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2001 JUN 19 CC PACKETAGEND]
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items
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 portion of the Meeting Additionally, the
Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time lunit for
comments is five (5) minutes per person
Befoi e speaking to the City Council, please come to the podium and state Your name and residence and the organization you
represent, if desired Please respect the time limits
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's
Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) The request must include a brief
general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be
permitted durmg meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not
exceed five (5) minutes in length
in compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 19, 2001 - 5:00 P.M.
Next Resolution # 4218
Next Ordinance # 1337
5.00 PM Session
CALL TO ORDER - Pursuant to Gov't Code §54953, Council Member John Gaines will be attending
this portion of the meeting by telephone conference from the following location: Crystal Gateway
Marriott Hotel, Room 363, 1700 Jefferson Davis Highway, Arlington, VA 22202.
ROLL CALL
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including the Brown Act
(Government Code §54950, et seg.) 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 Gov't Code §54957 (Personnel), and/or conferring with the City's Labor Negotiators as
follows
�� z
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956 9(a))
1 Jeffrey Capistran v El Segundo, LASC Case No YC 038535
2 El Segundo v Trio Manufacturing, LASC Case No YC039567
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Gov't Code §54956 9(b)• -1- potential case (no further public
statement is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c) -4- matters
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None
CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957 6) — None
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None
SPECIAL MATTER — (Pursuant to Gov't Code §54953, Council Member John Gaines will be
attending this portion of the meeting by telephone conference from the following location: Crystal
Gateway Marriott Hotel, Room 363, 1700 Jefferson Davis Highway, Arlington, VA 22202.)
Interviews of candidates to Committees, Commissions and Boards (Interviews to commence
at approximately 5 40 o in )
Recommendation — Interview candidates.
ii(,2
Gti Y a AGEND]
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda Items
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 portion of the Meeting Additionally, 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
Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you
represent, if desired Please respect the time limits
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's
Office at least six days prior to the City Council Meeting (by 2 00 p in the prior Tuesday) The request must include a brief
general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be
permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not
exceed five (5) minutes in length
In compliance with the Americans with Disabilities Act, ifyou need special assistance to participate to this meeting, please contact City Clerk, 524 -2305
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 19,2001 - 7:00 P.M.
7:00 PM Session
CALL TO ORDER
INVOCATION — Rev Timothy Schepman, Saint John's Lutheran Church
PLEDGE OF ALLEGIANCE — Council Member Kelly McDowell
PRESENTATIONS
ROLL CALL
Next Resolution # 4218
Next Ordinance # 1337
QG3
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 identtfy 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
(a) Written request by Peggy Tyrrell to discuss the results of the citizen circulated petition to
keep Main Street 4 lanes
Requesting Party's Recommendation —
(1) Council acknowledge the ORIGINAL 4 -LANE configuration on Main Street
petition and vote to return Main Street to its ORIGINAL 4 -LANE configuration,
or
(2) Put the issue of 2 -lanes versus the ORIGINAL 4 -LANE configuration to an
official City ballot vote.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on this Agenda by title only
Recommendation - Approval.
B. SPECIAL ORDERS OF BUSINESS - NONE
C. UNFINISHED BUSINESS —
Status Report on the City's Residential Sound Insulation (RSI) Program, and acceptance of a
$2,000,000 grant from the FAA to be used in the next phase of the RSI program
Recommendation —
(a) Receive and file report; and
(b) Authorize Mayor to accept the $2,000,000 grant offer from the FAA.
The slurry sealing of the 300, 400 and 500 blocks of Main St. and restnping of the street to
the original four -lane configuration with parallel parking on both sides (Fiscal Impact =
$25,66552)
Recommendation —
(a) Approve a four -lane configuration of the 300 -500 blocks of Main Street.
(b) Direct staff to slurry seat and restripe the 300 -500 blocks of Main Street.
(c) Direct staff to inform consultants for Main Street design and engineering that
only a four -lane design will be considered.
004
Risk Management Organizational Study
Recommendation —
(a) Receive and file Risk Management Organizational Study
(b) Consolidate the City's Risk Management function under the Director of
Administrative Services as of October 1, 2001
(c) Authorize settlement authority to the Risk Manager for claims to $10,000 and to
the City Manager between $10,000 and $25,000. Claims above $25,000 would
need City Council approval.
(d) Approve option of Combination of In- house /Contracted Risk Management split
D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS
4 Announce appointments to the various Committees. Commissions and Boards
Recommendation —
(a) Announce appointments;
(b) Extend terms of Library Board of Trustees and Senior Citizens Housing
Corporation Board to expire June 30, 2001;
(c) Continue recruitment for vacancies on Committees, Commissions and Boards.
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unammously If a call for
discussion of an item is made, the item(s) will be considered individually under the next heading of business.
Warrant Numbers 2518023- 2518259 on Register No 17 in total amount of $831,616 38, and
Wire Transfers in the amount of $268,377.19
Recommendation - Approve Warrant Demand Register and Authorize staff to release.
Ratify: Payroll and Employee Benefit checks; checks released early due to contracts or
agreements; emergency disbursements and /or adjustments; and wire transfers from
05/26101 to 06/08/01.
6 City Council meeting minutes of June 5, 2001
Recommendation - Approval.
7 Annual destruction of identified records in accordance with the provisions of Section 34090 of
the Government Code of the State of California The City Attorney has consented to the plan
for records destruction
Recommendation — Approve Resolution authorizing the destruction of certain records.
Consideration of a third amendment to the City's employment agreement with the City
Manager granting a cost -of -h ing salary_adiustment effective July 1. 2001.
Recommendation — Approve the third amendment to the City's employment agreement
with the City Manager and authorize the Finance Department to implement the
necessary salary adjustments.
005
Funding Agreement between the City of El Segundo and the El Segundo Umfied School
District for the period October 1, 2001 to September 30, 2002 to provide student services and
maintenance of school facilities (Fiscal Impact $250,000)
Recommendation — Approve funding agreement between the City of El Segundo and the
El Segundo Unified School District.
10 Adoption of Accounts Receivable Collection and Write -off Policy
Recommendation —
(a) Approve Accounts Receivable Policy.
(b) Give Director of Finance (Director of Administrative Services as of October 1,
2001) authorization to send outstanding accounts receivables to Credit Bureau of
Santa Monica for collection.
(c) Formally write off outstanding accounts receivables greater than 180 days old as
of September 30, 2000.
11 Approval of Contract with Decision Management Company, Inc to provide Phase 1 of the
Document Imaging and Records Management protect
Recommendation —
(a) Approve Contract.
(b) Authorize the Mayor to execute the document.
12. Acceptance of the Parking Lot Reconstruction Project — PW 00 -19 (final contract amount
$42.400 00) — Approved Capital Improvement Protect
Recommendation —
(a) Accept the work as complete.
(b) Authorize the City Clerk to file the General Services Manager's Notice of
Completion in the County Recorders Office.
(c) Authorize staff to withhold a $4,240 retention (10% of contract amount) until the
Contractor has replaced the damaged parking lot light.
13 Adopt plans and specifications for Sycamore Park Imgahon System Replacement — Approved
Capital Improvement Protect— Protect No PW 00 -17 (estimated cost= $30,000)
Recommendation —
(a) Adopt plans and specifications.
(b) Authorize staff to advertise the project for receipt of construction bids.
O0G
14 Award contract to Pavement Coatings Company for fiscal year 2000 -2001 slurry seal —
Approved Capital Improvement Project— Project No PW 01 -04 (contract amount=
$132,796 73 primary bid and $26,665 52 for the alternate Main Street bid)
Recommendation —
(a) Approve an appropriation of $35,000.00 from unallocated Gasoline Tax Funds.
(b) Award contract to the lowest responsible bidder, Pavement Coatings Company,
in the amount of $132,796.73 primary bid and $26,665.52 alternate Main Street
bid, if approved.
(b) Authorize the City Manager to execute the standard Public Works contract after
approval as to form by the City Attorney.
15 Award of contract to Castillo Western Industrial Contractors for replacement of 24" water
valve and water system booster pump no 2 — Approved Capital Improvement Project —
Prolect No PW 01 -03 (contract amount = $95,300 00)
Recommendation —
(a) Award contract to the lowest responsible bidder, Castillo Western Industrial
Contractors in the amount of $95,300.00.
(b) Authorize the City Manager to sign the standard Public Works construction
agreement after approval as to form by the City Attorney.
16 Agreement with Sverdrup Civic, Inc to provide construction engineering services for the
rehabilitation of Sanitary Sewer Pump Station No 13 (estimated cost = $95,000 00) —
Approved Capital Improvement Project.
Recommendation —
(a) Authorize an allocation of $95,000.00 from unallocated Capital Improvement
Funds.
(b) Approve the standard agreement and authorize the City Manager to execute the
agreement on behalf of the City.
17 Revocable lease agreement between the City of El Segundo and JetCom Aviation, Inc., to
lease a portion of City property at 630 South Douglas Street (annual revenue = $9,480 00)
Recommendation — Approve the lease agreement and authorize the City Manager to
execute the agreement on behalf of the City.
18 City consultant agreement with AKM Consulting Engineers for professional services to
develop a Sewer Master Plan (Fiscal Impact = $161,850 00 from the Infrastructure
Replacement Fund)
Recommendation —
(a) Authorize an allocation of $161,850.00 from the Infrastructure Replacement
Fund.
(b) Approve standard agreement and authorize the City Manager to execute the
agreement on behalf of the City.
007
19 Acceptance of a $50,000 California Defense Retention Matching Grant from the State of
California — Technology, Trade and Commerce Agency, Office of Military Base Retention
and Reuse, vending availability of City of El Segundo matching funds
Recommendation — Accept State grant funds pending availability of City of El Segundo
matching funds in FY 2001 -02 budget.
20 Examination plans for the Personnel Merit System lob classification of Management Analyst
Recommendation — Approve the Examination Plan.
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS -
21 Presentation on the progress of the City Web Committee and request to approve $25,000 to
develov El Segundo's web site
Recommendation — Approve an addendum to contract #2860 not to exceed $25,000 with
Idyll Mountain Internet to continue developing El Segundo's new web site. Also
authorize the City Manager to sign the addendum.
22 A request to approve and authorize execution of a Letter of Intent for the property located at
121 W Grand Avenue and to secure the services of a real property negotiator
Recommendation — Approve and authorize execution of a Letter of Intent to negotiate
for the possible lease or purchase of the property located at 121 W. Grand Avenue, and
authorize a professional services contract with a real property negotiator in an amount
not to exceed $10,000.
G. REPORTS - CITY MANAGER - NONE
H. REPORTS — CITY ATTORNEY - NONE
1. REPORTS - CITY CLERK —
23 Request Council consensus to cancel July 3, 2001 Council Meeting
Recommendation —
(a) Discussion.
(b) Approve cancellation of July 3, 2001 meeting.
J. REPORTS - CITY TREASURER - NONE
K. REPORTS - CITY COUNCIL MEMBERS
Council Member McDowell - NONE
Council Member Gaines - NONE
Council Member Wernick - NONE
() (f 8
Mayor Pro Tern Jacobs - NONE
Mayor Gordon — NONE
PUBLIC COMMUNICATIONS - (Related to Citv Business Only - 5 minute limit) Individuals who have
received value of $50 or more to communicate to the City Council on behalf of another, and employees spealang 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
MEMORIALS
CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including the Brown Act
(Government Code Sec 54960, et seM c ) 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, as follows
Continuation of matters listed on the City Council Agenda for 5 00 p in , June 19, 2001 under "Closed
Session" (if needed)
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT — In memory of Catherine Murray, wife of former El Segundo employee, Ron Murray
POSTED
DATE
TIME -
NAME
061901 ag
0 9
June 11. 2001
RECEIVED
CITY CLERK'S OFFICE
2C21 ''!" 12 t'1 g, 13
Subject Written Request to place an item on the June 19, 2001 El Segundo City Council
agenda
AGENDA ITEM —
Results of the citizen circulated petition "WE THE UNDERSIGNED WANT MAIN STREET
TO KEEP IT'S ORIGINAL 4 —LANE CONFIGURATION"
RECOMMENDATION —
l �
a) Council acknowledge the ORIGINAL 4 —LANE configuration on Main Street petition and vote
to return Main Street to it's ORIGINAL 4 -LANE configuration, or
b) Put the issue of 2 -lanes versus the ORIGINAL 4 -LANE configuration to an official City ballot
vote
Peggy Tyrrell
Please type the name of the petition as it appears on the petition A copy of the petition is on the
reverse side of this sheet.
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EL SEGUNDO CITY COUNCIL MEETING DATE- June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING Unfinished Business
AGENDA DESCRIPTION
Status report on the City's Residential Sound Insulation (RSI) Program, and
acceptance of a $2,000,000 grant from the FAA to be used in the next phase of
the RSI Program
RECOMMENDED COUNCIL ACTION*
1) Receive and file report and,
2) Authorize Mayor to accept the $2,000,000 grant offer from the FAA
BACKGROUND & DISCUSSION
The following information is a status report of the City's Residential Sound
Insulation Program The report is especially timely given the increased level of
activity as Phases 6 and 7 come to a close and Phase 8 begins in July Here are
a few program highlights
• Sound insulation improvements are currently being made to 22 single family
homes and 37 multifamily dwelling units
• When the Phase 8 is finished a total of 84 single family and 82 multifamily
homes will have been improved
• The average cost for sound insulating a single - family home is $19,600 and
$13,100 for multifamily units (a heating and air conditioning system can be
provided if the owner pays any amount over the $3,500 contract allowance)
• The average cost in other cities, such as Inglewood, is about $11,000 more
per unit (this figure includes full air conditioning)
ATTACHED SUPPORTING DOCUMENTS-
FAA Grant AIP 3- 06- 0139 -NU
Aircraft Noise Mitigation Map
IMPACT*
Operating Budget
N/A
Amount Requested,
N/A
Account Number-
N/A
Project Phase
N/A
Appropriation required:
N/A
DATE
en, Director
Economic and Development Services
DATE
/i
Mary! trr4nn, City Manager
6 � �
1
City Council Staff Report
June 19, 2001
BACKGROUND & DISCUSSION (Cont)*
The Federal Aviation Administration has just approved an additional $2,000,000
in funding (Program No 3 -06- 0139 -NU) that will be available for Phase 9 A
Request For Proposal will be distributed to interested sound Insulation
consultants In the upcoming weeks It is anticipated as many as 50 single family
homes and 50 multifamily units will be improved with the available funding
In the interim, a workshop for El Segundo residents will be scheduled In the
upcoming weeks John Kaytor, the City's sound insulation consultant, will
provide Information on program qualification, assistance through the Community
Development Block Grant Program, and answer questions from Interested
homeowners John will also give an overview of the Phase 8 work program
schedule during his status report at the City Council meeting
013
c;
US Department
of Transportation
Federal Aviation
Administration
GRANT AGREEMENT
Part 1- Offer
Date of Offer MAY 31 2001
Los Angeles International Airport /Planning Area
Project No 3.08- 0139 -NU
Contract No DTFA08 -01 -C -21388
TO City of El Segundo, California
(herein called the "Sponsor ")
FROM The United States of America (acting through the Federal Aviation Administration,
herein called the "FAA')
WHEREAS, the Sponsor has submitted to the FAA Project Application dated March 30, 2000 for a grant of Federal
funds for a project at or associated with the Los Angeles International Airport/Planning Area which Project
Application, as approved by the FAA, is hereby incorporated herein and made part hereof, and
WHEREAS, the FAA has approved a project for the Airport or Planning Area (herein called the "Project!') consisting
of the following
Noise mitigation measures for residences within 75 DNL in the city of El Segundo
(approximately 100 units)
all as more particularly described in the Project Application
Page 1 of 4 Pages 0 1 4
NOW THEREFORE, pursuant to and for the purpose of carrying out the provisions of the Airport and Airway
improvement Act of 1982, as amended by the Airport and Airway Safety and Capacity Expansion Act of 1987, herein
called the "Act," and /or the Aviation Safety and Noise Abatement Act of 1979, and in consideration of (a) the
Sponsors adoption and ratification of the representations and assurances contained in said Project Application and
its acceptance of this Offer as hereinafter provided, and (b) the benefits to accrue to the United States and the public
from the accomplishment of the Project and compliance with the assurances and condibons as herein provided, THE
FEDERAL AVIATION ADMINISTRATION, FOR AND ON BEHALF OF THE UNITED STATES, HEREBY OFFERS
AND AGREES to pay, as the United States share of the allowable costs incurred in accomplishing the Project, 80 00
percent of those eligible project costs
The Offer is made on and subject to the following terms and conditions
Conditions
The maximum obligation of the United States payable under this offer shall be
$2,000,000 00
For the purposes of any future grant amendments which may increase the foregoing maximum
obligation of the United States under the provisions of Section 512(b) of the Act, the following
amounts are being specified for this purpose
$ 000 for planning
$2,000,000 00 for airport development or
noise program implementation
2 The allowable costs of the project shall not include any costs determined by the FAA to be ineligible for
consideration as to allowability under the Act
3 Payment of the United States share of the allowable project costs will be made pursuant to and in
accordance with the provisions of such regulations and procedures as the Secretary shall prescribe
Final determination of the United States share will be based upon the final audit of the total amount of
allowable project costs and settlement will be made for any upward or downward adjustments to the
Federal share of costs
4 The Sponsor shall carry out and complete the Project without undue delays and in accordance with the
terms hereof, and such regulations and procedures as the Secretary shall prescribe, and agrees to
comply with the assurances which were made part of the project application
5 The FAA reserves the right to amend or withdraw this offer at any time prior to its acceptance by the
sponsor
6 This offer shall expire and the United States shall not be obligated to pay any part of the costs of the
project unless this offer has been accepted by the sponsor on or before September 30, 2001 or such
subsequent date as may be prescribed in writing by the FAA
7 The Sponsor shall take all steps, including litigation if necessary, to recover Federal funds spent
fraudulently, wastefully, or in violation of Federal antitrust statutes, or misused in any other manner in any
project upon which Federal funds have been expended For the purposes of this grant agreement, the
term "Federal funds" means funds however used or disbursed by the Sponsor that were originally paid
pursuant to this or any other Federal grant agreement It shall obtain the approval of the Secretary as to
any determination of the amount of the Federal share of such funds It shall return the recovered Federal
share, including funds recovered by settlement, order orjudgment, to the Secretary It shall furnish to the
Secretary, upon request, all documents and records pertaining to the determination of the amount of the
Federal share or to any settlement, litigation, negotiation, or other efforts taken to recover such funds All
settlements or other final positions of the Sponsor, in court or otherwise, involving the recovery of such
Federal share shall be approved in advance by the Secretary
The United States shall not be responsible or liable for damage to property or injury to persons which
may arse from, or be incident to, compliance with this grant agreement.
Page 2 of 4 Pages i , 1
9 Buy American Requirement Unless otherwise approved by the FAA, it will not acquire or permit any
contractor or subcontractor to acquire any steel or manufactured products produced outside the United
States, to be used for any project for airport development or noise compatibility for which funds are
provided under this grant The sponsor will include in every contract a provision implementing this
special condition
10 It is understood and agreed by and between the parties hereto that this Grant Offer is made and
accepted upon basis of preliminary plans and specifications, and the parties agree that within 180
calendar days from the date of acceptance of this Grant Offer, the Sponsor shall furnish final plans and
specifications to the FAA, and that no construction work will be commenced hereunder, and that no
contract will be awarded for the accomplishment of such work until the said final plans and specifications
have been approved by the FAA, and the parties do further agree that any reference made in this Grant
Offer or in aforesaid Application to plans and specifications shall be considered as having reference to
said final plans and specifications as approved
11 No payment shall be made under the terms of this grant agreement for work accomplished on privately
owned land until the sponsor submits the agreement with the owner of the property required by
Assurance 5d of the Part V Assurances and such agreement is determined to be satisfactory As a
minimum, the agreement with the private owner must contain the following provisions
11 1 The property owner shall subject the construction work on the project to such inspection and
approval during the construction or installation of the noise compatibility measures and after completion
of the measures as may reasonably be requested by the Secretary or the sponsor
11 2 The property owner shall assume the responsibility for maintenance and operation of the items
installed, purchased or constructed under this grant agreement Neither the FAA nor the sponsor bears
any responsibility for the maintenance and operation of these items
11 3 If Federal funds for the noise compatibility measures are transferred by the sponsor to the owner of
the private property, or the owner's agent, the property owner shall agree to maintain and make available
to the Secretary or the sponsor, upon reasonable request, records disclosing the amount of funds
received and the disposition of those funds
11 4 The property owner's right to sue the owner of Los Angeles International Airport for adverse noise
impact will be abrogated if the property owner deliberately or willfully acts to reduce or destroy the
effectiveness of the noise compatibility measures during the useful life of such measures This obligation
shall remain in effect throughout the useful life of the noise compatibility measures, but not to exceed 20
years from the date of the sponsor's acceptance of Federal aid for the project
Page 3 of 4 Pages 0 ! 6
The Sponsor's acceptance of this Offer and ratification and adoption of the Project Application incorporated herein
shall be evidenced by execution of this instrument by the Sponsor, as hereinafter provided, and this Offer and
Acceptance shall comprise a Grant Agreement, as provided by the Act, constituting the contractual obligations and
rights of the United States and the Sponsor with respect to the accomplishment of the Project and compliance with
the assurances and conditions as provided herein Such Grant Agreement shall become effective upon the
Sponsor's acceptance of this Offer
UNITED STATES OF AMERICA
FEDERAL AVIATION ADMINISTRATION
�. �i —y.
Sohn P Milligan
Supervisor, Standards Section
Part II - Acceptance
The Sponsor does hereby ratify and adopt all assurances, statements, representations, warranties, covenants, and
agreements contained in the Project Application and incorporated materials referred to in the foregoing Offer and
does hereby accept this Offer and by such acceptance agrees to comply with all of the terms and conditions in this
Offer and in the Project Application
Executed this day of 2001
(SEA L)
Attest
Title
City of El Segundo, California
(Name of Sponsor)
(Sponsor's Designated Official Representative)
Title
CERTIFICATE OF SPONSOR'S ATTORNEY
acting as Attomey for the Sponsor do hereby certify
That in my opinion the Sponsor is empowered to enter into the foregoing Grant Agreement under the laws of the
State of California Further, I have examined the foregoing Grant Agreement and the actions taken by said Sponsor
and Sponsor's official representative has been duly authorized and that the execution thereof is in all respects due
and proper in accordance with the laws of the said State and the Act In addition, for grants involving projects to be
carried out on property not owned by the Sponsor, there are no legal impediments that will prevent full performance
by the Sponsor Further, it is my opinion that the said Grant Agreement constitutes a legal and binding obligation of
the Sponsor in accordance with the terms thereof
Dated at this day of , 2001
Signature of Sponsor's Attorney
Page 4 of 4 Pages
017
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EL SEGUNDO CITY COUNCIL MEETING DATE June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING. Unfinished Business
AGENDA DESCRIPTION.
The slurry sealing and restriping of the 300, 400 and 500 blocks of Main Street to
the original four -lane configuration with parallel parking on both sides (Fiscal
Impact = $25,665.52)
RECOMMENDED COUNCIL ACTION
1 Approve a four lane configuration of the 300 — 500 blocks of Main Street,
2 Direct staff to slurry seal and restripe the 300 — 500 blocks of Main Street,
and,
3 Direct staff to inform prospective consultants for the Main Street design
and engineering that only a four -lane design will be considered
ND & DISCUSSION:
The Downtown Specific Plan Implementation Subcommittee recommends that
the 300 -500 blocks of Main Street be returned to a four lane configuration with
parallel parking on both sides and that any proposed design for Main Street have
four lanes All other proposed improvements including the installation of water,
electric and fiber lines, new sidewalks, street trees, street lights, etc will also be
included in the plan to be implemented
ATTACHED SUPPORTING DOCUMENTS
None
96W_1>!
Capital Improvement Budget* $2,950,000
Amount Requested
$25,66552
Account Number.
301 -400- 8201 -8573
Project Phase:
Construction
Appropriation required
NO
ORIGINATED. DATE
C s Ketz, Planning Manager June 12, 2001
Oa es Hansen, Director of Community, Economic and Development Services
REVIEWED BY•
Mary enn, ity Manager
P/;4XI
(11 A 2
EL SEGUNDO CITY
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION'
Risk Management Organizational Study
RECOMMENDED COUNCIL ACTION'
COUNCIL MEETING DATE: June 19, 2001
AGENDA HEADING: Unfinished Business
➢ Receive and file Risk Management Organizational Study
➢ Consolidate the City's Risk Management function under the Director of
Administrative Services as of October 1, 2001
➢ Authorize settlement authority to the Risk Manager for claims to $10,000
and to the City Manager between $10,000 and $25,000 Claims above
$25,000 would need City Council approval
Approve option of Combination of In- house /Contracted Risk Management
split
BACKGROUND & DISCUSSION:
In FY 1999 -2000, City Council directed entered Into an agreements with
Armtech, Inc ( Armtech) to evaluate the existing risk management organizational
structure and make recommendations for Improvements
ATTACHED SUPPORTING DOCUMENTS.
Risk Management Organizational Study
FISCAL IMPACT- None
Operating Budget:
Amount Requested:
Account Number.
Project Phase
Appropriation required No
16
Bret M Plumlee, Finance Director
REVIEWED BY. DATE-
Mary S4(enn, City Manager
6/12/01 12 28 PM
019 V
BACKGROUND & DISCUSSION (Continued):
As part of the process, Armtech conducted a series of Interviews with staff, a City
Council member, the City's risk management pool General Manager, and the
City's third party administrator to get feedback regarding the existing risk
management organizational structure
Armtech's report contained several options for the City to consider
Option 1 Reclassify an Existing Position
Description•
This approach would utilize the services of an existing staff member to
work as a full -time Risk Manager
This option would be the easiest to Implement by reclassifying an existing
position, however, it would not be possible without severely impacting
existing operations Another problem with this option is that the City would
not have the experience of either a full -time on -site risk management
professional or the supplement of a risk management specialist by
contract
This option is not recommended either by staff or by Armtech.
Option 2 Hire a Risk Manager
Description
This approach would require the City to hire a full -time Risk Manager as
an employee of the City
This is Armtech's recommendation. The benefit of this option is that
the City would have the services of an experienced, on -site Risk Manager
to rely on for organizing and directing Its risk management functions This
option would address many of the recommended areas of Improvement
identified In Armtech's report One person would be assigned the
responsibility for program management and coordination, which would
reduce the possibility of loss exposure or gaps In Insurance protection
Other areas a full -time Risk Manager could improve include Identifying
risk, risk financing, loss prevention, and claims management
Additionally, in this option and In the next one, the time spent on risk
management by the City Manager, Director of Finance, Purchasing Agent,
6/12/01 12 25 PM 020
Human Resources Manager, and the City Clerk would be reduced or
eliminated One example is this position would have the ability to handle
tracking compliance of contracts and relieve the City Clerk's office of this
administrative task
One disadvantage of this option is the requirement to hire an additional
position at an estimated cost of over $110,000 including salary and
benefits Additionally, staff feels many of the areas of improvement
identified in Armtech's report can be addressed by the reorganization
proposed in option three
Option 3 Combination of In- House /Contracted Risk Manager Split
Description
This approach would utilize the services of an existing staff member to
handle administrative risk management duties and use a contracted Risk
Manager to assist the City in specific areas of risk management such as
coverage analysis, risk financing decisions, and safety program oversight
The City's in -house employee would be responsible for administering the
remaining aspects of the risk management program
This is staffs recommendation. Staff feels the existing decentralized
risk management function has room for improvement Some of this
improvement will occur with the consolidation of the Administrative
Services Department For example, the Human Resources staff under the
leadership of the Human Resources Manager has administered the
Worker's Compensation program for the City and will continue to do so
directly under the Director of Administrative Services beginning October 1,
2001
The Purchasing Agent and Director of Finance have been working on
establishing solid Professional Services Agreement procedures, which
address vendor contractual compliance while considering the level of risk
exposure Additionally, both positions have received risk'management
training through a combination of seminars, ICRMA board meetings, and
risk management literature over the past two years
Staffs recommendation is to reclassify the Purchasing Agent as
Purchasing Agent/Risk Manager and supplement the risk
management function by entering into an agreement with a
contracted risk management firm If the City Council approves, staff
will return to the City Council with a job description and proposed risk
management agreement with a specialist Additionally, the currently
.vacant Account Technician position would be charged with the
6/12/01 12 25 PM
021
responsibility of supporting both purchasing and risk management
functions
With this recommendation, staff feels many of the areas Identified in the
Armtech report that need Improvement such as approve liability claims up
to a preset amount, risk financing decisions, review of insurance clauses
in contracts, determination of insurance required by contractors, insurance
purchasing for property and all city programs, claims management, safety
program oversight, and Risk Management Committee staff support can be
addressed Many of these duties are currently assumed in other positions
such as Director of Finance, City Clerk and City Manager
6/12/01 12 25 PM
p D
ECH
CITY OF EL SEGUNDO,
CALIFORNIA
RISK MANAGEMENT
ORGANIZATIONAL STUDY
May 11, 2001
N�
23707 Butcher Drive Lake Forest CA 92630- ] 783 (949) 472 -8324 • FAX (949) 472 -9228 • www ormtech com
Independent Consultants
0213
p D
ECH
May 11, 2001
819 -001
City of El Segundo
Finance Department
350 Main Street
El Segundo, California 90245 -3895
Arm Mr. Brett Plumlee
RISK MANAGEMENT ORGANIZATIONAL STUDY
On behalf of the ARM Tech audit team, we are pleased to submit the Risk Management
Organizational Study
Activities leading to this report have included
• Interviews with key risk management personnel, the City Manager, City
Clerk, City Attorney, City Council member and claims administrators
• Review and analysts of the City's risk management functions and staffing,
benchmarking data from other cities, and the ICRMA claims administration
audit
• Review of a summary of insurance policies, budget information, loss
summaries, Job descriptions and other pertinent data supplied by the City
Work on this project was directed by Steven P Kahn Peter F Junker led the field work
and analysts of risk management organization. Michael M Kaddatz provided peer review
23701 Btrtcher Drive Lake Forest CA 92630 -1783 (949) 472 -8324 • FAX (949) 472 -9228 • www ormtech com
Independent Consultants
O25
We appreciate the opportunity to assist the City and thank personnel involved in this
project for their participation and support
Respectfully submitted,
ADVANCED RISK MANAGEMENT TECHNIQUES, INC.
0
I
Steven P Kahn, CPCU, ARM
Managing Director
MMK/PFJ-pem
C \EM�sc205egundo 5 -11 -01 wpd
11
By
Peter F Junket, RM
Senior Consultant
026
ADVANCED RISK MANAGEMENT TFCHNIQHPMr
TABLE OF CONTENTS
I Executive Summary
1
II Program Costs
3
A Cost of Risk
3
B Benchmarktng — Workers Compensation
6
C Benchmarkmg — Liability
8
III Risk Management Organization
13
A Structure
13
B Staffing
18
C Placement
19
D Objectives
20
IV Tasks And Support Systems
21
A Claims Administration
21
B Loss Control
22
C Management Reports
23
ui
ADVANCED RISK MANAGEMENT TECHNIQUFS INr 017
1. EXECUTIVE SUMMARY
The purpose of this study is to evaluate the City's alternatives for organizing the risk
management function to obtain best results The major subjects of our analysis included
• Program costs
• Risk management organization
• Tasks and support systems
Our most important findings and recommendations are summarized below
Program Costs
The property, liability and workers compensation programs now cost about $1 7 million
total per year, or 3 0% of the operating budget This cost, usually referred to as the "cost
of risk" (COR), includes insurance premiums, self - insured losses and all directly related
administrative expenses By comparison, for public entities with similar operations, the
COR usually ranges from 2 0% to 3 5 % of the operating budget
The cost of City workers compensation claims per $100 of payroll increased 73 5% from
the 1995 - 1997 period to the 1997 - 1999 period. This increase was greater than the
increase for the same periods for the cities of Manhattan Beach, Hermosa Beach, Redondo
Beach, Arcadia and Chino (referred to herein as the benchmark cities) The greatest
increase for these cities was 55 7%
The City's average workers compensation claims cost increased 123 3 % from the 1995 -
1997 period to the 1997 - 1999 period This increase was also greater than the increase for
the same periods for the benchmark cities The next highest increase in the benchmark
cities was 55 2%
The number of workers compensation claims per 100 employees decreased by 9 5 % for
the City from the 1995 - 1997 period to the 1997 - 1999 period This decrease was greater
than that of the benchmark cities The next largest decrease was 5 7 %
Risk Management Organization
The City distributes risk management functions among eight employees in different
departments and three outside contractors While risk management is performed, no one
person is assigned responsibility for program management and coordination This approach
1
ADVANCED RISK MANAGEMENT TFCHNIQHF,S iNr
could cause the City to be unaware of loss exposures and /or have a gap in insurance
protection
It is apparent that the average workers compensation cost per claim is high compared to
the benchmark cities (see Table II -2, "2 Average Cost per Clain ") Liability litigation
expenses for the period from 711/93 to 6130/98, ranged from 51 % to 67 % of reported
incurred losses (see Table III -3) The usual range is from 25 % to 30 % of incurred losses
The most effective way for the City to manage its risk and the related costs is to have an
experienced Risk Manager on staff
We recommend the City consider hiring a full -time experienced Risk
Manager.
Risk managers most often report to an administrative services, human resources or finance
department director. The most common placement is in the finance department Many risk
management decisions have significant financial considerations Having the Risk Manager
report to the Director of Finance will fit in nicely with the City's reorganization plan to
move Human Resources (where the workers compensation administration functions now
are) to this area as well
D We recommend that the City's risk management function be consolidated
under the Director of Finance
Tasks and Support Systems
The City Manager has claims settlement authority up to $5,000 Claims in excess of
$5,000 require City Council approval Having the City Manager review claims under
$5,000 consumes valuable time relative to the significance of the decisions Furthermore,
the $5,000 threshold is rather low for submitting claims to City Council for approval
In our experience with Southern California cities, it is not uncommon for city managers
to have settlement authority ranging from $25,000 to $100,000 before having to submit
claims to City Council. Typically, the Risk Manager has authority to $10,000, and the City
Manager to $25,000 For clauns excess of $25,000, the City Council approves the claim
We recommend the City consider giving settlement authonty to the Risk
Manager for claims to $10, 000 and to the City Manager for claims between
$10,000 and $25,000 Claims above $25,000 would need City Council
approval.
The recommendations in this chapter are detailed in the body of the report The report
should be read in its entirety to obtain a complete understanding of our findings
2
ADVANCED RISK MANAGFMFNT TFr'HNI21IFC Mir, 0��
II. PROGRAM COSTS
Managing risk is an ongoing process Monitoring the COR provides important feedback
on how successful a risk management program is and where changes are indicated
A. COST OF RISK
COR is a concept that attempts to quantify and tabulate the amounts expended on risk
treatment methods Major risk cost elements are
1. Insurance Premiums. Amounts paid to commercial insurers or risk
retention pools
2 Self- Insured Losses. Losses paid under deductibles, self - insured retentions
or from incidents supply not covered by insurance
3. Administration. Administrative expenses include contract or in -house staff
expenses and related overhead associated with claims adjusting, loss
prevention and financial management of risks
4 Indirect Risk Costs. These are secondary expenses that arise as a result of
losses incurred Examples of indirect costs are
• A supervisor's time spent filling out accident reports
• Overtime wages or additional employee costs necessary to replace
the productivity of an employee lost to an injury
In this report, we concentrate only on the direct COR (the first three items above) Indirect
costs are virtually unpossible to tabulate Note, however, that experts have estimated
indirect risk costs at anywhere from two to ten tunes the direct cost of losses incurred.
Since indirect risk costs are a function of losses, measures taken to reduce losses in the
first place are the best way of reducing all risk costs, direct and indirect
Eta
4DVANCED RISK MANAGEMFNT TF('HNIQHFS IN(' 030
Table II -1 tabulates the estimated direct COR for the City The City's 2000 direct COR
is about $1 7 million This is 3 0% of the City's operating budget ($57.2 million), For
comparison, the COR of small-to- medium -sized California cities with which we are
familiar usually ranges between 2 0%a and 3 5 % of the operating budget The City's COR
is m the upper end of this range
Table 11 -1
2000 Cost of Risk
Insurance Premiums'
• Liability
$211,000
• Workers Compensation
25,000
• Property
16,000
Subtotal
$252,000
Self - Insured Losses (including ALAE)
• Liability'
$500,000
• Workers Compensation'
800,000
• Property
0
Subtotal
$1,300,000
Administration
• Risk Management"
$100,000
• Third -Party Administrators'
60,000
• Safety Consultant'
20,000
Subtotal
$180,000
COR
$1,732,000
Operating Budget','
$57,230,000
COR Compared to Operating Budget
30%
Notes
I Obtained from "Fiscal Year 2000 -2001 Preliminary Operating Budget "
2 ARM Tech estimate of losses, based on five -year loss summaries provided by Colen & Lee An actuarial study
was not done by ARM Tech
3 ARM Tech estimate of losses, based on five -year loss summaries provided by CIPRA An actuarial_ study was
not done by ARM Tech
4 ARM Tech estimate of administration expenses based on a percentage of salary and benefits for employees with
risk management responsibilities
5 Total estimated expenditures for the City for 2000 - 2001 less Total Debt Service Funds, Equipment
Replacement and Capital Improvement Funds
0
C 3 i
ADVANCED RISK MANAGEMENT TECHNIQ11P; Wr
Graph I1 -1 illustrates the breakdown of the City's COR by expense type The primary goal
of a risk management program is to reduce an organization's COR and achieve an
optunum balance between premiums, self - insured losses and administration costs
By far, the largest factor driving the City's COR is self - insured losses Losses account for
over 75 % of the COR With retentions as high as $400,000 per loss, a single large loss can
increase the COR by 23% ($400,000 — $1,700,000 = 23 %) This highlights the
importance of managing risk at the City through loss prevention, claims management and
overall management, such as would be provided by a Risk Manager
Losses
75
$1,30
Total Risk Cost
$1,732,000
Graph II -1
2000 COR by Expense Type
5
namimstrauon
104%
$180,000
Insurance Premium
145%
$252,000
C3�
ADVANCED RISK MANAGEMENT TFCHNIQHFS INf
B. BENCHMARKING - WORKERS COMPENSATION
Table II -2 compares the City's workers compensation loss rate per $100 of payroll, the
average cost per claim and the number of claims per 100 employees to those of the
benchmark cities The benchmark cities were chosen by the City
Table 11 -2
Workers Compensation Benchmarking
1. Loss Rate per $100 of Payroll
City
1995-1997
1996-1998
1997-1999
(A) El Segundo
$1.96
$2.71
$340
(B) Hermosa Beach
2.84
4 17
404
(C) Manhattan Beach
2 12
2 58
3 30
(D) Redondo Beach
2.83
263
4 23
(E) Arcadia
1 77
1 54
1 36
(F) Chino
237
233
296
(G) All cities [average for cities (A)
through (F) above]
$2.32
$267
$3.22
2. Average Cost per Claim
City
1995-1997
1996-1998
1997-1999
(A) El Segundo
$4,985
$7,308
$11,131
(B) Hermosa Beach
4,968
7,674
7,709
(C) Manhattan Beach
4,744
5,644
7,162
(D) Redondo Beach
6,646
6,694
8,652
(E) Arcadia
5,642
4,931
4,695
(F) Chino
6,858
7,232
9,596
(G) All cities [average for cities (A)
through (F) above]
$5,641
$6,581
$8,158
3
L' 3 :i
ADVANCED RISK MANAGEMENT TFC:HN12IIFS lNr
3. Number of Claims per 100 Employees (Incident Ratel
City
1995-1997
1996-1998
1997-1999
(A) El Segundo
14.16
1393
1281
(B) Hermosa Beach
20.22
1961
1906
(C) Manhattan Beach
14 21
13.77
1410
(D) Redondo Beach
11 10
11.78
11 73
(E) Arcadia
1200
11.87
11 77
(F) Chino
11 58
10.74
11 51
(G) All cities [average for cities (A)
through (F) above]
1388
13.62
13 50
The loss rate per $100 of payroll increased by 73 5 % from the 1995 - 1997 period to the
1997 - 1999 period for the City During this same period, the loss rate increased 42.3 %
for Hermosa Beach, 55 7% for Manhattan Beach, 49 5% for Redondo Beach and 24 9%
for Chino The loss rate for Arcadia actually decreased by 23 2 % during this same period
These numbers indicate that the City's loss rate is increasing at a higher rate than that of
its benchmark partners
The average cost per claim increased by 123 3 % from the 1995 - 1997 period to the 1997 -
1999 period for the City During this same period, the average claim cost increased 55 2 %
for Hermosa Beach, 51 0% for Manhattan Beach, 30 2% for Redondo Beach and 39 9%
for Chino The average cost per claim for Arcadia decreased by 16 8 % during this same
period These numbers indicate that the City's average claim cost is also increasing at a
higher rate than that of its benchmark partners
The number of claims per 100 employees decreased 9.5 % from the 1995 - 1997 period to
the 1997 - 1999 period for the City During this same period, the number of claims
decreased 5 7% for Hermosa Beach, 0 8% for Manhattan Beach, 1 9% for Arcadia and
0 6 % for Chino The incident rate for Redondo Beach increased by 5 7 % These numbers
indicate that the City's incident rate is decreasing at a higher rate than that of its
benchmark partners
While the City is doing a good job of reducing the number of workers compensation
claims, claim costs continue to rise The support of the City Council and senior staff
together with increased staff attention will assist in isolating cost increases and
implementing mitigation efforts.
7
034
ADVANCED RISK MANAGFMFNT TFrHNIt7IIFq INS
C. BENCHMARKING - LIABILITY
Table U -3 compares the City's liability loss rate per $100 of payroll, the average cost per
claim and the number of claims per 100 employees to those of the benchmark cities
We benchmarked the City's liability losses against six other cities selected by ARM Tech
All of the benchmark cities either have or have had risk managers Liability loss data is
not public information There is no central source from which to draw this information and
most cities consider the information to be confidential We selected cities we believe to be
comparable That is, they have police and fire departments, and can be compared to the
City by size
Table 11 -3
Liability Benchmarking
Total Reported Incurred Losses
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
$1,131,338
$986,275
$409,314
(B) City 1
1,936,702
1,638,450
527,188
(C) City 2
1,149,174
1,064,624
365,335
(D) City 3
3,933,102
3,420,076
3,494,552
(E) City 4
6,559,646
4,625,895
2,881,962
(F) City 5
1,232,707
2,051,830
2,079,896
(G) City 6
2,038,229
2,505,782
2,312,906
(H) Total
(A) (G)
$17,980,898
$16,292,932
$12,071,153
Note 1996/98 15 for claims reported 7/1/96 through 6/30198 and valued at 6/30/00
All data is valued at 6130/00, except City 1, which is valued 12/31/99 (the latest date
available), and EI Segundo, which is valued as of 12/31/00
i 35
ADVANCED RISK MANAGEMENT TFrHNIQHFS IN(-
2 Total Number of Reported Claims
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
73
69
62
(B) City 1
249
236
157
(C) City 2
261
294
266
(D) City 3
385
344
267
(E) City 4
662
653
635
(F) City 5
323
292
227
(G) City 6
499
532
502
(H) Total
(A) (G)
2,452
2,420
2,116
Number of Employees
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
638
677
720
(B) City 1
2,047
1,931
1,804
(C) City 2
2,320
2,549
2,695
(D) City 3
2,323
2,256
2,303
(E) City 4
4,123
4,038
4,072
(F) City 5
1,874
1,849
1,889
(G) City 6
2,837
2,722
2,708
(H) Total
(A) (G)
16,162
16,022
16,191
L]
(13 6
ADVANCED RISK MANAGFMFNT TFrHNIC-)lIF4 INIr
4 Total Payroll (000s)
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
$33,797
$36,816
$39,776
(B) City 1
65,348
67,936
70,207
(C) City 2
91,480
96,385
100,299
(D) City 3
105,562
107,451
107,279
(E) City 4
120,555
123,507
126,548
(F) City 5
74,848
78,451
82,996
(G) City 6
83,760
87,758
91,511
(H) Total
(A) (G)
$575,350
$598,304
$618,616
5 Loss Rate per $100 of Payroll
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
$335
$268
$1.03
(B) City 1
2.96
2 41
075,
(C City 2
1 26
1 10
036
(D) City 3
169
3.18
3 26
(E) City 4
544
3 75
228
(F) City 5
1 65
2 62
2 51
(G) City 6
243
2 86
253
(H) Average
(A). (G)
$2.97
$2 66
$1 82
Note Loss Rate — Total Incurred Losses — Total Payroll x 100
10
031
ADVANCED RISK MANAGEMENT TECHN12HI S IN(-
6 Average Cost per Claim
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
$15,498
$14,294
$6,602
(B) City 1
I(C)
7,778
6,943
3,358
City 2
4,403
3,621
1,373
(D) City 3
10,216
9,942
13,088
(E) City 4
9,909
7,084
4,539
(F) City 5
3,816
7,027
9,163
(G) City 6
4,085
4,710
4,607
(H) Average
(A) ..(G)
$7,958
$7,660
$6,104
Note Average Cost Per Claim — Total Incurred Losses — Number of Reported Claims
7 Number of Claims Per 100 Employees (Incident Rate)
City
1996-1998
1997-1999
1998-2000
(A) El Segundo
1144
10 19
8.61
(B) City 1
12.16
12.22
8 70
(C) City 2
11.25
11 53
987
(D) City 3
16.57
15.25
11 59
(E) City 4
16.06
16.17
15.59
(F) City 5
1724
1579
1202
(G) City 6
1759
19.54
18.54
(H) Average
(A).(G)
1462
1438
12 13
Note Incident Rate — Number of Reported Claims — Number of Employees
11
ADVANCED RISK MANAGEMENT TFCHNIO(IF'� INIr
C3a
Information in the tables indicates
1 The City's loss rate has dropped from higher than average to lower than
average
2 The City's average cost per claim is about twice the average of the
benchmarking cities for earlier years, but only slightly higher for the most
recent period The City has identified four large claims that have impacted
the average cost of claims
3 The City's incident rate has remained favorable throughout the period
shown
Because City loss data is valued as of December 31, 2000, and most of the loss data of
other cities is valued as of June 30, 2000, comparisons for the period 1998 - 2000 may be
misleading
12
033
ADVANCED RISK MANAGEMENT TFCHNIQIIFS INr
Ill. RISK MANAGEMENT ORGANIZATION
This chapter examines the City's organizational structure, staffing, placement and
objectives
A. STRUCTURE
We compared the risk management organizational structure of El Segundo to the
benchmark cities, as shown in Table III -1
Table 111 -1
Structural Comparisons
Full - Service includes Police, Fire, Public Works, Streets & Traffic Parks and Recreation and Sewer & Water
The City's operating budget is greater than that of Manhattan Beach, Arcadia and Hermosa
Beach, but lower than Redondo Beach and Chino. Although the City's statistical population
is lower than the other cities in Table III -1, its daytime population is greater than all of
13
IF 40
ADVANCED RISK MANAGEMENT TFrHNI(7)IIFS inir
Full -Time
Risk
Workers
Operating
Full-
Risk
Management
Comp. Claims
City
Budget
Population
FTFs
Service'
Manager
Support Staff
Handling
El Segundo
$57
16,000
365
Yes
No
2
Third -party
million
(80,000
(70 Police)
administrator
daytime)
(65 Fire)
(TPA)
Hermosa
$194
19,631
134
Yes
Yes
1
TPA
Beach
million
(38 Police)
21 Fire)
Manhattan
$50
34,000
250
Yes
Yes
0 5
TPA
Beach
million
(63 Police)
(30 Fire)
Redondo
$75 7
67,638
462
Yes
Yes
05
TPA
Beach
million
006Pohce)
(67 fire)
Arcadia
$264
52,000
304
Yes
Yes
1
TPA
million
004 Police)
(57 FiW
Chino
$80
67,500
254
Yes
Yes
i
TPA
million
(85 Police)
(Contract
Fire)
Full - Service includes Police, Fire, Public Works, Streets & Traffic Parks and Recreation and Sewer & Water
The City's operating budget is greater than that of Manhattan Beach, Arcadia and Hermosa
Beach, but lower than Redondo Beach and Chino. Although the City's statistical population
is lower than the other cities in Table III -1, its daytime population is greater than all of
13
IF 40
ADVANCED RISK MANAGEMENT TFrHNI(7)IIFS inir
them The number of City FTEs is only exceeded by the number of FTEs at Redondo
Beach
All the benchmark cities provide police services and all but one provide fire services
(Chino sub - contracts this service) All the benchmark cities also provide public works and
sewer services. Most of the benchmark cities provide parks and recreation, and water
services
The significant difference between the City and its benchmarkmg partners is how the
benchmarkmg partners organize their risk management department
The City's risk management functions are divided among various internal positions and
outside firms Table III -2 outlines how risk management duties are distributed
Table 111 -2
Current Risk Management Responsibilities
Position /Firm
Risk Management Responsibility
Director of Finance
Risk financing decisions; review contracts
and determine type and amount of insurance
required
Human Resources Manager
Oversee workers compensation program
Southern California Risk Management
Associates
Administers workers compensation claims
City Attorney
Defense of litigated cases, claim review
Colen & Lee
Administer liability claims
City Manager
Approve liability claims to $5,000
City Council
Approve liability claims exceeding $5,000
Individual Departments and Consultant
Loss control /safety
Purchasing Agent
Insurance purchasing/contract administration
ity Clerk
Track contract and compliance requirements
Risk Management Committee (City
Attorney, City Clerk and City Council
Member)
Periodically review risk management topics
14
t d1
ADVANCED RISK MANAGEMENT TFrHNI(�)IIF`; Inlr
The primary objective of risk management is to mimmize and stabilize the COR As
discussed in Chapter II, the primary components of COR are premiums, losses and
administration expenses The risk management activities required to keep these
components at a minimum are described below
Risk Identification. This process involves identifying operations that could
lead to an accidental property, liability or workers compensation loss
Changes in operations or special use permits, contract awards and new
equipment or property must be brought to the City's attention timely so that
appropriate action can be taken.
The current decentralized risk management approach could conceivably
lead to sigmficant information being reported late or not at all
Risk Financing. This process involves providing appropriate protection
against the risk of catastrophic loss to the City Once the City's risks have
been identified, risk management expertise is needed to determine proper
coverage and limits to adequately protect the City against such loss
exposures Awareness of alternative risk financing options will further
assist the City in minimizing its costs
By not having an experienced Risk Manager on staff, the City might not he
aware of all its risk financing options
Loss Prevention. This process involves activities designed to prevent or
minimize losses The City is exposed to the first $400,000 of every liability
loss and the first $250,000 of each workers compensation loss Since losses
account for 75% of the City's COR, loss prevention should be a top
priority
The City has a safety committee that is chaired by a safety consultant Each
City department has a representative on the committee. The purpose of the
comtmttee is to coordinate OSHA mandated safety training, resolve general
safety issues and address specific needs The safety consultant also inspects
City facilities on an annual basis along with managers from the Building
Safety, Fire Prevention and Budding Maintenance Departments Analysts
of workers compensation claims is done by the Human Resources
Department
Claims Management. This process involves making sure that claims are
handled promptly, effectively and efficiently in order to minimize the
ultimate cost. The City's workers compensation claims are handled by a
third -parry administrator (TPA). The City also utilizes the services of a
15
042
ADVANCED RlSu MANAGEMFNT TFrHNIQIIFS INC'
contract City Attorney, or an outside law firm, to defend litigated cases As
noted in Chapter II, the City has the highest average cost per claim
compared to the other cities in the workers compensation benchmarking
survey This statistic is somewhat attributable to the City's high
concentration of safety employees An experienced Risk Manager could
help find solutions to reduce these costs
The City also utilizes a TPA to handle its liability claims A City Attorney,
or an outside law firm, provides defense of litigated cases There is some
concern among senior City officials that the allocated loss adjustment
expenses (ALAE), the amount paid for defense of its clatms, is much
higher than it should be As Table III -3 following indicates, the City's
liability ALAE ranges from 51 % of total incurred losses to 67 % for the
period from 7/l/93 - 6/30/98 (1998 - 2000 was not used because losses are
too new and not fully developed) The usual range for this expense item is
between 25% and 30% of incurred losses The City's experience greatly
exceeds this range
Table III -3
Allocated Loss Adjustment Expense
as a Percentage of Reported Incurred Losses
Fiscal Year
ALAE
Reported
Incurred Losses
ALAE %
1997/98
$373,535
$644,839
58%
1996/97
267,961
438,986
61%
1995!96
567,630
1 851,030
67%
1994/95
635,789
1,258,168
51%
1993/94
299,822
550,793
54%
Although we have chosen to report this information, analysis of this expense item is
outside the scope of this report However, this concern is another reason the Ct_ty should
consider having an experienced Risk Manager on staff A more experienced Risk Manager
would have direct control over the ALAS and would be more likely to achieve desired
results
16
Ca3
ADVANCED RISK MANAGEMENT TFrHNIQHPq INS'
The City now distributes risk management functions among various individuals in different
departments and to outside contractors While risk management is being performed, no one
person is responsibility for its effectiveness The City's approach could cause it to have a
gap in insurance protection There is currently no one on staff with an ARM or CPCU
designation or a degree in insurance No person is clearly responsible for minimizing the
City's COR, which is 3 0% of the City's operating budget
The City has three major options for reorganizing the risk management f incuon These
options are
Reclassify an Existing Position. This approach would utilize the services
of an existing staff member as Risk Manager The problem with this
method is that the City really needs to have a Risk Manager who is
experienced and capable of coordinating, directing and overseeing all risk
management activities These include identifying losses, making risk
financing decisions, overseeing loss prevention activities and managing the
claims process for both liability and workers compensation It does not
appear the City has an individual capable of filling this role
2 Combination of In-House/Contracted Risk Manager Split. This approach
would utilize the services of an existing staff member to handle
administrative risk management duties and use a contracted Risk Manager
to assist the City in areas that require a higher level of technical
competence For example, a contractor could assist with risk financing
decisions, coverage analysis and safety program oversight The City's in-
house employee would be responsible for administering the remaining
aspects of the risk management program
This method would be preferable to option one above Presumably, it
would be less expensive than hiring a full -time Risk Manager However,
the actual cost would depend upon the amount of service contracted
3 Hire a Risk Manager. If the City adopted this approach, it would hire a
full -time Risk Manager as an employee of the City The benefit of this
choice is that the City would have the services of an experienced, on -site
Risk Manager to rely on for organizing and directmg its risk management
functions
17
C4a
ADVANCED RISK MANAGEMFNT TFCHNInIIF`; IN(-
At this point, the risk management program needs the full -tune attention of an experienced
individual to take steps to reduce the City's COR. This is particularly true in the area of
liability and workers compensation claim costs Due to the time and dedication necessary
to address these concerns, the preferred method is for the City to hire a full -tune risk
management employee
D We recommend that the City consider hiring an experienced Risk Manager
B. STAFFING
Table III -4 illustrates the percentage of time spent by various employees on risk
management activities
Table 111-4
Risk Management Administration
Position
Percentage of Time Spent on
Risk Management Activities
City Manager
15%
Assistant City Manager
1 %
Director of Finance
15%
Purchasing Agent
20%
City Clerk
5%
Human Resources Manager
15%
H R Specialist
10%
Office Specialist
25%
If the City hues a Risk Manager, the time spent on risk management by the City Manager,
Director of Finance, Purchasing Agent, City Clerk and Human Resource Manager would
be greatly reduced or eliminated The Risk Manager would assume the responsibilities
currently held by these individuals as well as those of the Risk Management Committee
These would include the following
• Approve liability claims up to a pre -set lumt
• Risk financing decisions
II:
ADVANCED RISK MANAGEMENT TFCHNJQIIF� I1\Ir' ()d:i
• Insurance purchasing
• Review of insurance clauses in contracts
• Determination of insurance required by contractors
• Monitoring certificates of insurance
• Claims management
• Workers compensation program oversight
• Safety program oversight
The five positrons affected by the hiring of a Risk Manager account for approximately
$75,000 of the City's $100,000 risk management administration expense The City would
not be able to recoup any of this expense by hiring a Risk Manager However, the
employees in Table III-4 would be free to spend more time in their specialty areas
We estimate that the salary of a full -time Risk Manager would be in the range of $60,000
to $84,000 Benefits would cost another 30% - 35 %, and office and overhead would add
another 5 % This is a total of $81,000 to $118,000.
It is also conceivable that a Risk Manager might be able to assume some, if not all, of the
responsibilities of the safety consultant The amount budgeted for the Safety Consultant for
fiscal year 2000 -2001 was $20,000
C. PLACEMENT
Generally, Risk Managers report to either an Administrative Services, Human Resources
or Finance Director The most common placement is in the Finance Department The
reason for this approach is that Risk Management's decisions and activities have a
significant financial impact on an entity We believe the Finance Department is a good
place for the City's Risk Manager This will also fit in nicely with the City's
reorganization plan to move Human Resources to this area as well The Risk Manager will
need to rely on the services of the Human Resource Specialist and the Office Specialist,
both of whom work in the Human Resources Department It is also possible that the Risk
Manager tight want the Human Resources Manager to continue with some risk
management duties
D We recommend that the Risk Manager report to the Director of Finance
19
04G
ADVANCED RISK MANAGEMFNT TFrHNI2HFS IN(r
D. OBJECTIVES
Table III -5 below shows the objectives the City should establish for risk management and
the period of time reasonable to accomplish them
Table III -5
Risk Management Schedule
Objective
Timetable
Hire an experienced Risk Manager
Three months
Reduce the average cost per workers compensation
claim by 20%
Two years
Reduce ALAE to 30% of incurred losses
Two years
Establish property and liability safety training for all
employees (Chapter IV)
Six months
Produce annual risk management report (Chapter IV)
One year
20
G41
ADVANCED RISK MANAGEMENT TECHNIQUES INC
IV. TASKS AND SUPPORT SYSTEMS
This chapter analyzes the tasks and systems in place that support the risk management
functions In particular, these include claims administration, loss control, management
reports and risk management records
A. CLAIMS ADMINISTRATION
Workers compensation clamis are administered by Southern California Risk Management
Associates ( SCRMA), a TPA Litigated claims are handled by the City Attorney or an
outside law firm The Human Resources Department provides coordination and oversight
of these activities
Overall, the City and SCRMA received high marks from department heads' evaluations
of claims - handlmg However, SCRMA and the Fire Chief both expressed frustration at the
lack of a modified duty program According to SCRMA, the firefighters' doctor of choice
and union seem to be barriers to success in this area With support from the Council and
senior staff, a Risk Manager would be able to find solutions to this problem and mitigate
the City's high claim costs
Liability claims are administered by Colen & Lee, a TPA Litigated claims are handled by
the City Attorney or an outside law firm. The City Manager has settlement authority up
to $5,000 Claims in excess of $5,000 require City Council approval,
Claims are initially received by the City Clerk's office and are then forwarded to the City
Attorney The City Attorney's office then notifies Colen & Lee The TPA then contacts
the claimant, obtains witness statements and takes pictures, if necessary. If it is determined
that the City is liable, an attempt is made to resolve the claim If there is no resolution, a
lawsuit is usually filed by the claimant
According to interviews with department heads, the claims administration process for both
workers compensation and liability is effective Outsourcing these activities has proven to
be efficient and cost - effective Having claims administered by an outside agency also
eliminates any potential internal pressures and provides more objectivity We concur that
it makes sense for the City to outsource its workers compensation and liability claims
administration
One aspect of the clamis process that concerns us is the procedure of having the City
Manager review clamis under $5,000 This activity consumes high -value tune relative to
the significance of the decision The $5,000 threshold is low for submitting claims to the
21
148
ADVANCED RISK MANAGEMENT TECHNIQUES, INC
Council whose time is also better matched to more significant issues In our experience
with Southern California cities, it is not uncommon for municipalities to have settlement
limits ranging from $25,000 to $100,000 before having to submn claims to City Council
for approval
Typically, a Risk Manager has authority to $10,000 and the City Manager to $25,000 The
City Council approves claims in excess of $25,000
We recommend that the City consider giving settlement authority to the Risk
Manager for claims to $10, 000 and to the City Managerfor claims between
$10,000 and $25,000 Claims above $25,000 would need City Council
approval
B. LOSS CONTROL
As noted in Chapter II, 75% of the City's COR is comprised of self - insured losses
Reducing the COR requires an aggressive and well - planned loss control program
As we discussed earlier in Chapter III, the City utilizes the services of an outside safety
contractor to chair the safety committee and perform OSHA training and safety
inspections Individual departments also engage in loss control activities. For example,
driver training and vehicle operation instruction is provided in Public Works The Police
Department provides self defense, critical policy testing (shooting, pursuit, use of force),
physical fitness and advanced officer training programs
Overall, the City seems to be effective at reducing the incidence of workers compensation
claims, In fact, the number of claims per 100 employees has decreased from a rate of
14 16 for the period 1995 - 1997 to 12.81 for the period 1997 - 1999 Much of this can
be attributed to using the same safety consultant for the last 15 years This length of
involvement has provided an ongoing awareness of the City's safety needs
At this point, it makes sense for the City to continue using a safety consultant However,
the City might reconsider the nature and extent of this relationship if it hires a Risk
Manager Depending on the Risk Manager's skills and time available for loss control
activities, it might be more prudent to bring some, if not all, of loss control in -house
22
04 s
ADVANCED RISK MANAGEMENT TECHNIQUP; INi^
C. MANAGEMENT REPORTS
It is important to keep management appraised of risk management problems, goals and
program costs Awareness of these aspects will help focus City-wide attention on the
management of its risks This communication can best be accomplished by submitting an
annual Risk Management report to the City Manager and department heads The report
should consist of
1 Introduction. This section would include three to five pages of text
covering Risk Management goals for the coming year and problems solved
during the past year
2 COR. This section would show the City's current COR It would be
beneficial to show the COR as a percentage of operating expenses for each
of the most recent five years
3 Large Claims. This section would include a discussion of large clauns
which have been settled during the year.
We recommend that the City prepare and distribute an annual Risk
Management report
One way to enlighten department heads about loss activity in their areas is to provide them
summary loss reports The types of information that should be distributed includes
1 Actual liability and workers compensation loss experience for each
department This would include number of clauns, losses paid, losses
outstanding and total incurred This report should be distributed monthly
2 Breakdown of workers compensation losses by type of injury and activity
This report should be distributed quarterly
Communicating this information to department heads will increase their awareness of their
loss activity and will help them form ideas for preventing losses
We recommend that the City distribute loss reports to the department heads
23
L50
ADVANCED RISK MANAGEMFNT TFCHNInHFS INS'
,r
0151
EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING- COMMITTEES, COMMISSIONS & BOARDS
AGENDA DESCRIPTION' Announce appointments to the various Committees, Commissions and
Boards.
RECOMMENDED COUNCIL ACTION:
(a) Announce appointments,
(b) Extend terms of Library Board of Trustees and Senior Citizens Housing Corporation
Board to expire June 30, 2001,
(c) Continue recruitment for vacancies on Committees, Commissions and Board
BACKGROUND & DISCUSSION
Committee /Commission & Board # of Opernngs Apoantee(s) Term Exoire(s)
LAX Master Plan Advisory Council 3
Planning Commission
ATTACHED SUPPORTING DOCUMENTS' N/A
FISCAL IMPACT- N/A
12/31/01
12/31 /01
12/31/01
06/30/01
ORIGINATED- Julia O Abreu, Executive Assistant Date June 13, 2001
REVIEWED BY, Mary Strenn, City Manager Date: June 13, 2001
%/ 2/
\arnw \ccb\]WI \Ofi1901 Mnounccrsmi of appomnms 1o,hc.a .CCB I ^I 4
�
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
5/26/2001 THROUGH 6/8/2001
Date
5/30/01
6/1/01
617/01
617101
6/11/01
5/26 - 6/8/01
Payee Amount
Union Bank
Health Comp
IRS
Employment Development
Health Comp
Workers Comp Activity
DATE OF RATIFICATION: 06/19/01
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by
30,000 00
19231
194,799 18
39,473 80
1,96274
1,94916
268,377 19
Deputy Treasurer 6 /11/01
Date
Finance Director h // f /0
Date
City Manager
Date
Description
PGC -El Segundo, LLC
Weekly claims 5/25
Federal Taxes PR 25
State Taxes PR 23
Weekly claims 6/1
SCRMA checks issued
268,377.19
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo
054
MINUTES OF THE
REGULAR ADJOURNED MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 5, 2001 - 5:00 P.M.
5:00 PM Session
CALL TO ORDER - Council Member Wernick at 5 00 p m
ROLL CALL
Mayor Gordon
Mayor ProTem Jacobs
Council Member Gaines
Council Member McDowell
Council Member Wernick
CLOSED SESSION:
Present arrived at 5 05 P M
Present
Present
Present
Present
The City Council moved into a closed session pursuant to applicable law, including the Brown Act
(Government Code §54950, et seg ) 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 Gov't Code §54957 (Personnel); and /or conferring with the
City's Labor Negotiators as follows
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956 9(a))
1 Phillips Petroleum, et al v County of Los Angeles, et al , USDC No 1938 -MRP (MANx)
2 Shell Chemical Company, et al v County of Los Angeles, et al , USDC No 1917 -GHK
(RCx)
3 Jeffrey Capistran v El Segundo, LASC Case No YC 038535
4 El Segundo v Trio Manufacturing, LASC Case No YC038567
5 United States, et al v Montrose Chemical, USDC No CV 90- 3122 -R
6 El Segundo v James Van Loben Sels, et al , LASC Case No BS051651
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Gov't Code §54956 9(b) -1- potential case (no further
public statement is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c)
-2- matters
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None
CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957 6) —
City Representative City Attorney, Mark Hensley Employee Organization City Manager
Contract
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None
Council reconvened to open session at 6 55 P M
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5. 2001
T,16 1 o 1
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 5, 2001 - 7:00 P.M.
7:00 PM Session
CALL TO ORDER - Mayor Gordon at 7 00 p m
INVOCATION - Clerk Mortesen
PLEDGE OF ALLEGIANCE - Council Member John Gaines
PRESENTATIONS
(a) Council Member Gaines presented a Commendation honoring Bill Crigger for his
dedicated and outstanding service to the City of El Segundo as President of the
Chamber of Commerce 2000 -2001
(b) Mayor ProTem Jacobs presented a Proclamation to mark the dedication of the
Children's Mural on Main Street on Thursday, June 7, 2001 at 4 00 PM
(c) Council Member McDowell presented a Presentation of Certificate of Recognition to
El Segundo High School student Andrew Brooks as one of 14 winners nationally and
the only West Coast recipient of the Time Warner Cable contest, "The Common
Good Exploring the Role of Public Service in America," and recognition of Karen
King, his teacher
(d) Council Member Wernick presented a Certificate of Recognition to Time Warner
Cable for their support of Education in the community and their sponsorship of the
essay contest
(e) Mayor Gordon presented a Commendation honoring School Superintendent Bill
Watkins upon his retirement for his many years of dedicated and outstanding service
to the community
ROLL CALL
Mayor Gordon
- Present
Mayor ProTem Jacobs
- Present
Council Member Gaines
- Present
Council Member McDowell
- Present
Council Member Wernick
- Present
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 3C
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 pnor 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
Peggy Tyrell, resident, spoke regarding item number 17
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5, 2001
PAGE NO 2
(56
Liz Garnholz, resident, spoke regarding Item E -7, and E -11
Ted Dickton, resident, spoke regarding the procedure for the Sound Installation Program
Rebecca Guerro, Site Administrator for the Webster University on the Air Force Base, thanked the
City for their help during their graduation
Frank Wong, resident, spoke regarding the Main Street Program
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on this Agenda by title
only
MOVED by Mayor ProTem Jacobs, SECONDED by Council Member Gaines, to read all
ordinances and resolutions on this Agenda by title only MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0.
B. SPECIAL ORDERS OF BUSINESS -
Public hearing on the Third Amendment to the Grand Avenue Corporate Center
Development Agreement The proposed amendment would remove the successor -
in- interest clause from the existing Development Agreement, which would terminate
the City's right to an access easement across the Residence Inn to the Fire Station
No 2 property if the City sells the Fire Station property in the future (Environmental
Assessment No EA -553, Development Agreement No 01 -2) Applicant El Segundo
HHG Hotel, LP
Mayor Gordon stated this Is the time and place hereto fixed for a public hearing on the Third
Amendment to the Grand Avenue Corporate Center Development Agreement The
proposed amendment would remove the successor -in- interest clause from the existing
Development Agreement, which would terminate the City's right to an access easement
across the Residence Inn to the Fire Station No 2 property if the City sells the Fire Station
property in the future (Environmental Assessment No EA -553, Development Agreement
No 01 -2) Applicant El Segundo HHG Hotel, LP He asked if proper notice had been done
and if any written communications had been received Clerk Mortesen stated that notice
was done and that no written communications had been received by the Clerk's Office
Jim Hansen, Director of Community, Economic and Development Services gave a brief
report
Ray Cruickshanks, representing Huntington Hotel Group, requested the Council to approve
the amendment. He also requested the City provide them with a restriction of future
property owners of the questioned property and then the Huntington Hotel Group would
reconsider their position.
Council consensus to continue public hearing to an unspecified date and direct staff to look
at an option which would move the left -hand turn pocket 30 feet to the east to service both
properties, and to re- advertise the public hearing
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5, 2001
PAGE NO 3
G 5 7
C. UNFINISHED BUSINESS - NONE
D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS -
2 Camp Eucalyptus Task Force Recommendation, Recreation and Parks Commission
Recommendation on Camp Eucalyptus
Mayor Gordon not - participating, due to a possible conflict of Interest
Greg Johnson, Director of Recreation and Parks, gave a report
Consensus to direct staff to proceed with the Recreation and Parks Commission
recommendation MAYOR GORDON NOT PARTICIPATING DUE TO A POTENTIAL
CONFLICT OF INTEREST.
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously If a
call for discussion of an Item Is made, the Item(s) will be considered Individually under the next
heading of business
3 Approved Warrant Numbers 2517626 - 2518022 on Register No 16 In total amount of
$1,118,444 99, and Wire Transfers In the amount of $1,308,404 59
4 PULLED BY MAYOR GORDON AND MAYOR PRO TEM JACOBS
5 PULLED FOR DISCUSSION BY COUNCIL MEMBER GAINES
6 PULLED FOR DISCUSSION BY COUNCIL MEMBER GAINES
7 Approved the Amendment to the total cost of service with MRH Structural Engineers
not to exceed $240,000 for fiscal year 2000 -2001 This Is an extension of Contract
No 2625 to the budgeted amount There will be no fiscal impact
8 PULLED FOR DISCUSSION BY MAYOR GORDON
9 Approved Amendment to Contract Number 2845 with Data Microimaging Company
for providing microfiche services at a total cost not to exceed $20,000 for Fiscal Year
2000 -2001 There will be no fiscal impact
10 Approved an annual purchase order contract with Blue Diamond Industries on a
single- source basis, to supply asphalt paving materials to the City for street
maintenance projects. The annual cost is not to exceed $44,000 00
11 Approved Amendment No 6 of the second one -year extension to the City's Contract
No 2737 with Wyle Laboratories, Inc (Wyle) for the planning and Initiation, pre -
design survey, and architectural - acoustical consulting and engineering In support of
Phase 8 of the City's Residential Sound Insulation (RSI) Program Cost of service
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5 2001
PAGE NO 4
CI 5 8
not to exceed $253,000 and authorized the Mayor to execute upon approval of the
City Attorney
12 PULLED FOR DISCUSSION BY COUNCIL MEMBER GAINES
13 Authorized issuance of a purchase order to Arizona Pipeline Company for Installation
of electrical conduits and foundations for six (6) street lights on Sepulveda
Boulevard, north of El Segundo Boulevard using an expedited process Approved
Capital Improvement Project (Fiscal Year= $44,496 00)
14 Authorized the filling of a grant application with qualification to the Office of Justice
Domestic Terrorism Preparedness Equipment Grant Program, coordinated by the
Los Angeles County Office of Emergency Management and the Governor's Office of
Emergency Services (OES)
MOVED by Council Member McDowell, SECONDED by Council Member WERNICK to
approve Consent Items 3, 7, 9, 10, 11, 13, and 14 MOTION PASSED BY UANANIMOIUS
VOICE VOTE. 5/0
CALL ITEMS FROM CONSENT AGENDA
4 City Council meeting minutes of May 14 and 15, 2001
MOVED by Council Member Wernick, SECONDED by Council Member McDowell to
approve City Council meeting minutes of May 14, and 15, 2001 MOTION PASSED BY
THE UANAIMOUS VOICE VOTE. 3/0. MAYOR GORDON AND MAYOR PRO TEM
JACOBS NOT PARTICIPATING.
Approved request to purchase a computer forensic workstation for the purpose of
retrieving, examining, and obtaining computer forensic evidence in criminal cases
The cost of this workstation will not exceed $14,000 from the asset forfeiture
account
6 Approved the waiver of a formal bidding process and authorized the purchase of The
Omega GIS program funded through Asset Forfeiture In an amount not to exceed
$29,640
MOVED by Council Member Gaines, SECONDED by Mayor ProTem Jacobs to approve
Consent Agenda Items 5 and 6 MOTION PASSED BY THE UNANIMOUS VOICE VOTE.
5/0
8 Authorized staff to solicit proposals from qualified consults to provide architectural,
structural, energy, electrical, mechanical, plumbing and grading plan review services
for Fiscal Year 2001 -2002
MOVED by Council Member Gaines SECONDED by Council Member Wernick to approve
consent agenda item number 8 MOTION PASSED BY UNANAIMOUS VOICE VOTE. 510
12 Authorized the appointment of a Fire Captain to a Battalion Chief position as a
temporary overhire, due to disability of a current Battalion Chief
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5, 2001
PAGE NO 5
0 5 J
MOVED by Council Member Gaines SECONDED by Mayor ProTem Jacobs to approve
consent agenda item number 8 MOTION PASSED BY UNANAIMOUS VOICE VOTE. 5/0
F. NEW BUSINESS —
15 Consideration of agreement between the City and the El Segundo City Employees'
Association implementing Agency Shop provisions.
City Manager Mary Strenn gave a report
MOVED by Council Member Gaines, SECONDED by Council Member McDowell to
approve Agreement No 2886 between the City and El Segundo City Employees
Association implementing Agency Shop provisions MOTION PASSED BY UANANIMOIUS
VOICE VOTE. 5/0
16 Consideration of a resolution amending Section 1A2 090 of the Administrative Code
referring to residency requirements for the Police Chief, Fire Chief and Public Works
Director
City Manager Mary Strenn gave a report
City Attorney Mark Hensley read the following
RESOLUTION NO. 4216
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EL SEGUNDO AMENDING SECTION 1A2.090 OF CHAPTER 1A2 OF THE
ADMINISTRATIVE CODE AMENDING RESIDENCY REQUIREMENTS
FOR SPECIFIED OFFICERS OF THE CITY
MOVED by Council Member Wernick, SECONDED by Mayor ProTem Jacobs to adopt
Resolution No 4216 amending Section 1A2 090 of the Administrative Code referring to
residency requirements for the Police Chief, Fire Chief and Public Works Director MOTION
PASSED BY UANANIMOIUS VOICE VOTE. 5/0
17 Proposal to consider financial assistance to the El Segundo Unified School District
for the purpose of school facilities and programs (Fiscal impact $250,000 maximum
annual payment for five years)
Council consensus to receive and file report and agendize action item for the June 19, 2001
Council meeting
18 Consideration of request from League of California Cities to support implementation
of League Grassroots Network
City Manager Mary Strenn gave a report
City Attorney Mark Hensley read the following
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5, 2001
PAGE NO 6
0 60
RESOLUTION NO. 4217
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EL SEGUNDO SUPPORTING THE GRASSROOTS NETWORK PROPOSED
BY THE BOARD OF DIRECTORS OF THE LEAGUE OF CALIFORNIA CITIES
MOVED by Council Member McDowell, SECONDED by Council Member Wernick to adopt
Resolution No 4217 supporting the grassroots network proposed by the Board of Directors
of the League of California Cities, approve $861 Increase in dues paid to the League of
California Cities for 2001 and $1,791 Increase in dues for 2002, and Authorize Mayor to
execute ballot authorizing addition of Article XVI to the League of California Cities by laws
MOTION PASSED BY UANANIMOIUS VOICE VOTE. 5/0
G. REPORTS - CITY MANAGER - NONE
H. REPORTS - CITY ATTORNEY - NONE
REPORTS - CITY CLERK - NONE
REPORTS - CITY TREASURER - NONE
K. REPORTS - CITY COUNCIL MEMBERS
Council Member McDowell -
20 Consideration of proposal to establish and implement a lunch time shuttle
service test program between Grand Avenue corridor east of Sepulveda
Boulevard and downtown utilizing currently available resources, including
Prop A funding
MOVED by Council Member McDowell, SECONDED by Council Member Gaines to
approve establishment and implement a lunch time shuttle service test program
between Grand Avenue corridor east of Sepulveda Boulevard and downtown utilizing
currently available resources, including Prop A funding MOTION PASSED BY
UANANIMOIUS VOICE VOTE. 3/0. MAYOR GORDON AND MAYOR PRO TEM
JACOBS NOT PARTICIPATING DUE TO A POTENTIAL CONFLICT OF
INTEREST.
Council Member Gaines - Spoke regarding the MAX system request, to select an
area to store the buses during daytime hours He requested staff contact Jim Mills to
see if one of the buses could be used for the lunch time shuttle He also spoke about
dog licensing
Council Member Wernick - NONE
Mayor Pro Tern Jacobs - Spoke regarding the Manachi band reception
Announced the South Bay Cities of Council of Governments has invited Councils to
give testimony on air emissions created by increased air traffic, both cargo and
passenger
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5 2001
PAGE NO 7
061
Mayor Gordon -
19 Consideration of a request from El Segundo High School to Implement
"Student Government Days "
MOVED by Council Member Gaines, SECONDED by Council Member McDowell to
approve Implementation of "Student Government Days" program in the City of El
Segundo MOTION PASSED BY UANANIMOIUS VOICE VOTE. 5/0.
He announced the meeting for the EIR for the LAX Master plan, Saturday, June 9
He requested to agendize, Downtown Main Street Design, changed to a four -lane
configuration
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit) 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
Ted Dickton, resident, spoke regarding Sacramento, and their budgets
Liz Garnholz, resident, spoke regarding Student Government Days, and the Wyle contract
Mayor Gordon read a letter from Loretta Frye, regarding the superior treatment from the El
Segundo Paramedics
CLOSED SESSION - NONE
ADJOURNMENT at 9 45 P M
In memory of Alice Collette, long -time resident of El Segundo, who passed away on May 26, 2001
after an extended illness, and
Rick Clark, long time resident and former Inglewood Police Officer, who passed away on May 29,
2001, after a lengthy Illness
In celebration of the birth on May 26, 2001 of Hannah Michelle Tiedemann, daughter of Erika
Grimmond Tiedemann and Scott Tiedemann Erika is a former El Segundo Sister City Queen and
the daughter of Police Chief Tim and Tammy Grimmond
Cindy Mortesen, City Clerk
MINUTES OF THE REGULAR AJOURNED CITY COUNCIL MEETING
JUNE 5, 2001
PAGE NO 8
C, 6G
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION
MEETING DATE- June 19, 2001
AGENDA HEADING. Consent
Annual destruction of Identified records In accordance with the provisions of
Section 34090 of the Government Code of the State of California The City
Attorney has consented to the plan for records destruction
RECOMMENDED COUNCIL ACTION.
Approve Resolution authorizing the destruction of certain records
BACKGROUND & DISCUSSION.
Each year various Departments need to transition older documents to storage or
destruction and make space for the new year's records By reviewing the older
records and inventorying the current ones, we are able to use the available
storage space more efficiently To accomplish this goal, older records, which are
no longer needed, should be destroyed annually
ATTACHED SUPPORTING DOCUMENTS
Resolution with attachments
FISCAL IMPACT Not to exceed $500 00
Operating Budget,
Amount Requested
Account Number
Protect Phase
Appropriation Required
Mary Stren- n,— gty'141anagr
001 - 400 -1301 -5204
DATE 6 -13- O(
//j
7
063
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, AUTHORIZING IM DESTRUCTION OF CERTAIN RECORDS
WHEREAS, there is presented to the City Council for approval and forwaiding to the City Council, the attached
correspondence, and
WHEREAS, the City Council finds that the records herein referred to are of no further value to the City of El Segundo
and that they occupy badly needed storage space, and
WHEREAS, the City Attorney has, in accordance with the provisions of Section 34090 of the Government
Code of the State of California, consented to the destruction of said records and documents
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, DOES
RESOLVE AS FOLLOWS
SECTION 1 The City Clerk is hereby authorized and granted authority to dispose of the records identified in
Exhibit "A ", and shall cause these records to be destroyed in a lawful manner
SECTION 2 Upon destruction of the foregoing records, the City Clerk shall make a certificate of complete
destruction of said records and file the original of the same in the Office of the City Clerk and file a copy of said
certificate together with a certified copy of this resolution in the City Clerk's Department
SECTION 3 The City Clerk shall certify to the passage and adoption of this resolution, shall enter the same in
the book of original resolutions of said city, and shall make a minute of the passage and adoption thereof in the records of
the proceedings of the City Council of said city, in the minutes of the meeting at which the same is passed and adopted
PASSED, APPROVED and ADOPTED this 19" day of June, 2001
Mike Gordon, Mayor
ATTEST
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO 1
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members
of the City Council of the City is five, that the foregoing Resolution No was duly passed and adopted by said
City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a
regular meeting of said Council held on thel9` day of June, 2001, and the same was so passed and adopted by the
following roll call vote
AYES
NOES
ABSENT
ABSTAIN
Cindy Mortesen, City Clerk AEkRb1VED AS ORM
Mark D Hensley, Cit' Attorney
064
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
City Council Agenda Packets -1993
July 6
July 7
July 12
July 20
August 3
August17
August 31
September 2
September 7
September 13
Septembei 14
September 15
September 20
September 21
September 28
199i3I-11 .�
APPROVED FOR DESTRUCTION
065
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
City Council Agenda Packets - 1993
October 4
October 5
October 7
October 19
November 1
November 2
November 16
November 22
December 7
December 20
December 21
APPROVED FOR DESTRUCTION
CITY 2NEY
2. 066
DOCUMENTS FOR DESTRUCTION - 612001
BOX
Election Rosters - 4/96 General Municipal Election
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY AT NEY
U5i
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
721 FPPC - 1995/96 (Copies)
Sean M Mahone
James W Morrison
Michael D Robbins
Leland C Dolley
Richard D Switz
Susan C Schofield
Carl Jacobson
Gary L Wycoff
Sandra Jacobs
M Stacey Palmer
Mike Gordon
Gordon T Leon
Nancy M Wermck
James W Boulgarrdes
Jane Frredkm
Brian Scott Crowley
Robert S Yeagley
Darold P Veich
730 FPPC - 1995/96 (Copies)
Jane Frredkm (ICRMA) Sandy Jacobs (SBRPCA)
730 FPPC - 1992/93 (Ougmals)
Cindy Moi tesen
Lora Freeman
David Hesse
Kimberley McIntosh Jaime
George O Wiley
Larry Minton
Richard Feam
William Manahan
Fred L Heverchz, Jr
Julia O Abreu
Donald L Harrison
W Wallace Langford
Donald E Bott
Laurie Brigham Jester
Donald C Helt
Sara Mosleh
Naima Greffon
Darold P Veich
Paul Garry
Gene Bell
Walter Wm Lee
Ron Daiville
Loran Michael Hammond
Sandra Carol Jacobs
Patrick D Miner
Linda Robinson
Karen G Ackland
Jamie Taylor
Bill Hatcher
John K Mitchell
Kenneth Richard Putnam
Bellur K Devaraj
Eric W Johnson
Dushan Skarrch
John W Hilton
Elizabeth J Kennedy
William H Cameron
Lawrence D Vivian
Margie A Randall
Barbara J Pearson
Debra Brighton
Debbie Bundy
Roger Kelly
Enka M Condon
Bill McCaverty
Rollie Wright
James K Fauk
Richard A Croxall
Richard Williams
John J Trujillo
Louise Eckeisley
Steven G Klotzsche
Jacquelyn D Abraham
Hairy A Reeves
Joan Garcia
Steve Jones
Lours H Ervin
Carl S Evans
Gwen Eng -Ellis
AJ Paz
Ronald R Green
David W Sloan
Peter C Freeman
Gary A Chandler
John W Gilbert
Edna M Freeman
Carl M Nessel
Eric R Moore
Wm S McCoy
John Mapes
Donald L Johnson
Terrence L Ceretto
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY
4 068
Steve Tsumura Caroline E Rowan Ray H Millei
John Owen Wayt Tim Gnmmond Hyrum Fredle
Wayne W Simmons Susan E Rose FPPC
Correspondence
BID NO.
PW 89 -5
8 -25 -92
PW 90 -3
8 -25 -92
PW91 -09
11 -17 -92
PW91 -10
5 -19 -92
PW 92 -2
7 -7 -92
PW 92 -5
7 -7 -92
PW 92 -7
12 -1 -92
PW 92 -8
10 -27 -92
PW 92 -11
1 -5 -93
PW 92 -13
4 -6 -93
EXHIBIT "A"
10" Water Line in Sepulveda (Completed in 1993)
Replace /Install Water Mains 1990 -91 (Completed in 1993)
1990 -91 Heater -Remix & AC Overlay
Replace chain link fence at Maple Avenue Sump
NOC93- 214863 Repair Sewer Lines 1991 -92
NOC # not issued Sound insulation 910 Hilly est
NOC93- 1493867 Flow morutoring of sewer Imes
NOC93- 214864 Lmmg sewer lines High School
NOC93- 1081863 Demo 175 mg reservoir roof
NOE93- 029454 Bid doc for aq ui /install SCADA
5
APPROVED FOR DESTRUCTION
y
CITY ATT NEY '
1-169
BID NO.
91 -24 01 -30 -92
93 -01 07 -15 -92
93 -04 09 -15 -92
93 -05 09 -10 -92
93 -06 11 -12 -92
93 -07 11 -12 -92
93 -08 01 -29 -93
93 -09 03 -11 -93
93 -10 04 -01 -93
CM93- 1010 -21 -93
93 -11 04 -01 -93
93 -12 04 -01 -93
93 -13 04 -01 -93
93 -13A 04 -01 -93
93 -14 04 -13 -93
93 -15 05 -25 -93
93 -16 05 -25 -93
93 -17 07 -23 -93
93 -17 05 -20 -93
93 -18 07 -20-93
93 -19 08 -13 -93
93 -20 08 -13 -93
93 -21 08 -13 -93
93 -22 08 -23 -93
93 -23 09 -17 -93
93 -24 10 -25 -93
PW93 -03 04 -27 -93
EXHIBIT "A"
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
Three trucks and vans
Waste Service
Library OCLC Mag Tapes Conv
Sin Bus with wheelchair lift
Automated Library System
Hydraulic Rescue Tool
Vauous Vehicles
Pumping Rights (WB)
Firefighters' Uniforms
Economic Development Strategic Plan
Gym Equipment
Modular Furniture for police department
Scot 30 nun light weight an bottles
Scot 30 min light weight an bottles
Buick Regal vehicle
Scot 30 mm light weight air bottles
One special step van
Six computer systems
Fed Signal light systems
Fiiefighteis' uniforms
Waste Service
Paving Mateuals
Water Pumping Rights
Twenty Terminals
Fire apparatus
3 Buick Regal Gland Spol t 4 -door sedans
NOC93- 184309 Remodel PD Records Room
0
APPROVED FOR DESTRUCTION
CITY ATT NEY
r
120
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
CONTRACT NO. COMPLETED/EXPIRED
2218 Kenneth J Emanuels & Assoc - Advocacy Services
2229 BSI Consultants - Metro Green Line Drainage Study
2235 Innovative Interfaces - Library Catalog Interface
2236 Chabm Concepts, Inc - Econ Development Plan
2249 C -DAD, Inc - PW 93 -3 Remodel PD Records Rm
2253 J & B Kovac Engineering PW 92 -15 - Sidewalk Replace
2254 C -DAD, Inc, PW 93 -5 - Jail Wire Mesh Installation
2270 Zaich Construction - PW 93 -1 Wshrngton St Storm Dram
2272 RBF /Sholders & Sanford - Stripmg of Sepulveda
2029 City of L A Coop Agreement Grand Ave Widening
2093 County of L A Federal -Aid Urban Funds
Expired Employee Fidelity Bonds
Note to Staff - plenty of room left in box 6
EXHIBIT "A"
12/31/93
4/1/93
9/1/93
7/31/93
9/7/93
12/7/93
10/19/93
10/5/93
9/1/93
12/31/91
12/31/92
APPROVED FOR DESTRUCTION
i
CITY ATWftNEY
071
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
1986 -1996 Duplicate Copies Fire Department FLSA Records
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY ORNEY
0 72
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
Fire & EMS Reports
1991
Fumigation Permits
1991
Deposit and Transmittal Fees
for Copies and Witness Fees1991 -92
Leave Replacement Report
1990 -91
Paramedic Invoices
1987 -91
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY ATT NEY
073
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX
Duplicate Copies of Miscellaneous Librazy documents
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY RNEY"
10
074
DOCUMENTS FOR DESTRUCTION - 612001
BOX 10
Duplicate Copies of Miscellaneous Libiaiy documents
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY A NE
11 J75
DOCUMENTS FOR DESTRUCTION - 6/2001
BOX 11
Duplicate Copies of Imaging Proposal - Duplicate Copies of Vendor RFP's
EXHIBIT "A" APPROVED FOR DESTRUCTION
c
CITY TORNEY
12
0 %�
DOCUMENTS FOR DESTRUCTION - 6/2001
LIBRARY
Library Fine Transmittal Forms - 7/97 to 6/30/98
Library Request for Reimbursement of Expenses - 7/97 to 6/30/98
Library Copy Machine Receipts - 7/97 to 6/30/98
Library Lost Book (partial paid) Receipts - 7/97 to 6/30/98
Library Lost Book (paid) Receipts - 7197 to 6130198
Library Cash Register Tapes - 1/98 to 12/98
Library Invoices - Jan '97 - 1/98 to 12/98
Library Purchase Orders - 1198 to 12198
Library Postage Receipts -1 /98 to 12198
EXHIBIT "A" APPROVED FOR DESTRUCTION
CITY ATTORNEY
13
077
DOCUMENTS FOR DESTRUCTION - 6/2001
POLICE DEPARTMENT
1994 23 background investigation packages of potential police department
employees
1995 78 background investigation packages of potential police depai tment
employees
EXHIBIT "A"
APPROVED FOR DESTRUCTION
�C RNEY
14 (178
DOCUMENTS FOR DESTRUCTION - 6/2001
FINANCE - ACCOUNTING
FY 1994 -1995
Accounts Payable
FY 1993 -1994
Bank Reconciliation
FY 1994 -1995
Deposits, Receipts
FY 1993 -1994
Checks
FY 1994 -1995
Warrant Register
Prior to 1995
FY 1995 -1996
Prior to 1995
FY 1995 -1996
Prior to 1995
FY 1995 -1996
Prior to 1997
FY 1997 -1998
1996 and Prior
DOCUMENTS FOR DESTRUCTION - 6/2001
FINANCE - BUSINESS SERVICES
Accounts Receivable
Accounts Receivable
Bids, RFQ's, RFP's
Bids, RFQ's, RFP's
Requisitions/ Purchase Orders
Requisitions/ Purchase Orders
Budget Worksheets
Budget Worksheets
Business License (Terminated)
EXHIBIT "A" APPROVED FOR DESTRUCTION
CITY ATTORNEY
15 079
City Treasurer
Document send for destruction
Box 1 Accounts Payable Cancelled Check #203500 - 203699 Mar 99 - Aug 93
Box 2 Accounts Payable Cancelled Check #207000 - 210726 Aug 93 - Mar 94
Box 3 Payroll Cancelled Check #104000 - 108199 Jan 93 - Jun 93
Box 4 Payroll Cancelled Check #108200 - 112044 Jun 93 - Sep 93
Box 5 Payroll Cancelled Check #112045 - 115915 Sep 93 - Feb 94
Box 6 ♦ Savings Bonds Applications 1984 - 1990
♦ Savings bonds Ledger 1985 -1987
Box 7 Miscellaneous Box
1 Returned Check
Jan 1990 - Dec 1990
2 Auditor File (Investment Verification)
1990
3 Employee Bond Purchase
1988
4 Employee Name Change
1992 -1993
5 Manual Receipt Book
1986
6 Financial report Security Pacific Bank
Jan 1991 - Feb 1992
7 Outstanding Check List
1985-1987
8 Street Improvement File
1972-1982
9 Pass Book Security Pacific Bank
1972-1993
EXHIBIT "A"
APPROVED FOR D TRUCTION
CITY JkTThRNEY
16 080
DOCUMENTS FOR DESTRUCTION - 6/2001
PUBLIC WORKS - ENGINEERING
1 Excavation Permit Bonds
Completed projects prior to 1991
2 Public Works Projects (consolidated and updated)
Various folders containing information prior to 1993
3 Los Angeles City / County, Los Angeles County Transportation Commission (LACTC)
files
Miscellaneous items - consolidated and updated
(MTA files such as Congestion Management Program, Prop A — Prop C, Call for Projects,
SAVED
4 Los Angeles County Transportation Commission (LACTC)
Miscellaneous information prior to 1992 — consolidated and updated
5 Various Utility Companies Information related to projects prior to 1990
Chevron USA, Shell Oil, Department of Water and Power, Scattergood Steam Plant,
Railroads, Gas Company, Edison Company
6 Water Rights Bids
Duplicates in Finance Department
7 Engineering Division Employees,
Miscellaneous information Duplicates in Human Resources Department and with
individual employees
8 Miscellaneous Caltrans and Sepulveda Boulevard files
Consolidated with Sepulveda Boulevard Widening Project files
( Caltrans Disadvantaged Business Enterprise (DBE), SAVED)
9 South Bay Cities Council of Governments (SBCCOG)
Miscellaneous files — out of date and /or duplicate files
10 Opticom Information
Delegated to Fire Department and General Services Division, Public Works Department
EXHIBIT "A"
APPROVED FOR DESTRUCTION
CITY ATTOR Y
E
17 0 81
DOCUMENTS FOR DESTRUCTION - 6/2001
FINANCE
Payroll
1,000 Hours Employee Report
Leave Liability Report
Payroll Deduction Register
Employee Information Reports
Deduction Register
Insurance Statements
Employee Time Sheets
Inactive Employee Files
Tern-mated Employee Files
Water
Water Stubs
Water Billing Registers
Journal Entries
Journal Entry Proof List
Cashiering
Citations
Cash Receipt Register
EXHIBIT "A"
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1992 -93 and Piior
1990 -91 and Prior
1990 -91 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
1994 -95 and Prior
lu
APPROVED FOR DESTRUCTION
CITY ATTORNEY
0 82
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION,
MEETING DATE: June 19, 2001
AGENDA HEADING- Consent Agenda
Consideration of a third amendment to the City's employment agreement with the City
Manager granting a cost -of -living salary adjustment effective July 1, 2001
RECOMMENDED COUNCIL ACTION:
Approve the third amendment to the City's employment agreement with the City
Manager and authorize the Finance Department to implement the necessary salary
adjustments
BACKGROUND & DISCUSSION,
Last year, the City Council implemented a classification and compensation study
affecting all management and confidential employees One portion of that
implementation included a cost -of- living (COLA) salary adjustment for all management
and confidential employees effective July 1, 2001 The COLA will be based on the May
2001 Consumer Price Index (CPI) report and shall not be less than 3% or greater than
5% The attached amendment to the City Manager's employment agreement states
that the City Manager shall receive the same salary consideration on July 1, 2001 as
the other management employees in the City The Council should note that the May
CPI report will be released on or about June 20, 2001
ATTACHED SUPPORTING DOCUMENTS
Proposed third amendment to the City's employment agreement with the City Manager
FISCAL IMPACT: $6,000 estimated
Operating Budget,
Amount Requested:
Account Number:
Project Phase.
Appropriation Required: No
Assistant
DATE: June 12, 2001
LI
` /'/oi
•
0�3
THIRD AMENDMENT TO EMPLOYMENT AGREEMENT
BETWEEN THE CITY OF EL SEGUNDO AND MARY STRENN
This amendment ( "Amendment ") to the employment agreement dated September
15, 1998 ( "Agreement "), between the City of El Segundo, California ( "City " ") and Mary
Strenn ( "Employee "), is entered into this 19`h day of June, 2001
The parties do hereby agree to amend Section 4 1 of the Agreement to read as
follows
41 Employee's current annual base salary is $148, 513 which is, and shall be paid in
equal biweekly payments Commencing on July 1, 2001, such base salary shall
be increased by the percentage increase in the May 2001 Consumer Price Index -
Los Angeles - Riverside- Orange County, All Urban Consumers In no event shall
the percentage increase be less than three percent (3 %) or greater than five
percent (S %) City Shall also pay Employee a monthly car allowance of $500 00
The City Council may evaluate Employee's performance annually following the
effective date of the Agreement and determine in its sole discretion whether to
increase Employee's compensation Any increase must be in writing and signed
by the parties
IN WITNESS WHEREOF, the parties hereto have signed on their behalf this
Agreement as of the day and year first written above
City of El Segundo
Mike Gordon, Mayor
Attest
Cindy Mortesen, City Clerk
Approved As To Form
'Mark D Hensley, City Attorney
Employee
Mary Strenn
li
EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION
Funding agreement between the City of El Segundo and the El Segundo Unified
School District for the period October 1, 2001 to September 30, 2002 to provide
student services and maintenance of school facilities (Fiscal impact $250,000)
RECOMMENDED COUNCIL ACTION'
Approve funding agreement between the City of El Segundo and the El Segundo
Unified School District
BACKGROUND & DISCUSSION
The El Segundo Unified School District (School District) submitted a ballot
initiative in November 1997 for consideration of issuing bonds for capital
improvements of all El Segundo schools The ballot initiative was approved by
over 70% of the voters, and the School District made an informal commitment to
the voters to issue bonds limited only to $30 per $100,000 in assessed valuation
ATTACHED SUPPORTING DOCUMENTS.
Funding agreement between the City of Segundo and the El Segundo Unified
School District
FISCAL IMPACT Annual payment not to exceed $250,000 to the El Segundo School
District for a period of 5 years.
Operating Budget:
$0
Amount Requested:
$250,000
Account Number'
2901 -6405
Project Phase.
Approve agreement
Appropriation required
Yes — $250,000 beginning FY 2001 -2002
Bret M Plumlee, Finance Director
REVIEWED
City Manager
UAIL'
6112 -10
6/12/01 5 17 PM V
u O J
BACKGROUND & DISCUSSION (CONTD.).
Timetable to complete all school facilities was estimated to take fifteen years
based on estimated changes in assessed valuation and funding from the State of
California Due to the much higher than anticipated Increases In assessed
valuation, the School District was able to complete facility renovations for all but
Center Street School well ahead of schedule
The School District has funding for the Center Street School budgeted, however,
this funding is contingent upon receiving State funds Funding from the State of
California for school bonds has now been depleted. Due to the uncertain status
of the State's economy, it is unknown how long it will be before the State will
bring forward a ballot initiative for future school bonds The School District now
needs approximately $4 8 million to complete the funding for Center Street
School renovations and has approached the City of El Segundo's School District
Subcommittee with a request to assist financing the funding gap
The Subcommittee met on May 10, 2001 to discuss several alternatives for
funding, and came to a consensus that the School District would issue
Certificates of Participation (COP) in their name white the City could enter into a
separate agreement with the School District to assist them with financial support
for school's facilities and programs The timetable for the City's commitment is
for a period not to exceed five years and for an amount not to exceed $250,000
per year The City shall on or before October 1, 2001 and on or before each of
the next four years thereafter, pay the district $250,000 Additionally, the City
can terminate its obligation to make such payments by giving the District 30 days
advanced written notice of its intent to cancel its payment obligation
The City Council reviewed the request for funding on June 5, 2001 and directed
the City Attorney to draft the attached agreement
6/12/01 5 17 PM
086
FUNDING AGREEMENT
This Funding Agreement ( "Agreement") is made this _ day of June 2001,
between the City of El Segundo ( "City ") and the El Segundo Unified School District
( "District ")
U-TOM M3
WHEREAS the City is desirous of providing funds to District for purposes of
funding student services as well as maintenance of District facilities that are not being
funded by other sources,
WHEREAS such services benefit the youth of El Segundo by providing such
youth with vital services that will lessen the need for City services such as police and
park and recreation services and will result in better educated youth in the City,
WHEREAS the City believes that the District's educational services play a
critical role in providing the City with future citizens that will dedicate their time and
knowledge to the community and thereby increase the quality of life in the City of El
Segundo,
NOW THEREFORE, the City and District do hereby agree, covenant and
warrant as follows
Section 1 Fundma of District Services
The City shall on or before October 1, 2001 and on or before October 1, for each of the
next four years thereafter, pay the District $250,000 The District shall use such funds
for providing student services and maintenance of facilities that serve the needs of the
students of the District and are not being funded by other sources In the event that the
City determines that it is not in the City's best interest to make any of the $250,000
payments, the City can terminate its obligation to make such payments by giving the
District 30 days advance written notice of its intent to cancel its payment obligation
hereunder
Section 2 Entire Agreement
This Agreement represents the entire understanding of the City and the District with
respect to the subject matter hereof and all prior written and oral agreements regarding
the subject matter hereof are superseded by this Agreement
0 bi
Section 3 Modifications
This Agreement can only be modified in a writing approved by the City Council and the
District Board
This Agreement is hereby approved as of the date first written above
DISTRICT
President, District Board
ATTEST
Board Secretary
Approved as to Form
Board Counsel
CITY
Mayor Mike Gordon
Cindy Mortesen, City Clerk
4arhD(Hensl y, City Attorney
088
EL SEGUNDO CITY
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION:
COUNCIL MEETING DATE. June 19, 2001
AGENDA HEADING: Consent Calendar
Adoption of Accounts Receivable Collection and Write -off Policy
RECOMMENDED COUNCIL ACTION.
➢ Approve Accounts Receivable Collection and Write -off Policy
➢ Give Director of Finance (Director of Administrative Services as of October
1, 2001) authorization to send outstanding accounts receivables to Credit
Bureau of Santa Monica for collection
➢ Formally write off outstanding accounts receivables greater than 180 days
old as of September 30, 2000
BACKGROUND & DISCUSSION.
In FY 1999 -2000, City Council approved entering into agreements with Wittman
Enterprises, LLC (Wittman) to do paramedic billing and with Credit Bureau of
Santa Monica to provide collection services on uncollectible accounts Over the
past year, staff has been working with Wittman and with Credit Bureau of Santa
Monica to develop a policy to collect outstanding paramedic billings The results
have been outstanding
ATTACHED SUPPORTING DOCUMENTS,
➢ Accounts Receivable Collection and Write -off Policy
FISCAL IMPACT- None
Operating Budget.
Amount Requested:
Account Number:
Project Phase:
Appropriation required: No
Bret M Plumlee, Director of Finance
City Manager
b4z/0
6/12/01 3 02 PM
0 89
W
BACKGROUND & DISCUSSION
Wittman has collected over 65% of the outstanding billings greater than one year
old and has collected 92% of current billings over the past year The next step is
to establish a similar policy to collect on all other outstanding accounts
receivables
Staff has recently developed a process to work all other outstanding billings for
120 days through a series of three collection letters before sending them on to
the collection agency This process went into effect May 1, 2001
The attached policy gives the Director of Administrative Services the authority to
send outstanding receivables to a collection agency and requires he periodically
send a report to the City Council for formal write -off
Over the past two fiscal years, finance staff has reserved a total of $506,600 for
uncollectible accounts receivables This balance largely consists of outstanding
receivables, which have been on the books since 1993 prior to the City having a
collection agency and has already been charged against revenues Staff has
also met with Credit Bureau of Santa Monica to discuss the possible collection on
receivables more than one year old, and they have stated the probability of
collecting on these accounts is less than 5%
Staff is requesting authorization from the City Council to formally write -off this
balance Staff is also requesting the City Council adopt the attached Accounts
Receivable Collection and Write -off Policy to be used from this point forward
6/12/01 3 02 PM
090
ACCOUNTS RECEIVABLE COLLECTION & WRITE -OFF POLICY
I. Purpose and Scope
This policy will allow the Director of Administrative Services to actively collect the
City's Accounts Receivables, preliminarily write -off delinquent invoices after 120 days,
send to the City contracted collection agent for collection and periodically receive City
Council approval on formal invoice write -off
II. General Provisions
A Accounts Receivable Invoicing. An accounts receivable invoice will be generated
when a City service has been provided but not paid for The support for the invoice
will include the City collection agent's required information for future collection
B Collection Letters Effective May 1, 2001 the City will send out three collection
letters starting with the first collection letter 31 days after the initial invoice date
(June 1, 2001) The second collection letter will be sent on day 61 and the final letter
sent on day 91 The final letter will state that the account will be sent to collection if
not paid within ten (10) working days.
C Delinquent invoices Invoices over 120 days old will be considered delinquent The
Director of Administrative Services has the authority to review delinquent invoices
monthly, preliminarily write them off the City's books, and send to the City's
contracted collection agent for collection
D Exceptions The Director of Administrative Services can authorize a delinquent
invoice not be sent to collection or agree to a payment plan The delinquent invoice
will be preliminarily wntten -off the City's books and tracked separately by the
Administrative Specialist II These exception invoices will continue to be evaluated
by the Director of Administrative Services as part of the monthly delinquent invoice
review process
E Collection Agent Reports The Administrative Services Department will review the
monthly reports received from the City contracted collection agent and record
collection proceeds to appropriate revenue accounts
F City Council The Director of Administrative Services will periodically take the
preliminarily written -off invoices to the City Council for Council's approval and
formal write -off
G Written Procedure A written procedure documenting the above policy has been
completed and is available for review
091
EL SEGUNDO CITY COUNCIL MEETING DATE. June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda
AGENDA DESCRIPTION
Approval of Contract with Decision Management Company, Inc to provide Phase
I of the Document Imaging and Records Management project
RECOMMENDED COUNCIL ACTION
Approve Contract
Authorize the Mayor to execute
BACKGROUND & DISCUSSION
The Council approved the retention of a Specialist in Imaging /Records
Management in May of 2000 Since that time the Specialist has worked with staff
to develop a needs assessment, document imaging use projections, RFP, and
timeline for a four -phase project
The Imaging Task Force has reviewed all RFP's, seen demonstrations, and
visited City's that have implemented the different programs It is the decision of
the Task Force to request Council to award the contract to Decision Management
Company, Inc (Questys)
It is felt that Questys meets and /or exceeds the requirements of the City, and
with its implementation will allow for total integration of a truly electronic workflow
and management system
This project has been reviewed and approved by the Executive Technology
Review Committee
ATTACHED SUPPORTING DOCUMENTS
Imaging Phases
Scope of Services, Payment Schedule
FISCAL IMPACT
Operating Budget. $65,000.00
Amount Requested $51,200.00
Account Number 001 -400- 2505 -8108
Project Phase. I
Appropriation required None
ORIGINATED I I i DATE;
DATE;
Mary Stfel� I Manager_ /
D
1-192
11
Phase 1 City Attorney, City Clerk, Information Services and Police
• 10 concurrent retrieval workstations
• 2 scanning workstations
Phase 2 Community, Economic & Development Services (CEDS), Public Works
• 10 concurrent retrieval workstations
• 2 scanning workstations
Phase 3 Administration, Finance, Human Resources and Treasurer
• 10 concurrent retrieval workstations
• 2 scanning workstations
Phase 4 Fire, Library and Recreation
• 5 concurrent retrieval workstations
• 3 scanning workstations
093
PROPOSAL EXHIBIT A
PRICING
MODEL
NET PRICE
COMPONENT BRAND OR
SPECIFICATIONS PHASE 1
VERSION
1 a Software 2 Scanning /retrieval
Questys Text &
Image Mgmt
Version
Network License and two
$9090 25
workstations (Phase 1)
System
2000
scan /retnevai station licenses I
1 e Software 10 CONCURRENT
Questys Text &
Image
Version
Ten CONCURRENT retrieval $4,51750
retrieval workstations (Phase 1)
System
2000
licenses i
2 a 2 Duplex Scanners (Phase I)
50 simplex, i !
Minimum 36ppm simplex (Disclose
Fujitsu
Model
, 20 u
duplex, 200 -400 dpi, up to o 11 "'
$10,86400
pages per minute, dpi and if
M4097D
x 17", bi - tonal, Adapter I
greyscale Must scan both sides of
Controller, Cable a &Drivers
the paper at once)
3 a OCR Engine (Disclose
manufacturer, version and ratings
OCR speed is a function of
for speed and accuracy) OCR
several parameters such as
licenses are required for each
speed of processor Accuracy
scanning workstation If not
Fine Reader
4
Included
rate is commensurate with the
provided in previous pricing, pnce 2
quality of a document
OCR licenses in phase 1, 2 and 3,
(maximum 99 7 %)
and 3 OCR licenses in phase 4
4 a Full Text Search Engine
Questys Text &
Full text search - one word or
(Disclose manufacturer & Version &
Image Mgmt
Version
2000
two words with Boolean
operator Under one -tenth of
Included
ratings for speed)
System
a second
10 Installation and On -Site
$6,000 00
Training
11 a On -Site Training - inclusive of
all travel expenses (Phase 1 - 29
retrievers, 4 scanners, 4 system
administrators) (Phase 2 - 25
1 $5,40000
retrievers, 8 scanners) (Phase 3 -
1
36 retrievers, 8 scanners) (Phase 4
37 retrievers, 6 scanners)
12 Annual Software Maintenance
Includes maintenance,
and Telephone Support (disclose
upgrades and eight hours of
$3,45351
for each phase)
telephone support
23 Optional Vendors Choice
LegisStream
Version
Authoring station licenses for $9,09025
2000___1
station
------- --- -- ----- ---- ------ ---- - -----
Subtotal for Tax Calculation
-'-- --ales
- ----- ----- ----- - - --
---
__eachscannin�
1 $33,56200
Tax gels County Sales Tax (Los Angels County
_
$2,68496
= 08% II
13 Shi m
$10000
14 TOTALS I
1
$51,20047
I
16 Fee for On -site Service, if
$1,200 PER
required (disclose for each phase
DAY PLUS
and /ors stem )
EXPENSES
DMC to provide to the City of El
Segundo an "automated indexing"
feature Estimated release date for
n/c
module is June 2001
SQL database "Schema" tables
typically not released but entire
sorce code is placed in Escrow
Wilt offer full access to the
n/c
database providing the City signs a
Non - Disclosure Agreement
094
PROPOSAL EXHIBIT A
PRICING
095
MODEL
NET PRICE
COMPONENT
BRAND OR
SPECIFICATIONS
VERSION
PHASE 1
DMC commits to perform remote
hardware and software diagnostics
to identify or confirm the problems
and isloate their causes within 4
n/c
hours of receiving notification from
Client
The above Proposal pricing provides only a brief description of the services provided to the extent the proposal
for services provided by the consultant to the City on or about January 23, 2001, further describes the services
to be provided, such is hereby incorporated by reference
095
EXHIBIT "B"
PAYMENT SCHEDULE
1 Payment Terms
Except as to any charges for work performed or expenses incurred by
Consultant which are disputed by City, City will use its best efforts to
cause Consultant to be paid within thirty (30) days of receipt of
Consultant's invoice Payment to Consultant for work performed pursuant
to this Agreement shall not be deemed to waive any defects in the work
performed by Consultant.
2 Payment Schedule
The Payment Schedule for this Agreement is as follows
First Payment 30% ($31,710.14) with order
Second Payment 30% ($31,710.14) upon installation
Third Payment 30% ($31,710.14) upon completion of training
Fourth Payment 10% ($10,570 45) Final Payment upon System
Acceptance (one month after completion of
training)
Total Paid upon completion $105,700 47
096
EL SEGUNDO CITY COUNCIL MEETING DATE June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION.
Acceptance of the Parking Lot Reconstruction Project - PW 00 -19, (final contract
amount $42,400 00) — Approved Capital Improvement Project
RECOMMENDED COUNCIL ACTION
1 Accept the work as complete
2 Authorize the City Clerk to file the General Services Manager's Notice of
Completion in the County Recorders Office
3 Authorize staff to withhold a $4,240 retention (10% of contract amount) until the
Contractor has replaced the damaged parking lot light
BACKGROUND & DISCUSSION
The City Council on April 17, 2001 awarded a contract for $42,400 to Terra Pave Inc for
the Parking Lot Reconstruction project
The work has now been satisfactorily completed except for the final installation of the
SC Edison parking lot light The final contract amount, based on the contract
specifications and subsequent final inspection, has been determined to be acceptable
During construction, an Edison light pole in the parking lot was damaged and therefore
a retainer of $4,240 dollars has been recommended to cover the replacement cost
This retention amount will be paid as soon as the pole has been reinstalled
Staff recommends City Council acceptance of the work
ATTACHED SUPPORTING DOCUMENTS.
Notice of Completion
FISCAL I
Capital Improvement Budget
Amount Requested
Account Number:
Project Phase
Appropriation required
$42,40000
$42,40000
106 - 400 - 8203 -8356
Accept the work as complete
No
ORIGINATED- n r/
Andres Santamaria, Director of Public Works
Works
BY
Mary Strenn, City
DATE:
JUN 12 2001
w
w,
N \COUNCIL 06UUNeI9 %B (TUestlay 06/1 2101 100 P M)
12
097
Recording Requested by
and When Recorded Mail To,
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name Parking Lot Reconstruction
Protect No PW 00 -19
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that
1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter
described
2 The full name of the owner is City of El Segundo
3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245
4 The nature of the interest of the owner is
5 A work of improvement on the property hereinafter described was field reviewed by the General
Services Manager on May 30, 2001 The work done was June 1, 2001
6 On June 19, 2001, the City Council of the City of El Segundo accepted the work of this contract as
being complete and directed the recording of this Notice of Completion in the Office of the County
Recorder
7 The name of the Contractor for such work of improvement was Terra Pave Inc
8 The property on which said work of improvement was completed is in the City of El Segundo, County
of Los Angeles, State of California, and is described as follows The City Hall and Holly and Standard
Street Parking lots
9 The street address of said property is The corner of Holly and Standard, rear lot of 350
Main Street, El Segundo, CA
Roger E Groman
General Services Manager
VERIFICATION
Date
I, the undersigned, say I am the General Services Manager of the City El Segundo, the
declarant of the foregoing Notice of Completion, I have read said Notice of Completion and
know the contents thereof, the same is true of my own knowledge
I declare under penalty of perjury the foregoing is true and correct
Executed on
N WOTICFS \PW00 -19 RG
2001, at El Segundo, California
Roger E Groman
General Services Manager
098
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION-
MEETING DATE. June 19, 2001
AGENDA HEADING' Consent Agenda
Adopt plans and specifications for Sycamore Park Irrigation System Replacement -
Approved Capital Improvement Project —Project No PW 00 -17 (estimated cost =
$30,00000)
RECOMMENDED COUNCIL ACTION
1 Adopt plans and specifications.
2 Authorize staff to advertise the protect for receipt of construction bids
BACKGROUND AND DISCUSSION
Plans and specifications have been prepared for the replacement of the existing non-
functional Irrigation system The park Is currently being manually watered during the
day The scope of the proposed work Includes Installation of an automatic Irrigation
system utilizing reclaimed water during night
ATTACHED SUPPORTING DOCUMENTS'
Vicinity map
FISCAL IMPACT'
Capital Improvement Project-
Amount Requested
Account Number'
Project Phase.
Appropriation Required.
$30,00000
$30,00000
301 -400- 8202 -8474
Adopt plans and specifications
No
ORIGINATED BY: Date -
A —A-- �.___.__ _r 1A 1_1__ JUN 12 2001
REVIEWED BY Date- /�� //j/
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EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION'
MEETING DATE. June 19, 2001
AGENDA HEADING' Consent Agenda
Award contract to Pavement Coatings Company for fiscal year 2000 -2001 slurry seal —
Approved Capital Improvement Project - Project No. PW 01 -04 (contract amount =
$132,796 73 primary bid and $26,665 52 for the alternate Main Street bid)
RECOMMENDED COUNCIL ACTION.
Approve an appropriation of $35,000 00 from unallocated Gasoline Tax Funds
2 Award contract to the lowest responsible bidder, Pavement Coatings Company,
in the amount of $132,796.73 primary bid and $26,665.52 alternate Main Street
bid, if approved
3 Authorize the City Manager to execute the standard Public Works contract after
approval as to form by the City Attorney
BACKGROUND AND DISCUSSION.
(Background and Discussion begins on the next page )
ATTACHED SUPPORTING DOCUMENTS
1 Bid results
2 Map of area to be slurry sealed
FISCAL IMPACT.
Capital Improvement Program $105,00000
Amount Requested $132,796 73 Gas Tax Fund,
$ 26,665 52 Infrastructure Replacement Fund
Account Number: 106- 400 - 8203 -8357
Project Phase Award of contract
Appropriation Required. Yes
ORIGINATED BY: i- n L Z�-- Date.
Andres Santamana Director of Public Works
REVIEWED BY• Date:
Mary Strenn (it A Pr,
PW- COUNCIL OWUNE1902 (We ne day0&13I01900 AM) 14
1 n1
BACKGROUND AND DISCUSSION
On May 1, 2001, the City Council adopted plans and specifications for the 2000 -2001
Slurry Seal Project and authorized staff to advertise the project for receipt of
construction bids
The project, including contingencies, is estimated to cost $140,000 00. The budgeted
amount from Gasoline Tax Funds is $105,000 00 The additional cost is primarily due
to the slurry sealing and re- striping of Aviation Boulevard (between 124th Street and the
railroad tracks, south of El Segundo Boulevard) which is outside the residential
quadrant This portion of Aviation Boulevard is very deteriorated and the Street
Maintenance Division has requested slurry sealing of the pavement to keep it in a good
state of repair until the proposed widening of Aviation Boulevard, anticipated in
approximately two (2) years
A request for bids for the slurry sealing, striping and relocation of loop detectors for
Main Street, Franklin Avenue to Palm Avenue, was also solicited (see attached bid
summary)
Based on the bid opening on June 12, 2001, staff recommends award of contract to the
low bidder, Pavement Coatings Company, in the amount of $132,796.73 for the primary
bid If Council concurs, staff recommends award of contract to the low bidder,
Pavement Coatings Company, in the amount of $26,665 52 for the alternate Main Street
bid
PW- COUNCIL06UUNE1902 (Wednesday OW3M1900 AM)
10z
CITY OF EL SEGUNDO
BID OPENING NO. PW.: 01 -04
2000 -2001 SLURRY SEAL
OF VARIOUS STREETS
NAME OF COMPANY
Pavement Coatings Company
Roy Allan Slurry Seal, Inc
PRIMARY BID
$132,79673
$180,13664
ALTERNATE
MAIN STREET BID
$25,66552
$31,18800
PW COUNCIL 06VUNE19 02 (Wednesday 06/1=1 900 AM)
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EL SEGUNDO CITY COUNCIL MEETING DATE June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING. Consent Agenda
AGENDA DESCRIPTION*
Award of contract to Castillo Western Industrial Contractors for replacement of 24"
water valve and water system booster pump no 2 - Approved Capital Improvement
Project— Project No PW 01 -03 (contract amount= $95,300 00)
RECOMMENDED COUNCIL ACTION.
Award contract to the lowest responsible bidder, Castillo Western Industrial
Contractors, in the amount of $95,300 00
2 Authorize the City Manager to sign the standard public works construction
agreement after approval as to form by the City Attorney
BACKGROUND AND DISCUSSION,
The City Council on May 1, 2001, adopted plans and specifications for replacement of
24" valve and booster pump no 2 and authorized staff to advertise the project for
receipt of construction bids
On June 5, 2001, the City Clerk received and opened the following bids
1 Castillo Western Industrial Constructors $ 95,300 00
2 Flo- Systems, Inc $ 98,831 00
3 Miller Brooks Environmental, Inc $110,131 00
4 W A Rasic Construction Company, Inc $113,72200
Staff has verified the low bidder's references and received favorable responses
Staff recommends award of contract to the lowest responsible bidder, Castillo Western
Industrial Contractors, in the amount of $95,300.00
ATTACHED SUPPORTING DOCUMENTS-
Vicinity maps (2)
FISCAL IMPACT-
Capital Improvement Project, $150,00000
Amount Requested: $95,30000
Account Number: 501 - 400 -7103 -8207 ($100,000) 8485 ($50,000)
Project Phase* Award of contract
Appropriation Required. No
ORIGINATED BY Date JUN 12 mi
PW COUNCIL OBUUNE1906 fTOe y O6/1P/O1900 A M)
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EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION
MEETING DATE: June 19, 2001
AGENDA HEADING. Consent Agenda
Agreement with Sverdrup Civic, Inc , to provide construction engineering services for
the rehabilitation of Sanitary Sewer Pump Station No 13 (estimated cost = $95,000 00)
- Approved Capital Improvement Project
RECOMMENDED COUNCIL ACTION*
1 Authorize an allocation of $95,000 00 from unallocated Capital Improvement
Funds
2 Approve the standard agreement and authorize the City Manager to execute the
agreement on behalf of the City
BACKGROUND AND DISCUSSION
(Background and Discussion begins on the next page.....)
ATTACHED SUPPORTING DOCUMENTS
Scope of work and rate schedule
FISCAL IMPACT
Capital Improvement Protect $95,00000
Amount Requested $95,00000
Account Number 301 - 400 - 8205 -8360
Project Phase Award of contract for construction engineering services
Appropriation Required Yes
ORIGINATED BY Date: JUN 12 2001
REVIEWED BY- Date-
Mary Strenn. C v M n oer /gi
PW- COUNCIL06UUNE1906(Tuesday 06- 12 01 900 AM) 16
108
BACKGROUND AND DISCUSSION
The City currently has a contract with H B Covey, Inc , for the rehabilitation of Sanitary
Sewer Pump Station No 13 at the intersection of Sepulveda Boulevard and Grand
Avenue The work includes replacement of all pumps and electrical equipment, sealing
of the wet well and installation of an emergency back -up electrical generator The
contractor has procured all needed equipment to commence the rehabilitation work on
June 18, 2001
The proposed work has several specialized features, which need oversight from an
engineer with similar project experience Staff had contacted several construction
engineering companies and recommends retaining Sverdrup Civil, Inc., to provide the
needed services Sverdrup has offered the services of Mr Charley Chau Mr Chau
has recently completed the West Basin Water District's reclaimed water line installation
in the City Golf Course and El Segundo Boulevard Staff is satisfied with Mr Chau's
work and coordination efforts with the City relative to the West Basin Project and
recommends retaining him to provide construction engineering services to the
rehabilitation of Pump Station No 13 Sverdrup's services for this project are estimated
to cost $95,000 00
Funds for Sverdrup's services are not available in the project budget since this project
was approved prior to adoption of the procedure whereby independent inspection
services are included in the construction funding Staff is requesting an additional
appropriation of $95,000 00 from unallocated Capital Improvement Funds to finance this
work
PW- COUNCIL 06UUNE19 05 (Tuesday 0 &12 -01900 A M )
109
Sverdrup Civil Inc 714 5495050 l J Sverarup
675 Anion 6omevaro FAX 714 549 5800 1898 1976
Suite 40C
Costa Mesa Cainornia 9262E
SCOPE OF WORK
Sverdrup will provide as needed resident engineering and inspection services to the City
of El Segundo during construction of selected street, water, wastewater, and stormwater
projects All resident engineering and inspection services will be performed only as
requested and for the duration specified by the City The scope of services may include
contract administration, review of the construction schedule and other contractor
submittals, weekly meeting attendance, field inspection and quality control, pay estimate
review, change order analysis, and monitoring of record drawings
For over forty years, Sverdrup has provided services for street, water, wastewater, and
stormwater facilities throughout California and the United States The company is a
recognized leader in the planning, design, and construction management of these types of
projects and is currently ranked highly in the Engineering News Record's annual survey
of engineering firms in the United States. The firm's southern California offices have
combined resources of over 250 employees with full service capabilities in civil,
structural, mechanical, electrical, and instrumentation resident engineering and
inspection
110
Sverdrup Crvn Inc 714 5495050 L J Sverdrup
67o Morn 6ome�ard F.0 714 549 5800 189B 1976
Suite 400
Cnsle Mes.: nMnmia 9262E
RATESCHEDULE
The general rate schedule shown below covers five categories which could be needed at
various times during a construction project
Inspector
Resident Engineer
Senior Resident Engineer
Scheduler
Cost Estimator
$70 to $90 per hour
$90 to $110 per hour
$130 to $150 per hour
$130 to $150 per hour
$90 to $110 per hour
Following are the specific hourly rates for three key individuals
Resident Engineer Charley Chau $102 95 per hour
Senior Resident Engineer Mike Feroz $136 50 per hour
Scheduler Ray Crane $136 50 per hour
All of these hourly rates include salary, overhead, and profit and are effective through
September 30, 2001 After that time, they will be subject to an annual salary rate
adjustment of approximately 4 percent
All reimbursable expenses will be supported with invoice copies and billed to the City at
actual cost plus 15 percent
III
EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION
Revocable lease agreement between the City of El Segundo and JetCom Aviation, Inc,
to lease a portion of City property at 630 South Douglas Street (annual revenue =
$9,48000)
RECOMMENDED COUNCIL ACTION.
Approve the lease agreement and authorize the City Manager to execute the agreement
on behalf of the City
BACKGROUND AND DISCUSSION.
The City owns a 1 73 acre property located on the east side of Douglas Street, south
Alaska Avenue, which was acquired by the City for extending Douglas Street With the
exception of 7,625 square feet, which is currently vacant, the rest of this property has
been leased to other businesses
JetCom Aviation, Inc , has requested leasing this vacant area for storage purposes at a
lease rate of $790 00 per month This is the same monthly lease rate per square foot
charged to the other businesses renting adjacent property from the City The
agreement provides for the City to terminate the lease upon giving a thirty (30) day
notice to the tenant JetCom Aviation, Inc , will also be required to provide appropriate
screening on Douglas Street
ATTACHED SUPPORTING DOCUMENTS
1 Request from JetCom Aviation, Inc
2 Revocable lease agreement with map of the City property to be leased
3 Vicinity map
FISCAL IMPACT Annual revenue to the City = $9,480 00
Operating Budget.
Amount Requested
Account Number
Project Phase
Appropriation Required
ORIGINATED BYg
REVIEWED BY
Lease Agreement
No
Date
JUN 12 2001
Date
V/ 17
M- COUNCIL 06WNE19 N(Tuesday 06/12/01900 A M) 1 ] L
MAY -2E -01 01 :42PM FROM- JetCom Aviation
May 25, 2001
+3103380304 T -566 P 001/002 F -246
Andy Santamaria
Qty of El Segundo
Department of Public Works
350 Main Street
EI Segundo, CA 90245
Re: Property adjacent to 610 South Douglas Street
Dear Andy.
Per our conversation today, I have reviewed the documents that you faxed to
me.
We are currently located at 610 South Douglas Street. We would like to lease
the vacant property just to the south of our location. I have reviewed the lease
that you used for a similar property for New York Foods, and all of the terms and
conditions are agreeable. We also understand that the lease rate for this parcel
would be approximately $650.00 per month.
We would be using this space for overflow storage from our current facility.
We would like to move on this as quickly as possible. Please process our request
and get back with me on the next step in the process.
I appreciate your time in this matter and look forward to continuing to do
business with the City of El Segundo.
Thank you and best regards,
Karen us
Vice President
610 South Douglas Street ■ El Segundo, CA 90245
Phone: (310)338 -0388 ■ Fax: (310)338 -0304 113
CITY OF EL SEGUNDO
REVOCABLE LEASE AGREEMENT
THIS LEASE, made this 19'" day of JUNE, 2001, by and between the CITY
OF EL SEGUNDO, CALIFORNIA, a municipal corporation (hereinafter referred to as
"LESSOR "), and JETCOM AVIATION, INC. (hereafter referred to as "LESSEE ")
WITNESSETH:
1 LESSOR does hereby lease to LESSEE and LESSEE does hereby
take from LESSOR certain premises located in the City of El Segundo, County of Los
Angeles, State of California, consisting of approximately four thousand (4,000) square feet,
immediately adjacent to Douglas Street, of a portion of Lot 22, Tract No 26557 as shown
on map recorded in Book 675, Page 97, in the Office of the County Recorderof the County
of Los Angeles, State of California, described as shown on attached Exhibit "A"
2. The term of this Lease shall be from month to month, terminable by
either party upon thirty (30) days prior written notice to the other party. At the expiration of
the term, or upon any earlier termination of this Lease, LESSEE will quit surrender the
premises herein leased, and the parties shall have no further rights or obligations as to
each other with respect to said Lease
3 For the period commencing on the lease start date and continuing
thereafter on a monthly basis until terminated, LESSEE shall pay as rent for said premises,
N WGREEMNTJETCOM AVIATION AGR 106- 12-01) 1
114
the sum of $790.00 in lawful money of the United States, payable in advance, on the first
business day of each and every month to LESSOR at 350 Main Street, EI Segundo,
California 90245, unless otherwise directed in writing by LESSOR. In the event this lease
commences on any day other than the first of the month, or terminates on any day other
than the last of the month, LESSEE shall pay to LESSOR a pro -rata share of the monthly
rental based upon actual days of occupancy
4. The monthly rent shall be adjusted annually, based on the Consumer
Price Index for the Los Angeles area
5 LESSEE acknowledges that it has received a copy of the conditions
enumerated in that certain deed dated January 11, 1968, by which LESSOR acquired title
to the property that is the subject of this Lease, and LESSEE agrees to comply with each
and every condition so imposed in said deed during its tenancy on the above - described
property LESSEE has conducted its own title report and due diligence and is not relying
on any representations or warrantees made by City.
6 LESSEE agrees that access to the leased premises will be only from
Douglas Street LESSOR and LESSEE agree that the intended purpose of this Lease is to
provide storage and additional parking for vehicles. LESSEE will be permitted to use
existing driveways No new curb cuts or ramps shall be installed by LESSEE
7 LESSEE agrees to maintain the premises in a clean and sanitary
condition LESSEE shall not place or construct any buildings and/or structures on the
premises At the termination of this lease, LESSEE shall return the premises to LESSOR
in the same or better condition as the premises were in as of the time of commencement of
N WGREEMNTUETCOM AVIATION AGR (06 -12 -01) 2
115
this lease
8 LESSEE understands that LESSOR has acquired this property
primarily for the purpose of extending Douglas Street in the City of El Segundo to cross an
existing railroad track, and LESSEE agrees that, in the event LESSOR should require the
subject property for such relocation or for any other purpose solely under the LESSOR'S
discretion, LESSEE does hereby consent to LESSOR canceling and terminating this Lease
upon thirty (30) days written notice addressed to LESSEE LESSEE agrees to vacate the
said premises within the above thirty (30) day period and remove all LESSEE'S
installations prior to the termination of the Lease. LESSEE may cancel and terminate
lease upon thirty (30) days written notice to the LESSOR
9 LESSEE shall procure and keep in effect during the term hereof a
combined single limit policy of $1,000,000 for bodily injury and property damage liability
LESSEE shall provide LESSOR with an endorsement and evidence of insurance which
provides for LESSOR, its officers, agents, and employees to be additional insured but only
in respect to the Leased Premises and which provides LESSOR with (30) days' notice of
any material change or cancellation of said insurance coverage, by registered mail
10. LESSEE shall not have the right to sublet or assign the whole or any
part of said premises, provided, however, that LESSEE may do so with the written consent
of LESSOR. Any such subletting or assignment shall not relieve LESSEE of any liability or
obligation under this Lease
11 Any notice from LESSOR to LESSEE shall be deemed duly served if
mailed by certified mail, return receipt requested, addressed to LESSEE at
N 1AGREEMNT.IETCOM AVIATION AGR (06 -12 -01) 3
116
Attention: Ms. Karen Kraus, Vice President
JetCom Aviation, Inc.
610 South Douglas Street
El Segundo, CA 90245
Telephone: 310 - 338 -0388 Facsimile: 310 - 338 -0304
Any notice from LESSEE to LESSOR shall be deemed duly served if mailed by certified
mail, return receipt requested, addressed to LESSOR at the address set forth in
Paragraph 3 hereof In each case, the customary certified mad return receipt shall be
conclusive evidence of such service Either party may change its address to which a notice
shall be sent by giving written notice of such change to the other party as provided herein
12 LESSEE recognizes and understands that this Lease may create a
possessory interest subject to property taxation and that the LESSEE may be subject to
the payment of property taxes levied upon such interest
�13 The terms of this Lease shall be binding upon and forthe benefit of the
parties hereto, their respective successors, representatives and assigns
14 This lease represents the final agreement of the parties with respect to
the subject matter hereof and supersedes all prior written and oral agreements and
understandings of the parties with respect to the subject matter hereof
15 In the event that any litigation is commenced respecting the
enforcement or interpretation of this LESSEE, the prevailing party shall be entitled to its
reasonable attorney's fees and costs
16 JetCom Aviation, Inc , will be required to provide appropriate screening
on Douglas Street
N IAGREEMNTVETCOM AVIATION AGR (06 -12 -01) 4
117
IN WITNESS WHEREOF, this Instrument has been duly executed as of the
day and year first above written
LESSOR CITY OF EL SEGUNDO, CALIFORNIA
Mike Gordon, Mayor
City of El Segundo
LESSEE JetCom Aviation, Inc.
610 South Douglas Street
El Segundo, CA q0245
BY
Karen Kraus
ATTEST.
Cindy Mortesen
City Clerk
(SEAL)
JY' WE �J T
Mark D. Hensley
City Attorney
N WGREEMNTIJETCOM AVIATION AGR (06-06 -05)
1 is
J UN�YIY-Ll 1J LD !RUN 1.A+ 1Nb UNMINI.G DNUM1ISNONb lU b�bbCb4HV4
F CERTIFICATE OF LIABILITY INSURANCE
ISU NORTH AMERICAN
276 W HOSPITALITY LN , 1107
SAN SERNARDINO CA 92406
PHONE $266654870
FAX 626466494
INSURED
JETCOM AVIATION, INC
610 SOUTH DOUGLAS STREET
EL SEOUNDO CA 60246
CONFERS NO RIONTS UPON THE CERTIFICA
DDES NOT AMEND, EXTLNO OR ALTER THE
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DESCRIPTION OF OPERATIONS /LOCATIONS/VENICLES /SPECIAL ITEMS IN EVENT OF NON PAYMENT OF PREMIUM, 10 DAYS
NOTICE OF CANCELLATION APPLIES CERTIFICATE HOLDER NAMED AS ADDITIONAL INSURED PER ATTACHED CG2010 AS RESPECTS
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EL SEGUNDO, CA 60245
THE EXPIRATION DATE THEREOF THE ISSUING COMPANY WILL ENDEAVON :O WI
SC DAYS WRITTIN NOTICE TO THE CERTIFICATE MOLDER NAMED TO THE LEFT
BUT FAILURE TO MAIL SUCH NOTICE SWkI RAI NO OBLIOATION OR LIABILITY
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POLICY NUMBER 721U11015351
COMMERCIAL GENERAL LIABUTY
Co 20 10 0397
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS -SCHEDULED PERSON OR
ORGANIZATION
Tuts endorsement modifies Insurance provided under 0io foitowinp
COMMER= GENERAL t IABIL" COVERAGE PART
SCNEUULE
Name of Person or Orgsnirwtion ��
City of E1 begundo, its officers, agents, and employees
(if no entry appears above. information required In complete lines endorsement will be shown in the Ooctarotions as
applicable to tints endorsement.)
who Is An Insured (Seobon 111) is amended to include us an insured the person or orpan(zatlon shown in go
Schedule, but only with respect to hebtdy &isinp out or your on0n(ng operations patfomwd for that Insured
CG 20 10 03 or Copyri0lrl, Insurance Bofvicos Office, Inc. 1990
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EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda
AGENDA DESCRIPTION,
City consultant agreement with AKM Consulting Engineers for professional services to
develop a Sewer Master Plan (Fiscal Impact = $161,850 00 from the Infrastructure
Replacement Fund)
RECOMMENDED COUNCIL ACTION
Authorize an allocation of $161,850 from the Infrastructure Replacement Fund
Approve the standard agreement and authorize the City Manager to execute the
agreement on behalf of the City
BACKGROUND AND DISCUSSION.
On April 3, 2001, the City Council authorized staff to solicit proposals from qualified
professional engineer consultants On May 4, 2001, the City Clerk received three (3)
proposals On May 30, 2001, the three (3) consultants were interviewed by a three (3)
member selection panel
The panel evaluation was based on qualifications and experience The following
ranking has been established by the panel members
AKM Consulting Engineers
Boyle Engineering Corporation
RBF Consulting
Staff verified references and recommends retaining AKM Consulting Engineers to
provide the professional engineering services
The scope of the consultant services, which is included in the standard agreement,
includes preparation and development of a Sewer Master Plan for the City's sanitary
sewer mains and sanitary sewer pump stations
ATTACHED SUPPORTING DOCUMENTS. Scope of work and rate schedule
FISCAL IMPACT,
Operating Budget Yes
Amount Requested $161,850.00
Account Number 301 -400 -8201 -8394
Protect Phase- Agreement for Professional Engineering Services
Appropriation Required. Yes
ORIGINATED BY: Q Date*
Andres Santamana Director of Public Works JUN 12 2001
REVIEWED BY. Date
Mary Strenn. CAa aer l yo/
PW- COUNCIL OWUNE19 03 Quesday O6/1P/01 900 A M )1 8
1 7 2—
Scope of Work
For Sewer Master Plan
1.2 SCOPE OF WORK AND APPROACH
The scope of work for a comprehensive sewer master plan varies greatly depending on the
purpose of the study and specific conditions of the study area. The flow chart illustrated on Figure
1 -1 summarizes the key elements of a sewer master plan study. The City of El Segundo has
developed a very comprehensive scope of work for the project, which is mostly in line with the
flowchart of Figure 1 -1. We will not repeat the task items contained in the Request for Proposals,
but expand on our approach to handling these tasks.
ADMINISTRATION AND MANAGEMENT
This scope of work task is acknowledged in its entirety We will schedule the work efforts
for ascertaining completion of the Smokey Hollow area analysis by January 25, 2002
2. COLLECTION AND PREPARATION OF INFORMATION OF THE SEWER SYSTEM
AKM Consulting Engineers has reviewed many of the documents listed in the City's RFP as
part of our involvement with the pump station upgrade projects. These include the
• Zoning Map, Land Use Map, and the General Plan.
• Existing atlas sheets, and as built plans of some of the gravity sewer facilities
• Construction plans and maintenance records of five of the pump stations
• Representative samples of the City's year 2000 CCTV inspection reports
City of El Segundo 1 -5
Sanitary Sewer Master Plan Study
AKM Proposal No. 01 -2282
123
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Project Understanding & Approach
We will obtain any updates to the above information. Additionally, we will obtain the
following information
• As built plans and maintenance records of the remaining five pump stations
• Water meter records for representative land uses to assess reasonableness of the
unit wastewater flow factors
• High water users to aid In selecting flow monitoring locations
• Residential, commercial, industrial, and office land use vacancy rates
• Aerial photographs
• Geotechnical reports, boring logs, water well static and pumping levels, and
monitoring well records available at the City and the County to determine the relative
location of the sewer system with respect to perched or other groundwater
• Past flow monitoring records within the service area, as well as in the surrounding
communities
• Flow records at the Hyperion metering locations for dry and wet weather conditions
• Inflow /infiltration studies
• Drainage Master Plan
We will review, reduce and catalogue this information for subsequent use in the study
Maintenance Staff Interviews
We feel that appropriate insight Into the condition of the system cannot be developed by
review of records and CCTV videos alone Interviews with the maintenance staff are
particularly important in ascertaining the areas of immediate concern, and identifying the
operational problems at the pump stations. We will interview the maintenance staff
following the initial completion of hydraulic analysis to compare the results to field
observations.
Inventory and Database
We will utilize the existing database that has been developed by National Plant Services for
developing the initial system inventory for the westerly portion of the system We will
update the database, and review the existing information for accuracy At that time, we will
enter invert elevations obtained from as built plans, recognizing the possible variations in
datums.
City of Et Segundo 1 -7
Sanitary Sewer Master Plan Study
fflAOFILM
AKM Proposal No 01 -2282 , 2 5
Project Understanding &
Sewer Atlas
The development of the Sewer Atlas can be handled in several ways. The City does not
have a digital base map that can be utilized for all GIS functions If digital orthophoto maps
of the City would be available during the performance of the Master Plan work, they would
be used as the base Alternately, we can obtain the base map from Los Angeles County
The cost of base maps vary by the information contained in them. If the City desires a map
with only the right of way information, such a digital map can be purchased for $4,500 If
the Assessor's Parcel Numbers are desired as well, the cost of the digital base map would
be $9,000 We have this cost as an optional item, since it can be utilized for other purposes
by the City.
In the absence of other base maps, we will use the scanned version of the existing base
map for the sewer atlases. We will create a digital map in AutoCAD, which will Include all
the pipes and manholes We will then Import the AutoCAD map into ArcVlew. The
manhole invert elevations, verified pipe sizes, lengths, materials, and year of construction,
as well as other desired data will be input Into the existing database.
We will then export the sewer map and the database into the sewer modeling program,
such as SewerCAD Following completion of the analyses, we will export the model back
into ArcVlew We will then utilize a program to automatically create atlas sheets The
format will be reviewed with the City so that this procedure can be utilized by the City to
update the atlas sheets
3. ANALYSIS OF THE SEWER SYSTEM
Criteria
Under Criteria, the peaking relationships for design of the sewer facilities will be suggested
for dry weather flows, as well as for wet weather flows. These are both very important
Adequate velocity is necessary for minimizing maintenance Impacts on the system facilities
The system has to be able to convey the peak wet weather flows to receiving facilities
without overflows. While the gravity pipes will have to be sized large enough to handle the
peak wet weather flows, sufficient measures should be in place for minimizing the impact of
inflow and Infiltration
The information from the flow monitoring and from Hyperion flow measurement locations
will be utilized in determining the average to peak dry weather and peak wet weather
relations. We will then recommend updates to the existing peaking criteria and depth to
diameter ratios.
We have provided the City with recommendations for pump station design and upgrade
criteria. We will review these with the City, and refine them as necessary
City of El Segundo 1-8
Sanitary Sewer Master Plan Study
AKM Proposal No. 01 -2282
126
Project Understanding & Approach
We will submit the recommended criteria with the best available Information on Inflow and
Infiltration. We will then update It with new Information on wet weather flows If they can be
obtained prior to the completion of the studies by the end of January 202
Flow Monitoring
We propose to perform sufficient flow monitoring to develop unit flow factors for single
family residential, multi - family residential, small business, medium manufacturing, corporate
office, and urban mixed use categories. Where appropriate, we will recommend measuring
Inflow to the pump stations so that the Information can also be utilized In calibrating the unit
flow factors and the current pump station flows As an example, Pump Station No 6
tributary area Is entirely single family residential. A flow monitor in Whiting Street south of
Grand Avenue can be used to develop the multi family unit flow factors. Another monitor at
Hlllcrest Street south of Mariposa Avenue can be used In developing a single - family unit
flow factor The information from the Leopold Flume can then be used for calibration.
Pump Station No.5 tributary area Is almost entirely single family residential. Two flow
monitors would be needed to determine the inflow to this station. Alternately, a single flow
monitor can be installed in the 15 -Inch sewer In Imperial Highway, however, this would not
truly show the peaking since the flows would have been attenuated at the wet well
A flow monitor at the Inlet side of Pump Station No.13 and one near Grand Avenue and
Continental Boulevard would provide Information for corporate office and urban mixed use
categories, and provide calibration of the Pump Station No. 13 flows
We will select the flow monitoring locations following staff interviews. We currently
anticipate eight (8) flow monitoring locations for one week during the dry period. The
tributary land uses, vacancy rates, and flow records will be used In developing unit flow
factors and peak dry weather flows.
As an optional task, we would suggest flow monitoring at three (3) locations during the wet
period, subject to discussions with the maintenance staff, In order to develop peak wet
weather flow criteria If such cannot be developed from the Hyperion flow measuring sites.
The cost of the additional flow monitoring is estimated at $6,500
Inflow and Infiltration
We will assess inflow and infiltration utilizing several sources Since this study is proposed
to be completed by the end of January 2002, the opportunity for obtaining wet weather flows
may not be available. We will Initially review the City's pump station flow records for the dry
and rainy periods, as well as information available from the City of Los Angeles and Los
Angeles County Sanitation District No 5 We will use the available Information to develop a
relationship between rainfall and inflow /infiltration
We will obtain water use information for representative areas where flow monitoring Is
performed to compare sewer generation to water use records. This will provide an
City of PJ Segundo 1 -9
Sanitary Sewer Master Pian Study
IAKM Proposal No 01 -2282
AN
127
Project Understanding & Approach
Indication of non - rainfall Induced Infiltration into the system from perched groundwater
areas
We will note the locations of the facilities during field reviews. We will also study the City's
drainage master plan and maps to assess areas where ponding may occur during storm
events.
We will then make recommendations for wet weather flow determination. If possible within
the schedule, we can, as an optional task, obtain flow monitoring during a wet period to
refine these recommendations We will then suggest system improvements to reduce
inflow /infiltration.
Sewer System Analysis
This task will consist of a hydraulic capacity analysis section, and a condition assessment
section
Hydraulic Analysis — We can utilize one of several sewer modeling programs
commercially available for hydraulic analysis. We will present the alternatives to the City,
and procure a program based upon the City's direction. The cost and capabilities of
programs vary AKM has made recommendations on the selection of sewer system
analysis programs to all of its master plan clients. SewerCAD by Haestad Methods
(approximately $12,000 to purchase) or Sansys (approximately $2,200) can be utilized for
analysis. SewerCAD has GIS capability, but Sansys does not The cost of a sewer
modeling program has not been included in our estimate.
We will utilize the updated database created by National Plant Services and add the
remainder of the system, including invert and nm elevations from as bunts for creating the
system geometry, along with the selected base map. We will then delineate the tributary
areas for key manholes, by land use category The unit flow factors developed will be
utilized along with corresponding areas to estimate the average dry weather flows. Peaking
relationships developed from flow monitoring and accepted as part of the criteria will be
utilized for determining the peak dry weather flows. The analysis will be performed with
both peak dry weather and peak wet weather flows. The flow monitoring results will be
utilized in calibrating the model.
Following a thorough quality control, we will review the analysis results with the City's
y operations and maintenance personnel for comparison with field observations. If
i inconsistencies are found, the reasons will be determined and addressed. These may be
due to the tributary area not having been developed to the General Plan allowed densities,
larger than usual vacancies, etc. The analyses will be refined, and hydraulic capacity
deficiencies will be determined. We will then formulate mitigation projects for each
deficiency, and develop cost estimates for their Implementation
Condition Assessment— The City has up to date CCTV records of the about 80 percent of
Its system We anticipate that the City will continue with CCTV Inspection of the remainder
of the system, and make it available for this study.
1 City of El Segundo 1 -10
Sanitary Sewer Master Plan Study
=01 AV
AKM Proposal No. 01.2282
198
I
Project Understanding 8 Approach
We will utilize the Information developed by National Plant Services, summarize the
condition of the facilities, and add the year of construction. We will then propose mitigation
measures and prlontization for Implementation. Cost estimates will be developed for use in
subsequent work
Pump Station Evaluation
j� We have Intimate knowledge of the condition of five of the ten pump stations We will
U review the as built information on the remaining stations, and visit each facility. We will
document the existing conditions, verify the as bunts, and prepare a field review report for
ry each We will list all the deficiencies We will discuss the operational and maintenance
ll concerns with the City staff. We will then make recommendations for bringing each station
up to current standards with consideration of ultimate firm pumping capacity.
4. IMPROVEMENT PROGRAM/COST ESTIMATES
A capital Improvement program will be developed from the compilation of the capacity
Improvement and facility replacement/upgrade projects. We will prioritize the projects
based upon the rating parameters established, then formulate an Initial phasing of the
improvements. Many factors affect this decision, including the funds available, the capacity
to undertake large or several concurrent construction projects, impact on the community,
and the severity of the need. We will review the prioritization and the phasing with City, and
further refine it
We will also provide a facility replacement schedule based upon age and condition
The CIP will be submitted to the City for review and comments. It will be refined and form
the basis of the master plan report and financial review
We will prepare a separate list of projects that are needed for future development. We will
make recommendations to the City for establishment of connection fees for future
development
We will develop cost estimates for implementing these facilities, as well as operation and
maintenance cost estimates, as requested In the RFP
5. FINANCING/FEE STRATEGY
Under this task, we will Initially develop the historical expenditure information. We will then
review the maintenance performed, and evaluate Its adequacy for the planned activities of
the City. Necessary adjustments volt be recommended for compliance with GASB
Statement 34 and CMOM.
7 We will then develop a financial model, which will include all the sewer system expenditures.
i At this point, we can recommend establishing a sewer enterprise fund and monthly sewer
charges, if desired by the City
City of El Segundo
Sanitary Sever Master Plan Study
BAKM Proposal No 01 -2282 ��
129
I Project Understanding & Approach
We will work with the City to refine the CIP phasing to match the desired level of
expenditures. We will investigate a pay as you go alternative, and a bonded indebtedness
alternative for consideration by the City
6. MASTER PLAN MAP AND REPORT
The Master Plan report can be a stand -alone document, including the financial analysis. It
?� can also be prepared as a technical report with its capital improvement program, and a
t separate financial report can be prepared.
It will contain an Executive Summary, an Introduction, Study Area, Criteria, Existing System,
Ultimate System, and Capital Improvement Program. The report will summarize the
condition assessment in the Existing System section. The report will also include clear
exhibits of appropriate scale to illustrate the data used, analyses performed, and the
recommendations.
We will prepare sections of the report as the project progresses, and review them with the
City to expedite completion of the project.
If desired by he City, we will prepare an initial study for the program recommended by the
Master Plan. This optional task is estimated at $3,000. We have assumed that a separate
environmental consultant will conduct the program level EIR
We have assumed that the Modified Approach of GASB 34 will be used for the sewer
system assets GASB 34 requires that the condition at which the assets will be maintained
be established by the agency. This requirement will be met by the service criteria
established as described before, as well as the maintenance /inspection/reporting
recommendations of the Master Plan. We will also develop cost estimates for maintaining
the established level of service. The GIS can be used for managing the assets. If desired
by the City, we can recommend an asset management program.
The Master Plan Map will be prepared as described in the Request for Proposals.
City of El Segundo 1 -12
Sanitary Sewer Master Plan Study
AKM Proposal No 01 -2282
1 'Q
Proposed Workhour and Fee Estimate
CITY OF EL SEGUNDO 6 -2
Sanitary Sewer Master Plan Study
AKM Proposal No 01 -2282
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CITY OF EL SEGUNDO 6 -2
Sanitary Sewer Master Plan Study
AKM Proposal No 01 -2282
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EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: Consent
AGENDA DESCRIPTION.
Acceptance of a $50,000 California Defense Retention Matching Grant from the
State of California - Technology, Trade and Commerce Agency, Office of Military
Base Retention and Reuse, pending availability of City of El Segundo matching
funds.
RECOMMENDED COUNCIL ACTION.
Accept State grant funds pending availability of City of El Segundo matching
funds in FY 2001 -02 budget
BACKGROUND & DISCUSSION.
On April 3, 2001, staff received City Council approval to submit an application to
the State of California — Technology, Trade and Commerce Agency, Office of
Military Base Retention and Reuse for $50,000 in matching grant funds By letter
of May 14, 2001, the City was notified that the application was approved The
City is required to match the amount of state funds with its own funds The
aggregated funds would be used to prepare a Specific Plan for the 42 -acre
portion of the Base south of El Segundo Boulevard known as Area A that the Air
Force wishes to privatize Funds for the City's matching share are available
primarily from the Planning Division's professional and technical account due to a
delay in undertaking the Smoky Hollow reuse analysis That analysis has been
delayed pendinq completion of the sewer master plan
Commerce Agency
FISCAL IMPACT.
Operating Budget.
$157,000
Amount Requested
$ 50,000
Account Number:
2402 -6214
Project Phase
N/A
Appropriation required-
N/A
ORIGINATED DATE.
Sandra Read Lane, Economic Development Mgr June 6, 2001
Ja7es'Hansen, Director, Dept of Community, Economic and Development
Services
DATE.
i
Manager 6/
6/6/01 2 42 PM • 9
133
04'
Gray Davis
Governor
Lon S. Hatamiya
Secretary
Sol K Stan
State 1918
Sacramento, CA
95814 -3520
Tel (916) 322 -1394
Faa (916) 323 -2887
commermmgov
GLIFORmA TECHNOLOGY, TRADE AND COMMERCE AGENCY—
May 14, 2001
Mayor Mike Gordon
City of El Segundo
350 Main Street
El Segundo, CA 90245
Re California Defense Retention Grant
Dear Mayor Gordon
I am pleased to advise you that the application submitted by the City of El Segundo
for the 2000/2001 solicitation of the California Defense Retention Grant Program will
be awarded funding in the amount of $50,000 by the California Technology, Trade
and Commerce Agency (Agency) This funding is contingent upon meeting the terms
and conditions of the program regulations
Mr Jeff Lm, the Program Manager, will contact you to outline any additional
information needed to develop the grant contract Please do not hesitate to contact
him at (916) 322 -3507 for any additional information or assistance you may require
The Agency welcomes the opportunity to help your organization respond to its
defense and military base retention challenges and will to support your future efforts
in this area
Sincerely,
LON 3�A
Secretary
Cc Sandra Lane, City of El Segundo
134
EL SEGUNDO CITY COUNCIL MEETING DATE. June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Examination plans for the Personnel Merit System job classification of Management Analyst.
RECOMMENDED COUNCIL ACTION:
Approve the Examination Plan
INTRODUCTION AND BACKGROUND:
Chapter 2 28 080 of the El Segundo Municipal Code, entitled "Administration and Personnel',
provides that the Personnel Officer shall review and recommend to the City Manager, who in turn
shall recommend to the City Council, an appropriate examination plan and weights for each
portion of the examination for Personnel Merit System job classifications.
DISCUSSION:
-REFER TO ATTACHMENT-
ATTACHED SUPPORTING DOCUMENTS*
FISCAL IMPACT
(Check one) Operating Budget: Capital Improv. Budget:
Amount Requested:
Project/Account Budget:
Project/Account Balance: Date:
Account Number:
Project Phase:
Appropriation Required - Yes_ No
ORIGINATED: , Date. June 19, 2001
Date:
agenda 375
G1_ /i
135 20
DISCUSSION
The Human Resources Department has initiated the recruitment, testing and selection process for the job classification
of Management Analyst,
It is recommended that the City Council approve the examination plans that contain the following examination
techniques and weights for each portion of the examination
Management Analyst
Structured, Technical Oral Interview
(Open - Competitive)
Weighted 100%
Iji
EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION: Presentation on the progress of the City Web Committee
and request to approve $25,000 to develop El Segundo's web site
RECOMMENDED COUNCIL ACTION: Approve an addendum to contract #2860 not to
exceed $25,000 with Idyll Mountain Internet to continue developing El Segundo's
new web site Also authorize the City Manager to sign the addendum
BACKGROUND & DISCUSSION: Late last year a city wide staff Web Committee was
formed to see what could be done to improve the City's Web Site
(Continued on page two )
ATTACHED SUPPORTING DOCUMENTS:
Scope of Services
Strategic Plan
Web Specification
Presentation and Sample Pages
FISCAL IMPACT:
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation required:
$ 25,000
$ 25,000
001 - 400 - 2505 - 6214 = $15,000 and
001 - 400 - 2401 - 6201 = $10,000
Complete the static site phase and begin the
interactive phase
NO
ORIGINATED:
Bret Plumlee. Finance Director
REVIEWED BY:
Mary Venn, City Manager
DATE: 6/12/011
Lee Robinson, Information
Systems Manager
DATE:
� G
1-21
BACKGROUND & DISCUSSION (Continued):
The committee began It's work by reviewing many city sites and selecting the
best Ideas that were observed to be Incorporated Into El Segundo's site Goals
for the site were set and Included such things as ease of navigation, consistent
look and feel, and fast loading From this a strategic plan was created along with
sample pages The committee also met with potential web site developers and
selected Idyll Mountain Internet to help prepare a site specification The first
phase of the new web site Is complete, which includes the completion of a
strategic plan and specification, sample pages, cost estimates, identification of a
web site developer
The Committee is now ready to move forward with the second phase of the
project, which Is actually developing the non - Interactive portion of the site This
portion will present to the visitor a wealth of Information about the city and
activities that will be available It will also have some forms and documents
available In this phase the only Interactive aspect will be the ability of the visitor
to send e-mail to various staff people and elected officials
Simultaneously, Information Systems staff is beginning to work with Idyll
Mountain Internet on Phase Three of the project, which will have more Interactive
features These features will include such things as online class registration,
utility payments, permitting, business license, and employment applications
I 13 8
AMENDMENT NO. TWO
PROFESSIONAL SERVICES AGREEMENT (CONTRACT NO. 2860)
BETWEEN THE CITY OF EL SEGUNDO AND IDYLL MOUNTAIN INTERNET
The Professional Services Agreement between the City of El Segundo, a Municipal
Corporation of the State of California (hereinafter referred to as "City ") and Idyll Mountain
Internet (hereinafter referred to as "Consultant') for providing a web site specification is
hereby amended to add Additional Scope of Service as listed in Exhibit A attached hereto
Cost for Additional Scope of Service Not to Exceed: $25,000.00
APPROVALS
CITY OF EL SEGUNDO IDYLL MOUNTAIN INTERNET
Mike Gordon
Mayor
Date
►_11011*1,
Cindy Mortesen, City Clerk
zz
Title
Date
APPROVED AS TO FORM % 2 l
Date 6 / 1J! o /
City Atto ey
1-10
Exhibit A
Scope of Services
To develop a web site for the City of El Segundo in accordance with the Web Site
Strategic Plan and the Web Site Specification at an hourly rate not to exceed
$85 00 per hour and a total contract value of $25,000 The City of El Segundo
will supply actual content and the City of El Segundo will approve the completed
pages The assignment of page types to each page within the specification
follows
A Home page - Menu
a News & Events - Menu
i News Releases - Script & Database Table
n Announcements - Script & Database Table
ni Community Calendar - Script & Database Table
IV New on the website - Links
b City Hall - Menu
i Elected Officials - Menu
I Mayor Mike Gordon - Content
II Mayor Pro -Tern Sandy Jacobs - Content
III Council Member John Gaines - Content
IV Council Member Nancy Werrnck - Content
V Council Member Kelly McDowell - Content
VI City Clerk Cindy Mortensen - Content
VII City Treasurer Ralph Lanphere - Content
u Administrative Support
I City Manager - Menu
1) FAQs - FAQ
2) Services - Content
3) Available Documents - Links & 2 Content
4) Highlights - Content
5) Divisons - Content
6) Contact/Directory - Script
11 City Attorney - Menu
1) FAQs - FAQ
2) Services - Content
3) Available Documents - Links & 2 Content
4) Highlights - Content
5) Divisons - Content
6) Contact/Directory - Script
III Human Resources - Menu
1) FAQs -FAQ
2) Services - Content
3) Available Documents - Links & 2 Content
4) Highlights - Content
140
5) DIVISOns - Content Scnpt
g) Contact/Directory -
V Finance - Menu
1) FAQs - FAQ
2) Services - Content
3) Available Documents - Links & 2 Content
4) Highlights - Content
5) Divisons - Content pt
6) Contact/Directory Script
W Public Safety
Police -Menu
1) FAQs - FAQ
2) Services - Content
3) Available Documents - Links & 11 Content
4} Highlights - Content
5) pivisons - Content Script
8) Contact/Directory - P
Il Fire - Menu
1) FAQs -FAQ
2) Services - Content
3) Available Documents - Links & 5 Content
4) Highlights - Content
5) Divisons - Content t
6) Contact/Directory - Script
IV Community, Economic & Development Services
Economic Development - Menu
1) FAQs-FAQ
2) Services - Content
3? Available Documents - Links & 2 Content
4) Highlights - Content Script
5) Contact/Directory P
II Planning Division - Menu
1) FAQs -FAQ
2) Services - Content
3) Available Documents - Links & 8 Content
4) Highlights - Content
5) Contact/Directory - Script
III Budding Safety - Menu
1) FAQs -FAQ
2) Services - Content
3) Available Documents - Links & 2 Content
4) Highlights - Content Script
Contact/Directory
V Public Works FAQsu FAQ
2j Services - Content
141
3) Available Documents - Links & 3 Content
4) Highlights - Content
5) Divisons - Links & 9 Content
6) Contact/Directory - Script
VI Recreation & Parks - Menu
1)
2)
3)
4)
5)
6)
vn Library -
1)
2)
FAQs -FAQ
Services - Content
Available Documents - Links
Highlights - Content
Divisons - Links & 4 Content
Contact/Directory - Script
Nenu
FAQs -FAQ
Services - Content
3) Available Documents - Links
4) Highlights - Content
5) Divisons - Links & 4 Content
6) Contact/Directory - Script
d Search - Script
e Contact Us - Script
f Feedback/Help - Form
14 2
Web Site Strategic Plan
For the City of El Segundo
"i %
$ ti
143
Mission Statement:
To provide an easy to use, simple, elegant web site that projects an accurate
image of the City of El Segundo while providing an integral, high level of service
to the community
Goals of Web Site
General Goals
• Provide a web site that people will enjoy coming to
• Provide a web site that is graphically pleasing and functional (clean
looking /uncluttered, lots of white area
• Provide a web site that does not require a lot of bandwidth (loads quickly)
• Implement a multi -phase approach to implement plan and features
• Create a web site that is easy to update
• Create a web site that is easy to navigate (no more than three clicks
should get you to most important areas, descriptions provided when
cursor is placed over link)
• Create a web site that is easily expandable to incorporate growth
• Establish and maintain a consistent 'look and feel" of our site that carries
a consistent theme through out all pages Use a graphical element to tie
in all pages
• Establish a color scheme that incorporates a standard color for each major
site division or department and provides a visual clue to the user as to
where they have navigated within the site
• Develop a navigation scheme in words /links that inform the user where
they are in a hierarchy of navigation
Phase 1 Goals
• Create a Web Site Strategic Plan
• Create a Web Site map
• Create sample graphic image that depict page layout, colors, and images
• Identify web development personnel (contract, in- house, out - source)
• Estimate costs and prepare budget items
144
Phase 2
• Develop and bring online a new web site
• Develop search functionality in our site, so that users can search by key
word(s) or phrases
• Provide various static documents online ( El Segundo Municipal Code,
Agendas, Minutes, Ordinances, etc )
• Develop policy links to other srtes within the City and outside the City
• Provide links to other sites within the City and outside the City
Phase 3
• Develop interactive and e- commerce policy and capability
• Make printed forms and applications available to the community through
the Internet
• Determine needs for enabling online applications
Phase 4
• GIS mapping applications via Internet/intranet
• Parks & Recreation - Registration / Electronic Commerce
• Provide Property Info
• Implement an on -line Permitting system
• Electronic Commerce for Utility Billing and Payment of Fines
• Vendor Bidding Application online
Phase 5
• Streaming audio and /or video of meetings and events
• Provide web cams at points of interest within the City
145
Site Map —City of El Segundo
Home Page
• Search – Minor component that provides a one -line search box
(included on all pages
• Contact Us- Minor component that provides a web page of contact
info such as phone numbers e-mail addresses (included on all
pages)
• News & Events
• News Releases
• Announcements
• Events
• Community Calendar
o City Hall – Mayor component that contains listing of departments,
elected officials, programs and services
• Elected Officials (Photo, contact info and bio under each)
• Mayor Mike Gordon
• Mayor Pro -Tem Sandy Jacobs
• Council Member John Gaines
• Council Member Nancy Wernick
• Council Member Kelly McDowell
• City Clerk Cindy Mortesen
• City Treasurer Ralph Lanphere
• Programs
• Community Development
• Business Retention Program
• Paramedic Program
• C E R T Program
• C UP A Program
Services
• Management Services
• CPR Classes
Departments
• City Treasurer
• City Clerk
• City Administration
• Planning Commission
• Finance
• Department Divisions
• Financial Reports
• Information Systems
• Technology in El Segundo
• IS Master Plan
• Information Systems Use Policy
Budding & Planning
Economic Development
146
• Fire
• Mission Statement
• Fire Department History
• Frequently asked questions
• Administration
• Fire Suppression Division
• Apparatus & Equipment
• Stations
• Paramedic Program
• Technical Rescue Program
• Fire Prevention Division
• Environmental Division
• Disaster Preparedness Division
• Volunteer /C E R T Program
• Winter Storm Information
• Home Safety Guidelines
• Department Response Statistics
• Department Fact Sheet
• Community Alert Network (CAN)
Information
• Parks and Recreation
• Department Divisions
• What's New
• Community Calendar
• Staff Directory
• Human Resources
• Job Listings
• Employment Guide
• Police
• Robbery and Carjacking
• Barking Dog Complaint
• Parking Violation Information
• Personnel Complaints
• Photos
• Crime Statistics
• Mission and Values Statements
• Code of Ethics
• Babysitmg Tips
• Crime Prevention Tips
• DARE Program
• Drug Abuse Information
• Law Enforcement Resources
• Public Works
• Department Divisions
• Capital Improvements
• Photo Gallery
14ry
Environmental Programs
Service Request Form
Frequently Asked Questions (FAQ)
. Library
o Visiting El Segundo
community information
Your Home Town I Segundo
Brief History
El Segundo Facts
El Segundo Demographic Profile
El Segundo Beach
Fun Stuff to El Seg d
Community Calendar
• Cams
• Virtual Tour of Downtown El Segundo
Schools ESUSD
Maintained by
Resources
. Service Organizations in and around the E! Segundo
area
Places to eat In El Segundo
• Places to stay in El Segundo
• Places to worship in El Segundo
Travel information
Bus lines
Metro line
LAX
Driving directions
Map of El Segundo
Links to other sites Comerce
Chamber of H stoncal Society
El Segundo
DESI
Apartment Rentals
Homes for Sale (www homeseekers com)
Local Weather
Photographs
o Feedb Webmaster feedback form
14g
Web Site Specification
City of El Segundo
fir. .
Atf
Prepared by Idyll Mountain Internet
March 2001
110 E Wilshire Ave Ste G -1
Fullerton CA 92832
714 - 526 -5656 • Fax 714- 526 -4972
http //w idyllmtn mm/
© City of El Segundo and Idyll Mountain Internet
Q
a�
149
Table of Contents:
1 Detailed site plan
2 Directory/file site structure
3 Navigational site structure
4 HTML standards
5 Accessibility standards
6 Page template creation
7 Cascading Style Sheet specification
1. Detailed site plan
The web site will include the following sections /pages
A. Home page
This is the first -level page of the web site and will contain links to the
primary areas of the web site (see Navigational site structure) As the primary door into
the site, it will have a unique look, but will still include the elements common to all pages
(search, feedback/help, contact - see Page template creation)
a. City Services
This is a second -level menu page with links to the major sections
within city hall Each link will be color -coded to match the heading color of the
target section
1. Elected Officials
This is a third -level menu page with links to individual pages
for each official Thumbnail photos will be placed next to the links to each
.-.o
I Mayor Mike Gordon
Photo, contact information
II Mayor Pro -Tem Sandy Jacobs
Photo, contact information
III Council Member John Gaines
Photo, contact information
IV Council Member Nancy Wernick
Photo, contact information
V Council Member Kelly McDowell
Photo, contact information
VI City Clerk Cindy Mortensen
Photo, contact information
VII City Treasurer Ralph Lanphere
Photo, contact information
ii. Administrative Support
This is a third -level menu page with single sentence
descriptions and links to individual pages for each program
I City Manager
A. FAQ's
150
This is a standard FAQ page
B. Services
A description of the services performed by the
City Manager's office
C. Available Documents
A listing of documents that are available
through the City Managers Office including
links to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals.
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
City Attorney
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
City Attorney's office
C. Available Documents
A listing of documents that are available
through the City Attorney's Office including
links to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
Human Resources
A. FAA's
This is a standard FAQ page
B. Services
A description of the services performed by the
Human Resources Department
151
C. Available Documents
A listing of documents that are available
through the Human Resources Department
including links to those that are available
online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
Contact List
This page lists the departmental staff with their
contact information
IV. Finance Department
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Finance Department.
C. Available Documents
A listing of documents that are available
through the Finance Department including links
to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
Public Safety
I. Police Department
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Police Department
C. Available Documents
152
A listing of documents that are available
through the Police Department including links
to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
II. Fire Department
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Fire Department
C. Available Documents
A listing of documents that are available
through the Fire Department including links to
those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
Community, Economic & Development Services
Economic Development Division
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Economic Development Division
C. Available Documents
A listing of documents that are available
through the Economic Development Division
153
including links to those that are available
online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
F. Contact List
This page lists the divisional staff with their
contact information.
Planning Division
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Planning Division
C. Available Documents
A listing of documents that are available
through the Planning Division including links to
those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
F. Contact List
This page lists the divisional staff with their
contact information
III. Building Safety
A. FAQ's
This is a standard FAQ page
B. Services
A description of the services performed by the
Building Safety Division
C. Available Documents
A listing of documents that are available
through the Building Safety Division including
links to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
F. Contact List
This page lists the divisional staff with their
contact information
iv Public Works
A. FAA's
This is a standard FAQ page
B. Services
A description of the services performed by the
Public Works Department
154
C. Available Documents
A listing of documents that are available
through the Public Works Department including
links to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
F. Contact List
This page lists the departmental staff with their
contact information
V. Recreation and Parks
A. FAA's
This is a standard FAQ page
B. Services
A description of the services performed by the
Recreation and Parks Department
C. Available Documents
A listing of documents that are available
through the Recreation and Parks Department
including links to those that are available
online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
vi. Library
F. Contact List
This page lists the departmental staff with their
contact information
A. FAA's
This is a standard FAQ page
B. Services
A description of the services performed by the
Library Department
C. Available Documents
153 5
A listing of documents that are available
through the Library Department including links
to those that are available online
D. Highlights
A Mission Statement along with recent
accomplishments and future goals
E. Divisions
A listing of the departmental divisions (if any)
along with links to divisional information when
needed
Contact List
This page lists the departmental staff with their
contact information
b. Business Community
I. Business Incentives
ii. Easy Access
iii. Networking with other businesses
iv. Location and Demographics
V. History
C. Visiting El Segundo
I. Community Information
ii. Fun Stuff
iii.
Schools
iv.
Resources
V.
Places to Eat
vi.
Places to Stay
vii.
Places to Worship
viii.
Transportation
ix
Regional links
d. News & Events
This is a second -level menu page and serves as the entry page to date -
sensitive information If any of the information within the section subpages
is database - generated, rather than being static pages, then this page will
display the most recent items as specified in the sub -page descriptions
below,
1. News Releases
This will be an index of press releases Each release title will link to
a page displaying the text of the release The index will be ordered
by date If database - generated, the title of the most recent release
will be listed on the main News & Events page
ii. Announcements
15 F
This will contain city announcements, major events, emergencies,
meetings, special bulletins etc. The text of short announcements
will appear on this page, longer announcements will have a title
listed with a link to a dedicated page for that announcement
Announcements will have pre - determined removal dates
III. Community Calendar
This will contain a list of upcoming events and other calendar items
(such as holidays, city hall closures etc ) Major events will be listed
here as well as on the announcements page, and link to an event -
specific page with full details If database - generated, events for the
next seven days will be listed on the main News & Events page.
iv. New on the website
This will track all changes to the whole City web site to allow
visitors to easily find new and updated information Changes will be
listed by date (newest first)
e. Job Opportunities
This will contain a listing of all current lob openings for the City with a
description of the position and requirements There will be information on
how to apply for the position and a downloadable application
Contact Us
This page contains general city contact information (address, phone fax)
At the top of the page there will be a listing of all emergency contact
information That will be followed by links to the departmental contact
information
g. Search
This page is a self - calling script that searches all the web pages on the
city web site for entered words, and returns a list/links of the pages that
contain those words, in order of relevance
h. Feedback/Help
This page contains a feedback form for web site comments, and general
information on how the web site is laid out, to aid those with navigational
problems It needs to make clear that the feedback form is for general and
web site matters only, and that questions for specific departments or staff
members should be sent via email using the contact directory It will also
link to each department's FAQ page
157
2. Directory/file site structure
It is important to have a consistent directory/file structure to the site so that when
a document needs to be edited, it can be easily located Also, when new
documents are added, there must be rules in place to dictate where the
document should reside
As the source of a document is a known and constant datum, a directory
structure based upon the source is required In most cases this will be the name
of the department providing the information For information that is not generated
by a specific department, a directory name based upon the site section can be
used (for example /contact/)
Pages which are primarily indices to other pages must be named as the index
page in their directory Unless otherwise indicated by document source, the
pages linked to by the index page should reside in the same directory
Site -wide graphics must be kept in a separate /graphics/ directory If a section
has a large number of section - specific graphics, they should be kept within a
/graphics /section name/ directory (for example, photographs of city parks should
be contained in a /graphics /parks/ directory) When deciding where to store
graphics files, thought must be given to making them easy for future web site
maintainers to locate
As portability is important when creating a web site, care must be taken when
naming files to avoid case - insensitivity While some operating systems treat
filenames as case - insensitive, others do not Adopting the convention of having
all filenames in lowercase only avoids conflicts (e g butterfly Ipg not
Butterfly JPG) Filenames should be chosen to give an indication of the contents
of the file, but should be kept short (e g agen2000 -03 -21 html not
documentl html or agendaofcouncilmeetingonmarch212001 html)
158
Navigational site structure
The navigational structure for the web site will often mirror the directory structure,
especially at the lower levels, but will diverge at key points The primary
navigation paths to each page will be those as laid out in the Detailed Site Plan
section Cross - navigational paths between sections will also exist where
appropriate
A complete diagram of navigational links between pages appears in Appendix B
The color coding for the heading graphics for third -level pages and below will
depend upon their primary parent Each page will be assigned a primary parent,
even if it is the target of links from two or more pages at a higher level Where the
primary parent cannot be logically chosen from the navigational diagram, it will
be determined from the directory structure (departmental source) The link from
child to primary parent is shown as a solid line on the navigational diagram
For example, the Recreation and Parks Staff Directory will have Recreation and
Parks as its primary parent However, it will also have a link from the Contact Us
page, as part of the city-wide directory, and from Human Resources, as both
those sections are possible routes that the user will choose to find contact
information for a certain person Its heading color coding will be that of the Parks
and Recreation Dept as its primary parent
159
4. HTML standards
For maximum compatibility with all future web - enabled browsing devices, the
latest HTML standard must be used when marking up web documents This
standard is XHTML 1 0 Transitional and is defined at
http: / /www.w3.org /TR /2000 /REC- xhtmll- 20000126/
Each document must conform to this standard and be validated against it using
http / /validator.w3.org/
Adopting XHTML as the standard for web site documents provides an easy
migration path to using the emerging industry standard XML to mark up city
documents for all purposes
The site will make use of Cascading Style Sheets to provide visual formatting
(see section 7) The CSS formats used will conform to the CSS2 specification,
which can be found at.
http• / /www.w3.org /TR /REC -CSS2/
Each stylesheet must conform to this standard and be validated against it using
http / /31gsaw.w3.org /css- va1idator/
160
5. Accessibility standards
To ensure full access to the web site by the disabled community, it must meet
accepted accessibility requirements as developed by the World Wide Web
Consortium (W3C) These requirements are recognized as meeting ADA
standards for web sites Meeting these requirements also ensures accessibility
by future web access devices such as PDA's, in -car voice browsers and web
appliances
The requirements can be found at
http / /www w3.org /TR /WCAG10 /full- checklist.html
Each document on the web site must satisfy all of the W3C's Web Accessibility
Initiative's Priority 1 checkpoints Otherwise, one or more groups will find it
impossible to access information in the document Satisfying this checkpoint is a
basic requirement for some groups to be able to use Web documents (Single A
compliance)
The web site documents should satisfy all Priority 2 checkpoints Otherwise, one
or more groups will find it difficult to access information in the document
Satisfying this checkpoint will remove significant barriers to accessing Web
documents (Double A compliance)
The web site documents may satisfy all Priority 3 checkpoints Otherwise, one or
more groups will find it somewhat difficult to access information in the document
Satisfying this checkpoint will improve access to Web documents (Triple A
compliance)
Section 508 of the Rehabilitation Act of 1998 mandates that web sites run by
federal agencies must be accessible to people with disabilities Although the city
web site is not a federal web site, meeting the WAI requirements will also ensure
that Section 508 requirements are met, as they are broadly similar Checkpoints
for Section 508 can be found at
http / /access.idyllmtn com /sect=508 /table.html
161
6. Page template creation
Each page will fit into one of a set of page templates which will designed to
provide uniformity across the site, while also giving strong visual clues as to the
user's location within the site In most cases, the template used will be dictated
by the document's primary position within the navigational structure, rather than
the directory structure, although case -by -case exceptions may occur
Page templates will consist of header and footer files, which will contain the
XHTML markup necessary to provide global and local navigation, links to the
CSS files required for providing the page style specification, and a common page
layout structure Apart from the Home Page, subsequent pages will share a
common layout and be differentiated by color, heading /title text and actual
content
Techniques for including the correct headers and footers on each page are
discussed in Appendix A Server -side include options
A sample page template pair is included as Appendix D
162
7. Cascading Style Sheet specification
Cascading Style Sheets meeting CSS2 will be used to provide visual formatting,
the HTML tags in individual documents will be used for structural formatting only
Separate style sheet files are required for each set of color -coded pages,
although they will all follow the same format The format is contained in Appendix
C
The appropriate CSS file will be referenced within the HTML files through the use
of a <LINK> element This allows for global changes to the visual look of every
page by the editing of a single file, or set of files
In order to provide a pleasing presentation of the pages in older browsers that do
not support CSS, equivalent basic visual formatting will be included in the HTML
pages This will be limited to specifying background, text and link colors in the
<BODY> element Although the users of older browsers will not view the web site
exactly the same way as users of modern browsers, the site will still be useable
and accessible to them
CSS will not be used to provide absolute positioning, as browser support for this
aspect is still poor, and web pages created with heavy reliance on CSS
positioning commands translate badly when viewed by older browsers
163
Appendix A
Server Side include options
1. Native server -side includes:
Serer -side includes (SSTs) are simple, HTML- embedded directives that instruct
Stronghold to execute a program or include data in the HTML document As a
shorthand alternative to CGI, serer -side includes can be handy However, like CGI,
they should be used with caution and an eye for security risks Almost web servers
provide the capability to process server side includes For example,
<' -- #include file= "header html " - ->
will insert the contents of the file header html at the point where the include is specified
<! -- #exec cmd= "header.pl 'City Clerk' 'City of E1 Segundo"'-->
will run the Perl program header pl, passing it two text arguments as input, and inserting
the customized output of the program where the exec is specified
As the use of serer -side includes means that all files need to be parsed for directives
before being served, this can slow down page delivery For this reason, most web
servers require that files containing server -side includes have a special extension such
as shtml so that it knows which files to parse, and which to sere without parsing
However, as using this method for including standard headers and footers means that
virtually every file would need parsing, this does not help speed up delivery as every file
on the web site would be an shtml file
Using this method improves portability of the site between servers as no special serer
modules are required
1. PHP file includes:
Many web servers support embedded scripting with PHP, which originally stood for
Personal Home Page and started out as a simple CGI wrapper Although the acronym
has stuck, PHP itself has expanded It can now manipulate entire sites, not dust single
home pages The PHP module does not implement CGI at all, but can execute
embedded scripts that are as complex as any you might write for CGI Simply put, it is a
server -side, HTML- embedded scripting language and form interpreter, and an easy
alternative to CGI
This method gives a much more flexible solution, providing all the capabilities of the SSI
approach with a more uniform interface, and additional advantages
164
For example
< ?php include("header.php "), ?>
will insert the file header php at that point which could contain a mixture of HTML, and
additional scripting commands
< ?php $title = "City Clerk ";
$subtitle = "City of E1 Segundo ",
include("header.php "); ?>
will set two text variables, and insert the file header php at that point The variables
would be used within the scripting portion of the included file to produce customized
HTML output for the header on that page
Like SSI, files containing PHP scripts need to have a special extension ( php) to flag
their nature to the web server and ensure they are parsed before being served
However, because PHP can be compiled as an Apache module, this parsing and
interpreting process runs as part of the web server process, and does not spawn
additional server processes as the use of SSI to run CGI scripts does This means that
the use of PHP is a far less burden on the server than the equivalent SSI command,
and pages are served faster Having all pages on a site be php does not significantly
slow delivery over the case where they were all html
An additional benefit of having all files named to contain PHP scripts is that PHP is an
excellent language for using as an interface with database software If a web page is
already named as index php it may contain nothing but HTML and possibly one or two
PHP include statements However, it will allow for expansion at any time in the future to
add database queries and display of output, without renaming the file As the structure
of a web site can fall apart when files are renamed, this is a great advantage
For example, a file calendar php may contain the following HTML
<hl >January< /hl>
<strong >1st < / strong> Picnic in the Park Concert
When the move is made to a database calendar system, the file can retain the same
name, but be changed to contain the following script instead
< ?php
$query = "SELECT date, title FROM calendar WHERE month =
'January' ORDER BY date ",
$result = pg_exec($connection, $query);
print ( " <hl >January< /hl > \n"),
for ($day = 0, $day < pg_numrows($result); $day + +)
{
print ( " <strong > ");
165
print (pg_result($result, $day, "date ")),
print ( "< /strong >. ");
print (pg_result($result, $day, "title „)),
print (” <br > \n ");
166
Appendix B
Navigational map
(Will follow by mail - too large to include!)
167
table left
width 30 96;
font - family: areal,
color #CC9900;
text - align: left;
position: absolute,
left. 100px,
}
table right
width 30 %;
font - family. areal,
color: #CC9900,
text -align left,
position- absolute;
right 100px,
}
Appendix C
Style sheet template
geneva, helvetica, sans - serif;
geneva, helvetica, sans - serif,
th
{
border 2px solid #CC9900;
}
ul
{
list- style -type: none,
}
A: link
{
text - decoration: none,
color. #CC9900;
}
A•active
{
text - decoration: none,
}
168
A:visited
{
text - decoration: none;
color 4996600,
}
A: hover
{
text - decoration none,
color #996600,
}
td.empty
{
height 25px,
169
Appendix D
Page template
Header fife
& DOCTYPE html
PUBLIC "- / /W3C / /DTD XHTML 1.0 Transitional / /EN"
"DTD /xhtmll - transitional dtd ">
<html lang= "en -US ">
<head>
<title>
< ?php print($title), ?>
< /title>
<link ref= "stylesheet"
href =" /styles / < ?php print($department); ? >.css"
type = "text /css" />
< /head>
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text =" #000000"
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a1ink= " #FF0000 ">
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<a href = " / ">
«mg src =" /graphics /butterflyleft gif"
width = "65" height = "100" border = "0"
alt= "Link to Home Page:City Butterfly" / >< /a>
< /td>
<td class= "whiteheadercell" align = "left ">
<a href = " /">
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width = "35" height= "100" border = "0"
alt= "Link to Home Page-City Butterfly" / >< /a>
170
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print ($cityname);
print ("< /span > <br / > "),
print (" <span class =\ "title \ " > ");
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171
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<small>
© Copyright 2001 City of E1 Segundo
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172
ls' sion Statemenf`
To provide an easy to use,
simple, elegant web site that
projects an accurate image of
the City of El Segundo while
providing an integral, high level
of service to the community.
Phase One
(Complete)
+Complete a strategic plan
• Create a web site map
• Produce sample images of web pages
• Identify web development personnel
(In -House or Outsource)
• Estimate costs and prepare budget
items
Site Progress
a -Wi6b -group formed to develop new site
+ Review of other city sites conducted
• Compiled list of ideas the group liked
• Developed a strategic plan based on
what was learned from the site review
site Goats
to the viewer
i guiddy
• Easy to update
• Easy to navigate
• Consistent "Look and reel"
• standardized color scheme
• Implement in phases
Phase Two
,''(Complete by Fall)
ind bring online a new web
site
• Include search capability
• Provide documents online (Agendas,
Minutes, Municipal Code etc)
• Make static forms available
• Develop policy for links to other sites
173
1
Phase Three
(Summer 2002)
• Develop interactive and e- commerce
policy and capability
• Potential uses:
• Rec -Park class registration
•Online permitting
• Business License
• Utility payments
• Employment Applications
Proposed Level Two Page Format
•h �
T
• Com SChaile
for each
Oepartme t Elm
Rra,, _
ao�es MTIon
M
-
Graph¢
aemesentaapn
----
'.ta?.o'�y YK arMtti•. r
The Future
• Streaming video and Audio of meetings
and events
• Web cams of points of interest
• City maps
• Property Information
• And much more
Page
„',1' APft0bw4 vLmved Two Page Format
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174
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`,Where are we now.
*Site spepfiration is complete
• Sample Pages are completed
• A web consulting firm has been
identified
• Costs for completing Phase Two are
identified
• Request $25,000 for funding to
complete Phase 2 and begin Phase 3
stions and /or
Comments?
•r.
177
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182
EL SEGUNDO CITY COUNCIL MEETING DATE: June 19, 2001
AGENDA ITEM STATEMENT AGENDA HEADING- New Business
AGENDA DESCRIPTION.
A request to approve and authorize execution of a Letter of Intent for the property
located at 121 W Grand Avenue and to secure the services of a real property
negotiator
RECOMMENDED COUNCIL ACTION:
Approve and authorize execution of a Letter of Intent to negotiate for the possible
lease or purchase of the property located at 121 W Grand Avenue, and
authorize a professional services contract with a real property negotiator in an
amount not to exceed $10,000
BACKGROUND & DISCUSSION:
The 1 2 -acre property located at 121 W Grand Avenue is the former site of
Ralph's grocery store That store closed in 1998 and the site has remained
vacant The existing 12,000 square foot building was constructed In 1965 Site
Improvements also Include 86 parking stalls The City Is seeking negotiating
rights for the property for a limited time period during which the feasibility of
acquisition and development can be explored Because of Its size and current
availability, this site represents a unique and Important resource and opportunity
for the Implementation of the Downtown Specific Plan
(continued on page 2)
ATTACHED SUPPORTING DOCUMENTS, Letter of Intent
Operating Budget.
$31,100
Amount Requested.
$10,000
Account Number,
2401 -6214
Project Phase.
N/A
Appropriation required:
7 N/A
ORIGINATED / DATE.
Sandra Read Lane' E- ml evelopment Mgr. June 5, 2001
1. /-' L -' Z` -551, �-
James Hansen, Dir, , Dept of Community, Economic and Development Services
DATE:
-r/0
22
6/11/01 12 54 PM
1 °3
BACKGROUND & DISCUSSION. (continued from page 1)
The Letter of Intent will allow the City time to evaluate the site's use for economic
development opportunities and /or public parking opportunities including
alternative parking as an incentive for retail uses in the downtown The services
of a real property negotiator will be required to negotiate for the lease or
purchase of the property should acquisition be deemed feasible. Staff
anticipates retaining the firm of RSG, Inc. to assist with this effort RSG, Inc was
retained by staff previously under an administrative contract to provide real
estate analysis on the development potential of the site
6/11/01 12 54 PM
184
GAT Y 0
* !k
0
C; 13
Elected Omculs:
M&, Gordon
Mayor
Sawa J
Mayor ,
P Tem
hanry
CW. Memba
JohnG G. .1 k k rsm
Coannl Membo
Aeuy v Domr4
Coanrd Member
Cindy Mon
G O
ry erk
Rdphp
Goy rc,
ry Trcmurer
Appointed Officials
Nary SOenn
Gry Monaprr
Mark D Hnrslry
Gry Arcmnq
danment Dlrecton
JeJ/rn Brinson
Aumam Gry Manager
Jame Ha u
�mma„m, eranamrr and
Dr.dopment Sernea
B PWMn
Firmnre Onrnor
Crasg Prdrga
fire Cw
DrDra B"Rban,
Library
Timorhy command,
Pd.e C:'arJ
Andrm Sansamaoa
P W
Lrcg Johok ork
nson
Rrrruran 6 Pules
. ehrgundo org
Letter of Intent
June, 2001
Mr David Levy
13235 FIJI Way #G
Marma Del Rey, CA 90292
Mr Stephen Claman
Greenberg Glusker
1900 Avenue of the Stars
Suite 2100
Lgs Angeles, California 90067
Reference Approximately 1.2 Acres
121 W Grand Avenue
El Segundo, CA 90245
County Assessor Parcel #4136 -16-39
Dear Mr Levy and Mr Claman
This shall serve as a Letter of Intent and Exclusive Right to Negotiate ( "Letter of Intent ") by
and between the City of El Segundo (the "City ") and the owners of the above - referenced
property ( "Property ") who are signatories to this letter under the heading "Owners ", for the
lease of the Property upon the following general terms and conditions-
The "City" shall have the exclusive right to negotiate for a long -term ground
lease of the Property for a period of three months from the date hereof, unless
earlier terminated as hereinafter provided
The lease rate and other terms shall be negotiated during the three month
period,
This Letter of Intent does not obligate either party to execute lease agreement
during or at the conclusion of the three month period,
350 Main Street, El Segundo, Califomia 90245 -0989
Phone (310) 607 -2200 FAX (310) 322 -7137
IRS
4 No lease can be approved by the "City" without full compliance with the
requirements of the California Environmental Quality Act;
5 Subject to paragraph 10 during the three -month period, the "City" shall be allowed
access on to the Property for purposes of conducting environmental testing of the
site
6 The City has advised the Owners that the City has authorized an appraisal of the
Property to be made by Gary Ohst, MAI appraiser, and that the City has employed
RSG Associates to make an economic analysis of the proposed transaction
7 The concept that the Owners will consider includes the following features
a The delivery of possession of the Property to the City in its present "as —is"
condition upon the execution and delivery of a definitive long -term ground lease
b The term of the ground lease shall be for a minimum period of fifty -five (55)
years
c A potential development concept is that the City would either itself or through a
sublessee develop on the Property a three -story parking structure to serve the
downtown merchants of the City with retail stores to be built on the ground level of
the structure However, the City would have sole discretion over the use of the
Property. The present improvements would be demolished.
The transaction in question is for a long -term ground lease only The Owners will not
consider a sale of the Property to the City
While this Letter of Intent summanzes in general terms the transaction that has been
discussed, this Letter of Intent does not obligate either the City or the Owners to
execute a lease during or at the conclusion of the exclusive negotiating period
However, the parties agree to negotiate in good faith during the term of the
exclusive
10 The Property is presently leased to Ralphs, Inc pursuant to a Lease which ends on
February 28, 2002 Ralphs, Inc has options to extend the lease term which it has
orally advised Owner it does not intend to exercise. Subject to the rights of Ralphs
Inc , the City shall be allowed access onto the Property for purposes of conducting
environmental testing of the site. Before any invasive tests are made, the City will
advise the Owners of the scope of the test to be made and the making of such test
shall be subject to the reasonable approval of the Owners The Owners shall have the
right to be present during the testing and to take samples Any reports rendered as a
result of such testing shall be provided to the Owners without charge
2
1ch
11 The Property is now listed for lease with CB/Richard Ellis (the 'Broker ") The Broker
will be advised that Owners have entered into this Letter of Intent, but will be asked
to City and Owners do not enter into a lease of the Property as contemplated herein
the City has not engaged, and does not engage the Broker by this Agreement to
represent it in this negotiation or potential acquisition
Owner acknowledges that the principal and sufficient consideration for its agreeing to
the above terms is the undertaking by the "City" to spend time, money and resources
in negotiating the potential purchase or lease of the property
In witness whereof, the Owner and City have caused this Letter of Intent to be
executed on the _day of June, by the duly authorized signatories who acknowledge
their full and complete power and authority to execute this document
3
CITY OF EL SEGUNDO
Bv:
Its-
OWNERS
David L Levy
Stephen
Claman, Co- Trustee of the Renee
Claman Non - Exempt Trust
Established under the Freida Mayers
revocable Trust of 1991
Renee Claman, Co- Trustee of the
Renee Claman Non - Exempt Trust
established under the Frieda Mayers
Revocable Trust of 1991
Edward M
Mayers, Co- Trustee of the
Edward Mayers Exempt and
Non - Exempt Trust established
under the Frieda Mayers Revocable
Trust of 1991
187
Barbara
Mayers; Co— Trustee of the Edward
Mayers Exempt and Non - Exempt
Trust established under the Frieda
Mayers Revocable Trust of 1991
Edward M Mayers, Co- Trustee
U.D T April 13, 1990
Barbara Ann Mayers, Co- Trustee
U D T. April 13,1990
Stephen
Claman, Co- Trustee of the Renee
Claman Separate Property Trust
established under the Stephen and
Renee Claman Trust dated
March 16, 1999
Renee
Claman, Co- Trustee of the Renee
Claman Separate Property Trust
established under the Stephen and
Renee Claman Trust dated
March 16, 1999
1 8
i
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
MEETING DATE June 19, 2001
AGENDA HEADING. Reports
AGENDA DESCRIPTION
Request Council consensus to cancel July 3, 2001 Council Meeting
RECOMMENDED COUNCIL ACTION
Discussion
Approve Cancellation of July 3, 2001 Meeting
BACKGROUND & DISCUSSION,
Due to the 4`h of July Holiday and the start of the summer vacation season for
many, it is requested that Council approve the cancellation of the July 3, 2001
regularly scheduled meeting
ATTACHED SUPPORTING DOCUMENTS'
NONE
FISCAL IMPACT NONE
ORIGINATED �^ 7 DATE.
indy Mort s n, ity Clerk June 19, 2001
nager
DATE,
b/ L/,
1 8 J 23
