simplifies inventory and intake processes for inventory items and storerooms.
• Quickly scan incoming inventory with 2D or Symbology - Code 128 barcodes.
• Reduces data errors that occur with any manual data entry process.
• Print barcode labels for items, including labels for a range of items simultaneously.
FASTER (Code: 208)
One -Time Subtotal $26,265.00
Discount ($12,875.00)
Annual Fees
Category Item Qty
SUPPORT and Fuel Import Single Vendor Support and Maintenance Existing Customer EJ Ward Fuel Island + EV Charge 2
MAINTENANCE
Annual support and maintenance for fuel import for existing customer
FASTER (Code: 301 ann)
SUPPORT and Single Vendor Site and Dispenser Support and Maintenance - EJ Ward Fuel Island 1
MAINTENANCE
Annual support and maintenance for site and dispenser
FASTER (Code: 303ann)
SUPPORT and Dashboard Annual Support and Maintenance 1
MAINTENANCE
FASTER (Code: 207ncann)
FASTER Asset Solutions - Qunte # 1559 v3
PIRggel09 of 269
FASTER.
Category Item Qty
SUPPORT and Barcoding Add -On Annual Support & Maintenance 1
MAINTENANCE Annual recurring support and maintenance for barcode module
FASTER (Code: 208ANN)
Addon Authentication Provider Integration w/AuthO for Enterprise Connections 1
Modules / WEB This AuthO integration add -on provides authentication options for FASTER Web including the ability to
integrate with a third -party cloud directory provider such as Azure AD or Azure AD + SAML. This requires
enterprise connections and will provide Single Sign On capabilities.
Additionally, you can have the Authentication Provider to provide authentication for your users if you
don't have a cloud directory provider or if you have users who are not part of your directory that need
access to FASTER Web.
FASTER (Code: AuthEnt)
*Annual Support and Maintenance Fees billing schedules are outlined in the terms and conditions.
Annual Support And $10,053.00
Maintenance Subtotal
FASTER Web Implementation
One -Time Fees
Category Item Qty
Service / Data Migration Data Conversion 1
The Migration Data Conversion Product is used for migrating data from FASTER Win to FASTER Web.
• Data Migration for FASTER Win Add-Ons are quoted individually and require an individual requirements
scope
• Data Migration for FASTER Win Customizations are quoted individually and require an
individual requirements scope
Faster Asset (Code: 408)
Base Price
One -Time Subtotal
FASTER Web Training
One -Time Fees
$20,000.00
Category Item Qty
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'FASTER
Quote
Category Item Qty
Training Implementation Training 1
• Faster Web 101 Introduction
• Training Planning Meeting
• Pre -Go Live
• Six sessions totaling 8 hours of remote, live, instructor -led training focusing on a functional
understanding of FASTER Web features to help prepare you for Go Live
• Go Live
• Three days of onsite, live, instructor -led training
• Covers functions necessary in day -day fleet work
• 90 Days Post -Go Live
• Deployment 30 min weekly Status Consult for 1 st 30 days
• Health Check 2-hr call 60 and 90 days from Go Live.
• Ongoing through 1 st Year
• Access to FASTER Resource Central
• Monthly public Q&A and Seminar on specific topics
Code: 512-SGL
Summary
Please contact us if you have any questions.
One -Time Subtotal $15,950.00
One -Time Subtotal
$79,965.00
Discount
($14,375.00)
Total One -Time
$65,590.00 USD
Total Annual Support
And Maintenance
$22,203.00 USD
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FASTER.
Cost Breakdown
Category
One -Time Fees
Annual Fees
LICENSE
$15,750.00
—
SUPPORT and MAINTENANCE
—
$17,403.00
SETUP / INTERFACE
$28,265.00
—
Addon Modules / WEB
—
$4,800.00
Service / Data
$20,000.00
—
Training
$15,950.00
—
Discount
($14,375.00)
—
Total
$65,590.00 USD
$22,203.00 USD
FASTER 03
• Standard agreement for recurring pricing model is 60 months.
• Cancellation of service prior to term expiration will result in an early termination fee equal to 85% of the recurring fees for
the remaining term period.
• PAYMENTTERMS:
• One Time Fees: 30% at Purchase Confirmation/30% at Installation of Software/20% at System Overview/20% at
Delivery of Converted Data, Go Live.
• 100% of Annual Fees at Installation of FASTER Web. Any months remaining on FASTER Win support will be deducted
from the first year's annual fee.
Legacy Data Preparation and Cleanup
FASTER Asset Solutions always recommends that customers confirm that all legacy system data is current, accurate, and in good order. Data
maintained in good order from previous systems will not typically require any corrections and can be imported effectively and efficiently into
the FASTER Web product without issue. In the event that there are legacy data issues that require correction by the customer, FASTER Web
consultants will support those efforts for our customers by providing guidance and advice.
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City Council Agenda Statement
F I, F, (i t I) O Meeting Date: July 2, 2024
Agenda Heading: Staff Presentations
Item Number: D.5
TITLE:
Agreement with the Los Angeles Chargers NFL Team for the City of El Segundo Fire
Department to Provide Standby Emergency Medical Services for Practices at the New
Chargers Training Facility in El Segundo
RECOMMENDATION:
Authorize the City Manager to execute an agreement with the Los Angeles
Chargers for the City of El Segundo Fire Department to provide standby
emergency medical services for practices at the new Chargers Training Facility in
ElSegundo.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The Los Angeles Chargers ("Chargers") organization will reimburse the City of El
Segundo the fully burdened overtime rate for the firefighter/paramedic and suppression
personnel assigned at each practice session. The proposed coverage is for two fire
personnel to provide four hours of coverage per practice session. The cost will be paid
out of the Fire Department's Overtime Reimbursement budget line item and the City will
request reimbursement from the Chargers on a quarterly basis. The fully burdened
overtime rate for the following Fire Department personnel is as follows:
Fire Battalion Chief: $292.70 per hour (Overtime at 1.25 per MOU)
Fire Captain: $210.65 per hour
Fire Engineer: $172.09 per hour
Fire Paramedic: $155.48 per hour
Fire Firghter: $115.71 per hour
The rates stated above are for FY 2024-25. The rates will be adjusted when a new Cost
Allocation Plan is updated.
The second charge will be for the Rescue Ambulance being used for the standby. This
Page 67 of 109
LA Chargers Standby Emergency Medical Services
July 2, 2024
Page 2 of 3
rate is determined by the California Office of Emergency Services on a per day rate,
which is currently $260 per day.
The third charge applied to the standby coverage is if a Chargers player or personnel
requires transportation to a hospital, the standard transport fees and paramedic
services will apply.
Staff is anticipating this agreement to be fully cost recoverable. The total cost and
reimbursement amount of the agreement is approximately $100,000. No budget
appropriation is requested at this time.
BACKGROUND:
The NFL developed and implements an effective Emergency Action Plan (EAP) as an
essential process in improving outcomes for sick and injured players. This EAP
represents a collaborative approach to delivery of critical care by an interdisciplinary
team of medical professionals responding to injuries in the high -profile NFL
environment. This EAP has been developed to comply with all local and state protocols,
and to be compliant with all requirements of Article 39, Section 4 of the March 15, 2020
NFL Collective Bargaining Agreement.
Team medical personnel shall annually review the entire EAP to ensure that it complies
with all local regulations, policies and procedures, as well as current accepted best
practice standards. Pursuant to Article 39, Section 4 of the March 15, 2020, Collective
Bargaining Agreement, the NFL and NFL Players Association have jointly selected an
expert in the field of emergency medicine to help them establish minimum standards,
protocols and a standardized format for the club's EAP. This EAP shall be submitted to
the league's designated expert in accordance with league -mandated annual compliance
review.
The Chargers staff is mandated to conduct preseason medical aid training with the
identified agencies providing medical standby and treatment to the Chargers players.
The training consists of the NFL's recommended treatment modalities that commonly
occur during practices and competition.
DISCUSSION:
The NFL requires mandatory medical standby coverage to conduct their practices. This
is a mix of courtesy coverage ("Soft Coverage") in which the El Segundo
Firefighter/Paramedic team will stage at the Chargers Training Facility and be present in
case of any incidents, but will respond immediately if an emergency call in the City
occurs. This coverage is considered Soft Coverage because there is no charge for the
standby. This coverage differs from the mandatory standby coverage ("Hard Coverage")
because these practices have no player contact and no football pads are worn.
Page 68 of 109
LA Chargers Standby Emergency Medical Services
July 2, 2024
Page 3 of 3
Hard Coverage occurs when there is a practice session with intended player contact
and football pads are worn. The Hard Coverage will be charged at the fully burdened
overtime rate of the personnel assigned plus the administrative staff time to process the
invoices. The other charge related to Hard Coverage is the required ambulance
presence. This separate charge is billed according to the California Office of Emergency
Services, which is currently $260 per day. The El Segundo Fire Department will use the
reserve Rescue/Ambulance with overtime personnel for the mandatory standby
coverage practices, so as not to reduce services for City emergency calls.
There are 28 practices in preseason between July 23, 2024 and August 8, 2024. Of
those practices, 14 are Hard Coverage days and 14 are Soft Coverage days. During the
season, the expectation is one Hard Coverage day per week. Hard Coverage will be
covered by overtime personnel and not on -duty personnel. Soft Coverage is covered by
an on -duty ambulance or fire engine that will be available immediately for any 911 call in
the community. Each practice is scheduled in three to four hour blocks, usually midday.
To ensure expected coverage is maintained, LA County Fire Department will provide
the Chargers coverage when El Segundo Fire Department is not able to fill the
scheduled days. If approved, this will be a non -mandatory additional assignment for the
firefighters scheduled 10 days in advance of the scheduled days.
The City Attorney has drafted the formal contract to add a full indemnification clause,
terms, and scope to protect the City.
I:NIAA&II:7_A1Xr]Los aw_1ZEgo] iyilall /_10[N4
Goal 2: Optimize Community Safety and Preparedness
Strategy B: Provide cost-effective and excellent fire protection and emergency response
services.
PREPARED BY:
George Avery, Fire Chief
REVIEWED BY:
George Avery, Fire Chief
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Chargers 2024 EAP (1)
2. NFL Chargers Training Camp Schedule
Page 69 of 109
L175 ANGELES
CHt4;?GEJTS
2024
EMERGENCY ACTION PLAN
Development and implementation of an effective Emergency Action Plan (EAP) is an essential process in
improving outcomes for the sick and injured. This EAP represents a collaborative approach to delivery of critical
care by an interdisciplinary team of medical professionals responding to injuries in the high -profile NFL
environment.
This EAP has been developed to comply with all local and state protocols, and to be compliant with all
requirements of Article 39, Section 4 of the March 15, 2020 Collective Bargaining Agreement.
Club medical personnel shall annually review the entire EAP to ensure that it complies with all local regulations,
policies, and procedures as well as current accepted best practice standards. Pursuant to Article 39, Section 4
of the March 15, 2020 Collective Bargaining Agreement, the NFL and NFLPA have jointly selected an expert in
the field of emergency medicine to help them establish minimum standards, protocols and a standardized format
for club Emergency Action Plans ("EAP"). This EAP shall be submitted to the league's designated expert in
accordance with league mandated annual compliance review. The club's medical staff shall consider and
implement all appropriate recommendations resulting from the league's designated reviewer audit. The EAP
shall be updated to reflect all appropriate changes by deadlines established by league EAP officials.
Informed by Sports Medicine Concepts, Inc. Updated as of 05/16/2024
Page 70 of 109
Contents
General Response Tendencies
The Critical Care Triangle TM
Required Annual Rehearsal Scenarios
Spine/Head Trauma
Precautionary Stable Neurological Package and Transport
Unstable Neurological Package and Transport
Isolated Head Trauma
Truncal Trauma with Hypotension
Cardiac Arrest / Arrhythmia
Transport During / Following Resuscitation or Other Medical Emergency Efforts
Best Practice Medical Emergency Athletic Equipment Safe Handling Approaches
Expose -Trauma Naked -Transfer
Trauma Naked
In -Process Removal
Athletic Equipment Removal Techniques
Injury Scenarios / Conditions of Emphasis
Blood Borne Pathogens and Other Potentially Infectious Materials
BBP/OPIM Handling During Injury Care
BBP/OPIM Handling Following Injury Care
Return to Play
Heat Stroke
Mental Health
Identification of Mental Health Emergencies and Level of Intervention
Non -Urgent Care
Emergency Action Plan Personnel
Athletic Training Staff
Physicians
Airway Management Physicians
Emergency Medical Services
Mental Health Crisis Team
Team Staff
TRAINING CAMP EMERGENCY ACTION PLAN
Pre -Event Medical Meeting
Training Camp Injury Surveillance and Medical Coverage
EMS Services
Activating the Training Camp Emergency Action Plan
Communication
Activating Emergency Medical Services
Training Camp Emergency Response Equipment
Page 71 of 109
Ambulance Location:
Evacuation Zone
Location of Transport Cart
Location of LSB
Location of Defibrillator
Location of ALS Medications
Location of Airway Management Medications
Location of BLS Emergency Kits
Training Camp Receiving Facilities
Training Camp Injury Response Procedures
Training Camp Home Team Injury
Patient Handoff, Backfill, and Resumption of Activities
Training Camp Visiting Team Injury Response
General Advanced Life -Support Procedures
Training Camp Emergency Response Equipment
Training Camp Injury Evacuation
Mental Health Emergency Support
REGULAR SEASON PRACTICE EMERGENCY ACTION PLAN
Pre -Event Medical Meeting
Regular Season Injury Surveillance and Medical Coverage
EMS Services
Activating the Regular Season Practice Emergency Action Plan
Communication
Activating Emergency Medical Services
Regular Season Emergency Response Equipment
Ambulance Location:
Evacuation Zone
Location of Transport Cart
Location of LSB
Location of Defibrillator
Location of ALS Medications
Location of Airway Management Medications
Location of BLS Emergency Kits
Regular Season Practice Receiving Facilities
Regular Season Practice Injury Response Procedures
Regular Season Practice Home Team Injury
Patient Handoff, Backfill, and Resumption of Activities
GAME DAY EMERGENCY ACTION PLAN
60 Minute Medical Meeting
3
Page 72 of 109
Game Day Injury Surveillance and Medical Coverage
22
EMS Services
22
Activating the Game Day Emergency Action Plan
22
Communications
22
Activating Emergency Medical Services
22
Game Day Emergency Response Equipment
22
Ambulance Location:
22
Evacuation Zone
22
Location of Transport Cart
23
Location of LSB
23
Location of Defibrillator
23
Location of ALS Medications
23
Location of Airway Management Medications
23
Location of BLS Emergency Kits
23
Game Day Receiving Facilities
23
Game Day Injury Response Procedures
23
Game Day Home Team Injury
23
Patient Handoff, Backfill, and Resumption of Activities
24
Game Day Visiting Team Injury
26
Game Day Emergency Response Equipment
26
General Advanced Life -Support Procedures
26
Game Day Injury Evacuation
26
Mental Health Emergency Support
26
rd
Page 73 of 109
General Response Tendencies
The Critical Care Triangle TM
When responding to an injury, the medical team will do so by forming a Critical Care Triangle (CCT)TM made up
of a first responder at the injured persons head, and two others on either side of the athlete. The CCT is a fluid
and collaborative approach. The first responder at the head shall be designated as the injury management
leader. The leadership role may be handed off as more qualified / appropriate medical personnel arrive on
scene. The CCT leader shall collaborate with other medical team personnel during management to appropriately
assign critical care roles, including:
1. Team Leader
2. Medical Relay
3. Activation of EMS
4. EMS Escort
5. (2) Compressors
6. Defibrillator
7. (2) Airway Management
8. Medication (Draw, verify, and administer)
9. Recorder
10. Athletic Equipment Management
11. Preparation for Patient Transfer and Transport
12. Notification of Receiving
13. Injury Surveillance and Response Backfill
The initial formation of, and on -going execution of, the CCT approach to injury management will be dependent
upon several factors, including, but limited to: 1) personnel available, 2) first responder to arrive at the injury
scene, 3) location of the injury, and 4) injury surveillance. Therefore, a specific CCT approach is provided for
each venue.
Required Annual Rehearsal Scenarios
Spine/Head Trauma
Precautionary Stable Neurological Package and Transport
The appropriateness and timing of equipment removal will ultimately be a collaborative medical team decision
based on each unique circumstance. Athletes found in the prone position will be repositioned to supine using a
log -roll -push maneuver. If the need for transport is acutely obvious and the athlete is otherwise stable, the
medical team may elect to reposition the athlete directly to a long spine board. If the need for transport is not
immediately apparent, the athlete will be repositioned to supine using a log -roll -push maneuver. If the medical
team determines that the athlete is to be transported, the medical team will remove the athlete's face mask,
leaving the helmet in place, and transfer the supine athlete to a long spine board using one of the approaches
below, of which the medical team's preferences are in bold:
Best Practice Transfer Techniques
1. Flat 6-8 Person -Lift maneuver
2. Traditional log -roll maneuver with vertical pause
3. Traditional Log -roll maneuver
4. Log -roll -push maneuver
5. Log -roll -push maneuver with vertical pause
Once the athlete is transferred to the long spine board, the athlete will be secured to the long spine board using
appropriate cervical immobilization devices. The immobilized athlete will be transferred to an EMS gurney or
first responder cart and evacuated to the side of the ambulance stationed in the designated evacuation
zone. The medical team will reassess the athlete and determine any need for further equipment management
5
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and care prior to loading the athlete in the ambulance for transport to the agreed upon appropriate receiving
facility.
Unstable Neurological Package and Transport
The appropriateness and timing of equipment removal will ultimately be a collaborative medical team decision
based on each unique circumstance. Unstable athletes found in the prone position will be immediately
repositioned to supine and placed in cervical neutral position using a log -roll -push maneuver. Unstable athletes
found in the supine position will be placed in cervical neutral position unless contraindicated by the presence of
any of the following:
1. Increased pain
2. Increase in neurologic signs and symptoms
3. Resistance to movement
4. Apprehension of athlete or medical personnel
If repositioning to cervical neutral is initially contraindicated, the medical team will reassess and make a
collaborative decision regarding the most appropriate management strategy.
Upon completion of the initial assessment, the medical team will collaborate to decide the most appropriate
measures to be taken to prepare the athlete for evacuation from the field to the ambulance stationed in the
designated evacuation zone. Prior to evacuating the athlete, the medical team will collaborate to determine the
most appropriate equipment management approach. The team will deliberate between the following approaches
of which the medical team's preferred approach is in bold:
Best Practice Equipment Removal Approaches
1. Trauma Naked (removal of all equipment) prior to transfer to long spine board
2. Trauma Naked (removal of all equipment) following transfer to long spine board
3. Face Mask removal only
4. Face Mask removal and exposing the chest, leaving the helmet and pads in place following
transfer to long spine board
5. Helmet removal only, using pack and fill technique to maintain cervical neutral positioning
Once the athlete has been transferred to a long spine board, the athlete will be secured to the long spine board
using appropriate cervical immobilization devices. The immobilized athlete will be transferred to an EMS gurney
or first responder cart and evacuated to the side of the ambulance stationed in the designated evacuation
zone. The medical team will reassess the athlete and determine any need for further equipment management
and care prior to loading the athlete in the ambulance for transport to the agreed upon appropriate receiving
facility.
Isolated Head Trauma Considerations
During instances of injury involving the head, the medical team will collaborate to make a differential diagnosis
between concussion -like injuries and more traumatic head injuries that may involve hematoma or cerebral
swelling.
Seizure and Status Epilepticus
Seizure activity secondary to head impact is not uncommon. The medical team will collaborate to decide on the
appropriate care for a single seizure lasting less than 5 minutes. A seizure lasting more than 5 minutes or two
or more seizures within a five-minute period without the person returning to normal between them is referred to
as Status Epilepticus (SE). The medical team will re-evaluate its initial seizure management plan and consider
treating the seizure medically, particularly if the seizure activity results in decompensation.
Trismus
Trismus, commonly called lockjaw, is a reduced opening of the jaws (limited jaw range of motion). It may be
caused by spasm of the muscles of mastication or a variety of other causes, including seizure secondary to head
trauma. Trismus presents a challenge when critical care requires airway management or CPR. If trismus
6
Page 75 of 109
interferes with the ability of the medical team to provide effective airway management, the medical team will
collaborate to decide on the most appropriate response, including, but not limited to:
1. On -going BMV that prevents decompensation;
2. Placement of nasopharyngeal airways;
3. Rapid sequence intubation.
Truncal Trauma with Hypotension
Athletes suspected of having suffered an internal injury will be brought to the training room for further medical
evaluation and on -going monitoring. If signs and symptoms indicate the possibility of significant truncal trauma,
the medical team will activate 911 for immediate transport to the agreed upon receiving facility.
Cardiac Arrest / Arrhythmia
Transport During / Following Resuscitation or Other Medical Emergency Efforts
During resuscitation, airway support, or other medical emergencies, the medical team will desire to have
sufficient patient access to complete critical care tasks in the most efficient manner. The medical team will
collaborate to determine the most appropriate equipment management strategy that is determined to provide the
best patient access for completion of critical care tasks.
Best Practice Medical Emergency Athletic Equipment Safe Handling Approaches
Expose -Trauma Naked -Transfer
This approach calls for exposing the athlete's chest and airway by cutting the jersey and pads and removing the
face mask, respectively. Critical care is then completed with the equipment otherwise left during critical
care. The equipment is then removed in its entirety prior to transfer to the long spine board.
Trauma Naked
This approach calls for all equipment to be removed prior to the start of critical care procedures.
In -Process Removal
This approach calls for systematic removal of equipment at specified intervals between critical care procedures.
Athletic Equipment Removal Techniques
During deliberation of the appropriateness, timing, and location of athletic equipment management removal, the
medical team will consider important factors influencing the clinical decision, including, but not limited to:
1. Team familiarity
2. Clinical presentation
3. Transport time
4. Transport crew equipment removal knowledge and skills
5. Receiving facility equipment removal knowledge and skills
6. Environmental factors
7. Number of skilled medical personnel available
8. Provider ergonomics
When equipment removal is required the medical team will collaborate to determine the most appropriate
technique to employ. The medical team will consider the following best practice approaches, of which the
medical team's preference is indicated in bold:
Best Practice Athletic Equipment Removal Technique
1. Traditional Flat -Supine -Slide Technique
2. Combined -Tool Approach
3. Torso -Lift
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The equipment removal strategy decision will be a collaborative decision based on important factors, including,
but not limited to:
1. Team familiarity
2. Clinical presentation
3. Size of the athlete
4. Environmental factors
Other Injury Scenarios / Conditions of Emphasis
Blood Borne Pathogens (BBP) and Other Potentially Infectious Materials (OPIM)
In the event of an injury resulting in bleeding or exposure to OPIM, participants should be removed from the
event as soon as practical, responding medical personnel should don appropriate Personal Protective Equipment
(PPE) and begin immediate and aggressive measures to stop bleeding, cover any open wounds or skin lesions,
and contain any OPIM.
BBP/OPIM Handling During Injury Care
During injury care, the following procedure shall be followed:
1. Properly don appropriate PPE;
2. Immediately replace any PPE that becomes damaged or if their ability to function as a barrier is
compromised during care;
3. Replace all PPE every 10 min during injury care;
4. Properly doff all PPE and place in appropriate biohazard waste container or bag;
5. Wash hands thoroughly with soap and warm water.
BBP/OPIM Handling Following Injury Care
Following injury care, the following cleaning procedures shall be followed:
1. Properly don appropriate PPE;
2. Use paper towels to absorb all fluids and OPIM;
3. Discard paper towels in biohazardous waste container;
4. Properly doff PPE and place in biohazardous waste container;
5. Properly don another pair of gloves and appropriate PPE;
6. Clean the contaminated area with a fresh 1: 10 bleach -water solution or other appropriate disinfectant by
saturating the area with solution and allowing solution to soak for 10-20 minutes;
7. Wipe down the area using paper towels;
8. Discard paper towels in biohazard waste container;
9. Properly doff PPE and place in biohazardous waste container;
10. Wash hands thoroughly with soap and warm water.
Return to Play
Return to play for athletes is determined by appropriate medical staff. Open wounds must be covered by a
bandage sturdy enough to withstand the demands of participation. If a participant's uniform is saturated with
blood or OPIM, appropriate medical personnel should assess the need to treat or change the participant's
uniform prior to returning to allow the participant to return to the event.
Heat Stroke
If an athlete presents with signs and symptoms of a heat -related illness, the medical team will collaborate to
decide on the appropriate management strategy. Athletes demonstrating signs and symptoms of heat -illness
will be evacuated to the designated cool zone where team medical personnel will attempt to cool the athlete by:
1. Removing all equipment from the athlete;
2. Placing the athlete in air conditioning or in front of cooling fans;
3. Begin a fluid resuscitation protocol;
4. Monitor the athlete for signs and symptoms of onset of heat stroke.
0
Page 77 of 109
If an athlete presents with signs and symptoms of a heat -illness that include altered mental status, the medical
team will collaborate to rule out other possible medical conditions that may be causing the observed
presentations. If the medical team determines the cause of signs and symptoms, including altered mental status,
to be resulting from heat stroke, the medical team will initiate the Cool First -Transport Second protocol.
Cool First -Transport Second Protocol
Cold Water Immersion
1. The athlete will be evacuated to the designated cool zone;
2. The medical team will remove all equipment from the athlete;
3. The medical team will insert a rectal thermistor and place the athlete in the cold -water immersion tank so
that the water is at the nipple line when the athlete is seated in the tub;
4. The medical team will obtain an initial rectal temperature reading;
5. A designated medical team member will activate EMS;
6. The medical team will maintain water temperature between 50-59®F for optimal cooling;
7. Medical team members will use towels to continually circulate the water in the tub.
8. Way to keep the athlete's head above water in case the athlete becomes unconscious.
Medical Interventions
With the initiation of cold -water immersion and sudden changes in core body temperature there is a risk of cardiac
arrest. Therefore, the medical team will be monitoring for the onset of cardiac arrest. In the event of cardiac
arrest, the athlete will be evacuated from the cold -water immersion tank to a dry area. The medical team will dry
the chest of the athlete off and begin resuscitation efforts.
Once the athlete's recital temperature falls to 104®F and is trending down, the medical team will collaborate to
decide on appropriate interventions, including:
1. Fluid resuscitation;
2. Carbohydrate ingestion;
3. Oxygen therapy.
Evacuation and Transport
When the athlete's rectal temperature is at 1020F and trending down, the medical team will collaborate to decide
if evacuation from the cold -water immersion tanks for transport is appropriate and to what facility the athlete is
to be transported to.
Mental Health
Identification of Mental Health Emergencies and Level of Intervention
When faced with a potential mental health issue, decisions regarding the level of intervention and/or appropriate
referral will be a collaborative interdisciplinary clinical decision that includes various stakeholders, including
coaches, team medical personnel, and members of the crisis management team.
Urgent Care Criteria
When faced with a mental health issue team medical will collaborate to decide if the situation warrants urgent
care. Urgent care is indicated when there is any immediate threat to safety. Significant warning signs of an
immediate threat to safety include, but are not limited to:
1. Is there concern that the individual will harm themselves or others?
2. Did the individual make a physical or verbal threat?
3. Does the provider feel threatened or uncomfortable?
4. Is the individual exhibiting signs and symptoms of substance use?
5. Does the individual have access to a weapon?
6. Is there the potential for future harm to self or others?
7. Is the individual presenting with signs and symptoms of severe depression?
Once acute urgent care has been initiated and when deemed appropriate, a designated team medical person
will contact the crisis management team to organize and plan follow-up care and management.
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Non -Urgent Care
If the medical team's clinical decision does not involve urgent care, team medical personnel will contact the crisis
management team to organize and plan follow-up care and management.
10
Page 79 of 109
Emergency Action Plan Personnel
Athletic Training Staff
Director of Player Health,
Wellness, & Performance Marco Zucconi
Head Athletic Trainer Salvador Lopez
Assistant AT
Assistant AT, PT
Assistant AT
Assistant AT, PT
Physical Therapist
Seasonal Assistant AT
PhysicianF
Alvin Cabrera
Allison Miner
Sam O'Leary
Bobby Gragston
Marcus Owens
Erika Clark
C — 415-259-7246
C — 559-408-8502
C — 209-639-1687
C — 760-579-3202
C — 253-722-4015
C — 318-727-2229
C — 850-345-8686
C — 904-710-8209
O — 657-356-2006
O — 657-356-2007
O — 657-356-2004
O — 657-356-2152
O — 657-356-2081
O—
O—
O — 657-356-2075
Head Team Orthopedist
Dr.
David Gazzani a
C
— 949-945-8441
O — 949-722-7038
Team PCSM Physician
Dr.
Eugene Yim
C
— 617-921-5717
O — 949-688-0200
Spine Surgeon
Dr.
Richard Lee
C
— 614-245-3225
0-
Spine Surgeon
Dr.
Jeremy Smith
C
—
0-
Team Orthopedist
Dr. Russell Petrie
C
— 949-244-9844
O — 949-722-7038
UNC
I Dr.
Mark Krueger
C - 323-496-4992
ERP Co -Lead
Dr.
Roger Lewis
C
- 310-720-1661
ERP Co Lead
Dr.
Denise Witfield
C
— 310-429-1963
Airway Management Physicians
On Field AMP1
Dr. Roger Lewis
C
— 310-720-1661
On Field AMP2
Dr.
Teresa Liu
C
— 347-262-8204
On Field AMP
Dr.
Manpreet Singh
C
— 714-321-4746
On Field AMP
Dr.
Shira Schlesinger
C
— 619-669-8075
On Field AMP
Dr.
Denise Witfield
C
- 310-429-1963
Emergency Medical ServiceE
LA Fire — EMS Coordinator
Victor Garcia
C — 562-889-0307
1 Victor.garcia(a)fire.lacouty.gov
LA Fire — EMS MD
Saman Kashani, MD
C — 323-629-5412
Saman.kashani fire.lacount ov
Costa Mesa Fire & Rescue:
Fire Captain/EMS Manager
Justin Horner
C — 714-356-2866
O — 714-327-7403
Mental Health Crisis Team
Mental Health Coordinator
Herb Martin
C — 858-945-8493
Crisis Counselor
Herb Martin
C — 858-945-8493
Suicide Hotline
1-800-784-2433
1-800-TALK
Team Staff
Player Personnel Rep
Arthur Hightower
C — 858-531-8441
O — 657-356-2154
Director of Team Security
Bill Stetson
C — 619-990-7712
O — 657-356-2114
Stadium General Manager
Otto Benedict
C — 310-617-2516
0—
Stadium Event Operations
Erin Quigley
C — 602-722-2180
0—
Equipment Manager
Chris Smith
C — 858-531-5647
— 714-540-7100
Stadium Security Manager
Nick Bermensolo
___+O
C — 503-260-7838
O —
TRAINING CAMP EMERGENCY ACTION PLAN
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Pre -Event Medical Meeting
Our staff will conduct a brief medical meeting with visiting team medical personnel to discuss the venue specific
EAP prior to the start of activities. Please let our staff know if you have preferences regarding use of your own
equipment, specific safe handling measures, and/or equipment removal strategies.
Training Camp Injury Surveillance and Medical Coverage
The playing field and immediate surroundings are under constant surveillance by designated medical personnel
who will make up the CCT when responding to persons in need. The CCT is a fluid triangle composed of the 3
members of the medical staff. During training camp activities, the designated CCT personnel are strategically
positioned throughout the venue to provide ground level surveillance. Surveillance positions are determined to
allow medical personnel to scan their assigned area every 10 seconds and to respond to persons in need within
20 seconds.
EMS Services
On -site advanced life support (ALS), including paramedics (EMT-P), emergency medical technicians (EMT), and
all appropriate ALS equipment are provided throughout training camp.
Activating the Training Camp Emergency Action Plan
Communication
The following individuals are connected via radio during training camp:
• Athletic Training Staff
• Physicians
• EMS
Life -Threatening Medical Emergency
Radio: "Code Red" radio call
Back-up Hand Signal: Arms overhead and crossed
Non -Life -Threatening Medical Emergency
Radio: "Code Blue" radio call
Back-up Hand Signals: Straight Arms Out Position
Activating Emergency Medical Services
When on -site EMS coverage is provided, the athletic training staff will establish radio communications with the
crew. The EMS crew will be stationed in a location with established and maintained clear lines of sight to facilitate
the receiving of back-up communication hand signals.
Training Camp Emergency Response Equipment
Ambulance Location:
South-west end of fields in turn -about next to athletic training tent
Evacuation Zone
Access road through Costa Mesa High School, via Arlington Drive
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Location of Transport Cart
South-west end of fields in turn -about next to athletic training tent
Location of LSB
South-west end of fields in turn -about next to athletic training tent
Location of AED
South-west end of fields in turn -about next to athletic training tent
Location of ALS Medications
South-west end of fields in turn -about next to athletic training tent
Location of Airway Management Medications
With ALS in rig
Location of BLS Emergency Kits
South-west end of fields in turn -about next to athletic training tent
Designated Cool Zone
South-west end of fields in turn -about next to athletic training tent
Training Camp Receiving Facilities
UC Irvine Medical Center (LI)
101 The City Dr., South Orange, CA. 92868
o Primary Surgery Contact: Dr. Michael Lekawa
o Emergency Phone: 949-945-8441 (surgeon cell)
o Surgery Director: Dr. Michael Lekawa
o Surgery Supervisor: Dr. Michael Lekawa
Nearest Hospital / General Medical Emergencies: Hoag Newport Beach
1 Hoag Drive, Newport Beach, CA 92663
o Primary Surgery Contact: Scott Norton
o Emergency Phone: 714-331-1123
o Surgery Director: Michael Hurwitz
o Surgery Supervisor: n/a
Orthopedic Trauma Injury: Hoag Hospital Irvine
1620 Sand Canyon Ave., Irvine, CA. 92618
o Primary Surgery Contact: Scott Norton
o Emergency Phone: 714-331-1123
o Surgery Director: Michael Hurwitz
o Surgery Supervisor: n/a
Training Camp Injury Response Procedures
Training Camp Home Team Injury
In the event of an injury, the medical team's critical care triangle (CCT) will be the first to respond. During training
camp, the first responder to arrive at the person in need will assume the leadership role at the person's head.
As more medical personnel arrive the CCT leader will assign appropriate roles and collaborate with other medical
personnel to consider appropriate leadership handoff. The other CCT members shall position themselves at
either side of the injured person. All club medical personnel are trained to effectively complete critical care tasks
associated with any position within the CCT, allowing for different medical team members to be assigned various
roles as circumstances dictate. When the CCT is engaged all medical staff will remain on alert and be ready to
respond to any needs communicated by the CCT. A medical staff member designated as the Medical Relay will
13
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step from the sideline to a position offering a clear sightline through which all CCT needs can be relayed to
sideline medical personnel.
Following an initial injury assessment, members of the CCT will collaborate to determine an appropriate
management strategy. The CCT will signal to the sideline via radio and back up hand signals to communicate
the injury status and the level of support required to execute the decided upon management approach. To
reduce confusion and facilitate efficient care during injury management, the CCT will collaborate to determine
appropriate on -going injury management leadership and role delineation. The injury management leadership
role may be handed off to medical team members with specific expertise in the current medical and safe handling
needs. The following roles will be designated by the initial CCT leader during on -field injury management:
1. Team Leader
2. Medical Relay
3. Activation of EMS
4. EMS Escort
5. (2) Compressors
6. Defibrillator
7. (2) Airway Management
8. Medication (Draw, verify, and administer)
9. Recorder
10. Athletic Equipment Management
11. Preparation for Patient Transfer and Transport
12. Athlete Escort(s)
13. Notification of Receiving
14. Injury Surveillance and Response Backfill
Patient Handoff, Backfill, and Resumption of Activities
When injury care results in specialized medical intervention such as administration of specialized medications,
placement of airway support devices, or administration of paralytics, the medical team will collaborate to
determine the most appropriate medical profession to escort the athlete during transport to the designated
receiving facility. Decisions regarding appropriate escort personnel will consider, among other factors:
1. Local and regional protocols;
2. Ability of EMS to maintain care during transport;
3. Ability to backfill vital roles with remaining medical personnel;
Prior to the resumption of activities, the medical team will hold a medical meeting to backfill roles and
communicate newly assigned responsibilities. When the medical team has adequately backfilled critical care
roles and responsibilities, the status of medical coverage will be communicated to league officials who may
decide on the appropriateness of resuming activities.
Training Camp Visiting Team Injury Response
During incidences of player injury or illness both of our medical teams become one collaborative medical
unit. Our medical staff is here to aid and support your medical staff needs in every way possible. Should a
visiting team player require on -field medical attention, a member of our medical team will step out from the
sidelines and make themselves visible to your medical team. If there appears to have been a significant non-
life -threatening injury, a member of our team will come to the scene, identify themselves, and alert the entire
home team medical staff of a down athlete situation. Our alerted staff will then remain on the sideline ready to
assist your staff. Our on -site medical team representative will remain on -scene to facilitate any requested
assistance from our staff. If there is an injury that results in a medical emergency, look to our sideline, and give
your designated medical emergency hand signal. Our medical emergency hand signals and radio calls will be
communicated to initiate advanced life support (ALS).
14
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General Advanced Life -Support Procedures
On -Field Injury Management Leadership
Initially, injury management will be led by the visiting team's medical personnel in accordance with their existing
emergency action plan. During instances involving airway assistance or resuscitation, ALS providers, in
conjunction with appointed airway management and trauma physicians will collaborate to coordinate appropriate
care in accordance with local policies and procedures while the visiting team medical staff remains active in any
and all supportive roles.
When ALS providers determine that it is appropriate to evacuate the athlete from the field the visiting club's
medical personnel will oversee the collaborative effort to reposition, transfer, and prepare the athlete for transport
in accordance with their existing emergency action plan.
When EMS is required to aid in transport of a visiting team player who has sustained a non -life -threatening injury,
the visiting club's medical personnel will oversee the collaborative effort to reposition, transfer, and prepare the
athlete for transport in accordance with their existing emergency action plan.
Home team medical personnel not actively involved in providing care will work with the visiting team staff to
ensure continuity of care. This will include, but is not limited to, coordinating resources, ensuring proper handoff
of patient care, ensuring backfill of vital roles vacated by athlete escorts, and notification of appropriate receiving
facilities.
Training Camp Emergency Response Equipment
A full complement of ALS and BLS equipment assets are available to support the needs of your medical team.
The availability, location, and deployment of any requested or required assets will be reviewed during a pre -
event medical meeting. If you have any questions regarding the availability of specific equipment or procedures
at this venue, please do not hesitate to contact our Head Athletic Trainer prior to your departure.
Training Camp Injury Evacuation
Athletes requiring evacuation using spinal motion restriction will be transferred to a long spine board using a
collaborative effort including your team medical personnel and local EMS with consideration of your medical
team preferences regarding transfer technique and equipment removal. Immobilized patients will then be
transferred to a medical cart and evacuated to the ambulance.
Mental Health Emergency Support
If an athlete or member of your staff needs mental support, contact our Mental Health Coordinator. If the
individual is in a life -threatening mental health crisis, call 911. When EMS has taken over patient care in the
ambulance, find out the name, location and contact information of the receiving facility. Contact our Mental
Health Coordinator or a member of the athletic training staff for further support.
LA Chargers
Medical Information for Teams Visitina Trainina Cam
Director of Player Health,
Wellness and
Performance
Marco Zucconi
Office: 657-356-2006
Cell: 415-259-7246
Head Athletic Trainer
Salvador Lopez
Office: 657-356-2007
Cell: 559-408-8502
Head Team Physician
David Gazzaniga
Office: 949-722-7038
Cell: 949-945-8441
Mental Health Coordinator
Name: Herb Martin
Office:
Cell: 858-945-8493
Emergency Medical
Services
South-west end of fields in
turn -about next to AT tent
Richard Becker
Office: 323-978-
2183 Cell: 818-
262-6510
Security
• Bill Stetson
Office: 657-356-
2114 Cell: 619-990-
7712
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Receiving Facilities
LI Trauma
Preferred Pharmacy
UC Irvine Medical Center
King's Pharmacy
101 The City Dr., South Orange, CA. 92868
Manager: Ali Rezaei
714-309-5785
510 Superior Ave., Newport Beach, CA. 92663
Hotline: 949-631-4624
Nearest
Hoag Newport Beach
1 Hoag Drive, Newport Beach, CA 92663
949-764-4624
Emergency..
Ambulance
Transport Cart
ALS located at South-West end of fields in turn -about
South-west end of fields in turn -about next to AT tent
BLS Emergency Kit
Spine board
South-west end of fields in turn -about next to AT tent
South-west end of fields in turn -about next to AT tent
Splints/Immobilizers
AED/Defibrillator
South-west end of fields in turn -about next to AT tent
South-west end of fields in turn -about next to AT tent
Cool Zone Location
Emergency Venue Exit
South-west end of fields behind AT tent next to parking lot
Access road through Costa Mesa High School via
Arlington Dr.
Activating the Emergency Action Plan
Medical Emergency
Non -Life -Threatening Medical Emergency
Radio: "Code Red" radio call
Radio: "Code Blue" radio call
Hand: Arms overhead and crossed
Hand Signal: Straight Arms Out Position
Response. -
Leadership: First ATC or physician to respond
Airway Management: EMS
Resuscitation / Compressor Pool: Critical Care Triangle
Safe Handling: Critical Care Triangle
Equipment Removal: Critical Care Triangle
Evacuation: LSB to medical cart to gurney to ambulance
Handoff / Backfill: ATCs and EMS
REGULAR SEASON PRACTICE EMERGENCY ACTION PLAN
Pre -Event Medical Meeting
Our staff will conduct a brief medical meeting with visiting team medical personnel to discuss the venue specific
EAP prior to the start of activities. Please let our staff know if you have preferences regarding use of your own
equipment, specific safe handling measures, and/or equipment removal strategies.
Regular Season Injury Surveillance and Medical Coverage
The practice field(s) and immediate surroundings are under constant surveillance by designated medical
personnel who will make up the CCT when responding to persons in need. The CCT is a fluid triangle composed
of the 3 members of the medical staff. During regular season practices, the designated CCT personnel are
strategically positioned throughout the venue to provide ground level surveillance. Surveillance positions are
determined to allow medical personnel to scan their assigned area every 10 seconds and to respond to persons
in need within 20 seconds.
EMS Services
On -site advanced life support (ALS), including paramedics (EMT-P), emergency medical technicians (EMT), and
all appropriate ALS equipment are provided throughout the regular season for all (non -walk through) practices.
Padded practices: hard cover. Non -padded practices: Soft cover with potential for crew to be called to outside
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emergency. If EMS is called away and an emergency occurs at practice, EMS will be activated via 911. Local
response time is <5 minutes.
Activating the Regular Season Practice Emergency Action Plan
Communication
The following individuals are connected via radio during training camp:
• Athletic Training Staff
• Physicians
• EMS
Life -Threatening Medical Emergency
Radio: "Code Red" radio call
Back-up Hand Signal: Arms overhead and crossed
Non -Life -Threatening Medical Emergency
Radio: "Code Blue" radio call
Back-up Hand Signals: Straight Arms Out Position
Activating Emergency Medical Services
OPTION1: When on -site EMS coverage is provided, the athletic training staff will alert EMS with hand signals
and direct person contact. The EMS crew will be stationed in a location with established and maintained clear
lines of sight to facilitate the receiving of back up communication hand signals.
OPTION2: On -call EMS support is provided by calling regional dispatch using the 911 system. The person
designated to call 911 will stay on the phone with dispatch until instructed by dispatch to end the call. The CCT
will designate a specific individual to proceed to the EMS rendezvous location and escort EMS to the injury
scene.
Regular Season Emergency Response Equipment
Ambulance Location:
On-site/On-Call ALS
Evacuation Zone
NW end of field in rear of parking lot of HPC
Location of Transport Cart
North end of field next to boiler room
Location of LSB
North end of field next to boiler room
Location of AED
North end of field next to boiler room
Location of ALS Medications
With on -call ALS
Location of Airway Management Medications
With ALS
Location of BLS Emergency Kits
North end of field next to boiler room
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Cool Zone Location
North end of field next towards athletic training room alley
Regular Season Practice Receiving Facilities
UC Irvine Medical Center (LI)
101 The City Dr., South Orange, CA. 92868
o Primary Surgery Contact: Dr. Michael Lekawa
o Emergency Phone: 949-945-8441 (surgeon cell)
o Surgery Director: Dr. Michael Lekawa
o Surgery Supervisor: Dr. Michael Lekawa
Nearest Hospital: Hoag Newport Beach
1 Hoag Drive, Newport Beach, CA 92663
o Primary Surgery Contact: Scott Norton
o Emergency Phone: 714-331-1123
o Surgery Director: Michael Hurwitz
o Surgery Supervisor: n/a
Non -Urgent Orthopedic Injury: Hoag Hospital
1620 Sand Canyon Ave., Irvine, CA. 92618
o Primary Surgery Contact: Scott Norton
o Emergency Phone: 714-331-1123
o Surgery Director: Michael Hurwitz
o Surgery Supervisor: n/a
Regular Season Practice Injury Response Procedures
Regular Season Practice Home Team Injury
In the event of an injury, the medical team's critical care triangle (CCT) will be the first to respond. The first
responder to reach the person in need will assume a leadership role and position themselves at the patient's
head, perform an initial survey, and alert the remainder of the medical team. As other members of the medical
team arrive, they will assume vacant positions within the CCT. All club medical personnel are trained to
effectively complete critical care tasks associated with any position within the CCT, allowing for different medical
team members to be assigned various roles as circumstances dictate. When the CCT is on the field all medical
staff will remain on alert and be ready to respond to any needs communicated by the CCT. A medical staff
member designated as the Medical Relay will step from the sideline to a position offering a clear sightline through
which all CCT needs can be relayed to sideline medical personnel.
Following an initial injury assessment, members of the CCT will collaborate to determine an appropriate
management strategy. The CCT will signal to the sideline via radio and back up hand signals to communicate
the injury status and the level of support required to execute the decided upon management approach. To
reduce confusion and facilitate efficient care during injury management, the CCT will collaborate to determine
appropriate on -going injury management leadership and role delineation. The injury management leadership
role may be handed off to medical team members with specific expertise in the current medical and safe handling
needs. The following roles will be designated by the initial CCT leader during on -field injury management:
1. Team Leader
2. Medical Relay
3. Activation of EMS
4. EMS Escort
5. (2) Compressors
m
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6. Defibrillator
7. (2) Airway Management
8. Medication (Draw, verify, and administer)
9. Recorder
10. Athletic Equipment Management
11. Preparation for Patient Transfer and Transport
12. Athlete Escort(s)
13. Notification of Receiving
14. Injury Surveillance and Response Backfill
Patient Handoff, Backfill, and Resumption of Activities
When injury care results in specialized medical intervention such as administration of specialized medications,
placement of airway support devices, or administration of paralytics, the medical team will collaborate to
determine the most appropriate medical profession to escort the athlete during transport to the designated
receiving facility. Decisions regarding appropriate escort personnel will consider, among other factors:
1. Local and regional protocols;
2. Ability of EMS to maintain care during transport;
3. Ability to backfill vital roles with remaining medical personnel;
Prior to the resumption of activities, the medical team will hold a medical meeting to backfill roles and
communicate newly assigned responsibilities. When the medical team has adequately backfilled critical care
roles and responsibilities, the status of medical coverage will be communicated to league officials who may
decide on the appropriateness of resuming activities.
GAME DAY EMERGENCY ACTION PLAN
60 Minute Medical Meeting
In accordance with NFL league requirements, our staff will conduct a medical meeting 60 minutes prior to the
start of an event. Please indicate to the game day medical staff all preferences your medical team has with
respect to use of your own equipment, specific safe handling measures, equipment removal strategies, and/or
interdisciplinary team dynamics.
Game Day Injury Surveillance and Medical Coverage
The playing field and immediate surroundings are under constant surveillance by a designated critical care
triangle (CCT). Injury spotters with specific home and visiting team surveillance are positioned in the replay
booth and have direct communication with their respective medical team representatives. The CCT is a fluid
triangle composed of the head athletic trainer, assistant athletic trainer, and team physician. The designated
CCT personnel are positioned along the sideline to continually monitor the playing field for evidence of injury to
players, officials, and coaches.
EMS Services
The airway management physician and other designated specialists are positioned at the home team 20/30-yard
line. Advanced life support (ALS), including paramedics (EMT-P), emergency medical technicians (EMT), and
all appropriate ALS equipment are stationed behind the home team sideline with a manned ambulance stationed
in the tunnel at the end of the field.
Activating the Game Day Emergency Action Plan
Communications
The following personnel are connected via radio and will use the following radio calls and back-up hand signals
to communicate needs during an injury:
1. Athletic Training Staff
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2. Physicians
3. Bench Security
4. EMS
Life -Threatening Emergency
Radio Call: "Code Red"
Hand signal: Arms overhead and crossed
Non -Life -Threatening / Medical Assist
Radio Call: "Code Blue"
Hand Signal: Straight Arms Out Position
Activating Emergency Medical Services
Broadcast of the "Code Red" radio call or giving the "arms overhead and crossed" hand signal will activate all
sideline medical staff who will report to the injury scene.
Game Day Emergency Response Equipment
Ambulance Location:
Southeast end zone tunnel (Visitor sideline)
Evacuation Zone
South end zone tunnel
Location of Transport Cart
Northeast tunnel (Visitor); Northwest tunnel (Home)
Location of LSB
Home team west 40-yard line behind player bench
Location of Defibrillator
30-yard line on EMS gurney - home team sideline (west side of field)
Location of AILS Medications
30-yard line on EMS gurney - home team sideline (west side of field)
Location of Airway Management Medications
30-yard line with AMP
Location of BLS Emergency Kits
Home team west 40-yard line behind player bench
Cool Zone Location
Northwest Tunnel
Game Day Receiving Facilities
Neurological Injury Facility: Harbor -UCLA Medical Center (L1)
Address
o Primary Contact:
o Emergency Phone: 424-306-4000
o Surgery Director:
o Surgery Supervisor: Denise Witfield
• Cell:310-429-1963
Non -Neurological Injury Facility Harbor -UCLA Medical Center (L1)
1000 W. Carson St., Torrance, CA. 90502
o Primary Contact:
20
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o Emergency Phone: 424-306-4000
o Surgery Director:
o Surgery Supervisor: Denise Witfield
• Cell:310-429-1963
Alternate Receiving Facility: Centinela Hospital Medical Center (1-3)
555 E Hardy St., Inglewood, CA. 90301
o Primary Contact:
o Emergency Phone: 310-673-4660
o Surgery Director:
o Surgery Supervisor:
4 See SoFi Stadium NFL Hospital Destination for Emergency Action Plans (Appendix A) at end of this
document for Stadium evacuation operating procedures.
Game Day Injury Response Procedures
Game Day Home Team Injury
In the event of an injury, the medical team's critical care triangle (CCT) will be the first to respond. The CCT
leader shall assume a position at the injured person's head. The other CCT members shall position themselves
at either side of the injured person. All club medical personnel are trained to effectively complete critical care
tasks associated with any position within the CCT, allowing for different medical team members to be assigned
various roles as circumstances dictate. When the CCT is on the field all medical staff will remain on alert and
be ready to respond to any needs communicated by the CCT. A medical staff member designated as the Medical
Relay will step from the sideline to a position offering a clear sightline through which all CCT needs can be
relayed to sideline medical personnel via radio and back up hand signals.
Following an initial injury assessment, members of the CCT will collaborate to determine an appropriate
management strategy. The CCT will signal to the sideline via radio and back up hand signals to communicate
the injury status and the level of support required to execute the decided upon management approach. To
reduce confusion and facilitate efficient care during injury management, the CCT will collaborate to determine
appropriate on -going injury management leadership and role delineation. The injury management leadership
role may be handed off to medical team members with specific expertise in the current medical and safe handling
needs. The following roles will be designated by the initial CCT leader during on -field injury management:
1. Team Leader
2. Medical Relay
3. Activation of EMS
4. EMS Escort
5. (2) Compressors
6. Defibrillator
7. (2) Airway Management
8. Medication (Draw, verify, and administer)
9. Recorder
10. Athletic Equipment Management
11. Preparation for Patient Transfer and Transport
12. Athlete Escort(s)
13. Notification of Receiving
14. Injury Surveillance and Response Backfill
Patient Handoff, Backfill, and Resumption of Activities
When injury care results in specialized medical intervention such as administration of specialized medications,
placement of airway support devices, or administration of paralytics, the medical team will collaborate to
21
Page 90 of 109
determine the most appropriate medical profession to escort the athlete during transport to the designated
receiving facility. Decisions regarding appropriate escort personnel will consider, among other factors:
1. Local and regional protocols;
2. Ability of EMS to maintain care during transport;
3. Ability to backfill vital roles with remaining medical personnel;
Prior to the resumption of activities, the medical team will hold a medical meeting to backfill roles and
communicate newly assigned responsibilities. When the medical team has adequately backfilled critical care
roles and responsibilities, the status of medical coverage will be communicated to league officials who may
decide on the appropriateness of resuming activities.
Game Day Visiting Team Injury
During incidences of player injury or illness both of our medical teams become one collaborative medical
unit. Our medical staff is here to aid and support your medical staff needs in every way possible. Should a
visiting team player become injured on the field, a member of our medical team will step out from the sidelines
and make themselves visible to your medical team. If there appears to have been a significant non -life -
threatening injury, a member of our team will come to the scene, identify themselves, and alert the entire home
team medical staff of a down athlete situation. Our alerted staff will then remain on the sideline ready to assist
your staff. Our on -site medical team representative will remain on -scene to facilitate any requested assistance
from our staff. If there is an injury that results in a medical emergency, look to our sideline, and give your
designated medical emergency hand signal. Our medical emergency hand signals and radio calls will be
communicated to initiate advanced life support (ALS).
Game Day Emergency Response Equipment
A full complement of ALS and BLS equipment assets are available to support the needs of your medical team.
The availability, location, and deployment of any requested or required assets will be reviewed during the league
required 60 Minutes Medical Meeting. If you have any questions regarding the availability of specific equipment
or procedures at this venue, please do not hesitate to contact our Head Athletic Trainer prior to your departure.
General Advanced Life -Support Procedures
On -Field Injury Management Leadership
Initially, injury management will be led by the visiting team's medical personnel in accordance with their existing
emergency action plan. During instances involving airway assistance or resuscitation, ALS providers, in
conjunction with appointed airway management and trauma physicians will collaborate to coordinate appropriate
care in accordance with local policies and procedures while the visiting team medical staff remains active in any
and all supportive roles.
When ALS providers determine that it is appropriate to evacuate the athlete from the field the visiting club's
medical personnel will oversee the collaborative effort to reposition, transfer, and prepare the athlete for transport
in accordance with their existing emergency action plan.
When EMS is required to aid in transport of a visiting team player who has sustained a non -life -threatening injury,
the visiting club's medical personnel will oversee the collaborative effort to reposition, transfer, and prepare the
athlete for transport in accordance with their existing emergency action plan.
Home team medical personnel not actively involved in providing care will work with the visiting team staff to
ensure continuity of care. This will include, but is not limited to, coordinating resources, ensuring proper handoff
of patient care, ensuring backfill of vital roles vacated by athlete escorts, and notification of appropriate receiving
facilities.
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Game Day Injury Evacuation
Athletes requiring evacuation using spinal motion restriction will be transferred to a long spine board using a
collaborative effort including your team medical personnel and local EMS with consideration of your medical
team preferences regarding transfer technique and equipment removal. Immobilized patients will then be
transferred to a medical cart and evacuated to the ambulance.
Mental Health Emergency Support
If an athlete or member of your staff needs mental support, contact our Mental Health Coordinator. If the
individual is in a life -threatening mental health crisis, call 911. When EMS has taken over patient care in the
ambulance, find out the name, location and contact information of the receiving facility. Contact our Mental
Health Coordinator or a member of the athletic training staff for further support.
23
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LA Charger
Medical Information for Teams Visitina Holl
Head Team Physician
Dr. David Gazzaniga
Office:
Cell: 949-945-8441
Director of Player Health,
Wellness, & Performance
Marco Zucconi
Cell: 415-259-7246
Head Athletic Trainer
Salvador Lopez
Cell: 559-408-8502
Unaffiliated Neuro
Consultant
Stationed at the home team
30-yard line
• (H) Dr. Mark Krueger
Office:
Cell: 323-496-4992
• (V)
Office:
Cell:
ATC Spotters
• (H) Paul -Wayne Mahlew
Cell: 408-821-7032
• (V) Don Kessler
Cell: 619-830-7532
LI Trauma
Harbor -UCLA Medical Center
1000 W Carson St., Torrance, CA. 90502
Hotline: 310-222-3900
Nearest
Harbor -UCLA Medical Center
1000 W Carson St., Torrance, CA. 90502
Hotline: 310-222-3900
Park and SoFi Stadium
Airway Management
Physician (AMP)
Stationed at the home team
30-yard line.
Dr. Roger Lewis
Cell: 310-720-1661
Visiting Team Medical
Liaison (VTML)
Dr. Roger Lewis
Office: Cell:
Mental Health Coordinator
Herb Martin
Office:
Cell: 858-945-8493
Emergency Medical
Services (ERP)
Stationed behind home
team defensive bench
Richard Becker
Cell: 818-262-6510
Head of Security
Bill Stetson
Office:
Cell: 619-990-7712
Alternate
Centinela Hospital Medical Center (III)
555 E. Hardy St., Inglewood, CA. 90301
Hotline
Radiology
Northwest tunnel
Technician: Gurdip Singh
Hotline: 714-906-9157
Ambulance Transport Cart
South Endzone Tunnel Northeast tunnel for visitors; Northwest tunnel for home
BLS Emergency Kit Spine board
Home team 40-yard line behind player bench Home team 40-yard line behind player bench
Splints/Immobilizers Defibrillator
Home team 40-yard line behind player bench Home sideline on gurney at 30 years line
Cool Zone Location Emergency Stadium Exit
Northwest tunnel South Endzone Tunnel
Life -Threatening Medical Emergency
Radio: "Code Red" radio call
Hand: Arms overhead and crossed
Leadership: First ATC or physician to respond
Airway Management: EMS
Resuscitation / Compressor Pool: Critical Care Triangle
Safe Handling: Critical Care Triangle
Equipment Removal: Critical Care Triangle
Evacuation: LSB to medical cart to gurney to ambulance
Handoff / Backfill: ATCs and EMS
SoFi Stadium
Non -Life -Threatening Medical Emergency
Radio: "Code Blue" radio call
Siqnal: Arms Straiqht Out Position
APPENDIX A
24
Page 93 of 109
NFL Hospital Destination for Emergency Action Plans (EAPs)
The NFL contracts with physicians from Cedars -Sinai and Harbor -UCLA Medical Centers for Airway
Management Physician (AMP) and Visiting Team Medical Liaison (VTML) services during Los Angeles Rams
and Los Angeles Chargers games, respectively. The EAPs for each team, therefore, list the primary
destination for players requiring game day medical care as Cedars -Sinai for Rams games and Harbor -UCLA
for Chargers games.
Certain medical and trauma conditions require specific destination routing to ensure time -sensitive access to
care. These conditions include: ST-elevation myocardial infarction (STEMI), medical cardiac arrest with return
of spontaneous circulation (ROSC) or refractory ventricular fibrillation (VF)/ventricular tachycardia (VT), Stroke,
and Trauma that meets Trauma Criteria, Guidelines, and/or Special Considerations as per Los Angeles County
EMS Ref. No. 506 and 506.1.
Game day contracted physicians from Cedars -Sinai and Harbor -UCLA will work with the Los Angeles County
Fire Department in the event of a game day medical emergency to ensure that patient destination for time
sensitive conditions occurs in the best interest for the patient based on Los Angeles County EMS destination
policies.
EMS Specialty Center receiving hospitals in the vicinity of SoFi stadium include the following:
Trauma
SRC
ECMO
CSC
PSC
MAR
Cedars -Sinai
Level
X
X
X
X
Centinela
-
-
-
-
X
X
Harbor -UCLA
Level
X
-
-
-
RR -UCLA
Level
X
X
X
X
Long Beach
Memorial
Level II
X
X
X
X
Providence LCOM
-
X
-
X
X
SRC —
STEMI Receiving Center
ECMO
— ECMO pilot participant
CSC —
Comprehensive Stroke Center
PSC —
Primary Stroke Center
MAR —
Most -accessible receiving
Patient destination:
Medical teams will discuss with Los Angeles County Fire Department regarding specialty center destination
transport times at the time of transport to ensure appropriate time -sensitive care.
Game -Insured player:
Los Angeles Chargers — Harbor -UCLA Medical Center
Los Angeles Rams — Cedars -Sinai Medical Center
25
Page 94 of 109
STEMI or ROSC:
Most accessible SRC within 30 minutes per Ref. No.
Cedars -Sinai Medical Center
Ronald Reagan -UCLA Medical Center
Harbor -UCLA Medical Center
Cardiac arrest with Refractory VF/VT:
If ECMO pilot candidate per ECMO Pilot Program Field Protocol
Cedars -Sinai Medical Center
Ronald Reagan -UCLA Medical Center
Long Beach Memorial Medical Center
Stroke Large Vessel Occlusion (LVO) suspected (per LAMS Score)
Most accessible CSC within 30 minutes per Ref. No.
Cedars -Sinai Medical Center
Ronald Reagan -UCLA Medical Center
Long Beach Memorial
Providence LCOM
Stroke LVO not suspected (per LAMS Score):
Closest stroke center per Ref. No. 521
Centinela Hospital Medical Center
26
Page 95 of 109
2024 TRAINING CAMP MEDICAL MASTER CALENDAR
7/15
Monday
-
ORTHO
-
GEN MED
-
DREW
-
EMS
-
MASSAGE
-
CHIRO
-
MRI SLOTS]
7/16
Tuesday
Rookies Report
-
-
-
-
-
-
On Call
7/17
Wednesday
PX:9:45-10:45am
-
-
-
-
-
-
-
7/18
Thursday
QBs / Injured Report
-
-
-
-
-
-
On Call
7/19
Friday
-
-
-
-
-
7/20
Saturday
-
-
-
-
7/21
Sunday
-
-
-
-
7/22
Monday
-
-
-
-
-
-
-
-
7/23
Tuesday
Vets Report
Petrigliano
Honsvall
-
Soft Cover
-
On Call
1
7/24
Wednesday
PX: 9-10:30am
Petrigliano
Honsvall
9:30am
Soft:9-10:30am
11-1pm
11, 11:30
2
7/25
Thursday
PX: 12-1:45pm
Ortho 2A
Gen Med 3
1 pm
Soft: 12-1:45pm
-
2, 2:30
3
7/26
Friday
PX: 3-5pm
Ortho 2B
Honsvall
4pm
Soft: 3-5pm
3-5pm
5:30, 6
4
7/27
Saturday
Night PX: 6:30-8:30pm
Ortho 2C
Gen Med 3
7:30pm
Soft: 6:30-8:30pm
3-5pm
On Call
7/28
Sunday
OFF
-
-
-
9am-11am
-
-
5
7/29
Monday
PX (Full Pads): 10-11:45am
Petrigliano
Honsvall
10:45am
Hard: 10am-12:15pm
-
12, 12:30
6
7/30
Tuesday
PX (Full Pads): 12-2pm
Ortho 2A
Gen Med 3
1 pm
Hard: 12-2:30pm
3-5pm
2:30, 3
7
7/31
Wednesday
PX: 2-4:30pm
Ortho 2B
Honsvall
3:30pm
Soft: 2-4:30pm
5
8
8/1
Thursday
PX (Full Pads): 4:30-7pm
Ortho 2C
Vigil
6pm
Hard: 4:30-7:30pm
On Call
9
8/2
Friday
Night PX (Full Pads): 7-9:30pm
Ortho 2A
Honsvall
8:30pm
Hard: 7-10pm
On Call
8/3
Saturday
OFF
-
-
-
-
9am-11am
-
-
10
8/4
Sunday
PX (Full Pads) vs LA Rams
11am-1:30 m
Petrigliano
Ortho 2A
Vigil
11am
Hard: 11am-2pm
2, 2:30, 3
11
8/5
Monday
PX:10am-12:30pm
11:30am
Soft: 10am-12:30pm
1
12
8/6
Tuesday
PX (Full Pads): 1-3:30pm
2:30pm
Hard: 1-4pm
4, 4:30
13
8/7
Wednesday
PX (Full Pad): 4-6:30pm
5:30pm
Hard: 4-7pm
On Call
14
8/8
Thursday
PX (Full Pads): 4-6:30pm
5:30pm
Hard: 4-7pm
On Call
Page 96 of 109
2024 TRAINING CAMP MEDICAL MASTER CALENDAR
15
8/9
Friday
PX: 2pm-4:30pm
3:30pm
Soft: 2-4pm
5, 5:30
•
Petrigliano
Vigil
8/11
Sunday
OFF
7(2),8(2)
Ortho 2A / 2B
2nd as needed
16
8/12
Monday
PX (Full Pads): 10am-12:30pm
11:30am
Hard: 10-1pm
1, 1:30
17
8/13
Tuesday
PX:12-2:30pm
1:30pm
Soft:12-2:30pm
3
PX (Full Pads) vs LA Rain
Petrigliano
18
8/14
Wednesday
11am
Hard: 11am-2pm
1:30, 2, 2:30
11 am-1:30pm
Ortho 2A / 2B
19
8/15
Thursday
PX:2-4:30pm
3:30pm
Soft:2-4:30pm
5
20
8/16
Friday
PX:2-4:30pm
3:30pm
Soft:2-4:30pm
5
•
• •
•.
1 •
• •
•Text
• N. •
IL
Petrigliano
Vigil
8/18
Sunday
OFF
7(2),8(2)
Ortho 2A / 2B
2nd as needed
21
8/19
Monday
PX (Full Pads): 10am-12:30pm
11:30am
Hard: 10am-1pm
1, 1:30
22
8/20
Tuesday
PX (Full Pads): 12-2:30pm
1:30pm
Hard: 12-3pm
3, 3:30
23
8/21
Wednesday
PX (Full Pads): 1lam-1:30pm
12:30pm
Hard: 11am-2pm
2, 2:30
24
8/22
Thursday
PX:2-4:30pm
3:30pm
Soft:2-4:30pm
5
25
8/23
Friday
PX:2-4:30pm
3:30pm
Soft:2-4:30pm
5
Petrigliano
Vigil
8/25
Sunday
OFF
-
_
_
TBD
Ortho 2A / 2B
2nd as needed
26
8/26
Monday
PX:10am-12pm
11am
Soft: 10-12pm
12:30
27
8/27
Tuesday
PX (Full Pads): 1-3:30pm
2:30pm
Hard: 1-4pm
4, 4:30
28
8/28
Wednesday
PX: 4-6pm
5pm
Soft: 4-6pm
On Call
Page 97 of 109
,,, M City Council Agenda Statement
E L S E G U N D O Meeting Date: July 2, 2024
Agenda Heading: Staff Presentations
Item Number: D.6
TITLE:
El Segundo Police Department Presentation on a Comprehensive Program to Address
the Unsheltered Homeless Population in El Segundo
RECOMMENDATION:
Receive and file El Segundo Police Department's presentation updating El
Segundo's strategies in addressing homelessness.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
None.
BACKGROUND:
In the latest update, approximately 75,518 individuals were identified as homeless in
Los Angeles County, suggesting an upward trend. According to the Los Angeles
Homeless Service Authority (LAHSA) 2023 census, El Segundo is not exempt from this
issue. During the homeless count on January 24, 2024, 13 individuals were observed
and counted, along with 42 dwellings consisting of vehicles, campers, tents, and
makeshift shelters.
While a person's status of homelessness itself is not a crime, specific activities
associated actions can constitute violations of state or local laws, such as the
accumulation of trash and debris at encampments, which can pose safety risks like
accidental fires.
The U.S. Supreme Court is currently considering and is expected to soon issue a ruling
on a case from the federal Ninth Circuit Court of Appeals (which includes California) that
will shape cities' abilities to regulate and enforce activities associated with
homelessness. The Supreme Court's ruling on City of Grants Pass, Oregon v. Johnson
will assess the Ninth Circuit standard set in a previous 2018 case from Boise, Idaho that
Page 98 of 109
City of El Segundo Homelessness Presentation
July 2, 2024
Page 2 of 3
prosecuting people for sleeping on the sidewalks violated the 8th Amendment's ban on
cruel and unusual punishment if a city failed to provide adequate shelter.
DISCUSSION:
The El Segundo Police Department (ESPD) proposes a new collaborative approach
within the City to tackle ongoing challenges concerning homelessness. This initiative
involves launching the Proactive Approach to Combating Homelessness in El Segundo
("PATCHES Program"), which will operate under the general direction of the City
Manager's Office. Day to day operations will be managed jointly by the Police and Fire
Departments. The goals and objectives of the PATCHES Program are as follows:
• Decrease homelessness
• Strengthen ties with service providers
• Introduce diversion strategies to deter criminal activities and encampments
• Foster a cleaner and safer community for all
The PATCHES team will include representatives from various City departments: City
Manager's Office, Police Department, Fire Department, Recreation, Parks, and Library,
Public Works, and Community Development - Code Enforcement. The PATCHES team
will seek consultation from the City Attorney's Office, as needed, to ensure that all
activities related to homelessness adhere to legal standards. The Los Angeles County
Department of Public Health and other regional service providers will also play an
important role.
The Program aims to establish a responsive team that will maintain regular
communication and convene monthly to devise effective strategies for addressing
homelessness, sharing information, and pursuing solutions. Monthly meetings will
feature leaders from each department discussing issues and brainstorming solutions.
To enhance outreach efforts, the Police and Fire Departments will engage with
homeless individuals, provide transportation to shelters as needed, and establish
connections with service providers. Public Works will provide logistical support by
transporting bulky property to the City Yard, dismantling encampments, and managing
necessary cleanup operations.
The Program will initially operate as a six-month pilot program, focusing on key
performance indicators such as the total number of homeless contacts, homeless -
related service calls, the number of homeless individuals sheltered, and those receiving
various services. This will allow us to better track outreach efforts, services provided
and outcomes.
Page 99 of 109
City of El Segundo Homelessness Presentation
July 2, 2024
Page 3 of 3
CITY STRATEGIC PLAN COMPLIANCE:
Goal 2: Optimize Community Safety and Preparedness
Strategy A: Comprehensively address the unsheltered homeless population.
PREPARED BY:
Amanda O'Donnell, Executive Assistant to Chief of Police
REVIEWED BY:
Saul Rodriguez, Police Chief
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
None
Page 100 of 109
City Council Agenda Statement
Meeting Date: July 2, 2024
F I, t', �' t I) 0Agenda Heading: Committees, Commissions and Boards
Presentations
Item Number: E.7
TITLE:
Arts & Culture Advisory Committee Bylaws Amendments
RECOMMENDATION:
1. Approve proposed amendments to the Arts & Culture Advisory Committee's
bylaws.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
None
BACKGROUND:
The Arts and Culture Advisory Committee promotes the growth of public art, events and
cultural programs in El Segundo to foster economic development, create vital public
spaces, and enhance general health and welfare by contributing to a more desirable
community in which to live, work, and visit. The Arts and Culture Advisory Committee
advises on the new "Cultural Development Program" that was approved by City Council
in November 2019. It is an 11-member Committee and members must be El Segundo
residents or vested in the arts; and two members of City Council. The Arts and Culture
Advisory Committee was established by the City Council on August 2, 2016 and was
added to the City's Local Appointment List pursuant to Government Code § 54972. The
Arts and Culture Advisory Committee updated their bylaws on February 6, 2018 to add
four additional members.
DISCUSSION:
With 11 members, the Arts & Culture Advisory Committee has the highest membership
of all CCBs in El Segundo. Within the Committee's bylaws, quorum was determined
with the current membership in mind, specifying that six (6) members must be present
at meetings for the Committee to take action.
Page 101 of 109
Approval of amendments to the Arts & Culture Advisory Committee's bylaws as it
pertains to membership and quorum.
July 2, 2024
Page 2 of 3
Over the past year, the Committee has experienced a high vacancy rate with three (3)
vacancies which has required six (6) of the eight (8) currently appointed members to
attend meetings to meet quorum. The current bylaws pose a challenge for the
Committee to maintain regular meetings as the requirement for quorum is
disproportionate to the number of currently appointed members.
To ensure the Committee is able to function efficiently by maintaining a regular meeting
schedule and take action as needed, on June 11, 2024 the Committee voted
unanimously to approve proposed amendments to their bylaws where quorum would be
defined as a majority of the currently appointed Arts & Culture Advisory Committee
members.
After reviewing the bylaws for this proposed amendment, the Committee also raised
concerns on the definition of "Membership" as it states, "The ACC shall be composed of
eleven (11) voting members...". The Committee felt that this language could be
interpreted to mean that having any less than 11 currently appointed members could
violate the bylaws and not allow them to meet. The Committee proposed and approved
a recommendation to amend the definition of membership to state that "the ACC shall
be composed of up to eleven (11) voting members" to ensure they are compliant with
the bylaws when the Committee has vacancies.
Accordingly, the Committee approved the following proposed changes to its bylaws at a
special meeting on June 11, 2024:
Wherein ARTICLE IV — MEMBERSHIP states:
The ACC shall be composed of eleven (11) voting members who live or work in
the City of El Segundo
Proposed Amendment:
The ACC shall be composed of up to eleven (11) voting members who live or work
in the City of El Segundo
Wherein ARTICLE V — MEETINGS, SECTION VI- QUORUM states:
A majority of the ACC (six members) shall constitute a quorum. A quorum is
necessary for action by the ACC.
Proposed Amendment:
A majority of the currently appointed ACC shall constitute a quorum. A quorum is
necessary for action by the ACC.
In staff's consultation with the City Attorney's office regarding the proposed
amendments, it was proposed that the Council alternatively consider the addition of a
minimum number of voting members in Article IV. The proposed "up to eleven (11)
voting members" language does not account for a lower "floor" of members which could
result in a small membership if numerous vacancies occur and are not expeditiously
Page 102 of 109
Approval of amendments to the Arts & Culture Advisory Committee's bylaws as it
pertains to membership and quorum.
July 2, 2024
Page 3 of 3
filled. Therefore, the Council could add a minimum number, for example at least seven
members, for a range of membership with both a minimum and a maximum.
Another avenue is for the Council to maintain a single membership number (currently
11), and lower it to nine voting members, while maintaining a traditional quorum (i.e.,
five -member quorum for nine total members). This would be more consistent with other
City CCB membership and quorum requirements.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 3 - Deliver Solution -Oriented Customer Service, Communications, Diversity,
Equity, and Inclusion
PREPARED BY:
Randy Niessen, Cultural Arts Coordinator
REVIEWED BY:
Aly Mancini, Recreation, Parks and Library Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. ACC_Bylaws_-_Updated_2.15.23_FINALrevised
Page 103 of 109
BYLAWS OF THE
ARTS AND CULTURE ADVISORY COMMITTEE
Amended January 15, 2023
ARTICLE I — NAME
The name of this organization shall be the Arts and Culture Advisory Committee otherwise known as
the ACC.
ARTICLE II — PURPOSE
The purpose of the ACC is to advise the City Council on matters related to art and culture in the El
Segundo community as well as the planning and installation of public art and cultural programming.
The ACC shall serve as a forum for effective collaboration leading to the growth of art and culture
in the City of El Segundo. The committee is a standing advisory committee that serves at the behest
of the City Council.
ARTICLE III - QUALIFICATIONS
Members of the ACC shall be of representatives of the community who live or work within the City of
El Segundo.
ARTICLE IV - MEMBERSHIP
The ACC shall be composed of up to eleven (11) voting members who live or work in the City of El
Segundo. ACC members shall represent a variety of backgrounds representative of the arts including
but not limited to creative art, technology, and science.
Section I - Selection of Members
The City of El Segundo shall advertise and solicit applications to fill any vacant positions that
may occur. After the application period has closed, the chair and vice -chair shall review the
applications and recommend candidates to the City Council for interview. The City Council
may interview candidates and will make all appointments pursuant to Government Code
§40605. A candidate may not serve on the committee without City Council final approval.
Section II- Interviews
The City of El Segundo City Council may hold interviews twice a year.
Section III- Term of Office
The term for ACC members is three (3) years without term limits.
Section IV - Compensation
ACC members are not compensated.
Section V — Removing a Member
Members of the ACC shall serve at the pleasure of the City Council and may be removed at any
time, without cause, by a majority vote of the City Council.
Page 1 of 4
Page 104 of 109
Section VI— Removing a Member Due to Absences
When any member has three (3) or more absences within a 12-month period, the Committee
may recommend removal of the subject member, and the member's seat would be deemed
vacant by a majority vote of the City Council.
Section VII — Removing a Member Due to Conduct
The ACC Chair may make a recommendation to City Council to remove a member based on
conduct, and that member may be removed by a majority vote of City Council.
Section VIII — El Segundo City Employee Eligibility
City Employees are not eligible for ACC membership.
ARTICLE V - MEETINGS
All meetings shall be open and public pursuant to the Government Code of the State of California.
Section I - Regular Meetings
Regular Meetings of the ACC shall be monthly on the 4th Tuesday of the month at 5:30 p.m.
Section II - Special Meetings
Special meetings of the committee may be held at any time upon the call of the chair or a
majority of the voting members. The chair or a majority of the ACC shall determine the time
and place of the special meeting. Special meetings must be noticed 24 hours in advance of the
meeting.
Section III- General Meeting
At its regular meeting in January of each year, ACC members will elect chair and vice -chair as
well as discuss any other long-term initiatives for the year.
Section IV- Joint Meeting with City Council
The ACC will participate in an annual joint meeting with the City Council and representatives
from each of the City's commissions, committees and boards.
Section V- Workplan Update at a City Council Meeting
A member of the ACC will present an update at a City Council Meeting on the committee's
work plan and progress.
Section VI - Quorum
A majority of the currently appointed ACC
quorum is necessary for action by the ACC.
Section VI - Voting
Each member shall have one vote.
(six members) shall constitute a quorum. A
Section VII - Meeting Procedures
Except as otherwise provided by these bylaws or City Council Resolutions the ACC will follow
the latest edition of Robert's Rules of Order for the orderly conduct of meetings.
Page 2 of 4
Page 105 of 109
ARTICLE VI - OFFICERS
Officers of the ACC shall be a chair and a vice -chair. Term of chair and vice -chair shall be for one (1)
year. Duties of the officers shall conform to the regular parliamentary duties as set for by Robert's Rules
of Order or similar rules of parliamentary procedure, e.g. Rosenburg's Rules of Order. These bylaws'
terms will supersede any conflicting parliamentary procedural rule. Failure to strictly follow
parliamentary guidelines will not itself invalidate any committee action.
Section I - Chair
The chairperson shall preside over the meetings of the ACC.
Section II — Vice -Chair
During the absence, disability or disqualification of the chair, the vice -chair shall perform all
the duties and be subject to all the responsibilities of the chair. The vice -chair shall succeed the
chair if he/she/they vacates the office before the term expires. A new vice -chair shall be elected
at the next regular meeting.
Section III - Duties of the ACC
It is intended that the ACC shall be an advisory body to the City Council. Nothing herein
contained should be construed as a limitation on the power of the City Council or the
administrative staff of the City in their supervision or authority over property or personnel under
their jurisdictions.
ARTICLE VII - OFFICIAL DOCUMENTS
Section I- Minutes
Minutes of all meetings should be prepared and maintained with the ACC records. Copies shall
be distributed to the ACC, City Council and City Clerk. Minutes shall be posted on the City's
website following ACC approval.
Section II- Distribution of Documents
Preparation and distribution of ACC documents to the City Council, City Clerk, ACC members
and via email to members of the public who requested to receive ACC meeting notifications
shall be the responsibility of the designated employee as identified by the City Manager.
ARTICLE VIII — CONDUCT OF MEMBERS
Section I - Representing the ACC
ACC members shall make no personal commitment to speak on behalf of the ACC, nor make
any statements or take actions representing the ACC, without majority approval.
Section II - Conflict of Interest
Members of ACC shall abstain from participating in any matter to come before the ACC in
which he, she, or they has any direct or indirect economic interest. Should conflict of interest
exist, the ACC member shall remove himself/herself/themself from discussions and abstain
from voting. A yearly Conflict of Interest Statement (Form 700) shall be filed with the City
Clerk.
Page 3 of 4
Page 106 of 109
Section III — Conduct at Meetings
Meetings will be conducted based upon the latest edition of Robert's Rules of Order (or similar
rules of parliamentary procedure, e.g. Rosenburg's Rules of Order). Where there is a conflict
between the parliamentary guidelines and these bylaws, the bylaws should have precedence.
Failure to strictly follow parliamentary guidelines shall not invalidate an action of the
committee.
ARTICLE IX — ASSISTANCE OF STAFF
The Recreation, Parks and Library Director shall provide the ACC with such information and staff
assistance as the ACC may reasonably request from time to time; subject to the limitations imposed by
City Council. The staff member designated by the Recreation, Parks and Library Director shall confer
with the department head to determine if a request for research by the committee requires extra
dedication and staff time that may not be available.
ARTICLE X — BYLAW AMENDMENTS
These bylaws may be amended by simple majority of those voting at any legal meeting of the ACC.
Such amendments must be approved by the City Council.
ARTICLE XI — CCB RECESS
The ACC may be placed on a short or extended recess by a majority vote of the City Council. City
Council may determine if a recess is necessary based on the ACC's workload and progress towards
accomplishing assigned City Council objectives.
ARTICLE XII — DISSOLUTION
The ACC may be dissolved by a majority vote of the City Council.
Page 4 of 4
Page 107 of 109
City Council Agenda Statement
F I, F G t I) O Meeting Date: July 2, 2024
Agenda Heading: Council Member Baldino
Item Number: 8
TITLE:
Recreation Park Renovation Subcommittee Expansion and Name Change
RECOMMENDATION:
1. Approve Recreation Park Renovation Committee expansion and name change.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
None.
BACKGROUND:
The City is currently in the conceptual design phase for a renovation of several
amenities within Recreation Park. The City Council has established a Recreation Park
Renovation Subcommittee to provide guidance and support to staff and consultants as
the project advances. The current members of the Recreation Park Renovation
Subcommittee include Council Member Baldino, Council Member Pirsztuk,
Commissioner Bob Motta and City staff.
DISCUSSION:
Councilmember Baldino has requested that the committee's work be expanded to
include oversight of other park projects that may be planned, including the future
renovations to Hilltop Park. To better reflect the additional duties of the subcommittee,
staff is proposing that the name of the subcommittee be "Park Renovation Committee".
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Develop and Maintain Quality Infrastructure and Technology
Page 108 of 109
Recreation Park Renovation Committee Expansion and Name Change
July 2, 2024
Page 2 of 2
Strategy A: Seek opportunities to implement and expedite the projects in the Capital
Improvement Program and ensure that City -owned infrastructure is well maintained,
including streets, entryways, and facilities.
PREPARED BY:
Aly Mancini, Recreation, Parks and Library Director
REVIEWED BY:
Aly Mancini, Recreation, Parks and Library Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
None
Page 109 of 109