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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. 010 a z x Cn G� z A r O z z y O z C�7 y C-� z it ? 1 a ran I z y a v 0 z 0 I z a r a z x Cn G� z A r O z z y O z C�7 y C-� z it ? 1 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 I = F t r _tt1l rl IJ�I I li I_i7lL i � 11 - -- - - TJI T'1 �I_U �f JL RL UFj_J�HFv'= 7�1 �� ',� HMil - I �1 I � - - 1 EMU �WH �; r H HFH FI I _ - 9= - 1 —II M_ fl �� mQ= � !n� KIE F1�B f1111Tf fT �1TIIlID TIMID LTIIlTI[ _ _ - Q1IDI ft�l�II1Tl r[TTfI1J aTIJ I [llI X11 LI _ m MIEU - -- HM FT M__ L I DERI MM _ FITLE, F --- IMEM Lj I L_ M ` J11TIT] FT-M T L = Ill � 1= , �� NIVH u - - - - _ IrIllIlil�Ill 1 L MM IM I LIM i`}11TIID - - � f�TITLE, fl T, �ICT�J [MEM I l ILA LLID11 [rrlrll i 1I ! I [ - IIIIIIIII ! ] l IlIl1T IJ IJ ID I_i LTm1E == z I_ I >11r1T EIR I1TQIlIII FULLE [J 1. 1111 [ [MID LTLI�If l� - - -I1T TEIIIII[IT T] IT�1ID [ rT �11R L]1>rli1 'LIL 1q F ' If _I M NLT T1 IITL[7 l i 17 [UT Il iii; Fj � f �[L� =iI IL . �1 T _ [ I J�1 IT�II 11 I�Ii �� I � �_ t, l 1 1 T r1II11Tf n T I 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 � \ -- „ - -- - -- § !!l,: =l,!| !i§,,;:c ;r =l, !! -zzzz qm�;> \ /) :� ;|§ & ;!;0,I,n,,� \§�\Z`iR2 7(( \ \ \t� §�§ -00 z §w (! / ; ;§ °\ �) ( 0 �� \ | & § 0 53 5 )� ` ` § {! \ % \ /!50- �\ !!k$ ~ ON {) - | |!{ k !.!_!! ! 2! )\ ! - ,_ ;�_| } ! - F !!!- / � \ -- „ - -- - -- § !!l,: =l,!| !i§,,;:c ;r =l, !! -zzzz qm�;> \ /) :� ;|§ & ;!;0,I,n,,� \§�\Z`iR2 7(( \ \ \t� §�§ -00 z §w (! / ; ;§ °\ �) ( 0 �� \ | & § 0 53 5 )� 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 $30,00000 301 -400- 8202 -8474 Adopt plans and specifications No ORIGINATED BY: Date - A —A-- �.___.__ _r 1A 1_1__ JUN 12 2001 REVIEWED BY Date- /�� //j/ M- COUNCIL O6VUNE19 O1 (TUasday 06/12/01 9 00 A M ) 0 9 D 13 i N \ I O W IA1N00] S3139NV SO-1 AAA! 3NUOMLM7M S0 A113 m y Z Dele 00310 HIS i H Q r03N3q . o i U N x u u r) a 1i w 9 9 9 9 9 9 9 V.4715 It I I I� I I I I NUN II I. 1. 5141 e 9 9 o n LJ u LJ lJ NlJ LIU o e } Ynly Y l s v 1. �—J No1a.MY o}YnN All] Ito m — r 6 3 6 J < 4Y'_ Y 3M DON0o3tl < } NYO] � < 8 31YMtlAI AM H I W6 1 f am A31n0 1Y1X3NLLNW Z m I ( 3NIl N33tl0 i Otl13N ; 1S (=01. 6 A 42 s 1 �� AYY NYN IS X4ON V yl �, lY i3N1N0] 1L i m J > 131YAmIm) AYM W � AYM }31101131 - -� 0 03111Y 2 U � W < 51/30YY 'OAIY I l m U 34 1Y13i �� -- t W un = 1! Q • ,� m mw SSA .NYwxl M91N Sil A'=3A. x11 W xl 3 noxnll �M wv c ® Y C3M 2N1Y 14 minty. .-S, CSM 1NN,Yx } 5 �O O li T`6NtN C YI113NNIDX H N <4 .INYOlII.] 3AI N1.tl U NY011iva f 15 N093N0 q C ]N lll.w 3S YDYA3N jj��3M WI V.l 0 S �� u am l3Yn.1 1S Y31N3] a J o00 �Ly}11 I' MO,.Yx is n T 14 ONYIAYI. Yw W V� 9Y A)MY0013 W Z 1111001 �� ®� 1S S11NOl < < a 1] 1 YY] ®® 14 YYY31 m ❑❑ �� ® lS NN31 9Y 3N]M.IB O 111 > B$ ® 15 XDOl3N4 is vm3vv < f 4 M O® 8ED=3 14 OY.O.,,. Y r N is xI.N m 9 Ile W > Eee ®8 J at oxowN]la s N .d4 0° �r1 ®+a�3ro r BE3Be a 9tlo]xa] x99 jI �e 14 ®� E .INIDYIA U = I V.0 ��e ®B 1S 4 1 ❑© < 12 .141A .NOI Q J° I 15 143X] „Ix c� W is 1 Y tIx 1Y : W '.a N It 3XAO 1s mnA j rAP _eOxneN aN] I.YM f`f.5 \ J k 0,,0 O 'sN W N DYA $ Q. n p 0f 4Y Q <L g�t'� Jatr O z 1 a LL V = a a 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) W LL J IALNl1O0 53130N• SOl Arf I 3NtlOHLMeH !O ALIO O W J1 Oxl� U 0 . .l • w • w .. x•x �= _ N H Z U N V Q W m 2 6 H a x z �a]ninuc � )M )IVO 9M •l3 W O ]M ]nlM, ]M 1nM]]]I } )M nl1, 11 1. Illw" 3" "I'll, 13Ynll 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) 105 15 LOS ANGELES INTERNATIONAL AIRPORT �I L, MARIP L.1 L 9 L 1 PACIFIC OCEAN NO SCALE t, oIf y J! m 1 > aVE I LL EL SEGUNDO BLVD E L S E G U N 0 0 % G v W m a I a z 0IN ROSECRANS o AVE _ MAN H A T T A N I >I i BE AICH I ! REDONDO i �= o 8 «I BEACH W � 6 a PROJECT VICINITY MAP 10 G y � O W �A1Nf100 S3130NV 501 AMA 3NNOHIMVH d0 A1f0 Z 1 Gnl[ 00310 NV4 F Q b93N31O i! n On e- } m O a ; a J O V Q z 2 I LV N W ,I\II m a 1] N O ;C O N T -11 V I II V z ^ ° of 3011 11 N33119 10.9 mm ES PNOEV \J n OPP m xounnr r-- e\un\ 110 IcY3 �m m W_ Z MYI \ PL AVM � 03111N 441 1L NLrM ' y m AtlY xMN rOanlOYl[ I U w m F 2 i IS 1x f1pN1 F AMU 441 NI 3q N Cinr Yr0 OYYOM YIi is LION1111 V) k eIS xnN C'iM Nl3 0 ° IS NO1\NINLrY 19 oNONNOIY P CND CiM ]x1Y ED n �? o nY Y•99�' \NON 1 1n"ll. } if ","IN IBa ' 11113,91" } IBI9 (� rY1 is 9NI11NY SL rINYOYIIr] L 15 s iAl �3nr NIrY U is N05300 g W 1(l- m C 3111H IS ".is /1 Z o _ 3M ygO91 \ laYnrl s 1L Y31NIO g 1L W r lm xlLllaXll\ �F' 1QY £ a °^ \ � LL O J s W TY A3..nol! is VIAM" $ < a M ss rw]IS � o Z O OY 3NONtll\ IS NN34 C is x0013xc -z U $ H- x 1 m A I m 2 w 10 1 IN34r Irl V P x n e 1[ 2 OYYOM YIi - v N eIS xnN N w^ ^ ♦a y 19 oNONNOIY P CND ^O ED n �? o nY Y•99�' \NON Y \aaxo] IBa IBI9 rI N19 Yln is 9NI11NY 15 ASIA INOI O Z o I 15 153Y011. \ s W N a °^ \ LL O J s W $ a o Z a U $ H- u U a m 1 m A I m 2 w 10 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 YNL�L 2 YNIL iMr/YVN� �) JUN 7 01 COMPANIES AFFORDING COVERAGE COMPANY A HARTFORD INSURANCE CO COMPANY 6 ICOMPANYC I COMPANY 0 I COMPANY THE THIS IB TO CERTIFY THAT THE POLICIES OF INWRANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURE] NAMED ABUVt PON THE POLICYPERIGU INO,CATED NOTWRNBTA4i11Nf: ANY RE0006MCW TENT OR CONDITION Of ANY CONTRACT OR OTHER DOCUMENT VRTH RiSDCCT TO WHICH THIS CERTIFICATE MAY EE ISSUCO OR MAY PERTAIN TNC INSURANCE AFFORDED BY THE POLICES OESCRIBED NORM IS 6U9JFCT TO ALLTHE TER04 FXCI.USIONb Mu, CONDITIONS W 6UCHPOLIOES 1 NITS SHOWN MAY NAVE BEEN Ht DUCED BY PAID CLAIMS NS11� TYPE OF INSURANCE j FOLICY NUMBER POLRYer�ECTY[ i POKTOiPFIATgM' LWTS • MINERAL LM/NJTY 72UUMONG301 MAR 12 01 MAR 12 02 , EACH OCCURRENCE IF 1,000,000 X COMMERCML GENERAL LIABILITY I I FIRE DAIMO'(A,ry OnNiYO) 16 700,000 ( CLAIMS MA0[ X OC:UR MCD EX►,AM On Pwwol IS 10,000 A PERSONAL 4ADV INJURY $ 1,000,000 I I I GENERAL•GORCDATE IS 2,000,000 IGCNL AOGNEUAI E I[RT APPVES PEN I Pn000C10 COMP /OP A= - IS I POI ICY PAO I.fcr ILDC, AUTOMOBILE LIABILITY NOT APPLICABLE COMBINED BINOLk IMIT ANY AUTO 1 Q•amdont) i At L GINNED AUTOS oODIIY INJURY lPw vwFNO S BUHkDOLED ALT03 I PINNED AUTOS I �BODII Y INJURY N39-0WNEOAVTOS I I I IO'w FPCMTI i PROPERTY DAMAGE IF (GARAGE LIABILITY NOT APPLICABLE AUTCONLY EAACCIDENT i ANY AUTO IOTNER THAN EA ACC S (AUTO ONLY Apo S EXCESS LIABILITY ! NOT APPLICABLE FACH OCCURRENCE OC:UR I CLANS MADE I I I A0011641 IS li ! I PtDIICIIBLE I I S RETENTION i I i INORR IRS COMPENSATION AND ( NOT APPLICABLE we B1AN OTMA I ITawLLMRF EMPLOVERB'LIABLITY �el eACnACaoFNr �e J E L 0I3EASE -0A EMPI OYU I7 NFL OISWE- POLICY LIMIT IS OTHER NOT APPLICABLE I _ 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 OPERATION OF THE NAMED INSURED AT LEASED LOCATION SOUTH OF 810 S DOUGLAS STREET, EL SEGUNDO, CA T TI N CITY OF EL SEGUNDO SHOULD ANY OF THL ABOVE M$004160 POLICIES BE CANCELLED BEPORE 750 MAIN STREET 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 Of ANY KIND VON THE COMPANY ITS AGENTS OR REPR[StNIAINEt PRESENTATIVE ANBTTtlon M." n wmU AP'w MSS,) VP,HnIPLP w ..w 11� JUN- 101-ol 14 11 eKum LM INbUKANUk tlKUKtKzmp lU blbbdb4b99 te.G 3 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 120 V z F Z Q ip U N N Q a ,j N LU d a W ' J lr� N Q W m U Q a in Ir y uj af J U y of 5 U Z Q O r in t0 o W w H d W °_z 0 a a W Q ~ a LU z N n r_ zv °c w C a F.. W X W Q � /i J 121 m i O N .l l'96Z .6Z W ILr / , W C J to 0 N o 0 W i N t` y Q I +' N N ►- O p I m w W H N W zI z 0 v 12 ~ F ± I Uj i kF {L W r 1 W y4 � 0 N log QW W \ ♦ s\ Q a ,j N LU d a W ' J lr� N Q W m U Q a in Ir y uj af J U y of 5 U Z Q O r in t0 o W w H d W °_z 0 a a W Q ~ a LU z N n r_ zv °c w C a F.. W X W Q � /i J 121 m i O 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 �ƒ , ■ {\ kk 0 24 0 CA -H |! |I {� \� Ez � _ 2 ®} _ |! |I MA () } /4 Ez � _ 2 ®} _ �® U) a MA () } /4 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 $3,000. We have assumed that a separate environmental consultant will conduct the program level EIR We have assumed that the Modified Approach of GASB 34 will be used for the sewer system assets GASB 34 requires that the condition at which the assets will be maintained be established by the agency. This requirement will be met by the service criteria established as described before, as well as the maintenance /inspection/reporting recommendations of the Master Plan. We will also develop cost estimates for maintaining the established level of service. The GIS can be used for managing the assets. If desired by the City, we can recommend an asset management program. The Master Plan Map will be prepared as described in the Request for Proposals. City of El Segundo 1 -12 Sanitary Sewer Master Plan Study AKM Proposal No 01 -2282 1 'Q Proposed Workhour and Fee Estimate CITY OF EL SEGUNDO 6 -2 Sanitary Sewer Master Plan Study AKM Proposal No 01 -2282 Til P nrbM t 1*0 Yr1e61$ Br6ln66r A..mw E1161mm DAm TechrAdw TechnicW CM W Ill CenMtlMt Tool 1 ADMINISTRATION &MANAGEMENT 1 Pmect K,a-ON Meeb.g S1 32B Wolk Plan 2A 8 S3 SYbroW Tear t W 4 I' 0' 01 8 966 2 COLLECTION & PREP OF INFO OF SEWER SYST so Data CWle on B 16 2W' $12520 Mamten a Stall lntennews 81 81 200 Field Renews 8 III S2000 lnVentoN & Database 81 a N 60 $634M Sewer Atlas 6 81 a $26000 Wa 656 SubtoWTe 2 W a1 0 JIMI A SaLWO W1,7" 3 ANALYSIS OF THE SEWER SYSTEM 1 Cntena a 81 1 02000 Flow Monftmg a 161 a0, $17 000 5259W Inflow &Infl0ratlon 41 16 W $5660 Sewor Symem Anal is a 241 120 I S13600 Pump Station Evalusbon 161 60 59080 Sewer CAD Pmgg $12000 $12000 Sub1olN TAI*3 "1 1111 2401 01 0 0 529000 .$66.310 A IMPROVEMENT PROGRAWCOST ESTIMATES Capital lmprovemmtP ram a 41 16 $2312 Project Cost EBblrwtas 2 41 81 1 $1 386 Opembonal & Mwntenance Cast Estimates a 0' $1 080 Suotptal Tasks f0 18. 21 0 0 0 s0 Sd 910 5 FINANCEIFEE STRATEGY —;'MASTER M I S3" $8 gOp PLAN MAP AND REPORT 40 211 W 1 100' 11 $197 Total R um 1"1 2161 3W i 1001 3001 52 1008 Rne $1351 $115 5821 W& $W 050 LaWr Cost S26M $240101 $2]990 $6300 $120001 $2800 S1003 Total Subconaubents I S58 500 Expenses $3000 TOTAL COST 5161,660 CITY OF EL SEGUNDO 6 -2 Sanitary Sewer Master Plan Study AKM Proposal No 01 -2282 Til I 14 l 1 1 1 1 1 I 1 G7 w� W y w W .O ai 11 T 9 7 N N_= v LO — — — -- -- Z - -- ° o > — U — S — — a ° o= 0 q no V 9 N zz Sl _ L SZ e n SZ ° al — — aZ LL 9Z ° g _ 9Z C o Zl 62 - 6 ZZ 9Z ° LL i -- d Ot LZ S oz — -- - — �— - -- EL — -- - — --- a 9 -- ez z ll r Y ¢ 3 N N LL FW- O Q Z O a O Z r m w E a ¢ z z W O r r w OU W W W = N N m O O c a a o ¢ m U a ¢ U O O N N A LL P g a W Z W N Z Z d z - N C1 p VI b 11 T 9 7 N N O Z O 6 0 n Q 13 ? C v LO c6 C w of Z _ � ° o > d U N 3 S r = W N a 0 q no V N O Z O 6 0 n Q 13 ? 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($department); ? >.css" type = "text /css" /> < /head> <I -- Color definitions - -> <body becolor= " #FFFFFF" text =" #000000" link= " #0000FF" vlink =" 4990099" a1ink= " #FF0000 "> <table width = "1001" cellspacing = "0" cellpadding = "0" border = "0 "> <tr> <td class = "colorheadercell" align= "right "> <a href = " / "> «mg src =" /graphics /butterflyleft gif" width = "65" height = "100" border = "0" alt= "Link to Home Page:City Butterfly" / >< /a> < /td> <td class= "whiteheadercell" align = "left "> <a href = " /"> «mg src =" /graphics /butterflyright.gif" width = "35" height= "100" border = "0" alt= "Link to Home Page-City Butterfly" / >< /a> 170 < /td> <td class = "colorheadercell "> < ?php print ( " <hl> <span class =\ "subtitle \ " > "), print ($cityname); print ("< /span > <br / > "), print (" <span class =\ "title \ " > "); print ($title . "< /span >< /hl >) ", "> <div align = "right "> <img src =" /graphics /titledots.gif" width= "200" height = "10" border = "0" alt =" " /> < /div> < /td> </tr> <tr> <td class= "whiteheadercell" colspan = "3" align= "center "> <a href = "< "php print($parentpageurl); ? > "> Back to <Tphp print($parentpagetitle); ? > < /a> <a href = "< ?php print($parentpageurl), ? > "> <img src =" /graphics /< ?php print($parentpageimg); O >" alt = "< ?php print($parentpagetitle); o >" align = "middle" height = "75" width = "110" border = "0" / > < /a> < /td> < /tr> </table> 171 Footer file <hr /> <div align= "center "> <a href= " / " >Home < /a> <a href =" /contact / " >Contact Us < /a> <a href =" /help / " >Help < /a> <a href =" /legal / " >Legal < /a> < /div> <p> <small> © Copyright 2001 City of E1 Segundo <br /> <a href= "mailto :webmaster @elsegundo.org "> Email webmaster < /a> < /small> < /p> < /body> < /html> 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 Calm Sdi Wx Oer•tbamt Graph¢ aemesentaapn ---- as well as fErt 174 2 Proposed Level Two Page Format CNw Scheme for eacM1 • Rphk � ��_,� • Depar rnen- Hi9hlr9h6 dt, AvalaMe Datumeob & Forms DePcMenl Huhlights Divi,� saw Drvisons UVd Thm 41� TI • Av Uble DpplmlMS & Drvnlmy __ 3 175 p -- — • Awiftble Documents & -- - Gwrtls Cepaltment Fishllgktt DMSrons • Comm - - - -- a ;tyww„t+T 3 ®dA'N MaprkY &M1 y ab2Ys lakes you Home • Clicking on Graph, hoas wu Batk to - - 0111me11 Le11 Color Srneme Follone mrouanout - _ - CenartmentPac. 'trni Four f�cFiiiat • 3 t Hsxe Wo M ,e.. • t7kltlrg gn - _ Butremy always _ tikes youHMre • Circling on Grapoic takes'ou Back o DCpaIni L.2Vei Fols SfnenrC • D'or e "Puna✓ Department Pages .t, • AwakMe DoarmMts & Forms • Department Highlights Dwi • Cgntads ros • l�in9 an _ _ _ tali lakes you Home _ _ • ❑¢long on Gmphc ' takes rou Back to _ C[p3linrerrtLrvel ._ _ _ _ • Color xname Follows throughout - -_ Department Pages - (*Fr �nptFo4r :,S 3 ekdmmiAekinr - ` • dsrteMfo ., .... • tlelgng m _ BuG .flways - takes you Home • ❑IcIdn m Gmpinc 0kes ycu Bad 0 , - Degarbm ¢ leyd • Cola- Scneme [ callow' throughout _ CeparNren[ Pai - 4 176 Four • GlWrg on _ a YY ahvays k lakes YOU o • CliIXlno Oo GrapM1ic - takes YoU Back m Department �evei - -- • COror xneme Fdbws Mrg ._ Olpartmmt P agcs `,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 5 z m N m C 3 n a m J a n 1 �C 0 0 e n � m n 0 Q h_ C 178 0 ] Vi T =r 0 I-- m n' 0 0 O Q eD tGD , O O M s� 11- s s' _n r� O C n iw ii 12' li h' LL 1i I�1 H 11 IZi L: ul i� k Id' iry (11 m r �� 'V N m Z PD D! O �o Es m � L a il N N m Z PD D! O i m �o Es L a - o Y j � I� n ! � R• rt i m \ \ \\ \ \ \� fEj - (& E3 \\ }\ rr \ \ \ \\ IT {{ I � $ 181 m n C O 1 V _G Z K tD 50 tD N O a O T. C C d ;r r c N n fl1 n_ r { N O O O N O 0 C C CQ c s C" C: C :w N C a_ c w v C c i2� M r v r = c v = y s r V C Ca c � G v> C: V _ 6 C S N O N x c V e 0 `a f4C N O C C N O C cc C n N p r c v m v K O tl iD C O O 0 c a c in O T r C ti H 2 CC 5 182 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